Link to information about how to use Navigate to message students about appointments and use it for scheduling - will sync with Outlook.

How to access and use notes

Creating Appointment Summary Reports in Navigate

Preparing for successful advising sessions 

  • Review any advising notes you have on your previous meetings.
  • Communicate your expectations to your advisees prior to the meeting (see sample statement below)
    • I look forward to our meeting. Our session will be the most productive if you come with questions or topics to discuss. If the meeting is in regards to registration, it will be helpful to me if you bring a list of the courses you are thinking about for the next term (not a schedule - desired courses and alternates for them if they are closed). In addition, a proposed plan mapping out your courses for each semester until graduation is often helpful. I will be assuming that you are familiar with WINGS (especially "my planner" ) and the Catalog.  Please review Students Responsibilities - Getting the Most out of advising.

Meeting with your advisee:

  • Ask your advisee how his or her semester is progressing.
    • Discuss classroom performance - is he/she mastering the material and gaining the grades needed for their next term? Did he/she get any Eagle Alert concerns raised this semester.
    • Inquire about his/her non-academic life (campus activities, jobs, relationships, family, etc.) "How is the rest of your life going?  Anything that is interfering with your school work?"
      • Many students do not know how to advocate for themselves or find help that they may need. Let him/her know that resources are available if he/she is struggling with any issue. Pressing concerns should be referred to the Student Life Office.
      • Ask your advisee how the content of his/her coursework fits into her/his larger career and life goals. 
    • We recommend advisors consider having two screens open.
      • 1. The student's profile page on Navigate for a quick overview.
      • 2. The Advisement Report (AR) on WINGS - review with the student.  Discuss his/her prepared plans and progress toward completion of each of the 4 major sets of requirements:
      • University requirements for graduation (120 credits & 40 credits of 300/400 level coursework)
      • General Education Coursework
      • College Core Coursework
      • Major coursework and minor or program options (if applicable)
    • Ask the student if his/her questions/topics were addressed.
    • Encourage the student to take utilize Career Services for career exploration, internships, connecting with employers, resume/cover letter assistance, graduate/professional school applications, interviewing preparation, etc. Remember that there are a variety of campus resources available to assist students on a wide range of issues.

Guidelines for the use of notes

Keep entries as brief and succinct as possible while providing enough information to aid future advising interactions.


Include notes that will help the student and future advisors understand the student or the advice that you gave.

  • Encouraged student to enroll in MTH 135 because of interest in Elementary Education
  • Student took XXX out of interest even though he already has credit for YYY, understands that XXX will be counted as an elective.
  • Student should remember to take Math placement exam before registration for spring semester.

Include possible consequences of not following advice given.

  • Discussed need to take MTH 150 during the Spring semester so CHM 103 can be taken in Fall and student can be admitted to degree program before reaching 60 credits.
  • Student wants to enroll in 18 credits. Cautioned regarding heavy academic load.
  • Reminded student to check with Financial Aid Office regarding the consequences of dropping below 12 credits and no longer being an official "full-time" student.

Include notes that will facilitate future interactions with student.

  • Encouraged student to make an appointment to come see me after MCAT scores are known.
  • Student was well prepared for advising session. Had a tentative schedule already worked out.

Include referrals of a non-sensitive nature

  • Encouraged student to talk to Office of International Education and Engagement regarding study abroad options during J-Term.
  • Encouraged student to email catalog description and syllabus from the course to the chair of history department about the possibility of getting general education credit as a transfer course
  • Encouraged student to make appointment with career advisor. 

Referrals or comments of a sensitive or personal nature*.

  • Referred student to Disability Resource Services for testing. I suspect a learning disability.
  • Recommended student seek psychological assistance through the Counseling & Testing Center on campus.
  • Student diagnosed with depression.

Comments regarding student's instructors

  • Student is considering dropping PSY 444 because of a problem with the professor. 

* Noting personal issues: If a student raises a personal issue which is relevant to an advising matter under discussion, it may be appropriate to refer to such issues simply as "personal situation - referral made" or "personal situation - reduced credit load advised." If it assists you in your role to keep more specific notes about a student's personal issues, you may keep private notes for you own use.

Based on work from Seattle University & Missouri State University