To ensure your virtual appointments are productive, smooth, and secure, follow these essential best practices.

Virtual Advising appointments offer the convenience and flexibility of connecting with your academic advisor outside of Lind Hall. Because advising sessions often involve discussing academic history, degree programs, and sensitive personal information, online meetings require the same level of professionalism as in-person appointments.

Test your technology before you connect

Technical glitches can happen, but testing your setup ahead of time keeps your full appointment dedicated to advising rather than spending time troubleshooting.

• Ensure you have a stable and reliable internet connection
• Use your computer instead of your phone for your appointment. This allows you to clearly view any information your advisor shares on screen.
• Make sure you are able to log into your UMN Zoom account before the meeting. Check your audio, camera, and headphones before the appointment to make sure everything works. If your audio on your computer is not working, you can use your phone as a microphone and speaker by also calling int the zoom appointment in addition to using your computer for video.

Be prepared and punctual

Treat your virtual appointment with the same professionalism as an on-campus meeting

• Select a time where you can be fully engaged in the appointment and have no other commitments at that time. If you cannot find an appointment time that works with your schedule, email your assigned advisor to arrange a better time.
• Arrive on time. It is recommended that you log in 2 to 3 minutes early. You will enter a Zoom Waiting Room until your advisor admits you at your scheduled time.
• Have your materials ready. Keep your course list, four year plan, and any specific questions open on your desktop or written down.
• Stay focused and have your camera on for the appointment. Avoid multitasking, distractions, and answering text messages or emails during your appointment.

Make a plan for attending your appointment in a private place

Under the Family Educational Rights and Privacy Act (FERPA), your educational records are protected by federal privacy laws. You have the right to keep your information private, including the right to a one-on-one appointment with your advisor. If your appointment is taking place remotely, your advisor will expect that you join the Zoom appointment from a private space.

• Do not attend your appointment in public or high-traffic areas. Do not join from coffee shops, restaurants, crowded dinning halls, busy libraries, or while riding in public transit or carpools. For your safety you cannot be driving during your advising appointment.
• Ensure your space is private with no one else in the room. If you are joining the appointment from your dorm room, select an appointment time when you can have the room to yourself and arrange this with your roommate in advance.
• If you need help finding a private location on campus, you can reserve study rooms or wellbeing spaces. UMN Libraries has a great guide on how to find space on campus for zoom classes and meetings.
• If you are in a public or non-private area when your advising meeting starts, the appointment will be rescheduled for a time when you are able to attend from a private location.

Following these best practices will help you make the most out of your virtual advising appointment!