New student orientation checklist

Welcome to the ESR New Student Orientation webpage. This page includes a checklist, a list of resources and a schedule of New Student Orientation events for both residential and distance students. Please read and respond to the action items right away as there are several important deadlines in the weeks before classes begin in August. 

Make sure you can log into the portal, your new ESR/EC email and Self-Service

You should have received an email by now from EC ITS that includes your username for TheHeart, which is the portal where you will access Zimbra (email), Self Service (registration), and other resources you will use during your time at ESR. Access TheHeart from the ESR website—esr.earlham.edu—under the Students & Faculty tab at the top left. Or follow the directions in the ITS email to log in. If you have not received that email from ITS, check your spam folder. If it’s not there contact EC ITS helpdesk at [email protected], or contact Julie Dishman at [email protected].


It’s important that you log into your ESR email (via Zimbra) right away because all communications from ESR and EC, especially those that include important deadline information (i.e. registration, billing, health insurance, etc.) will be sent to that email address.


You must check your ESR/EC email regularly (or forward it to your personal email) so that you don’t miss important information and deadlines.

You will need your Student ID number to order a Student ID/Access Card and possibly for other uses. To find that ID number, go to Self Service in The Heart, click on Student, click on Student Records, click on View Student Info and you will see your ID number in the top right in front of your name

Visit https://earlham.edu/coronavirus/#latest to find information regarding COVID masking and vaccination requirements on the ESR/EC campus.

Once you have talked with your advisor you may register for courses for August and fall semester. You will register using Self Service, which you will access from TheHeart portal. New students who have not yet registered should attend the Registration Zoom Sessions listed below:

The process for registration can be viewed here: https://esr.earlham.edu/academics/registrar-and-academic-services/

For questions about registration, contact the Joint Seminaries Registrar, April Vanlonden, at [email protected] or 765-983-1816.

All ESR and EC students must get an ID/Access Card from EC’s Department of Public Safety. This card is used as both identification and as your building access card (ESR classroom building, Lilly Library, etc.). You will need your Student ID number (previously mentioned) to order your card.

You have two options for obtaining an ID/Access Card. Both options may require you to know your Student ID number:

  1. Order your card ahead of time and ESR will give it to you when you are here for orientation and August Intensive. Order online by July 15.
  2. If you do not order ahead of time, you will need to go to Public Safety, a short walk from ESR, to get one made. Then you will need to take a snapshot of both the front and back, then submit the images using the form at XXXX.XXXX.edu. Or, you can meet in person with Diana Neanover, assistant to the dean, on Monday, Aug. 1, and show her your card for her to process.
  3. Take a snapshot of both the front and back of your Student ID card and email to Diana Neanover ([email protected]).  Or, you can meet in person with Diana Neanover, assistant to the dean, on Monday, August 1 to show her your Student ID card for her to process.

There is free but limited parking available on College Avenue, near ESR. The ESR parking spaces near the ESR Barclay building (white brick building with the tower) is restricted to handicap and visitor parking only. If you plan to park on the Earlham College campus you must have a Parking Pass and you must register your vehicle.

The cost of a student parking pass is $125/year.

You can register your vehicle online at https://earlham.edu/public-safety/parking/ or by visiting the Earlham College Department of Public Safety, a short walk from ESR.

Tuition and fees payments are made through the Nelnet system. You will receive an email (to your ESR email) from Earlham College regarding Nelnet, or you can access Nelnet from TheHeart portal or the ESR Webpage (under Student & Faculty tab). You will then need to set up an account. If you have any questions about billing, please contact Jonelle Ellis, director of business & student services, at [email protected] or 765-983-1540.

Residential students will automatically be enrolled in EC’s Student Insurance Policy, since all residential ESR students must be insured. If you are a residential student and are already covered by health insurance, you must deny or waive the insurance by July 31, 2022, to avoid being charged (no credit can be given past the deadline).  Access students will be offered the opportunity to purchase the student insurance if you want/need health insurance.

Jonelle Ellis, director of business and student services, will send an email to your ESR/EC email address with directions to deny/waive the student health insurance (residential only) or how to apply for the insurance if you are an access student.

Please watch for and respond right away to emails regarding EC student insurance.

Read ESR’s Disability Policy and then contact Jonelle Ellis, director of business and student services, at [email protected] or 765-983-1540, if you wish to disclose a disability.

Residential students and Access students who plan to be on campus for Intensive Courses should read the Health Services letter and Testing Policy , then complete and fax the Health Care Form (for ESR students only) to 765-983-1488, email to [email protected] , or mail to:

Earlham College c/o Health Services
801 National Road West
Richmond, IN 47374-4095

For questions regarding Health Services, please call 765-983-1328 or email [email protected].

Access your course syllabi in EC Box at this link: https://earlham.box.com/s/1f4b3xxucxdtllknp6m9jgv1inf81vkc

Log in using the username that was sent to you by EC ITS when you confirmed as a new student.

Or, locate EC Box this way:

  • Go to esr.earlham.edu
  • Hover over Students & Faculty Tab and click on TheHeart portal log-in
  • Use the username that was emailed to you by EC ITS when you were confirmed as a new student to log-in
  • You will see EC Box in the list of resources along the left side of TheHeart Home screen
  • If your course syllabus is not listed in the folder for August or Fall, contact the professor directly to ask for it

  

Monday, July 18th

4 – 5 pm – Welcome and orientation kick-off – Joint Session with BTS (zoom)

  • New Students
  • President EC
  • Deans
  • Teaching Faculty
  • Administrative faculty

5 – 6 pm – ESR Session (zoom)

  • New Students (required)
  • Deans
  • Teaching Faculty
  • Administrative faculty

 

Wednesday, July 20th

4 – 5 pm – IT Session – Joint Session with BTS (zoom)

  • New Students (required)
  • Teaching Faculty (optional)
  • Administrative faculty (optional)

5 – 6 pm – ESR Session – Billing and student services (zoom)

  • New Students (required)
  • Teaching Faculty (optional)
  • Administrative faculty (required)

 

Thursday, July 21st

4 – 5 pm – Library Session – Joint Session with BTS (zoom)

  • New Students (required)
  • Teaching Faculty (optional)
  • Administrative faculty (required)

 

Friday, July 22

9 am – 3 pm Registration session (Zoom drop-in)

  • New Students (required)

 

Monday, July 25th (to be confirmed)

 

4 – 5 pm – ESR open session (Q&A)

  • New Students
  • Returning students
  • Teaching Faculty
  • Administrative faculty

 

Sunday, July 31st

 

5:30 – 7 pm – ESR Session – Meet and Greet (Cordial Cork)

 

  • New Students
  • Returning students
  • Teaching Faculty
  • Administrative faculty
  • Local Alumni

 

  

  

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