Advising – Create Advising Meeting

Create and manage advising appointments in J1 Web from the Academic Advising Calendar. Record attendance, add notes, and edit or cancel as needed.

Purpose

Use the Academic Advising calendar to schedule 1:1 advising meetings with your advisees during an advising cycle or at any time on your advising calendar. You can later edit details, record who attended, and capture meeting notes.

Who

Primary or Secondary Advisors with access to the Academic Advising hub and calendar.

Where (Navigation)

Open Academic Advising hub (Primary / Program / Location / All Students).
On the Summary page, locate the Advising Calendar block.

Create an Advising Meeting

On the Advising Calendar, choose an available time slot and click the green plus or use the calendar’s drop-down and choose Create advising meeting.
On the Create Meeting screen:
- Attending Advisee: search and select the student.
- Description: optional context for the student (e.g., “Plan Fall term; check holds”).
- Location, Date, Time: confirm or adjust as needed.
- Subject/Category are preset to Advising meeting.
Click Create advising meeting. The meeting appears on your advising calendar and the student’s calendar; the student may also receive a notification depending on campus settings.

Edit Meeting Details (time, place, attendees)

Click the meeting on the calendar and choose Edit meeting.
Adjust fields as needed and Save.
Note: After attendees are marked as Attended = Yes, date/time/location can no longer be changed for that meeting instance.

Record Attendance

Open the meeting from the calendar and click Edit meeting.
Under Attended?, switch the advisee (and advisor) to Yes if they attended; leave No if absent.
Timing: About 15 minutes before the start time, the Edit page enables attendance and meeting note entry. Once anyone is marked attended, some scheduling fields become read-only.
Click Save.

Add Meeting Notes

Notes can be added from the meeting preview pop-up (Create Meeting Note) or from Edit meeting. Notes are internal and not visible to students.

Open the meeting and click Create Meeting Note (or View note → Edit).
Enter up to 8,000 characters (follow-ups, plan adjustments, action items).
Send to save. You can later add internal comments, edit, or delete the note if you have permissions.

Cancel/Delete a Meeting

Open the meeting from the calendar.
Click Delete meeting and confirm. The event is removed from all calendars and the advisee receives a cancellation email/notification per campus setup.

The video below demonstrates the Advising Calendar.

Tips

Include a clear Description so students know what to bring (e.g., laptop, updated plan, questions).
If using cast appointment blocks for an advising cycle, publish blocks so students can self-select times. You can still create ad-hoc meetings outside those blocks.
Use Meeting Notes to capture next steps; these notes surface in advising views but are not student-facing.

Permissions & Access

Advisors must have calendar access in the Academic Advising hub to create/edit meetings.
To modify or delete meeting notes, ensure you have the communication permissions that allow editing/deleting editable notes.

Troubleshooting

Can’t create in desired dates? You may be outside casting allowed dates for a cycle. You can still create meetings on your Home/Advising calendars, or ask the administrator to review cycle dates.
Publish option missing when casting? All required appointment slots must be added before Publish appears.
Can’t edit date/time? Once any attendee is marked Attended, schedule fields become read-only for that meeting.