New Student Orientation (NSO) checklist

Welcome to the ESR New Student Orientation checklist. This page includes a checklist 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. 

Upcoming NSO events

New Student Meet & Greet via Zoom

To join the session, please use the following link: Join Zoom Meeting –


Orientation event recordings

Fall 2022 – Joint Seminary Opening Session – ESR Opening Session – ESR Business & Student Services Session – Joint Seminary ITS Session – Joint Seminary Library & Moodle Session

Register for courses

Once you have talked with your advisor you may register for courses. You will register using Self Service, which you will access from TheHeart portal. New students who have not yet registered should attend a Registration Zoom Session when scheduled.

The process for registration can be viewed here:

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

Locate course syllabi

ESR Syllabi

Access your course syllabi in EC Box at this link:

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
  • 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

Bethany Seminary Syllabi

Bethany class syllabi have been posted to the Moodle X syllabus site.

If you are unable to log in to Moodle X, please submit a help desk ticket to: [email protected]

Learn about billing

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.

Access theHeart

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), Moodle (course registration system) and other resources you will use during your time at ESR. Access TheHeart from the ESR website——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 Phil Hooks 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.

Locate your Student ID

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

Obtain your Student ID

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.  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, July 31 to show her your Student ID card for her to process.

Obtain parking pass

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 or by visiting the Earlham College Department of Public Safety, a short walk from ESR.

Learn about disability disclosure

Read ESR’s Disability Policy and then contact April Vanlonden, Joint Seminaries Registrar, at [email protected] or 765-983-1816, if you wish to disclose a disability.

Submit your health & food allergy forms

Health care

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].

Food allergies & preferences

If you have food allergies or preferences, please submit your food allergies & preferences form.