- 1 Maintaining Student Record Data in SISAdmin: Rules and Tools
- 1.1 Academic Actions
- 1.2 Address
- 1.3 Admin Codes
- 1.4 Advising Info
- 1.5 Advisor List
- 1.6 Class Schedule Maintenance
- 1.7 Demographics
- 1.8 E-mail Address
- 1.9 FERPA Restrictions
- 1.10 GPA
- 1.11 High School
- 1.12 Holds
- 1.13 Honors
- 1.14 Intent to Graduate
- 1.15 Major Program
- 1.16 Milestones
- 1.17 Other Credits
- 1.18 Password Info
- 1.19 Previous School
- 1.20 Registration Authorization
- 1.21 Scores
- 1.22 Status
- 2 Other Administrative Functions in SISAdmin
- 3 SISAdmin Reports
Maintaining Student Record Data in SISAdmin: Rules and Tools
Probations, suspensions, and similar actions taken by a dean’s office relative to the student’s academic performance may be recorded here. Each school defines its own rules as to which actions are entered onto a student’s record, and how long the notation remains on the student’s record.
- Use the Add or Insert a New Row buttom to create a record
- Select the appropriate Action from the drop-down list box
- The Comment field should be used to indicate the effective period of that Action or the date the Action was taken.
- The Display on Transcript settings will default to ‘Yes’ on suspensions and expulsion, and to ‘No’ on probations but can be overridden by the dean’s office on a case by case basis.
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.
Note: 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.
Various user-defined administrative codes are used to support specific purposes and store data not located elsewhere in SIS, e.g., Personal Email address. This is also where the Dean’s Flag field that previously fed the old SIS-1 system is located.
If you are an advisor to the student, you can see much of the same advising information here that you would see in WebFAC (note, however, that ERA tools are available to advisors only through WebFAC).
All of the student’s advisors are noted here, current and prior.
- Use the Insert or Add Row buttons on your tool bar to add a new advisor
- Select an advisor from the list of your school (this actually links the advisor to that student, enabling the advisor to access the student’s records through WebFAC)
- Use the drop-down list box to identify the Type of advisor, and then Save.
- For Faculty Advisors, double-click on the advisor record to associate that advisor with the appropriate MP code for that student.
Class Schedule Maintenance
Course registrations for any semester can be maintained for a given student using this window.
To add a course:
- Select the semester and enter the dept, course and section/lab numbers, and units in the maintenance portion of the window.
- Use the drop-down list boxes to check on available grading options for that course, or type C for Credit, P for Pass/Fail, A for Audit, S for UC Special Audit, then Save.
- If the requested section and/or lab is full, deans’ offices have the ability to place the student at the top of bottom of the waitlist, or to force an Add to enroll the student over the class limit (presumably with the instructor’s or department’s permission).
To change variables on a course in which the student is either enrolled or waiting, click the Chg button for that course to bring it into the maintenance portion of the window, tab to the desired field and make your change, then Save.
To drop a course from the student’s schedule:
- Click to Drop button and choose the appropriate Drop Code.
* Drops with a D will not print on a transcript but will show in SIS as evidence that the student was enrolled in that class at one time. * Drops with a W indicate that the course was dropped after the end of the drop/add period in that semester for that division, and will print on an official WU transcript. * If the effective date of the drop is to be something other than the date on which the drop action is taken, the deans’ office can specify a Drop Date * Both the specified/effective date of the drop and the actual system date of the drop action will be reflected on the drop record for that course.
Clicking the Drop button on a waitlisted course will simply remove that student from the waitlist; no drop record will be maintained because the student was not enrolled in the course when the record was dropped.
(An Operator Delete should only be used to remove an erroneous course entry, e.g., wrong course number used by mistake. Operator Deletes are purged every night and no longer seen in SISAdmin.)
Note: Students with an F1 visa cannot be dropped below fulltime status without permission from the Office of International Students and Scholars; these drops can only be done by the Office of the University Registrar.
Grades are primarily entered into SIS by the course instructor using EGrades, however grades can also be entered administratively by the school registrars. Grade changes during the current grading period can also be made by faculty in EGrades, with a few exceptions (students graduating, etc.). In order for a school registrar to change a grade in SISAdmin, documentation in the form of a Special Grade Report (SGR) signed by the instructor is required. Re-usable SGR numbers are available upon request from the Office of the University Registrar for special situations (e.g., am entire class roster).
Most demographic information is entered into SIS when the student is admitted to WU, and will in most cases remain unchanged. 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 Entry 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 to track undergraduate retention.
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.
For students in most divisions, WU e-mail addresses are assigned and loaded into SIS by the University. The e-mail address is 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 fire off an e-mail note to that student.
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.
The GPA window contains three screens of data, accessed by window tabs. The Summary tab lists unit and GPA totals for all semesters of WU enrollment. The Detail tab displays current and cumulative unit and GPA information for each semester. The third tab shows a bar graph of the non-cumulative GPA’s by semester for that student.
“Analyzer” is the name of the process by which grade point averages and earned unit totals are calculated. Analyzer is triggered by either MP changes or final grade changes on the student’s record, and when triggered recalculates automatically in a nightly batch process. Analyzer rules vary. The student’s prime division determines which set of rules are applied when calculating GPA and cumulative unit totals.
Analyzer presumes that graduate, evening, and undergraduate coursework are separate bodies of academic work, and will group semesters accordingly. The student who, for example, earns an undergraduate degree, then a graduate degree, and then returns again to take evening coursework will have three distinct sets of GPA and cumulative unit calculations. An Analyzer Override may be applied to a particular student by the Office of the University Registrar to force the inclusion or exclusion of certain semesters’ coursework in the student’s GPA upon request by the student’s school.
The SIS high school record contains information about the high school from which the student graduated or was admitted to WU. CEEB codes are used to identify most U.S. high schools and should be used whenever possible. The shadow-box data fields indicate those which can be used to search for a particular high school. A student may have only one high school record in SIS.
Holds are placed and released by a variety of offices and are the sole responsibility of the office that placed them. The Comments field may be used to provide contact or reference information regarding the resolution of the Hold. Administrative users may not release a Hold placed by another office, even temporarily, without permission from that other office.
One or more Holds placed on a student’s record in SIS will prevent that student from being able to add or drop classes at WebSTAC, and block the release of an official transcript for that student.
The H:1 indicator on the title bar of a student window in SISAdmin tells you that a Hold exists for that student. The numerical value indicates the number of Holds the student currently has. H:0 indicates there are no Holds.
The Honors record in SIS can contain a variety of notations entered by the schools or by the Office of the University Registrar. The ‘Display on Transcript’ settings will default to ‘Yes’ on all Honors except those with codes numbered 8xxx or 9xxx, but can be overridden by the schools on a case by case basis.
Latin honors (Summa Cum Laude, etc.) can only be maintained in SIS by staff in the Office of the University Registrar to ensure coordination with the student’s diploma and the Commencement program, both of which display Latin honors.
Intent to Graduate
If the student has filed an online Intent through WebSTAC, that information may be viewed here. Enter a specific semester to see the Intent completed for that term. The Main tab shows information on the graduation master record for that Intent and the student’s plan for participation in commencement ceremonies. The Questionnaire tab contains additional information for school recognition ceremonies, the alumni record, and references.
School users may update any information on the student ITG window, however once an Intent has been processed by the Office of the University Registrar, certain critical fields will be protected from additional update.
Note: there is also an ‘Intent to Graduate’ report in the Student Info group on the SISAdmin Reports menu for general inquiry.
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). 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 majors and minors approved by the schools, and of programs no longer being 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 their 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 Major Program Maintenance tab on the MP window is where MP records can be added or changed. hen adding a new MP record:
- Use the Add/Insert Row buttons
- Look up MP codes for a particular division or department by typing that portion of the MP code in the PgmCode box then Enter. Click to set the desired program from the popup box.
- Obsolete MP codes are noted in red.
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 in SIS are maintained 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 certify 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.
Special notations may be entered on a student’s record using a Milestone. The drop-down list box provides various messages which may be used, as well as things like “Notes:” to which the school can provide Comments that describe the situation or action. The ‘Display on Transcript’ settings will default to ‘Yes’ on all Milestones except those with codes that are numbered 8xxx or 9xxx, but can be overridden by the dean’s office on a case by case basis.
Leave of Absence (medical or other) should be noted with a Milestone in the semester(s) for which that leave was granted.
The Loss of Student Status milestone (msn 0099) should be used for any student who withdraws during an academic term for which some coursework has already been completed. This can/should also be used for any student who completes a sub-semester or mini-term course and then withdraws. The comment field on this record should contain the date the student withdrew from the University.
Milestones can also be used to provide course topic information on things like Independent Study or Research. Type the dept number of the course (F20, etc.) in the Action Type field (replacing “MSN”), and the Action ID field becomes a Course Number field – put the course number here. This detail will print on an official transcript.
AP/Advanced Placement credits, transfer credits accepted by WU, and coursework taken abroad are all recorded in SIS as Other Credit records. The schools determine which credits are acceptable and may exercise limitations defined by that school on the amount of transfer and AP credit that may be applied toward a WU degree.
The Degree Audit Use field offers several options in addition to the default option: AP, Transfer, Proficiency, CLEP (UC), and Exclude. For all undergraduate day schools there is a 15 unit cap on pre-matriculation credit.
On all transfer and study abroad work, the college or university from which those courses were transferred must be recorded. Use the enter key in the Institution Name field to select the correct college or university from the list. 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 in the list.
The ‘Study Abroad’ field on the Other Credit record can only be used together with a corresponding L99 placeholder course. The ‘Yes’ setting in this field must have a corresponding L99 course on the student’s Class Schedule in that same semester; when present, those Other Credit courses will then print on an official transcript together with the L99 placeholder as semester coursework. Use the ‘No’ setting to have Other Credit records appear in the Remarks section of the official transcript. (Please Note: L99’s are the only corresponding courses that the ‘Study Abroad’ setting is looking for; without a corresponding L99 course in that term, those Other Credit courses simply disappear.)
This window in SISAdmin became functionally obsolete when WUSTL Key authentication for WebSTAC was implemented. It does, however, display the student’s WUSTL Key username and their wupeople id (WUP ID) which is used in some of the integrations with other university data systems.
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 in the list.
This window in SISAdmin shows all of the student’s advisors and whether or not they have authorized the student for registration from WebAdvising or WebFAC. Once activated for the semester in question, the ERA evaluation process will automatically set the student’s “Ok to Register” flag when all necessary authorizations are received. The school may override this at any time.
SAT, ACT, GRE, TOEFL and other types of test scores used for admission and placement of the student are recorded here. Most scores are entered in batch from data files received from the various testing agencies, though dean’s offices may enter these manually as well. Use the drop-down listboxes to select the specific test and test type; manually enter test date and test score information. A test date of SELF is typically entered if the score is self-reported by the student; TRNS may be used if the score is taken from a transcript.
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.
Other Administrative Functions in SISAdmin
A number of tools are available to deans’ offices in SISAdmin to support academic advising:
- Advisor Maintenance
From the list of advisors in a given school, the advisee list for an individual advisor can be retrieved and managed. Use the various display options to show current advisees, all advisees (former students), and to sort the list by name or ID. Add new advisees by entering ID/SSN in the upper left-hand corner, selecting the appropriate advisor relationship (Type), and clicking on Add Advisee. Start and End dates pertain to the advisor-advisee relationship and default to the values shown; to use a different date, click in the date field on the advisee’s record and enter that date. To terminate an advisee relationship effective today, simply click the ‘=’ button next to the End Date field. To terminate all advisees for this advisor (e.g., someone goes on sabbatical), click the Close All Listed Advisees button.
**While this screen is active, the functionality is also found in WebFAC and Web Advising with expanded tools for advisors** If you are an advisor, this Admin Function provides the same tools as you would find at webfac for viewing the student’s academic record, using the wucrsl search during advising, building a draft schedule, and viewing the student’s current class schedule in a grid format. The Print button on the select window prints the list of your advisees. Send an e-mail note to all of your advisees by highlighting the entire list with the Select All button and clicking on E-Mail.
- Advising Materials
**While this screen is active, the functionality is also found in WebFAC and Web Advising with expanded tools for advisors** Generate your own paper copy advising materials through Admin for an individual advisor or an entire division of students. The 4-step setup process is outlined on the screen. Step 1: select the population of students. Step 2 will change depending on your population, to select the desired division(s) or advisor(s). Step 3: specify the sort options for your output documents. Step 4: choose among any of the filter options available. At this point, you’re ready to Retrieve your materials according to the Output and Production Options selected, manage the Print List, and Print one or more copies of the desired material.
- Advisor Wizard
Used from any of several SISAdmin reports, the Advisor Wizard report tool lets you assign an advisor to a group of students from a selected list or an imported file. This is most useful when all advisees for one advisor must be switched to another advisor. To use the wizard, run the report of choice (typically an advisee list) and select the students needing to be reassigned; using the Shift/Click or Control/Click to select the desired students, then click on the Advisor Wizard in the toolbox list. All selected students should appear in the wizard. Select the new advisor (use ‘?’ button for list by school) and the advisor Type, check the Start and End dates, and click Assign Advisor. This creates the new advisor/advisee link, but does not end the old advisor relationship; remember to go back to Advisor Maintenance for that advisor and Close All.
To assign advisees for an advisor using an imported file, the first step is to create a file of student data to use for the upload. The file must be submitted as a tab-delimited text file (filename.txt). The easiest method is to create your file first in Excel and then save it as a tab-delimited (.txt) file. The file only needs to contain Student ID number. Do NOT include a header row, student names, etc. This works when you are assigning students to advisors for the first time. It does not work for advisor changes. You can only upload advisees for one advisor at a time. To start, pick the advisor by clicking the “Select New Advisor” box. Then, select the advisor type (e.g. FYA, FAC) by clicking the “Advisor Type” drop down. Chose the Active Start and End Dates (the default start date is today’s date and the default end date is 12/31/2999). Chose to check or uncheck Set Advisor and Set MP. Click the file folder icon to open the Advisor Wizard Import box which allows you to browse for and select your tab delimited file. Find your file and click the “Open” button. You will then see the students from your file displayed in the Advising Wizard box. Click the “Assign Advisor” button to complete the process.
- ERA Auth Status
This window lists all current advisees for a given advisor and their Electronic Registration Authorization (ERA) status for a given semester. Dean’s office personnel may “ok” an individual student per the advisor, or the entire list, using this window. Most faculty advisors, as well as those in other offices, will be using webfac to set ERA authorizations.
- ERA Excluded Advisors
Current advisors whose approval would typically be required in the ERA process may be excluded if on sabbatical, etc., without terminating the advisee relationship to the student(s). Select the registration semester, and click Retrieve to review the list of excluded advisors. To add someone to the list, use the Add/Insert Row button and select the advisor to be excluded from his/her school list, type the reason in the Comment field, and Save. To remove an advisor from the excluded list, click to select/highlight that individual, click Delete, and Save.
Add a New Student
Selected users in each dean’s office have the ability to add a New Student in SISAdmin. The initial step in the New Student function automatically performs a name search to prevent the addition of someone into the system who is already there. International students who have previously attended WU under a 999-number should be identifiable from the name list.
Important: if you suspect that a newly admitted student may have attended WU before, do not attempt to create a new record without first checking for previous MP’s using both a name search (trying different spellings if necessary) and an SSN search.
The second step of the New Student process requires that an SSN be entered. Be very careful to type the number correctly, as any error could be someone else’s number. If you make a mistake entering an SSN on a new student, call the Office of the University Registrar immediately to have it fixed. If the student does not have an SSN, or prefers to not provide that information, a dummy number may be used (each school is assigned a range of dummy numbers for this purpose).
Additional data required on New Student records are a prime MP, the admit semester, gender, race/ethnicity, birth date, and birthplace. Local residence address information should also be entered in SISAdmin, as well as any other addresses provided by the student.
Arts & Sciences Latin Honors
see Arts&Sciences Latin Honors
There are two types of course attributes, School (degree requirement attributes) and department (major attributes).
- School Attributes
School attributes are managed through SISAdmin using the following windows:
1) Functions>Academic Plan>Curricular Course Attributes
2) Functions>Academic Plan>Semester Course Attributes
Information about school attributes can be found here: media:School Attribute Manual.pdf
- Departmental Attributes
Information about departmental attributes can be found here: Departmental Attributes
Checkout – Dept
The Checkout-Dept function was created to enable departmental users (who do not have update access to the program completion fields on the student Major Program records) to record the status of program completions for students in their dept who are graduating. A roster is displayed of all students in the selected department whose Intent to Graduate has been processed by the Student Records Office, including those students who are not currently enrolled but plan to graduate that term (for this reason, some students with both open and closed mp records for that major/minor may appear twice on the list).
Updatable fields are Completed Status (blank, Pending, Completed), Latin Honors (none, Candidate, Cum Laude, Magna Cum Laude, Summa Cum Laude), and Memo. Each school has the flexibility to establish their own rules as to how these fields are used.
Go to Functions>Admin Functions>Checkout – Dept
The Dean’s Office ITG report lists by division all students for whom a Degree Record has been created by the Office of the University Registrar (OUR) in anticipation of graduation in a given term, and shows each program of study that will be included on the degree list issued by the OUR to the school for certification. Additional information displayed here comes from both the student’s online Intent and the school/department MP Complete record.
Go to Functions>Admin Functions>ITG Programs
The Registration Upload function in SISAdmin can be used to import a large volume of course registration data, enabling the user to register many students into multiple courses at the same time.
The Section Registration window lets dean’s office users manage student registration in courses from a roster, rather than by calling up each student’s Class Schedule record individually. Accessible through Admin Functions or the Section Registration icon, specific course sections are retrieved using a select box similar to that in wucrsl. The upper portion of the window lets the user control the functionality and appearance of the window. Section Registration rosters can be sorted by either student name or ID by clicking the appropriate radio buttons.
- Add a student to the course and section, or to the waitlist, by entering his/her ID/SSN in the upper left-hand corner, selecting the correct credit hour units and grading option (these may be fixed values, depending on how the course was set up in wucrsl), and clicking the ‘Add Stdt’ button. To enroll a waitlisted student, double-click on that student and use the ‘Enroll’ button that then appears in the upper portion of the window.
- To highlight (yellow) those students on the roster who are attending WU on an F1 student visa, click the Get Visa Types button. Students with an F1 visa cannot be dropped below fulltime status without permission from the Office of International Students and Scholars; these drops can only be done by the Office of Student Records.
- On cross-listed courses, the Section Registration roster will include all students enrolled (or waiting) in either the Home or any of its Idents, and will sort all students alphabetically by name. To re-sort the roster by course number, check the Sort By Crs box.
- To activate data entry fields for grading option, midterm grade and/or final grade, click the appropriate checkboxes. To avoid data entry errors and make tabbing more efficient, users are encouraged to open only those data columns which are being used for the task at hand.
Note: section changes are most easily done using the Class Schedule maintenance window for each student, where the Chg function opens up the Section and Lab fields for simple editing. From Section Registration, the student must be dropped from one section and then manually added into the other. If a course section is being canceled, use the Drop All button to drop all enrolled and waitlisted students. Important: this must be done before the section can be deleted in wucrsl.
- If a course record in wucrsl was created with an incorrect value in the course units field, the Chg Units button on the Section Registration roster allows a school registrar to change the credit hour units for all students in that section. Note: Correcting the units on the wucrsl record will not change the units on those students’ records who are already enrolled in or waitlisted for that course.
- To drop a student from the section, click the Drop button and choose the appropriate Drop Code. Drops with a W and an F are typically used when the course is dropped after the end of the drop/add period in that semester for that division; these drops will print on an official WU transcript. Drops with a D will not print on a transcript but will show in SIS as evidence that the student was enrolled in that class at one point. If the effective date of the drop is to be something other than the date on which the drop action is taken, the dean’s office can specify a Drop Date; both the specified/effective date of the drop and the actual system date of the drop action will be reflected on the drop record for that course. An Operator Delete should only be used to remove an erroneous registration. Clicking the Drop button on a waitlisted student will simply remove that student from the waitlist; no drop record will be maintained because the student was not enrolled in the course when the record was dropped.
- Midterm and final grades are entered into SIS during each grading period by the course instructor using webFAC and EGrades. Grades can also be entered manually by the deans’ offices. Grade changes require documentation containing the instructor’s signature, typically a Special Grade Report. The SGR form number must be referenced in SISAdmin whenever a grade change is recorded. Re-usable SGR numbers are available upon request from the Office of Student Records for special situations. Grade change documentation (either the blue copy of the Special Grade Report form, or other documentation) must be submitted to the Office of Student Records. Note: changes that result in a lowered grade for the student should be accompanied by an explanation from the course instructor, and notification to the student.
System Control File
Dean’s office users have inquiry access to the System Control File (SCF) table that controls various registration functions and deadlines in SISAdmin. By division, the valid grading options, unit limits, full-time minimum, registration dates, and drop/add deadlines are defined for each division on this table.
- AP Attributes
This report lists courses (current curriculum or specific semester), clusters and programs by AP attribute.
There are a number of reports here that provide information on course clusters and their description and use.
- Course Attributes
This report lets you review courses with course attributes by school or department for a given semester’s offerings or the entire active curriculum. Drop-down listbox options let you select further to show current courses, all courses, those excluded, and/or those at the 500-level and above.
This report lists programs in Arts & Sciences with A&S Area Attributes.
- Section Availability by Attribute
This report lists those course sections by specific attribute that are not full, i.e., under enrollment limit for a given semester.
This report lists those students who are in the new undergraduate Arts & Sciences Academic Plan curriculum.
- Building Occupancy Roster
This report can produce lists of classes in a given building/room(s) as well as lists of students and faculty in those classes. Schedules (day and time) are detailed here. Select Semester, Sub-semester (All, Regular, special term), Campus/Area, Building, and Room to produce the list you need. A quick e-mail can be sent to large groups of the occupants selected. Campus Police, Facilities, The Teaching Center, departments, et al can use this report for emergency situations, building and room problems, etc.
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.
- Dept Exam Schedule
Use this report to generate a list of courses by level with the scheduled day, date, time, and location of the final exam for each course section.
- Grade Sheet
Use this report to review or proof midterm and final grades submitted for a particular course or section. All semesters of historical grades in SIS are accessible.
- Processed Waitlists
This report generates a list of students who were enrolled into a given course by waitlist processing.
This is the class roster of all students enrolled in a particular course or section, including cross-listings.
- Students by Advisor
This report is sorted first by advisors’ last names, then by students. In addition to showing degree/major/minor, a student’s prime division, level, and anticipated degree date are displayed.
- Students by Program
Use this report to see a list of students by the degree/major/minor they’re seeking together with the name of the student’s advisor. Also displayed are the student’s prime division, level, and degree year.
- 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.)
Faculty and Class Support
- Faculty/Class Support Courses
Here you can see a listing of all courses a particular instructor or support person is teaching in a given term (if they have been appropriately linked in WUCRSL). Double-click on a particular section to drill down to the class roster. If you leave the Semester blank, you get a full history of courses taught.
- Faculty/Class Support Courses by Dept
This version of the report lets you see all courses for a particular department, sorted by instructor.
The seven reports in this group enable deans’ offices to manage the registration authorization process using RAN or ERA, and identify related problem situations:
- Faculty Auth. Codes lists RAN numbers for a specific faculty advisor (the ERA alternative)
- No Advisor lists those students in a selected division that have no current academic advisor in SIS
- No Advisor By Type lists those students in a selected division who do not have a specified type of advisor
- No Four Year Advisor lists undergraduate A&S students (degree-seeking) that have no Four-Year Advisor
- Not OK to Register lists all students by div who do not have the required ERA approvals to register for classes
- OK to Register lists all students by div who do have the required ERA approvals to register for classes
- Unlinked Advisor lists by div those students who have faculty advisors that are not linked to a major program
This report lets you see a list of all advisors for a school; double-click to drill down to a list of advisees.
- Degree Candidates Final Semester
This report was designed for the dean’s offices to assist with degree certification. It identifies by division those students who have a Degree Record in SIS for the semester selected, and lists the student’s courses and grades for that same semester. Grade information is displayed as soon as it is posted to the student’s record, whether by the instructor through EGrades or administratively. Late drops (W) are also displayed. Note: this report can easily be downloaded into another application using File-Save.
- Departments by School
Use this report to generate a list of academic departments from which you can produce departmental address labels.
- Grades Outstanding
This report provides the deans’ offices and academic departments with a list of those course sections for which either midterm or final grades have not yet been submitted. The Send Email tool on this report prepares an email note to the designated Course Grader in one or more selected sections.
- Honors by Division
Use this report to generate a Dean’s List or Class Rank (Engineering) report for a given semester and division, or to review a buffer file of students who meet eligibility criteria for these before the SIS Honors records are created.
- Repeated Student Courses
Specify Division to get a list of students who have repeated (R) courses.
- 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. Click the “Use Admin Codes” box to add Dean’s Flag data (or any of the other admin codes) to your report.
- Undeclared Majors
Use this report to generate a list of those students who are undeclared majors in a given school. The report displays the student’s admit semester, prime division, prime/joint indicator to the undeclared school, degree date, and total units.
Student Accounting – Records
- Account Inquiry
Review all student accounting transactions for a given student and semester or fiscal year with this report. Drill down on specific transactions to see more detail.
- Billing History
This report lets you generate an exact copy of a bill (using Adobe Acrobat) that a student received on a specified billing date, or review bill detail.
- Summer Registration
This report lists those students by school or division who are registered for summer courses, and shows all courses (or just the L/U courses) and the tuition charges assessed to the student. The deans’ offices use this information to evaluate charges and payments.
The Composite report lets you select only those specific elements of the student’s full internal record you wish to see/print. Also available to include here are accounting, housing and enrollment status information.
- Course Summary
This report lists all courses taken by the student in course number order and includes semester, units and grade detail.
This report of semester grades is the same as that which the student can see and print at webSTAC.
- Intent to Graduate
The ITG report lets you view and print Intent records for one or more students in a particular division or department for a selected graduation semester. Use the file Upload option to import your own pre-established list of students (by ID number) for whom you want to see/print Intents.
- Internal Record
The Internal Record displays all information on the student’s academic record in SIS.
The schedule report displays the student’s class schedule for a given semester with class meeting days/times, building and room locations, names of instructors, and a final exam schedule. It is the same as that which the student can see and print at webSTAC.
- Student Picture
View and/or print a larger version of the student’s ID Card photo that is displayed on the Status window.
- Test Scores
All test score records in SIS for a given student are listed here.
- Unofficial Transcript
The Unofficial Transcript report in SISAdmin is also available to the student at WebSTAC. It replaces the old Student Record Printout as the means by which a student can review the information on his/her academic record.
- Academic Actions Report
This report can be used to generate a list of all Academic Actions a student currently has or has had in the past (Student History), or generate a list of all students who currently have a particular type of Academic Action in their records. Use the Open MP select to see only the current students. A user selects from these options : Academic Actions (probation, etc.), Honors (Phi Beta Kappa, etc.), Milestones (Leave of Absence, etc.), Special Major Thesis Title, and Holds (Student Accounting, etc.).
- Courses not in WUCRSL
This report assists the deans’ offices in identifying course registrations for which there is no corresponding course or section in wucrsl. Sections created in wucrsl with a Section Type other than “Section” will show up here, as well as those whose sections which were deleted before all students were dropped. Note: All courses and students appearing on this report probably need some clean-up work!!!
- Degree Summary
The Degree Summary report generates a full list by student of all degrees, majors, minors, and certificates either conferred in a given semester (if the degree date has passed) or for which the student has filed an Intent to Graduate.
These reports provide detail on EGrades Activity
- Pass Fail Report
Use this report to generate a list of those students in a given division who have taken one or more courses under the Pass Fail grading option in a specified term.
- Student Search by Parent
If you need to identify a student and have only the name of the parent, use this report as a search tool. All or a portion of the parent’s name can be entered in the search box; remember that SISAdmin recognizes the % sign as a wildcard value in searching. Both non-custodial and custodial parent matches will be identified.