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

Topics 1. Student Records Policy (FERPA) 2. LoboWeb – The Student View 3. The Schedule of Classes (when, where, how) 4. Appointment Dates 5. Why Can’t 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? Rev

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 only from UNM account only Phone: To be determined In Person: Proper Photo-ID (LoboCard, drivers license, passport, etc.) FastInfo #s: 1904, 2933 Rev

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 Rev

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, 1 st /2 nd 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 Rev

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 3 rd or 4 th (if 5) Monday in April for Fall. There are no appointment dates for Summer, registration is open for all beginning the 3 rd or 4 th (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 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 Rev

SHATERM – Earned Hours Rev Current student Level and Hours. Spring 2011 & Fall 2012 have same date. DO NOT release GPA or specific grades via phone, 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

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

SFAREGF – Withdrawn? Rev 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? Rev 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 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 Rev

SFASTCA – Registration Errors Rev 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 Rev 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?

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 5:00 p.m., shorter parts of term first day, and Wed. of the 1 st 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 2 nd Friday Drop with a refund and without a grade is the 3 rd Friday FastInfo #s: 3173, 2907 Rev

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 & Answers Continued: 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.

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 Rev

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 Rev Grades entered by Faculty Grades rolled to student record and so visible in LoboWeb DO NOT release specific grades via phone, chat, or !

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 Rev

SHADEGR – Degree Status Rev 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 1 st 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. Rev

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? Rev

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. Rev

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,Banner forms Key to Registration Codes and Errors,Registration Codes and Errors Rev