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Enrollment Management 104 Records

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Student Records Policy (FERPA) FERPA applies to all interactions in whatever format. If the student s identity has been validated, and no Confidential flag is set – PowerPoint PPT presentation

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Title: Enrollment Management 104 Records


1
Enrollment Management 104Records Registration
  • 1st Level Training
  • Banner Forms, Common Questions,
  • and Resources

2
Topics
  1. Student Records Policy (FERPA)
  2. LoboWeb The Student View
  3. The Schedule of Classes (when, where, how)
  4. Appointment Dates
  5. Why Cant I Register?
  6. Wait List Information
  7. What are the Refund and Grade Deadlines?
  8. LOBOTrax Questions Answers
  9. When will my grades and/or degree be posted?
  10. Has my transcript been mailed?

3
Student Records Policy (FERPA)
  • FERPA applies to all interactions in whatever
    format.
  • If the students identity has been validated, and
    no Confidential flag is set, specific
    non-directory information may be discussed. If
    not, general information, assistance, and
    guidance only nothing student specific.
  • Minimum validation requirements
  • Chat from UNM account only
  • Email from UNM account only
  • Phone To be determined
  • In Person Proper Photo-ID (LoboCard, drivers
    license, passport, etc.)
  • FastInfo s 1904, 2933

4
LoboWeb The Student View
  • Students may find answers to most of their
    questions in LoboWeb
  • Available Sections
  • Registration Issues
  • Appointment Date
  • Grades Submitted
  • FastInfo s 2350, 2312

5
The Schedule of Classes
  • The Schedule is made public approximately 2 weeks
    prior to the start of registration.
  • Spring early November April , Summer and Fall
    and the following Spring for ENG courses only at
    this time.
  • schedule.unm.edu
  • Links to both the LoboWeb version and several
    other groupings of courses by Campus,
    Evening/Weekend, On-Line, 1st/2nd Half, etc.
  • LoboWeb Search Class Schedule for Classes to
    Add
  • Shows courses ready for registration, easier to
    read by Department.
  • Only available for current students.
  • FastInfo s 2312, 2313, 3211, 4144

6
Appointment Dates
  • Early registration for Fall and Spring is
    available based on student level and earned
    hours.
  • Beginning the Monday after Thanksgiving for
    Spring.
  • Beginning the 3rd or 4th (if 5) Monday in April
    for Fall.
  • There are no appointment dates for Summer,
    registration is open for all beginning the 3rd or
    4th (if 5) Monday in April.
  • Only hours at the current level (Associate,
    Undergrad, Non-Degree, etc.) are counted.
  • Multi-term registration begins Summer 2011-Spring
    2012. Spring 2012 has ENG courses only.
  • Transfer hours are included if they were
    processed in time, April 1 for Spring and
    November 1 for Fall.
  • Earned Hours by level may be found on SHATERM.
  • FastInfo 2390

7
SHATERM Earned Hours
Current student Level and Hours. Spring 2011
Fall 2012 have same date.
DO NOT release GPA or specific grades via phone,
email or chat!
8
Why cant I register?
  • There are several possibilities
  • Relevant information can be found on
  • SGASTDN Active or Inactive? Suspended?
  • SFARHST Last term registered?
  • SFAREGF Withdrawn or Eligible?
  • SOAHOLD Advisement or other holds?
  • SFASTCA Registration error messages?
  • FastInfo 4168 was built to step through each of
    them in detail, screenshots are presented here.
  • FastInfo s 4060, 4168 (internal for One Stop
    staff)

9
SGASTDN Active?
Student must be Active (AS) to register. Inactive
(IS) status normally requires re-admission.
If the student did not receive a grade for the
term they were admitted, a term change may be
needed see FI 4168 for more information.
10
SGASTDN Suspended?
On the Academic Standing tab
Any Suspension (S1 1 semester, S2 1 year, or
S3 5 years) status will prevent registration.
Student should see their Academic Advisor for
information.
11
SFARHST Last Registration?
  • If the student has no registration in the last 3
    terms, they need to re-apply.
  • If only non-gradable registration exists in the
    last 3 terms, a term header is needed.
  • See FastInfo 4168 for more information.

Gradable status codes are RE, RS, RR, DG/OG, and
DW/OW. Non-gradable status codes are DR/OR,
DN/ON, DD.
12
SFAREGF Withdrawn?
If the Status is not EL (Eligible), the student
has been withdrawn. Contact the Registrars
Office to update (FI 4168 for details).
This form also summarizes the students billable
tuition hours.
13
SOAHOLD Active Holds?
There are several hold types, the most common are
Advisement (AV) and Bursar (B). Both will
prevent registration.
The student should see the office listed to
resolve any active hold.
The holds must be active (todays date within the
From and To dates listed) to prevent registration.
14
Registration Error Messages
  • There are a variety of restrictions a student may
    encounter that prevent registration
  • CAMPUS, CLASS, CLOSED SECTION, COLLEGE, CORQ,
    DEGREE, DUPL CRSE, LEVEL, MAJOR, PREQ and TEST
    SCORE, PROGRAM, TIME CONFLICT.
  • All but LEVEL RESTRICTION may be overridden by
    the Instructor (LoboWeb) or Department (SFASRPO).
  • MAXIMUM HOURS EXCEEDED must be corrected by the
    Academic Advisor.
  • The error messages received by the student are
    recorded on SFASTCA.
  • Explanation available via Help on LoboWeb
    Registration pages.
  • FastInfo s 4060, 4828, 2349

15
SFASTCA Registration Errors
Limit the display for readability by Querying on
CRN or other section information.
Actual error message seen by the student in
LoboWeb.
16
SFAREGQ Registration Summary
When?
General information about the students courses.
Specific registration/class information may only
be released to Validated students. Yellow cards
for Pre-co reqs through Aug 1, 2011
Where?
17
Waitlist
  • Registration code appears as WL.
  • The student is Waitlisted, NOT registered, which
    has Financial Aid/Scholarship consequences.
  • The student can WL for more than one section of a
    specific course.
  • Waitlist is not available for ENGL 101 102,
    CHEM, BIOL 203, Open learning (off
    pattern/short), and select other courses.
  • Waitlist stays active until the First Friday of
    traditional semester, until 500 p.m., shorter
    parts of term first day, and Wed. of the 1st week
    of 8 week course
  • Adding, dropping and attempting to re-register on
    the same date creates issues for the student.
    Contact Records for assistance.
  • Encourage students to use the Registration
    ADD/DROP option NOT the Search for classes to Add
    menu option.

18
What are the Refund and Grade Deadlines?
  • Refer students to schedule.unm.edu Semester
    Dates for details.
  • Refund and Grade deadlines vary significantly
    based on the section schedule.
  • For 16 week courses, the last day to
  • Add is the 2nd Friday
  • Drop with a refund and without a grade is the 3rd
    Friday
  • FastInfo s 3173, 2907

19
LOBOTrax Questions Answers
  • Q My degree program is wrong on LOBOTrax, what
    do I need to do to change it?
  •  A You will need to contact an academic advisor
    in your college (i.e. Arts Sciences, Fine
    Arts, Education, etc) They will be able to
    update that information for you.
  •  Q My LOBOTrax report says that I have met all
    of the requirements. Do I need to do anything
    else in order to graduate?
  •  A Yes. You should have applied to graduate with
    your college and you will also need to fill out a
    form with the University Secretary. Also, see
    Graduation in Fast Info for more detailed
    information.
  •  Q What if I run my LOBOTrax report and I get an
    error?
  •  A You will need to contact you academic advisor
    to make sure that your degree program
    information is correct. If it is correct and you
    are still getting an error your academic advisor
    will contact the Degree Audit Team in the
    Registrars Office to see if there are any
    technical difficulties that need to be resolved.

20
LOBOTrax Questions AnswersContinued
  • Q I transfer coursework from another college,
    will it show on my LOBOTrax report?
  •  A Yes. It will be either an articulated course
    (a course that has an equivalent here at UNM)
    or a generic course in which only the credit
    hours transfer.
  •  Q Is there a list of all the courses I have
    taken here at UNM on my LOBOTrax
    report?
  •  A Yes. At the bottom of every LOBOTrax report
    there will be a list of all of your UNM
    coursework by semester. After your UNM coursework
    there will be a list of all of your transfer
    coursework if you have any.
  •  Q What do all of the symbols on my LOBOTrax
    report mean?
  •  A There is a legend at the bottom of every
    LOBOTrax report that will tell you exactly what
    all of the symbols on the report mean.
  • http//registrar.unm.edu/lobo_trax/index.php

21
When will my grades be posted?
  • Grading opens for faculty the Friday prior to
    Finals Week.
  • Grades post to the student record after 8pm the
    day the instructor submits them.
  • If a grade is not available, the student should
    contact the instructor for additional
    information.
  • Term and Cumulative GPA information is not
    available until End of Term processing has been
    completed, typically 2 weeks after the last day
    of Finals Week.
  • FastInfo s 2022, 3148

22
SFARHST Registration and Grades
DO NOT release specific grades via phone, chat,
or email!
Grades rolled to student record and so visible in
LoboWeb
  • Registered RE, RR, RS
  • Dropped no grade DC/OC, DR/OR, DN/ON. DD
  • Dropped with grade DG/OG, DW/OW

Grades entered by Faculty
23
When will my degree be posted?
  • Degrees are posted (changed from Pending to
    Awarded) as the Certified lists are received from
    each College, approximately 6 weeks after the end
    of the semester.
  • If a student needs a Degree Certification prior
    to this, they should contact their College or
    Department for a memo on letterhead.
  • The Commencement ceremony happens before the
    students degree is awarded.
  • Diplomas are printed as the degrees are posted.
  • FastInfo 2061

24
SHADEGR Degree Status
Term and Date of degree, Status Awarded (AW),
Pending (PD)
25
Has my transcript been mailed?
  • Transcripts are generally printed within 2
    business days of request receipt (online). They
    are mailed the business day following (at the
    latest) the print date on SHARQTC. Requests
    mailed to UNM take 3-5 business days after
    receipt.
  • Transcripts are mailed as USPS 1st Class Mail or
    online orders can request FEDEX.
  • Electronic orders are released within hours of
    the order.
  • If it has been more than 2 weeks, and less than 3
    months, from the print date and the transcript
    has not been received, it may be eligible for
    resend. Refer to the Registrars Office.
  • Verification holds and coursework prior to 1984
    can delay processing.
  • FastInfo 1895 and registrar.unm.edu/trans.htm
    have more details and the order form.

26
SHARQTC Transcript Requests
  • To find out where it was sent, click on the
    Issue Information tab.
  • Official/unofficial
  • Last term with information
  • When was it printed/mailed?

27
Other Useful Information
  • Section Information
  • SSASECT Summary, Special Approvals, Capacity,
    Instructor
  • SSARRES Restrictions
  • SSAPREQ Pre-/Co-Requisites
  • If the student has questions about meeting a
    pre-requisite, they should see their Academic
    Advisor.
  • Overrides that have been granted to the student
    by the Instructor or Department on SFASRPO.

28
Things to Remember
  • FastInfo Errors encountered by students are
    nearly all addressed in this system, especially
    registration
  • 4168 for step-by step resolutions,
  • 4060 for students
  • Informational Websites
  • registrar.unm.edu
  • onestop.unm.edu
  • maps.unm.edu
  • Click and Print these handouts for reference
  • Key to Banner forms,
  • Key to Registration Codes and Errors,
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