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Western Kentucky University

Advising Calendar

Advising Calendar Information

The Advising Calendar allows students to schedule advising appointments with their advisors online. The Advising Calendar can be accessed via TopNet. Video tutorials and instructions for students and advisors can be found below. Any questions or problems can be directed to Christopher Jensen in the Academic Advising & Retention Center by calling (270) 745-5065. Thank you to Sara Pitts in ACE for creating the video tutorials.

For Students:


Below are written instructions for how to make an appointment.

  • Log into TopNet
  • Click "Student Services"
  • Select "Registration"
  • Choose "Schedule an Advising Appointment" at the bottom of the page
  • Click "Schedule an Appointment"
  • You will be prompted to select a term from the drop down box. Select carefully - remember that you are making an appointment for the semester you are currently in, NOT the semester which you would like to discuss.  For example, if you want an appointment in June choose the Summer semester.  If you want an appointment in October select Fall.
  • The next drop down box will have a list of your assigned advisors from which to choose.
  • After you have selected an advisor, the next screen will come up with their monthly view of the advisor's available times.  You can navigate through the months by using the arrows on the left hand side of the screen.  Each day that the advisor has availability will have a green box telling you how many time slots the advisor has available.  Click on the day that you want the appointment.
  • On the next screen, choose the time you want to make the appointment.
  • You can also choose a reason for the meeting, add notes to your advisor, and/or add a phone number. Press submit to complete your appointment reservation.
You may also be interested in this video tutorial taking you through the steps to schedule an advising appointment.

 

For Advisors:

Advisors will need to create availability each term for their advisees to be able to schedule appointments.

Below are written instructions for how to create availability in the Advising Calendar.

  • Log into TopNet
  • Click "Advisors & Student Data Inquiry"
  • Select "Advising Calendar"
  • Choose "Advising Availability Scheduling"
  • You will be prompted to select a term from the drop down box. Select carefully - remember that you are creating availability for the semester you are currently in, NOT the semester which you would like to discuss. Also note that the dates listed do not align exactly with the term dates.
  • Here is where you will select your availability. You can choose whether you want 15 minute or 30 minute appointments. You can choose your Outlook email preference here as well. Note that you will not receive email appointment requests if you choose "Disabled." You then have the option of creating availability for one week at a time, the remainder of the semester, or a set number of weeks.
  • Next you will decide the times that you are available each day. There are three things which you need to keep in mind when choosing the times.
    • If you simply click on times, it will not select more than one time per day.
    • If you hold "Ctrl" on your keyboard while you select times you can choose multiple times per day.
    • If you hold "Shift" on your keyboard you will be able to select a block of time.
  • When you have selected all the times that you would like to have as available appointments for the week, click "Submit Advising Hours."
You may also be interested in this video tutorial taking you through the steps to create availability using the TopNet Advising Calendar.

 
Below are written instructions for how to schedule, edit, or cancel an appointment for a student.
  • Log into TopNet
  • Click "Advisors & Student Data Inquiry"
  • Select "Advising Calendar"
  • Choose "Advising Calendar Appointments"
  • You will be prompted to select a term from the drop down box. Select carefully - remember that you are making an appointment for the semester you are currently in, NOT the semester which you would like to discuss.
  • Select "Add New Appointment"
  • Choose a student name who is assigned to you as an advisee OR choose "Advising, Student" for a student who is not assigned to you or to block out time for another task.
  • Choose the date of the appointment, the time for the appointment, and the reason for the appointment from the drop down boxes. Enter the contact phone number of the student if known and desired. Note that the student will receive an email confirming the appointment.
  • In "Advising Calendar Appointments" you can click "Edit" to edit an existing appointment.
    • You may only edit the phone number – not the student name, day, or time
    • To reschedule, you must cancel the existing appointment and create an new appointment
  • To cancel an appointment:
    • Click on the Red X on the Advising Calendar screen
    • You will receive an email confirmation that the appointment has been canceled.
You may also be interested in this video tutorial taking you through the steps to schedule, edit, or cancel an appointment for a student.

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 Last Modified 9/25/14