Advising 101
Advising Undergraduate Students
Student academic and advising information is available thru GoldLink and Internet Native
Banner (INB). This tutorial focuses on the use of the Advising Summary in GoldLink (with
corresponding INB form references). The Advising Summary is a one-stop scrollable web
page for most advising information you will need to advise an undergraduate student.
This tutorial and workshop is designed to give new advisors the tools to begin advising or as a
refresher course. Each department should provide additional advisor training regarding your
departmental programs, policies and procedures.
Advisors should also attend additional advising workshops, webinars and the monthly
Academic Advisement Council meetings (http://www.etsu.edu/advisement) when offered to
stay involved and up-to-date in the ETSU undergraduate advising process.
Advising Expectations:
 Students are ultimately responsible for their academic decisions, including course
selection, meeting prerequisites, adhering to policies, procedures and deadlines at
ETSU.
 Advisors are a personal link between the student and the University and must help
students by answering questions, guiding them thru academic programs, making
referrals and helping students navigate ETSU policies and procedures.
Please feel free to contact the Office of Undergraduate Student Advisement if you have any
questions or need help referring a student to the appropriate campus resources.
Teresa Williams, Director of University Advisement
Suzy Hooven, Information Research Tech I
williata@etsu.edu
hooven@etsu.edu
439-6940
439-8557
Would you like to receive informational advisement emails?
Email Suzy Hooven (hooven@etsu.edu) and ask to be added to the
Advisor Email Distribution List.
1
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Getting Started as an Undergraduate Advisor
Getting Started as an Undergraduate Advisor
(Access to Student Records in GoldLink & INB, Available Workshops
4
Family Education Rights and Privacy Act (FERPA)
5
Firstmate
5
Advisor Responsibilities and Retention Strategies
6-8
General Advisement Policies
8
Should I be Advising This Student?
Learning Support – fall 2012
10
Issuing Permits
10
SPACMNT – comment and exception form in INB
11
Advising Summary (Sample)
12-15
Additional Information about Advising Summary
16-18
How to Read Academic Transcript
19
2
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
ETSU Policies and Procedures
Related to Advisement
Table of Contents
For Current and Complete List of Policies and Procedures
See Current Year Online Catalog
http://www.etsu.edu/reg/catalog/undergraduate.aspx
Academic Standing ………………………………………………………………….
Probation …………………………………………………………………….
Suspension …………………………………………………………………..
20
ACT/SAT Credit for Freshman English (ENGL 1010)………………………………
20
Advanced Placement (AP) …………………………………………………………..
21
Early Semester Progress Reports (mid-term grades) ……………………………...
21
Foreign Language Placement Policy ………………………………………………
21
General Education History Requirement: Rules for Transfer Students ……………
21
Graduation Preparation …………………………………………………………….
Has Student Filed Intent? ………………………………………………….
Graduation Review ………………………………………………………..
What all Potential Graduates and Advisors Should Know ……………….
Exit Exam ………………………………………………………………….
22
Honors Composition Courses ……………………………………………………….
22
Intensive (Proficiency Intensive Requirements) …………………………………...
22
International Students (Engl 1006/1007 and 1008/1009 Options) ……………………
22
Orientation…………………………………………………………………………..
23
Secondary Education and Education Minor Students ………………………………
23
Transfer Student Exceptions and Course Substitutions …………………………….
23
Advisement Meeting Recommendations and General Student Information ………
24
Resources……………………………………………………………………………
26
3
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Getting Started as an Undergraduate Advisor
1. Request access to academic records using GoldLink and Internet Native Banner accounts.
Have executive aide assist you in completing Banner Student Account Request Form:
http://www.etsu.edu/oit/documents/Banner_Student_Account_Request_Form1.1.pdf
Note: Section 2 Please discuss required access needed to advise students with your
departmental chairperson and/or executive aide. Will you be issuing course permits? If you
are advising, you should have an INB account. For GoldLink Advisor access please check the
3rd box in section 2 requesting access to the Advisor Tab in GoldLink.
2. Attend All Three Banner and Advising Workshops sponsored by Office of Undergraduate
Student Advisement: http://www.etsu.edu/advisement/advisors/training.aspx
GoldLink
Internet Native Banner
Advising 101
Degree Works is an academic advising and degree audit tool that helps Advisors and students
track their degree progress in real-time! See website for information, tutorials and workshops.
http://www.etsu.edu/reg/degreeworks/default.aspx
3. Complete additional advising training thru your college or departmental office.
4. Attend Academic Advisement Council (a must for advisors) each month
http://www.etsu.edu/advisement/advisors/aacm.aspx
5. Ask to be added to advisor email distribution list. Read and file emails from Office of
Undergraduate Student Advisement (email Suzy Hooven for details: hooven@etsu.edu)
6. Get to know your resources. Good advising includes using your resources and is a continuous
learning experience.
o Office of Undergraduate Student Advisement: http://www.etsu.edu/advisement
Teresa Williams, Director of University Advisement and
Suzy Hooven, Information Research Technician I
o Departmental website
o ETSU Online Catalog: http://www.etsu.edu/reg/catalog/undergraduate.aspx
o Graduation Office and Analysts: http://www.etsu.edu/reg/graduation/analyst.aspx
o Dr. Dan Brown, general education exceptions and TBR transfer general education
reviews
o Dr. Bill Kirkwood, proficiency intensive requirement exceptions and appeals
o ARC – one-stop-shop for Academic Support and Service needs…
http://www.etsu.edu/arc
7. NACADA: http://www.nacada.ksu.edu/clearinghouse/advisingissues/index.htm
4
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Family Educational Rights and Privacy Act (FERPA)
(http://www.etsu.edu/reg/records/ferpa.aspx)
The Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99) is a
Federal law that protects the privacy of student education records. The law applies to all schools that
receive funds under an applicable program of the U.S. Department of Education.
Note: Advisors and other university officials have a right to access educational records if performing a
task or function which constitutes a legitimate educational interest. However, this information may not
be released to third parties without the written consent of the student. All third party requests are to be
addressed to the Office of the Registrar. (423-439-4230 or registr@etsu.edu)
Partners in Education Program: program housed and coordinated by Office of Undergraduate
Student Advisement. Students 21 or under may sign a Student Release of Confidential Information
form either 1.) during orientations where forms are available in Student Affairs or 2.) at all other times,
form is available in the Office of Undergraduate Student Advisement located in the Welcome Center
(2nd Level of D. P. Culp Center). Separate release forms are required for Financial Aid and Bursar’s
Office.
If parent or designee contacts you and indicates that their son or daughter signed a waiver form, please
refer them to Office of Undergraduate Student Advisement for referrals. Student and designee are
given a PIN number which they must provide to our office before information is shared.
(http://www.etsu.edu/advisement/partners.aspx)
Registrar’s Office also has FERPA release forms available in their office (102 Burgin Dossett Hall).
Students are required to have their student ID to request form. Waiver forms for Registrar are noted on
SPACMNT in INB. If you have questions about releasing information, please contact the Registrar’s
Office or the Office of Undergraduate Student Advisement.
First Mate Access http://www.etsu.edu/firstmate/
Tutorial – on the Enrollment Services website http://www.etsu.edu/firstmate/staffTutorial.aspx
Students can select access to records for their parents, spouse or partner. Setting them up in First
Mates allows them to (only) view financial and academic information. The student is in full control of
what, and when, they are allowed to view the information online through the First Mate interface.
Having problems with First Mate Access? Send an email to firstmate@etsu.edu
5
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Undergraduate Academic Advisement at ETSU
Advisor Responsibilities
Advisement at ETSU is a continuous interactive process between an advisor and student which
facilitates the development and achievement of the student's overall goals. Advisement is a distinct
part of a student's educational experience, provided by ETSU as a service... Advising is more than
class scheduling. A successful relationship between and advisor and student depends upon shared
responsibility. Advisors and others at ETSU provide mentoring, advice, referrals and information to
help students make wise, informed decision.
For complete list of Student and Advisor Responsibilities:
http://www.etsu.edu/advisement/continuingstudents/default.aspx#StudentandAdvisorResponsibilities
Advisor Responsibilities
Maintain adequate posted office hours and appointment times for advisement.
Keep all scheduled appointments and to notify the student in advance if it is not
possible to keep the scheduled appointment.
Gain the necessary training to effectively advise, guide and refer students to ETSU
resources applicable to the student's program of study.
Use ETSU resources including online Undergraduate Catalog, departmental websites,
general education, proficiency intensive, graduation, program requirements and
licensure requirements to guide and refer students.
Maintain a complete accurate advisement record for each student in order to monitor
progress towards goals and graduation requirements.
Regularly check and respond to student emails in a timely manner.
Refer students to the academic deadlines as posted on the ETSU online calendar and
in SSB.
6
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Assist in the advisor reassignment process when applicable.
Understand and comply with the mandates of the Family Education Rights and Privacy
Act of 1974 as Amended (FERPA).
Other Advisor Responsibilities and Retention Strategies
1. Be prepared for high volume advisement
times. Be prepared to advise and release
advisement holds for your students.

2. Early Alerts thru Grades First
http://www.etsu.edu/arc/academicalert/defau
lt.aspx

3. Contact students at mid-term that have
failing grades and refer to appropriate
resources (tutoring, consider dropping, extra
credit, etc.)

Utilize Advisor Grade Tool in GoldLink
to pull reports of your students
4. Advise and refer students as needed
throughout semester

Be familiar with drop dates, withdrawal
dates and required forms
(http://www.etsu.edu/reg/forms.aspx)
Use your resources if unsure how to help
student




5. End-of-term




6. Contact students on probation

Registration for summer and fall begins
in early April
Registration for winter session and
spring begins in early November
Program to identify students at risk early
in the semester (3 weeks in)
Coordinated by Dr. Carla Warner 4395641
Use Advisor Grade Tool in GoldLink to
pull reports of your students
Review registration
Did student fail a pre-requisite course?
Are they taking the appropriate courses
for the next term?
Call, email or write and help student
revise schedule
You may receive a list of your students
who are on probation.
 Contact students and adjust schedules as
needed to be successful and prevent
suspension.
7
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
7. Assist students with graduation paperwork


Encourage students to file Intent to
Graduate with Graduation Office when
they have completed 90 hours or at least
2 semesters before they plan to graduate.
This gives students 2 semesters to
prevent delays in graduation by
completing required courses.
Be familiar with forms and deadlines
http://www.etsu.edu/reg/graduation/defau
lt.aspx
8. Use EAB/SSC to identify students at risk
http://www.eab.com/

Intrusive Advising – to help those
students identified as at risk.
General Advisement Policies
ETSU utilizes a shared advisement delivery system where professional advisors meet with students in
a centralized area while other students are advised by faculty advisors in their academic departments of
their major. ETSU has professional advisors in most college areas.
Quick Reference List of Advisement Coordinators:
http://www.etsu.edu/advisement/continuingstudents/Advisement%20Coordinators%202014%20...doc.pdf
Quick Reference List of Undergraduate Advisors:
http://www.etsu.edu/advisement/continuingstudents/AdvisorContactList.aspx
Advisement required: Advisors are a personal link between the students and the University. All
students have an advisor and should confer with their advisor each semester. In fact, ETSU requires
most students consult with an advisor before registering each semester. The following students must
be advised before they are able to register each semester:




All students who have less than 60 earned credits are required
First-term-at-ETSU transfer students are required to meet with an advisor prior to registration
for their first and second term of enrollment.
Students who have been readmitted are required to meet with an advisor prior to registration
their first term back at ETSU.
Students who have not declared a major or who are required to complete Learning Support in
Reading or Writing are required to see an advisor in the University Advisement Center located
in the Advisement Resources Career Center (ARC) located on the 2nd level of the D.P. Culp
Center (423-439-5244). *Note: students who are only required to take Learning Support in
Math will be advised by their major advisor.
8
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
These guidelines are the minimum advisement requirements. Some colleges and departments may
have additional advisement requirements. Students should consult with their academic department or
advisor to determine their advisement requirements.
Some students will have multiple advisors. Is the student involved in … Athletics, International
Studies, NEXUS, or ETSU Honors. These students may also be required to see an advisor in these
specific areas.
Academic Support for students in under represented populations
Carshona Harris
439-4595
Adult, Commuter & Transfer Services
439-5641
Athletics
Charvi Greer
439-4618 or 6435
College of Education (seeking licensure)
439-7626
Note: Minors in Education should contact College of Education their 1st semester at ETSU
ETSU Honors
439-6456
International Students
439-7737
NEXUS
439-6187
Medical Professions Advisement
439-5602
9
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Step-by-Step Advisement Guide Using the Advising Summary
(Sample Advising Summary on Pages 10-13)
Should I be advising this student? Learning Support Reading or Writing
Students who have Learning Support requirements (redesign of Developmental Studies Program) in Reading or
Writing must be advised by the University Advisement Center in the ARC to ensure students are taking the
correct Learning Support (LS) section of general education courses. Missing ACT/SAT scores or late college
transcripts may cause a student to be incorrectly placed in Learning Support requirements. If in doubt, please
call the University Advisement Center (439-5244).
LEARNING SUPPORT: Math Only



Major advisors will advise students who only have LS Math requirements
LS requirements are listed on the Advising Summary under Learning Support Requirements section or
in INB on SZAADEF. SOATEST scores for Developmental Reading, Writing and Math which = 4
indicate student is college level.
Advisors or students should call University Advisement Center and request permit for Math 1530
(Learning Support L Section). Please have CRN or course section number selected that fits student’s
schedule.
General Information about Learning Support Program
http://www.etsu.edu/uac/learningsupport/default.aspx
First time freshmen have required learning competencies for Reading, Composition and Math if their ACT/SAT
subscores fall below the minimum requirements as mandated by Tennessee Board of Regents (TBR) and ETSU
policy.
Transfer students will be required to take a placement test if they 1.) do not have ACT/SAT test scores less than 3
years old, 2.) have not transferred in college level English or Math courses. Some students may also be required to
take a placement testing in Reading depending upon their transfer work. COMPASS is ETSU’s assessment tool.
Adult students (without ACT/SAT scores) are required to take the COMPASS assessment in Reading, Writing and
Math.
Issuing Permits and Learning Support Requirements
Please check a student’s record for Learning Support requirements before issuing permits for the student. Permits
override Learning Support pre-requisites and allow the student to register for courses they are not academically
prepared for.
A registration error in GoldLink Banner of PreReq or Test Score can indicate the following:
1.) the student does not have the required prerequisite for this course
2.) the student has Learning Support requirements that are prerequisites before registering for this course
3.) transfer student may be required to take COMPASS assessment in one or more areas
4.) or a combination of these
If you need assistance, please contact the University Advisement Center in the ARC at 423-4395244. They will be glad to assist you in looking up the student’s requirements.
10
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Important Note:
 Comments (SPACMNT) – now available in GoldLink
student contact notes
Used by campus to enter comments on a student’s record.
Not viewable on student’s GoldLink.
May contain various important information including:
 Approved course substitutions
 General comments
 General Education Block transfer evaluation
exceptions
 Advisement documentation
 FERPA waiver information
 Option to enter notes available to anyone who has access to
view. This is a great documentation tool for advisors and
departments.
11
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Advising Summary Example:
Advising Summary
Information for "Mickey Mouse" and E00333443
Admission Status
Students prior to fall 2008 were admitted in SIS and will not have data listed here.
Term Admit Type
Student
Type
App
No.
Fall
FR (First-time
2014 Freshman)
N (New
1
First Time)
Level App Status
App
Status
Date
UG
09-OCT-13 1
D (Decision
Made)
App Dec
Seq No
2
App Decision
App
Dec
Date
X (Conditional
Acceptance)
09OCT13
AA (Changed to
Unconditional)
02JUL14
Student Account Payment Status
Will this student be purged?
Term
Code Status
Description
Spring
2015
F
Because you have signed an ETSU Promise to Pay and have agreed to pay your
student account balance of charges even if your Financial Aid awards are not
received, your class schedule will not be dropped at this time. Please check your
Financial Aid and Student Account regularly for any changes where a balance due
must be paid.
Financial Aid
Deferment
Financial Aid Status
Status of Academic Progress is based on your academic performance for each term that you are enrolled. For more
information or to view/print the appeal form, see ETSU Satisfactory Academic Progress (SAP) Policy.
Effective Spring 2015 the student Financial Aid Satisfactory Academic Progress Status is Unsatisfactory
The student documents/requirements are complete as of this time
Note: Unsatisfactory Status = No aid eligibility beginning with the Last Term Reviewed even if awards are still listed on
your account.
Catalog Year
Catalog Year
2014-2015 Academic Year
ETSU Degrees Earned
Seq Degree Degree
Code
Level
Grad Catalog
Term
College
Major
Minor
Conc
Major 2
Previous Degrees
Seq
No
College
Degree Code
Degree
Date
Degree
1
Walters State Cmty
College
AS
10-MAY-13 Associate of
Science
Attend
From
Attend To TTP
Y
TTPDesc
Math
12
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Attribute
Description
Activity Date
RT73
Reverse Transfer Recvd - NeSC
02-JUL-14
High School Information
GPA
School
School City
School State
Class Class Graduation
Rank Size Date
3.33
Avery County High
School
Newland
NC
80
144
13-JUN-14
Immunization Summary
Please refer students to the ETSU Student Health Services website to view the State of Tennessee Immunization Requirements
and to determine how they will meet the missing requirements listed below in red. 439-4225
Advisor Information:
1. Hepatitis B and Meningitis History Form:
Students < 18, parent/guardian must sign history form for Hep B and Meningitis before registration.
Students ≥ 18, will complete history form during registration process in GoldLink.
2. Chickenpox and MMR: One semester waiver forms for chickenpox and MMR (for those eligible) does not change
required items on this page. One semester waiver only allows student to register for full-time one semester before
completing immunization requirements.
3. Housing Meningitis: requirement is only applicable to new students (under 22) living in residence halls.
Action Required
Immunization
Date Administered
NONE
Chicken Pox Dose 1
31-AUG-07
NONE
Chicken Pox Dose 2
30-MAY-14
NONE
Hepatitis B History Form
NONE
Meningitis History Form
NONE
Measles, Mumps and Rubella 1
18-DEC-96
NONE
Measles, Mumps and Rubella 2
07-SEP-01
NONE
Housing Meningitis
30-MAY-14
Form Received
Learning Support Requirements
If student is required (R in status column) for LS Read or LS Write competency, please contact the University Advisement
Center 423-439-5244 for information. These students must be advised by the University Advisement Center due to the
complexities of Learning Support Program.
For students with only a LS Math Competency requirement, they are advised by their major advisor. For LS Math
advisement guidelines, please visit The University Advisement Center Website. If student needs a permit, please call the
University Advisement Center 423-439-5244 and have the selected CRN ready.
Code
Deficiency Description
Status
Status Term
Date
CRN
Subject Number Transfer
Classification
Classification
Term Code Effective
Level
FR
201510
UG
Major/Minor
Encourage students to declare minors and concentrations
early.
College
Major
Major
Concentration
AS - Arts & Sciences
Biology, Biological Sci.
Minor
Minor
Concentration
13
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
TELS GPA
Advisors: this TELS information is provided to you as an informational item and all students should be referred to Financial
Aid or the Scholarship Office for questions or concerns about their TELS “Lottery” Scholarship.
Note: TELS hours and GPA are captured in Banner for every student and are reflected regardless of students overall
eligibility. Before dropping or withdrawing TELS students should review Don’t Lose Hope website.
Students should view their Lottery Scholarship Eligibility in GoldLink under “Student Records”.
GPA Interval
Attempted
Hours
Earned Hours
GPA
Current
17
0
00000
Email
Personal emails are not usually updated. May only be valid for new students.
Email Address
Email Code
Preferred Indicator
TENGEJ@GOLDMAIL.ETSU.EDU
CAMP
Y
JONAHTENGE@GMAIL.COM
PERS
N
Addresses
Type
From
City
State
Zip
County
Campus
Box
19-AUG-14
To
Street 1
Box 11046
Street 2
Johnson
City
TN
37614
47179
Mailing
Address
27-SEP-13
PO Box
346
Roan
Mountain
TN
376870346
47019
Nation
Phone Numbers
Type
Area
Number
Permanent
423
7720073
Ext
Permits/Overrides
Permit/Override
Subject
Crse Numb
Seq Numb
CRN Activity User
Date
Alternate Pins
Term
Process Name
Pin
Activity Date
Test Scores
- see option at the bottom of page to view test scores.
Administrative Holds
Please check processes affected column. Some holds do not prevent registration.
Hold
From To
Amount Reason
Originator
User
Processes
Affected
14
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Undergrad
Advisement
Hold
18SEP14
31DEC99
WILLIATA
Registration
Submit
b
Current Schedule, Midterm and Final Grades
CRN Subject Course Section Course Title Campus Midterm Grade Final Grade Credits Level
Future Schedule
CRN
Subject
Course Section Course Title Campus Term Credits Level
First Mates
Name
Passphrase
Start
Date
End Date
Auth Adv Auth All
Summary
Create Date
barbara tenge
mother
14-OCT-14 13-OCT-16 Y
Y
14-OCT-14
tom tenge
father
14-OCT-14 13-OCT-16 Y
Y
14-OCT-14
Additional Advising Information
Academic Transcript
Student Contact Notes (INB Spacmnt)
Student Registration Status
Student's Completed Intensives
Transfer Evaluation
Test Scores
Additional Advising Information (these are links to more information)
Academic Transcript
Degree Evaluation
Student’s Registration Status
Student’s Completed Intensives
Test Scores
Transfer Evaluation
New Options 2014:
Student’s Financial Aid Status
Student’s Purge Status
Student’s TELS GPA
New Options 2015
TTP (TN Transfer Partnership)
Reverse Transfer
Firstmate
15
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Additional Information about the Advising Summary and corresponding INB
forms:
1. Admissions Status (INB: SAAADMS, SAADCRV, SGASTDN)
Identifies the following:
Admit Term
Admit Type - 1st time FR, Transfer with less than 60 hrs, Transfer with more than 60 hrs., etc.
Student Type - New First Time, Continuing, etc.
Application Number - student may have more than one application
Level - undergraduate or graduate
Application Status - Decision Made, Cancelled Application, etc.
Application Status Date
Application Decision – student may be conditionally accepted pending high school transcripts,
etc.
2. Catalog Year (INB: SGASTDN, SPACMNT)
3. ETSU Degrees Earned (INB: SOAPCOL)
4. Previous Degrees (INB: SHADEGR, SHADGMQ) - degrees earned at other Universities (if
final transcript noting degree is not sent to ETSU previous degrees may not be posted in
Banner, ask student about previous degrees)
5. High School Information (INB: SOAHSCH)
Identifies:
High school gpa
Name and location of high school
Class Rank and Class Size
6. Immunization Summary (INB: SZAITRK) – beginning 7/1/2011 the State of Tennessee requires
students to meet specific immunization requirements . This same option is available for students under
Registration in the student’s GoldLink. For complete details see:
http://www.etsu.edu/nursing/shserv/about/Immun_Requirements.aspx
One semester waiver forms available for 2nd Varicella and 2nd MMR. See:
http://www.etsu.edu/reg/forms.aspx
Students under 18, must have parents sign Acknowledgement Form for hepatitis and meningitis.
Students over 18, will complete this process during registration in GoldLink.
Beginning July 1, 2013: ALL NEW STUDENTS PLANNING TO LIVE IN ON-CAMPUS
RESIDENCE HOUSING: Will have to provide medical documentation of having received the
meningitis vaccine within the past five (5) years. This documentation must be provided to the Student
Health Clinic before move-in day or the student will not be allowed to check into their assigned room.
Click here for more information or contact the Student Health Clinic at 423-439-4225.
16
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
7. High School Deficiencies (INB: SZAADEF) – Due to recent changes from the TBR,
beginning spring 2013, high school unit deficiency requirements will no longer be tracked.
The following guidelines will be effective:
1.) High School Unit Deficiencies will continue to be met with core courses used to satisfy
general education requirements, 2.) Foreign language deficiencies will only be addressed if the
student’s major/degree require unit(s) of foreign language and 3.) All high school unit
deficiency holds and remaining requirements will be removed from student accounts prior to
registration for spring 2013.
8. Learning Support Requirements (redesigned Developmental Studies) (INB: SZAADEF)
Fully implemented by fall 2012. See website for information:
http://www.etsu.edu/uac/learningsupport/default.aspx
9. Classification (INB: SGASTDN) – Freshman, Junior, Sophomore, Senior
10. Major, Minor or Concentration (INB: SGASTDN) – please encourage students to keep their
records current. Students may not be notified of minor or concentration requirements if they
have not declared. Undergraduate Change of Major forms are available online at:
http://www.etsu.edu/reg/documents/PDF/UndergradMajorChange.pdf
Change of Major option available in GoldLink. Tutorial available online at:
http://www.etsu.edu/reg/documents/PDF/Change%20of%20Major.pdf
11. Email (INB: SPAIDEN) – when new students apply and pay application fee, they are given a
GoldMail email address. Directions for activation and accessing GoldMail are sent to students
when they apply. GoldMail is ETSU’s primary source of communication.
Setting up GoldMail: http://www.etsu.edu/oit/studentinfo/goldmail.aspx
12. Addresses, Phone Numbers (INB: SPAIDEN) – encourage students to keep these current
especially close to graduation.
13. Permits / Overrides (INB: SFASRPO) – quick reference to view permits or overrides student
may have for current term.
14. Alternate Pins (INB: SPAAPIN) – priority registration students will have a PIN code listed
here about a week before registration begins each semester. Priority registration students
include: students with disabilities, honors students, athletes, etc.
17
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
15. Test Scores (INB: SOAHOLD) – see page 3 for more information about Learning Support.
Developmental Reading, Math and Writing scores that = 4 indicate student is college-level and
you can advise and does not need Learning Support.
Developmental Studies Reading
4
Developmental Studies Math
4
Developmental Studies Writing
4
16. Administrative Holds (INB SOAHOLD)
 Some holds prevent registration but not all. Please see processes affected column.


List of hold types and where to send students available online at:
http://www.etsu.edu/reg/documents/pdf/holds_2014.pdf

Orientation Holds: for new students who live within 250 mile radius, orientation and
advisement is required. Orientation and advisement holds will be released during the
orientation process about 30 minutes before registration starts the day of orientation.
All new students are required to complete the Online Orientation Program (LAUNCH)
before they can register for an on ground orientation. At orientation students will be
advised and register for classes.
If the student does not have an orientation hold (they have been waived or live outside
250 mile radius), you can advise them and assist them with the registration process.
Orientation questions – refer student to Student Affairs 423-439-4210 or
orientation@etsu.edu

Undergraduate Advisement Holds – all undergraduate students with less than 60 hours
are required to see an advisor each semester before they can register. These advisement
holds should be in place by early October (registration begins around first week of
November) and March (registration begins around first of April) each year. Some
departments require advisement throughout a student’s college career.
(http://www.etsu.edu/advisement)

TWO methods available for advisors to release advisement holds
1. using the Release option in the Advising Summary and/or
2. using INB SOAHOLD to end the hold by changing the “to” date.
Note: Advisors do not have access to create or delete holds. Access only allows ending
holds.

Graduation Holds - after student files an intent to graduate with major and minor
sheets, entries are made to notify student and advisor of missing graduation
requirements on SOAHOLD and displayed for student and advisor in GoldLink
(holds). These holds prevent graduation but do not block registration.
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Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
17. Current Schedule, Midterm and Final Grades
(INB: SFAREGQ for schedule, SFARHST for mid terms grades, SHACRSE for final grades)
18. Future Schedule (INB: SFAREGQ) - schedule for next term
19. Additional Advising Information
Academic Transcript
Registration Status (show student’s first available registration time)
Degree Evaluation (CAPP)
Student’s Completed Intensives
Transfer Evaluation
How to Read Academic Transcript





Transcript term-by-term
# symbol indicates course meets a high school deficiency
* symbol indicates course is a Developmental Studies course and does NOT count in graduation
hours
R column indicates repeated courses.
o I = included in hours and gpa
o E = excluded in hours and gpa
o F = frozen
Banner Pre-Summary Hours – student has ETSU coursework prior to SIS (1991). See
Registrar’s Office or student for copy of transcript.
GPA and Summary Lines
Summary lines (see sample next page)
Total institution
only includes ETSU coursework
Total transfer only includes transfer coursework
Overall
includes all college level coursework
Combined indicates DSP coursework is included in numbers.
Institution combined
ETSU work (including Developmental Studies)
Transfer combined
transfer work (including Developmental Studies)
Overall combined
all coursework (including Developmental Studies)
Example of GPA and Summary Lines in SSB
ALWAYS USE THE OVERALL SUMMARY LINE TO DETERMINE EARNED HOURS.
TRANSCRIPT TOTALS (UNDERGRADUATE)
-Top-
Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA
Total Institution:
9.000
9.000
9.000
9.000
19.200
Total Transfer:
3.000
0.000
0.000
3.000
0.000
0.000
12.000
9.000
9.000
12.000
19.200
1.600
Overall:
2.133
Attempt Hours Passed Hours Earned Hours GPA Hours Quality Points GPA
Institution Combined:
27.000
15.000
15.000
15.000
35.100
2.340
Transfer Combined:
36.000
15.000
15.000
24.000
51.000
2.125
Overall Combined:
63.000
30.000
30.000
39.000
86.100
2.207
19
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
ETSU Policies and Procedures Related to Advisement

Academic Standing
Is the student on probation?
Check student’s academic transcript in GoldLink or INB form (SHATERM or SGASTDN,
select Academic and Graduation Status Tab)
Academic probation standards (see current undergraduate online catalog). Standards vary
according to attempted hours. Suggestions for students on probation: SSB will not let the
student register for more than 13 hours and they should repeat “F” courses to improve GPA.
Is the student suspended one major term or indefinitely suspended?
Check student’s academic transcript on SSB or INB form (SHATERM).
Refer to Student Affairs, 3rd level of Culp Center, 439-4210 for appeal with extenuating
circumstances. **If credits earned at other regionally accredited institutions during a
period of academic suspension from ETSU are found to be acceptable for transfer and if
such credits are sufficient to remove a student from academic probation, the student may be
readmitted as a transfer student by the Director of Admission.
http://www.etsu.edu/students/currentstudents/academicappeals.aspx

ACT/SAT Credit for Freshman English (ENGL 1010) – if student earns ENGL sub score of 28
or above they are eligible for an exemption and/or credit for the freshman writing requirements at
ETSU (ENGL 1010). Contact Dr. Dan Brown (439-6945 or brownd@etsu.edu). If during
orientation advisement, contact orientation checkout. Student cannot register for ENGL1020
without permit.

Advanced Placement (AP) – student must have courses sent to ETSU Undergraduate Admissions.
Accepted AP scores will be posted on student’s academic transcript. Students request AP thru
College Board website (http://www.collegeboard.org/)
Dual Enrollment
Student that have taken courses during high school as dual enrollment must request the transcripts be
sent to ETSU. Caution in placing students in courses when their transferrable or dual enrollment
courses are not yet loaded into GoldLink.

Early Semester Progress Reports (mid-term grades) – may be viewed by students on SSB.
Advisors may see ESPR on SSB under active registrations.
Advisor Grade Tool in GoldLink Banner – allows undergraduate advisors to pull ESPR
reports for their major or by individual student or group of students using Student ID
20
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
option. For more information or tutorial on how to use Advisor Grade Tool in SSB, please
contact Undergraduate Student Advisement at 439-8557 or visit:
http://www.etsu.edu/advisement/documents/Advisor_Grade_Tool_Tutorial.pdf

Foreign Language Placement Policy - Students entering ETSU and wishing to enroll in basic
language courses will be placed according to their previous experience with the language.
http://www.etsu.edu/cas/litlang/documents/foreignlanguagerequirement.pdf

General Education History Requirement: Rules for Transfer Students
http://www.etsu.edu/uged/gened/StudentsandParents/about.aspx
Transfer students may meet the general education History requirement as follows:
Transfer students from University of Tennessee (UT) System institutions who met the general
education History requirement while attending those schools will also have met ETSU’s
History requirement, as will transfer students who met UT History requirements while
attending TBR community colleges.
Transfer students who earned credit for two of the following courses at any TBR institution
will also have met ETSU’s History requirement: HIST 1110, World History & Civilization to
1500; HIST 1120, World History & Civilization Since 1500; HIST 2010, U.S. to 1877; HIST
2020, U.S. Since 1877; HIST 2030, Tennessee History.
Transfer students from institutions outside the TBR and UT systems who completed courses
equivalent to those listed above may apply those courses to ETSU’s History requirement.
Students who completed only one of the courses listed above prior to transferring to ETSU can
complete the History requirement by taking HIST 2010, HIST 2020 or HIST 2030.
All students must present evidence of completing one year of American History in high school.
Students lacking such documentation must satisfy a high school deficiency by completing
HIST 2010, HIST 2020, or HIST 2030. Completing one of these courses to remove the
deficiency will also count toward completion of the general education History requirement.
Transfer students who use HIST 1110 or HIST 1120 to meet the general education History
requirement cannot also use it to meet the general education humanities requirement.

Graduation Preparation
Is the student close to graduation?
Students should file an intent to graduate with the Graduation Office when they have completed 90
hours or are within two semesters of graduation. Intent may be submitted online at:
http://www.etsu.edu/reg/graduation//default.aspx. For more graduation information and forms see:
http://www.edu.edu/graduation
21
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Has student filed intent to graduate?
Check out SHADEGR under graduation information and review information under Holds
(SOAHOLD in INB).
Graduation review? Graduation Office is now putting graduation notes/holds on student’s record
that identifies any areas of concern. For example: if the student lacks their minor sheet the hold
comment will indicate minor sheet missing. These comments may be viewed by students and
advisors on GoldLink under HOLDS. Graduation holds do not prevent registration.
What all potential graduates (and advisors) should know:
http://www.etsu.edu/reg/graduation/graduationforms.aspx
Has the student taken the required exit exam (California Critical Thinking Skills Test)?
See the Graduation Office website for additional information:
http://www.etsu.edu/reg/graduation/exitexams.aspx

Honors Composition Courses - ACT composite score 25+, student may contact Department of
English to ask for permission to register for Honors Composition (ENGL 1018 or ENGL 1028).
Contact Department of English for additional information. 439-4339

Intensive Requirements - how many proficiency intensive courses has student completed?
Transfer students with 50+ hours (college level courses) and/or students with associate degrees
designed for transfer (see catalog) have different requirements. See “View Students’ Completed
Intensives” in GoldLink. http://catalog.etsu.edu/content.php?catoid=6&navoid=183

International Students Engl 1006/1007 and 1008/1009 Options - who cannot demonstrate
satisfactory proficiency in English will benefit from enrolling in an English as a Second Language
Class instead of ENGL 1010 and ENGL 1020. These courses will substitute for Engl 1010 or 1020
or any combination.
English as second language courses:
ENGL 1006 and ENGL 1007 Lab
ENGL 1008 and ENGL 1009 Lab

Orientation
(http://www.etsu.edu/students/firstyear/orientation.aspx)
ETSU requires new students who live within a 250 mile radius to attend a new student orientation.
All new students are also required to complete LAUNCH – ETSU’s Online Orientation Program
before they can register for orientation.
At orientation, students will attend a choice of topic sessions; attend a College Session presented
by Dean or Designee of each college, see and advisor and register for classes. All new students
MUST go to Check-Out after registering for classes.
Departmental Chairs will inform faculty advisors what days they will be advising during the
summer. Advisors will receive weekly email updates of the students who have registered for the
next orientation. Please review the academic records of your students and prepare for orientation.
22
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Many departments pre-advise local students until they can spend additional time with each student.
Pre-advised students should have a Registration Worksheet which they must bring to orientation.
The day before each orientation, Suzy Hooven will email an Orientation Advisor Packet with all
the details to each advisor who is working. It is very important that you do not change locations.
We must be able to locate students in cases of emergency or if we need to deliver a lost student to
you.
Note: please try to make orientation a positive experience for your new students. Some
colleges/departments use pre-advisement, group advisement, peer advisors, and have several
advisors available each orientation to improve the advisement and registration experience. If you
need help brainstorming solutions to orientation advisement problems, please contact Teresa
Williams, Director of University Advisement.

Secondary Education and Education Minor --- Is the student planning on teaching secondary
education? These students must see an advisor in their major and also an advisor in the College
of Education for Tennessee Licensure Requirements (Joel Tramel or Mary Andrews 439-7626, 320
Warf Pickel). Students who have chosen an education MINOR should contact College of
Education advisor (first semester at ETSU) to create an education file and learn the licensure
and Praxis requirements.

Transfer Student Exceptions and Course Substitutions
Exceptions and/or course substitutions are noted on SPACMNT in INB. Advisors can see
transfer information on transfer evaluation option in SSB. Identifies course names at
previous schools. Students also have access to transfer evaluation in SSB.
Transfer course equivalencies website: see option on SSB login page at:
http://www.etsu.edu/goldlink
o Does the student have transfer credit they think should have transferred in as General
Education Core course?
Refer them to the ARC – 2nd Level of Culp Center – Donna Corbitt 439-5248
Information and forms are available at: http://www.etsu.edu/cas/casinarc/
23
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Advisement Meeting Recommendations
o Don’t forget to release Advisement Hold
o Keep good advisement records. Some departments may want to utilize SPACMNT or student
contact notes for advisement records/comments.
o
Reference catalog especially policy and procedures http://catalog.etsu.edu/content.php?catoid=11&navoid=522
o Have student initial advisement log sheet and collect student’s current phone and email address for
future contacts. Students should update contact information on GoldLink Banner under personal
tab.
o Review Degree Works audit and requirements with student for selective admissions majors also
provide this information to student.
o Give student your contact information on business card or printed information sheet.
o If time allows, have student register for classes at your computer. If not possible, send student to
registration lab (if during orientation advisement) with completed Registration worksheet. Give
alternate courses in case one of their classes becomes full.
o Have student print out copy of student’s schedule (print student schedule or concise schedule).
Things advisor should discuss with students during advisement session:
1. On-line catalog - http://catalog.etsu.edu/preview_program.php?catoid=7&poid=1812
2. Reference Degree Works
 General education requirements
 General education requirements specific to your department
 CSCI 1100 or proficiency requirement: http://www.etsu.edu/uit
 Proficiency intensive requirements:
 Major Requirements
 Minor Requirements (if applicable)
 Concentration Requirements (if applicable)
 Degree Requirements (if applicable, BA, BS)
 ETSU and TBR Degree & Graduation Requirements
 Admissions procedure for programs such as Nursing, Radiography, Teachers Education,
etc.
 Licensure Requirements (if applicable)
o Students seeking licensure in secondary education (education minor) should see
advisor in COE their first semester at ETSU
o Praxis requirements
24
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
General Information Student May Need to Know
o Academic calendar deadline you and your students for dates available in online catalog:
http://www.etsu.edu/etsu/academicdates.asp
o Student MUST pay fees or have financial aid in place by 6:00 pm the day before classes begin.
See academic calendar for dates (times).
o Confirmation a MUST for students with financial aid (including scholarships). Students confirm
and accept financial aid in GoldLink Banner. Students who do not confirm may be purged.

Students, who have decided not to attend ETSU, MUST drop all courses on GoldLink Banner
before the first day of class. Scholarships, financial aid, promissory notes, etc. often keep students
from being purged. Warn students to NEVER assume they will be purged.
o Repeating a course:
 the last attempted grade counts (better or worse)
 All grades remain on transcript, repeat grades are included and/or excluded as applicable in
gpa and hours on transcript
 Third and subsequent attempts are averaged in gpa.
o Students may withdraw from ALL classes anytime during the semester up until two days
before the end of the semester (excludes exam week) by contacting the Office of the Registrar.
Withdrawing will adversely affect financial aid and the Lottery Scholarship. Students should
confer with Financial Aid before withdrawing.
o International Students – have special limitations and requirements regarding online courses in
regards to Visa status. Students should check with International Programs for specifics.
International Students may only take ONE online course each semester.
o Overloads: The academic advisor and the dean of the student’s college/school must approve
registration for an overload. Following completion of 45 semester hours, students with a
cumulative 3.0 GPA may be approved for a load up to 21 semester hours by Academic Advisor and
Dean or Designee of their major.
Over 21 hours, approval thru Academic Affairs Designee: Teresa Williams 439-6940 or
williata@etsu.edu.
25
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015
Resources
Undergraduate Student Advisement - http://www.etsu.edu/advisement
Teresa Williams, Director of University Advisement, williata@etsu.edu or 439-6940
Suzy Hooven, Information Research Tech I, hooven@etsu.edu or 439-8557
Academic Advisement Council – meets the 4th Tuesday of most months from 2:30 – 3:30 p.m. in the
Culp Center. Provides a forum for distributing and receiving information relative to undergraduate
advisement. Meeting open to faculty, staff, and graduate assistants. If you would like to be added to
the email distribution list for advisement information, please email Suzy Hooven at Hooven@etsu.edu.
ARC – one-stop-shop for Academic Support, Services and Referrals http://www.etsu.edu/arc/
Registration Help Line – registration help for students 439-5584 (M-F, 8:00 – 4:30 pm EST).
Learning Support and Undeclared
University Advisement Center – 2nd Level of Culp Center in the ARC or 439-5244 for questions.
Online resources you should bookmark:
 Online Catalogs
http://www.etsu.edu/reg/catalog/
 Academic Calendar
:
http://www.etsu.edu/etsu/academicdates.asp
 CSCI 1100 / Proficiency Exam
http://www.etsu.edu/uit
 Registration Guide
http://www.etsu.edu/reg/registration/resources.aspx
 How to access your ETSU email from any computer: http://mail.etsu.edu/
 Banner online tutorials for course building, entering grades, attendance etc.:
http://www.etsu.edu/reg/bannertutorials.aspx
 Banner Advisor Tutorials:
http://www.etsu.edu/advisement/advisors/bannerhandouts.aspx
 OIT Helpdesk “How To” ---- http://www.etsu.edu/oit/helpdesk/
Need Help: http://www.etsu.edu/etsu/help.asp (quick reference for many topics)
OIT Faculty/Staff Helpdesk, http://www.etsu.edu/oit , 439-4648 or OIThelp@etsu.edu
Registrar’s Webpage:
Forms: late add, late drop, change of major, change of catalog year, etc.
Banner Tutorials: how to enter grades, how to enter attendance, how to change grades using GoldLink, how to
change major using GoldLink, etc.
Graduation
Veterans Office
Registration Resources: Registration worksheet, Schedule worksheet, How to Use GoldLink tutorial
26
Undergraduate Student Advisement
http://www.etsu.edu/advisement
Revised: Jan. 2015