Faculty Resources

Academic Advising

Advising and Registration Resources for Faculty

This page has been developed to assist you in your role as a faculty adviser. It contains general information regarding advising and has been designed to serve both as a reference during the advising season as well as a resource containing other pertinent information regarding your role as an adviser.

As always, connect with our office if you have questions!

General: studentsuccess@smumn.edu

Bethany Mota: bmota@smumn.edu

Marisol Martinez: mmartine@smumn.edu

Spring 2021 Registration

  • Seniors: Monday, 11/9
  • Juniors: Tuesday, 11/10
  • Sophomores: Wed. 11/11
  • First-Years: Thursday, 11/12

Students should check their portal for their specific registration time.

Classification of Students:

0-23 earned credits: First Year
24-55 earned credits: Sophomore
56-86 earned credits: Junior
87+ earned credits: Senior

Advising Appointments

Setting up online appointments

Google Meet
Watch this Google Meet video to learn how to invite others to join your meeting and how to add the meeting link to a calendar invitation. This is a great option if you already have an appointment set or know the appointment date and time and want to get it set yo virtually.

Create a zoom account. Be sure to use your SMUMN email.
Watch this Zoom instructional video to learn how to make your google calendar appointments zoom appointment by the click of a button!

Google Calendar Appointment Slots & Sharing Your Calendar Link
Watch this Google Calendar instructional video to create appointment slots on your google calendar and how to share a link to your calendar with students to allow them to sign up for a time that works in their schedule.
Note: students will only see your available appointments when they click your calendar link. They will not see any other details/appointments on your calendar. Don’t forget to make your appointments zoom appointments as you create them.

Your advisee email list

  • From the portal homepage, click on the “Academic” heading then select “Email Students.”
  • Your advisees will be selected by default.
  • Note the dropdown menu halfway down the page. This allows you to change from your advisees to a class email roster as well if needed.

Advisees not returning/not planning to register, or advisees not responding to you

If advisees communicate they do no plan to return OR if you cannot get a response from your advisee, please submit an early alert and we will follow-up with the student.

Advising Tools

We are excited to announce that many of our forms are now fillable!! Be sure to download and save the document before using.

Tools for all students:


Tools for students enrolled spring 2018 and prior (Legacy Program):


Tools for students enrolled beginning fall 2018 and on (IGEP):


Major, Minor, and IGEP Minor Declaration Guide 

Where to find the declaration form:

Step 1


Step 2

  • From the home page, select the ‘Faculty & Staff Portal’ dropdown menu

  • Choose ‘My Forms’ from the list


Step 3

  • Click on the form that applies to you



  • All faculty with portal access can access the forms. Department Chairs were named the point person to complete the form with students, however, as a department, you can decide who fills out the form with students.

  • The forms are only accessible via the faculty portal so students do not have access to the forms and must complete them with a department chair (for major/minor declaration) or with an IGEP Minor Coordinator (for IGEP Minor declaration).

  • Email addresses must be entered correctly including ‘@smumn.edu’. Have students verify their email address for you. Reference the university directory to ensure you are entering the faculty adviser’s email address correctly.

  • The following individuals will receive a copy of the completed form for record purposes:

    • The Registrar’s Office

    • The Department Chair or IGEP Minor Coordinator

    • The student

    • The newly assigned adviser

    • The student’s former adviser


Advising Resources 

Transfer Credits

Use the key below to determine who your advisee should contact based on the course they hope to take:

  • Major or Minor course – Department Chair of the major or minor
  • IGEP course – Coordinator of IGEP minor or Associate Dean for General Education
    • Self, Society, and the Sacred: Dr. Erich Lippman elippman@smumn.edu
    • Environmental Sustainability: Dr. Ben Pauli bpauli@smumn.edu
    • Global Diversity and Social Justice: Dr. Erin Mae Clark eclark@smumn.edu
    • Creativity and Inquiry: Dr. Patrick O’Shea poshea@smumn.edu
    • All other IGEP questions: Dr. Carolyn Ayers cayers@smumn.edu
  • Legacy General Education Program course – Associate Dean of General Education
    • Dr. Carolyn Ayers cayers@smumn.edu

More Transfer Credit information, including credit breakdown for IGEP requirements for transfer students

Advising Update Session

View the Tegrity recording or access it via Blackboard, under ‘Talks and Presentations – Faculty & Staff’ and then by clicking on the ‘Tegrity Classes’ link on the left-hand side. Look for the session titled “Faculty Advising Workshop 2 for SP2020”.

Academic Advising Notes

View the Academic Advising Notes for:

  • Important dates and reminders
  • How should students withdraw from a course online
  • How to access the Declaration Forms online
  • How to address questions regarding transfer credits
  • Updates, Course Changes, & New Courses (within IGEP & Departments)

Registration Tutorial

Watch the video below to see the registration process from the student portal view:

Registration Holds

Watch the video below to learn more. Students should contact Cardinal Central with questions regarding holds.


Submitting Early Alerts

Faculty and staff who report students through the early alert system play an important role in the university’s retention efforts. Alerting the Student Success Center to a situation provides an opportunity for additional outreach to students who could be struggling with any number of issues that are affecting their class attendance and academic performance.

To submit an “Early Alert” report, log-in to the faculty portal and click “Student Early Alert” in the left hand column. Directions and the early alert form will appear. Please fill-out the form completely. The student will be contacted by a member of the early alert team, which meets weekly.

If you submit a concern about a student in your class, messages to the student from an early alert team member will instruct the student to speak to you, the instructor, about the situation. We believe that you are the first and most important point of contact for the student.

If you have questions or would like to speak with someone in person, please contact Joe Dulak.

Joe Dulak, Director of Learning Assistance, Tutor Coordinator, Early Alert Case Manager
Office: 70L Griffin Hall
Phone Ext.: 1414
E-mail: jdulak@smumn.edu