SIS BASICS PART B

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SIS BASICS PART B

• Academic History

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Course Outline

• How a students academic history is organized in
  SIS
• 1. Level (primary organizing construct)
• 2. Awards (AKA Degrees, Certificates, etc.)
• 3. Majors (and Cognates, Specializations,
  Minors)
• 4. Courses and Grades (at MSU and Transfer,
  Repeats, etc.)

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Lesson 1 Academic Levels(Student and Course)
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Academic Levels

• Student Level -- the primary organizing construct
  for a students academic history (the level
  carries the credits, majors, GPA, courses, etc.)
• Course Level -- denotes the relative academic
  progression of courses (e.g., 100-200 lower level
  undergraduate, 300-400 upper level undergraduate)
• Course and Student Level use the same code EXCEPT
  Undergraduate and Graduate (because of the need
  to differentiate basic (lower) from advanced
  (upper) courses)

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Examples

• UN student level (undergraduate)
• U 100 and 200 level courses
• UA 300 and 400 level courses
• GR student level (graduate)
• G 800 level courses
• GA 900 level courses

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Another way to think about it
Academic History (the students majors, courses,
grades, awards) is organized in SIS much like a
file cabinet.
Each drawer represents a set of course work taken
at a level.
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The drawers contain file folders representing the
students majors at the level, and the various
courses and grades that have been taken at that
level
UN
GR
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Screen Shot of Academic Level table goes here
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OS ACADLVL Academic Level

• The ACADLVL screen is a support screen
  (remember from SIS Basics Part I)
• Fields
• Action (Only the University Data Resource
  Administrator can add a new academic level code
  or make changes to existing codes)
• Academic Level Code
• Short Description
• Full Description
• Transcript Sequence
• Priority Sequence

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Screen Shot of Academic Level table goes here
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Transcript Sequence Code (TSCPT SEQ)

• Students may attend MSU at more than one level
  (over time, AND simultaneously).
• Attributes of the academic level (as presented on
  the Academic Level support table) help SIS
  process student academic histories that contain
  more than one level.
• One of these is the transcript sequence (TSCPT
  SEQ). It helps the system in organizing a
  students transcript when the student has
  attended MSU at more than one level.

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Transcript Sequence Code in Action
Since a student can attend MSU at more than one
level over time, (and interchangeably over time),
we need a way of prioritizing academic work on
the transcript
UN transcript sequence code 13
UN
GR transcript code 28
GR
This means that the students academic work will
be organized on the transcript with undergraduate
work first, then graduate (low to high).
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Screen Shot of Academic Level table goes here
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PRIORITY CODE(PRTY CODE)

• To repeat, students may attend MSU at multiple
  levels simultaneously. SIS has no problem with
  this.
• Essentially the student can have more than one
  drawer of the file cabinet open at the same time.
  We can record, store, and organize multiple
  levels of work (into the appropriate drawers).
• When this happens, however, we need to know a
  couple of things about the student uniquely.
  1) A primary level, so that we only count the
  student once, officially 2) A primary level,
  for assessing the students fees and preparing
  their financial aid package.

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Priority Code in Action
Since a student can attend MSU at more than one
level simultaneously, we need a way to count the
student uniquely, and to assess fees uniquely.
UN priority code 18
UN
GR priority code 33 Low Wins!
GR
This means that the students primary level is UN
for the term (s) when the student is attending at
both levels simultaneously. The student will be
counted as an undergraduate, and will pay
undergraduate fees.
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Lesson 2 Getting to Majors - Begin with the
end in mind Awards, Degrees, Certificates,
etc.
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AD AWRDTYPE Award Type

• A support table for defining the end result of a
  set of courses that combine to form a major,
  minor, specialization, certificate program,
  degree program, etc.
• All valid MSU awards are contained in this
  table.

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Picture of AD AWRDTYPE screen goes here
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AD AWRDTYPE Award Type (Additional Fields)

• PROGPURP (Program Purpose) These codes are used
  in reporting institutional statistics to the NCES
  (National Center for Educational Statistics). It
  standardizes the award codes across all
  institutions.
• AWD ACT (Award Active) A Y/N flag to indicate in
  the award is currently being offered (in
  conjunction with active majors) at MSU.
• SAM DEG (Student Aid Management System Degree)
  Indicates if the award denotes a first
  baccalaureate (this indication affects financial
  aid eligibility).

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Lesson 3 Majors (and Minors, and
Specializations, and Thematics, and Cognates, and
Tracking Majors)
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Picture of the AD MAJRCODE screen goes here
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AD MAJRCODE Major Code

• This screen lists ALL major codes. Use it if you
  know a major code, and you want any of the
  following attributes for the major
• Short Description
• College (to which the major belongs)
• Department (to which the major belongs)
• Student Level (the drawer in which the academic
  work associated with the major will be stored)
• Start Term and End Term (as majors are versioned)
• Quarters FQnn, WQnn, SQnn, UQnn
• Semester FSnn, SSnn, Usnn
• Award (that represents the end result of the
  major)

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Lesson 4 A Brief Diversion The Common Unit
Code, OR, how colleges and departments are
organized at MSU AND Term Codes
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MSU Hierarchy (Simplified)
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Organization Structure (OS Module in SIS)

• Colleges
• Departments
• Colleges and Departments are key attributes of
  majors and courses.
• Sometimes, a department may belong to more than
  one college.

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A College with Joint Departments (because you
may run into this when dealing with majors and/or
courses)
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What is the Convention for Identifying TERMS?

• First two characters identify the academic
  period. FALL SEMESTER FS SPRING SEMESTER
  SS SUMMER SEMESTER US.
• OR, if prior to fall 1992, FALL QUARTER FQ
  WINTER QUARTER WQ SPRING QUARTER SQ SUMMER
  QUARTER UQ.
• Last two characters identify the year of the
  academic period FS06 refers to Fall Semester
  2006 US06 refers to Summer Semester 2006 WQ91
  refers to Winter Quarter 1991.

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Lesson 3

• Return from DiversionBack to Majors

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AD MAJORLST Major List

• This list screen allows you to enter some
  specific criteria (e.g., college code, department
  code, etc.) and retrieve a subset of the major
  codes that matches your criteria.
• For example enter COLLEGE code 32 (Natural
  Science) DEPARTMENT code 574 (Mathematics) TERM
  code FS92 (the term for which you are seeking
  active majors) STU LVL code UN (the student
  level code for which you are seeking majors)
• This returns a list of all of the majors in the
  College of Natural Science, Department of
  Mathematics, active in FS92, at the undergraduate
  level.

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Insert picture of AD MAJRLIST screen with keys
set college 32, department 574, term fs92, stu
lvl un
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AD MAJORLST Major List

• A major is the embodiment of a set of course
  requirements. At MSU there is more than one way
  to achieve these requirements.
• You can see that Math has 2 UN majors leading to
  a BA degree 2 UN majors leading to a BS degree
  and 1 additional major. Why are there multiple
  ways to achieve these awards?

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Every UN Major has 3 Awards, 3 Ways to Get to
These Awards

• Examples
• A. Nancy Green is a Computer Science major. She
  takes a lot of the same math courses that John
  White takes and he is a Math major (code 3744).

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Continuing on

• B. Nancy feels confident with her math abilities
  after the first semester, and opts to add an
  additional major in Math (3743) so that this
  will appear on her transcript as well.

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Yet more

• C. John completes his Math degree and graduates
  with a BA.

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And finally

• Nancy changes her mind after doing some
  preliminary job searching, and changes her
  additional math major to become a dual major
  (3745).
• Once she completes the requirements for the
  Computer Science major, to continue enrolling in
  the required math courses for her dual Math major
  (3745), she must obtain an override from the Math
  department.

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In Conclusion

• Major Codes 3743, 3744 and 3745 represent the 3
  ways in which a student can achieve an
  undergraduate major at MSU the straight major
  (120 credits), an additional major (usually
  represents those courses required for a specific
  major and does not contain lower division
  university requirements) a second degree major
  which encompasses all of the non-duplicated
  courses needed for the degree in the major.

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MAJORMNT for major 3744 goes here
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AD MAJORMNT Math Major 3744 (Primary Major)

• The MAJORMNT support screen defines the major and
  its attributes to SIS.
• Majors exist at student levels. This is how we
  know what student file drawer to put them in.
  The STUDENT LEVEL is an attribute of the major
  (UN in this case).
• COLLEGE and DEPARTMENT are attributes of the
  major. (Telling you the college and department
  to which the major belong.)
• The AWARD (the end result of passing the
  requirements for this majora BA in this case).

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MAJORMNT Math Major Code 3744 (cont)

• PERMITS REGN tells you if the student can
  register in this major on its own. In this case
  the Y flag tells you that it does. If the
  major is degree granting according to the AWARD
  TYPE, and if the PERMITS REGN flag is Y, then
  this is the PRIMARY MAJOR and the first degree of
  the student.
• HNRS COLL MAJOR in this case is N. This
  indicates if this is an Honors College major.

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More about Math Major 3744

• TRANSCRIPT PRINT in this case is Y. This
  indicates that this major WILL print on a
  transcript.
• COLL APPLIC INDICATOR the Y indicates that the
  college must formally admit or deny admission for
  the student once theyve reached a certain number
  of credits. The 56 (or junior standing) is the
  number of required credits.

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MAJORMNT for major 3745 goes here
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AD MAJORMNT Math Major 3745 (Second Degree)

• How is this major different than the last?
• The PERMITS REGN field has an O instead of a
  Y. This indicates that the student can
  register in this major with an OVERRIDE.
• If a MAJOR MAJORMNT Math Major 3745 (Second
  Degree) is degree granting according to the AWARD
  TYPE field (e.g., BA), and permits registration
  with an override, then it denotes a SECOND
  DEGREE major. A student must be admitted to the
  second bachelors degree program.

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Math Major 3745 Second Degree

• For a second degree to be granted, the student
  must earn at least 30 credits in residence in
  addition to the credits required for the first
  degree, and meet the specified requirements of
  the second college and major. A student who
  completes the requirements for a second
  bachelors degree will receive two diplomas, one
  for each major.

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Majormnt for major 3743 goes here
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AD MAJORMNT Math Major 3743

• How is this math major different than the
  previous 2?
• Note the AWARD TYPE ADDU
• This is an ADDITIONAL MAJOR, not a PRIMARY or
  SECOND DEGREE. The COLLEGE APPLC INDICATOR
  I, which means it is inactive for this major.
  
• Completion of the requirements for the additional
  major will be reflected on the students final
  transcript, however, only the primary major will
  be designated on the diploma.

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Another Kind of UN Major No Preference
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What Makes the No Preference Major Unique?

• The AWARD TYPE (NOHN) E.g., you cant really get
  a degree in No Preference, but we have to track
  you in it for freshman and sophomore years. The
  HN indicates that you can still be affiliated
  with the Honors College in this major.
• COLL APPLIC INDICATOR N E.g., you cant go
  beyond sophomore class (be admitted to No Pref as
  your upper division major)

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Another Kind of UN Major Honors College
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AD MAJORMNT Honors College

• Membership in the Honors College requires a
  separate major in the students UN file drawer.
• Requirements for the transcript and diploma
  designation of graduation in the Honors College
  are tracked.

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Another Kind of Major The Tracking Major

• Screen print of RISES major goes here

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What Makes a Tracking Major Unique?

• May not be related to a specific college or
  department (but linked to the administrative
  tracking office, e.g., the Registrars Office or
  Assistant Provost for Academic Services)
• Does NOT permit registration
• May not print on a transcript (usually not)
• Will not require admission to major at junior
  standing
• Generally used for special programs where there
  may be academic criteria for staying associated
  with it, and there is a term by term need to
  monitor progress

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Lesson 5

• Relating Majors to Students

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AD APLNLIST Application List

• Why are we STILL in the Admission module if we
  are tracking the majors of a matriculated
  student? The AD module in SIS is used to admit
  students to majors across their ENTIRE MSU
  career.
• Quick/Best Way to get a one picture look at all
  of the majors at all of the levels to which a
  student has been associated (and for the relevant
  start and end terms).
• There is no other place in the system that
  provides you with the clues that must be used
  on other screens to drill into the students
  academic history.
• AD APLNLIST gives you ALL of the possible
  drawers, and all of the file folders (majors)
  that exist in those drawers.

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APPLICATION LIST screen for Sparty, Michigan
State goes here
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Lets Look at Spartys Majors

• Enter an L next to Application Reference Number
  1
• You are taken to the ADMISSION PROFILE 1
  (ADMPROF1) screen. The specific details of the
  admission to the major referred to by Application
  number 1 are provided.
• Note the MAJOR, DEPT, COLL, CLASS, RESD fields.
  The bottom half of the screen is primarily used
  for admissions functions (e.g., AED/AOP
  processing)
• To get back to APLNLIST, use the global key PF3
• If an asterisk exists on APLNLIST, that major is
  closed, it is no longer active.

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Log into SIS at this point, go through each major
on APLNLIST for Sparty
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Application List 1st application
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Application List 2nd application
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Application List 3rd application
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Application List 4th application
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Application List 5th application
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Application List 6th application grad
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Lesson 6

• Looking Inside the Drawer Academic History,
  Courses Grades

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AH CHRNLIST Chronological Course List

• Do I have the right list of courses? How do I
  know? How can I find out? How do I know if
  there are multiple drawers? (Multiple student
  levels carrying academic history) HINT AD
  APLNLIST
• What is the plus sign telling us? (That the
  student has more than one level of academic work.
  There is more than one drawer!)
• Transfer courses Transfer Courses Exist (but
  ONLY after they have been officially accepted
  more later)
• Data and fields at the top of the screen
  generally pull in from other areas of the system.

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Chronological Course List (undergrad)
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AH CHRNLIST UN

• CONFID INFO and HOLDS Use the global keys F9 and
  F6 respectively to find out the detail info
  related to the status line.
• First term of registration, last term of
  registration (the first and last terms AT THIS
  LEVEL) that the student has courses.

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Cumulative Credit GPA Buckets

• CREDITS ATTEMPTED Total credits for which a
  grade was recorded or for which the W (graded
  withdrawal) was entered. Credits in courses
  taken on the CR/NC or P/N system count as
  attempted credits. Transfer courses are
  included. Visitor credits are NOT included.
• CREDITS COMPLETED Total MSU credits carried to
  completion. Transfer courses are NOT included.
• CREDITS PASSED Total credits (including accepted
  transfer) passed on the numerical grading system,
  the CR/NC system, the P/N system, credit by exam.

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Credit and GPA Buckets, cont.

• CREDITS REPEATED Total credits repeated at MSU
  and all MSU credits repeated at and accepted in
  transfer from other institutions.
• GPC Grade Point Credits Total number of credits
  in all MSU courses for which a numerical grade
  was recorded. Credits for courses repeated on
  the numerical system count only for the last
  grade recorded.

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Credit and GPA Buckets, cont.

• GPS Grade Point System The grade point system
  and the numerical grading are identical. Grade
  points for each course are determined by
  multiplying the numerical grade by the number of
  credits for the course.
• GRADE-POINT AVERAGE Above the course and term
  detail lines, this refers to the students
  CUMULATIVE GPA for all GRADED, numerical grade
  courses.

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Chronological Course List (undergrad)
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Term by Term Detail

• Term Credit and GPA buckets
• Course Information
• COURSE, SUBJECT, CREDIT fields
• GRADE fields
• CND-Conditional
• REC-Recorded
• TRN-Translated
• RR field shows Repeat/Re-enrollment status for
  the course

• H field indicates Honors College status
• C Course
• S Section
• Y Honors Option
• T field shows whether or not its a transfer
  course

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Chronological Course List (undergrad)
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Repeats and Re-enrollments

• MSU Policy Accept the latest taking (regardless
  of whether or not it represents the Best grade
  of the group).
• Repeat Codes
• PI Predecessor In Progress SI Successor In
  Progress
• PR Predecessor Resolved SR Successor
  Resolved

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How Does This Happen in SIS?

• When a student signs up for a course, SIS checks
  to see if it or an equivalent course was ever
  taken before at this level by this student.
• If it has, the FIRST occurrence is labeled PI
  (Predecessor In Progress), and the new or
  subsequent course becomes SI (Successor In
  Progress).
• When the REPEATED course is graded, the PI
  becomes PR (Predecessor Resolved), and the SI
  becomes SR (Successor Resolved)

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Note the RR ST (Repeat Status) Of the Course At
Enrollment
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Insert slide shot of chrnlist for repeated course
after grade
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Chronological Course List grad
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Lesson 7

• Transfer Credit

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Source of Transfer Data

• Tranauth Transfer authorization (institutions,
  levels)
• Trancrdt Accept transfer credits (passed
  credits, not grades)
• Trancrse Articulate the course work from other
  institutions into MSU courses.

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Tranauth screen goes here
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Trancrdt screen goes here
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Trancourse screen goes here
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Chronological Course List Note TRANSFER COURSES
EXIST
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To View Accepted Transfer Credit on CHRNLIST,
Enter Y in VIEW TRANSFERS Field, ENTER
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Note the T Grade
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Lesson 8

• Other Course List Screens

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College Codes

• 02 Agriculture Natural Resources
• 04 Arts and Letters
• 06 Resdntl Coll Arts Humanities
• 08 Business
• 10 Communication Arts Sciences
• 14 Education
• 16 Engineering
• 20 Human Ecology
• 22 Human Medicine
• 24 James Madison College
• 32 Natural Science
• 33 Nursing
• 34 Osteopathic Medicine
• 38 Social Science
• 46 Veterinary Medicine
• 95 College of Law

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AH COLLLIST Course List by College (of the
course)

• Organizes students info by college of the course

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AH DEPTLIST Course List by Department

• Organizes students info by department of the
  course

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AH SUBJLIST Course List by SUBJECT

• Organizes students info by subject of the course

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Lesson 9

• Miscellaneous and Wrap Up

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Common Update capabilities in departments

• Major change
• Overrides
• Holds
• Change conditional grades

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Registrars Office Forms and Services and Other
Systems

• http//reg.msu.edu/Forms/FormsMenu.asp
• STUINFO inquiry access to all students (not
  departmentally controlled)
• Degree Navigator MSUs Degree Audit System
• SISINFO query access to extracted SIS data tables

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FERPA Reminder

• http//reg.msu.edu/ROInfo/Notices/PrivacyGuideline
  s.asp for additional information, refresher,
  self-diagnostic quizz.
• Your access cannot be delegated!
• READ the MSU Guidelines Governing the Release of
  Student Records!
• If in doubt ASK CAO-353-4856