Video Conference Software

The university has licenses withZoom which is available for use for virtual meetings. These platforms are a great way to replicate in person advising interactions.


Simplified video conferencing and messaging across any device. Zoom Meeting syncs with your calendar system and delivers streamlined enterprise-grade video conferencing from your desktop and mobile device. Enable quick adoption with meeting capabilities that make it easy to start, join, and collaborate across any device.

Sign in to Zoom site with your UofM credentials at https://memphis.zoom.us/

U of M Zoom informational site

Zoom tutorial courtesy of Jacob Flemming at KSU

Options to Access Banner Remotely

Access through UMapps at https://citrix.memphis.edu/vpn/index.html

Access through VPN at http://vpn.memphis.edu/

Access through remote desktop

FERPA and Remote Advising

When advising over the phone or in a Zoom format, please be sure that you are speaking to the student. Institutions must use reasonable methods to authenticate the individual's identity to follow FERPA.

Over the phone:

Ask the student to verify at least two of the following:

1. Student ID number
2. Date of birth
3. Home Address
4. Emergency contact information
5. Personal email address
6. A question that only the student should know the answer. This could be major information, advisor info, GPA, expected graduation date, what did they earn in X class last term, etc.

Remember, a parent could easily know date of birth and home address so asking questions beyond those two points will help ensure that you are speaking to the student.

Never ask for SSN.

On Zoom:

If you are on a video chat, you can confirm using the student's photo in Navigate or in the Banner Student Profile, which is located in the myMemphis portal.

You could ask to see the student's ID card in the video chat to verify this is the student you are speaking with.

You can also verify the information as listed above.

Maintaining Your Privacy

Use Google Voice to create an alternate phone number that can deliver calls to your personal phone. This is a great way to stay connected with students without having to give out your personal phone number. Calls can be conducted from your cell phone or computer and features include voicemail, text messaging, and do not disturb.

Google Voice tutorial 

Appointment Management With Navigate

The Advising-In Person appointment type has been removed from all scheduling availability in Navigate.

It has been replaced with the following options:

Academic Advising
Academic Advising (15 minutes)
Academic Advising (20 minutes)
Academic Advising (45 minutes)
Academic Advising (60 minutes)

Building and Room Numbers will be removed from locations (i.e. Academic Advising Center- 212 Wilder will become Academic Advising Center- Main). You should also remove building and room information from the Special Instructions for Student section of your availability and appointment campaigns

If you are not using Navigate to schedule appointments, please consider making that change now. There is considerable concern that remote instruction and lack of presence on campus will present significant barriers to students who need to schedule advising appointments. If your students normally schedule appointments on a sign up sheet in your office, via email, or by calling your office, this could present bottlenecks as your entire caseload will now be emailing and calling. Additional time spent moving coursework to online instruction may also limit the time you have available to manage appointment requests.
Navigate can assist with this while allowing you to maintain control over your schedule.

To make yourself available via Navigate:
1. Sync your U of M calendar with Navigate: this ensures students cannot schedule appointments during times in which you have other obligations
2. Create appointment availability: this tells the system (and students) the days/times you are available for appointments
3. Create an appointment campaign: this will send an email that you create to all of your students with a personalized scheduling link

Note: Creating an appointment campaign is recommended but is not required. If create an appointment campaign students will still be able to schedule with you by visiting memphis.campus.eab.com or by using the Navigate Student mobile app as long as you have completed steps 1 and 2 above. The student scheduling guide is available to help students if you do not elect to create an appointment campaign.

Additional Resources

Innovative Educators free webinar: Taking Student Services Online in Response to COVID-19
Thursday March 19th 12:00-1:00 pm

NACADA: Advising Online Students: Replicating Best Practices of Face-to-Face Advising

EAB: COVID-19 Resource Center and Navigate Recommendations (must be logged into Navigate first)