Graduate Registration Advisors Tidbits
Last updated: 8/12/2008
For questions not addressed in this document, email gradweb@purdue.edu. This email address is to be used by Purdue faculty and staff only. Students should follow instructions for help on SSB.
Do's and Don’ts for Grad Registration Advisors
General FAQs
Access and connection issues (pop-up blockers, getting connected, etc.)
myPurdue and INB (Internet-Native-Banner) basic questions (if your question isn't below look here)
I am getting an error message saying “ FRM-92102: A network error has occurred. A network error has occurred. The Forms Client has attempted to reestablish its connection to the Server 5 time(s) without success. Please check the network connection and try again later,”
What is the student’s spriden id?
What are the records that have a "W" as the first character in the spriden id?
When does the PUID get assigned?
How can I query/find a record?
Where can I see a student’s holds (encumbrances)?
Expected Graduation Date is incorrect.
Admission FAQs
Where can I view outstanding admission conditions?
Why are there other Checklist items associated with the application?
General Student FAQs
When does a person get a general student (SGASTDN) record?
What program is a student in or eligible in the future?
How can I tell if the student is getting the Grad Fee remission?
Registration FAQs
How are graduate students being informed of the new registration procedures?
What instructions are available for graduate students?
How is the Graduate Registration Adviser notified that they have a Override awaiting their approval?
How can I tell if the student is Research in Absentia?
Student says they cannot register via Banner Self-Service (SSB)?
Where can I see a student’s holds (encumbrances)?
Can a department initiate a "hold" on a student?
How will a student declare candidacy (register as a candidate for December 08)?
How can I query a students registration (class schedule)?
Where can I find the legacy to Banner course crosswalk?
Where can I find a crosswalk for research courses that contain the_CRN and instructor name?
Where can I get a quick listing of courses and available seats?
I'm getting an Linked Course error on SFAREGS.
What are some of the errors that a student will see when registering for classes?
How will variable title courses be handled in Banner?
How to increase the maximum number of credit hours?
What causes the duplicate course error and what do I do?
Do faculty have override capabilities for their own courses?
Who is to
register students for CAND?
Who will do the over ride for undergraduate 10000 and 20000 level courses?
Student is receiving an error when attempting to register for 10000 or 20000 course.
How does a student register for a research course that does not currently have a CRN?
How does a department request a new section for a research course?
How do you find out what type of overrides are needed for a section/course?
Is there any way I can get a list of registered students?
Student wants to drop all their classes.
How to get a new section for Research (69900, 69800) for a faculty member?
General Student Advisor FAQs
I don’t see the major professor in the advisor search page?
How do I assign the student’s major profess as an advisor?
Is there any way I can get a list of registered students?
There is an advisor but not the correct one.
Tuition and Fee FAQs
How can I tell if the student is getting the Grad Staff Fee remission?
How do I report that the student should get a Grad Staff Fee remission?
How do I report that a student is on a fellowship?
FYI for your student's who receive financial aid.
Graduate Student specific FAQs
When and where will plans of study be posted in Banner?
REMEMBER - JUST BECAUSE YOU CAN DO SOMETHING DOESN'T MEAN YOU SHOULD
Do not provide any registration maintenance for undergraduate or professional level students.
Even if you know they’ll be in your program in the coming semester. If their general student record (SGASTDN) does not specify graduate level for the specified semester you are not to do an override or provide any registration maintenance (drop/add).
Undergraduate and Professional level students have their own process for registration overrides.
Do not provide any registration maintenance for yourself via the INB (Internet-Native-Banner).
You may now register students for CAND 99100 through Sept 1. Beginning Sept 1 a completed form 23 should be sent to the Graduate School. For Degree Only and Exam Only send a completed form 23 to the Graduate School
Do not register students for courses that do not require override approval.
Do not drop all courses from a student’s record.
Students will not be able to drop their last class, 10 days prior to classes start. So from that point until the first day of classes, they would go to the Registrar Office. When classes start students need to go to the Dean of Students. Students will be able to drop up through the end of the 2nd week of classes via web. To add a class they will need to see the Registrars Office the beginning the 2nd week of classes.
For those students who advanced register that don’t come, they will be dropped from their classes during the cancellation run on Aug 29th (for all classes that begin Aug 25th)
Do not provide an override for a the following errors:
Closed Section - see your schedule deputy
Max capacity - see your schedule deputy
There may be others. If it doesn't seem like you should be providing an override for the error then please ask.
Do provide registration maintenance only for students currently in your program (SGASTDN) or for those programs that you are a backup for.
Do become familiar with course drop/add deadlines. For Fall 2008 (200910) the following dates are in place:
Dropping a course - Students should be the only ones dropping a course. Student's will be allowed to drop a course via Banner Self-Service (SSB) through Sept 8th. Beginning Sept 9th student's will need to take a completed Form 23 to the Office of the Registrar. The Form 23 must include all appropriate signatures.
Adding a course - Students should add courses not requiring an override. Student's will be allowed to add a course via Banner Self-Service (SSB) through Aug 31. Graduate Registration Advisors may provide overrides for a student via the Banner INB through Aug 31. Beginning Sept 1 student's will need to take a completed Form 23 to the Office of the Registrar. The Form 23 must include all appropriate signatures.
Do assign yourself as a Primary advisor for all newly admitted students.
Only 1 person can be primary
A primary advisor was assigned to students who were advanced registered by July 1st.
Alternate Grad Registration Advisors do not “need” to be assigned on the SGAADVR form to do registration overrides. If you want to utilize the "Advisee Listing" link in the Advisor SSB you will need to be listed as an advisor on the student's SGAADVR
They do need to be assigned on this form if you want them to show up as one of your advisees via your Advisor SSB.
Admit emails will not be sent from the Grad School database for students admitted between July 14 - early Aug.
How to communicate new admits to you is still being determined.
FAQ’s
Q: I am getting an error message saying “ FRM-92102: A network error has occurred. The Forms Client has attempted to reestablish its connection to the Server 5 time(s) without success. Please check the network connection and try again later,”
A: This is a known and they are working on it. The only fix at this time is to close your browser and start over. Some people have also selected to use Firefox, although there are some people who've experienced the same problem with Firefox. As a last resort, reset your machine.
Q: What is the student’s spriden id?
A: When an applicant is first loaded to Banner, or a person with a test score, the general person record is created with “W” spriden id. All applicants will have their W spriden replaced with their PUID (minus the leading zero). People who are in Banner with only a test score will keep their W spriden id.
Q: What are the records that have a W as the first character in the spriden id?
A: The majority of these records are people for whom we've received test scores and/or FAFSA (Free Application for Federal Student Aid) forms. Once we receive an application the spriden id will be changed to the PUID (minus the leading zero). The smaller percentage of "W" spriden id records are those people for whom we've received an application but a PUID has not yet been assigned.
Q: When does the PUID get assigned?
A: The PUID is assigned when a graduate applicant's application is loaded from AY to Banner.
Q: How can I query for a record?
A: You may use this method on all student related forms. The id and name field are in the header (top) block.
The most efficient way to query for a student is via the spriden id, the other options are:
If the student has an uncommon last name enter the last name followed by a comma followed by the first few characters of the first name and hit enter. If only 1 person meets the criteria then it will be displayed, if more then one person meets the criteria then a window with a drop down list will be displayed. This window does not provide much information which is why this should only be used for uncommon names.
Select the down arrow by the ID field, click Person Search, Enter as much of the name information as you know. You may use the percent (%) character as a wildcard anywhere in the name.
Select the “Case Insensitive Query” radio dial at the bottom of the form.
Q: Expected Graduation Date is incorrect. OR Admission Date is incorrect.
A: Both the Expected Graduation Date and the Admission Date (which are viewable to the student via SSB) are incorrect for many graduate students. This is due to the strategy and data available during conversion. There are no plans at this time to update either of these 2 fields.
Q: Where can I view outstanding admission conditions?
A: SAAADMS - Enter the spriden id and the term, Next Block. The application will be displayed, if there is more than one application for that term it will have a scroll bar. Select the Checklist tab. Any checklist item without a Received Date is an open admission condition.
Q: Why are there other Checklist items associated with the application?
A: This is just Banner. Even though we have no Checklist
items defined for our web application types if there is any high school
information, test scores, or previous college information associated with the
person those get put on as checklist items. This is unfortunate but that's the
way it is.
The checklist items that are not relevant to an application in Banner are not
removed until the application is being approved. Viewing and removing
unnecessary Checklist items is one of the things the Grad School is doing when
they approve an application, it is not something they are doing for all
applications in the system.
Q: When does a person get a general student (SGASTDN) record?
A: Graduate students will get a general student record when they get admitted. Undergraduate and professional level students will get a general student record when they have paid their matriculation fee.
Q: What program is a student in or eligible in the future?
A: SGASTDN will list the student’s current, future and historic curriculums. Enter spriden id, leave term blank, click View Current/Active Curricula. You have 2 options to view curricula, click the Summary down arrow or click Next Block. The first term displayed will list the students newest general student record. Using either the down arrow key or the scroll bar will step you through the student's historical general student records. If the message "ERROR No student record exists for this person, must accept in admissions" appears at the bottom of the page the student has no general student records. If the newest general student record has a Student Status of IS or IG the student is Inactive and must go through admissions to get a new general student record.
Q: How are graduate students being informed of the new registration procedures?
A: To the best of my (Coleen) knowledge no formal communication was sent to either new or continuing students from either the Office of the Registrar or from the Graduate School. It has been available on SSINFO and on the front page of the Exponent for months. I would hope there are no students who attend classes on the West Lafayette campus that didn't know this was coming. There have been demos of the new system on SSINFO for quite sometime. That link is http://www.purdue.edu/onepurdue/ESA/studentinfo.shtml. Additionally, new students must go to SSINFO to activate their account. They will have the opportunity to view the information at that time, although I don't think anyone is pushing them to read it.
Q: What instructions are available for graduate students on self registration?
A: Students will access via the same portal website (www.mypurdue.purdue.edu). There are help links right on the front page to assist students. Graduate student's follow the same procedures that undergraduates do, there are no separate procedures for graduate students to register. Students may also see demos of the new system available on http://www.purdue.edu/onepurdue/ESA/studentinfo.shtml. There is a demo on Registering for Classes.
Q: How is the Graduate Registration Adviser notified that they have a Override awaiting their approval?
A: The only way you will know when a student needs an override is by them coming to you, following the procedures the department has in place for override courses, such as maybe a signed form 23 which would include the CRN which they can find when trying to schedule the class. When the student goes to register for a course that has an override they will get a very clear message that there are registration errors and the type of error. The system will not schedule the course. Example of what the student sees:
Q: How can I tell if the student is Research in Absentia?
A: SGASADD will list all the student’s attributes. Enter the spriden id and the term; Next Block. The attribute code will be either TRAB "Research in Absentia" or TRB2 "Research in Absentia Levl 4" depending on if the TNRR attribute is also present.
Research in Absentia is no longer a separate course.
Processes for approval of Research in Absentia are not changing.
Q: Student says they cannot register via Banner Self-Service (SSB)?
SGASTDN - They must have an active general student record for the term they are trying to register in.
SOAHOLD - They must not have any registration holds (encumbrances). FYI - the majority of holds are registration holds.
Holds are outstanding if the To Date is 31-DEC-2099
SFARGRP - They must be assigned a time ticket.
Q: Where can I see a student’s holds (encumbrances)?
A: SOAHOLD contain a student’s holds, both those satisfied and those not satisfied. A hold is satisfied if the To Date is today or in the past. The “Release Indicator” checkbox does not indicate that the hold has been released. A registration hold will disable INB (Internet-Native-Banner) registration as well as SSB (Banner Self-Service) registration.
Q: Can a department initiate a "hold" on a student?
A: A department can still request that a academic hold be
placed on the student. This should be used when the student has been dropped
from the program. The procedures for this have not changed. A department
can not initiate a hold to keep them from registering temporarily. Say a
department wants a student not to register until they see their major professor.
To do this the department will select "assign random registration pin" when they
are asked to they want a standard or an random pin. The selection of what type
of pin they want will come from Dr. Atkinson shortly and the same decision will
be applied to everyone in a program.
Q: How will a student declare candidacy?
A: We will continue to utilize the CAND course. When a student registers in a CAND course they are intending to graduate at the end of the semester. Graduate Registration Advisors can register a student for regular candidate registration CAND 99100 using CRN 29155 until Sept 1. After Sept 1 a completed and signed form 23 should be sent to the Graduate School. The student must be registered in other courses to use CAND 99100. Student’s registering as degree only (CAND 99200) and exam only (CAND 99300) will continue to be done at the Graduate School most likely with a very similar process in place today.
A: All student's who were advanced registered by July 3rd, should be registered appropriately for the same schedule they had in the old system and no override will be needed.
Q: How can I query a student's registration (class schedule)?
A: You have various choices as a Grad Registration Advisor. (Note: Banner Self-Service is much more user friendly)
SFAREGQ - Enter the student's spriden id and the term, Next Block.
Click on Banner Self-Service folder; click on Advisor Services; click on Student Schedule; Select Term Fall 2008 (if it is not already selected); enter student spriden id (or search by name fields)
To move to another student click on the "ID Selection" link that's located at the bottom of the page.
There may be other options via the SSB that I'm not aware of at this time.
Q: Where can I find the legacy to Banner course crosswalk?
A: http://www.purdue.edu/onepurdue/ESA/esa_crosswalks.shtml
Q: Where can I find a crosswalk for research courses that contain the CRN and instructor name?
A: At this time there is no crosswalk that contains the legacy research course and instructor code and the Banner CRN. You may use the course crosswalk at http://www.purdue.edu/onepurdue/ESA/esa_crosswalks.shtml to find the course CRN; then you can use the SSB Class Search to find the specific research course/instructor's CRN.
Q: I'm getting an Linked Course error on SFAREGS.
A: Linked courses are those courses that require more than one CRN. I.E. A lab and recitation section or a course that has both a recitation and a lecture. You should sign the student up for both CRNs. To find which courses are linked together, use the Class Schedule link on the SSB. When a student registers via the web they also will need to enter both CRNs to successfully register for the course or they'll get errors like "Link ERROR B0 required."
"
Q: Where can I get a quick listing of courses and available seats?
A: Click on Banner Self-Service folder; click on Advisor Services; click on Class Schedule; select a term and click on Submit button; enter search criteria. Remember when entering course numbers that they are 5 characters now.
Q: What are some of the errors that a student will see when registering for classes?
A: This document,http://www.purdue.edu/registrar/pdf/RegistrationAddErrors.pdf is available on the front page of the myPurdue portal. It may be updated as time time goes on.
Q: How will variable title courses be handled in Banner?
A: If the title is unknown when the term begins: when the term has ended and grades have been posted the Office of the Registrar will update the course title in academic history. The form or process to notify the Registrar is still being determined. If the title is known a new course section should be requested from the Office of the Registrar. My understanding is the same procedure is place today as previously to request a new section for a course.
Q: How to increase the maximum number of credit hours?
A: The maximum number of credit hours is set to 18. The student must exit the “Add/Drop Classes page in SSB first. The user must follow the steps listed below, before the student can attempt to register.
Q: What causes the duplicate course error and what do I do?
A: Banner considers anything with the same course subject and course number to be a duplicate course, unless it is a linked course. So, for variable title courses that share the same course subject and course number but have different course titles and different sections you will need to do a "duplicate course" override. You can do an override on SFAREGS when registering the student or on SFASRPO assign the Permit code of DUP-CRSE for both course CRNs. If the course has multiple restrictions, i.e. also needs instructor approval, then you will need to do multiple overrides.
Q: Do faculty have override capabilities for their own courses?
A: No. This may change sometime in the future but they do not have this capability at this time.
Q: Who is to
register students for CAND?
A: All rules and regulations concerning Degree Only and Exam Only remain the
same.
If a student is to register for Degree Only - CAND 99200 a completed Form 23
must be sent to the Graduate School.
If a student is to register for Exam Only - CAND 99300 a completed Form 23 must be sent to the Graduate School.
If it is prior to Sept 1, 2008 and the student is taking other courses the Graduate Registration Advisor should register them for CAND 99100 (CRN 30123) on SFAREGS. Beginning Sept 1, a completed Form 23 must be sent to the Graduate School.
Q: How does a student register for a research course that does not currently have a CRN?
Q: How does a department request a new section for a research course?
A; To get a new section of a course is the same process as in the past. Student should take a completed and signed form 23 to the Office of the Registrar HOVDE 45. The Registrar will create a section for the course and put the student in the course at that time.
Q: How do you find out what type of overrides are needed for a section/course?
A: Go to the class schedule via SSB, and once you have selected the course, look in 'View Catalog Entry', any permissions or overrides should be indicated there. Any override at the section level will be listed here. Overrides that are due to number of registrations (I.E. Closed Section, Max Capacity) are not listed here.
A: Banner uses the registration group or time-ticket concept to assign a time when a student can register for classes. This information can be viewed on SFARGRP. For fall 08, all students will have a default time-ticket meaning all students who are eligible can modify their registration, via SSB, beginning July 21, 2008. When spring registration opens in Oct graduate students will be assigned one of the first time ticket slots and they will be able to register once that date begins until it is closed for all students.
Q: How to get a new section for Research (69900, 69800) for a faculty member?
A: The student should take a signed form 23 to the Office of the Registrar, HOVDE 45 that specifies the course and instructor. The Registrar will then create the course and put the student in the course at the same time.
Q: I don’t see the major professor in the advisor search page? OR How do I assign the student’s major profess as an advisor?
A: The student’s major professor is not being assigned as an advisor on the SGAADVR form. At this time, for graduate students, we are only assigning the advisor type of GRAD - Graduate Registration Advisor. At sometime in the future we may assign the major professor but not now.
Q: Is there any way I can get a list of registered students?
A: COGNOS is your only tool at this time unless you are set up as a advisor on SGAADVR for all your students. Any student who was advanced registered by July 1 will have had their advisor set at conversion. All other students and new admits will have to have their advisor manually set. You can then see your list of students under Advisee Listing via the Banner Self-Service.
Q: How to change the advisor? and There is an advisor but not the correct one.
A: You will need to remove the current record that is not correct and enter the correct advisor id.
Q: Who will do the over ride for undergraduate 10000 and 20000 level courses? Also: Student is receiving an error when attempting to register for 10000 or 20000 course.
A: Students attempting to register for 10000 or 20000 level courses via SSB are getting a Level Restriction error. These courses must have the Level changed on the SFAREGS form to UG. Because we did not cover this in class please have the student bring a completed and signed form 23 to the Office of the Registrar HOVDE 45 or the Graduate School YOUNG 170.
Q; How do I report that the student should get a Grad Staff Fee remission?
A: The department employing the students should send the information to Glenda Smith, Bursar Office. You may send a list of students via an Excel document. The list should include PUID, last name, type of grad staff appointment.
Q: How can I tell if the student is getting the Grad Fee remission?
A: SGASADD will list all the student’s attributes. Enter the spriden id and the term; Next Block. The attribues are:
.
Q: How do I report that a student is on a fellowship?
A: We will continue to utilize the Form 90 for all fellowships. These approved forms eventually reach the Bursar office and the appropriate information is entered into Banner. If a student is to get their fees remitted with the fellowship then this will be listed as an attribute on SGASADD with the code RGTR -Graduate Tuition Fellowship. If no fees are remitted with the fellowship then there will not be an attribute. You can verify that a student has a fellowship by going to the TSICSRV form. This lists their fellowship regardless if fees are remitted or not. In regards to the PRF grants, they are considered assistantships. This information (PUID, last name, type of grad staff appt) should be sent by the employing department to Glenda Smith.
Q: FYI for your student's who receive financial aid.
A: Students will need to reset their direct deposit info in myPurdue for financial aid. They go to the financial tab and then the Manage My Account – TouchNet Payment Portal box and click on the link and then follow the instructions for resetting direct deposit.
Q: Now that we have moved to SSB, how will students access the Plan of Study generator?
A: For now graduate student's will continue to access the Plan of Study generator via SSINFO. At some time in the future they will begin accessing it via myPurdue. The date of the switch is still to be determined.
Q: When and where will plans of study be posted in Banner?
A: The information will be stored in Qualifying Papers (SHAQPNO) and Academic Non-Course (SHANCRS). When exactly we will begin entering the information in Banner is still being determined.
Suggested MyBanner Forms
SCACRSE
SSASECT
SAAADMS
GOAINTL
SOAPCOL
SOATEST
SOAHOLD
SGASTDN
SGAADVR
SGASADD
SFAREGQ
SFAREGS
SGACRSE
SHATRNS
SHADGMQ