Remote Advising Appointments

Due to the Covid-19 pandemic, we have limited availability for on-campus, in-person advising appointments and we encourage you to schedule a remote advising appointment if possible. Remote advising appointments can be conducted through WebEx, Zoom or Google Meet, or conducted by phone. Your advising appointment must be conducted through your Miami Gmail account (we cannot conduct remote appointments with your non-Miami account). When you schedule an appointment, your confirmation email will include instructions on how to join the advisor's WebEx room; if you prefer another platform, contact the advisor before the appointment by email. 

Scheduling a Remote Appointment

Current students can schedule their own appointment in Navigate, and any student can call our office at 513-727-3440 to schedule. You may need to leave a message requesting an appointment. In your message, state your name, uniqueID and intended major, your phone number and the reason for the appointment. Our office will call you back to schedule as soon as possible. 

  • Users who anticipate or experience a disability-related barrier to using WebEx, Zoom or Google Meet are encouraged to contact sds@MiamiOH.edu to request reasonable accommodation. Webex may be used as an alternative platform for hearing accommodations. 
  • If you are unable to access Google, Zoom or WebEx, please contact us at 513-785-3129 or email regadvising@MiamiOH.edu 

Attending your Remote Appointment (default WebEx)

When you schedule with a Regional Academic Advisor using Navigate, you will receive a confirmation email with a link to your advisor's personal WebEx room, and you'll receive the same link in a reminder email sent 24 hours before your appointment. Five minutes before your scheduled appointment: 

  1. Click the link in the email
  2. If you see a message to Click Open WebEx Meetings, click it.
  3. Enter your personal information - you MUST use your Miami email and full name
  4. When you enter the lobby of your advisor's personal room, you should ensure your camera, speaker and microphone are all on.
  5. Select Join Meeting
  6. Select Notify Host, to let your advisor know that you are in their personal WebEx room lobby and ready for your appointment.
  7. Your advisor will join at the time of your appointment and admit you to their WebEx personal room. After you Notify Host, wait a few minutes in the waiting room so your advisor can admit you.
  8. If you have trouble connecting, email your advisor, who can troubleshoot, or arrange for a phone call or another platform to conduct the appointment. 

Here are detailed instructional videos for using WebEx and a FAQ for new students.

If you prefer to use a different video-conferencing platform, such as Zoom or Google Meet, email your advisor prior to your appointment to make arrangements. 

For Faculty Advisors: How to create a Remote Appointment

If you use Navigate to schedule student appointments, you can provide a link for your WebEx personal room to students automatically.  If you would rather schedule on your own, you can use Google Meet in your Miami Gmail account to set up remote appointments:  
  • Create a Google calendar event with guests and conferencing
    • Select the option to create a calendar event
    • Select More Options 
    • Enter your event date and time
    • Select Add Conferencing, then select Google Meet
      • Google will generate a unique Meet link and phone option for the event
    • Enter your student's Miami email in the Add guests section
    • Optional: In the Add Description area, you can provide instructions for the event
    • Save your event
  • Joining a Google Meet
    • Select Join Google Meet from the calendar event, or use the phone number and pin listed under Join by Phone
    • You do not need to initiate the event with the student for this option; students can join the Meet on their own through the links provided
  • You can also initiate a Meet not using the calendar. Five minutes prior to your appointment, go to meet.google.com.
    • Choose Sign In to login to your Miami Gmail account
    • Choose Video Call 
    • Choose Join or Start a Meeting
    • Enter the student's Miami Gmail for the meeting code or nickname
    • Choose Join Now to join the Google Meet
    • You'll see a URL and a phone number. If you like, you can copy the URL and send it to the student by email or chat. Or, click Add People and enter the students Miami Gmail

Canceling an Appointment in Navigate

  1. Login to Navigate
  2. On the right-hand side of the home screen click on the meeting in Upcoming Appointments.
    Within SSC-Campus advising appointment scheduling system, students can select the upcoming appointment location and their name to cancel an advising appointment.
  3. When the dialogue box pops up, click Cancel My Attendance in the bottom left-hand corner.
  4. Select a reason from the drop-down menu and add a comment. Then, click Mark as Canceled.
  5. You will see Appointment Canceled along with your comment. Click Close to exit the dialogue box OR click your name on the left side menu to reverse your cancellation.
  6. You and your advisor will receive an email notification with the cancellation.
  7. To reschedule, follow the link in your "Schedule an Advising Appt" email to schedule another appointment.