Enrollment Management 104 Records

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Enrollment Management 104Records Registration

• 1st Level Training
• Banner Forms, Common Questions,
• and Resources

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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?

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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

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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

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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

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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

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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!
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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)

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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.
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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.
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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.
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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.
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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.
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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

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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.
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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?
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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.

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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

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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.

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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

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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

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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
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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

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SHADEGR Degree Status
Term and Date of degree, Status Awarded (AW),
Pending (PD)
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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.

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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?

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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.

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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,