Resources for Faculty Advisors - Center for Academic Advising

Resources for Faculty Advisors

Summer and Fall 2021 Enrollment

The Center for Academic Advising notified all undergraduate students of the upcoming enrollment and advising dates.  Please visit Preparing for Advising and Enrollment to review the information that has been provided to your advisees.

Below, you will find important upcoming dates related to advising and enrollment. Additionally, we have included advising resources to assist you in your advising practice.  If you need additional support, please email advising@utulsa.edu.

Enrollment and Advising Dates
Summer Schedule Posts HEREMonday March 8, 2021
Fall Schedule Posts HEREMonday March 15, 2021
Recommended Start of AdvisingTuesday March 16, 2021
Priority Enrollment Begins (students must qualify)Thursday March 25, 2021
Regular Enrollment BeginsMonday March 29, 2021
The full list of Enrollment Dates can be found HERE
The full list important academic dates can be found on the Academic Calendar HERE

  • Viewing Your Advisees

    You can view your assigned advisees in Self-Service/Student Planning; you can use that list to contact students. If you need assistance accessing your advisee list; please watch this video: Viewing Your Advisee List 

  • Required Advising Steps in Student Planning/Self-Service

    When you meet with an advisee, you must take the following steps in Self-Service/Student Planning to ensure that they are able to enroll online and that we have proper documentation of the academic advice you provided to the student:

     

      • Approve courses on their course plan screen 
      • Record Advising Notes under the “Notes” tab. 
      • Click “Advisement Complete”. This step is critical. It is what releases their advising hold for the term. 
      • Click “Review Complete” AND “Archive” to save a copy of their advising history for the term.

     

    You can view the Faculty Advising Steps tutorial for a refresher on these steps here: Required Advising Steps in Student Planning  

     

    Handout: Required Advising Steps in Student Planning

  • Self-Service/Student Planning Tutorials
    VideoSummaryTotal Video Length
    Required Advising Steps in Student Planning This video outlines the specific steps an Advisor must take to clear their advisee's semester advising hold and ensure that advisees are able to enroll on their assigned day and time. **Advisors of all experience levels should watch this video prior to advising.**03:05
    Tutorial #1 Getting Started in Student Planning-Viewing Your Advisee ListIn this video we show Advisors how to find basic information about their advisees in Self Service/Student Planning.01:36
    Tutorial #2 Reviewing a Student’s Progress in Student PlanningIn this video, we demonstrate how to review your advisee’s degree progress in Self Service/Student Planning.05:11
    Tutorial #3 Using the Timeline Feature to Assist Students with Degree PlanningIn this video, we demonstrate how to use the “Timeline” tab in Student Planning to assist your advisees with long term degree planning.03:18
    Tutorial #4 Other Advising Tools Found in Student Planning and BeyondIn this video, we show Advisors some other helpful advising tools within Student Planning and a few that live outside of the Self-Service system. These resources will be very useful to you as you meet with your advisees.05:41
    Bonus Content: Student Planning Tutorial for StudentsThis video was made for student users. We encourage advisors to watch this video to see how students interface with the Student Planning site.07:36
  • Advising Notes Guidelines

    Why do we create advising notes?

    • Help students remember advice they received during advising appointments
    • Help faculty advisors, professional advisors and other student support staff communicate and provide consistent service
    • Create an “institutional memory” of contacts and recommended actions
    • Personalize the advising experience by refreshing the advisor’s recollection of previous conversation

     

    What things should we document?

    • What did the student present as main issue(s) to address?
    • What steps were taken/agreed upon to address the student’s presenting issue?
    • What advice and recommendations were made? (if appropriate, include any back up planning that you might recommend)
    • What are agreed upon follow-up actions? Were specific referrals made?
    • Review available record information (graduation date, program declarations, midterm grades, transfer credits, etc.) to ensure student’s plans are clearly documented and appropriate resource referrals are made.
    • Overall, summarize what you discussed as it relates to the student’s academic planning and success

     

    FERPA and Notes

    The Family Educational Rights and Privacy Act (FERPA) entitles students to access any notes considered part of their academic record. Any notes entered in Student Planning are considered part of a student’s academic record and are accessible by students, open records requests, and court subpoenas.

     

    With this in mind:

    • Assume students, parents, or the general public will read anything and everything you have written. Student Planning Notes are visible to the student and to other advisors and staff members who have access to Student Planning.
    • Write your notes on a student meeting as soon as possible.
    • Once a note is submitted in Student Planning, it cannot be edited or deleted.
    • When writing your notes, ask yourself the following questions:
      1. Is this something the student would want other people to know?
      2. Is this something another advisor would need to know? Why?
      3. Is this something that is within my scope of practice to say? (i.e., Do I have the necessary training, and is this something relevant to my area of professional expertise?)
      4. Are the details in my notes based on fact? Or, Do they represent my own observations, perspectives, guesses, predictions, diagnoses, etc.?
          • “Describe, don’t evaluate”
          • “When in doubt, leave it out”
    • Notes should be academic-related and avoid including personal, potentially sensitive content. Personal and/or sensitive content, whether reported by the student or assumed by you, may include:
        • Medical / mental health concerns
        • Legal problems
        • Relationship problems
        • Family concerns
        • Conflicts with specific instructors

     

    Adapted from: Recording Notes and Adopting a Campus-Wide Student Notes System. www.eab.com

  • Degree Balance Sheets

    Degree balance sheets are created by departments for each of their major programs.  Students must follow the balance sheet associated with the catalog year programmed in Self-Service/Student Planning, which is viewable in the “At a Glance” section under the Progress tab.

    Some Colleges make their balance sheets available in the Portal, while others require that you obtain them from a Department Chair or Professional Advisor.  If you are advising a student and do not have a balance sheet for their program, start here:

     

    If you are unable to locate what you need, please contact advising@utulsa.edu.

  • Advising Student Athletes- Tips from the Office of Academic and Student Service (OASiS)

    We appreciate the work you do to help your students and advisees on campus, including our student-athletes.  We do not expect academic advisors to stay informed on all the NCAA rules and regulations for eligibility.  We do hope, however, the following information will help you as you advise TU student-athletes.

     

    We’ve created this handout to assist you as you advise Student Athletes: OASiS Student Athlete Academic Tip Sheet

     

    Please feel free to contact the OASiS staff member listed for the appropriate sport if you have questions regarding any of our student-athletes.

     

    OASiS Staff:

     

    Dr. Christina Carter

    Associate Athletic Director for Academic and Student Services

    Works with:   M. Basketball, M/W Track, M/W Cross Country

    918-631-3530; christina-carter@utulsa.edu

     

    Schnea Nealy

    Associate Athletics Director for Student-Athlete Development

    Works with: Football (Defense), W Basketball, Volleyball

    918-631-2255; schnea-nealy@utulsa.edu

     

    Taylor Miller

    Assistant Director for Academic & Student Services (Tutor/Mentor Program)

    Works with: Football (Offense), M. Soccer, Softball

    918-631-2383; taylor-miller@utulsa.edu

     

    Cassi Cregar

    Associate Director for Academic & Student Services

    Works with: Rowing, W Soccer, W Golf, M/W Tennis

    918-631-3654; cassi-cregar@utulsa.edu

     

    Karen Gober

    Director of Educational Services

    Works with: Student-Athletes w/ Student Access accommodations

    918-631-3622; karen-gober@utulsa.edu

     

    Learn more about OASiS services and support offered to student athletes by visiting: Office of Academic and Student Services (OASiS)

     

  • Assisting Your Advisees with Enrollment Holds
    HOW TO RESOLVE HOLDS
    HOLD TYPERESOLUTIONOFFICE CONTACT
    Bursar HoldTo resolve this hold, you can pay your account balance online here:
    TouchNet
    Bursar’s Office  918-631-2600  or Bursar's Office
    Housing HoldTo resolve this hold, contact the Housing office to determine what steps you need to take.Housing Office 918-631-2516
    Transcript HoldIf you have not submitted a final, official high school or college transcript, the Registrar’s office can place an enrollment hold on your account. To resolve this hold, you can request an official transcript to be sent directly to the Registrar at transcripts@utulsa.edu. Transcripts must be sent directly from the institution to be deemed official.Registrar’s Office at 918-631-2254 or records@utulsa.edu
    Alexander Health Center HoldIf you have not yet submitted your immunization records or proof of a Flu vaccination, doing so may resolve this hold.  You can upload this documentation to the Patient Portal.Alexander Health Center 918-631-2241 ahcmedical@utulsa.edu
    No Emergency Contact Information on File HoldYou can resolve this hold by logging in to selfservice.utulsa.edu and clicking on your user profile (see picture attached) and click on “emergency information” to add an emergency contact. Once you have entered at least one emergency contact, your hold will be removed. Self-Service
    Financial Agreements HoldTo resolve this hold, complete your financial agreement in Student Planning. Self-Service
    HANDOUT: Student Financial Agreement Holds
  • My Advisee Wants to Take Transfer Courses...Now What?

    Transfer work taken while a student at The University of Tulsa must be approved by the Associate Dean of the student’s major college prior to enrollment at the other college or university. Failure to receive prior approval from the dean’s office will result in work not being transferable to TU.

    Transfer credit from other colleges and universities are subject to the policies of the University of Tulsa, major College, and the program of study. The Office of the Registrar coordinates the transfer credit evaluation and transfer credit approval processes. Students should  refer to the Transfer Credit and Exam Credit policies on the Registrar’s site HERE.

    To request approval for transfer credit, students must complete a Transfer Course Request for each course for which they are seeking approval.

  • Additional Advising Resources
  • Links to Common Referrals