Enrollment and Advising Information
The Center for Academic Advising will notify 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 firstname.lastname@example.org.
Enrollment and Advising Dates
Schedule Posts HERE October 6, 2021
Recommended Start of Advising October 7, 2021
Priority Enrollment Begins (students must qualify) October 20, 2021
Regular Enrollment Begins October 25, 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
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
Self-Service/Student Planning Tutorials
Video Summary Total 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 List In 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 Planning In 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 Planning In 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 Beyond In 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 Students This 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:
- Is this something the student would want other people to know?
- Is this something another advisor would need to know? Why?
- 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?)
- 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:
- Engineering and Natural Sciences: email email@example.com
- Kendall College of Arts and Sciences Core and Major sheets (Current year balance sheets only. If you need a different catalog year, please email firstname.lastname@example.org)
- Collins College of Business (Current year balance sheets only. If you need a different catalog year, please email email@example.com)
- Oxley College of Health Sciences
If you are unable to locate what you need, please contact firstname.lastname@example.org.
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.
Dr. Christina Carter
Associate Athletic Director for Academic and Student Services
Works with: M. Basketball, M/W Track, M/W Cross Country
Associate Athletics Director for Student-Athlete Development
Works with: Football (Defense), W Basketball, Volleyball
Assistant Director for Academic & Student Services (Tutor/Mentor Program)
Works with: Football (Offense), M. Soccer, Softball
Associate Director for Academic & Student Services
Works with: Rowing, W Soccer, W Golf, M/W Tennis
Director of Educational Services
Works with: Student-Athletes w/ Student Access accommodations
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 TYPE RESOLUTION OFFICE CONTACT Bursar Hold To resolve this hold, you can pay your account balance online here:
Bursar’s Office 918-631-2600 or Bursar's Office Housing Hold To resolve this hold, contact the Housing office to determine what steps you need to take. Housing Office 918-631-2516 Transcript Hold If 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 email@example.com. Transcripts must be sent directly from the institution to be deemed official. Registrar’s Office at 918-631-2254 or firstname.lastname@example.org Alexander Health Center Hold If 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 email@example.com No Emergency Contact Information on File Hold You 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 Hold To 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