Resources for Advisors

This page provides resources and guidance for the University of Oregon advising community.

Contents:


Advising Case Management

When to refer a case to OAA (Office of Academic Advising)

In an effort to provide support to students who have been impacted by the current COVID-19 outbreak, the Office of Academic Advising is launching a campus-wide case management system.

If faculty/staff become aware of a student whose academics have been (or will be) impacted by the COVID-19 outbreak, please check the Academics and Classes FAQs related to COVID-19 and follow normal procedures to resolve the issue(s). For example, if a student is experiencing restricted travel that prevents them from being able to attend classes on campus in a future term, helping them adjust their schedule, identify alternative course options, and/or adjusting their grad plan may all be appropriate courses of action. Be sure to keep your appointment summaries (notes on meetings with student) in Navigate.

If the faculty/staff member and/or the student need additional support after you have followed standard protocol, please email uoadvising@uoregon.edu to explain the situation and barriers for the student. The OAA case manager on duty will communicate with you, try to help resolve the issue(s), and create a case in Navigate if additional supports/efforts are required.

Case Management Workflow

1. OAA becomes aware of a student who has been impacted by COVID-19 outbreak and needs additional support beyond what they’ve already received.  

2. OAA issues an alert with “Academic Continuity” as the reason in the student’s Navigate profile.

3. Depending on the nature of the concern, OAA may add additional assignees to the case. Assignees will receive an email notification with a link to view case details in Navigate.  

4. Once you click the link in the email, you will be able to read case details. These will include general context for the student and possible next steps. In general, we anticipate assigning other advising offices only when additional input is needed for department or major-specific requirements, policies, options, etc.

5. Advisor will update student case notes with high-level information and create an advising report for any direct contact with student, in accordance with normal notetaking procedures.  

6. Once assignee has completed all action items, they will remove themselves as an assignee and re-assign “OAA Advising Team Outreach”. This will prompt an email to OAA to pick up the case or close it out.  


Technology Resources

The Office of Academic Advising is working closely with the division of Undergraduate Education and Student Sucess at the University of Oregon to continue to offer remote advising as well as on-campus support as of Fall 2020. We will communicate our recommendations as information changes. As you continue to work remotely and potentially return to working on campus, please follow your department’s policies. We encourage all units to keep student-facing websites updated with current information about accessing services. 

UO Information Services has published a webpage with additional resources for remote work.

UO Working Remotely Website


Navigate Recommendations

Do you or does your department need assistance with your Navigate scheduling options? Please email Erin McKercher at navigate@uoregon.edu as soon as possible. 

If you haven’t used Teams or Zoom for meetings, now is a great time to practice with a colleague. Or, please email navigate@uoregon.edu or Teams chat Erin McKercher to practice! MS Teams and Zoom should be installed on all UO work computers. App required for use on smartphones.


APPOINTMENT WORKFLOW

When you're working with a student please ensure you prepare for the appointment as you usually would. We recommend having separate tabs or windows open with Navigate (one on the student's profile page and one on the Upcoming Appointments page), DuckWeb, and the Degree Guide open. Other windows that can be useful depending on your type of appointment are the GPA calculator page, class search, and campus resources. Questions? Email navigate@uoregon.edu.

    PHONE Appointments:  

    1. Student calls, online schedules, or chats to set up a phone appt. They are told that the advisor will call them at the scheduled time on the number provided. Let student know that caller will show as “Unknown" or "No Caller ID" as the number will be hidden.
    2. Advisor uses their personal phone (dial *67 first to block number) to call student at the scheduled time. 

    TEAMS Appointments
    (allows for screensharing; video optional) 

    1. Student calls, online schedules, or chats to set up a TEAMS appointment. They are told to download TEAMS (if they call or chat) and will be emailed instructions (automatically via comments from availability). Student is told that advisor will contact them via TEAMS at the scheduled time.
    2. At the time of the appointment, the advisor searches for student in TEAMS by DUCKID, clicks in message box so that video chat option appears in upper right. 
    3. Advisor initiates video chat by clicking video chat.  
    4. If student does not connect via video, advisor will attempt to reach them via phone following the steps outlined above in PHONE Appointments section.

    ZOOM Appointments
    (allows for screensharing; video optional) 

    1. Student calls, online schedules, or chats to set up an appointment. Appointment scheduled in Navigate. General Zoom meeting link already in advisor's Navigate availability records so that link is on appointment confirmation to student. Instructions tell students to click on Zoom link at the time of the appointment. 
    2. At the time of the appointment, student joins the Zoom meeting. Advisor admits student from waiting room upon confirmation of name and appointment date/time. 
    3. If student does not connect via Zoom, advisor will attempt to reach them via phone following the steps outlined above in PHONE Appointments section. 

    Need help with Zoom? Visit the UO Going Remote website and click on the Zoom links.


    Advisors: How to Start an Appointment in Navigate (for appointments scheduled in Navigate)
    This flow works if the appointment is scheduled in Navigate. Questions? Email navigate@uoregon.edu.

      1. Before the appointment (can be done after), from your Navigate home, click on Upcoming Appointments tab (will also show recent appointments).
      2. Click on the appointment (checkbox) and then go to Action menu > Add Appointment Summary.
      3. When appointment is done and you’ve made your notes as usual, click Save this Report.
      4. If student did not attend the appointment:
        • Uncheck the "Attended" box next to the student's name (in the Appointment Summary), type "No-show" in the notes, and click Save this Report
        • Alternatively, go to Upcoming Appointments, then look in the Recent Appointments section. Select the appointment and then go to Action menu > Mark No-Show.

      Advisors: How to Report on an Appointment in Navigate (for appointments NOT scheduled in Navigate)
      Do this if the appointment is NOT scheduled in Navigate and you want to add advising notes. You can do steps 1-6 below before the appointment so that you can take notes directly in Navigate. After doing this a couple of times you will likely realize that this is quick and easy. Most faculty and advisors only need these instructions for the first couple of appointments.

      Please note - if you follow these instructions for appointments that WERE scheduled in Navigate you will create DUPLICATE appointments in Navigate and on your calendar. Please contact Erin McKercher, Advising Technology Specialist, with any questions and/or to clarify. Email navigate@uoregon.edu.

      1. Search for the student's Navigate profile.
      2. Click on the Report on Appointment (gray box to right). This opens a blank Appointment Summary.
      3. Select your care unit (Academic and Career Advising for departmental advisors and faculty).
      4. Select your Location (department).
      5. Select Meeting Type (e.g., Phone/Teams/Zoom).
      6. Select Date of appointment.
      7. During the appointment you can type your notes in Appointment Summary, you can copy and paste from another source (such as Word or an email), or you can enter these notes after the appointment is over.
      8. Fill out the meeting start and end times and click Save this Report.
      9. If student did not attend the appointment:
        • Uncheck the "Attended" box next to the student's name (in the Appointment Summary), type "No-show" in the notes, and click Save this Report.
        • Or, go to Upcoming Appointments, then look in the Recent Appointments section. Select the appointment and then go to Action menu > Mark No-Show.
           

      Navigate Drop-in Queue
      Determine your unit's drop-in schedule and make sure advisors' availability records are accurate.  

      1. Student calls main phone line (which is forwarded to staff member) or Chat (depending on your unit). If drop-in is appropriate, staff adds student to the drop-in queue on Navigate. Staff gives student Zoom link and student joins and is in Waiting Room. 
      2. Advisor "Start[s] Appointment" from the advisor's drop-in queue in Navigate.
      3. Advisor initiates the meeting with student in Teams, or, if using Zoom, advisor will meet student in breakout room. Phone as backup.
      4. Advisor enters notes in Navigate appointment summary and checks out student.
         

      Advisor Availability "Special Instructions to Student" Template Text for TEAMS Appointments

      1. You can add your unit's website or phone number in the URL / Phone Number field. This is optional.
         
      2. The Special Instructions to Student text along with the link above appear in the appointment confirmation and reminders.

      Thank you for scheduling an advising appointment. All appointments will happen by phone or computer using Microsoft Teams. Please indicate your preference in the Comments before confirming your appointment.

      To meet by Phone: Be sure to enter your phone number. I will call you at the appointment time. Please be aware that the call may display as “Unknown" or "No Caller ID."  

      To meet by Teams: Please download Teams in advance of your appointment. You can find it in the app store on your smartphone. Or visit http://teams.microsoft.com/. For help with Microsoft Teams, please visit the UO help page at https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=69989.

      At the time of your appointment, I will call you via Teams. If we are unable to connect through Teams, I will call you at the phone number you provided. Please be sure to email me with your contact phone number if you did not already include it when scheduling.  

      Please visit https://remote.uoregon.edu/student for more UO information and resources. For UO advising resources, please visit http://advising.uoregon.edu.

      Advisor Availability "Special Instructions to Student" for ZOOM Appointments

      1. Be sure to add your standard Zoom link to the URL / Phone Number field.
         
      2. The Special Instructions to Student text along with the link above appear in the appointment confirmation and reminders.

       

      Thank you for scheduling an advising appointment. All appointments will happen by phone or computer using Microsoft Teams. Please indicate your preference in the Comments before confirming your appointment.

      To meet by Phone: Be sure to enter your phone number. I will call you at the appointment time. Please be aware that the call may display as “Unknown" or "No Caller ID."  

      To meet by Zoom: You may download Zoom in advance of your appointment. You can find it in the app store on your smartphone. Or visit https://zoom.us/. Because you have a UO Zoom account, when logging in to Zoom be sure to choose the SSO button to log in. Then log in with your Duck ID and password, For help with Zoom, please visit the UO Zoom help page at https://service.uoregon.edu/TDClient/2030/Portal/KB/ArticleDet?ID=101392.

      At the time of your appointment please click the Zoom link. I will admit you from the waiting room. If we are unable to connect by Zoom, I call you at the phone number you provided. Please be sure to email me your contact phone number if you did not already include it when scheduling.   

      Please visit https://remote.uoregon.edu/student for more UO information and resources. For UO advising resources, please visit http://advising.uoregon.edu.


      Questions? Email navigate@uoregon.edu.


        Navigate Help

        Navigate Help

        Please reach out with questions! I am available to meet individually or as a group. We can explore any Navigate topics you are interested in and consult on workflow and processes for your unit as well as best practices. 

        Erin McKercher
        Advising Technology Manager
        navigate@uoregon.edu


        Navigate Access and Training

        Navigate Access
        and Training


        Navigate Resources

        Navigate Resources


        Additional Resources

        Case Management/Advising Questions
        uoadvising@uoregon.edu

        Navigate Site (bookmark!)
        https://uo.campus.eab.com/

        UO Coronavirus Updates
        https://www.uoregon.edu/coronavirus

        UO Working Remotely website
        https://is.uoregon.edu/remote

        Remote Resources for Students
        https://remote.uoregon.edu

        Academics and Classes FAQs (coronavirus)
        https://www.uoregon.edu/coronavirus-faq#academics