Contents
Functions > Student Info
Address
Students can and should update their own addresses and phone numbers at WebSTAC, and are prompted at the beginning of the Fall and Spring semesters to provide current Local address information. Deans’ offices and several other administrative areas also have the ability to enter and change student address information through SISAdmin.
The Home address should be a permanent address valid during vacation and break periods. The Local address record should reflect the student’s residence address while in school. For students who live on campus, address information is loaded annually (each fall) into SISAdmin from StarRez. Parent 1 (and Parent 2, where appropriate) address information should be present for all undergraduate day division students. Some graduate students also provide such information. Graduate students and evening students are encouraged to enter Emergency Contact information in addition to Local residence and Home addresses. When a student files his/her Intent to Graduate (ITG) they are asked to provide a Diploma Mailing Address (also called the Post-Graduation address). The Study Away address record can be used when the student is away from campus for a semester. A student can also use WebSTAC to add a Business, Temporary, Alternate, or Other address as appropriate. The HRMS Campus Address comes from HRMS for students who are also employees of the university.
At WebSTAC, students are not permitted to delete a Local or Home address, though some may remove enough meaningful information so as to make the address useless; previously logged addresses for a student are therefore available through SISAdmin for all address types.
Demographics
Most demographic information is entered into SIS when the student is admitted to WU, and will in most cases remain static. All student records must contain the following data: gender, race/ethnicity (Not Reported being a valid race type), birth date, and birthplace. Students under the age of 18 are noted as a MINOR on the title bar of their SIS record.
Student race and ethnicity is self-reported, and a student can report affiliation with more than one race/ethnicity. All international students, i.e., those without U.S. citizenship, Permanent Resident, or Resident Alien status, should always have Visa Type detail in SIS indicating their current visa status (F1, F2, J1, etc.), and the new Nonresident Alien box should be checked as well as any appropriate items for their ethnicity.
The Semester of Entry and Enrollment Status fields reflect the entry cohort in which the student was admitted. For all undergraduate day division students, this information is established by Undergraduate Admissions and is used by several offices to track undergraduate retention. Changes should not be made to a student’s entry cohort without notifying the Office of Student Records.
The Anticipated Degree Date field should reflect the graduating class with which the student is associated and can be updated as necessary by the student’s dean’s office. The Student Expected Graduation field is reported by the student at WebSTAC. The Frozen Cohort value is administratively set by the University Registrar for undergraduate degree seeking day division students, and is used for cohort assignment during the controlled registration periods, and general cohort tracking. Read more about Frozen Cohort.
The Semester of Entry field is the default for most Degree Audits; however, the DA Catalog Year field can be used to override it. Most DA Catalog Year fields will remain blank. The DA Catalog Year field can also be found in the Major Program window.
Date of Death information is noted on a student’s record by the Office of the University Registrar in the event of a student death. The University Registrar also removes all postal and email address information from the student’s SIS record, and adds a full FERPA Restriction (Information Hold) and special Milestone notation. Inquiries should be referred to the Office of the University Registrar.
E-mail Address
For students in most divisions, WU e-mail addresses are assigned by the school and loaded into SIS by the University. The e-mail address is recognized as a critical means of communicating with students for many WU faculty and administrators. As a result, in some divisions of the University students are not able to change this address at WebSTAC, whereas in other divisions they are. The e-mail addresses maintained in SIS are the local server addresses reflecting the actual email account; forwarding detail relative to the student’s University E-mail (@wustl.edu) address is displayed in SISAdmin in the lower portion of the Email address screen.
Tip: Use the big ‘E’ icon on your tool bar to send an e-mail note to that student.
FERPA Restrictions
The federal Family Education Rights and Privacy Act (FERPA, also known as the Buckley Amendment) gives all students the right to withhold addresses, phone numbers, and any other pieces of what would otherwise be considered public (“directory”) information from the public domain. This window displays any such restrictions the student has placed on their records from WebSTAC. The I:X on the title bar of any student window in SISAdmin is a general indicator that a restriction exists.
WU personnel who have a legitimate need to know this and other information on the student’s record, are not denied access but are also not free to share this information with individuals or agencies outside the WU community (this includes other students) if the student has blocked that information.
Major Program
The Major Program (MP) record in SIS reflects the programs of study a student has pursued at WU, past, present, and future. Each MP record contains specific information about that program and about the student’s status in that program (Open, Finished, or Closed). The schools may admit a student that is not a candidate for a WU degree or certificate; such unclassified students are referred to as SNCD, or Student Not Candidate for a Degree, and are given an SNCD MP record.
The various programs of study offered at WU are defined and approved by the governing body of each school and its dean. The Office of the University Registrar must be notified in writing, with documentation, of all new degrees, majors, and minors approved by the schools, and of all programs no longer offered. New degrees must be submitted in writing to the Provost for approval, who will in turn notify the University Registrar for the necessary MP setup in SIS.
Students pursuing more than one course of study at any given time will have a “prime” major program and others referred to as “joint”. All current students must have one and only one open prime MP record, and an open prime must be present in SIS in order to register that student for classes in any semester. The student’s prime MP also establishes his/her prime division, which in turn is used for a variety of purposes in SIS and elsewhere within the University, including the assessment of tuition charges and the allocation of tuition income back to the schools. The student’s prime division is a reflection of ownership on that student’s records, and so the prime school has the ability in SIS to update those records and is responsible for maintaining all current MP information on its students, including the declared majors and minors within that school as well as joint programs being pursued by the student in other WU schools.
Interdivisional Transfers are those students transferring within the University from one school to another. Because the “ownership” of the student’s record changes with the change in school, all interdivisional transfers require the approval of the dean’s offices of both schools. Undergraduate day division transfers are facilitated by the SIS IDT process, which is initiated by the student at WebSTAC and managed by the schools through WebAdmin. Graduate and evening division students who wish to change schools must contact their school registrar who will initiate a paper Interdivision Transfer form; paper IDT form must be signed by both schools and submitted to the Office of the University Registrar for changes to the student’s record in SIS.
Note: students not currently enrolled (no open MP) and not on Leave of Absence may be admitted to a new school or division within the University without written approval from the former school, and a new MP record may be created in SIS by the new school.
All prime division changes must be complete prior to the end of the 4th week of the effective semester.
The Admit Semester on an MP is that semester in which the student begins that particular course of study. The Termination Semester on an MP should be the last semester in which the student was pursuing that particular program. A Faculty Advisor or Special Advisor can be linked to that student and MP by clicking on the Name button in the Faculty Advisor block and selecting the advisor from the available list. Linked advisors have access to their advisees’ academic records at WebFAC.
The Program Completion Detail area in the lower portion of the MP Maintenance tab is where schools may indicate that requirements have been completed for a specific major, minor or degree. The status of Pending is typically used when the student is currently enrolled in the courses necessary for the completion of that program. The Latin Honors flag here reflects a recommendation made by the school or department of the honor to be awarded.
All degree records are recorded in SIS by the Office of the University Registrar. It is the responsibility of each school to evaluate each of the students enrolled in their programs of study and verify that all requirements have been met by the date of the degree. The Intent to Graduate must be submitted by the student to the Office of the University Registrar by the published deadline date to initiate the degree process. The schools are subsequently provided with a series of working lists of degree candidates from which additions and deletions can be made. All degrees awarded by Washington University require approval from the Board of Trustees or the Chancellor. Deletions received by the Office of the University Registrar after the degree date are not acceptable.
Note: the student’s Unofficial Transcript (also the SISAdmin Internal Record and Composite report) notes that a degree is ‘Anticipated’ until the Board approves the final degree list and the University Registrar notes that degree has been officially conferred.
Previous School
Undergraduate transfer students and all degree-seeking graduate students should have previous school information recorded in SIS. Use the Add or Insert a New Row buttons to create a Previous School record. Use the enter key in the school code (CEEB code) or school name fields to search for the institution (the % is a wildcard value on all searches in SISAdmin). The location (state or country) of the institution must also be entered.
Note that this is a College Board code list and some school names are abbreviated; contact the Office of the University Registrar if a particular school does not appear on the list.
Status
The Status window in SISAdmin provides a quick summary of information about a student, including his/her Student ID Card picture. Current (open) major programs are listed as well as the student’s current (or last) enrollment status.
SISAdmin Reports
Course Info
- Courses
This report lists courses offered by department for a given semester. Class meeting times, locations, and instructor name are displayed, as well as enrollment limits and current enrollment and waitlist information. Double-clicking on a course section from this list will drill down to a class roster for that section.
- Roster
This is the class roster of all students enrolled in a particular course or section, including cross-listings.
Departments
- Students in Department
This report generates a list of all the students who have an open MP in a given academic department. (Note: MP code dept’s and course dept codes are not necessarily the same for a given department.)
School
- Students by Division
This report generates a list of all students with open MP’s in a specific division. Use the Semester Admitted field to identify students with specific MP Code admit terms. Click the Demographics Report button to include data from the students’ demographics record on citizenship, country code, visa, race, and interests.
- Students in School
Use this report to generate a list of all students with open MP’s in a given school.