Fall 2020 Orientation Information

The information below is from the email sent June 3, 2020.

  • Mocs Boxes are mailed a week or two prior to the orientation date
  • Emailed a postcard with instructions on how to access their schedule
  • UTC password and email set up due to single-sign on for Orientation
  • Repeated communications to watch all orientation modules (see below) 
  • Email with Zoom link, Zoom instructions, links to view the overview of your major, General Education checklists, and degree completion guides sent 1-2 days prior
  • “Save-the-date" email with instructions on changing major sent to students the week prior to the session
    • No major changes processed between the time the Zoom link is emailed to student and their scheduled appointment time
  • Advisors will receive their appointment roster after Zoom links are emailed to students
  • Using a Zoom waiting room: When you created your Zoom meeting to use for advising appointments, you should have “turned on” waiting rooms. Waiting rooms allow students to log in to the meeting when they are ready, but not jump right into a meeting in progress. You will have to allow students to join the active meeting space first. You can find instructions on how to do that on the Zoom Support webpage here: https://support.zoom.us/hc/en-us/articles/115000332726-Waiting-Room. Practice with your colleagues if you haven’t hosted a meeting and utilized the waiting room feature before.
  • Zoom screen share: Instructions for how to share your screen on Zoom can be found via the Screen Sharing Zoom support webpage here: https://support.zoom.us/hc/en-us/sections/201740106-Screen-Sharing
  • Zoom Backgrounds: It is highly recommended and encouraged to promote being part of the UTC community by utilizing UTC themed and UTC branded Zoom backgrounds which can be downloaded from the UTC Marketing and Communications webpage – there are instructions too! https://new.utc.edu/communications-and-marketing/graphic-design/zoom-backgrounds
  • Verify self-reported course credits
  • Review schedule, identify & discuss necessary schedule changes (proposed by student or advisor)
  • Refer to appropriate resources
  • Answer advising related questions; referring other questions appropriately
  • Directions to change schedule – Registrar: Registration Instructions (https://www.utc.edu/records/registration-information/instructions.php)
  • Refer student to virtual lab for additional assistance with schedule
  • Documenting advisement meetings in Navigate
    • Credits not reported in AIQ
    • Recommended changes
  • Remove advising hold
  • Kayla McAuliffe will host; CASA advisors will be in breakout rooms to assist students with schedule changes when they are not in advising appointments; additional support would be welcome. 

Join from PC, Mac, Linux, iOS or Android: https://tennessee.zoom.us/j/93401811856

    Password: 1886 

Or iPhone one-tap (US Toll):  +16468769923,93401811856#  or +13017158592,93401811856# 

Or Telephone:

    Dial:

    +1 646 876 9923 (US Toll)

    +1 301 715 8592 (US Toll)

    +1 312 626 6799 (US Toll)

    +1 669 900 6833 (US Toll)

    +1 253 215 8782 (US Toll)

    +1 346 248 7799 (US Toll)

    Meeting ID: 934 0181 1856

    Password: 1886

    International numbers available: https://tennessee.zoom.us/u/acJUhqRjXz
  • Request a different appointment time
    • To the extent possible, approved requests will be limited. If students reach out directly to you requesting a change in their appointment time, please let me know by forwarding me the email.
  • Change majors during the appointment time
    • Please make every attempt possible to help the student, utilizing the resources available (the 2020-2021 Clear Paths have been published here) and suggesting changes to their schedule, if necessary. Please remove the advising hold when possible and then refer the student to the appropriate center/department for their requested major change. You are welcome to email that contact following the appointment. If you are unable to help them, please refer them to the virtual lab where they will be placed in a breakout room with a CASA advisor.
  • Have additional people involved in the advising appointment
    • Orientation has published a recommendation/request that students participate in the meeting alone (read more here); however, we cannot control whether students adhere. Reminder that FERPA guidelines require that students give written or verbal consent to have their educational records discussed with anyone other than those identified as educational need to know. It is recommended that you ask the student to confirm their consent to allow others to participate in the meeting.
  • Fail to Dial In/Have trouble with technology
    • Remember that you only have 20 minutes for each appointment. If students do not dial into Zoom within the first three minutes, please attempt to call them on the number provided on your respective lists. Students were asked to confirm if the number we had on file was correct and appropriate adjustments were made. If a student does not answer your call or return your call within the first ten minutes of the appointment, you do not need to take any further action, as their advising hold will confirm they did not show for the appointment.  If technology issues (yours or theirs) prevent you from meeting with a student via Zoom or dial up, please alert me via email ASAP and I will attempt to contact the student to reschedule at a later time during their orientation session.

Fa2020 Orientation, Virtual Advising Overrides

SECTION CHANGES ONLY

Course

Guidelines

Rule/Process

ENGL 1020 or HIST 2100

And/or

General Education Math

Student was originally scheduled for a section of ENGL 1020 or HIST 2100 and/or General Education math & wants to change their section. AIQ indicates they’ve completed Pre-requisite through Dual Enrollment or AP score, but their transcript doesn’t reflect the appropriate course or score.

 

Advisors may grant DP (DH Pre Requisite Override) for same course as originally scheduled

REQUESTS FOR OVERRIDES NOT INCLUDED IN AIQ

If a student requests a pre-requisite override for something not mentioned in AIQ, please request appropriate documentation (ie screenshot) and send to the respective representatives on Teams to either process the override or facilitate the discussion with the appropriate department/unit:

Arts & Sciences courses: Erica Holmes Trujillo

Business courses: Nikki Ownby

Engineering & Computer Science courses: Lisa Tarr

All others: Elizabeth Johnson 

  1. Welcome to UTC
  2. Advisement and General Education: https://www.youtube.com/watch?v=Wz3PWBwqndU&feature=youtu.be
  3. MyMocsNet Tour
  4. Financial Aid Information
  5. Bursar’s Office and Fee Information
  6. Housing and Residence Life
  7. Auxiliary Services and Technology
  8. Student Engagement, Athletics, Campus Recreation
  9. Diversity and Inclusion
  10. Experiential Learning Opportunities
  11. Campus Safety, Emergency Management, Title IX
  12. Student Health, Wellbeing and Support
  13. Next Steps and See You in the Fall
  • Parents and Family  hosted by the Parent & Family Association
  • Financing Your Future hosted by Mocs One Center, Financial Aid and Scholarships, Bursar, Financial Wellness Center
  • Living on Campus hose by Housing and Residence Life
  • Student Panel hosted by Student Orientation Leaders
  • Conducting Business hosted by University Bookstore, Information Technology, Registrar (FERPA), Library, Parking Services, Dining Services
  • Supporting Students hosted by Center for Women and Gender Equity, Disability Resource Center, Veteran Student Services, Multicultural Affairs, Student Support Services, and Scrappy's Cupboard.
  • Getting Involved hosted by Campus Organizations, Chattanooga Athletics, and Campus Recreation
  • Academic Opportunities hosted by Military Science, Army ROTC, Division of Performing Arts, and Step Ahead Math
  • Experiential Learning hosted by Think Achieve, First Year Experience, Student Success Programs, Study Abroad, Career and Leadership Development, and Undergraduate Research and Creative Endeavor.
  • Health and Wellness hosted by University Health Services, Counseling Center, and Center for Student Wellbeing
  • Campus Safety, Title IX, and Emergency Services hosted by Campus Police, Title IX, Emergency Services, and Student Conduct

Student, Welcome to UTC!

We are excited to meet you next week for advising during New Student Orientation. You will meet with an advisor for BS Chemistry Biochemistry via Zoom on Monday, June 8th, from 10:20:00 AM to 10:40:00 AM ET so be sure to set a reminder! You will receive an email from me on Friday that has more specific information for your appointment such as Zoom instructions, links to view the overview of your major, General Education checklists, and degree completion guides. If you need to update your major prior to your advising appointment, you will need to do so by the end of the day Thursday (June 4). This will ensure you meet with the appropriate advisor. Major updates can be done in the orientation registration on the Questionnaire tab by updating your response to “What is your intended major?” Even though we will be using Zoom for your appointment, technical difficulties may necessitate that we call you instead. We have (XXX) XXX-XXXX on file for your appointment. If this number is not correct, send me the correct phone number also by the end of the day Thursday.

Dear «First»,

We are excited to have you participate in UTC’s 2020 online orientation session next week! We hope you are excited too!

Below, we have provided you with information you will need to ensure you get the most out of your online orientation experience.  Please read this email in its entirety, including the additional resources.

Advising Appointment:

Your advising appointment for «Major» is scheduled for «Day» from «Start» ET to «End» ET, with «Advisor_First» «Advisor_Last» in «CollegeDepartment» via Zoom.  Please plan on signing into your Zoom appointment a few minutes early and have your class schedule available for your meeting. The invitation to your Zoom appointment is included below.

Preparing For Your Appointment: 

We want you to get the most out of your advising appointment and encourage you to prepare ahead of time.  It is expected that you will have competed the online orientation modules, in addition to watching the «Link_to_Major_Video» from the Major Overview webpage, prior to your advising appointment. If you are interested in other majors, I encourage you to watch those Major Overviews as well.

In addition to your class schedule, you may find it helpful to also have some additional advising resources on hand during your advising appointment:  The General Education Check Sheet, Clear Path for Advising, and MyMocsDegree (accessible from your MyMocsNet Portal) are available to assist you in identifying general education course options and your specific degree requirements.

You don’t have to wait until your advising appointment to review Advanced Placement or International Baccalaureate criteria or Transfer Equivalency Charts to understand how AP, IB, dual enrollment and/or transfer credit will apply.

Zoom: 

Your advising appointment will take place via Zoom. You will need to download the software prior to your meeting. We recommend you practice using Zoom the day before so that you can familiarize yourself with the controls, etc.  Additional information for using Zoom, including system requirements, is available in the UTC Zoom Participant Guide.

NOTE:  Once you have downloaded Zoom, you can also get in to the UTC spirit by using a UTC virtual background – there are instructions too!

During Your Appointment:

This advising appointment time is reserved for you and «Advisor_First» «Advisor_Last» to discuss your major selection («Major»), class schedule, any prior college credit that you may have earned, and to answer any questions you may have about your academic requirements. Parents and guests are not encouraged to attend.

Schedule Changes:

If you need to make changes to your class schedule for the fall, you can do so by following the Registration Instructions accessed through your MyMocsNet Portal. Please keep in mind, you will not be able to make changes to your class schedule until AFTER advising appointment is completed and an academic advisor has removed your advising hold. If you need help making adjustments to your schedule, academic advisors will be available to assist you via Zoom on both days of your orientation or by email at advise@utc.edu.

Appointment Details with «Advisor_First» «Advisor_Last»:

«Day» from «Start» ET to «End» ET

Join from PC, Mac, Linux, iOS or Android:

https://tennessee.zoom.us/j/94891126382

Password: 1886

Note: 

If you experience technical difficulties when logging in to Zoom using the link provided or through the app using the Meeting ID from your device, please call in using one of the call in options provided below.

Or iPhone one-tap (US Toll):  «iPhone_onetap_1» or «iPhone_onetap_2»

Or Telephone:

    Dial:

     «Telephone_1»

     «Telephone_2»

     «Telephone_3»

     «Telephone_4»    

     «Telephone_5»     

     «Telephone_6»

    Meeting ID: «Zoom_Meeting_ID»

    International numbers available: https://tennessee.zoom.us/u/acJEeXppq6

Running Late:

Should you find yourself running late, advisors have been asked to call or text «MobilePhoneNumber», the phone number you provided as part of your orientation registration. Keep this in mind around your appointment time since calls would be coming from a phone number unfamiliar to you.

 

We look forward to welcoming you as a new Moc when we with meet you next week!