{"id":3733,"date":"2025-09-18T13:47:46","date_gmt":"2025-09-18T17:47:46","guid":{"rendered":"https:\/\/sites.bu.edu\/sis-training\/?p=3733"},"modified":"2026-03-20T14:06:12","modified_gmt":"2026-03-20T18:06:12","slug":"advising-appointments-department-support-role","status":"publish","type":"post","link":"https:\/\/sites.bu.edu\/sis-training\/advising-appointments-department-support-role\/","title":{"rendered":"Advising Appointments: Department Support Role"},"content":{"rendered":"<p>Within the Advising modules of MyBU Student, staff can be designated as Department Support to help manage advising appointments. The following information outlines how users with this role can view, add, and manage appointments for their department. <\/p>\n<p style=\"border-top: 10px solid #669999; text-align:right; margin-block-end: 0px;\"><a href=\"https:\/\/sites.bu.edu\/sis-training\/mybu-student-glossary\/\" rel=\"noopener noreferrer\" title=\"Glossary\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/06\/Glossary-icon.png\" alt=\"Glossary Icon - Click here for MyBU Student Glossary.\" width=\"55px\" height=\"55px\" \/><\/a><\/p>\n<h4>Introduction<\/h4>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">The Department Support role is a security role that can be granted to users who need to make and\/or manage advising appointments for their department. Through the <strong>Department Appointments<\/strong> page, staff with this role can help facilitate appointments for both students and Advisors, particularly in any of the following use cases:<\/p>\n<ul>\n<li>Set up an appointment for a student who is unable to book one themselves due to system or departmental restrictions &#8211; this is commonly the case for students who are pursuing an Intra-University Transfer (IUT).<\/li>\n<li>Assist academic advisors with their appointment schedules.<\/li>\n<li>Check in students for their appointments (e.g., at the front desk). <\/li>\n<\/ul>\n<p>\n<strong>To request the Department Support role, please contact your Data Security Administrator (DSA).<\/strong><\/p>\n<p style=\"padding: 10px; margin: 20px 20px 20px 20px; line-height: 1.2; border: 1px solid black;\"> \u26a0\ufe0e Screen options and menus will vary by user; please note that displays may differ for you based on access that has been granted. <br \/>All screens shown are for training purposes only.<\/p>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Navigation<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><br \/>\nDepartment Support role activities are primarily conducted in <a href=\"https:\/\/www.bu.edu\/mybu\" target=\"_blank\" rel=\"noopener\">MyBU Student<\/a> in <strong>Advising Management > Department Appointments<\/strong>.<\/p>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-1.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-1.png\" alt=\"Screenshot of the MyBU Student menu highlighting the navigation to the Departments page.\" width=\"244\" height=\"261\" class=\"alignright size-full wp-image-4297\" style=\"border: 2px solid black;\" \/><\/a><\/p>\n<ol>\n<li>Navigate to the <strong>Department Appointments<\/strong> page via the left-side navigation menu, under Advising Management.<\/li>\n<li>The Department Appointments page will appear for the department the user has access to. If the user is assigned to more than one department, they will have the option to select between them. <\/li>\n<li>On this page, the <strong>Calendar tab<\/strong> and <strong>Appointments tab<\/strong> provide different views of the combined appointment schedules for all the academic advisors in the department. Both tabs can be used to view upcoming and past appointments, as well as cancelled\/no show appointments. Both tabs can also be used to add new appointments to the calendar on behalf of students or advisors.<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">View Calendar<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>Once the department is selected, the <strong>Calendar<\/strong> tab for the department will display. <\/p>\n<ul>\n<li>The default display will snap to the current week, day, and time. <\/li>\n<li>Each day shows the list of advisors with any scheduled appointments they have during the specified time.<\/li>\n<li>Only advisors who have an active availability schedule that includes the displayed date will display on that day. If the advisor\u2019s availability schedule does not include the chosen date, that advisor will not appear in the display list for that date.<\/li>\n<\/ul>\n<p><strong>TIP<\/strong>! This calendar can be useful for any front desk staff to have up on their screen for checking students in for appointments, fielding drop-ins, etc.<\/p>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-3.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-3-636x418.png\" alt=\"Screenshot of the Calendar tab with annotations describing the layout.\" width=\"636\" height=\"418\" class=\"aligncenter size-medium wp-image-4299\" style=\"border: 2px solid black;\" \/><\/a><\/p>\n<h5>VIEWING OPTIONS<\/h5>\n<ul>\n<li>Click into the date field or use the arrows beside it to show a different week. <\/li>\n<li>Click on the row for a particular date to expand that day\u2019s schedule as needed. <\/li>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-4.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-4.png\" alt=\"Dropdown menu options for filtering appointments by status.\" width=\"223\" height=\"221\" class=\"alignright size-full wp-image-4300\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-4.png 447w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-4-150x150.png 150w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-4-100x100.png 100w\" sizes=\"(max-width: 223px) 100vw, 223px\" \/><\/a><\/p>\n<li>Use the Status dropdown to filter for appointments in particular status(es). The default display will show upcoming, past, and completed appointments only.<\/li>\n<li>Use the \u2018Show Busy Times\u2019 checkbox to include times that are blocked off on the Advisor\u2019s Outlook calendar in addition to their scheduled advising appointments.<\/li>\n<li>Use the \u2018Available Advisors\u2019 dropdown at the top-right to select specific advisors to include or exclude from the calendar display.<\/li>\n<li>Clicking into an open time slot will open a new appointment creation form for the selected time and Advisor. Refer to the Schedule An Appointment section of this resource for more information.<\/li>\n<li>To view appointment details:\n<ul>\n<li>Hover over an appointment block to view basic info.<\/li>\n<li>Click on the appointment block to view all available details.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">View Appointments List<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p>The <strong>Appointments<\/strong> tab contains the same information as the Calendar tab, shown in a list view of appointments for the week. <\/p>\n<ul>\n<li>The list will display in reverse chronological order, and includes both past and upcoming scheduled appointments. The sort order can be changed by clicking on the header of any column.<\/li>\n<li>As with the Calendar view, a different week can be viewed using the date field or accompanying arrows. Appointments with a status of Upcoming, Past, and Completed will display by default. Use the Status dropdown and change the selections to view cancelled or no-show appointments.<\/li>\n<li>Click the \u2018View\u2019 button for an appointment to view details.<\/li>\n<\/ul>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-5.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-5-636x215.png\" alt=\"Example of the Appointments tab.\" width=\"636\" height=\"215\" class=\"aligncenter size-medium wp-image-4306\" style=\"border: 2px solid black;\" \/><\/a><br \/>\n<\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Appointment Details<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"> Clicking into an appointment allows Department Support users to view the details of the appointment, including:<\/p>\n<ul>\n<li>Date, time and length of the appointment<\/li>\n<li>Student\u2019s name, UID, and contact information<\/li>\n<li>Advisor\u2019s name, UID, and contact information<\/li>\n<li>Appointment status:\n<ul>\n<li><button style=\"border-radius: 15px; background-color: #5B9BD5; border: none; color: white; padding: 5px 15px; text-align: center; text-decoration: none; display: inline-block; font-size: 16px; margin: 4px 2px; cursor: pointer;\">Upcoming<\/button> (any future-scheduled appointment)<\/li>\n<li><button style=\"border-radius: 15px; background-color: #C00000; border: none; color: white; padding: 5px 15px; text-align: center; text-decoration: none; display: inline-block; font-size: 16px; margin: 4px 2px; cursor: pointer;\">Cancelled<\/button> (appointment has been cancelled)<\/li>\n<li><button style=\"border-radius: 15px; background-color: #C00000; border: none; color: white; padding: 5px 15px; text-align: center; text-decoration: none; display: inline-block; font-size: 16px; margin: 4px 2px; cursor: pointer;\">No Show<\/button> (appointment has been marked as a no-show)<\/li>\n<li><button style=\"border-radius: 15px; background-color: #BF9000; border: none; color: white; padding: 5px 15px; text-align: center; text-decoration: none; display: inline-block; font-size: 16px; margin: 4px 2px; cursor: pointer;\">No Summary<\/button> (past appointment awaiting the Advisor\u2019s summary)<\/li>\n<li><button style=\"border-radius: 15px; background-color: #00B050; border: none; color: white; padding: 5px 15px; text-align: center; text-decoration: none; display: inline-block; font-size: 16px; margin: 4px 2px; cursor: pointer;\">Completed<\/button> (past appointment with a completed summary)<\/li>\n<\/ul>\n<\/li>\n<li>Meeting Mode, Type, and Location<\/li>\n<li>Appointment reason<\/li>\n<li>Who created the appointment, and when it was created<\/li>\n<li>If an appointment is cancelled, marked as no-show, etc., those details will also display here, as will the Advisor\u2019s summary, once the summary has been added. <\/li>\n<\/ul>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6-636x239.png\" alt=\"Example of Appointment Details.\" width=\"636\" height=\"239\" class=\"aligncenter size-medium wp-image-4307\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6-636x239.png 636w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6-1024x385.png 1024w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6-768x289.png 768w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6-1536x577.png 1536w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-6.png 1682w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/a><\/p>\n<p>Note that these details also display to the student in their own appointment information.<\/p>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Schedule an Appointment<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">In general, students and advisors can schedule their own advising appointments using the self-service tools in MyBU Student. Staff with the Department Support role most commonly assist with scheduling appointments when student self-service options aren\u2019t available, for example:<\/p>\n<ul>\n<li>When the department configuration does not allow students in programs outside that department to schedule appointments (which is often the case for IUTs)<\/li>\n<li>During a student\u2019s normally scheduled class time<\/li>\n<li>Same-day appointments \u2013 be sure to check with the advisor before scheduling any same-day appointments for them.<\/li>\n<\/ul>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\"><strong>TIP!<\/strong> If a student or advisor needs help scheduling appointments on their own, feel free to refer to them to the resources linked below. <\/p>\n<ul>\n<li>For Advisors: <a href=\"https:\/\/sites.bu.edu\/sis-training\/advising-appointments-setup-schedule\/\">Schedule Setup<\/a>, <a href=\"https:\/\/sites.bu.edu\/sis-training\/advising-appointments-schedule-manage\/\">Scheduling &#038; Managing Appointments<\/a><\/li>\n<li>For Students: <a href=\"https:\/\/sites.bu.edu\/sis-training\/advising-appointments-for-students\/\">Advising Appointments for Students<\/a><\/li>\n<\/ul>\n<p style=\"padding-bottom:0px; margin-top:40px; margin-bottom:0px;\"><strong>To schedule an advising appointment from the Department Appointments page:<\/strong><\/p>\n<ol>\n<li>From the Calendar tab OR the Appointments tab, select the <strong>Add Appointment<\/strong> button at the top-right.<\/li>\n<ul style=\"margin-left:1rem; margin-bottom:0px\">\n<li> Alternatively, from the Calendar tab, click directly on an available time slot. This will pre-populate Appointment setup form with the selected Advisor, Date, and Time.<\/li>\n<\/ul>\n<li>The appointment setup form will display.<a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-7.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-7-636x314.png\" alt=\"Screenshot of the interface for scheduling an appointment before any input has been entered.\" width=\"636\" height=\"314\" class=\"aligncenter size-medium wp-image-4308\" style=\"border: 2px solid black;\" \/><\/a><\/li>\n<li>Search for the student using their UID, email address, or name.\n<ol type=\"a\">\n<li>To search by name, click the <strong>ID\/Email<\/strong> dropdown field and select <strong>Name<\/strong>.<\/li>\n<li>An Appointment Warning may appear regarding departmental restrictions, but the user can continue scheduling. For more information regarding Department Setting restrictions, refer to the Appendix of the PDF guide linked on this page.<\/li>\n<\/ol>\n<\/li>\n<li>Hit enter or the <strong>Search<\/strong> button to select.\n<ol type=\"a\">\n<li>If the department is configured to restrict students outside of the department from making appointments, an \u2018Appointment Warnings\u2019 notification may appear. This notification is purely informational and will not prevent the next step of the process.<\/li>\n<\/ol>\n<\/li>\n<li>As needed, select an <strong>Advisor<\/strong> from the dropdown of advisors in the department.<\/li>\n<\/ol>\n<p><strong>TIP!<\/strong> Since an Advisor must be selected before you can select an appointment time, it may be helpful to verify the advisor\u2019s availability on the Calendar tab before setting up the appointment.<\/p>\n<ol start=\"6\">\n<li>Select <strong>Meeting Type<\/strong>.\n<ol type=\"a\">\n<li>Meeting Type options vary by department. <\/li>\n<\/ol>\n<\/li>\n<li>Select one or more <strong>Meeting Mode(s)<\/strong>.\n<ol type=\"a\">\n<li>Options vary by department, but may include in-person, virtual, or phone.<\/li>\n<li>If the student or advisor has no preference for a particular mode, leave all options checked to allow for the most appointment options.<\/li>\n<\/ol>\n<\/li>\n<li>Input a meeting <strong>Reason<\/strong>. Include any information provided by the student or advisor regarding the reason for the appointment. <\/li>\n<li>Select the appointment date and time using either of the following options:\n<ol type=\"a\">\n<li><strong>Availability<\/strong> Tab: The date\/time and mode options displayed here are determined by the availability blocks and Outlook calendar sync that have been set up by the Advisor selected, as well as the selected student\u2019s class schedule.\n<ul style=\"margin-left:1rem;\">\n<li>Select a day on the calendar to view and select from available appointment slots. Days with no availability are grayed-out on the calendar and cannot be selected.<\/li>\n<li>If multiple meeting modes are available during a time slot, select the mode accordingly. A blue box will appear confirming the location (e.g., office address or Zoom link, as configured by the Advisor).<\/li>\n<\/ul>\n<\/li>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8-636x399.png\" alt=\"The &#039;Availability&#039; tab used to schedule an appointment.\" width=\"636\" height=\"399\" class=\"aligncenter size-medium wp-image-4310\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8-636x399.png 636w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8-1024x643.png 1024w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8-768x482.png 768w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-8.png 1136w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/a><\/p>\n<li><strong>Custom<\/strong> Tab: If a meeting time is needed that falls outside of the pre-defined availability setup, that can be entered here (within the time increments setup for the department).<\/li>\n<\/ol>\n<ul style=\"margin-left:1rem;\">If the appointment setup was accessed by selecting a specific time slot from the Calendar tab, the selected time will automatically populate in the Custom tab. The time can still be modified if needed, and a meeting Mode should still be selected. <\/li>\n<\/ul>\n<p class=\"alert\" style=\"padding-bottom:1rem; margin:1rem;\">\u24d8<strong> Use the Custom tab with caution, as it may result in double bookings. Please discuss with the Advisor before scheduling a meeting outside their defined availability.<\/strong><\/p>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-9.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-9-636x184.png\" alt=\"This image is a screenshot of the &#039;Custom&#039; tab used to schedule an appointment.\" width=\"636\" height=\"184\" class=\"aligncenter size-medium wp-image-4311\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-9-636x184.png 636w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-9-768x222.png 768w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-9.png 901w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/a><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">\u24d8 <strong>NOTE<\/strong>:When using the Custom tab, a warning message may appear if the system catches a conflict with the selected time. This alert is for informational purposes only and scheduling can still proceed with the selected time. Possible alerts include:<\/p>\n<ul>\u201cThere is an existing appointment at this time.\u201d<\/li>\n<li>\u201cThe student has a class at this time.\u201d<\/li>\n<li>\u201cThe time is outside of the threshold times set by the department.\u201d<\/li>\n<li>\u201cThere is an existing item in the synced calendar at this time.\u201d<\/li>\n<li>\u201cThere is an existing teaching time at this time.\u201d<\/ul>\n<p><\/P><\/p>\n<ol start=\"10\">\n<li>Click the <strong>Create<\/strong> button when complete.<\/li>\n<li>A success message will display in the top-right corner, and the screen will return to the page where the scheduling action originated (the Calendar tab view or the Appointments tab view).<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Appointment Actions<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">Department Support staff may assist with appointment management by taking any of the following actions:<\/p>\n<ul>\n<li>Edit Appointment or Reschedule<\/li>\n<li>Cancel Appointment<\/li>\n<li>Mark as No Show<\/li>\n<\/ul>\n<p>These options are available for both upcoming and past appointments.<\/p>\n<p class=\"alert\" style=\"padding-bottom:1rem; margin:1rem;\">\u24d8<strong> Please defer to any cancellation\/rescheduling procedures within your department and\/or discuss with the Advisor when using these options.<\/strong><\/p>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10-636x279.png\" alt=\"This image shows where to find appointment actions on an appointment&#039;s details page.\" width=\"636\" height=\"279\" class=\"aligncenter size-medium wp-image-4312\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10-636x279.png 636w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10-1024x449.png 1024w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10-768x337.png 768w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-10.png 1316w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/a><\/p>\n<p style=\"padding-bottom:20px; margin-bottom:0px;\">Note: In addition to the actions shown, Advisors also use appointment Actions to create appointment summaries. Users who have the Department Support role but not an Advisor role will NOT have the option to add a summary to an appointment.\n<\/p>\n<h5>EDIT\/RESCHEDULE<\/h5>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">Department Support staff can edit meeting type, meeting mode, location, reason, date\/time, and assigned advisor of appointments in any status, including upcoming, past, completed, cancelled, and no-show.<\/p>\n<ul>\n<li>Advisors can edit most of the same details for their appointments, with the exception of reassigning to a different advisor.<\/li>\n<li>Students can also edit their own appointments but are limited to future appointments only.<\/li>\n<\/ul>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">To edit or reschedule an appointment:<\/p>\n<ol>\n<li>Select <strong>Edit Appointment<\/strong> from the appointment\u2019s Actions menu.\n<li>If editing Meeting Reason only, enter the changes into the Reason text field. Otherwise, toggle the <strong>Reschedule Appointment<\/strong> switch to further modify.<\/li>\n<li>Make changes as needed to the available components:\n<ol type=\"a\">\n<li><strong>Meeting Type<\/strong>: types will display that the department has configured for advisors to select from; choose the needed value.<\/li>\n<li><strong>Meeting Modes<\/strong>: the modes available for the department selected will display; choose one or multiple values.<\/li>\n<li><strong>Meeting Reason<\/strong><\/li>\n<li>Meeting Date\/Time can be modified using either of the following:\n<ul>\n<li><strong>Availability<\/strong> Tab: the date\/time and mode options displayed here are determined by the selected student\u2019s availability within their class schedule, as well as the availability blocks and Outlook calendar sync set up by the Advisor. <\/li>\n<li><strong>Custom<\/strong> Tab: if a meeting time is needed that falls outside of the pre-defined availability setup, that can be entered here . Available appointment increments are determined by department settings.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<p><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11-636x310.png\" alt=\"This image is a screenshot of the interface to edit an appointment, toggled to include the reschedule option.\" width=\"636\" height=\"310\" class=\"aligncenter size-medium wp-image-4313\" srcset=\"https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11-636x310.png 636w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11-1024x499.png 1024w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11-768x374.png 768w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11-1536x749.png 1536w, https:\/\/sites.bu.edu\/sis-training\/files\/2025\/10\/advising-appts-dept-support-11.png 1776w\" sizes=\"(max-width: 636px) 100vw, 636px\" \/><\/a><\/p>\n<p style=\"padding-bottom:0px; margin-bottom:0px;\">\u24d8 <strong>NOTE<\/strong>: When using the Custom tab to reschedule an appointment, a warning message may appear if the system catches a conflict with the selected time. This alert is for informational purposes only and scheduling can still proceed with the selected time.  Possible alerts include:<\/p>\n<ul>\n<li>\u201cThere is an existing appointment at this time.\u201d<\/li>\n<li>\u201cThe student has a class at this time.\u201d<\/li>\n<li>\u201cThe time is outside of the threshold times set by the department.\u201d <\/li>\n<li>\u201cThere is an existing item in the synced calendar at this time.\u201d<\/li>\n<li>\u201cThere is an existing teaching time at this time.\u201d <\/li>\n<\/ul>\n<ol start=\"4\">\n<li>To save the edited selections, scroll down and click the <strong>Edit<\/strong> button.<\/li>\n<li>A success message will display in the top-right corner, and the screen will return to the page where the scheduling action originated.<\/li>\n<li>The advisor\u2019s Outlook meeting invite will update automatically, as will the student\u2019s calendar in MyBU Student.<\/li>\n<\/ol>\n<p style=\"padding-bottom:20px; margin-bottom:0px;\">\n<h5>CANCEL &#038; NO SHOW<\/h5>\n<p>Department Support users may cancel an upcoming appointment at the request of the student or advisor. Marking an appointment as a no-show is more commonly done by advisors, but it can be done by Department Support users if necessary.<\/p>\n<p>To cancel or mark a no-show:<\/p>\n<ol>\n<li>Click the relevant <strong>Cancel<\/strong> or <strong>No Show<\/strong> option from the appointment\u2019s Actions menu.<\/li>\n<li>A confirmation window will display. Enter message text describing the reason for the cancellation or no-show. The message written here will display in the record of the appointment, which is visible to the student.<\/li>\n<li>Click <strong>Confirm<\/strong>.<\/li>\n<div style=\"width:100%; overflow:auto;\">\n<div style=\"float:left; width:48%; display:inline-block;\"><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-12.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-12-636x527.png\" alt=\"This image is a screenshot of the dialogue box used to cancel an appointment.\" width=\"254\" height=\"222\" \/><\/a><\/div>\n<div style=\"float:left; width:48%; display:inline-block;\"><a href=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-13.png\"><img loading=\"lazy\" src=\"\/sis-training\/files\/2025\/10\/advising-appts-dept-support-13-636x557.png\" alt=\"This image is a screenshot of the dialogue box used to mark an appointment as a no-show.\" width=\"254\" height=\"222\" \/><\/a><\/div>\n<\/div>\n<li>A success message will display in the top-right corner, and the screen will return to the page where the scheduling action originated.<\/li>\n<\/ol>\n<p><\/div>\n<\/div>\n\n<p style=\"padding-bottom:1rem;\">This page was last updated February 2026. To download a PDF copy of this resource, print this webpage as a PDF.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Within the Advising modules of MyBU Student, staff can be designated as Department Support to help manage advising appointments. The following information outlines how users with this role can view, add, and manage appointments for their department. Introduction The Department Support role is a security role that can be granted to users who need to [&hellip;]<\/p>\n","protected":false},"author":1183,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[1],"tags":[50,51,43],"_links":{"self":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/3733"}],"collection":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/users\/1183"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/comments?post=3733"}],"version-history":[{"count":45,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/3733\/revisions"}],"predecessor-version":[{"id":7192,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/posts\/3733\/revisions\/7192"}],"wp:attachment":[{"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/media?parent=3733"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/categories?post=3733"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sites.bu.edu\/sis-training\/wp-json\/wp\/v2\/tags?post=3733"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}