III. Resources Tools

i. Advising Worksheet

Below is an Advising Appointment Worksheet you can use with students during registration appointments (or to give a student to fill out before your meeting). The worksheet provides a space to plan out 3- and 12-week courses for that registration period; helps map what requirements the courses may be fulfilling; and includes a place to record the student’s Alt PIN, whether they have any holds, and other relevant registration notes.

Link to PDF Advising Worksheet
Link to Word Doc Advising Worksheet
Link to Google Doc Advising Worksheet (make copy to use or copy/paste formatting)

ii. Course Blocks

The links below illustrate the most recent course blocks for the college (updated 2019-20). These outline times dedicated to courses, collaborative time, community time, etc.

3-Week Schedule
12-Week Schedule

iii.  Registration Information (dates, schedules, major/advisor changes, forms)

The Registrar and Student Accounts Intranet page has links to relevant info for this registration period as it becomes available. For your convenience, here’s some general information about Registration:

Registration typically lasts for a week (April for fall and November for spring).

Registration begins at a specified time for groups based on earned credit hours.  (NOTE:  the total number of credits listed on the degree evaluation in BannerWeb includes the current semester and, because those credits have not yet been earned, they are not used to calculate a student’s current class level): 

First to register:  Seniors (current earned credits 88 or greater OR students who have already earned a college degree)

Second to register: Juniors (current earned credits 56 to 87)

Third to register: Sophomore (current earned credits 24 to 55)

Last to register: First-Year (current earned credits less than 24)

All holds must be cleared before students can register.

Times refer to online registration system availability. Help using the system is available from the Registrar’s Office weekdays between 8:00 a.m. and 5:00 p.m.  (call x2121); technical assistance is available from the Help Desk at x2020.

You can access the course schedule on BannerWeb at this link and using Course Finder at this link.

Second-Year and above students who want to change or add a major/minor/advisor can do so at anytime on BannerWeb. First-Year student must consult with their Guilford Guide to process a change. These changes will not go into effect until either the next upcoming registration period OR the next upcoming add/drop deadline.

Here is the Registrar’s page for “Registrar Information for Students”

Here is the Registrar’s page for “Registrar Information for Faculty”

Here is the Registrar’s page for “Registrar Forms” (Overload form, drop/add form, etc.)

iv.  Guilford College Academic Events Calendar

The following link shows the Google Calendar for the college’s academic events and deadlines.

Academic Events Google Calendar

v. Navigate Info

As you know, Navigate is the student success and appointment platform we use here at Guilford College. Navigate allows us to keep track of student success (grades, involvement, etc.), log student concerns (keep notes on students/appointments, open cases and alerts about students, etc.), communicate with students, and schedule meetings (appointments, drop-ins).   All students should be encouraged to download Navigate. All faculty are expected to complete prompted progress reports and encouraged to utilize the various functions of the platform.

The following is a resource guide to using Navigate for issues relevant to advising (click the links to see how-to on the topic):

The Basics:


  • Personal Availability Link- Much like Youcanbookme or other scheduling services that you can share a link with students to schedule. Visible on the availability page. (A great option for the “Office Hours” (aka Student Hours) service in Navigate to your syllabi)
  • Reports that YOU can run in Navigate: that you might have asked the registrar for in the past
  • Positive/Neutral alerts -  New this semester, on campaigns you do not need to mark a student as “at risk” to raise an alert and there also will be the ability to send positive alerts!
  • Updated permissions - for case management allowing for faculty to view active case notes of less sensitive nature.

Features coming soon:

  • Saved report searches
  • emailed/scheduled reports

If you have questions about Navigate, the Coordinated Care Plan, or other student support services, contact Curtis Arena, Director of Academic Support Services, arenacl@guilford.edu

vi. Course Finder

Course Finder is a tool to allow robust course searches based on course information, curricular attributes, instructor information, session, location, and much more.  Use your single sign on information to login (prefix for guilford email and password).

vii. Banner Info

Please see below for instructions on various aspects of BannerWeb that you use as an advisor (click the links for the “how-to” guide):  [NOTE: This “How-to” Guide is in progress and will be shared as soon as possible[1] .]

  1. Advisor Menu
    1. “Term Selection”
      1. Be sure to select the correct term! BannerWeb will prompt you if you do not go to Term Selection first.
    2. “ID Selection”
      1. View resources for a specific student after putting in their ID.
    3. “Display Advisees”
      1. View all advisees and navigate to relevant resources from there.
    4. “Advisee Grade Summary”
      1. View all grades for all advisees at once.
  2. Student View of Banner
    1. Course search and adding/dropping courses
    2. Looking up classes
    3. Viewing Degree Evaluation
    4. Viewing Holds
    5. Viewing Transcript
    6. Viewing Student Information

viii. Alt PINs

All students are assigned an Alternative PIN for registration each semester. They must enter their PIN when adding/dropping courses when their registration period opens. These PINs are assigned by the Registrar’s office shortly before the registration period begins. Students do not have access to their PINs--their advisors do. Advisors give out PIN numbers usually following an appointment or discussion regarding course planning for the upcoming registration period. 

Alt PINs are located in the “Display Advisees” list in BannerWeb. PINs are unique for each term, so be sure you are viewing in the correct term the PIN is for. PINs can be given to students verbally, on their advising worksheet, via email, etc.

ix. 4-Year Course Planner

The following is a 4-year planning document that can be used to forecast a list of courses leading up to a student's graduation term. This can be used in conjunction with the Degree Maps for each major also provided in this Advising Manual in section II.iii. 
Link to 4-Year Course Planner (make copy to use or copy/paste formatting)

x. Course descriptions of special topics, HPs, etc.

Each semester a new list of Special Topics, Historical Perspectives, and other courses must be generated because they do not have readily available descriptions and information in the catalog.  This list is typically compiled by the Provost’s office.   The following is a sample list:

Link to 20-21 Special Topics course descriptions

Link to 20-21 HP course descriptions

xi. Athletics Practice Schedules

Guilford College students athletes have varying practice and game schedules every semester that may affect their course planning. The following are the currently known practice and game schedules for each sport here at Guilford College for 2020-21:

2021-22 Practice Schedules (updated June 2021--subject to change)

  • Softball:  3:30pm - 6pm M-F (3 Week/12 Week)
  • M. Tennis:  1:30pm - 3:30pm M-F  (3 Week/12 Week)
  • M. Basketball: 3pm - 6:30pm M-F  (12 Week)
  • Football:  (3 Week/12 Week) MW 6:-8 am TR 3:30-5:30
  • Volleyball:  9am - 12 (3 Week)  8am - 10am or 1pm-3pm M/W/F (12 Week) 6pm - 8pm Tues/Thurs (12 Week)
  • Women's Basketball:  No class from 8am - 10am M/W/F (12 Week) and no class from  3pm - 8pm M-F (12 Week) 

xii. Guided Discovery’s Office Operations

Guided Discovery Help Desk 

Through the Guided Discovery Help Desk Integrated Advising Mentors (IAMs) happily assist students (or others) in the following ways:

  • Answer questions about Guided Discovery or academic and career services, or refer you to a Guide or other campus resource
  • Help students with using Navigate and scheduling an appointment with a Guide
  • Help students with navigating Banner for course search, Degree Evaluation, or other academic services
  • Help students with navigating the Undergraduate Catalog and Degree Maps for course planning and degree information
  • Looking over and giving feedback on resumes and/or cover letters for students
  • Assist students in using our career services platform, Handshake, and referring them to other career services or a Career Guide

We encourage you to refer students to our help desk for these matters, and of course visit the desk yourself if you need immediate questions or assistance with anything! 

Tentative help desk hours for the Fall 2021 12-week session are: M - W 9am-4:30pm, TH 11am-4pm, F 9:30am 4pm. (Current hours are also viewable on our website.) During those hours the Guided Discovery help desk is located at the back of Hege Academic Commons, main level, for walk-ins and appointments  When COVID protocols require remote operations, the virtual desk is live and an IAM will be online to help. 

In Fall 2020 we launched a Virtual Help Desk for all students, faculty, staff, and other guests that allowed students to connect with our office to ask questions or get assistance at all times throughout the pandemic. When campus offices are working remotely, the Virtual Help Desk takes the place of our physical front desk and main phone line that are not in us.  We plan to offer services in person for Fall 2021, but we wanted to share this information in case we resume Virtual Help Desk operations.  To access the virtual help desk via Zoom visit the link (account registration not needed). 

You can find this information for future reference on the front page of our website, as well as lots of other helpful resources from our office. You can also access the help desk at the direct link: guilford.zoom.us/my/gdhelpdesk, during live hours.  Check the website for any schedule updates and notifications about whether Guided Discovery operations are in person or virtual.

Office Coverage in Guided Discovery 

Monday                                       Cara 9:00 am to 1:00 pm, Keisha 1:00 pm-5:00 pm                  

Tuesday                                     Josh 9:00 am to 1:00 pm, Natty 1:00 pm-5:00 pm

Wednesday                               IAMs 9:00 am -1:00pm, Amber & Shelley 1:00 pm -5:00 pm

Thursday                                   Janelle 9:00 am to 1:00 pm, Jose 1:00 pm-5:00 pm

Friday                                          Latoya 9:00 am to 1:00 pm, IAMs 1:00 pm-5:00 pm