Enrollment Management 104Records & Registration

1st Level TrainingBanner Forms, Common

Questions,and Resources

Topics1. Student Records Policy (FERPA)2. LoboWeb – The Student View3. The Schedule of Classes (when, where, how)4. Appointment Dates5. Why Can’t I Register?6. Wait List Information7. What are the Refund and Grade Deadlines?8. LOBOTrax Questions & Answers9. 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 student’s 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 onlyEmail: from UNM account onlyPhone: To be determinedIn Person: Proper Photo-ID (LoboCard, drivers license,

passport, etc.)FastInfo #s: 1904, 2933

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LoboWeb – The Student ViewStudents may find

answers to most of their questions in LoboWeb …

Available SectionsRegistration IssuesAppointment DateGrades SubmittedFastInfo #s: 2350,

2312Rev. 200911 4

The Schedule of ClassesThe 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 AddShows 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 DatesEarly 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

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Current student Level and Hours. Spring 2011 & Fall 2012 have same date.

DO NOT release GPA or specific grades via

phone, email or chat!

Why can’t 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)Rev. 200911 8

SGASTDN – Active?

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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.

SGASTDN – Suspended?

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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.

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.

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Gradable status codes are RE, RS, RR, DG/OG, and DW/OW.Non-gradable status codes are DR/OR, DN/ON, DD.

SFAREGF – Withdrawn?

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If the Status is not EL (Eligible), the student has been withdrawn. Contact the Registrar’s Office to update (FI #4168 for details).

This form also summarizes the student’s billable tuition hours.

SOAHOLD – Active Holds?

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There are several hold types, the most common are Advisement (AV) and Bursar (B*).Both will prevent registration.

The holds must be active (today’s date within the From and To dates listed) to prevent registration.

The student should see the office listed to resolve any active hold.

Registration Error MessagesThere 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, 2349Rev. 200911 14

SFASTCA – Registration Errors

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Limit the display for readability by Querying on CRN or other section

information.

Actual error message seen by the student in

LoboWeb.

SFAREGQ – Registration Summary

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Specific registration/class information may only be

released to Validated students. Yellow cards for

Pre-co reqs through Aug 1, 2011

General information about the student’s courses.

Where?

When?

WaitlistRegistration 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 5:00 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.

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 FridayDrop with a refund and without a grade is the

3rd FridayFastInfo #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 Registrar’s Office to see if there are any technical difficulties that need to be resolved.

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

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, 3148Rev. 200911 21

SFARHST – Registration and Grades

Registered: RE, RR, RS Dropped – no grade:

DC/OC, DR/OR, DN/ON. DD

Dropped – with grade: DG/OG, DW/OW

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Grades entered by Faculty

Grades rolled to student record and so visible in LoboWeb

DO NOT release specific

grades via phone, chat,

or email!

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 student’s degree is awarded.

Diplomas are printed as the degrees are posted.FastInfo #: 2061

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SHADEGR – Degree Status

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Term and Date of degree,Status: Awarded (AW), Pending

(PD)

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 Registrar’s 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 RequestsTo 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 InformationSection Information:

SSASECT: Summary, Special Approvals, Capacity, Instructor

SSARRES: RestrictionsSSAPREQ: Pre-/Co-

RequisitesIf 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 RememberFastInfo: 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.eduonestop.unm.edumaps.unm.edu

Click and Print these handouts for reference: Key to Banner forms, Key to Registration Codes and Errors, Rev. 200911 28