Preparing for a Remote Appointment
Your academic advising office may provide the option to complete an advising appointment over the phone or through video conferencing. The checklist below outlines items to help you prepare for and complete your remote advising appointment.
Determine your appointment type
Do you have a laptop or PC and reliable internet access to allow for video conferencing? If not, a phone appointment may be the better option.
Make note of how you will begin your meeting
Note the format (Zoom, Skype, phone, etc.) in which your advising meeting will take place and the procedure for starting the meeting. Will you join using a meeting link, call the office, or will the office call you?
Prepare for your appointment
Have access to a laptop or computer
Having access to a laptop or computer during a video or phone appointment is recommended to view websites and access your personal records.
Be prepared to access your electronic records
Choose your meeting location
Choose a location for your appointment that is private and free of distractions.
Identify meeting participants
In accordance with FERPA, your advisor will take extra steps to confirm your identity during a remote advising session. In a video call, your advisor may ask for you to display photo identification, such as a UCF student ID or driver’s license. In a phone appointment, the advisor will ask you to confirm your UCFID and may ask for other information such as your current or a future UCF class schedule.
Take lead during the conversation
To further protect your privacy, your advisor will ask you to take the “lead” on providing sensitive information as it relates to your grades, current class schedule, etc. In a video call, you may be asked to share your MyKnight Audit or Pegasus Path through a screen share.
Take notes during your appointment. Keep these notes in a safe place so you may access them when you need them later.
Academic Advising through Email
Academic advising offices and other support offices on-campus will communicate with you regarding resources, opportunities, deadlines, and more. As a UCF Knight, it is important that you check your email on a regular basis. Check out the recommendations below to securely and effectively communicate through email.
- All email communication with the university, including academic advisors, must originate from your Knights email account
- Follow normal email etiquette (clear and concise subject line, greeting, and salutation) and identify yourself in the message (Name, UCFID, and major)
- Organize your message to make your questions clear and provide any relevant details
- Consider scheduling an advising appointment for more complex questions (assistance selecting courses, exploring majors, etc.)
- Due to FERPA limitations, some information may not be able to be disclosed or discussed through email
- Never disclose account passwords, social security numbers, or other private information through email.
Looking to protect sensitive data?
Check out the Registrar’s Office guide to protecting sensitive data through encryption.