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Student User Guide / Registration / Chapter 13 / 6.0

1. REPORT CONTROL INFORMATION SFPENRL Release 2 1 5 RPTNAME SFPENRL REQUEST DATE 27 JAN 1994 REQUEST TYPE RECORD COUNT 16 Student Release 6 0 May 2003 13 338 User Guide Confidential 13 Registration Reports Registration Purge SFPREGS Registration Purge SFPREGS Description This process sorted by student name lists registrations and optionally time status history records which are purged A total number of students processed and a total number of registrations and class roster records deleted is also provided on the report The process may be run in either Audit mode for review or Update mode to purge eligible records When the SFRSTCR records are purged the associated SFRAREG records are also deleted This prevents the creation of orphan records Registrations and time status history records will not be purged if a record for registration fee assessment exists for the purge term Registration and time status history records will be deleted in Update mode even if the following conditions exist a gradable section has not been graded a non gradable section has a grade the student has a course with a non gradable status a grade has not been rolled to history or the registration fee has not been accepted The process should be run in Audit mode prior to Update to review these errors and take any necessary action prior to purging the records Please be aware that all results of the student s course work will be dele
2. SPAPERS is unchecked SPBPERS CONFID IND For example ST 190 000000001 BGN 11 000000001 981214 1232 ES ENR EB6 UN D8 20000513 N Y D8 19981214 here the ENR1O element 382 08 19970901 19971215 52134 5 2443935 2 02 Michael 2 05 Gates 640 Yates Avenue Bronx NY 10461 r 02 M8 DS 999900 U2 Fall 1997 000000001 4 mZ 2 c BCO 1 Deletion of Time Status Records The following processes may be used to delete time status history records e The Registered Not Paid Process SFRRNOP can be used to delete any time status history records that may exist for the processing term e The Registration Purge SFPREGS can also be used to optionally delete any time status history records that may exist for the processing term Troubleshooting Error Messages SFAREGS Error Messages and Resolutions e ERROR Registration MUST exist for term before updating time status history This message indicates that the ID for the term in the Key Information is not registered for the term Time status records cannot be calculated and then viewed and or updated until registration exists at a minimum the registration term header record must exist e WARNING Time status information MUST be updated manually This message indicates that a USER manual time status currently exists for the ID for the term in the Key Information This message
3. 13 355 should not be included in reporting to the Clearinghouse Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC Parameters cont Name Required Description Values Report Flag Yes Enter select a standard report Enter Nto select Y Standard report a non standard report N Nonstandard report Note Non standard reports are submitted only for specific occasions such as a summer term or a graduation report Address Hierarchy Yes Enter the address types for reporting address Address Type Code Validation Form information for enrolled registered students STVATYP Report Date Yes Enter the certification date for the report extract 13 356 This is the date that will be used to determine the enrollment status for registered students to be reported to the Clearinghouse Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC Parameters cont Name Required Run Mode Yes Description Enter the appropriate run mode Enter J for Report of Missing Invalid Data 2for EDI TS190 output or 3for EDI Smart TS190 output Run Mode 1 must be selected first when preparing to report to the Clearinghouse and to print a report of missing invalid data After correcting all missing invalid data select either Run Mode 2 or 3 to produce the extract file that is submitted to the Clea
4. Link the time slots with their priorities to the registration groups by updating the Group Priority field on the Registration Group Control Form SFARCTL Assign term specific registration groups to individual students on the Student Registration Group Form SFARGRP The Student Registration Group Form SFARGRP is used to assign a registration group to individual students on a term by term basis A registration group that has been defined but not associated with a priority cannot be assigned to a student on this form Only one registration group can be assigned to a student for a specific term Use a List function from the Registration Group Code field to display the Registration Group Control Form SFARCTL which in turn displays the valid codes and allows for an Exit with Value The user ID that assigned the registration group code is stored and displayed on the form as well as the activity date associated with the most recent change Registration group assignments cannot be made when the student status for the selected term does not allow registration i e the Allow Registration flag on the Student Status Code Validation Form STVSTST is unchecked or N You cannot create group assignments for a term for which the student record has an inactive status You may query the registration time slots and the students who have been assigned to those time slots for specific registration group codes using the Student Registration Gro
5. The maximum charge that can be posted when this rule is applied Values can have places up to format 9999999999 99 Student Release 6 0 User Guide 13 91 13 Registration Registration Forms Assess by Course Ovr Override Crse Camp Course Campus Crse Levl Course Level Crse Attr Course Attribute 13 92 Descriptions Buttons Checkbox that allows rule qualification and assessment for individual courses within a course grouping Assess by course processing determines that a particular data element of a course such as part of term grade mode instructional method or schedule type should be identified for a CRN being processed by grouping the hours on the student s record and assessing a charge For example if an institution were to assess an additional charge for all courses taken with a part of term code of DAY fee assessment would pass the billing hours for each course with the part ofterm code of DAY in the student s registration record where the registration code allows count in assessment into the process and then assess the additional charge only on those hours Checkbox that indicates whether to override ignore this rule if the course was defined with the Tuit Fee Waiver flag set to Y in SSASECT prior to registering the student which creates an entry in the SFRSTCR table where the waiver hours are equal to 0 in registration for the CRN Course campus code for processing registration rec
6. Campus Address SDAX Yes Enter the address type to be used as the campus Crosswalk Validation Form Code address for Title IV processing This code must be GTVSDAX defined on the Crosswalk Validation Form GTVSDAX Selection Identifier No Enter the code that identifies the population with Population Selection Inquiry Form 13 388 which you wish to work The selection identifier must be defined on the Population Selection Definition Rules Form GLRSLCT All or none of the population selection parameters must be entered Student Release 6 0 User Guide GLISLCT May 2003 Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL Parameters cont Name Application Code Required No Description Values Enter the code that identifies the general area for Application Inquiry Form GLIAPPL which the selection identifier was defined All or none ofthe population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered Creator ID Enter the user ID of the person who created the population rules All or none of the population selection parameters must be entered User ID Enter the user ID for the population selection This is the ID of the user who selected the population of people This may or may not be the same as the Creato
7. Fee assessment then processes the student s record to determine the charges l The from flat hours from last assessment are determined to be 12 2 total non dropped hours from previous assessment are determined to be 22 These total non dropped hours will be referred to as starting hours as the discussion of processing continues 3 Registration records are processed in order of status date e Ifthe W D Ind icator for the registration status code in STVRSTS is not checked the student is 100 liable for all the registration hours e Ifthe W D Ind icator for the registration status code in STVRSTS is checked the dropped hours are deducted from the starting hours to determine a new total hours These total hours will be referred to as enrolled hours for the remainder of the processing This is done to determine when the student s enrolled hours fall below the from flat hours from the previous assessment When the enrolled hours fall below the from flat hours for the rule the student no longer qualifies for the flat hour rule 4 Liability processing takes place Fee assessment systematically processes the courses and determines the liability for the hours to be processed Each CRN is listed below in the order that fee assessment performs the processing which is in ascending order by date of the transactions Registration Hours Refund 96 defined Liability based on Date of Status Code for RSTS code date refund
8. Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures a Compares the liable amount to what is in the student accounting records for the detail code and term In the example above this is T101 for 120 00 b Posts the difference the charge or refund if the current assessment liable amount is different than what is in the student accounting records for non refund by total processing In the above instance 120 00 which exists in TBRACCD for detail code T101 for the term is compared to 84 00 for the same detail code for the current assessment The difference is 36 00 A charge of 36 00 is posted to detail code T101 for the student for the term in the TBRACCD student accounting record 3 Reverses any detail codes or amounts that are no longer applicable a Consults the previous student accounting records for detail codes and amounts that are not applicable in the current assessment and reverses these amounts If astudent no longer qualifies for a rule because of a change either to the student s general student data or to the student s course registration records fee assessment reverses the amount charged to that detail code For instance if a detail code and rule are used to charge a 75 00 parking fee to a non resident student and the student changes from non resident status to resident status when fee assessment is run again the parking fee is
9. transfer courses In Progress for in progress courses in registration which have not been graded and rolled to Academic History or Planned planned courses associated with the compliance request Display only Actual number of credits earned in the course Display only Student Release 6 0 User Guide 13 33 13 Registration Registration Forms 13 34 Fields Credits Used Grade Code Grade Mode Term Course Level Camp Coll Dept Trad Repeat Area Descriptions Buttons Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Display only Current grade assigned to the student in the course Planned and in progress courses do not display a grade because the work has not been graded yet Display only Grading mode for the current grade assigned to the student in the course Planned courses do not display a grade mode Display only Term in which the course was taken the term in which it is planned or the term to which a transfer course was applied whichever is appropriate for the course Display only Course level associated with the course Display only Course campus Campus on which the courses was taken is enrolled or is planned Course campus is not associated with transfer courses Display
10. 11 5 e The rule qualification for 11 5 liable hours is detail code T2 e 2 per credit charge of 420 00 per hour 420X 11 5 liable hours 4830 00 e The new charge in TBRACCD will be T2 4830 00 e The charge in TBRACCD for last assessment is FLAT 5000 00 The student s accounting record will show a reversal of the detail code FLAT for 5 000 00 since the student no longer qualifies for that rule A charge will be posted for 4830 00 with the Detail Code of T2 If a single detail code of T2 were used for all three rules there would be a transaction of 170 00 the difference between 5 000 00 and 4 830 00 posted to detail code T2 for the date the fee assessment was run Refunding When Overload Rules Are Used When refunding is performed using overload hour rules fee assessment will use the straight liability hours processing for refunding by course for the hours up to the point when the student s liable hours drop below the start hours for overload charge When the student s liable hours drop into the flat charge range based upon the flat hour charge range that is defined for the rule the refunding process described above for flat hour refunding will be used Batch Fee Assessment Creating the First Audit History Records The Registration Fee Assessment Process SFRFASC is used to process batch fee assessment The processing prevents the printing of IDs if no updates took place eliminating long output files SFRFA
11. Assign student specific permit override codes on a term and course or section basis using the Student Registration Permit Override Form SFASRPO The Student Registration Permit Override Form SFASRPO is used to assign specific permit override codes to individual students on a term and course or section basis When a code is assigned to a student for a specific term the CRN course reference number Subj ect Course and Sec tion Number fields are available to specify when assigning the specific permit override code At a minimum a subject and course number must be designated when assigning a code If a subject and course number are specified the permit override registration error checking will apply to any section of that subject and course number when the student registers If a specific CRN is entered the subject course number and section number will default If a subject course number and section number are entered the CRN will default Multiple permit override codes can be assigned to the same subject and course number combination or the same CRN Caution Caution should be exercised when assigning permit override codes Ifa permit override code is assigned to a subject and course number combination that is not associated with a CRN and a different permit override code with a different set of registration error overrides allowed is assigned to a specific CRN that has the same subject and course number the logic in the per
12. RECORD COUNT 8 13 318 BANNER University Student Schedule REPORT CONTROL INFORMATION SFRSCHD Release 6 0 N Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Class Roster Report SFRSLST Description This process produces a hard copy of the class roster which is used as a class list representing all students in a section who have a course registration status for the section with the Count in Enrl checkbox checked set to Y the Grd Gradable checkbox checked set to Y and if you have a default grade on the Course Registration Status Code Validation Form STVRSTS with the Grd Gradable checkbox checked set to Y or the student is waitlisted has a registration status with the Wait checkbox checked on STVRST When run the names displayed online on SFASLST will be re sequenced alphabetically Students registering after the Class Roster is run will appear at the bottom of the list until the next time this process is run The Class Roster is also used as the grade collecting and recording mechanism Mid term and final grades can be collected on the Class Roster and then must be entered into SCT Banner through the Class Roster Form SFASLST in order to be rolled into academic history The start from and to dates are used to isolate all registration records in a range For traditional courses which are assigned to a part of term the part of term
13. SFARGFE Registration Fee Assessment Rules Form Used to build the institution s registration fee assessment policy by student course level and campus SFARFND Registration Fee Assessment Refund by Total Rules Form Used to build rules used for refunding registration charges SFAFMAX Registration Fees Min Max Charge Control Form Used to enter overall fee minimum and or maximum by detail code SFAAFEE Registration Additional Fees Control Form Used to enter additional fees and amounts allowed to be charged at registration SFAFAUD Registration Fee Assessment Audit Form Used to assist in fee assessment processing record fee assessment records by ID and term and see how the charge was placed on a student s accounting record Curriculum Rules and Control Menu CURRIC Access this menu from the Registration Control Menu REGCONTROL SOACTRL Curriculum Rules Control Form Used to determine how areas related to curriculum are used and to set error checking for curriculum rules SOACURR Curriculum Rules Form Used to establish curriculum rules Student Release 6 0 May 2003 13 10 User Guide Confidential 13 Registration Registration Menu Navigation Tables Title IV Menu TITLEIV Access this menu from the Registration Menu REGISTRATION SOATBRK Student Term Break Form Used to provide a method for institutions to define break periods within the period of enrollment or term SFAWDRL Student Withdrawal Form Used
14. SFARQST 13 50 Address Summary SOADDRQ 13 52 Enrollment Verification Request Query Form SFORQST 13 56 Student Course SFACREQ 13 56 Communication Plan Assignment Form SOAPLAN 13 56 Communication Plan Collector Form SOACCOL 13 59 Student Registration Group Form SFARGRP 13 60 Student Registration Permit Override Form SFASRPO 13 60 Student Registration History and Extension Form SFARHST 13 61 Term Control Form SOATERM 13 68 Registration Maximum Hours SFAMHRS 13 76 Enrollment Status Control SFAESTS 13 76 Course Registration Status Form ee s SFARSTS 13 76 Enrollment Verification Request Rules Form SFAEPRT 13 77 Enrollment Verification Message Form SFAMESQ 13 77 Time Status Rules Form SFATMST 13 78 Registration Priority Control Form SFARCTT 13 79 Registration Group Control Form SFARCTL 13 80 Student Registration Group Query Form 5 13 80 13 1 13 Registration Table of Contents Registration Permit Overrides Control Form SFAROVR 13 81 Open Learning Sectio
15. Your institution has the option to report student enrollment information to the National Student Clearinghouse NSC which then tracks and reports that information to lenders and guarantors of student loans at no cost to the reporting institution The following sections outline the processing requirements and procedures for submitting information extracted from the SCT Banner Student System to the Clearinghouse Reporting of student enrollment information is based on calculating and storing a student s time status where the time status is associated with any online or batch processing when the processing results in the creation or modification of registration records and the credit hours non CEU hours associated with those records By design a student is considered for reporting during a given term only if a registration term header record exists for the student The calculation of a student s enrollment time status is based on rules established in the existing Time Status Rules Form SFATMST Each time status code defined by an institution in the Time Status Code Validation Form STVIMST must include an NSC equivalent for Clearinghouse reporting purposes Specific data elements are required in the extract file that is transmitted to the Clearinghouse To assist end users in identifying any missing or invalid data prior to processing the file that will be transmitted to the Clearinghouse an option is provided in the Clearinghouse Extract R
16. BALANCE 2635 00 600 00 3660 00 May 2003 Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD 15 MAY 2000 03 59 PM ERM CODE TUDENT LEVEL S INANCIAL AID SELECTION ERIFY ENROLLED TART DATE ND DATE ERIFY HISTORY RADES WHICH REFLECT DROP ORT ORDER PPLICATION ID ELECTION ID CREATOR ID USER ID TOTAL OF STUDENTS PROCESSED T S F V S E V G S 5 13 385 YES SCT DEVELOPMENT TOTAL PAGE 200110 UG F YES CAMPUS ALL CAMPUSES SELECTED N NO APPLICATION ID ENTERED NO SELECTION ID ENTERED NO CREATOR ID ENTERED NO USER ID ENTERED 3 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL Withdrawn Student Report SFRWDRL Description 13 386 This report is used to identify students who have withdrawn from the term and need to have a Title IV refund calculated in other words those students who have had a withdrawal status code with the TIV Update Indicator checked on the Student Withdrawal Status Code Validation Form STVWDRL and entered on their student record This report can also be used to record the student s withdrawal date for Title IV purposes and to create a withdrawal record for those students who received Title IV funds The report allows you to e Select only those students who have been awarded Title IV funds or all students e
17. Curriculum Minor Rules Window Curriculum minors are attached directly to the base rule The base rule information displays at the top of the window You can copy attached minors to a new effective term or end them as ofa given term The message No Effective Terms Found appears in the window until at least one record is added for an initial term range e g 199501 999999 If the record is copied or ended creating multiple effective term records e g 199501 199601 and 199601 999999 the message Multiple Effective Terms Present will display in the window List function from the From Term field will display the minor rule effective terms which exist When attempting to copy or end a rule the list of terms presented will not include terms which have already been used for copying or ending The system will interpret a window with no data as an indicator that ALL minors are valid for the rule In order to specify that NO minors are valid a value e g XMIN No Minors Valid should be created on the Major Minor Concentration Code Validation Form STVMAJR and entered in this window for the specific rule where no minors are valid Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Student Term Break Form SOATBRK May 2003 Confidential This form is used to provide a method for institutions to define break periods within the period of enrollment or term A break period less than fiv
18. Days Attended Percent Attended Original Charges Descriptions Buttons Start date of the enrollment period which defaults to the term start date based on the start date of the term in the key If the user enters a date the form will validate it to ensure that the start date is less than the end date End date of the enrollment period which defaults to the term end date based on the end date of the term in the key If the user enters a date the form will validate it to ensure that the start date is less than the end date Total number of break days during the enrollment period which default from data entered on Student Term Break Form SOATBRK for the term in the key It cannot be changed Total number of days that classes were held during the enrollment period SCT Banner calculates this value It cannot be changed See the Calculation Information section which follows Number of break days during the period that the student was enrolled which defaults in and is calculated as the number of approved break days from SOATBRK that fall within the students period of attendance SCT Banner calculates this value It cannot be changed Total number of days that the student attended classes at the institution during the term SCT Banner calculates this value It cannot be changed See the Calculation Information section which follows Percentage of the total number of days that the student attended classes during the term
19. Effective 26 Anticipated Completion Date must be greater than Certification Date when Enrollment Status Code A or L 27 Ad hoc record has been added maximum of 5 times The Error Listing report can be reviewed When data has been reported as invalid the messages associated with the error codes contained in the Error Notification File are printed in the report information to assist you in identifying and resolving these types of errors The process should also be run in Audit mode to identify any areas where missing or invalid SCT Banner data may need to be corrected for these records After all data issues have been resolved process the Error Notification File in Create Flat File mode to create the updated Error Correction File then re submit the file to NSLDS Resolving Data Errors in the Error Notification File Processing the Error Notification File in Audit mode performs the same data checking and validity that is performed for the Roster File in Audit mode Please refer to the previous section on Roster File Processing which describes the Audit mode processing and error messages that apply Job Stream Processing Recommendations Because accuracy is vital in processing updating and returning the School Submittal File to NSLDS time status enrollment calculations should be performed in batch prior to SSCR File processing This will ensure the time status Full time Half time and Less than Half time enrollment inform
20. Fields Descriptions Buttons Start Date Enter the start date selected by the student if applicable that falls between the permitted start date range If you enter the start date you cannot enter the end date The entered start date must fall between the start from and to dates of the associated section record If this date is valid the expected completion date is calculated as follows Start Date entered number of days equivalent of duration unit number of duration units No date adjustments are made for exclusion dates i e statutory holidays If the calculation of the duration period results in a fraction of a day that fraction is rounded up For example ten hours where one hour is equal to 25 of a day is calculated as 2 5 days which is then rounded to three calendar days Duration This is the duration information that has been defined for the section SSBSECT NUMBER OF UNITS and SSBSECT DUNT CODE End Date Enter the end date selected by the student if applicable that falls between the permitted end date range If you enter the end date you cannot enter the start date When you enter the end date the start date is calculated as follows e End Date entered number of days equivalent of duration unit number of duration units No date adjustments are made for exclusion dates i e statutory holidays If the calculation of the duration period results in a fraction of a day that fraction is rounded
21. From and To Dates and Census One and Two Dates on SSASECT when a new CRN is created The default dates are associated with a department campus college schedule type and or instructional method to create date range default rules for a distinct population of sections The rules entered in this block act as a basis for registration status codes refunding rules and extension rules To associate registration status codes extension rules and refund rules position the cursor on the appropriate course and or section characteristics and use the Detail button to access the Default Registration Status Code Definition block Default Extension Processing Rules block and or Default Extension Rules block Fields Descriptions Buttons Coll College This is the course college code for the rule lookup List College Validation STVCOLL Dept This is the course department code for the rule Department lookup List Department Validation STVDEPT Camp Campus This is the section campus code for the rule lookup List Campus Validation STVCAMP Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Fields Sched Type Schedule Type Instruct Method Instructional Method Start End Census 1 Census 2 Ovr Override 13 Registration Registration Forms Descriptions Buttons This is the section schedule type code for the rule lookup List Schedule Type Validation STVSCHD This is t
22. If determined by duration they would receive a full refund as they fall within the range of 0 to 1 week By percentage they would also get a 100 refund 3 days completed 56 days in total period 100 5 35714 or 5 which is between 0 and 10 Refunding by Duration Complete Scenario 2 Student drops the class on September 25 If determined by duration they would receive a 5096 refund as they fall within the range of 2 to 7 weeks By percentage they would also get a 10096 refund 35 days completed 56 days in total period 100 62 5 or 62 which is between 10 and 75 Scenario 3 Student drops the class on October 9 Student Release 6 0 User Guide 13 175 13 Registration Registration Procedures 13 176 If determined by duration they would not receive a refund as they fall within the range of 8 to 9 weeks By percentage they would also get no refund 49 days completed 56 days in total period 100 87 5 or 87 which is between 75 and 100 Extension Fee Processing For open learning courses you may require the assessment of fees if the student s expected completion has been extended In effect the student will be able to buy additional time in the course Rules are established at the section level SSARULE to allow the definition of how those rules should be assessed To apply the extension to an individual learner access SFARHST where the extension rules established for the section are
23. Institutions may have a separate withdrawal date for their own purposes The institutions withdrawal date for registration fee assessment may differ from the Title IV withdrawal date Identify students who have had a withdrawal status code and date entered on their records The Return of Title IV Funds Recipient Withdrawn Status Report RPRTIVR allows you to print a listing of the students who have had a withdrawal status code entered on their accounts Identify students who are Title IV recipients The Title IV Recipient Withdrawn Report RPRTIVR identifies those students who are eligible Title IV recipients during the payment period of the withdrawal Title IV recipients are those students who have had Title IV funds disbursed to their accounts or who could have had Title IV funds disbursed to their accounts during the payment period in which the withdrawal occurred Calculate the Return of Title IV Funds The Title IV Funds Return Calc Process RPRTIVC will process the Return of Title IV Funds calculation in batch in three modes Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures e Audit Mode e Calculate and Save e Update Awards The Return of Title IV Fund Calculation Form RPATIVC also processes the Return of Title IV Funds calculation online in three modes e Audit Mode e Calculate and Save e Update Awards 5 Determine the percentage earned The percentage earn
24. Part of term can work in conjunction with assess by course processing Part of term rules cannot be used in conjunction with open learning courses Part of Term Code Validation STVPTRM lookup List Student s rate code for the rule Student Fee Assessment Rate Validation STVRATE lookup List Student s campus code for the rule lookup List Campus Validation STVCAMP Student s department code for the rule lookup List Department Validation STVDEPT Student s type code for the rule lookup List Student Type Code Validation STVSTYP Student Release 6 0 User Guide 13 93 13 Registration Registration Forms 13 94 Stud Attr Student Attribute Grade Mode Insm Instructional Method Schd Schedule Type Admit Term Program Resd Residency Descriptions Buttons Student s attribute code for the rule Student Attribute Validation STVATTS lookup List Grade mode attached to the CRN for the student This can only be used when Assess by Course is checked for the rule lookup List Grading Mode Code Validation STVGMOD Instructional method assigned to a CRN for the student This can only be used when Assess by Course is checked for the rule This field can be used to define rules for which students registered in the term will receive the fee calculation in that rule An example would be if an institution had the requirement to assess technology fees to only th
25. Seq Sequence Number St Status Extension Start Date Extension Granted Extension Duration Units Untitled Course Completion Descriptions Buttons This is the number of SFRAREG records processed not to be confused with the number of extensions that are applicable The original registration record will be represented with a sequence number of 0 This is the extension status code that was defined in the Section Extension Processing Rules block of SSARULE except in the case of the original registration 0 record When a new extension is created this field will be populated with the registration status code defined for the extension rule on SSARULE If multiple extension codes are available you will be required to enter the applicable code When an existing extension is updated only an extension withdrawal drop registration status code will be permitted lookup List Registration Status Codes STVRSTS This is the date on which the extension should start When a new record is created this date is populated with a date equal to the expected completion date of the last active extension record plus one day This date is not overridable This is the amount of time the extension is being granted for The value populated in this field is a derived number reflecting the extension percentage as per the extension rule on SSARULE and the duration defined for the section as defined in SSASECT If an overrid
26. TGRMISC TBRCMIS TGRRCPT TBRCRCP TSRCBIL TBRCBRO 3 the Process Submission Control Form GJAPCTL for the valid sleep wake jobs listed previously enter the correct response for the parameter that specifies that the job should be processed for collector table entries Refer to the documentation for each specific process to determine the appropriate response in each case correct responses may be COLLECTOR Y 96 etc In addition each sleep wake job has a printer code parameter You must specify exactly the same code for this parameter answer that was entered on either SOADEST or TOADEST A value of Yshould be entered for the run in sleep wake mode parameter and a number of seconds should be specified for the sleep wake interval cycle for each process Note Do notenter the printer code in the top section of GJAPCTL only enter itin the parameter section of the form Registration Reports This section contains a sample of each report in the Registration module Parameter listings are also provided for your convenience The following reports are run through the Registration module Registration Fee Assessment Process SFRFASC Purge Fee Assessment Audit Process SFPFAUD Unduplicated Headcount Report SFRHCNT Registered Not Paid Process SFRRNOP Student Schedule Report SFRSCHD Class Roster Report SFRSLST Enrollment Verification Report SFRENRL Enrollment Verification Request Purge SFPENRL Registration Purge SFPREG
27. That file should be processed in Error listing mode The report information will indicate if the Submittal File was accepted without errors or if errors exist that need correction If errors exist both Audit and Create flat file modes should be used to review the data and create an Error Correction File that is submitted to NSLDS Two output files are created when the Roster file or Error Notification file is processed in Create flat file mode The two output files are 1 the report control information listing which includes appropriate messages about the data and or processing of the file and 2 the data file with updates that would be transmitted back to NSLDS The name of the report listing will conform to existing standards for job submission processing or command line host execution The name of the data file produced from the Roster file will be sfrsubm dat Submittal file and the name of the data file produced from the Error Notification file will be sfrserrc dat Error Correction file regardless if executed from job submission or the command line Only a report control information listing is produced when the Roster file is processed in Audit mode and the Error Notification file is processed in Audit or Error listing mode Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR Parameters Name Run Sequence Number Required No Description System generated by Job S
28. calendar days is added to the most recent expected completion date If the derived date is less than or equal to the current date i e the registration record has passed the grade period for which a grade can be entered then the record will be updated Grade 13 393 Yes Enter the grade code to be assigned to the Grade Code Maintenance Form registration record The default is Incomplete SHAGRDE Make sure the grade code is defined for each existing grading mode so SHRROLL will run correctly Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Auto Grade Assignment Process SFPAGRD Parameters cont Name Required Description Values Run Mode Yes Enter R to produce a report of those students still R Audit without grades or Uto update the database The U Update default is Report Sequence Yes Enter Sto sort the report output bystudentname S Sort by student name Report Sample Auto Grade Assignment Process SFPAGRD 22 APR 2003 ID Name Term Cto sort the report by CRN within term The default is S BANNER University Automatic Grade Assignment Process UPDATE MODE CRN Title 445800001 Griffiths Tom 200371 71012 Biological Principles 199520 13 394 Student Release 6 0 User Guide Sort by CRN within term Page 1 SFPAGRD Expected Completion Date 05 APR 2003 May 2003 Confidential 13 Registration Reports Auto Grade Assignment Process SF
29. conjunction with a grade change Section Information Window Use this window to view section detail for the course in the key This window is accessed by selecting View Summary of Section from the Options Menu or performing a Duplicate Item function from the Course Reference Number field in the Key Information Schedule Section Query Form SSASECQ May 2003 Confidential The Schedule Section Query Form SSACECQ is used to display all sections currently on the system The form is run in query only mode and no changes can be made to any fields This is a stand alone query form which may be accessed from the menu Student Release 6 0 User Guide 13 45 13 Registration Registration Forms Fields Descriptions Buttons Bl When the Bl Block Schedule Indicator is set to Y for a CRN it shows that a section has been assigned to a block schedule You can access SSASECQ from SFAMASS SFASLST and SFAALST To do so use a Count Query Hits function from the CRN field on each form or click on the CRN field Search button and select Section Query SSASECQ from the Option List Class Attendance Roster Form SFAALST 13 46 This form is used for CEU sections where grades and hours of attendance must be maintained There are three processes which may be accomplished on this form The first displays the section information and the students enrolled in the course The records will be ordered by entry into the course This can be used to
30. date but may be overridden The Source will default to USER After the USER record has been added and saved it cannot be modified or deleted If an incorrect time status was entered either a new record should immediately be added with the correct time status or the existing record should be updated in the time status history table by authorized personnel through SOL Plus Note Once a USER override time status history record exists subsequent SYSTEM time status calculations will not occur for the student for that particular term If registration changes after a USER time status history record exists the message WARNING Time status information MUST be updated manually is displayed on autohelp line of the Student Course Registration Form SFAREGS Users who have access to add and or update registration information on SFAREGS also have access to add manual USER time status history records in the Time Status History window There is no separate form level security access for the window Users can selectively be prevented from being able to add manual USER time status history records by controlling grants to the time status history table Back Dating Registration If you back date the date in the Key Information of SFAREGS be aware that the time status history record that may be calculated and inserted will be date stamped with the current date Time Status Date If desired a user added time status record may be added with the back d
31. e Course Registration Status Code Validation Form STVRSTS Subject Code Validation Form STVSUB Indicated values will display in the list of subjects available to search when the Look Up Classes to Add page is selected The output of the Catalog and Schedule reports for display on the corresponding Web pages also is restricted to the Web enabled subject codes Please note that a student will not be prevented from registering for a specific section by entering the CRN directly even if the subject code for that section is not Web enabled Course Registration Status Code Validation Form STVRSTS Values which are Web enabled will be used either in the Add Drop process or as additional options which a student can select At least two values one which will be used when courses are added via the Web and one which will be used when courses are dropped via the Web must be Web enabled The specific values you use for these two actions will be controlled by entries in the Crosswalk Validation Form GTVSDAX You can use the traditional REand DD values for these entries or you Student Release 6 0 User Guide 13 243 13 Registration Registration Procedures can define additional values for Web Registered and Web Dropped If you define additional values for the codes used for these purposes you must set all flags for each value to correspond with the flags set for RE and DD Caution Careful consideration should be given to which codes are Web
32. request i e a class that starts in the desired timeframe If an Exit with Value is used to return from the Class Search on SSASECQ the term in the Key Block will be populated and the CRN will be remembered and inserted after you navigate to the Registration Information block e Use the Option List choices or functions from the Term field to view terms and search for classes The List of Terms item or a List function displays the Term Code Validation STVTERM list The Class Search item or a Count Query Hits function displays the Schedule Section Query Form SSASECQ You can also select the Class Search item from the Options Menu to access SSASECQ Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms If you have searched for classes and returned to SFAREGS using an Exit with Value the term and CRN of the selected class are stored When you navigate to the Registration Information block a new record is inserted and the CRN field is populated with the section identified in SSASECO Use Registration History item in the Options Menu to access SFARHST This allows you to view all registration activity for the student without having to return to the Key Block and perform term by term searches This also allows you to process extensions from SFAREGS View the Instruct ional Method field to see if the class is set up as open learning with a method of WEB for example Use the
33. section SFAREGS also creates a set of SHRSMRK records for all sub component definitions associated with the component records for the section Enrollment Status During student registration a student s enrollment time status is calculated after additions or changes have been completed and saved in SFAREGS and the user exits the form or performs a Rollback Changes in student information such as college campus degree major or student type may result in a change to previously calculated time statuses depending on whether institution specific rules exist for differences in any one or more of those characteristics Changes in course registration or student information may cause a new time status to be calculated depending on the rules established Use the Time Status History window to view time status information for a student Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Academic Standing When a student s academic standing prevents registration you are prevented from navigating into the Course Registration information and are stopped in the Enrollment Status section and the message ERROR Academic standing prevents registration is displayed Student status enrollment status or academic standing can all prevent registration and any status which prevents registration prevents navigation from the Enrollment Status section Because students may pre register for a term before academic s
34. you would enter 12 00 in the Flat Charge Hours Range From field The hours in the Flat Charge Hours Range From field will also be the same as the hours in the Liable Billing Hours From field on any rule where a flat charge has been defined Since the plateau information no longer exists these rules must be identified and the Flat Charge Hours Range From field must be populated to be sure refunding will work correctly Fee Assessment must subtract the current liable hours from the Flat Charge Hours Range From field to yield the resulting dropped hours then the refund percentage is applied Once the refund percentage is applied to the dropped hours and the adjusted dropped hours are added to the current hours fee assessment determines the correct rule to be used to set the student s new financial liability When processing the course registration records for a student fee assessment must determine whether the student has dropped the course and whether the drop occurred during a defined refund period on Registration Status Control Form SFARSTS When a drop is processed for a student s registration the previous assessment is consulted by referring to the registration audit history records to see if rule qualification occurred based on flat hour requirements having been met for that last assessment If a flat hour rule was met in the previous assessment the starting point for the flat hours or the from flat hours for the previous qualified
35. 00 The total of Rules 2 3 and 4 1 000 00 1900 00 1500 00 1 400 00 Alternative Rule Set Up for Overload Charges Seq Per Min Max Level From From ToFlat Flat Course Credit Liable Liable Flat Hours Charge Overload Billing Billing Hours Start Hours Hours Hours 1 T101 100 00 100 00 1199 00 UG 1 00 11 99 2 T101 100 00 0 00 9999 00 UG 12 00 99 00 12 00 99 00 1000 00 15 00 The 100 00 per credit charge will be used when the student reaches the course overload start hours in this case 15 00 hours Only students who are liable for 12 00 or more billing hours use this rule sequence number 2 Once it is determined that the student has more than 12 00 liable billing hours fee assessment then looks to see if the liable billing hours are also greater than or equal to 15 00 the value of the course overload start hours If that is the case as with a student who has 19 credits fee assessment performs this calculation Flat Charge Billing Liable hours Course Overload Start Hours X Per Credit Charge A student with 19 credits will be charged 1000 00 19 Liable Billing Hours 15 Course Overload Start Hours for the rule X 100 00 1000 4 Overload Hours X 100 00 1400 00 The Detail Audit Information window on SFAFAUD displays the flat charge amount and the overload charge amount based on the rule above for a student who registers in 19 00 hours Based on the overload start hours of 15 00 the f
36. 2000 11 43 53 SCT DEVELOPMENT PAGE Withdrawn Student Report SFRWDRL REPORT CONTROL INFORMATION SFRWDRL Release 4 3 Parameter Name Value RUN SEQUENCE NUMBER 683367 AUDIT OR UPDATE MODE A TERM CODE 200110 STUDENT LEVEL UG CAMPUS CODE ALL M TITLE IV RECIPIENTS ONLY N ENROLLMENT STATUS CODE ALL DEFAULT WDRL CODE 04 MAJOR SORT SEQUENCE N MINOR SORT SEQUENCE HOME ADDRESS SDAX CODE TITLEIVH CAMPUS ADDRESS SDAX CODE TITLEIVC APPLICATION ID SELECTION ID CREATOR ID USER ID NUMBER OF RECORDS INSERTED NUMBER OF RECORDS UPDATED NUMBER OF RECORDS PROCESSED Student Release 6 0 May 2003 13 391 User Guide Confidential 13 Registration Reports Auto Grade Assignment Process SFPAGRD Auto Grade Assignment Process SFPAGRD Description This process is used to assign an incomplete or institutionally defined letter grade to long standing ungraded open learning registration records If a student has passed their expected completion date by a defined period of time as defined in the report parameters then the registration record will given the specified grade thereby closing the record The information displayed on the report comes from the student and section registration information in the SFRSTCR and SFRAREG records Note After you run the Auto Grade Assignment Process SFPAGRD you need to run the Grade Roll to Academic History SHRROLL Parameters Name Require
37. 3 Goto the Assignment block 4 Enter the plan code 5 Save Note Communication plans can only be created for valid recruiting or application record combinations Communication Plan Collector Form SOACCOL This form displays those people who have been added to the collector file for batch processing of communication plans The Communication Plan Processing Report SORCPLN updates these changes for communication plans in the collector file Update the changes online by performing a Count Query Hits function from the record you want to update The batch collector file is updated with communication plan information when the Electronic Prospect Load Process SRTLOAD is run when the Student Type Update Report SHRTYPE is run when the Admissions Decision Calculation Report SARBDSN is run if student records are created or when changes are made to the general student information after a registration record exists Communication Plan Change Window The user may perform a Count Query Hits function for a recruiting record with an Add New Comm Plan or Change Comm Plan status in the Action field of the main window to display and process communication plan changes in this window When Generate materials is displayed in the main windows s Action field for a recruiting record the Count Query Hits function processes the communication plan changes and generates the materials The window does not display in this instance May 2003 Student
38. Action code assigned to an adjusted requirement Display only Actions Adjusted Credits Adjusted credits if any Display only Adjusted Adjusted courses if any Display only Courses Source of Source of adjustment if any Adjustment More buttons in the Attributes Used by Area Group Window Mouse Keyboard Result Return none Return to starting point Enrollment Status Query Form SFQESTS May 2003 Confidential The Enrollment Status Query Form provides you with a list of student registration statuses 1 eligible to register withdrawn etc that may be used at a specific point in time during the term Ifa status code has a date range that does not include the current date that status will not appear on the form Student Release 6 0 User Guide 13 37 13 Registration Registration Forms Prior to viewing data on this form the status codes must be entered via the Enrollment Status Control Form SFAESTS You can access SFOESTS from the SFAREGS form To do so use a List function from the Status field Course Registration Status Query Form SFQRSTS The Course Registration Status Query Form provides you with a list of course registration status codes i e registered dropped waitlisted etc that can be used ata specific point in time during the term If a status has a date range that does not include the current date that status will not appear on the form Prior to viewing the data on this form the status c
39. An institution that wants to define the clearing account to be used for the penalty posting may wish to set up separate detail codes using special GL entries for the penalty charges If a detail code is not specified the penalty will post to the detail code of the original charge e It is strongly recommended that institutions using refunding by total plan to migrate to this fee assessment process at the start of a new term of assessments rather than in the middle of a term Please see the examples that follow e Set up for registration rules in SFARSTS is not required for refunding by total processing to work properly Refund by total consults the SFARFND table for refund periods It is not necessary to define a refund status code as being 100 or 0 refundable in SFARSTS to make the refund by total process function correctly Student Release 6 0 User Guide 13 159 13 Registration Registration Procedures 13 160 Special Migration Considerations For Institutions Using Refunding By Total Institutions using refunding by total must perform the migration processing using SFRFASC after installing the fee assessment code All assessments must be current prior to performing the migration processing When performing the migration processing your institution must specify the correct refund by total refund date that would apply for the term being processed This is accomplished using the Refund by Total Refund Date parameter in SFRFASC Migratio
40. Error Notification File processed in Error Listing Mode 19 MAR 1996 09 39 05 BAN2 SEED DATABASE PAGE 1 199501 NSLDS SSCR Process SFRSSCR Error Notification File Status of Submittal File for Roster File Date of 30 JAN 1996 SSCR SSN Last Name First Name M Birth Date Enroll Status Enroll Date Anticipated Completion SSCR Errors Submittal File accepted and processed without errors Student Release 6 0 May 2003 13 374 User Guide Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR 19 MAR 1996 09 39 05 BAN2 SEED DATABASE 199501 NSLDS SSCR Process REPORT CONTROL INFORMATION SFRSSCR Release 2 1 8 RPTNAME SFRSSCR TERM 199501 SSCR FILE NAME sfrsscr dat SSCR FILE TYPE E RUN MODE E ADDRESS HIERARCHY 1MA Entered but not used AID YEAR Submittal File Records Processed 11 Submittal File Records Accepted 11 Submittal File Records Rejected Student Release 6 0 May 2003 13 375 User Guide Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR This sample shows an Error Notification File processed in Error Listing Mode 19 MAR 1996 13 49 37 BAN2 SEED DATABASE PAGE 1 199501 NSLDS SSCR Process SFRSSCR Error Notification File Status of Submittal File for Roster File Date of 30 JAN 1996 SSCR SSN Last Name First Name M Birth Date Enroll Status Enroll Date Anticipated Completion SSCR Errors 123 45 6779 R 01 JAN 1976 H 10 JAN 1995 Missing Date of Enrollment S
41. Fields Descriptions Buttons Date Range The from date allows you to create enrollment verification From requests based on the original registration date If you enter a registration date range the start date as recorded in the Additional Registration Information Table SFRAREG or the part of term date recorded for the section if records were processed prior to Banner 6 0 is compared to the dates entered in the Key Block to find all registration records regardless of term to be displayed in this form You can access the Calendar Form GUACALN from these fields to help select your dates If the requested registration activity spans multiple terms one enrollment verification request will be created for each term that is encountered If a student has a hold that prohibits enrollment verification requests an error message will be displayed requiring you to generate enrollment verifications on a term by term basis This occurs due to the hold override password defined in SOATERM To The to date allows you to create enrollment verification requests based on the original registration date You can access the Calendar Form GUACALN from these fields to help select your dates If the requested registration activity spans multiple terms one enrollment verification request will be created for each term that is encountered Ifa student has a hold that prohibits enrollment verification requests an error message will be displayed requir
42. Form SOATERM which determine the type of error checking to be done at registration time conflict prerequisites repeat limit repeat hours test score campus etc This form is also used to control online fee assessment during registration whether courses are to be tracked by CRN and whether refund by total is to be used in fee assessment The Registration Maximum Hours Form SFAMHRS is used to provide the rules for the maximum hour checking done at registration Student Release 6 0 User Guide 13 131 13 Registration Registration Procedures Define Registration Statuses for Student and Course The Student Registration Status Form SFAESTS provides the rules associated with user defined Student Statuses for the registration term This form allows the user to control by date ranges the actions that may be taken on a student at registration and the refund percentages associated with the action For example student eligible to register or student withdrawn The Course Registration Status Form SFARSTS provides the rules associated with the user defined Course Statuses for the registration term This form allows the user to control by date ranges the actions that may be taken on the courses a student is registering for and the refund percentages associated with the actions For example an add course a drop course at 10046 refund a withdraw course at 8096 refund with a W grade Student Registration Status and Course Regi
43. History window will be the system required code 99 Error Calculating Time Status Suggestion Build one rule and do not specify a student level so that the rule will be selected for all students regardless of their level if credit hours drop to zero 0 5 Do not build a rule for the system required 99 Error Calculating Time Status time status code This code is reserved for the purpose of updating and inserting time status records with the value of 99 when the system is unable to calculate time status A current time status code of 99 will alert the user that a problem was encountered when the system attempted to calculate time status 6 If necessary time status rules may be updated in subsequent terms if student enrollment rules change by adding rules with a new effective term code For example in term 199301 a student is considered to be half time if enrolled for at least 6 but less than 9 credits hours In term 199601 new rules take effect so that to be considered half time a student must be enrolled in less than 12 credit hours To accommodate the change effective in 199601 a new rule should be added with an effective term of 199601 with the new minimum and maximum credits Registration Priority Control Form SFARCTT May 2003 Confidential Use this form to define rules that assign the begin and end dates and times and priority assignment for each registration time slot for Student Self Service Web registration
44. NOV 2002 sections assigned a part of term code of 1 with a registration start date between the date range inclusive would be selected 01 SEP 2002 to Not permitted 30 NOV 2002 Note If no meeting records days times building room are defined for an open learning section N A is printed on the report output Name Required Report Title Override No Description The report title defaults to Class Roster but it can be overridden by another title such as Final Grade Roster for example Ifa specific title is desirable key the appropriate title up to 30 characters Values 13 320 Term Yes Enter the term code representing the term for which Term Code Validation Form rosters are to be produced STVTERM Part of Term Yes Enter the value representing the part of term for Part of Term Code Validation Form which rosters are to be produced single entry or for all Student Release 6 0 User Guide STVPTRM May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Parameters cont Name Start Range From Date Required No Description Values Enter the start date for which registration records are to be processed For traditional registration records this corresponds to a part of term start date housed on the additional registration record on SFRAREG For open learning registration records this corresponds to the student selected start date housed on the addition
45. NUMBER OF CRNS ADDED TO COURSE REQUEST FILE 96 Student Release 6 0 May 2003 13 352 User Guide Confidential 13 Registration Reports Unsatisfied Links Report SFRLINK Unsatisfied Links Report SFRLINK Description This report produces a list of students who have unsatisfied or missing section links for a term This report will find sections with missing links only if links were not checked at the time of registration when No Checkis selected for the Links radio group on the Registration Error Checking window of the Term Control Form SOATERM Parameters Name Required Description Values Term Yes Enter the term code representing the term for which Term Code Validation Form the unsatisfied linking is to be checked STVTERM Report Sample Unsatisfied Links Report SFRLINK see the following pages Student Release 6 0 13 353 User Guide May 2003 Confidential 13 Registration Reports Unsatisfied Links Report SFRLINK 24 N0V 1992 11 31 38 Systems amp Computer Technology 199401 Unsatisfied Links Report ID NAME CRN 202502003 Boris Becker 10033 10182 10234 202507002 Cindy Frieswyk 10033 10182 10231 10234 202502000 Linda More 10182 10231 10234 30 NOV 1992 10 31 39 Systems amp Computer Technology 199401 Unsatisfied Links Report REPORT CONTROL INFORMATION SFRLINK Release 2 1 5 TERM 199401 STUDENTS PROCESSED 57 NUMBER OF SECTIONS REGISTERED FOR UNSATISFIED LINKED SECTIONS 10
46. Note They will only appear as defaults if they were defined on SOATERM before the sub components and components were defined They will not appear as defaults if they are defined on SOATERM after the sub components and components were defined You can use Exit With Value from the List of Values or enter the late rule code directly if known The List of Values contains values from SHBGRUL Component Rules Information This section of the Grade Book Controls block contains the fields for midterm final deadline date entry capabilities the midterm score entry cut off date and the final score entry cut off date The rules fields are as follows Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons Default The Default Component Late Rule is the value used as a default ComponentLate when creating component late rules in SHAGCOM Use List to Rule display valid values for the Grade Component Rules SHBGRUL Default The Default Component Resit Rule is the value used as a default Component when creating component resit rules in SHAGCOM Use List to Resit Rule display valid values for the Grade Component Rules SHBGRUL Sub Component Rules Information This section of the Grade Book Controls block contains the following rules fields Fields Descriptions Buttons Default Sub The Default Sub Component Late Rule is the value used as a Compon
47. RE CRN 004 3 RE The fee assessment rule the student qualifies for is based on a per credit rule Detail Code Amount T101 10 00 per credit Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures e The registration status code used is RE Registered e STVRSTS the following settings are used The Count in Enrl Indicator is checked The Count in Asmt Indicator is checked The W D Indicator is not checked e Fee assessment uses the per credit charge and the RE status because it does not mean a drop W D Ind icator is not checked and no refund percentages apply Therefore liability for each CRN is interpreted as 100 For the calculation the liability multiplier is 1 0 The student s charge equals liable hours X liability multiplier X charge per the rule qualification CRN Calculation CRN 001 4 00 X 1 0 X 10 00 CRN 002 2 00 X 1 0 X 10 00 CRN 003 3 00 X 1 0 X 10 00 CRN 004 3 00 X 1 0 X 10 00 The total charge will be 120 00 for the detail code T101 associated with this rule If this scenario is modified by performing a drop of one CRN there is a different result e The registration status code for CRN 001 is changed to DC Drop Course e OnSTVRSTS the following settings are used The Count in Asmt Indicator is checked The W D Ind icator is checked e On SFARFND there is a 90 refund using the detail code for catego
48. Registration Permit Override Form SFASRPO for registration processing The rules for each registration permit override group are defined on the Registration Permit Overrides Control Form SFAROVR on a term by term basis and must exist before they can be assigned to students 2 Establish on a term by term basis the permit override codes and the specific registration error checking overrides that are allowed using the Registration Permit Overrides Control Form SFAROVR The Registration Permit Overrides Control Form SFAROVR is used to establish the registration permit override codes and their associated allowable registration error overrides on a term by term basis When a new permit override code is added all overrides initially default to unchecked or N no automatic override but may be updated to checked or Y registration error checking override automatically allowed These override codes are then assigned to individual students on a specific term and course or section basis You cannot make a permit override entry until a Permit Override code defined on the Registration Permit Override Code Validation Form STVROVR has rules defined for the term in the Key Information of SFAROVR Entry of a code which is defined only on STVROVR which does not have rules defined on SFAROVR for the Key term is not allowed Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures
49. Registration Registration Forms Fields Descriptions Buttons To Date Date to which address type is active or inactive for the ID If blank the address type is effective It cannot be changed Source This value comes from the To Date field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR TO DATE Procedures To query on an address from the Key Block An address must exist for the ID You can add address information for the ID on the Identification Form SPAIDEN 1 Enter an ID in SOADDRQ OR Select one from the Person Search Form SOAIDEN or the Non Person Search Form SOACOMP 2 Go to the next block to view existing address records for the ID Note If an expected address record is not displayed add it on the Identification Form SPAIDEN To query on an address from another form An address must exist for the ID You can add address information for the ID on the Identification Form SPAIDEN 1 Access SOADDRQ from the application form you are using such as SRAQUIK or SAAQUIK 2 View the existing address records 3 Use Exit with Value to select the record and take it back to the application form Note If an expected address record is not displayed add it on the Identification Form SPAIDEN May 2003 Student Release 6 0 Confidential User Guide 13 55 13 Registration Registration Forms Enrollment Verification Request Query Form SFQRQST The Enrollm
50. Registration Registration Procedures 5 Enter an appropriate registration status code The status code must be defined in STVRSTS with both the W D Ind and Ext checkboxes checked Note Onlyactive future dated extensions may be dropped or withdrawn from This process does not drop or withdraw the student entirely from the course Extension records may not be removed 6 Save your changes Only the dropped or withdrawn from entry in the Additional Registration Information Table SFRAREG will be affected If online fee assessment is turned on in SOATERM fee assessment processing will perform the necessary calculations to determine the student s indebtedness to your institution If online fee assessment has not been turned on you will need to run the Batch Fee Assessment Process SFRFASC to update the student s account Enrollment Verification The Enrollment Verification Request Form SFAROST allows the user to request retrieval of the most commonly requested data such as registration information academic standing GPA etc for enrolled students The student must have at least one general student record created via the Admissions process This form will not process verifications for students with verification holds on their records unless password authorized overrides are entered by the requester Select Term Summary SHOTERM from the Option List or perform a Duplicate Record function from the Term field in the Key Information to retu
51. SAVE student AND registration changes before exiting will be generated 9 Ifthe user attempts to perform an Exit or Rollback function from the Registration section when changes have been made to this section the message ERROR Invalid Key Must SAVE student AND registration changes before exiting will be generated The Registration Section Query Form SFOSECM is used to assist the registration user in resolving registration problems if they occur The user may request specific queries against the section data and compare the results to the student s current schedule Also used in the registration process is the Registration Course Query Form SFOSECT which displays information pertaining to the registration of a course as well as override fields for repeat checking campus restrictions and test score restrictions Student Release 6 0 May 2003 13 184 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Open Learning Registration Open learning registration provides learners with the ability to register for a class based on start end dates rather than a term This open learning approach is optional and works with Banner Student s registration processing for enrollment and administrative purposes Open learning allows you to do the following in the Registration module e Run reports such as student schedules schedule bills transcripts and enrollment verifications using date range
52. STVRSTS a valid date range is defined for the status on SFARSTS and a waitlist is available Careful consideration should be given as to whether institutional policy should allow waitlist registrations via the Web Verify that the flags for the statuses to be used for Web registered and Web dropped are checked appropriately as depicted on the Course Registration Status Code Validation Form STVRSTS table shown below Caution These flags must not be changed or Web registrations will not be processed properly Processing Indicator Add Drop Allow to Enter checked Y checked Y Count in Enrollment checked Y unchecked N Count in Assessment checked Y unchecked N Withdrawal Indicator unchecked N unchecked N Waitlist Indicator unchecked N unchecked N Gradable Indicator checked Y unchecked N Print on Schedule Indicator checked Y unchecked N Web Registration Indicator checked Y checked Y System Required Indicator checked Y checked Y Student Release 6 0 User Guide 13 247 13 Registration Registration Procedures 13 248 Update the Crosswalk Validation Form if necessary If you plan to use codes different from RE and DD for either the Web Registered or Web Dropped codes update the Crosswalk Validation Form GTVSDAX with these values On GIVSDAX query using the value WEBREG in the Internal Group Code field to locate the rows which must be updated If you will use RE or DD for these purposes you
53. Scenario 1 Learner A started course on April 1 paying 100 00 tuition no fees and drops on April 5 The learner was active in the course for 5 days which constitutes 7 1429 complete between 0 and 10 complete 5 days 10 weeks 7 days 100 T100 Scenario 2 100 00 Learner B started course on April 1 paying 100 00 tuition no fees and drops on April 15 The learner was active in the course for 15 days which constitutes 21 complete between 20 and 30 15 days 10 weeks 7 days 100 T100 70 00 Student Release 6 0 User Guide 13 173 13 Registration Registration Procedures Scenario 3 Learner B started course on April 1 paying 100 00 tuition no fees and drops on May 15 The learner was active in the course for 45 days which constitutes 64 complete more than 50 complete 31 days 10 weeks 7 days 100 No refund processed Refunding by Duration Complete Rule Set 2 Scenario 4 Learner started course on April 1 paying 100 00 tuition no fees and drops on April 5 The learner is in the first week of the course between 0 and 1 week complete T100 100 00 Scenario 5 Learner B started course on April 1 paying 100 00 tuition no fees and drops on April 22 The learner is in the fourth week of the course between 3 and 5 weeks complete T100 50 00 Scenario 6 Learner B started course on April 1 paying 100 00 tuition no fees and drops on May 6 The learn
54. Source These values come from the Nation field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR NATN CODE SPRADDR NATN DESC Used to display the internal sequence number that is assigned to each address type associated with the ID It cannot be changed Source This value comes from the Seq field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR_SEQNO Displays the source code for the address record Examples include individual registrar phonathon return mail It cannot be changed Source This value comes from the Source field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR ASRC CODE Checkbox that indicates whether the status of the address type is inactive or active for the ID It cannot be changed Choices are checked Address type is inactive for the ID unchecked Address type is active for the ID Source This value comes from the Inactive Indicator checkbox in the Address Information window on the Identification Form SPAIDEN Column SPRADDR STATUS IND Date from which address type is active or inactive for the ID If blank the address type is effective It cannot be changed Source This value comes from the From Date field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR FROM DATE Student Release 6 0 May 2003 User Guide Confidential 13
55. Status field to view the registration status codes for a traditional course part of term is defined or for an open learning course Values for a traditional course come from SFRRSTS Values for an open learning course are defined at the section level based on the usage cutoff information using the date in the Key Block as the point of reference and come from SSRRSTS You cannot enter a registration status code that has been allocated for extension processing STVRSTS EXTENSION IND is set to Y Fields Descriptions Buttons Term Enter the term for which you wish to register the student or view existing registration records Use the Option List to search for valid terms and existing course sections by date range lookup List Term Code Validation STVTERM lookup Count Query HitsSchedule Section Query Form SSASECQ Instruc Method Instructional Method Process Block This field displays the instructional method for the course if one exists This field is display only Check the Process Block field to add the CRNs of the block code for the student s registration The Process Block field displays the current block code for the student Start End Date Entry Window After the class editing has been accomplished and you save the registration record the Start End Date Entry window is displayed for open learning classes only requiring that you can enter the start or end date selected by the student The window displays
56. Test RUN DATE 15 APR 2003 200280 Batch Fee Assessment RUN TIME 11 27 AM REPORT CONTROL INFORMATION Parameters have been entered via Job Submission Parameter Name Value Parameter Seq No 8089 Term 200280 Assessment date 15 JUL 2003 Student ID Application name Selection name Selection creator ID Selection user ID Batch type Enrollment status Full or part time Rule type Accounting detail to print Report type Sort order Create TBRCBRQ record for invoice Invoice printer Create accounting detail Refund by total refund date Run mode Start date time 15 APR 2003 11 27 AM End date time 15 APR 2003 11 27 AM Student Release 6 0 May 2003 13 300 User Guide Confidential 13 Registration Reports Purge Fee Assessment Audit Process SFPFAUD Purge Fee Assessment Audit Process SFPFAUD Description This process is used to purge audit history records from the database SFPFAUD allows you to do the following e the purge process for range of dates for transactions for a specific term or for an ID e Keep only the last assessment records e Print summary or detail information e Run the purge in audit or update mode Parameters Name Required Description Values Term Code Yes Enter the registration term code for which fee Term Code Validation Form assessment audit history records are to be purged STVTERM Transaction Start Date No Enter the date for the beginning of the
57. This report is provided for direct lending institutions to process and update as appropriate data received for Title IV aid recipients on the Student Status Confirmation Report SSCR from the National Student Loan Data System NSLDS Any questions about the SSCR process should be directed to the NSLDS Customer Service Center at 1 800 999 8219 The following sections outline the processing requirements and procedures for processing the SSCR file and creating the updated School Submittal file and processing the Error Notification File Student Release 6 0 User Guide 13 227 13 Registration Registration Procedures 13 228 Note Use of these processes requires that both the SCT Banner Financial Aid System and the SCT Banner Student System are installed and are in production to supply the data necessary to comply with federal regulations Enrollment status information is dependent on information calculated and stored in the SCT Banner Student System as a result of the reports used for National Student Clearinghouse NSC Reporting Selection of new Title IV aid recipients is dependent on accepted awards with a Federal Fund ID of STFD for the Aid Years identified by the institution This information is stored in the SCT Banner Financial Aid System NSLDS places each institution s SSCR File on the Title IV WAN Your institution must review update and return the file within 30 days of receipt Once your institution has transferred the Rost
58. Web registration periods Note that the ability to enter more than one Web registration period allows the institution to turn Web registration access on and off during the term The start and end dates entered should not fall outside either before or after the date ranges that are established for both student enrollment statuses on the Enrollment Status Control Form SFAESTS and course registration statuses on the Course Registration Status Form SFARSTS for the term or errors will prevent a student from registering via the Web Web Processing Controls Window Four categories of Web Processing Controls are displayed in this window Web Allow Class Option Controls Web Schedule Search Controls Web Faculty amp Advisor Controls and Grade Display Controls The controls displayed are an extension of the Base Part of Term information Web Allow Class Option Controls The Web Allow Class Option Controls are used to restrict or enable selected registration related actions on the Web as follows Fields Descriptions Buttons Change Level Checked indicates that the student may change the level associated with the course when a course has multiple levels available This field is used by the Change Class Options Web page in the Registration Menu Change Grade Checked indicates that the student may change the grading Mode mode when a course has multiple grading modes available This field is used by the Change Class Options Web page in the Re
59. Y D8 19950630 50630 1006 ES Y 08 19950630 50630 1006 ES Y D8 19950630 50630 1006 ES Y D8 19950630 50630 Student Release 6 0 May 2003 13 362 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC N4 Norristown PA 19330 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 12 000000007 57 190 000000008 BGN 11 000000008 950703 ENR EB7 UN D8 19970512 DTP 382 RD8 19950215 199 01 52 34 395000218 IN2 02 Janice IN2 05 Corcoran IN2 07 B N3 44 Ansley Road N4 Pittsburgh PA 17227 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 12 000000008 ST 190 000000009 11 000000009 950703 ENR EB7 UN D8 19970519 DTP 382 RD8 19950215 199 007 08 19950426 01 52 34 395000219 2 02 IN2 05 Torlind IN2 07 K N3 881 Westside Drive 4 1 18017 02 8 05 999999 02 1995 Clearinghouse Term 5 13 000000009 57 190 000000010 11 000000010 950703 1006 5 1111108 19950630 382 08 19950215 19950630 007 08 19950411 01 52 34 395000220 IN2 02 Stephen IN2 05 Bennett IN2 07 H N3 112 Oriole Drive N4 Kingston NY 11298 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000010 ST 190 000000011 BGN 11 000000011 1006 ES 08 19950630 50630 1006 5 Y D8 1
60. a group s requirements Display only Student Release 6 0 User Guide 13 35 13 Registration Registration Forms 13 36 Count in GPA Area Group Compliance Credits Compliance Courses Area Group Split Course Apply to Deg Equiv Course Descriptions Buttons Count in GPA indicator The checkbox is checked if the course counts toward grade point averages calculated within the program Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Number of credits accumulated toward group area and program general requirements if a specific number of compliance credits have been defined for the requirement Display only Number of courses accumulated toward group area and program general requirements if a specific number of compliance courses have been defined for the requirement Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display on
61. added the registration term header record is also updated with the new current time status code time status date time status maintenance indicator either S SYSTEM or U USER and the SCT Banner userid Oracle ID responsible for the update to the record The SCT Banner userid field from the time status history record as well as from the registration term header record is not displayed from any existing form in the Student System but for auditing purposes access to that information is available by authorized personnel through SOL Plus The other fields are displayed in the Time Status History window on SFAREGS The values actually displayed are from the time status history table and not from the registration term header table but they would be the same Overriding System Time Status Calculations Time statuses that have been calculated by the SYSTEM can be overridden by the USER To override a previously calculated time status first access the Time Status History window in the Key Information of SFAREGS Next perform an Insert Record function and add the override time status code that is appropriate If desired the List function can be performed from the Time Status Code field to display the valid time status codes from the Time Status Code Validation Form STVTMST The time status date on the added record will default to the current Student Release 6 0 User Guide 13 209 13 Registration Registration Procedures 13 210
62. and Voice Response telephone registration Time slots are required to have a begin date and time end date and time and a priority More than one registration time slot can be assigned the same priority If more than one time slot has the same priority any group assigned that priority on the Registration Group Control Form SFARCTL will have all of those time slots assigned and available for Web and telephone registration Students who are assigned to the group in the Student Registration Group Form SFARGRP will be permitted to register via the Web or telephone during any of the time slots assigned to the priority of the group Student Release 6 0 User Guide 13 79 13 Registration Registration Forms Registration Group Control Form SFARCTL Use this form to define registration group codes and the assigned registration priorities for those group codes for Student Self Service Web registration and Voice Response telephone registration There is no validation for the group code A group code may be initially defined without a priority and the priority may be associated with the code after time slots and priorities are established on the Registration Priority Control Form SFARCTT Students assigned to registration groups will be permitted access to Web and telephone registration only during the time slot s specified by their assigned registration group code and assigned priority on the Student Registration Group Form SFARGRP Codes mu
63. based on campus level college degree and major These rules are used whenever the campus level college degree or major is modified on specific forms in the Admissions General Student Registration or Academic History modules Registration Priority Control Form Used to define rules that assign the begin and end dates and times and priority assignment for each registration time slot for SCT Banner Web for Students Web registration and Voice Response telephone registration Registration Group Control Form Used to define registration group codes and the assigned registration priorities for those group codes for SCT Banner Web for Students Web registration and Voice Response telephone registration Registration Group Query Form Used to query the registration time slots and the students who have been assigned to those time slots for specific registration group codes Registration Permit Overrides Control Form Used to establish the registration permit override codes and their associated allowable registration error overrides on a term by term basis Student Release 6 0 User Guide 13 9 13 Registration Registration Menu Navigation Tables Registration Control Menu FREGCONTROL continued SOAORUL Open Learning Section Default Rules Form Used to create sections and section rules for open learning courses Registration Fee Assessment Menu REGFEES Access this menu from the Registration Control Menu FREGCONTROL
64. charges for the rule original registration dates and flat hour ranges e In addition the rules or charging can be grouped by course level course campus and course attribute using all of the above criteria Special Part of Term Processing If part of term is entered on the Course Registration Status Form SFARSTS for either student course or campus processing special logic is used When a student is registered in courses that exist in more than one part of term the registration fee assessment process looks for a registration fee assessment rule on the Registration Fee Assessment Rules Form SFARGFE that has a part of term code of C combined The registration fee assessment process will combine the billing hours from courses in all parts of term and will use that total with the C part of term rule If no C rule exists no registration fee assessment will be calculated If the student is registered in courses in only one part of term the rule for that part of term is used for the registration fee assessment Example Detail Code Per Credit Part Of Term Billing Hours Rule SSF Student Svc Fee 15 00 1 1 99 Rule 1 SSF Student Svc Fee 15 00 2 1 99 Rule 2 SSF Student Svc Fee 25 00 C 1 99 Rule 3 If a student is registered for 3 billing hours in part of term 1 Assessment 3 hours x 15 45 Rule 1 is used If a student is registered for 3 billing hours for part of term 2 Assessment 3 hours x 15 4
65. code for the time status calculation and update insert of time status records 2 Level Code This is optional and allows you to select one specific level or all levels for processing 3 Campus Code This is optional and allows you to select one specific campus or all campuses for processing The process can be run multiple times in Audit mode for different combinations of campus and or level so that individual outputs can be directed to appropriate offices departments or individuals for review Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures After necessary corrections have been made it is recommended that the Update mode should be processed for all levels and campuses so that all students are updated simultaneously 4 Mode This is required and allows you to select either an audit report A Audit Mode of time status calculations that would occur and conditions that exist that would prevent time status from being updated inserted or select an update insert of database time status records U Update Mode The process should be run in audit mode first to review any error conditions that may need to be resolved before making permanent changes to the database in update mode The process can be run in audit mode as many times as desired without any adverse effects on the data When executed from the command line an A will default if you do
66. codes on SOAORUL Then consider the following recommendations e To default the appropriate registration extension and refunding rules to the section the CRNs must be created either through the Term Roll Report SSRROLL or directly through the Schedule Form SSASECT All new open learning sections those sections defined with no part of term with an instructional method registration from to dates student start from to dates duration units and number of units will be given section level registration dates registration status codes and extension rule and refunding rule records based on the information established in the Open Learning Rules Form SOAORUL for the course and or section characteristics The registration from and to dates will reflect the most appropriate registration dates as per SOAORUL based on course and or section characteristics These rules are accessible via the Section Registration Status Codes Form SSARULE e Modifications to the registration dates registration status codes extension rules and refunding rules are permitted if the original open learning rule has been denoted as overrideable e Itis strongly suggested that fee assessment be established in the Schedule Detail Form SSADETL Once established at the section level the Track by CRN function on in the Term Control Form SOATERM will add the CRN number to all fee assessment transactions on the student s accounts receivable records and the T
67. complete updates as required to resolve NSLDS errors reported in Error listing mode output Run SFRSSCR for Error Notification File in Audit mode Review output for messages Review data and complete updates as required to resolve missing or invalid data issues re run in Audit mode until all data issues are resolved e SFRSSCR for Error Notification File in Create flat file mode to produce Error Correction File Review output for messages confirm that no new errors have been introduced between Audit and Create flat file mode runs If new errors exist return to Audit mode and repeat process Note If an Error Correction File is submitted NSLDS will return an Error Notification File in response to the Error Correction File The new Error Notification File must also be processed using the same steps described above The cycle of Error Notification and Error Correction Files will continue until NSLDS reports that no errors found NSLDS SSCR Roster File Update Process SFRSSCR Initially your institution will upload the SSCR Roster File from NSLDS That file is to be updated appropriately and returned to NSLDS as the SSCR School Submittal File NSLDS analyzes the returned Submittal File and subsequently returns an SSCR Error Notification File to your institution The Error Notification File may indicate that all records in the Submittal File were accepted and processed without errors or it may indicate that errors wer
68. credit hours enrollment CEU credit hours are not included in Clearinghouse processing and reporting the existing time status code is remembered in the form prior to the occurrence of any processing After processing has been completed in each form and you perform either an Exit or Rollback function the total credit hours as a result of processing are read from the database and the current new time status is retrieved from the database Within each form the previously existing remembered and the current new time status codes are compared and if they are different a time status history record is inserted and the registration term header record is updated The calculation uses the time status rules on the Time Status Rules Form SFATMST and determines the time status code that matches the qualifying credit hours enrollment SFAREGS System Time Status Calculations Functionality and Error Messages During student course registration processing a student s enrollment time status is calculated after additions and or changes have been completed and saved in the form and you perform an Exit or Rollback function Changes in student information such as college campus degree major or student type may or may not result in a change to a previously calculated time status depending on whether institution specific rules exist for differences in any one or more of those characteristics Changes in course registration and or student information
69. date on SFRSTCA End Date Optional enter the end date to exclude students previously identified as withdrawn format is DD MON YYYY dates are based on activity date on SFRSTCA e Verify History Required enter Y to verify history or N to not verify history default is Y Use this parameter to include those students who have enrollment for the term but no credit hours in academic history all F s for example e Grade Which Reflects Drop Optional enter any grades which may reflect a drop Student Release 6 0 User Guide 13 283 13 Registration Registration Procedures 13 284 Campus Selection Required enter the campus for the campus for which you wish to run the report or for all default is 96 values from STVCAMP e Sort Order Required enter the sort order for the report output Ito sort on Student ID N to sort on Name L to sort on Level e Application ID Optional enter the code that identifies the general area for which the selection identifier was defined All or none of the population selection parameters must be entered Selection ID Optional enter the code that identifies the population with which you wish to work The selection identifier must be defined on the Population Selection Inquiry Form GLISLCT All or none of the population selection parameters must be entered e Creator ID Optional enter the user ID of the person creating the sub population rules The creator ID must have be
70. defaulted and may be altered based on whether overrides are permitted Therefore fees will need to be assessed to the student s account reflecting this transaction Extension fees are processed similarly to registration fees Extension fees are processed from common extension fee assessment procedures e Extension fees are processed from the form if the On line Fee Assessment checkbox is checked on SOATERM e Extension fees are processed from batch if the On line Fee Assessment checkbox is not checked on SOATERM e The CRN should be appended to the TBRACCD record if the Track by CRN checkbox is checked on SOATERM The differences from registration fee assessment are as follows e Fees are pre calculated based on the extension rule defined in SSARULE and SFARHST by duration and will therefore be treated as flat fees in the fee assessment process e date assessed is captured in the Additional Registration Information Table SFRAREG after the student s account record TBRACCD has been generated either online or through the batch fee assessment process Note Itis possible for the extension fees to be waived In that case the extension fee amount will be zero In the case where there are zero fees no record is inserted in the TBRACCD table Extension Refunding Processing The processing for extension refunding is similar to that accomplished for open learning registration Rules are attached to the status code an
71. e Major Sort Sequence Required enter the sort sequence for the primary sort order Ifor ID Name S for Status Code D for Date Lfor Level e Minor Sort Sequence Optional enter the sort sequence for the secondary sort order Ifor ID or Nfor Name when the Major Sort Sequence parameter is set to S D or L Home Address SDAX Code Required enter the address type to be used as the home address for Title IV processing code must be defined on the Crosswalk Validation Form GTVSDAX e Campus Address SDAX Code Required enter the address type to be used as the campus address for Title IV processing code must be defined on the Crosswalk Validation Form GTVSDAX e Application ID Optional enter the code that identifies the general area for which the selection identifier was defined All or none of the population selection parameters must be entered e Selection ID Optional enter the code that identifies the population with which you wish to work The selection identifier must be defined on the Population Selection Inquiry Form GLISLCT All or none of the population selection parameters must be entered e Creator ID Optional enter the user ID of the person creating the sub population rules The creator ID must have been specified when defining the selection identifier All or none of the population selection parameters must be entered e User ID Optional enter the user ID for the population selection Thi
72. entered Report Sample Withdraw Pending Status Change Report SFRNOWD see the following pages 13 383 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD SCT DEVELOPMENT STUDENTS ELIGIBLE TO ENROLL WHO HAVE NO ACTIVE REGISTRATION TERM FALL 2000 STUDENTS WITH FINANCIAL AID 15 MAY 2000 03 59 PM NAME DeSalvo Jonathan Paul CRN P T 10005 10025 10035 10045 Manley John R CRN 10005 Meehan Helen Ellie CRN 10005 10018 10019 10021 13 384 ID TIV110000 SUBJECT ENGL GEOL SPAN ANTH TIV270000 SUBJECT ENGL TIV120000 SUBJECT ENGL NURS CHEM STAT LEVEL COURSE COURSE COURSE CAMPUS COLLEGE ENROLLED 15 MAY 00 M BU SECTION 300 C 040 0 050 D 061 C 11 MAY 00 M BU SECTION 300 C 07 APR 00 M AS SECTION 300 C 295 B 100 A 140 A LAST CHANGE ORIGINAL INST CHGS 15 MAY 00 2400 00 CAMPUS M STATUS M M M 11 MAY 00 CAMPUS STATUS M DW 28 APR 00 2600 00 CAMPUS M STATUS M M M Student Release 6 0 User Guide NET INST CHGS 2400 00 STATUS DATE 15 MAY 00 28 APR 00 28 APR 00 28 APR 00 600 00 STATUS DATE 11 MAY 00 2600 00 STATUS DATE 28 APR 00 28 APR 00 28 APR 00 28 APR 00 TITLE IV TOTAL AID 4588 00 7338 00 x LAST DATE ATTENDED 05 NOV 00 0 00 250 00 LAST DATE ATTENDED 5063 00 7663 00 LAST DATE ATTENDED
73. every student who is charged using a rule such as the one above will display the per credit calculation in the Per Credit Hr field in the Detail Audit Information window of SFAFAUD The total per credit calculation and the number of liable hours used to derive the charge are displayed in those data fields If the student exceeds the 1 000 00 limit the total calculation is displayed but the Notes field explains that the per credit calculation exceeded the rule maximum Fee Assessment actually calculates the per credit charge and then invokes the maximum charge defined for the rule A student who registered for 21 credits in a term in which the above rule is defined would have the information in the Note field in the Detail Audit Information window of SFAFAUD explaining that the per credit calculation of 21 liable billing hours X 80 00 per hour 1680 00 which exceeds the rule maximum of 1 000 00 by displaying in the Note field 1660 rule max of 1000 reset to max Student Release 6 0 User Guide 13 147 13 Registration Registration Procedures Seq Dell 1 101 2 TIOI 13 148 Per Credit 80 00 0 00 Fee assessment rules and processing allow the user to move the 1 000 00 flat rate into the Flat Fee Chrg field indicating that the charge was not derived just as a maximum that was invoked on a per credit rule but that it was in fact a flat charge Please see the next example Alternative Rule Set Up for Flat Cha
74. failure error for a section which the pre requisite requirements are defined using a CAPP area When a section s pre requisite requirements are defined using an area and a student fails the pre requisite requirement a PRE REQ AND TEST SCORE ERROR will be displayed in the Message field of SFAREGS At that time you can use the CRN Search button and the Option List select View Detailed Results or a Duplicate Item function from the line containing the error The Detailed Restriction Result Form SFQPREQ then displays the details of the requirement After reviewing the requirement on SFQPREQ and exiting you will be returned to SFAREGS where additional enrollment requests can be entered the pre requisite error can be overridden or the enrollment request can be dropped Note SFQPREQ is available only for enrollment attempts in sections which use area pre requisites If you request display of SFOPREO for all enrollment attempts where test score and pre requisite restrictions are used the error message ERROR CAPP Area Pre requisite error not encountered is displayed This form displays pre requisite areas for the CRN selected on SFAREGS and allows you to view requirements that are met or not met broken down by general group or detail requirements You may drill down through each category general detailed group to view additional windows of detail information Student Release 6 0 May 2003 User Guide Confidential May 2003 C
75. for the current assessment Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures 550000030 Student Sample Audit 3 T101 Tuition Charge 20 NOV 2002 1 TA Tuition Rules by Level i 20 NOV 2002 2 TF Non Resident Tuition 20 NOV 2002 Net Assessment Accounting 3 T101 Tuition Charge i 20 NOV 2002 1 TA Tuition Rules by Level 01 0CT 2002 2 TF Non Resident Tuition 01 0CT 2002 Net Change Per Credit Flat and Flat Plus Per Credit Overload Processing Rules for fee assessment processing are defined in one of three ways e Per credit charging rules uses billing hours e Flat charging rules e Overload charging rules Rules that have already been defined for previous terms will calculate the appropriate fees When the audit history detail records are created for a previous term fee assessment will place all charges in the Per Credit field since this was the only method used to create charges in the previous versions of registration fee assessment Flat charging rules must be developed for institutions using plateau refunding The flat and overload charging elements can be used to set up new rules for a term Understanding this processing allows you to build rules that will provide more useful information from the registration fee assessment audit history records Users can more readily see how a charge was derived in fee assessment The best way to demonstrate the differences in s
76. grade a failure still satisfied the pre requisite requirement Example of Correct Pre requisite Definition The correct way to write the requirement so that it is interpreted as desired would be as follows Note that the Concurrent Indicator is set on the same lineas the rest of the requirement A O Subj Crse Lvl Grd Con ENGL 110 01 A Y The use of CAPP areas as pre requisite requirements provides additional flexibility and data elements to be used in pre requisite checking When defining pre requisite requirements using CAPP areas area general requirements and detail attachments and rules can be used If the pre requisite requirements are more complex than can be stated using areas alone groups can also be used Here are some simple examples of some of the conditions you can define Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Example Requirement Have taken ENGL 110 and earned a grade of A or be concurrently enrolled in ENGL 110 Area General Requirements 1 course Detail Attachments Subj Crse Crse Req Crd Connect Req Crs Concurrent Low High ENGL 110 None 1 A Y Example Requirement Have taken 15 credits or 5 courses in lower level English with a GPA of 2 5 and no single grade lower than a C in the used courses Area General Requirements 15 credits or 5 courses 2 5 Area GPA Detail Attachments Sub
77. hours accommodate the change effective in 199601 a new rule should be added with an effective term of 199601 with the new minimum and maximum credits Establish Institution FICE Code for Reporting Enter the correct FICE code for your institution in the Institution FICE Code field on the the Academic History Control Form SHACTRL The FICE code entered is reported in the extract file that is sent to the Clearinghouse This field is not currently used for any other purpose in the Student system Establish Term Control for Time Status Calculation The following is a set up requirement which needs to be completed on a term by term basis For each term that student enrollment information should be reported to the Clearinghouse set the Calc ulate Time Stat us Indicator on the Term Control Form SOATERM to Y or checked if dynamic time status calculations should be performed in online forms that add or update credit hour non CEU hour enrollment As an alternative to performing time status calculations dynamically time status records can be created in batch with the Time Status Calculation Update Process SFRTMST See additional information about the SFRTMST process in the Time Status Calculations section below This indicator defaults to N or unchecked when controls are initially created for a new term Time Status Calculations Update and Insert Time Status Records As listed in the previous step the value of Y or checked for t
78. if it is not null otherwise the start date for the report term is reported Notification File Processing The Error Notification File can be processed in Error Listing mode Audit mode or Create Flat File mode The file should be processed initially in Error Listing mode This produces a report listing the records flagged by NSLDS as errors and the error conditions that were encountered The messages about the error conditions are taken from the SSCR User s Guide as follows Error Message Description 11 No Detail Record matches the record identifiers Student s SSN Student s First Name Date of Student s Birth in NSLDS 12 Both Student s First Name and Student s Last Name must be provided 13 Invalid Date of Student s Birth 14 Invalid Date for Address Effective Date 15 Invalid Date of Anticipated Completion 17 All address fields Street Address City State and ZIP Postal Code must be provided 18 Invalid State Code 19 Missing Code for Enrollment Status 20 Invalid Code for Enrollment Status 21 Invalid Date Enrollment Status Effective Student Release 6 0 User Guide 13 239 13 Registration Registration Procedures 13 240 Error Message Description 23 Missing Date of Enrollment Status Effective mandatory when Code for Enrollment Status is not equal to D for Deceased 24 Record was on Roster file and not updated by School 25 Anticipated Completion Date must equal Date Enrollment Status
79. in a number of ways depending on the values entered in the Key Block Use the settings in the Rule Type and Entry Type fields to see the rules that exist You can use Next Block to see the rules displayed for each of the four values ATTR course attribute CAMPUS course campus LEVEL course level or STUDENT student characteristics You can also use the Options Menu choices to see the same types of information The following exceptions exist for rules on SFARGFE e Asin traditional assessment these rules will not be considered in the situation where the Tuit Fee Waiver flag on SSASECT and the Ovr Override Indicator on SFARGFE are checked e If rules are defined in SFARGFE with part of term information they will not be applicable to open learning courses as these sections will not have a part of term attributed to them e If rules are defined with registration from to dates they will not be applicable to open learning courses due to the fact that these dates are static and each open learning section may be defined with different registration periods Student Release 6 0 User Guide 13 89 13 Registration Registration Forms 13 90 Key Block The following fields are in the Key Block Fields Rule Type Entry Type Set Copy Ind Indicator Descriptions Buttons The registration term code for the term for the fee assessment rules lookup List Term Code Validation STVTERM Assessment rule type to g
80. in the range for the course grouping that can be used to determine if a student qualifies for a flat charge Student Release 6 0 User Guide 13 95 13 Registration Registration Forms 13 96 Flat Charge Amount Crse Course Overload Start Hours User Activity Date Descriptions Buttons The flat amount to be charged for students whose liable billing hours for the course grouping fall within the defined flat hour range for the rule The starting hours for overload or flat plus per credit charging This is used for assessing additional per credit charges when the student s liable billing hours exceed the defined range for flat charges The per credit charge on the rule will be applied to the difference between student s hours for the grouping and this number of hours The ID of the user who created or updated the rule This field is display only The date the rule was last updated This field is display only Copy Fee Assessment Rules To a New Term Window Use this window to edit the rule information copied from another term to reflect the new schedule of fees Select the Copy Rules to New Term button in the Key Block to open this window Select the Process Rule Copy button to save the changes you make in this window Select the Return button to go back to the main window The following fields are in this window Fields From Term To Term College Descriptions Buttons The term code for the term to cop
81. indicated in Step 2 then steps 1 and 3 can be combined as the next step In addition a model script is available to partially automate the building of registration group codes and assign those codes to students who are eligible to register See additional detailed notes about this script sfrgrup sq1 following the implementation steps below Registration Priority Time Ticketing Setup Steps 1 Build registration group codes in the Registration Group Control Form SFARCTL Note At this time build the codes only do not try to associate a priority with a group until the next step has been completed The Registration Group Control Form SFARCTL is used to define registration group codes and the assigned registration priorities for those group codes for Student SelfService Web registration and Voice Response telephone registration There is no validation for the group code A group code may be initially defined without a priority and the priority may be associated with the code after time slots and priorities are established on the Registration Priority Control Form SFARCTT Students assigned to registration groups will be permitted access to Web and telephone registration only during the time slot s specified by their assigned registration group code and assigned priority on the Student Registration Group Form SFARGRP Codes must be established on the Registration Group Control Form SFARCTL before they can be assigned to students on
82. may be either Yes or No Column SOBCTRL CURR IND Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Fields Attach Concentrations to Majors Create Update Degree with Primary Curriculum 13 Registration Registration Forms Descriptions Buttons Radio group that indicates how concentrations can be attached to curriculum rules Choices are Yes Concentrations can be attached to major department rules and to base curriculum rules When attached to a major department rule a concentration is valid only within the specified major department rule No Concentrations cannot be attached directly to major department rules although they can be attached to base curriculum rules Also you cannot access the Major Dependent Concentrations window from the Majors Departments Rules window Concentrations attached directly to base curriculum rules are valid for any majors within the base curriculum rule Column SOBCTRL CONC IND Radio group that sets the value of the P Primary checkbox default on the Curriculum Rules Form SOACURR The Primary checkbox setting in the curriculum rule is the default value for the Create Update Academic History Degree Record checkbox on the Primary Curriculum window of the General Student Form SGASTDN When that checkbox is checked the system creates or updates a degree record in the Degrees and Other Formal Awards Form SHADEGR in Academic History from
83. may or may not cause a new time status to be calculated depending on the rules that have been established The autohelp message WARNING Unable to calculate time status Check rules on SFATMST displays if time status calculations have been enabled on the Term Control Form SFATMST but no time status rule can be found which matches the range of hours student characteristics and course levels that exist in the student s registration record When this message displays the system inserts a time status history record with the system required code of 99 Error Calculating Time Status and also updates the registration term header record with the code of 99 The error should be investigated by examining the rules on SFATMST After the problem has Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures been found and corrected the student registration where the error occurred should be accessed again on SFAREGS Performing two Next Block functions cursor will be in the Course Registration section Save then a Rollback or Exit function will update the time status calculation if appropriate Correcting the problem will not delete the time status history record of 99 That record remains as an historical record and the new record will be inserted Note Refer to the Time Status Calculation Update Process SFRTMST in the Reports section of this chapter for an alternative to onl
84. navigate to SGACOOP when the cursor is on a CRN which allows co op assignment the schedule type for the section isflagged on STVSCHD to allow co op Button activation is determined by the CRN your cursor is on The button has three modes e Data A valid co op is assigned for that student term and CRN The button is enabled and the message bubble says Data e No Data A valid co op record exists for the CRN The button is enabled and the message bubble says No Data e Disabled There is no co op record attached to the CRN The button is not enabled Student Release 6 0 May 2003 User Guide Confidential Registration Date Range From To Term Part of Term Time Begin Time End Instruct Method Instructional Method Instructor Name 13 Registration Registration Forms Descriptions Buttons The from date allows you to search on registration information based on the original registration date If you enter a registration date range the start date as recorded in the Additional Registration Information Table SFRAREG or the part of term date recorded for the section if records were processed prior to Banner 6 0 is compared to the dates entered in the Key Block to find all registration records regardless of term to be displayed in this form You can access the Calendar Form GUACALN from these fields to help select your dates The to date allows you to search on registration information based o
85. number Note Itis important to understand what is meant by base curriculum information when you are building curriculum rules Base curriculum information consists of program campus level college and degree These items work on the same concept as catalog base information The Curriculum Rules Form SOACURR checks with the Program Definition Rules Form SMAPRLE when you try to attach a program to a rule The program isn t required unless the Use CAPP s Program Planning radio group on the Curriculum Rules Control Form SOACTRL isset to Yes When program is used on a rule the level campus college and degree have to match what has been defined on SMAPRLE If the campus on SMAPRLE is blank all campuses are valid for the rule The information defaults back into SOACURR from the List of Values window for SMAPRLE Fields Descriptions Buttons Untitled The number displayed to the left of the Program field is the system assigned rule number P The P checkbox General Student Primary Curriculum indicates if you wish to create a degree record for the primary curriculum by displaying checked set to Y or unchecked set to N 5 The S field General Student Secondary Curriculum indicates if you wish to create a degree record for the secondary curriculum by displaying checked set to Y or unchecked set to N These values default based upon the settings defined on SOACTRL These fields are updateable Lock The Lock checkbox i
86. number of days between the current extension start date SFAREG START DATE and the current expected completion date SFAREG END DATE Example Difference between January 15 2002 and February 19 2002 35 days Calculate the percent complete Number of days elapsed in registration number of days available in the registration 100 Example 13 85 100 37 14285 This percentage would be compared to the percent complete rule defined for the registration code rules defined in the SSRRFND table to ascertain the refund percentage to use in the calculation of the refund amount Student Release 6 0 User Guide 13 177 13 Registration Registration Procedures Refunding Rules by Complete Refunding Rules by Duration Complete 13 178 Duration Complete Calculation Number of duration units elapsed in the registration Calculate the number of days between the current extension start date SFRAREG_START_DATE and the current date or the process date in the event that the total course is dropped and divide by the number of days defined for the duration code SFRAREG_DUNT_CODE assigned to the section GTVDUNT_NUMBER_OF_DAYS Example Difference between January 15 2002 and January 28 2002 13 days Translate to duration unit of week 13 days 7 days 1 8571428 weeks The elapsed duration units would be compared to the duration complete rule defined for the registration code rules defined in the SSRR
87. of course registrations Telephone Registration Processing System Time Status Calculations Functionality and Error Messages Please refer to the Voice Response user documentation for more information on Telephone Registration processing Student Release 6 0 User Guide 13 211 13 Registration Registration Procedures 13 212 Because of technical and procedural issues checks for the warning conditions in SFAREGS and SFAMASS are performed in Telephone Registration processing for either a rule that cannot be found or a time status that must be updated manually but the display of the warning messages has been inactivated These messages are not displayed in the form processing because the calculations and error checking cannot be performed untl the user either Exits or performs a Rollback after Saving You may hang up the phone after receiving confirmation of registration and are not technically required to perform an Exit or a Rollback Therefore there is no guarantee that a warning message would be consistently conveyed and appropriate follow up would occur As with SFAREGS and SFAMASS if an error is encountered in attempting to calculate time status a time status history record with the system required value of 99 Error Calculating Time Status is inserted into the time status history table and the registration term header is updated with the 99 code These errors will be identified later by either the Time Status Calculation Update
88. of five or more consecutive days Periods in which a student is excused from attendance with prior approval Regulations define criteria for approving a leave of absence The period of time a student actually attends prior to withdrawal excluding approved leave of absence and break periods of five or more consecutive days Period of Attendance Enrollment Period as a percentage rounded to one decimal Assessments which are made to students as a requirement for attendance in an academic program for example Tuition Fees Room Board Additional amounts not billed through Accounts Receivable which are considered as required for attendance for example required lab equipment which all students must purchase off campus Here is a summary of the steps involved in calculating the Return of Title IV Funds l Determine the student s withdrawal date The student s withdrawal date can be determined by one of the following specifications a The withdrawal date as determined by the institution s attendance records An institution that is required by an outside entity to take attendance for only some of its students must use those attendance records for those students that withdraw to determine the withdrawal date b The date as determined by the institution that the student began the withdrawal process prescribed by the institution Student Release 6 0 User Guide 13 273 13 Registration Registration Procedures 13
89. of the instructors who is assigned to teach the class An N will also print rosters with no instructors assigned This will produce multiple copies of the class roster Instructors will print in alphabetical order Note If no instructors are associated with a course and a Y is entered you will not receive a roster Y Single class roster of instructors Roster of instructors assigned to teach class or roster of classes when no instructors assigned Print Long Section Title Yes Enter Y to print the long section title from the syllabus SSRSYLN or Nto print the existing course title from the section SSBSECT or from SCBCRSE if the section title is null The default is N Report Sample Class Roster Report SFRSLST see the following pages 13 324 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST 25 APR 2003 15 23 19 200310 Class Roster Fall 2002 200310 CRN TERM SUBJ CRSE SEC BANNER University Full Term CREDITS CL LEVELCS 10031 200310 ENGL 200 01 Shakespearean Sonnets Sonnets 3 000 UG Written in Iambic Pentameter INSTRUCTOR S TYPE Lecture Lecture TIME 0300 0350pm 0600 0800pm COLLEGE No College Designated DIVISION Division Undeclared DEPARTMENT Undeclared Student Name ID Lev Majr Cl Hrs FGrd Stat Date Last Attend 0001 Griffiths Arthur 999999990 UG 0002 Lee Jennifer A00000725 UG 0003 Lee
90. on and off over time by module using the radio group for the selected module s You will receive the Fatal or Warning message if you try to assign a rule inappropriately provided one of those options is set on SOACTRL Majors Department Rules Window Use this window to attach majors to rules The base rule displays at the top of the window You can copy attached majors departments to a new effective term or end them as of a given term The message No Effective Terms Found appears in the window until at least one record is added for an initial term range e g 199501 999999 If the record is copied or ended creating multiple effective term records e g 199501 199601 and 199601 999999 the message Multiple Effective Terms Present will display in the window A List function from the From Term field will display the major department rule effective terms which exist When attempting to copy or end a rule the list of terms presented will not include terms which have already been used for copying or ending Even though the base rule to which a major is attached may be valid for a given term and module only some of the majors attached may be valid Majors may be turned on and off over time in Recruiting Admissions General Student Academic History and CAPP using the checkboxes in this window A major may have concentrations attached These display in the Conc entrations field Majors are usually formed within departments and conc
91. on the Student Course Registration Form SFAREGS is manually unchecked If a Save function is performed when this field is unchecked nothing happens No record is written to the Registration Student Schedule Collector Table SFRCBRO The Student Schedule Report SFRSCHD can be printed when the Student Schedule Report SFRSCHD is run from the host or through job submission Note Requests to print bills or schedules always add records to the collector tables These tables should be monitored and SQL scripts can be used to delete records that are no longer needed Produce Student s Schedule A student s schedule of classes listing meeting times places instructors and campuses may be produced immediately from the Student Course Registration Form SFAREGS It may also be produced through a batch process SFRSCHD for all students Unsatisfied Links The Unsatisfied Links Report SFRLINK lists students and CRNs for which they have registered which have unsatisfied links for the term The only parameter for this report is a single term The report will produce unsatisfied link results regardless of whether link section security is a fatal registration error on the Term Control Form SOATERM When No Check is selected for the Links radio group in the Registration Error Checking window of the Term Control Form SOATERM the Unsatisfied Links Report SRFLINK can be run after registration is completed to produce a list of students who
92. only Course college College that offered the course or in which the course is planned Course college is not associated with transfer courses Display only Course department Department that offered the course or in which the course is planned Course department is not associated with transfer courses Display only Traditional indicator The checkbox is checked if the current grade assigned to the course is a traditional grade as defined on the Grade Code Maintenance Form SHAGRDE The checkbox is never checked for planned or in progress courses because the work has not been graded yet Display only Repeat indicator The checkbox is checked if the course is a repeated course Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Student Release 6 0 May 2003 User Guide Confidential Fields Area Reuse Course Area Reuse Attribute Credits Used Area Group Count in Prog Count in Area Count in Group 13 Registration Registration Forms Descriptions Buttons Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Course reuse option under which the course was evaluated for the area The option used is displayed The field also includes a pull down list which sh
93. override processing e Ifthe pre requisite requirement is defined using CAPP areas you can access the Detailed Restriction Results Form SFQPREQ from the Student Course Registration Form SFAREGS where the details of the pre requisite conditions which were not met will be displayed After reviewing the conditions which were failed additional enrollments can be added to allow the student to fulfill requirements for example if additional courses would fulfill requirements for concurrent enrollment pre requisites the error can be overridden using standard override processing or the enrollment can be dropped Use the checkboxes in the Override Information window of the Registration Course Query Form SFOSECT to display overrides which have been authorized for the listed restrictions Use the radio group options in the Registration Error Checking window of the Term Control Form SOATERM to establish appropriate error checking criteria for restrictions These restrictions will allow either Fatal Warning or No Check error checking or Fatal or No Check error checking Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Setting up CAPP Restrictions and Pre requisites Use the Cmpl use area in compliance Preq use area as a registration pre requisite and Pres use of area as a registration prescriptive checkboxes on the Area Library Form SMAALIB to set up CAP
94. recruiting record or admissions application Main Window Use this window to assign a communication plan Key Block Use the Key Block to select an ID Student Release 6 0 May 2003 13 56 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons ID Identification number and description used to access the person online This code comes from the ID field on the Identification Form SPAIDEN Column Not a base table item ID Note Perform an extensive name search before creating a new person record Assignment Block Use Assignment block to assign a communication plan to the person in the Key Block Fields Descriptions Buttons Plan Communication plan code and description for the actual plan s Communica assigned to the prospect applicant or student Plans are tion Plan Code separated by term code and or application or by sequence number Choices come from the Communication Plan Code Validation Form STVCPLN To query add or delete materials and groups of materials associated with a communication plan use the Communication Plan Form SOACPLN Select Create Materials from the Options Menu or perform a Count Query Hits function from the Plan field to create materials for a new communication plan for the person whose ID is in the Key Information The message Material Creation Completed appears when this is done Column Not a base table item SOBCPLN CPLN CODE Plan Ty
95. reflected Note Student classification rules must exist for students of all levels If classification rules do not exist for a certain level of students they will not be reported in the Unduplicated Headcount Report SFRHCNT Name Required Description Values Term Yes Enter the term code representing the term for which Term Code Validation Form the report is to be generated STVTERM Report Sample Unduplicated Headcount Report SFRHCNT see the following pages 13 304 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Unduplicated Headcount Report SFRHCNT 27 JAN 1994 14 02 53 Systems amp Computer Technology 199301 Unduplicated Headcount Report TERM LEVEL COLLEGE MAJOR CAMP FULL PART SESSION RESIDENCY SEX ETHNIC CLASS 199301 1 00 0000 1 01 199301 1 00 0000 1 01 199301 1 00 0000 1 04 199301 1 00 0000 1 01 199301 1 00 0000 1 01 199301 1 00 0000 1 01 199301 1 00 0000 1 01 199301 1 00 0000 1 01 199301 1 0000 1 04 199301 1 1 010 1 01 199301 1 1 1 01 199301 1 1 1 1 01 199301 1 1 1 1 01 199301 1 1 1 1 04 199301 1 1 1 1 01 199301 1 1 1 1 03 Student Release 6 0 May 2003 13 305 User Guide Confidential 13 Registration Reports Unduplicated Headcount Report SFRHCNT 27 JAN 1994 14 02 53 Systems amp Computer Technology 199301 Unduplicated Headcount Report REPORT CONTROL INFORMATION SFRHCNT Release 2 1 5 PRINT TERM 199301 RECORD COUNT
96. registration records are saved and in self service when students use the View Fee Assessment link Track by CRN When this box is checked courses with assigned section fees and tuition and fee waiver flags set will have the CRN for that section recorded in accounting records when assessment takes place e Ref by Total Check this box to use refund calculations that are processed by special refund by total calculations and registration refunding by total rules in SFARFND Effective Date Enter the date you want charges to become effective in accounts receivable when using post dated fees for a future date e Orig Chg Cutoff Date This is the last date on which charges can be considered as original for purposes of SCT Banner Financial Aid Registration and Enrollment Status Course Registration Status Code Validation Form STVRSTS The following fields on STVRSTS need to be set up for use in fee assessment e Count in Asmt This indicator is used for any course with a registration status which should have an impact on fee assessment Check this box so the billing hours for the course with this registration status code will be considered in fee assessment Uncheck this box if the billing hours for the course with this registration status code are not to be considered in fee assessment e W D Ind This indicator is used for any course with a registration status that should be considered a dropped course Check this box s
97. reversed Refunding by course is used when the Ref und by Total checkbox is unchecked for the term in the Term Control Form SOATERM For refunding by course processing the above explanation of processing is a basic description of what is done when a per credit rule has been used Since there are options to process rules in three ways per credit flat and overload the following steps describe in more detail what occurs l The student s previous accounting record is always consulted 2 The method used to create the charge is determined If there was a flat charge or an overload charge refunding will account for that without the use of plateau hours and plateau indicators because flat hours are stored in the audit history record and are itemized there a The audit trail itemizes the currency amounts for per credit flat fee and plus per credit checking for overload charges Please refer to the topic Refunding Using Combined Flat and Overload Rules Plateau Refunds later in this section for further information about plateau refunds 3 Refunding then looks at the charge for that course and processes the refund according to the rules established on SFARSTS or SFAESTS Refunding using enrollment status is discussed in more detail below Student Release 6 0 User Guide 13 157 13 Registration Registration Procedures 13 158 Refunding By Registration Enrollment Status Your institution may use enrollment status codes
98. rule activity 1001 RE 4 0 100 15 DEC 02 a CRN 1001 is processed The W D Ind icator for the registration status code in STVRSTS is not checked so all 4 hours have 100 liability May 2003 Student Release 6 0 Confidential User Guide 13 165 13 Registration Registration Procedures 13 166 CRN 1002 1003 4 hours 1 4 liable hours Liability is expressed in decimal form so 1 equals 100 Add 4 to the total liable hours The total liable hours equal 4 This is stored for later use The next registration refund interim period and corresponding CRNs are processed Registration Hours Refund 96 defined Liability 96 basedon Date of Status Code for RSTS code date refund rule activity DC 4 75 25 18 JAN 03 DC 4 75 25 18 JAN 03 b CRN 1002 is processed c The W D Ind icator for the registration status code in STVRSTS is checked so dropped hour processing is performed Dropped Hour Processing Starting hours registration hours for the drop new starting hours 22 4 hours dropped new starting hours of 18 new starting hours are saved for next CRN processing Determine Enrolled Hours New starting hours previous from flat hours enrolled hours 18 12 enrolled hours of 6 Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule If they are this indicates that the student still qualifies for the previous flat hour rule S
99. s start date and refund monies based on rules established in SSARULE for that section Processing Algorithms Example The student started a 15 week course and on April 22 2002 wants to drop The registration start date is April 1 2002 with an expected completion date of July 15 2002 A week is defined as having 7 days Percent Complete Calculation Number of days elapsed in the registration Calculate the number of days between the registration start date SFRAREG START DATE and the current date Example Difference between April 1 2002 and April 22 2002 21 days Number of days available in the registration Calculate the number of days between the current extension start date SFAREG START DATE and the current expected completion date SFAREG END DATE Example Difference between April 1 2002 and July 15 2002 105 days Calculate the percent complete Number of days elapsed in registration number of days available in the registration 100 Example 21 105 100 20 00 This percentage would be compared to the percent complete rule defined for the registration code rules defined in the SSRRFND table to ascertain the refund percentage to use in the calculation of the refund amount Duration Complete Calculation Number of duration units elapsed in the registration Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Calc
100. sample shows the output when the process is run in Update Mode 15 AUG 1995 12 55 40 BAN2 SEED DATABASE 199599 395000221 395000218 900000433 201000019 395000118 395000222 202000010 395000219 Time Status Calculation Update Time Status Updated Time Status Code Existing Revised Armstrong Kathleen K Corcoran Janice B Finnegan Heidi Onofrio Joseph P Peterson Joseph R Phillips Jonathan R Savannah Suzanne S Torlind Janet K 15 AUG 1995 12 55 40 BAN2 SEED DATABASE 199599 Time Status Calculation Update REPORT CONTROL INFORMATION SFRTMST Release 2 1 5 TERM 199599 CAMPUS CODE LEVEL CODE RUN MODE Number of Number of 13 368 U Records Processed 15 Records Eligible for Update 8 Number of Records Updated 3 Number of Records for Review 5 Student Release 6 0 User Guide Comments Leave of absence Kk MUST be updated manually ke tek Graduated Deceased Withdrawn PAGE 2 SFRTMST May 2003 Confidential 13 Registration Reports Time Status Calculation Update Process SFRTMST This sample shows the output when no records require updating in Audit Mode 15 AUG 1995 13 40 44 BAN2 SEED DATABASE 199401 Time Status Calculation Update Time Status to be Updated Time Status Code Existing Revised Comments No Time Status Records to be Updated 15 AUG 1995 13 40 44 BAN2 SEED DATABASE 199401 Time Status Calculation Update REPO
101. start date associated with the section is used to determine inclusion For open learning courses the start date of the original SFRAREG record for the student is used If you need to isolate a portion of a term for processing enter either a valid term or a wildcard 96 to search all terms The wildcard feature is only permitted if start from and to dates are also entered In this instance only registration records in a particular term matching the date range entered would be selected Also if a specific part of term is entered records meeting the date requirements are selected A valid term must be entered in order to also have the associated part of term Term Part of Ierm Date Range Results 13 319 Fall 2002 All registration records with a registration start date between the date range inclusive for the Fall 2002 term would be selected Fall 2002 1 All registration records for the Fall 2002 term for sections assigned a part of term code of 1 would be selected Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Parameters Term Part of Term Date Range Results Fall 2002 01 SEP 2002 to All registration records with a registration start 30 NOV 2002 date between the date range inclusive for the Fall 2002 term would be selected 1 01 SEP 2002 to Not permitted 30 NOV 2002 Fall 2002 1 01 SEP 2002 to All registration records for the Fall 2002 term for 30
102. that detail code in SFAFMAX If the aggregate charge is outside of the minimum maximum charge range the aggregate charge is adjusted and the adjustment amount is recorded in the Registration Fee Assessment Audit History Form SFAFAUD The audit history record that is created brings the determined liability for the student into agreement with the amount the student was charged in accounting The audit history and the student s account charges will agree This processing can be seen in the Note field in the Detail Audit Information window on SFAFAUD In registration fee assessment the SFRFMAX table is consistently checked prior to the creation of accounting records in TBRACCD This is true regardless of whether the Tracking by CRN checkbox is turned on checked or off unchecked in Term Control Form SOATERM When tracking by CRN is used for a term the scope of the registration minimum maximum rules changes l Each course specific charge will be evaluated against the defined minimum maximum charge range for the term and detail code as defined in SFAFMAX 2 As part of the registration fee assessment processing when using tracking by CRN the determined charges are grouped by detail code and CRN The generated charges will include recording the CRN in the student s accounting record if the charge is for a particular course i e a section fee or a charge determined by a registration fee assessment rule from SFARGFE where the Assess b
103. the change in liable hours for the student when dropping from a flat range into a per credit range Note If you currently use plateau hours to manage your refunds you must migrate the correct starting point for your flat hours range into the Flat Charge Hours Range From field SCT is providing a script to determine the from flat hours using the rules you had established for plateau charging at your institution You do not need an extended decimal range to create an accurate refund in these situations so the use of plateau hours is not required Student Release 6 0 May 2003 13 162 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures A base number of liable hours must be used to use to determine the dropped hours that will then determine the new qualifying rule in SFARGFE instead of using plateau hours When converting to this version of fee assessment rules for previous terms should be adjusted by moving the plateau hours to the Flat Charge Hours Range From field The extended decimal places that were required in the Plateau Hours field are not required in the Flat Charge Hours Range From field If the flat range began with 12 00 hours then 12 00 hours should be entered into the Flat Charge Hours Range From field for the flat rule For example if you adjusted your plateau hours to 12 0574 to correct for calculation errors in the old processing but your from credit hours for the rule were 12 00
104. the Student Registration Group Form SFARGRP Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Procedurally registration group codes can be defined on SFARCTT without priorities at the same time that registration time slots are defined on SFARCTL Priorities can then be assigned to the group codes on SFARCTT after the time slots exist with their assigned priorities on SFARCTL Build registration time slots in the Registration Priority Control Form SFARCTT The Registration Priority Control Form SFARCTT is used to define rules that assign the begin and end dates and times and priority assignment for each registration time slot for Student Self Service Web registration and Voice Response telephone registration Time slots are required to have a begin date and time end date and time and a priority More than one registration time slot can be assigned the same priority If more than one time slot has the same priority any group assigned that priority on the Registration Group Control Form SFARCTL will have all of those time slots assigned and available for Web and telephone registration Students who are assigned to the group in the Student Registration Group Form SFARGRP will be permitted to register via the Web or telephone during any of the time slots assigned to the priority of the group Link the time slots with their priorities to the registration groups
105. the address record selected from the address information retrieved based on the response s to the Address Hierarchy parameter in the process is reported If no address record was retrieved an error is written to the control report address must be reported Either different responses to the Address Hierarchy parameter may be needed or address information may need to be updated or added online Street Address 2 The Street Line 2 Address that matches the address record selected as described in item 9 City The City that matches the address record selected as described in item 9 State The State Code that matches the address record selected as described in item 39 Country The description of the Nation that matches the Nation Code in the address record selected as described in item 9 Please note that if a value exists in the Nation Code field the State field is reported as FC Foreign Country US Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 14 15 Error 13 Registration Registration Procedures clients are advised not to populate the nation code with a code for USA for this reason ZIP Postal Code The ZIP Postal Code that matches the address record selected as described in item 9 Address Effective Date The address From Date data element for the address selected based on the Address Hierarchy as found on the General Person Identification Form SPAIDEN is reported
106. the instructor records associated with the section SIRASGN are checked and the instructor s PIDM for the primary instructor is entered in the Instructor field Extension Processing Restrictions Extensions are not permitted under the following circumstances e the student has holds that prevent registration e the student would exceed the maximum number of extensions defined for this section e thestudent s current completion date has passed e the registration record has a final grade regardless of whether that grade has been rolled to academic history e the extension requires special approval and that approval has not been granted e course has been dropped or withdrawn from the registration status code used has been defined with the STVRSTS WITHDRAW IND set to Y or the STVRSTS INCL SECT ENRL set to Y Extension Refunding Processing Extension withdrawals or drops are not permitted under the following circumstances e the registration status code has not been defined in SSARULE e the registration status code used has not been defined in STVRSTS with the Ext ension Indicator and the W D Ind Withdrawal Indicator checked e the extension is current or completed i e the process date falls between the start or end date of the extension record e the registration record has a final grade regardless of whether that grade has been rolled to academic history Student Release 6 0 May 2003 User Guide Conf
107. the tuition refund This refund percentage will be used in determining the student s financial indebtedness to your institution Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons Fee Refund Enter value between 0 and 100 percent for the calculation of the fee refund This refund percentage will be used in determining the student s financial indebtedness to your institution Extension Enter a value between 0 and 100 percent for the calculation of Refund the extension fee refund This refund percentage will be used in determining the student s financial indebtedness to your institution Override This field is used by SSARULE to determine if you can change the values that are defaulted from this block Activity Date This is the date the record was created or updated Registration Fee Assessment Rules Form SFARGFE May 2003 Confidential The Registration Fee Assessment Rules Form SFARGFE provides the rules used in the Fee Assessment algorithm These rules provide you with the ability to apply rules by term residency college major etc Prior to entering the data on this form the proper validation forms must be created The data on this form is necessary to process fee assessment To review the rules as they apply to a student without updating the database you may use the Student Course Fee Assessment Query Form SFAREGF Fee assessment rules are displayed
108. this value will be used to calculate the attend percentage Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Student Withdrawal Form SFAWDRL Use this form to withdraw a student from enrollment for the term When you withdraw a student from the term using this form SCT Banner begins the processing of the student s Title IV refund information You can also use this form to update information that SCT Banner will use later to calculate the student s Title IV refund such as e Record a Title IV effective withdrawal date and status and a start date and end date of enrollment e Record any additional amount for allowable institutional costs not assessed via SCT Banner Accounts Receivable e Record any days for approved leave of absence The percent of period attended will be calculated based on this data the start and end of term as recorded in STVTERM or by part of term as indicated on SOATERM and break periods of five or more days as recorded in the Student Term Break Form SOATBRK and the SORTBRK table e Be warned if the student still has active enrollment status when a withdrawal code is entered e Calculate the amount of original institutional charges for the term from the TBRACCD records for the term which have the tbraccd orig charge ind set to Y on records with detail codes where the tbbdetc inst charge indis set to Y This form also displays all TBRACCD records for the term
109. to the audit history table that holds this information That row is displayed with a 0 00 charge in SFAFAUD and is informational only For each registration record processed for the student that involves a drop or withdrawal the number of dropped hours are deducted from the total non dropped hours determined from the last assessment For this processing fee assessment refers to the dropped hours rather than the liable hours used in other fee assessment processes The dropped hours are deducted from the total non dropped hours from the last assessment because the process needs to identify whether the student has fallen below the starting point for flat hour range from the last assessment After determining what will now be referred to as the student s enrollment liable hours these hours are compared to the starting point for the flat hour range from the last assessment If the enrollment liable hours are not less than the starting hours for the flat hour range there is no change in assessment If the enrollment liable hours are less the rule evaluation is called using the enrollment liable hours to determine what rule the student now qualifies for Please refer to examples of these calculations which follow Here is a sample of registration activity for a student who registered for courses and performed a series of drops across multiple refund periods In this example assessment was not run until all the dropping activity had been completed f
110. to withdraw a student from enrollment for the term which triggers SCT Banner to begin the processing of the student s Title IV refund information SFIWDRL Student Withdrawal Inquiry Form Used to view and query withdrawal information about a student from SFAWDRL for a single term or all terms May 2003 Student Release 6 0 Confidential User Guide 13 11 13 Registration Registration Forms Registration Forms Student System Distribution Initialization Form SOADEST Use this form to enter the intended destination of hardcopy student schedules invoices academic transcripts enrollment verification reports and compliance results requested during the terminal session You can designate the selection criteria used in the sleep wake routines when processing schedules invoices and transcripts Enrollment verifications are not printed using sleep wake processing but the printer to be used may be set up from this field This form is displayed the first time you enter any Registration Accounts Receivable Academic History transfer request or CAPP compliance request module form during a session Entries are stored for the current Banner session only To change distribution designations after exiting the Student System Distribution Initialization Form SOADEST during a session you must re access the form directly The form appears again during your next session whenever you attempt to access one of the same module forms Values entere
111. type codes need to be set up on to map to the home address type and campus address type if you want addresses to print on the report The value in the Internal Code field is used to identify the GTVSDAX address hierarchy Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures The parameters are as follows e Audit or Update Mode Required enter for audit or Ufor update update mode will update the database records by creating a withdrawal record for those students who received Title IV funds Term Code Required enter the code of the term for which you want to run the report values from STVTERM Student Level Required enter the student level or levels such as undergraduate or graduate for which you want to run the report values from STVLEVL e Campus Code for all Required enter the code of the campus for which you want to run the report or for all campus codes values from STVCAMP e Title IV Recipients Only Required enter Y to include only Title IV recipients or N to include all students Enrollment Status Code for all Required enter the enrollment status code for the type of enrollment status to be included in the report or for all enrollment codes e Default WDRL Code Required enter the withdrawal code to be used for records that do not have an associated withdrawal code on STVESTS values from STVWDRL
112. used in fee assessment billing hours e credit hours for section fees only e tuition waiver e course levels e grade mode e schedule type e instructional method e course degree attributes e fee codes e duration type for section fees only e duration units for section fees only Schedule To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly set up is required in the Schedule module The following information from the Schedule Form SSASECT and the Schedule Detail Form SSADETL is pulled into the Registration module and is used in fee assessment course campus e schedule type e instructional method e part of term These dates default from SOATERM e tuition fee waiver e billing hours These default from the course but may be changed as sections are created e sections fees e degree program attributes e duration type e duration units Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Term Control To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly set up is required in the Registration module The following fields in the Fee Assessment section of the Term Control Form SOATERM are used in fee assessment e On line When this box is checked fee assessment will run in baseline when
113. which is calculated or defaults to 5096 It cannot be changed See the Calculation Information section which follows Total dollar amount of all charges designated as original for the student during the term which defaults from the key It cannot be changed Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons Other Costs Dollar amount of any other costs assessed to the student during the term You can change the value in this field to reflect any updates to the student s account by entering an amount in dollars and cents Note This field is not used in any calculations on the form Record any additional amount for Allowable Institutional Costs not assessed via SCT Banner Accounts Receivable Comment Text that you want to associate with this particular withdrawal record Calculation Information The Days in Period are calculated as follows Term Dates Calculation from STVTERM STVTERM End Date STVTERM Start Date 1 Possible days in term Possible days in term vacation five or more consecutive calendar days Days in term for student Part of Term Calculation from SOATERM Last day of last part of term First day of first part of term 1 Possible days in term Possible days in term vacation five or more consecutive calendar days Days in term for student The Days Attended are calculated as f
114. which were entered on SFAWDRL The Comment window is accessed using the Comments Data No Data button Student Release 6 0 May 2003 13 126 User Guide Confidential Registration Procedures 13 Registration Registration Procedures Registration Tables to be Updated Each Semester The following list is of validation and control forms that need to be updated each semester before registration can occur Validation Table Control Rules Form Information Required for Ubdate STVTERM Term Validation Form SSAEXCL Schedule Exclusion Rules Form SOATERM Term Control Form SFAMHRS Registration Maximum Hours Form SFAESTS Enrollment Status Control Form SFARSTS Course Registration Status Form SOACTRM Continuant Term Rules Form Need start and end dates for the semester Also helpful to have housing and financial aid dates Determine holidays and vacation periods Determine starting course reference number Set the Permit Registration flag to checked Enter the registration readmit term the last semester a student must have attended in order to register Need start and end dates number of weeks and census dates for each part of term Set registration errors For each student level enter the maximum hours for which a student can register For each enrollment status as determined on STVESTS enter the status start and end dates Note EL Eligible to Register must refer to the start of advance registratio
115. will be charged for the extension This value is calculated based on the amount and fee type defined for the extension rule on SSARULE If the extension rule permits an override this value may be changed and should represent the charge to appear on the student s account The fee assessment process views this amount as a flat fee due to the fact that all calculations to derive the amount have been completed If the fee is to be waived this amount will be set to zero if the Waive checkbox is checked Use this checkbox to waive extension fees When this box is checked the amount calculated will be overwritten with zeroes As zero fee transactions are not posted on the student s accounts receivable account the transaction intent is captured in the extension history for user troubleshooting and reference This is the date that the fee assessment or refund was processed This field is populated by the fee assessment process If online fee assessment is used based on the SOATERM record the student s account and the assessment date will be updated immediately However if batch fee assessment is used the assessment date will be null and an entry will be placed in the fee assessment collector table The batch fee assessment process will then create the appropriate charges on the student s account Student Release 6 0 User Guide 13 67 13 Registration Registration Forms Fields Last Updated User ID Comments Term Control For
116. wish to see fee assessment records If the Term field is blank records for all terms will be displayed The following fields are in the Key Block Fields Descriptions Buttons ID Enter the ID of the student for whom you wish to see an audit This field is required Term Enter the term for which you wish to see the audit This field is not required If left blank all records for the ID will be displayed lookup List Term Code Validation STVTERM Detail Block This block displays the results of the query for the student with records for the term specified in the key or for all terms These fields are display only The following fields are in the Detail block Fields Descriptions Buttons Term The term for which the fee has been charged to the student Student Release 6 0 May 2003 13 100 User Guide Confidential May 2003 Confidential Activity Date Time Seqno Sequence Number Detail Code DCAT Detail Category Code Accd Tran No Account Transaction Number Amount Most Recent Assessment Total 13 Registration Registration Forms Descriptions Buttons The date the assessment was entered or last updated The time the assessment was entered or last updated The sequence number of the rule from SFARGFE for this record The detail code from TSADETC for the rule that was applied for the charge The category of the detail code for the rule that was applied for the charge The transac
117. with detail codes where the tbbdetc inst charge indissetto Y with an updatable checkbox for the tbraccd orig charge indand totals for the sum of original institutional charges and of other institutional charges If changes are made to the Original Charge Indicators the new total will be taken back as the amount of original charges on the Title IV withdrawal record processing of the enrollment status course status and registration fee assessment must be completed before accessing SFAWDRL e View current course information from SFRSTCR similar to including e CRN e Part of term e Subject e Course number e Section e Enrollment status e Enrollment status date e Last date of attendance May 2003 Student Release 6 0 Confidential User Guide 13 277 13 Registration Registration Procedures 13 278 e Maintain additional withdrawal information such as Enrollment start and end dates e Days in enrollment period as well as the days attended e The total institutional charges e Free form user withdrawal comments SFAWDRL and Status Changes If status code date or original charges have changed when accessing the Withdrawal Status Information block from the key a pop up window indicates that changes have occurred and displays the old new values for all three l If the status code date have changed the user has three options a Create a new record b Update the existing status code date c Ex
118. with the desired course and or section characteristics Note In the section level rules there is a second refunding criteria duration complete that can be defined in place of the percent complete information entered here As the duration is defined at the section level and validation is required to ensure that the duration assigned in the rule corresponds to that defined at the section the duration complete information cannot be defined at this time Fields Department Campus College Schedule Type Instructional Method Descriptions Buttons This is the department code entered in the Registration Date Defaults block This is the campus code entered in the Registration Date Defaults block This is the college code entered in the Registration Date Defaults block This is the schedule type code entered in the Registration Date Defaults block This is the instructional method code entered in the Registration Date Defaults block Student Release 6 0 User Guide 13 87 13 Registration Registration Forms 13 88 Fields Descriptions Buttons Status Code This is the status code that was entered in the Registration Status block This field is display only Default Refunding Rules Extension Block This block is used to define refunding rules for status codes that will be available for drop and or withdrawal processing To access this block position the cursor on the applicable registration statu
119. 0 User Guide May 2003 Confidential 13 Registration Reports Student Schedule Report SFRSCHD Parameters cont Name Print Long Section Title Required Yes Description Enter Y to print the long section title from the syllabus SSRSYLN or Nto print the existing course title from the section SSBSECT or from SCBCRSE if the section title is null The default is N Values Print Schedule Type Yes Enter Y to print the schedule type code for the section on the output or Nto not print the code This parameter allows institutions using pre printed forms to control the presentation of the data on the report The default is N Print Instructional Method Yes Enter Y to print the instructional method code for the section on the output or Nto not print the code This parameter allows institutions using pre printed forms to control the presentation of the data on the report The default is N Print Reg Start End Dates Yes Enter Y to print the registration start and end dates the original registration start date and the most current expected completion date for the section on the output or N to not print the dates This parameter allows institutions using pre printed forms to control the presentation of the data on the report The default is N Report Sample Student Schedule Report SFRSCHD see the following pages 13 316 Student Release 6 0 User Guide May 2003 Confidential 13 Regis
120. 0 User Guide 13 191 13 Registration Registration Procedures e Requested when the batch process is run using the parameters which include population selection To request either or both documents to print online via TSRCBIL and SFRSCHD the Sleep Wake process must have been defined The request may be entered online and the batch process es run without defining the Sleep Wake process The first set of options which follows describes the choices regarding the printing of bills and the second set describes the choices for the printing of schedules Any combination may be used to print one or both documents For example the Student Schedule Report SFRSCHD can be defined to the Sleep Wake process and requested online and printed while the Student Invoice Billing Statement TSRCBIL can be requested online without the Sleep Wake process defined and then be printed later through the batch process Reference Name Description Collector Tables Used Registration Student Schedule Collector Table TBRCBROQ Invoice Statement Collector Table Form Used SFAREGS Student Course Registration Form Reports Used SFRSCHD Student Schedule Report TSRCBIL Student Invoice Billing Statement Process Used Sleep Wake N A Printing of Bills The Print Bill box on the Student Course Registration Form SFAREGS automatically defaults to checked when the Fee Assessment On line box is checked on the Term Control Form SOATERM and defaults to unche
121. 01 SEP 1999 to All registration records with a registration start 30 NOV 1999 date between the date range inclusive for the Fall 1999 term would be purged 01 SEP 1999 to All registration records with a registration start 30 NOV 1999 date between the date range inclusive regardless of term would be purged Student Release 6 0 13 340 User Guide May 2003 Confidential 13 Registration Reports Registration Purge SFPREGS Parameters Name Required Description Values Purge Term Yes Enter the term code which is to be purged of Term Code Validation Form registration information STVTERM Start Range From Date Yes Enter the start date for which registration records are to be purged Start Range To Date Yes Enter the end date for which registration records are to be purged Report Type No Enter the type of purge to be processed Either students with errors will be purged or all students will be purged Run Mode Yes Enter an A to indicate that the processistoberunin Audit dudit mode which purges no records Enter a uU dida run in update mode which purges the registration data Purge Time Status Yes Enter Yto purge time status history records Enter N Y Purge time status history records History to bypass the purge of time status history records Bodens Purge Component Yes Enter Y to purge component records Enter Nto Y Purge component records Records 13 341 bypass the purge of component records The defa
122. 126 UJ gt a4 41 4 D D 2 C m ut CJ FT B CO v a co m N e No Address on SPAIDEN This message indicates that address information could not be found for the address hierarchy that was entered For example if IMA and 2 PR were the address types selected for the report this message would indicate that neither an MA or PR address type could be found for the student If itappears that the student does have an address that matches the hierarchy that was entered the error message is probably caused by the effective date of the address not being valid for the report date The effective date of the address needs to be prior to the report date addresses effective the same date as the report date are not selected Address information is required for all students that are reported to the Clearinghouse An address with an effective date prior to the report date must be entered that will match the address hierarchy that is used for the report e No Expected Grad Date on SGASTDN Students who have been identified as full time half time or on a leave of absence require the expected graduation date to be reported This message indicates that the Expected Graduation Date on the General Student Form SGASTDN is blank An expected graduation date must be entered in this field This field is located in the Graduation Data window which is accessed by selecting G
123. 2003 13 360 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC This sample shows a portion of the EDI TS 190 extract file that is produced when the EDI TS 190 output Run Mode is selected There are no gaps page breaks in the actual extract file The EDI Smart TS 190 extract file is a subset of the EDI TS 190 extract file 1SA 00 00 ZZ 5 7999999000000 ZZ CLEARINGHOUSE00 950703 1006 U 00300 000000000 0 P GS SV SCT999999000000 CLEARINGHOUSEO0 950703 1006 000000000 X 003030 57 190 000000001 11 000000001 950703 1006 5 1111108 19950630 382 08 19950215 19950630 007 08 19950501 01 52 34 234567890 IN2 02 Joseph IN2 05 Onofrio IN2 07 P 3 124 Burmon Drive N4 Orchard Park NY 11047 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000001 ST 190 000000002 BGN 11 000000002 950703 1006 ES 11111108 19950630 DTP 382 08 19950215 19950630 007 08 19950623 01 52 34 202000010 IN2 02 Suzanne IN2 05 Savannah IN2 07 S N3 87 Westfield Drive N4 Concord NH 02774 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000002 57 190 000000003 11 000000003 950703 1006 5 ENR UN 08 19950630 DTP 382 RD8 19950215 19950630 ENT 01 S2 34 395000118 IN2 02 Joseph IN2 05 Peterson IN2 07 R IN2 09 Jr N3 11 Hu
124. 2003 Net Change 00000319 Hasapis Lee Audit 1 S001 Student Service Fee 15 APR 2003 2 T101 Undergraduate Tuition 3 15 APR 2003 Net Assessment Accounting 1 S001 Student Service Fee s 15 JUL 2003 2 T101 Undergraduate Tuition 15 JUL 2003 Net Change 00000320 Mirabella Audit 1 T101 Undergraduate Tuition 15 APR 2003 Net Assessment Accounting 1 T101 Undergraduate Tuition 15 JUL 2003 Net Change Student Release 6 0 May 2003 13 298 User Guide Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC SFRFASC 6 0 200280 Student ID Student Name Tran No Detail Code 00000321 Timm Ernest Audit 1 PARK 2 T101 Accounting 1 PARK 2 T101 00000322 Zammiello Audit 1 S001 2 T101 Accounting 1 S001 2 T101 Processed 13 299 BANNER System Test Batch Fee Assessment Description Amount Parking Fee Undergraduate Tuition Net Assessment Parking Fee Undergraduate Tuition Net Change Student Service Fee Undergraduate Tuition Net Assessment Student Service Fee Undergraduate Tuition Net Change Student Release 6 0 User Guide Tran Date 15 APR 2003 15 APR 2003 15 JUL 2003 15 JUL 2003 15 APR 2003 15 APR 2003 15 JUL 2003 15 JUL 2003 Message PAGE 2 RUN DATE 15 APR 2003 RUN TIME 11 27 AM May 2003 Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC PAGE 3 SFRFASC 6 0 BANNER System
125. 274 c The date as determined by the institution that the student provided official notification to the institution of his or her intent to withdraw A student has provided official notification to the institution of his or her intent to withdraw if the student indicates an intent orally or in writing d The period mid point 50 for institutions who do not take attendance and for which a student leaves the institution without reporting his or her withdrawal and for which the institution is unable to identify the actual date of withdrawal This step is accomplished by the SCT Banner Student System The Return of Title IV Funds process is dependent upon the entry of a withdrawal date The following steps cannot occur until the withdrawal date is entered Note The Title IV Funds Return Calc Process RPRTIVC allows for the determination of the Return Title IV Funds in Audit Mode Calculate and Save Mode or Update Awards Mode The Audit Mode allows you to inform the student of the consequences of a withdrawal before the withdrawal process is completed without updating the Financial Aid awards or the Accounts Receivable information You also have the ability to print a summary of the Return of Title IV Funds calculation in Audit Mode Calculate and Save Mode or Update Awards Mode Institutions are not required to use the Return of Title IV Funds calculation withdrawal date for their own institutional refund policies or for other purposes
126. 3 136 Assess Tuition and Fees oo uum Ree Rom ER IATER CSI USE e 13 136 Registration Fee Assessment 13 137 Registration Fee Assessment and Open Learning Courses 13 171 Registration Fee Assessment Combined Fee Assessment 13 180 RegisterStudents ss rara we tee 13 183 Open Learning Registration s 13 185 Set Up Open Learning RUES i Ss a Bi RS NUR NO d 13 185 Register for an Open Learning 13 187 Create an Extension for an Open Learning 13 188 Drop or Withdraw from an Open Learning Course lees 13 189 Drop or Withdraw from an Extension 13 189 Enrollment Verificatio s cos eo xo UR RR 13 190 Schedule Invoice Statement Options ee 13 191 Produce Student s 5 13 195 UnEcudiz dac cq pE cT 13 195 Produce Student s Bill IRE Ree EMO X 13 195 View Student s Registration ooo 13 196 Produce Course Request Edit 2 13 196 Produce Course Request 13 196 Produce lass R ster gir meae ree eroe e e Posen es 13 196 Produce bleadcoulites i aap eee RU Ux WI e US Ro S VS rdg 13 196 View Cl
127. 5 Rule 2 is used If a student is registered for 3 billing hours for part of term 1 Student Release 6 0 User Guide 13 135 13 Registration Registration Procedures 13 136 and 3 billing hours for part of term 2 Assessment 6 hours x 25 150 Rule 3 is used The Registration Additional Fees Control Form SFAAFEE is used to establish the fee codes and amounts for which a student may be accessed on an individual basis The Registration Fees Min Max Charge Control Form SFAFMAX is used to set up minimum and maximum amounts that can be assessed by detail code for the registration fee assessment process Please refer to the information on assess by course processing in the Fee Assessment Using the Assess by Course Indicator section of the Registration Fee Assessment Processing procedures for an explanation of and examples for additional use of part of term Assess Additional Fees The Registration Additional Fees Form SFAEFEE is used to enter additional charges for a student to be calculated in the registration fee assessment process The only fees that may be assessed here are fees that are set up on the Registration Additional Fees Control Form SFAAFEE Additional fees can be assessed online only by accessing the Registration Additional Fees Form SFAEFEE from the Student Course Registration Form SFAREGS Select the Change Optional Registration Fees item from the Options Menu on SFAREGS The Fee Assessment On l
128. 50 Student Release 6 0 May 2003 13 306 User Guide Confidential 13 Registration Reports Registered Not Paid Process SFRRNOP Registered Not Paid Process SFRRNOP Description Parameters This process permits the reporting or reporting and deletion of student registrations in a term for which financial arrangements payments have not been made The Accept field on the Student Course Registration Form SFAREGS defaults to N when a registration is first processed This flag is changed from N to Y through the use of the Student Payment Form TSASPAY when a student makes payment or arranges terms for payment The flag can be changed on SFAREGS to C for confirmed to indicate that the student s pre registration has been confirmed but payment has not yet been made The Registered Not Paid process deletes the registration records for the term as well as ETRM records for those students with an Nor those with an Nand a Cin the Accept field of SFAREGS To make sure no orphan records are created during the deletion process the SFRAREG SHRCMRK SHRMRES and SHRSMRK records will be deleted with the SFRSTCR records The process can be run in audit or update mode Students whose registrations are deleted through SFRRNOP are also dropped from the Class Roster Form SFASLST The report lists all students affected in alpha order along with their addresses This process also posts adjusting entries to the student s account for any charges asso
129. 73 13 Registration Registration Forms 13 74 WebCAPP Controls The WebCAPP Controls are used to restrict or enable selected CAPP actions on the Web as follows Fields Descriptions Buttons Web Evaluation Checked indicates whether or not the term in the key should be Term available for selection on the Web in viewing existing compliance reports or generating new compliance reports This indicator may need to be updated for each term depending on the institution s policy on viewing running older compliance reports Web Catalog Checked indicates that the term displayed in the key is a valid Term term for the dynamic catalog for WebCAPP processing Use the Registration Term Control item in the Options Menu to return to the Base Term information in the main window Grade Book Controls Window Use this window to set deadline dates for the entry of midterm and final grades These dates are used in the grade calculation procedure of Electronic Gradebook processing with Faculty and Advisors Self Service You can also enter rules for default component and sub component late penalties and resit caps To open the Grade Book Controls window check the Process Grade Book Controls checkbox in the main window fields in the window are optional except for the Midterm Score Entry Cut off Date and the Final Score Entry Cut off Date fields Entering data in this window allows you to define global controls or defaults which appear on SHAGCOM
130. 9950630 50630 950703 1006 ES Y 08 19950630 215 19950630 ENR EBI UN DTP 382 08 199 0 Student Release 6 0 May 2003 13 363 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC 007 D8 19950411 ENT 01 2 34 395000221 IN2 02 Kathleen IN2 05 Armstrong IN2 07 K N3 37 Pittsfield Road N4 Pittsfield MA 03222 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000011 ST 190 000000012 BGN 11 000000012 950703 1006 ES ENR EB4 UN Y D8 19950630 DTP 382 08 19950215 19950630 007 08 19950601 01 52 34 395000222 IN2 02 Jonathan IN2 05 Phillips IN2 07 R N3 37 Carrington Road N4 Scranton PA 17337 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000012 GE 13 000000000 IEA 1 000000000 Student Release 6 0 May 2003 13 364 User Guide Confidential 13 Registration Reports Time Status Calculation Update Process SFRTMST Time Status Calculation Update Process SFRTMST Description This process calculates student enrollment time statuses in batch mode and updates inserts time status history records in preparation for reporting student enrollment data to the National Student Clearinghouse NSC Students are selected for processing only if the current time status calculated by this process is different from the most recent existing time status that is stored in the database This process should be
131. 999 to All registration records with a registration start 30 NOV 1999 date between the date range inclusive regardless of term would be selected Note Ifno meeting records days times building room are defined for an open learning section N A is printed on the report output Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Student Schedule Report SFRSCHD Parameters Name Required Description Values ID Number No To request a specific schedule enter that person s ID number enter a NULL value to request all IDs or enter the word COLLECTOR to process all students in the collector file Process Term Yes Enter the term code representing the term for which Term Code Validation Form schedules are to be printed STVTERM Start Range From Date No Enter the start date for which registration records are to be processed The term is displayed on the report for the registration record for use with the registration start date information Start Range To Date No Enter the end date for which registration records are to be processed Schedule Type for No Enter the schedule type code or codes for the Schedule Type Code Validation Form all sections to be processed or enter for all The STVSCHD default is For example you could select all sections with a schedule type of self paced Instructional Method No Enter the instructional method or methods for the Instructional
132. ACRSE in a term that is using Track by CRN will not count toward the maximum allowed for a detail code for the term Please refer to the topic Definition and Use of Registration in SFAFMA X ater in this section for more information Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Registration Fee Assessment Rules Use the Registration Fee Assessment Rules Form SFARGFE to build your rules for fee assessment processing Please refer to the Forms Reference section of this chapter for full form functional and field information on SFARGFE On SFARGFE you can do the following in the Key Block e Use the pulldown list in the Rule Type field to select valid rule type values such as ATTR CAMPUS LEVEL or STUDENT e Use the Entry Type field to build rules for pre billing and regular billing Use the pulldown list to select PREBILL or REGULAR as the value e Use the Copy Rules to New Term button to copy existing rules to a new term This button opens a window where you can enter the rule information and then select the Process Rule Copy button to insert the copied rules into a new term and save the changes e Use the Set Copy Ind icator checkbox to set the Cpy Indicator for each rule on SFARGFE to checked copy or unchecked do not copy e Use the Process Copy Ind Setting button to default each Cpy Indicator in the form for that rule type to the setting chosen
133. ATABASE PAGE 3 199501 NSLDS SSCR Process SFRSSCR Roster File Records with Missing or Invalid Data New Students Added to SSCR File BANNER ID Last Name First Name M Birth Date Error Message 601 00 0009 Williams Paul 10 OCT 1972 SSN must be entered on SPAPERS No Address on SPAIDEN 601 00 0010 Johnson Judy M 01 JAN 1969 SSN must be entered on SPAPERS No Address on SPAIDEN 601 00 0011 Jones Kathy R 12 DEC 1971 Time Status on SFAREGS is missing or invalid No Expected Graduation Date on SGASTDN 601 00 0015 Gibson Patricia L No Address on SPAIDEN Time Status on SFAREGS is missing or invalid No Expected Graduation Date on SGASTDN 601 00 0020 Lincoln Arthur D SSN must be entered on SPAPERS No Address on SPAIDEN Time Status on SFAREGS is missing or invalid No Expected Graduation Date on SGASTDN 151 61 4789 Oliveira Lamarr K 23 SEP 1972 Address on SPAIDEN 202 12 3787 Quinn Paul S 23 SEP 1970 No Address on SPAIDEN Student Release 6 0 User Guide May 2003 Confidential 13 373 13 Registration Reports NSLDS SSCR Process SFRSSCR 19 MAR 1996 09 26 33 BAN2 SEED DATABASE 199501 NSLDS SSCR Process REPORT CONTROL INFORMATION SFRSSCR Release 2 1 8 RPTNAME SFRSSCR TERM 199501 SSCR FILE NAME sfrsscr dat SSCR FILE TYPE R RUN MODE A ADDRESS HIERARCHY 1MA AID YEAR 9495 Total Records Processed 19 SSCR Matched Records 10 SSCR Unmatched Records 2 SSCR New Records 7 This sample shows an
134. About Clearinghouse Reporting As the Clearinghouse Extract Report only selects currently registered students the termination date for previously enrolled students who do not return in a subsequent term reported is handled as follows e The Clearinghouse maintains the complete history of data that is reported from your institution Their programs compare current reports with previous reports and their processing determines that a student has terminated their enrollment if they are not included in the next term reported by your institution The Clearinghouse will report the termination date as the end date of the previous term The term start and end dates are data elements that are reported as part of the extract processing Students who are enrolled in special programs are considered to be full time students and should be reported to the Clearinghouse but are not registered in any courses should not be enrolled in dummy courses for the purpose of reporting to the Clearinghouse This should be handled as follows e There are two options given the current design of Clearinghouse processing e First a registration term header record can be created without actually registering the students in courses Save in SFAREGS without adding courses Once this registration term header record exists a manual USER time status record can be entered by accessing the Time Status History window from the Key Information of SFAREGS Maintaining the infor
135. Account Detail Review Form TSAAREV You can access this form from the TSTUDENT menu or using the Review Account Detail item in the Options Menu on SFAREGS or on SFAFAUD 3 View student account detail on the Student Account Detail Form TSADETL You can access this form from the TSTUDENT menu or using the Student Account Detail item in the Options Menu on SFAFAUD 4 Use the Registration Fee Assessment Audit History Form SFAFAUD The main window displays all the items that have been entered into the audit table to calculate the student s charges Items that have been used to create a TBRACCD record display the associated transaction number from that table The Audit Detail Information window displays the details for the audit record 5 Run the Registration Fee Assessment Process SFRFASC Run this process to print accounting records print audit information print both accounting records and audit information view audit records before updating student accounts and sort in name or ID order Student Release 6 0 User Guide 13 139 13 Registration Registration Procedures 13 140 Course Catalog To assure that fee assessment processing will access all the rules and information needed to calculate charges correctly set up is required in the Catalog module The following information from the Basic Course Information Form SCACRSE and the Course Detail Information Form SCADETL is pulled into the Schedule module and is
136. Banner Student products as well as SCT Banner Student Self Service Return of Title IV Funds and Authorizations Handbook For more information on Title IV Refunding please refer to the Return of Title IV Funds and Title IV Authorizations Handbook which contains information for SCT Banner Accounts Receivable SCT Banner Financial Aid and SCT Banner Student Terminology The following terms are used to discuss Title IV processing Term Description Title IV Aid Loans and grants funded by the Federal Government under regulations initially established by the Higher Education Act of 1965 and as amended Reauthorization Periodic review modification continuation of a federal program Title IV was last reauthorized in 1998 with significant changes to the required handling of aid if a student withdraws from all classes Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Term Break Period Enrollment Period Leave of Absence Period of Attendance Percent Completed Institutional Charges Other Institutional Costs Calculations 13 Registration Registration Procedures Description period of consecutive days during which no academic activity occurs which may include weekends holidays vacations etc The period of time measured in days for Credit Hour programs and hours for Clock Hour programs for which students who complete an academic program are enrolled Excludes break periods
137. Chapter 13 Registration Registration Module Flow 2 13 5 Registration Module Form 13 6 Registration Menu Navigation Tables llle 13 7 Registration FONNS s qtue ey qe vane d ater ECE verd e weg 13 12 Student System Distribution Initialization Form SOADEST 13 12 Student Course Registration Form les SFAREGS 13 14 Detailed Restriction Result Form SFQPREQ 13 22 Enrollment Status Query Form SFQESTS 13 37 Course Registration Status Query Form SFQRSTS 13 38 Registration Course Query Form SFQSECT 13 38 Holds Query Only Form SOQHOLD 13 39 Registration Section Query Form SFQSECM 13 39 Registration Additional Fees Form SFAEFEE om 13 40 Registration Query Form SFAREGQ 13 40 Student Course Fee Assessment Query Form SFAREGF 13 42 Registration Mass Drop SFAMASS 13 42 Class RosterForm A annara ee SFASLST 13 43 Schedule Section Query Form SSASECQ 13 45 Class Attendance Roster Form SFAALST 13 46 Student Course Registration Audit Form SFASTCA 13 49 Enrollment Verification Request Form
138. Clearinghouse is accurate as of the intended reporting dates It is not possible to calculate time status and insert time status history records as of a point in time in the past because a complete historical audit of course registration changes is not available in the database If a report needs to be submitted to the Clearinghouse on September 10 the batch process would need to be executed prior to September 10 The batch process allows you to control the frequency of the calculation of time status and update insert of time status history records Depending on the frequency of execution some historical changes may not be reflected when reviewing a student s time status history online in SFAREGS For example consider the following registration history for a student and assume that the Calc ulate Time Stat us Indicator on SOATERM has been set to Nor unchecked Example registration changes September 1 13 credit hours Full time status September 6 8 credit hours Half time status September 15 12 credit hours Full time status Example batch processing and update of time status history September 2 Full time status September 10 Half time status Ifthe batch process was run for the first time on September 2nd this student would have a time status history record indicating full time status inserted for that date If the next batch process was run on September 10th this student would now have a new time status history record inserted becaus
139. D FLAT calculation is necessary e IfSSRFEES FEE IND CRED SSRFEES AMOUNT SFRSTCR CREDIT HR Student Release 6 0 May 2003 13 180 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures IfSSRFEES FEE IND BILL SSRFEES AMOUNT SFRSTCR BILL HR e IfSSRFEES FEE IND DURN SSRFEES AMOUNT SFRAREG NUMBER OF UNITS Extreme care should be taken when creating section level SSADETL and term level SFARGFE fee rules as term level rules will not have the same flexibility of fee type as the section level rules Also term level rules can be developed for part of term and or registration from to dates which will not be applicable to open learning courses Tuition and Fee Refunding Functionality This refunding should only be invoked for open learning section registration records no part of term is defined for the section if no extensions have been processed for this registration record SFRAREG EXTENSION NUMBER 0 ofthe most current maximum SFRAREG records and the Ext ension Indicator STVRSTS EXTENSION IND of the registration status code used for the drop contains a value of N Otherwise the extension refund processing should be invoked At the section level criteria for refunding fees is defined in the section level rule processing Refunds are based on the elapsed time Open learning courses can be identified as those courses where no part of term information is contained on th
140. Enrollments in which a person is waitlisted from which a person has withdrawn or which have already been graded will never be considered an in progress course Future term enrollments while in progress for transcript purposes will never be considered by pre requisite checking e Use the Prerequisites radio group in the Registration Error Checking window to specify whether pre requisite checking should be performed or not The No Check option specifies that pre requisite restrictions will not be checked The Fatal option indicates that failure of a pre requisite restriction will raise a fatal error 9 Required Determine how the pipe processes which will submit compliance requests will be managed Student Release 6 0 User Guide 13 269 13 Registration Registration Procedures 13 270 When using area pre requisite requirements Oracle pipes are used to submit compliance requests from the various registration processes Two pipe programs are involved e The Pre requisite Pipe Initialization Process SFRPINI initializes the Pipe Process for each pipe listed in the SFBPIPE table e The Pre requisite Pipe Process SFRPIPE is used as a listening agent for Oracle pipe to initiate the compliance process to perform pre requisite processing for registration Note Pipes used by area pre requisite processing are similar to those used by Job Submission GURJOBS and their management is usually a database administrator or system
141. Enter the sort order for the report output Enter to I Student ID sort on Student ID N to sort on Name L to sort on N Name Level L Level Selection Identifier No Enter the code that identifies the population with Population Selection Inquiry Form 13 382 which you wish to work The selection identifier must be defined on the Population Selection Definition Rules Form GLRSLCT or none of the population selection parameters must be entered Student Release 6 0 User Guide GLISLCT May 2003 Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD Parameters cont Name Required Application Code No Description Values Enter the code that identifies the general area for Application Inquiry Form GLIAPPL which the selection identifier was defined All or none ofthe population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered Creator ID No Enter the user ID of the person who created the population rules All or none of the population selection parameters must be entered User ID No Enter the user ID for the population selection This is the ID of the user who selected the population of people This may or may not be the same as the Creator ID All or none of the population selection parameters must be
142. FND table to ascertain the refund percentage to use in the calculation of the refund amount Examples of Individual Extension Refunding Extensions are granted for an open learning course as follows e Original Duration 10 weeks e Extension 5 weeks e Extension Fee 150 00 Reg Code Complete Duration Duration Tuition Fee Extn Complete Refund Refund Refund WX 50 50 WX 100 0 WX 2 WEEK 50 WX 5 WEEK 0 Refunding by Percent Complete Scenario 1 Student has been granted a 5 week extension and on January 28 2002 wants to withdraw from the extension The extension start date is January 15 2002 with an expected completion date of February 18 2002 They would receive a 50 refund 13 days completed 35 days in total period 100 37 1429 or 3796 which is between 096 and 5096 Student Release 6 0 May 2003 User Guide Confidential Refunding by Duration Complete Scenario 2 13 Registration Registration Procedures Student has been granted a 5 week extension and on February 2 2002 wants to withdraw The original extension date is January 15 2002 and their expected completion date is February 18 2002 They would receive no refund as they fall within the range of 2 to 5 weeks Examples of Extension Refunding for Dropped Withdrawn Course Section Setup CRN 10001 characteristics e Open Learning Course e 10 week duration Reg Code Complete Duration Duration Tuition Fee Extn Complete Refund Refund R
143. Form SGASTDN is not greater than or equal to the end of the processing term If this message occurs the date in this field should be reviewed and updated as appropriate to a future date e No Graduation Term on SHADEGR Students who have been awarded a degree during the current term have a status of graduated require the date of completion of course requirements to be reported The most recent part of term end date for graded courses for the term is reported for the completion date If no graded courses exist for the term the Anticipated Graduation Date on the Degrees and Other Formal Awards Form SHADEGR is reported as the completion date This date must be entered on this form Matching Students in the SSCR File to SCT Banner Records Each student record in the SSCR Roster File includes a social security number and last name These elements are used as the basis for searching for a matching record within SCT Banner The SFRSSCR process examines the social security number data element in the General Person Form SPAPERS as well as all IDs in the General Person Identification Form SPAIDEN both current and previous to determine a match to the SSN reported in the Roster File The process also examines all last names previous and current to determine a last name match Ifa match for any SSN last name combination cannot be found a record is written to the control report with the information from the SSCR file SSN Last Name First N
144. HEDULE TYPE INSTRUCTIONAL METHOD REGISTRATION CODE DEGREE STATUS AWARD IND COMBINE CROSSLISTED SECTIONS N PRINT STUDENT ADDRESS AND PHONE NUMBER N ADDRESS SELECTION DATE 25 APR 2003 ADDRESS TYPE S 1MA PRODUCE ROSTERS FOR PRIMARY INSTRUCTORS ONLY PRINT LONG SECTION TITLE Y RECORD COUNT 59 Student Release 6 0 May 2003 13 327 User Guide Confidential 13 Registration Reports Enrollment Verification Report SFRENRL Enrollment Verification Report SFRENRL Description This process produces the enrollment verification requests which were processed on the Enrollment Verification Request Form SFAROST A request must exist for persons selected via the population selection parameters in order to generate enrollment verification You can use SFAROST to specify the number of copies of the enrollment verification that are to be printed SFRENRL will print the number of copies that are entered on the form The registration date range information from SFAROST is also incorporated into the report Note If an academic year is entered in the Enrollment Verification Request Form SFAROST the enrollment verification will be produced for all terms with the academic term defined on the general student record term on the General Student Form SGASTDN even if the student has no registration and or academic history for one or more of the terms associated with the academic year If no academic year is entered in SFAROST the e
145. ID of the student who is registering for the course 3 Use Next Block to access the Registration Information block and enter the CRN number in the CRN field or search for appropriate sections using the Search button for the CRN field You may also enter the subject course number and section directly if the CRN is unknown 4 Save the record and fix any errors 5 Anew Start End Date Entry window will be displayed for open learning courses Enter the start or end date selected by the student in the window e Ifthe start date is entered the expected completion date of the course will be calculated based on the duration defined for the section e Ifthe student has chosen the date they wish to finish the course the start date will be calculated The start date regardless of how derived will be checked against the start from and to dates on the section record 6 Save the date information You will be returned to the Registration Information block where you must save again to trigger the checking for registration restrictions i e pre requisites time conflicts etc 7 Save the record so that fee assessment processing can take place Student Release 6 0 User Guide 13 187 13 Registration Registration Procedures 13 188 8 entry is created in the Additional Registration Information Table SFRAREG for the start and end dates and the information for the instructor or tutor assigned to the student for the section Th
146. Jennifer A00000740 UG 0004 Nelson Mary 210009507 UG 13 325 ANTH ANTH BIOL ANTH In FR 3 00 RE 04 MAR 2003 FR 3 00 RE 03 MAR 2003 FR 3 00 RE 04 MAR 2003 SO 3 00 RE 25 APR 2003 structor s Signature Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST 25 APR 2003 15 23 19 BANNER University PAGE 1 200310 Class Roster SFRSLST Fall 2002 200310 CRN TERM SUBJ CRSE SEC CREDITS CL LEVEL S 10014 200310 ZOOL 0918 0 Microbiotics Engineering 000 TO 6 000 GR UG and Science Working Together INSTRUCTOR S TYPE AYS TIME Lecture TBA TBA COLLEGE College of Architecture DIVISION DEPARTMENT Undeclared Student Name ID Lev Majr Cl Hrs FGrd Stat Date Last Attend 0001 Andreas Catherine 165000003 GR ANTH 6 00 RE 25 MAR 2003 0002 Andrews Donald 165000004 GR ANTH 3 00 RE 27 MAR 2003 0003 Davises Eric 165000005 UG ACCT FR 3 00 RE 28 MAR 2003 0004 Lairdl Cyndrea 511000036 UG BIOL FR 6 00 RE 11 APR 2003 Instructor s Signature Student Release 6 0 May 2003 13 326 User Guide Confidential 13 Registration Reports Class Roster Report SFRSLST 25 APR 2003 15 23 19 BANNER University PAGE 1 200310 Class Roster SFRSLST REPORT CONTROL INFORMATION SFRSLST Release 6 0 RPTNAME SFRSLST TITLE TERM 200310 PART OF TERM START RANGE FROM DATE START RANGE TO DATE NO GRADE REPORT N SORT ORDER C CAMPUS SC
147. LN or Nto print the existing course title from the section SSBSECT or from SCBCRSE if the section title is null The default is N Print Reg Start End Dates Yes Enter Y to print the registration start and end dates the original registration start date and the most current expected completion date for the student or N to not print the dates The default is N Report Sample Enrollment Verification Report SFRENRL see the following pages 13 330 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Enrollment Verification Report SFRENRL This sample shows the Credit Hours Type of Earned Date Issued 25 APR 2003 15 32 56 Page 1 Request Type Complete Issued to Record of Mary A Nelson Student No 210009507 WARNING No Address ENROLLMENT VERIFICATION FOR FALL 2002 200310 us Eligible to Register General Student Information Sophomore Academic Standing Student Type Continuing Campus Residency Out of state Resident Term Dates 26 AUG 2002 to 13 DEC 2002 Expected Grad Term Spring 1999 Expected Grad Year 1999 PRIMARY CURRICULUM College College of Arts amp Sciences Degree Bachelor of Arts Major1 Anthropology Enrollment Hours and Credit Hours i 21 000 Term GPA 0 000 Cumulative Hours and ATTEMPTED EARNED PASSED QUALITY HOURS HOURS HOURS POINTS 31 000 31 000 91 000000 Degree s Information Billing Hours and Assessment I
148. Method Validation Form for all sections to be processed or enter for all The GTVINSM default is For example you could select all sections with an instructional method of Web based Student Release 6 0 May 2003 13 313 User Guide Confidential 13 Registration Reports Student Schedule Report SFRSCHD Parameters cont Name Required Values Description Address Selection Date No Which address effective on this date do you want to print on the student schedules Leave blank for today enter in date format DD MON YYYY Address Hierarchy Yes Enter the address type to be printed on the student schedules multiple requests are permitted and must be entered in priority sequence For example MA 2PR will first print the mailing address and if none is found will print the permanent address Enter each parameter then hit Return for the next prompt Returning with a null value will move you on to the next parameter Address Type Code Validation Form STVATYP Printer Enter the printer destination for schedules Note This field is required when you are running this report for the collector file Campus Processing Indicator Yes Enter Y to process specific campuses Enter N to process all campuses Y Specific campuses N All campuses Campus 13 314 Enter the course campus for which the student schedules are to be produced Note If the Campus Processing Indicator para
149. NFIDENTIAL Displays when the Confidentiality Indicator checkbox is checked Confidential on the General Person Form SPAPERS Confidentiality may be Message requested by the student or determined by institution policy Column Not a base table item DECEASED Displays when the Deceased Indicator checkbox is checked on Deceased the General Person Form SPAPERS You may process data for Message a person who is deceased Column Not a base table item ID ID and name of the person or non person for the address information query Choices come from the Person Search Form SOAIDEN or the Non Person Search From SOACOMP Use the Options Menu to access the forms or use List for SOAIDEN or Count Query Hits for SOACOMP Column Not base table items ID and name Student Release 6 0 May 2003 13 52 User Guide Confidential 13 Registration Registration Forms Address Information block Use the Address Information block to view the existing addresses for the ID in type order Fields Address City untitled State untitled ZIP Postal Code untitled May 2003 Confidential Descriptions Buttons Displays the code for the type of address associated with the ID Examples include mailing billing business You cannot update this field but you may view the Address Type Validation STVATYP list to see the address type description for the code in the field Source The value comes from the Type field in the Address In
150. P restrictions and pre requisites These flags are used as follows e Only areas flagged for compliance usage Cmpl checkbox checked will be able to be attached to a program in the Program Area Attachment and Management window of the Program Requirements Form SMAPROG and only areas flagged for compliance usage will be considered during dynamic area selection e Only areas flagged as pre requisite areas Preq checkbox checked will be able to be assigned as course area pre requisites on the Catalog Pre requisite and Test Score Restrictions Form SCAPREQ or the Schedule Pre requisite and Test Score Restrictions Form SSAPREQ e prescriptive area checkbox Pres is not used at this time but has been added in anticipation of the Registration Prescription enhancements to be added in a future release Use the following fields in the Course Attribute Attachment Results window of the Area Output Inquiry Form SMIAOUT to set up CAPP restrictions and pre requisites e The Concurrent Enrollment Ind icator checkbox will be used only when an area is used for pre requisite checking It specifies that the pre requisite requirement can be a concurrent enrollment in other words an enrollment in the same term as the course to which it is a pre requisite When not checked the pre requisite requirement must be fulfilled by enrollment in the pre requisite course in a term earlier than the one for which registration is attempted e The Test C
151. PAGRD 22 APR 2003 BANNER University Page 2 Automatic Grade Assignment Process SFPAGRD UPDATE MODE REPORT CONTROL INFORMATION SFPAGRD Release 6 0 Report Name SFPAGRD Term 200371 Start From Date Start To Date CRN 71012 Schedule Type Instructional Method Instructor Grade Deadline Grace Period 5 Grace Date 17 APR 2003 Grade I Run Mode Audit Update Update Sort Order Name Processing Totals Records Selected Records Updated Session ID Student Release 6 0 May 2003 13 395 User Guide Confidential 13 Registration Reports Auto Grade Assignment Process SFPAGRD This page intentionally left blank Student Release 6 0 May 2003 13 396 User Guide Confidential
152. Process SFRTMST and or the Clearinghouse Extract Report SFRNSLC As is the same case with SFAREGS and SFAMASS the warnings are not considered to be fatal errors and do not stop or interfere with the processing of course registrations SFPFREQ System Time Status Calculations Functionality and Error Messages The Course Request Update Process SFPFREQ inserts course registration records via a parameter which optionally calculates and adds a time status history record for the processing term If this process was run without calculating and adding time status history records initially the Time Status Calculation Update Process SFRTMST could be run at a later time to create and update the time status records Batch Calculation and Update Insert of Time Status Records The Time Status Calculation Update Process SFRTMST calculates time status and updates inserts time status records if appropriate in a batch mode If dynamic time status calculations have not been enabled for the term by setting the Calc ulate Time Stat us Indicator on SOATERM to Y or checked or if the indicator has been turned on and off one or more times during the term this process must be executed to calculate students time statuses and update insert time status records that are needed for the Clearinghouse Extract Report SFRNSLC The purpose and processing consequences of the parameters are described as follows l Term Code This is required and is the term
153. Query Form SCQSUBJ The user ID that assigned the override permit code is stored and displayed on the form as well as the activity date associated with the most recent change Student Schedule information is also displayed on the form The information displayed is the same as that displayed in the Student Schedule section of the Registration Section Query Form SFOSECM Permit Overrides Set Up Summary l Initial Set up a Review and or establish permit overrides on the Registration Permit Override Code Validation Form STVROVR b Enter permit override codes and their descriptions on the form 2 Term Specific Processing a Review and or establish term specific permit override processing rules on the Registration Permit Overrides Control Form SFAROVR Student Release 6 0 User Guide 13 257 13 Registration Registration Procedures b Review and or establish the automatically allowed registration error checking override flags for permit override codes available for the registration term 3 Term Specific Processing a Assign specific permit overrides to students for courses and or sections on the Student Registration Permit Override Form SFASRPO b Review and or assign registration permit override codes to individual students for specific courses and or sections Registration Restrictions and Pre requisites Overview Registration restrictions can be defined by student level college campus classificat
154. RT CONTROL INFORMATION SFRTMST Release 2 1 5 TERM 199401 CAMPUS CODE LEVEL CODE RUN MODE A Number of Records Processed 0 Number of Records Eligible for Update 0 Number of Records to be Updated 0 Number of Records for Review 0 Student Release 6 0 May 2003 13 369 User Guide Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR NSLDS SSCR Process SFRSSCR Description 13 370 This process is used to read and process the NSLDS Student Status Confirmation Report SSCR Roster and Error Notification Files The Roster File is the first file that is received and should be run in Audit mode then Create flat file mode All errors identified in Audit mode must be corrected and Audit mode may be run as many times as needed to diagnose and resolve problems with the data When all data problems have been resolved no errors will appear under either the Matched Records heading or the New Students Added to SSCR File heading on the report output Any records listed under the Unmatched Records heading will be reported as unknown to your institution when the process is run in Create flat file mode The process should be run in Create flat file mode to produce the Submittal File that is returned to NSLDS The Create flat file mode report should be reviewed for any errors that would cause invalid or missing data to be submitted After NSLDS processes the Submittal File and Error Notification File will be returned
155. Release 6 0 Confidential User Guide 13 59 13 Registration Registration Forms Student Registration Group Form SFARGRP Use this form to assign a registration group to individual students on a term by term basis A registration group that has been defined but not associated with a priority cannot be assigned to a student on this form Only one registration group can be assigned to a student for a specific term Registration group assignments cannot be made when the student status for the selected term does not allow registration i e the Allow Registration flag on the Student Status Code Validation Form STVSTST is unchecked or N You cannot create group assignments for a term for which the student record has an inactive status The ID that assigned the registration group code is stored and displayed on the form as well as the activity date associated with the most recent change Fields Descriptions Buttons Group Use a List function from the Group Code field to display a list of valid codes from the Registration Group Control Form SFARCTL Student Registration Permit Override Form SFASRPO 13 60 Use this form to assign specific permit override codes to individual students on a term and course or section basis When a code is assigned to a student for a specific term the CRN Course Reference Number Subj Crse and Sec tion Number fields are available to specify when assigning the specific permit override code At
156. Return to Major Department Rules from the Options Menu Student Release 6 0 User Guide 13 111 13 Registration Registration Forms 13 112 Rule Based Concentrations Window Use this window to view concentrations attached to rules The window is accessible regardless of how the radio group for Attach Concentrations to Majors on the Curriculum Control Form SOACTRL has been set The base rule information is displayed at the top of the window You can copy concentration rules to a new effective term or end them as of a given term The message No Effective Terms Found appears in the window until at least one record is added for an initial term range e g 199501 999999 If the record is copied or ended creating multiple effective term records e g 199501 199601 and 199601 999999 the message Multiple Effective Terms Present will display in the window A List function from the From Term field will display the concentration rule effective terms which exist When attempting to copy or end a rule the list of terms presented will not include terms which have already been used for copying or ending The system will interpret a window without data as an indicator that ALL concentrations are valid for the rule In order to specify that NO concentrations are valid a value e g XCON No Concentrations Valid should be created on the Major Minor Concentration Code Validation Form STVMAJR and entered in this window for the rule
157. S Waitlist Enrollment Purge SFPWAIT Course Request Load Process SFPBLCK Unsatisfied Links Report SFRLINK Student Release 6 0 May 2003 13 288 User Guide Confidential May 2003 Confidential 13 Registration Registration Reports Clearinghouse Extract Report SFRNSLC Time Status Calculation Update Process SFRTMST NSLDS SSCR Process SFRSSCR Pre requisite Pipe Initialization Process SFRPINI Pre requisite Pipe Process SFRPIPE Withdraw Pending Status Change Report SFRNOWD Withdrawn Student Report SFRWDRL Auto Grade Assignment Process SFPAGRD Creating a Population Selection To perform population selection the application you will be working with must first be defined on the Application Definition Rules Form GLRAPPL The second step is to enter the Population Selection Definition Rules Form GLRSLCT enter the Application Code and create a Selection ID Identifier with a description In the Selection Definition section define the Select and From portions of the SOL statement that the selection represents Example Select SARADAP PIDM From SARADAP Next enter the Selection Rules for the population of records you would like to see Example SARADAP TERM CODE ENTRY 200010 AND SARADAP LEVL CODE UG Save your data and exit Your population selection rules will be compiled If any errors are issued during the compilation process resolve the errors before continuing If you do not resolve all er
158. S not using an SOL script Student Release 6 0 User Guide May 2003 Confidential 13 133 13 Registration Registration Procedures 13 134 Student Levels Versus Course Levels in Registration The student level is stored in the general student record on the General Student Form SGASTDN and the course levels are stored on the Student Course Registration Form SFAREGS When a student registers for a course or a section of a course registration looks at the Schedule module to see if the section is offered at the student level If it 15 the student level is defaulted to the course If multiple levels are valid for the course the student level defaults to the course If the student level is not included in the list of valid values the message ERROR Invalid Code Press LIST key for valid codes will be displayed You should then override the defaulting level with a valid level from the list If only one level is valid for the course and it is different from the student level the valid course level will be defaulted no error message will display and no message will indicate that the course level does not match the student level Registration Course Error Flags The following values may be displayed in the Err Course Registration Error field of Registration Section Query Form SFOSECM These values are automatically generated by the system if the student s course meets the criteria as specified by each value Note These values
159. S POINTS 31 000 31 000 4 91 000000 Degree s Information Billing Hours and Assessment Information Billing Hours 21 000 Assessment Information Terms Attended 199510 Fall 1994 199510 199520 Spring 1995 Last Term Attended 199520 Spring 1995 KRKKKKKKKKKKKKKKKKKKKKKEKEKCONTINUED ON NEXT PAGE RRR KKK KKK KK KKK KKK Student Release 6 0 May 2003 13 334 User Guide Confidential 13 Registration Reports Enrollment Verification Report SFRENRL Date Issued 25 APR 2003 15 29 45 Page 2 Request Type Official Issued to IBM Record of Mary A Nelson Student No 210009507 ENROLLMENT VERIFICATION FOR FALL 2002 200310 Enrollment Course Summary COURSE TITLE Intermediate Accounting I TART END NOV 2002 JAN 2003 APR 2003 9 JUN 2003 1 APR 2003 JUL 2003 NOV 2002 JAN 2003 5 DEC 2002 0 MAY 2003 1 N0V 2002 03 APR 2003 The United States to 1877 15 MAR 2003 24 MAR 2003 Biological Principles 199520 Intro to Economics Problems of the Amer Economy Shakespearean Sonnets 5 01 31 01 0 0 21 01 31 1 3 0 Conversational French Enrollment History Term Start Date Date Time Status 199510 29 AUG 1994 16 DEC 1994 No Time Status Rule Met 199520 16 JAN 1995 12 MAY 1996 No Time Status Rule Met Enrollment Messages kckkekekeke ke ke ke ke ke ke OF ENROLLMENT VERIFICATION 7 XXX Student Release 6 0 May 2003 13 335 User Guide Confidential 13 Registration Repor
160. SC allows you to Process assessments using a single ID which is very useful for testing of rules e Process assessment in audit mode Process assessments using a population selection Use a separate date parameter for refunding by total processing e Choose your output format audit and or accounting records e Create the last audit records for migration purposes e Process in collector mode and with an enrollment status e Create student accounting records in TBRACCD to assist in migration steps Using the Purge Process Use the Purge Fee Assessment Audit Process SFPFAUD to purge audit history records from the database You can delete unnecessary records and use a reporting option to review individual accounts when researching possible accounting or assessment errors Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures You can run the purge process for range of dates for transactions for a specific term or for an ID You can choose to keep only the last assessment records You can print summary or detail information and you can run the purge in audit or update mode Registration Fee Assessment and Open Learning Courses Refunding Rule Setup Before setting up refunding rules for use with open learning courses and fee assessment create the term in the Term Control Form SOATERM and define the required registration dates census dates and status
161. SRCBIL is run from the host or through job submission This report should have the Run Mode parameter set to INVOICING When the process is run the system automatically clears out the Invoice Statement Collector Table TBRCBRQ Option 3 Form Process Field Parameter Value SFAREGS Print Bill box Unchecked Sleep Wake Set up and executed Yes or No for TSRCBIL TSRCBIL ID N A Printer N A Run Mode INVOICING or STATEMENT COLLECTOR would not be used for this scenario If the operator unchecks this field or the Fee Assessment On line box is unchecked on the Term Control Form SOATERM nothing happens when a Save function is performed No record is written to the Invoice Statement Collector Table TBRCBRQ The student invoice or bill statement can be printed when the Student Invoice Billing Statement TSRCBIL is run from the host or through job submission Student Release 6 0 User Guide 13 193 13 Registration Registration Procedures 13 194 Printing of Student Schedule The Print Sched ule box on the Student Course Registration Form SFAREGS automatically defaults to checked It may be manually unchecked Option 1 Form Process Field Parameter Value SFAREGS Print Schedule box Checked default Sleep Wake Set up and executed Yes for SFRSCHD SFRSCHD ID COLLECTOR Printer or value from SOADEST If a Save function is performed when this field is checked a record is written to the Registration Student Sch
162. Select only the withdrawal enrollment status codes requested The default for the parameter is all withdrawal enrollment status codes You have the option of selecting all withdrawal status codes one withdrawal status code or multiple withdrawal status codes e Review the student status date and A R institutional charge detail to determine if changes are required e Use population selection e Sort by activity date ID name withdrawal status code and level Note Address type codes need to be set up on the Crosswalk Validation Form GTVSDAX to map to the home address type and campus address type if you want addresses to print on the report The value in the Internal Code field is used to identity the GTVSDAX address hierarchy Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL Parameters 13 387 Name Required Description Values Audit or Update Mode Yes Enter A for audit or Ufor update Update mode will A Audit update the database records by creating awitharawal U Update record for those students who received Title IV funds Term Code Yes Enter the code of the term for which you want to run Term Code Validation Form the report STVTERM Student Level Yes Enter the student level or levels such as Level Code Validation Form undergraduate or graduate for which you want to STVLEVL run the report Multiple levels may be entered Campus Code for
163. Selection Yes Enter the type of financial aid recipient Enter Title IV recipients Tue AN recipients only Ffor Financial Aid Financial Aid recipients recipients or A for all students The default is 7 A Allstudents Verify Enrollment Yes Enter Y to verify enrollment or N to not verify Y Verify enrollment enrollment The default is Y Dodotverify enrollm nt Start Date No Enter the start date in DD MON YYYY format Use this parameter to exclude students previously identified as withdrawn Dates are based on the activity date on SFRSTCA End Date No Enter the end date in DD MON YYYY format Use 13 381 this parameter to exclude students previously identified as withdrawn Dates are based on the activity date on SFRSTCA Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD Parameters cont Name Required Description Values Verify History Yes Enter Y to verify history or N to not verify history Y Verify history The default is Va E N Do not verify history Use this parameter to include those students who have enrollment for the term but no credit hours in academic history all F s for example Grade Which Reflects No Enter any grades which may reflect a drop Drop Campus Selection Yes Enter the campus for which you wish to run the Campus Code Validation Form report or for all The default is 96 STVCAMP Sort Order Yes
164. Status rules You should investigate the student s current registration and compare the student s characteristics and levels of the registered courses against the existing Time Status Rules to determine the problem After correcting any problems with the Time Status Rules the SFRTMST process can be run again If the changes have successfully resolved the problems that caused the 99 codes to display on the report the 99 codes should now be replaced by other real calculated time status codes 3 A legend centered at the beginning of the report output indicates that the students will have their time status updated if the process is run in update mode The number of students in this group may be significantly large if dynamic time status calculations have not been enabled for all or part of the term When the Calc ulate Time Stat us Indicator on SOATERM has been set to N prior to running this process there will be no value in the column displaying the existing time status on the report output If all enrolled students for the term have time status records that are current and there are no students who are deceased graduated withdrawn or on leave of absence and if there are no enrolled students with USER manual time status records the output of SFRTMST will print the statement No Time Status Records to be Updated The process can be used to serve several purposes First it can be used to update insert time status records aft
165. Student Release 6 0 Confidential User Guide 13 5 13 6 13 Registration Registration Module Form Flow Registration Module Form Flow Quick Entry Form SAAQUIK Schedule Form SSASECT Test Score Information Form SOATEST Class Roster Form SFASLST Enrollment Status Query Form SFOESTS Student Course Registration Form SFAREGS Registration Section Query Form SFQSECM Student Release 6 0 User Guide Course Registration Status Query Form SFORSTS Hold Information Form SOAHOLD Enrollment Verification Request Form SFARQST Registration Course Query Form SFQSECT May 2003 Confidential 13 Registration Registration Menu Navigation Tables Registration Menu Navigation Tables May 2003 Confidential Registration Menu REGISTRATION Access this menu from the Main Student System Menu STUDENT SFARECS SFAEFEE SFAREGQ SFAREGF SFAMASS SFASLST SFAALST SFASTCA SFARQST Student Course Registration Form Used to register students for course selections and perform adds drops and withdrawals Registration Additional Fees Form Used to add additional charges to the student registration fee assessment Registration Query Form Used to display the student s schedule with meeting times buildings and rooms Student Course Fee Assessment Query Form Used to display registration fee assessment as calculated by the system Mass Regi
166. Student Release 6 0 May 2003 13 354 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC Clearinghouse Extract Report SFRNSLC Description This report extracts student enrollment information for the purpose of reporting to the National Student Clearinghouse NSC The report should first be run in the Report of Missing Invalid Data mode and then run in either the EDI or EDI Smart mode to create the extract file All errors must be corrected and the Report of Missing Invalid Data may be run as many times as needed to diagnose and resolve problems with the data When all data problems have been resolved the message No invalid or missing student data found for the term code term will print on the report output Some informational messages may appear on the report output when all missing invalid data has been corrected or resolved Only institutions that have licensed EDI Smart and have made arrangements with the Clearinghouse to transmit the extract file with EDI Smart should select that run mode option Parameters Name Required Run Sequence Number No Description System generated by Job Submission Values Term Code Yes Enter the registration enrollment term for the Term Code Validation Form report extract STVTERM Student Attributes to No Enter the student attributes that will identify Student Attribute Validation Form Exclude enrolled registered students for the term who STVATTS
167. T PREVENTS DELETE 445900003 Hammons Alice OUTSTANDING FEE ASSESSMENT PREVENTS DELETE 445900006 Itzco Paul OUTSTANDING FEE ASSESSMENT PREVENTS DELETE 467891100 Jackson William UTSTANDING FEE ASSESSMENT PREVENTS DELETE J 0 445900001 Jamison Ric OUTSTANDING FEE ASSESSMENT PREVENTS DELETE L 658910001 Lowrie James OUTSTANDING FEE ASSESSMENT PREVENTS DELETE 320056999 Pawlings Horace WARNING Registration Fee Not Accepted 200371 Component Information 200371 Sub Component Marks Information 200371 Registration Archive 200371 Open Learning Registration 200371 Class Roster Information 200371 Time Status History Information 200371 Additional Fees 200371 Registration Information DELETED DELETED DELETED DELETED DELETED DELETED DELETED DELETED Student Release 6 0 May 2003 13 343 User Guide Confidential 13 Registration Reports Registration Purge SFPREGS 29 APR 2003 10 37 40 BANNER University 200371 Registration Purge Audit Report Only REPORT CONTROL INFORMATION SFPREGS Release 6 0 URGE TERM 200371 TART RANGE FROM DATE TART RANGE TO DATE RROR OPTION Y U U U U U RGE SUB COMPONENT RECORDS Y RGE COMPONENT RECORDS Y RGE REGISTRATION AUDIT RECORDS Y P S 5 E R P P P e STUDENTS SELECTED 10 UDENTS WITH ERRORS 2 UMBER OF POTENTIAL REGISTRATION RECORDS DELETED 2 UMBER OF POTENTIAL CLASS ROSTER RECORDS DELETED 0 UMBER OF POTEN
168. T SCORE RESTRICTION error message will be issued e Ifstandard pre requisite and test score restrictions are used to define the pre requisite requirements for the section no further information will be available The pre requisite error can be overridden by the operator using normal override processing e If the pre requisite requirement is defined using CAPP areas use a Duplicate Item function from the CRN field to transfer to the Detailed Restriction Results Form SFQPREQ where the details of the pre requisite conditions which were not met are displayed After reviewing the conditions which were failed additional enrollments can be added to allow the student to fulfill requirements for example if additional courses would fulfill requirements for concurrent enrollment pre requisites the error can be overridden using standard override processing or the enrollment can be dropped May 2003 Student Release 6 0 Confidential User Guide 13 15 13 Registration Registration Forms 13 16 Electronic Gradebook Processing When Electronic Gradebook processing for Faculty and Advisors Self Service is in use the following occurs When a student registers for a section the system automatically creates a student mark record for every gradable component defined for the CRN These table entries are copied from the Gradable Component Definition Table SHRGCOM to the Student Mark Table SHRMRKS and the Student Midterm Final Mark Records Tabl
169. T Student Registration History and Extension Form Used to view registration SFRSTCR records for a student without regard for the term in which the registration took place Registration Control Menu REGCONTROL Access this menu from the Registration Menu REGISTRATION SOATERM Term Control Form Used to establish controls for a specific term such as registration fee assessment rules registration error checking and part of term information SFAMHRS Registration Maximum Hours Form Used to maintain maximum hours allowed for registration by level SFAESTS Enrollment Status Form Used to build student statuses and refund policies by term Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Menu Navigation Tables Registration Control Menu REGCONTROL continued SFARSTS SFAEPRT SFAMESG SFATMST SFARCTT SFARCTL SFIRGRP SFAROVR May 2003 Confidential Course Registration Status Form Used to build course statuses and refund policies by term Enrollment Verification Request Rules Form Used to generate the type of information which is to be printed on the enrollment verification document Enrollment Verification Message Form Used to enter the messages that will appear on statements Messages can be entered for specific enrollment verification type codes term codes or student identification numbers Time Status Rules Form Used to establish the curriculum rules
170. T103 100 00 Part of Term blank T101 125 00 pc Ken Jones is registered in two courses CRN 1 4 credits defined as Part of Term 1 CRN 2 2 credits defined as Part of Term 2 The total credits for grouping by student are six 6 The SFARGFE rules for both C and Blank apply to this student s registration The calculation would be 6 X 10 00 for Part of Term C T102 6 X 125 00 for Part of Term Blank 810 00 The rule for Part of Term 2 does not use T103 for processing because assess by course is turned off The student s accounting entries TBRACCD would be 1 T101 Tuition Charge 750 00 2 T102 Undergraduate Tuition 60 00 Net Change 810 00 Example 2 Ken Samuels For this example assess by course is turned onin one rule The rule type is Charge By Student Characteristics SFARGFE is set up as follows Part of Term C T102 9 10 00 pc Assess by Course is N Part of Term 2 T103 9 100 00 pc Assess by Course is Y Part of Term blank T101 e 125 00 pc Assess by Course is N Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Ken Samuels is registered in two courses CRN 1 4 credits defined as Part of Term 1 CRN 2 2 credits defined as Part of Term 2 The total credits for the grouping by student are six 6 Assess by Course is checked for the rule with the detail code of T103 Therefore the SFARGFE rules for both C and Blank apply and Part of Term 2
171. TIAL FEE S DELETED 0 UMBER OF POTENTIAL TIME STATUS RECORDS DELETED 5 UMBER OF POTENTIAL COMPONENT RECORDS DELETED 0 R R R 4 UMBER OF POTENTIAL SUB COMPONENT RECORDS DELETED 0 UMBER OF POTENTIAL ARCHIVE STCA DELETED 0 UMBER OF POTENTIAL OPEN LEARNING AREG DELETED 0 2 2 222222 6 0 2 Student Release 6 0 13 344 User Guide PAGE 2 SFPREGS May 2003 Confidential 13 Registration Reports Waitlist Enrollment Purge SFPWAIT Waitlist Enrollment Purge SFPWAIT Description This process removes the waitlist enrollment information for those students who could not be placed in the class section It should be run after the end of the drop add period after all enrollment data has been processed for the term The process uses the course statuses defined on the Course Registration Status Code Validation Form STVRSTS Only these course statuses with the Wait list Indicator checkbox checked set to Y and the Count in Enrl and Count in Asmt Indicator checkboxes unchecked set to N will be acceptable for processing A report sorted by student name will list the waitlist enrollments which are purged total number of students processed and a total number of enrollments deleted is also provided on the report Multiple parts of term may be purged This process also adjusts the waitlist counts on the Schedule Form SSASECT Parameters Name Required Description Purge Term Yes Enter the term code for which
172. TS the message will display Status undefined or date range invalid press KEY CLRBLK OR KEY CLRFHM to exit 4 A warning message is generated if the user attempts to change a student s major or college if that student s degree record has been updated to pending graduation status 5 Testscore and pre requisite checking are combined and generate the message Preq amp Test Score Error if the student does not meet the pre requisite requirements for a course The message PREQ in progress will display if the student is currently registered for a pre requisite in a prior term and it has not been graded and the In Progress Indicator for that term has been unchecked set to N on SOATERM 6 Maximum Hours check only updates those records which bring the student over the Maximum Hours Allowed with a Maximum hours exceeded message Maximum Hours errors cannot be overridden but the Maximum Hours may be increased in the Registration information section of the form 7 Ifthe user attempts to perform an Exit or Rollback function from the Registration section when changes have been made to this section which may affect registration fee assessment the message ERROR Invalid Key Must SAVE registration changes before exiting will be generated 8 Ifthe user attempts to perform an Exit or Rollback function from the Student Information window when changes have been made to this window the message ERROR Invalid Key Must
173. The sequence number exists for each pidm term then becomes a one up number if additional records are created Tip You can use this value to cross reference the student s withdrawal record when you calculate the student s Title IV refund on the Return of Title IV Fund Calculation Form RPATIVC ID of the user who created updated the withdrawal record for the student SCT Banner assigns this value It cannot be changed Date on which this withdrawal record was created updated SCT Banner assigns this value It cannot be changed Enrollment status of the student This value comes from the Student Course Registration Form SFAREGS It cannot be changed Date on which the value in the Current Enrollment Status field was assigned This value comes from the Student Course Registration Form SFAREGS It cannot be changed Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons Processed Checkbox that indicates whether SCT Banner Financial Aid has processed the withdrawal and calculated the Title IV refund It cannot be changed This checkbox is set by the SCT Banner Financial Aid process when recalculating awards Once SCT Banner Financial Aid processes the withdrawal calculation the process sets this indicator to Y checked checked The withdrawal has been processed in SCT Banner Financial Aid unchecked The withdrawal has not yet been processed in SCT Banner Fi
174. WD Code field if null and it will be null if the STVESTS WDRL CODE DEFisnull If the WD Code is not null meaning STVESTS WDRL CODE DEF gave it a value then the cursor is in the Effective WD Date field If the user chooses to Exit without changes a Rollback occurs Note This is the end of the discussion of the three scenarios listed above Ifthe SFRWDRL PROCESSED IND Y the user may not update any other fields on the form If the SFRWDRL PROCESSED IND N the user may update all updatable fields Student Withdrawal Query Form SFIWDRL Use this form to view and query withdrawal information about a student from SFAWDRL You can view information for either a single term or all terms Withdrawal records appear in descending order by term and within each term descending order by record sequence This form is for query purposes only you cannot make changes to any of the values on this form You can access this form from SFAREGS using the Options Menu Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Student Withdrawal Status Code Validation Form STVWDRL This form is used to define Title IV withdrawal status codes Use the indicators on the form to control whether Financial Aid records are updated and whether refunds will be processed at 50 Term Control Form SOATERM Use the Orig Chg Cutoff Date field in the Fee Assessment section to reflect the date thr
175. Which address effective on this date do you want to print on the Registered Not Paid Report Leave blank for today enter in date format DD MON YYYY Address Hierarchy 13 308 Yes Enter the address type to be printed on the Address Type Code Validation Form Registered Not Paid report multiple requests are STVATYP permitted and must be entered in priority sequence For example MA 2PR will first print the mailing address and if none is found will print the permanent address Enter each parameter then hit return for the next prompt Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Registered Not Paid Process SFRRNOP Parameters cont Name Required Description Values Third Party Exempt Yes When this indicator is set to Y and potential third Y Exempt Indicator party memos exist for the student for the term the i N Notexempt student will be exempt from the deletion process When this indicator is set to N the student is not exempt and will be processed even if potential payments exist Effective Date of Drop No Enter the date of the drop in DD MON YYYY format for the effective date that is to be recorded in TBRACCD If this parameter is left blank the system date is the default Report Sample Registered Not Paid Process SFRRNOP see the following pages 13 309 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Registered Not Paid Pr
176. a fatal error but the problem should be investigated and resolved WARNING Time status for ID ID number MUST be updated manually This message indicates that a USER manual time status currently exists for the ID number displayed in the error message This message is not a fatal error It alerts you that changes in registration will not automatically override a USER manual update to time status WARNING Unable to update SFBETRM This message indicates an Oracle grants problem Contact the DBA for assistance WARNING Unable to insert into SFRTHST This message indicates an Oracle grants problem Contact the DBA for assistance Other Errors and Problems No time status displays in the Time Status History window in SFAREGS after registering a student 13 226 Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures e Calc ulate Time Stat us Indicator on SOATERM must be set to Y checked or if it is set to N unchecked the Time Status Calculation Update Process SFRTMST needs to be run The time status that was calculated seems to be incorrect e The time status calculation is based on the rules that have been established on the Time Status Rules Form SFATMST Those rules should be examined closely First determine that there are no gaps in the rules and that a rule exists for 0 00 minimum and 0 00 maximum credit hours for all app
177. a message asking you to enter the start date or the requested completion date for the specific section of the course The resulting expected completion date in the case of a start date being entered or start date if the Student Release 6 0 User Guide 13 17 13 Registration Registration Forms 13 18 completion date is entered will be calculated verified against the section record and displayed After this information is entered and saved registration restriction and error checking proceed in the same manner as a traditional course registration The CRN and course information are displayed in this window for the registration record being processed If multiple registrations are saved one window is displayed for each open learning registration record The permitted start and end dates displayed represent the start from and to dates assigned to the section record The duration as defined on the section record is also displayed in this window Either a start or end date can be entered on the Start End Date Entry window When all registration checking as been successfully completed an entry will be generated in both the SFRSTCR and SFRAREG tables The Additional Registration Information Table SFRAREG entry processed for the original registration will house either the studentselected start date and expected completion date for open learning courses or the part of term start and end dates defined for the section This original regist
178. a minimum a subject and course number must be designated when assigning a code Ifa subject and course number are specified the permit override registration error checking will apply to any section of that subject and course number when the student registers If a specific CRN is entered the subject course number and section number will default If a subject course number and section number are entered the CRN will default Multiple permit override codes can be assigned to the same subject and course number combination or the same CRN Caution Caution should be exercised when assigning permit override codes Ifa permit override code is assigned to a subject and course number combination that is not associated with a CRN and a different permit override code with a different set of registration error overrides allowed is assigned to a specific CRN that has the same subject and course number the logic in the permit override checking will combine the rules in the sense that all of the Y es overrides for registration error Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms checking will be combined from both rules This will not be a problem if the Y es overrides permitted for the specific CRN are the same or include more Y es overrides than the rule associated with the same subject and course number combination This will be a problem if the Y es overrides permitted for the specific CRN are f
179. aduation Date on SHADEGR 00000433 Finnegan Heidi No SSN Number on SPAPERS 00000433 Finnegan Heidi No Address on SPAIDEN 00000433 Finnegan Heidi No Expected Grad Date on SGASTDN 900000433 Finnegan Heidi No Time Status on SFAREGS Student Release 6 0 May 2003 13 358 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC 28 JUL 1995 12 42 34 BAN2 SEED DATABASE 199599 Clearinghouse Extract Report REPORT CONTROL INFORMATION SFRNSLC Release 2 1 5 TERM 199599 STUDENT EXCLUDE ATTRIBUTES None entered REPORT FLAG Y REPORT DATE 15 JUL 1995 ADDRESS HIERARCHY 1MA RUN MODE 1 Student Release 6 0 May 2003 13 359 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC This sample shows the message that displays on the output when the Report of Missing Invalid Data Run Mode is selected and all errors have been corrected 28 JUL 1995 15 32 22 BAN2 SEED DATABASE 199599 Clearinghouse Extract Report Student Student Error Message No invalid or missing student data found for the 199599 term 28 JUL 1995 15 32 22 BAN2 SEED DATABASE PAGE 2 199599 Clearinghouse Extract Report SFRNSLC REPORT CONTROL INFORMATION SFRNSLC Release 2 1 5 TERM 199599 STUDENT EXCLUDE ATTRIBUTES None entered REPORT FLAG Y REPORT DATE 30 JUL 1995 ADDRESS HIERARCHY 1MA RUN MODE 1 Student Release 6 0 May
180. age Warning Student was automatically graded through registration if you attempt to change a grade on the roster that was entered by the system as an auto grade associated with the course registration status as defined on the Course Registration Status Code Validation Form STVRSTS However the updated grade will roll to academic history if the Roll Indicator is checked or if the Roll Indicator is unchecked and the Grade Roll to Academic Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms History SHRROLL is run provided the original grade was not previously rolled to academic history Prior to saving you may correct an erroneous grade when the Key Information Roll Indicator is set The Roll Indicator on each individual enrollment will not be set until all validation including grade substitution checking has occurred and the enrollment will be able to be rolled When grade entries are saved grade validation will begin with the first person in the list and continue until an error is encountered which will prevent an enrollment from rolling An error message will then be given and the cursor will be positioned on that enrollment The erroneous grade will be able to be corrected and grade validation will continue when a Save is performed Roll flags will be set only after grade validation has been completed Note that grades will not actually be rolled until grade validation has been successful
181. ak Form SOATBRK This form is used to provide a method for institutions to define break periods within the period of enrollment or term A break period less than five calendar days is considered part of the period of enrollment A break period that is equal to or more than five calendar days is not counted as part of the period of enrollment SCT Banner uses the break periods defined for the term to determine the percent attended when a student withdraws from the institution Break days will be determined as entered on SOATBRK and the SORTBRK table on a term basis All consecutive calendar days including weekends must be entered within any vacation period for this feature to function correctly Example Classes do not meet on weekends Thanksgiving vacation days include Thursday Friday and the following Monday A total of five calendar days Thursday Friday Saturday Sunday and Monday must be entered on SOATBRK The form will not e permit an overlap in dates for break periods that is the start date cannot be between start and end of another period e allow consecutive break periods records to be entered that is the start date cannot be end date plus one of another period or e permit break days to be entered as start and end dates of term The Student Withdrawal Form SFAWDRL where the Title IV withdrawal date is entered will display the appropriate break days greater than or equal to five consecutive days and
182. al registration record on SFRAREG The term is displayed for the registration record for use with the registration start date information Start Range To Date No Enter the end date for which registration records are to be processed For traditional registration records this corresponds to a part of term start date housed on the additional registration record on SFRAREG For open learning registration records this corresponds to the student selected start date housed on the additional registration record on SFRAREG 13 321 CRN Yes Enter the CRN number of the section for which a roster is to be produced single requests only enter 96 for all sections for the term Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Parameters cont 13 322 Name Required Description Values No Grade Report Option Yes If a Yis entered a class roster will be printed only for the CRNs that have missing grades Sort Option Yes Enter J to print rosters in instructor name order or I Instructor name order C to print rosters in college division department GC kalee Disan Deparment order order Campus Yes Enter the campus for which the class roster isto be Campus Code Validation Form printed or enter to select all campuses STVCAMP Schedule Type for Yes Enter the schedule type code or codes for the Schedule Type Code Validation Form all
183. all Yes Enter the code of the campus for which you want to Campus Code Validation Form run the report or enter for all The default is STVCAMP Title IV Recipients Only No Enter Y to include only Title IV recipients or N to Y Title IV recipients only include all students N Alistudents Enrollment Status Code Yes Enter the enrollment status code for the type of Enrollment Status Code Validation 96 for all enrollment status to be included in the report or Form STVESTS for all enrollment codes Multiple values may be entered Default WDRL Code Yes Enter the withdrawal code to be used for records that Withdrawal Code Validation Form do not have an associated withdrawal code on STVESTS Student Release 6 0 User Guide STVWDRL May 2003 Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL Parameters cont Name Required Description Values Major Sort Sequence Yes Enter the sort sequence for the primarysortorder I ID for ID Nfor Name Sfor Status Code Dfor Date or N Name L for Level S Status code D Date L Level Minor Sort Sequence No Enterthe sortsequenceforthesecondarysortorder I ID IforID or Nfor Name when the Major Sort N Name Sequence parameter is set to S D or L Home Address SDAX Yes Enter the address type to be used as the home Crosswalk Validation Form Code address for Title IV processing This code must be GTVSDAX defined on the Crosswalk Validation Form GTVSDAX
184. am code Define this program rule on the Program Definition Rules Form SMAPRLE and then enter an appropriate row using this code in the Crosswalk Validation Form GTVSDAX The GTVSDAX record must be created as follows The Internal Code must be e The Seq number must be blank null e The Internal Code Group value must be PREREQUISITES The External Code must be the pre requisite program code defined on SMAPRLE The Desc ription can be any desired description of the crosswalk rule e The Translation Code and Reporting Date can be left blank null The System Req uired Indicator must be checked The program code defined for pre requisite processing on GIVSDAX will be used to provide a logical link within compliance to process areas as registration pre requisites This code is loaded to the temporary request record SMRROCM built for the duration of the Registration Pre requisite process Determine a coding structure to use for Area Pre requisite requirements Area Code is a ten character field Using a coding structure like PENGL1005 where P indicates a pre requisite requirement and ENGLI 005 is the course for which pre requisites are defined will provide for easy queries of pre requisite areas and simplify data entry and reporting Required Use the Area Requirements Form SMAAREA to define the requirements for a pre requisite area If you have not already defined an
185. ame Middle Initial Date of Birth Street Address 1 City State County and ZIP Postal Code If in fact the student in the Roster File is unknown to your institution the SFRSSCR process will report that individual as a status of Z indicating no record exists at your institution for that person without any further user intervention If however you can identify an individual at your institution who should match the Roster File record but was not matched because the SSN and last name reported in the Roster File did not match an existing combination of ID SSN and any current or previous last name in SCT Banner it is necessary to add either an Identification record SPAIDEN and or a social security number in SCT Banner to force a match so that the individual can be associated with the Roster File record and then be processed updated and reported properly If the Roster File last name is different from any existing SCT Banner last name a name change record can be added using SPAIDEN If the Roster File SSN is different from any existing SCT Banner ID or the SSN on SPAPERS an ID change record can be added using SPAIDEN or the SSN can be entered if this is preferable and appropriate Please note that the SFRSSCR process will not under any circumstances update SSNs that are Student Release 6 0 User Guide 13 235 13 Registration Registration Procedures Enrollment Status transmitted by NSLDS The SSN reported on the SSCR file will a
186. and description of a group which is attached to and processed for the area Display only Displays the reason the rule or group is not satisfied Display only Met and Not Met Data No Data buttons exist for the fields below If you click the button or select Next Item from the button you can access the corresponding window of the Group Output Inquiry Form SMIGOUT When requirements exist and have been met the Met button is enabled When requirements exist and have not been met the Not Met button is enabled If requirements do not exist neither of the buttons are enabled General Requirements Group Detail Requirements Descriptions Buttons The General Requirements Met and Not Met buttons reflect the results of analysis of group general requirements Display only lookup Next Item EnterGeneral Requirements section of main window of SMIGOUT The Group Detail Requirements Met and Not Met buttons relate only to areas which have groups attached They reflect the results of analysis of group course attribute detail requirements Display only lookup Next Item EnterCourse Attribute Attachment window on SMIGOUT Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons Rule The Rule Requirements Met and Not Met buttons relate only to Requirements areas which have groups attached and are using rules They reflect the result
187. and then starts an SFKPIPE process for each pipe in the table The userid and password used need privileges to read and update the SFBPIPE table and access the SFKPIPE named pipes Starting pipe with command sfrpipe plawler u pick it 1 amp Starting pipe with command sfrpipe plawler u pick it SFKPIPEO2 amp Starting pipe with command sfrpipe plawler u pick it SFKPIPEO3 amp Servers started Connected Connected Connected There is no hardcopy output from this process Student Release 6 0 May 2003 13 378 User Guide Confidential 13 Registration Reports Pre requisite Pipe Process SFRPIPE Pre requisite Pipe Process SFRPIPE Description This process is used as a listening agent for Oracle pipes to initiate the compliance process to perform pre requisite processing for registration Run SFRPIPE from the host Parameters Name Required Description Values None The terminal displays the following when the process is run Waiting for work on pipename There is no hardcopy output from this process Student Release 6 0 May 2003 13 379 User Guide Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD Withdraw Pending Status Change Report SERNOWD Description 13 380 This report is used to show which students have zero enrollment hours but have not officially withdrawn from the institution in other words students who have been enrolled in a term and whos
188. are used when rolling the courses to academic history The Class Attendance Roster Form SFAALST the Class Roster Form SFASLST and the Grade Roll to Academic History SHRROLL support this functionality The SFAALST and SFASLST forms have an optional Degr Awrd Indicator in their Key Information sections The system will look at the Status Indicator for the student s degree status on the Degrees and Other Formal Awards Form SHADEGR The Awarded Indicator is validated on the Degree Status Code Validation Form STVDEGS Placing an Awarded Indicator of P Pending in the Key Information will display only those students in the class with an Awarded Indicator of Pending Placing an Awarded Indicator of A Awarded in the Key Information will display only those students in the class with an Awarded Indicator of Awarded If this indicator is NULL all students are returned By utilizing these fields the user may query and grade only those students which are selected This will allow instructors to grade only those students in the class who are eligible to graduate Handle Student s Registered Not Paid The Registered Not Paid Process SFRRNOP is executed in batch to produce a report of all students who have registered but who have not had their charges accepted in the Accounts Receivable module This process also has an option to delete the registration of the students selected This process also maintains census two enrollment based on the u
189. area to the Area Library you will be able to do so at this time Optional Use the Catalog Pre requisite and Test Score Restrictions Form SCAPREQ to attach area s containing pre requisite requirements to a course Optional Use the CAPP Areas for Pre requisites checkbox on either the Catalog Pre requisite and Test Score Restrictions Form SCAPREQ or the Basic Course Information Form SCACRSE to select which type of pre requisite requirements will be in effect for the course e When the CAPP Areas for Pre requisites box is checked area pre requisite requirements will be listed for the course in the Bulletin Report SCRBULT and in the Web Catalog hwsrctlg Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures e When the CAPP Areas for Pre requisites box is unchecked course test score and pre requisite restrictions will be listed for the course in the Bulletin Report SCRBULT and in the Web Catalog hwsrctlg 6 Required Use the Schedule Pre requisite and Test Score Restrictions Form SSAPREQ to attach area s containing pre requisite requirements to a section 7 Required Use the CAPP Areas for Pre requisites checkbox on either the Schedule Pre requisite and Test Score Restrictions Form SSAPREQ or the Schedule Form SSASECT to select which type of pre requisite requirements will be in effect for each section e When the CAPP Areas for Pre requisit
190. arning registration records audit history is available so you can see how charges have been derived You can copy registration fee assessment rules to new terms and you can assess fees using per credit hour using course liable billing hours flat fee and flat plus overload rules When using fee assessment at the section level you can use per billing hour per credit hour flat fee and per duration unit rules Note The registration fee assessment rules currently in use at your institution will continue to work for fee assessment processing However your rules can be updated as new terms are opened at your institution The fee assessment process accommodates section level rules defined for open learning courses User defined codes are applied in the Registration Fee Assessment Rules Form SFARGFE to assess fees for open learning courses based on the schedule type and instructional method The following conditions apply when using fee assessment with open learning registration e Open learning sections are identified by the following characteristics no part of term an instructional method registration from to dates student start from to dates duration units and number of units Section level status codes extension rules if registration extensions are permitted and refunding rules must be defined to process the registration of students into open learning courses This data defaults from the information established in the Op
191. ase and produces the U Update report Report Sample Enrollment Verification Request Purge SFPENRL see the following pages Student Release 6 0 May 2003 13 337 User Guide Confidential 13 Registration Reports Enrollment Verification Request Purge SFPENRL 01 27 1994 14 50 12 Systems amp Computer Technology Enrollment Verification Request Purge SFPENRL Audit Request Forwarding Print Type 199301 Anderson Abigail GOVT 04 JUN 1993 199301 Anderson Abigail A GOVT 07 JUL 1993 Corporation 199401 Carretta Joseph A GOVT 30 AUG 1993 Corporation 199301 Carretta Joseph A GOVT 30 AUG 1993 199302 600400006 Cook Lisa GSL 11 JAN 1994 Corporation 199302 600400006 Cook Lisa GOVT 11 JAN 1994 Corporation 199301 600400010 Goodyear Barbara GOVT 14 JAN 1994 Corporation 199301 202508070 Jones Bryan J GOVT 15 DEC 1993 Corporation 199301 6004 McGlinchey Diana GSL 1 DEC 1993 Corporation 199301 208000002 Morgan Denise M GOVT 15 DEC 1993 199401 208000002 Morgan Denise M GOVT 15 DEC 1993 Corporation 199301 6006 Williams Kevin GOVT 11 JAN 1994 Corporation 199301 6006 Williams Kevin GOVT 12 JAN 1994 Corporation 199301 600400013 Williams Robert GOVT 11 JAN 1994 Corporation 199301 600400013 Williams Robert GOVT 12 JAN 1994 Corporation SAISPRD 199301 6005 Wonder Kyle GSL 01 DEC 1993 Corporation SAISPRD 01 27 1994 14 50 Systems amp Computer Technology Enrollment Verification Request Purge SFPENRL Audit
192. ass Roster Enter Grades oa 13 197 Handle Student s Registered 13 197 Process Canceled Cl sses interre oppor WIR p Rep ere Uno dee 13 197 WaitllStIDB is ye ned Ere e re Baa Bee AMI NS ME Nos 13 197 Drop Last Class o eR EN Renaud m SOR E Ree gei Ret 13 200 Rules and Use of the Term Control Form SOATERM in Repeat Processing 13 200 Student Release 6 0 May 2003 13 2 User Guide Confidential National Student Clearinghouse NSC Reporting Procedures 13 Registration Table of Contents National Student Loan Data System NSLDS Student Status Confirmation Report SSCR Roster File Procedures Registration Set Up Procedures for Banner Student Self Service Registration Time Ticketing in Banner Student Self Service and Voice Response Student Registration Permit Override Procedure Registration Restrictions and Pre requisites Implementing Area Pre requisite Processing Return of Title IV Funds Processing Purge Processes assum ees oh y uH Dm exl es Setting Up Sleep Wake Processes Registration Reports May 2003 Confidential Creating a Population Registration Fee Assessment Process Purge Fee Assessment Audit Process Unduplicated Headcount Report Registered Not Paid Process Student Schedul
193. at Charge Hours Range is 99 00 e The value for the Flat Charge Amount is 1000 00 Fee assessment will calculate refunds when a student drops below the from flat hours range Please refer to the topic Refunding Using Combined Flat and Overload Rules Plateau Refunds later in this section Student Release 6 0 May 2003 User Guide Confidential Seq 1 TI0l 2 T101 3 T101 4 T101 May 2003 Confidential Per Credit 100 00 100 00 100 00 0 00 13 Registration Registration Procedures Scenario 2 Overload Charging An overload situation may exist when e The institution decides that the flat charge applies to a specific range of credits billing hours and there is a maximum number of hours allowed for that flat charge e Ifa student exceeds the maximum hours allowed for the flat charge the institution charges per credit for the difference between the maximum allowed for the flat range and the actual number of credits for which the student is registered SFARGFE uses a Crse Overload Start Hours field to determine when that overload charge should begin Please review the following example Any undergraduate student who is registered in 1 11 99 credits is charged 100 00 per credit When an undergraduate student reaches 12 00 credits a flat fee of 1000 00 is applied In this case the institution provides an incentive to register as a full time student The flat fee applies to all students regist
194. ate Also note that if a user time status record is added with a time status date that is chronologically earlier than the system calculated record no future system calculations will occur because an indicator has been set on the registration term header record SFAMASS System Time Status Calculations Functionality and Error Messages A time status calculation is performed for each student dropped from the section and a new time status history record is created if appropriate If an appropriate rule cannot be found to calculate a new time status for a student the message WARNING Unable to calculate time status for ID student ID Check SFATMST rules displays on the autohelp line Note The user should note the ID number that was displayed in the warning message and then acknowledge the message to allow processing to continue to the next student Performing a Print function to capture the error message with the ID on the screen will not be successful Because of the way SQL Forms is handling the acknowledgment that is required for the error message the function keystroke for Print acts as the acknowledgment and removes the error message from display The resulting screen print does not contain the error When this message displays the system inserts a time status history record with the system required code of 99 Error Calculating Time Status and also updates the registration term header record with the code of 99 Each problem s
195. ate in this parameter and third the Banner system date The date options are also affected by the settings of two fields on the Student Billing Control Form TSACTRL the Effective Date radio group Current Date or Date of Charges options and the Accept Charges Indicator When the Effective Date field on TSACTRL is set to Date of Charges C and a future date exists in SOATERM or in this parameter the future date will always be used If the Effective Date field on TSACTRL is set to Current Date T and a future date is chosen if the Accept Charges Indicator for the student is checked set to Y today s date will be used even if this parameter is set to a future date or a future date exists on SOATERM 13 293 Student ID No Enter the student s ID when you are running the assessment process for a single ID Application Code No Enter the code that identifies the general area for Application Inquiry Form GLIAPPL which the selection identifier was defined All or none of the population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC Parameters cont Name Required Description Values Selection Identifier No Enter the code that iden
196. ation Enter the course level s that should be included in calculating time status for each individual rule 3 Build rules so no gaps exist between hour ranges For example if half time enrollment is at least 6 but not more than 12 credit hours and full time enrollment is 12 credit hours or more do not specify the half time rule minimum and maximum credits as 6 and 11 and the full time rule minimum and maximum credits as 12 and 99 If a student can take a combination of Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms courses that will total to a fractional amount between 11 and 12 such as 11 5 credits then the student will not match a rule To avoid such a problem designate the half time rule minimum and maximum credits as 6 and 11 99 Equate each rule to an NSC equivalent of either F full time half time or L less than half time with the exception below 4 Build a rule that designates both the minimum and maximum credits as 0 00 for every student level Do not equate the time status code for this rule to an NSC equivalent This rule is needed to accurately reflect a withdrawal from all courses in the Time Status History window in SFAREGS system required value is not dictated so that a meaningful institution specific code and description can be built If such a rule does not exist and a student withdraws from all courses the first record in the display in the Time Status
197. ation is up to date Please refer to the Registration Reports section of the Registration Chapter for information on running the Time Status Calculation Update process SFRTMST It is strongly recommended that the SFRTMST process be executed in both Audit and Update modes prior to processing an SSCR Roster File Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Roster File and Error Notification File Processing Errors and Troubleshooting The following outlines errors that may occur in both Roster and Error File processing and resolutions to those errors Although it is unlikely that these errors will be encountered appropriate checks were included in the program to detect these unlikely events Header Record is missing or has invalid seqno aborting job This message indicates that the first record read and processed did not have the expected sequence number of 0000000 Please contact the Customer Service Center at NSLDS when this error occurs ERROR Certification Date precedes SSCR Create Date aborting job This message indicates that the processing date current date and time is earlier than the NSLDS create date and timestamp transmitted on the file being processed Please contact the Customer Service Center at NSLDS when this error occurs SSCR File Type does not match designated type of file aborting job This message indicates that the user s response t
198. attempted When set the pre requisite course can be taken in an earlier term or can be taken in the same term as the one in which registration is attempted May 2003 Student Release 6 0 Confidential User Guide 13 259 13 Registration Registration Procedures 13 260 Use of Minimum Grade Itis assumed that the Minimum Grade field will be used in all pre requisite requirements unless the requirement can be fulfilled based upon a test score alone If minimum grade is not used evaluation of pre requisite requirements will cause results other than those desired and expected When evaluating pre requisite requirements failed courses and withdrawn courses will fulfill requirements unless a minimum grade with a numeric value higher than those for failure and withdrawal grades is specified in the rule Graded courses will be considered completed and a pre requisite will either be fulfilled or failed regardless whether they are transfer courses in academic history or courses which have not yet been rolled to academic history e Ifa grade exists for a course the grade will be used whether the course is a transfer course an institutional course in academic history or an institutional course in registration e Ifthe pre requisite course is an institutional course in academic history only the most recent grade will be used e Ifthe pre requisite course has been graded but has not yet been rolled to academic history the grade in registra
199. atuses SFAESTS and course registration statuses SFARSTS for the term or errors will prevent a student from registering via the Web Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Establish Course Status Codes on the Course Registration Status Code Validation Form STVRSTS Establish required as well as any additional Web registration course status codes on the Course Registration Status Code Validation Form STVRSTS Review the code descriptions for clarity since the descriptions not the codes will display on the Web This is an initial setup requirement only Code descriptions may be modified No specific values are required However the codes to be used for Web registered and Web dropped will need to be entered on the Crosswalk Validation Form GTVSDAX in the next step You may use the standard RE and DD codes for these purposes or you may wish to define additional codes for these purposes The Web registered status is required to initially add a class on the Web An institution can disable the Web dropped status if students should not be allowed to drop classes on the Web Optionally other course statuses may be Web enabled such as Audit Waitlist etc if institutional policies determine that these actions should be available for selection on the Web Note Astudent may be able to waitlist a course if a waitlist course status is Web enabled on
200. awal code and will then be able to be selected by the batch Withdrawn Student Report SFRWDRL This field is validated against the Student Withdrawal Status Code Validation Form STVWDRL May 2003 Student Release 6 0 Confidential User Guide 13 281 13 Registration Registration Procedures 13 282 Student Course Registration Form SFAREGS SFAREGS is used in the Return of Title IV Funds processing e A non fatal pop up warning message is displayed whenever an attempt is made to reinstate a student s enrollment status on SFAREGS in a term for which a Title IV withdrawal record has been created e Ifthe SFBETRM_ESTS_CODE is changed and Title IV withdrawal records exist for the student the following message is displayed Student has Title IV withdrawal record for this term e The Student Withdrawal Information item in the Options Menu allows access to SFIWDRL e The form recalculates the student s tuition and fees to reflect the reduced charges resulting from the shortened period of attendance This is handled by registration fee assessment processing to accommodate the correct calculation of the Financial Aid refund by adding the update of the TBRACCD Original Charge Indicator or an original assessment e The online registration fee assessment process sets the orig chg indin assessment if applicable Room Assignment Form SLARASC The TBRACCD Original Charge Indicator for room charges and the online housing fee assessment proc
201. cess Web Controls checkbox to open the Web Processing Controls window Check the Process Grade Book Controls checkbox to open the Grade Book Controls window Check the Synch Partner Systems checkbox if Connected Learning Solution information is available for this term Use the Orig Chg Cutoff Date field in the Fee Assessment section to reflect the date through which all assessments are considered original charges This is not a null field and is defaulted to the STVTERM_START_DATE when creating a new record The user can update the field This information is used in Title IV processing Student Release 6 0 User Guide 13 69 13 Registration Registration Forms 13 70 Fields Descriptions Buttons TIV Date Source The TIV Date Source section uses a radio group for Term Dates or Part of Term Dates The defaultis Term Dates Based on how the institution sets this either the STVTERM START DATE and END DATE will be used on SFAWDRL as the Enrollment Start and Enrollment End dates orthe min part of term start dateand max partof term end date that go with the student s course registrations for the term will be used for Enrollment Start and Enrollment End dates This information is used in Title IV processing Part of Term and Web Registration Controls Window Select Next Block from the main window to access the Part of Term and Web Registration Controls window This window displays part of term records and Web registratio
202. check registration access activity If another active registration session is found for the ID and term a value of FALSE is returned and you will receive the message Another registration session is in progress for this ID and TERM Please try again later If an expired access record exists it is updated by the function with the current user s information and registration is allowed to continue The length of time that a registration session remains active is determined by the number of minutes entered in the External Code field in the GTVSDAX rule for Internal Code value of REGACCTIME Saving Registration When you save the registration record a function is called to determine whether the current user is still in control of the registration session The function checks the access table to determine whether another registration session has been initiated against the same ID and term which may happen if the first user s registration session remains idle for a period longer than the time out limit If the registration access is no longer valid for the first user you will receive the message Another registration session intervened for this ID and TERM while your session was idle Please try again later when you try to perform any registration related activity The registration session will be rolled back and any changes not previously saved will be lost Ending Registration When you are finished with the registration process a funct
203. checked or unchecked by the Set Copy Ind icator checkbox On SFARGFE you can do the following in the Registration Charges and Fees block e The Seq Sequence Number field is automatically assigned a one up number to each rule within the term code and rule type when the rule is created and saved In the Registration Fee Assessment Audit History Form SFAFAUD you can identify exactly which rule was used to process that assessment by referring to the sequence number and then viewing the registration fee assessment rules for that term and rule type e Use the Assess by Course checkbox to apply charges to a specific CRN when rules exist based upon part of term grade mode instructional method and schedule type e Use the Crse Camp Crse Levl and Crse fields only when you are working with rules of that type as they have associated data entry restrictions e Use the fields in the scrollable window pane to build rules to your specifications Copying Rules to New Term Use the Copy Fee Assessment Rules To A New Term window on SFARGFE to copy rules by term and the associated data to a new term This window is accessed from the Key Block using the Copy Rules to New Term button You may also select rules to copy by using the rule data elements For example you may copy one department s rules at a time or copy only those rules for non resident students before copying rules for resident students Use the data elements to restrict the ru
204. ciated with the dropped registration and delete time status history records if they exist Name Required Description Values Processing Term Yes Enter the term code representing the term for which Term Code Validation Form the process is being run STVTERM 13 307 Update Database Yes Y deletes registrations from SFAREGS for students Y Delete registrations for the term based on the Type parameter as well N Do not delete as back out the registration charges for the term N prints a report without deleting registrations or backing out charges Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Registered Not Paid Process SFRRNOP Parameters cont Name Type C or N Required Yes Description Values Enter Nto affect only those students with an Nin the Accept Charges N Accept Charges field or enter C to affect both students with an Nand with a Cin the Accept Charges field C Accept Charges N or C Date for Census Processing Enter date for which census enrollment information should be affected If this date is less than or equal to either the census one or census two date for the course being dropped the census enrollment counts will be reduced If the date is greater than the census dates the course will be dropped but the student will not reduce the census enrollments Leave blank for today enter in date format DD MON YYYY Address Selection Date
205. cipated completion date to the current SCT Banner expected graduation date in the General Student Form SGASTDN If the dates are different the SSCR file is updated with the SCT Banner date A check is performed to ensure that the expected graduation date is greater than the certification date for the file If this date is earlier than the certification date the error message Expected Grad Date on SGASTDN precedes current date is written to the report information Identifying New Title IV Recipients and Adding Them to the SSCR File As records in the SSCR File are matched to SCT Banner records the PIDM for each matched SCT Banner record is saved internally in the program In a subsequent processing step the program will determine if there are additional individuals in SCT Banner Financial Aid who have accepted awards with a Federal Fund ID of STFD for Aid Years specified by the institution via a response to a parameter in the process which allows multiple aid years who were notincluded on the SSCR file If an individual found in this selection has not already been processed then the record is added to the end of the SSCR file output populating the following fields in the Detail Record as specified l Record Sequence Number Students added to the roster file are identified by the sequence number 9999998 2 Student s Social Security Number The social security number data element as found on the General Person Form SPAPERS is repo
206. ckbox is used on SOATERM and the charge was generated by section fees The overall student hours used to assess this charge The source object or process for the fee assessment Choices are SFRFASC online from SFAREGS online from Voice Response telephone registration online from Web self service and TSASPAY The liable billing hours for the student used to assess this charge The amount to be charged per liable bill hour during rule processing The total per credit charge from SFARGFE calculated by the rule processing The from flat hour definition from SFARGFE that was used to calculate the flat amount when the charge was created The to flat hour definition from SFARGFE that was used to calculate the flat amount when the charge was created The flat charge amount used from the rule in SFARGFE when the charge was created The charge amount will appear in this field if the charge was derived from a flat charge rule The result of a calculation of the student s liable billing hours This is the start hours for the overload charge value from SFARGFE for this rule if the charge was derived from an overload charge rule Student Release 6 0 User Guide May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons At The per credit amount in the rule to be used for the overload hours Overload Chrg total overload or plus per credit charge calculated by the rule processing if the charg
207. cked when the Fee Assessment On line box is unchecked on SOATERM Whichever value defaults the opposite value may be entered and saved Option 1 Form Process Field Parameter Value SFAREGS Print Bill box Checked Sleep Wake Set up and executed Yes for TSRCBIL TSRCBIL ID COLLECTOR Printer or value from SOADEST Run Mode INVOICING Student Release 6 0 May 2003 13 192 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures If a Save function is performed when this field is checked a record is written to the Invoice Statement Collector Table TBRCBRQ If the Sleep Wake process is set up to process these requests the student invoice is printed and the system automatically clears out the Invoice Statement Collector Table TBRCBRO The report process that needs to be set up with the Sleep Wake process is the Student Invoice Billing Statement TSRCBIL This report should have the Run Mode parameter set to INVOICING Option 2 Form Process Field Parameter Value SFAREGS Print Bill box Checked Sleep Wake Set up and executed No for TSRCBIL TSRCBIL ID COLLECTOR Printer 96 or value from SOADEST Run Mode INVOICING If a Save function is performed when this field is checked a record is written to the Invoice Statement Collector Table TBRCBRO If the Sleep Wake process is not set up to process these requests the student invoice can be printed when the Student Invoice Billing Statement T
208. conjunction with curriculum rules If so every new and existing curriculum rule most contain a program code The option cannot be set to Yes unless every curriculum rule contains a program code Every new curriculum rule must contain a program code Choices are Yes Programs are used in conjunction with curriculum rules You have assigned a program to every curriculum rule You will not be able to build new curriculum rules unless you assign a program to the base rule No Programs are not necessarily used in conjunction with curriculum rules Consequently program code is an optional field for new and existing curriculum rules Column SOBCTRL PROGRAM IND Radio group that indicates whether curriculum rules are enforced This feature is also referred to as curriculum checking When you add or update a curriculum record in Recruiting Admissions General Student Academic History or CAPP the system validates that the curriculum is in effect on the Curriculum Rules Form SOACURR Choices are Yes Curriculum rules are applied based upon the Error Severity flags for each module set on SOACTRL and the module controls set for each base curriculum rule on Curriculum Rules Form SOACURR No Curriculum checking is not performed Note If you are using CAPP features Use CAPP s Program Planning is set to Yes you must also have curriculum rule checking in effect When Use CAPP s Program Planning is set to No Use Curriculum Rules
209. culate the student s Title IV refund on the Return of Title IV Fund Calculation Form RPATIVC Withdrawal status code Effective date of the withdrawal Checkbox that indicates whether the student is a Title IV award recipient checked The student received Title IV funds for this term unchecked The student did not receive Title IV funds for this term Checkbox that indicates whether SCT Banner Financial Aid has processed the withdrawal and calculated the Title IV refund checked The withdrawal has been processed in SCT Banner Financial Aid unchecked The withdrawal has not yet been processed in SCT Banner Financial Aid Start date of the enrollment period End date of the enrollment period Student Release 6 0 User Guide 13 125 13 Registration Registration Forms Fields Descriptions Buttons Days in Period Number of days that the student could have attended class during the enrollment period Days Attended Total number of days that the student attended classes during the enrollment period Percent Percentage of the total number of days that the student attended Attended classes during the enrollment period Original Total dollar amount of all charges designated as original for the Charges student during the enrollment period Other Costs Dollar amount of any other costs assessed to the student during the enrollment period Comments Window Use this window to view comments about the student s withdrawal
210. d The W D Ind icator for the registration status code in STVRSTS is checked so dropped hour processing is performed Dropped Hour Processing Starting hours registration hours for the drop new starting hours 7 3 hours dropped new starting hours of 4 new starting hours are saved for next CRN processing Determine Enrolled Hours New starting hours previous from flat hours enrolled hours 4 12 enrolled hours of 8 Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule If they are this indicates that the student still qualifies for the previous flat hour rule Since 8 hours are not greater than zero there is a change in the flat hour qualification New Formula Registration hours enrolled hours dropped hours 3 registered hours 8 enrolled hour 5 dropped hours The dropped hours are not greater than 0 Therefore all 3 registered hours are liable Multiply the liable hours by the liability percent expressed as a decimal 3 hours 1 00 3 liable hours Add 3 to the total liable hours The liable hours saved from first CRN processed equal 8 5 The total liable hours now equal 11 5 Processing is complete for all courses May 2003 Student Release 6 0 Confidential User Guide 13 169 13 Registration Registration Procedures 13 170 5 Rule evaluation is performed using the determined total new liable hours e New liable hours
211. d Description Values Processing Term No Enter the term code or codes for the terms to be Term Code Validation Form checked for incomplete registration records STVTERM Start Range From Date No Enter the start date for which registration records are to be processed Start Range To Date No Enter the end date for which registration records are to be processed CRN No Enter the CRN or CRNs for the sections to be processed or enter for all sections The default is Schedule Type No Enter the schedule type code or codes for the Schedule Type Code Validation Form sections to be processed or enter for all The STVSCHD default is For example you could select all sections with a schedule type of self paced Student Release 6 0 May 2003 13 392 User Guide Confidential 13 Registration Reports Auto Grade Assignment Process SFPAGRD Parameters cont Name Instructional Method Required No Description Values Enter the instructional method or methods for the Instructional Method Validation Form sections to be processed or enter for all The GIVINSM default is For example you could select all sections with an instructional method of Web based Instructor Enter the ID of the instructor for the sections to be processed You may only enter one instructor in this parameter Grade Deadline Grace Period Enter the number of calendar days for the grace period deadline The default is 45 The number of
212. d and the only thing you want to communicate to the student is whether the GPA requirement has been met or not Setting the Prt Print Indicator checkbox to unchecked for the area will suppress the display of the detail requirements for the area May 2003 Student Release 6 0 Confidential User Guide 13 271 13 Registration Registration Procedures 13 272 After viewing the results of the pre requisite evaluation the student has several options e Use the Menu button to return to the Registration Menu e Use the Exit button to exit from the Student Self Service e Use the Return to Add Drop link to return to the Add Drop Classes page Return of Title IV Funds Processing Overview Return of Title IV Funds processing provides one simplified Return of Title IV Funds policy for all students when a student who is receiving Title IV HEA program funds ceases attendance at the institution This policy determines the amount of institutional charges that an institution has earned when a student withdraws and the amount that was unearned and has to be returned The Return of Title IV Funds policy limits the student s responsibility for repayments of Federal grants to 50 of the total amount of Federal grants above institutional charges The policy excludes Federal Work Study from the calculation Return of Title IV processing is cross enterprise functionality involving the SCT Banner Financial Aid SCT Banner Accounts Receivable and SCT
213. d Process SFPBLCK 06 NOV 1992 11 04 49 Systems amp Computer Technology Course Request Load Process ID BLOCK CRN MESSAGE 179000001 94FRESH 1A 10016 10017 10116 10205 179000002 94FRESH 1A 10016 10017 10116 10205 179000003 94FRESH 1A 10016 10017 10116 10205 179000005 94FRESH 1A 10016 10017 10116 10205 179000004 94FRESH 1A 10016 10017 10116 10205 00000909 94BUAD 2A 10089 10190 10203 10204 Student Release 6 0 May 2003 13 350 User Guide Confidential 13 Registration Reports Course Request Load Process SFPBLCK 900000910 900000911 900000912 900000913 900000914 900000915 900000916 13 351 94BUAD 2A 10089 10190 10203 10204 94BUAD 2A 10089 10190 10203 10204 94BUAD 2A 10089 10190 10203 10204 94BUAD 2A 10089 10190 10203 10204 94NURSE 3A 10206 10207 10208 10209 94NURSE 3A 10206 10207 10208 10209 94NURSE 3A 10206 10207 10208 10209 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Course Request Load Process SFPBLCK 06 NOV 1992 11 04 49 Systems amp Computer Technology Course Request Load Process REPORT CONTROL INFORMATION SFPBLCK Release 2 1 5 RPTNAME SFPBLCK SELECTION IDENTIFIER SFPBLCK APPLICATION CODE SFPBLCK CREATOR ID SAISMNT RECORD COUNT 24 NUMBER OF PERSONS SELECTED FOR PROCESSING 24 NUMBER OF PERSONS DROPPED NUMBER OF BLOCKS SELECTED FOR PROCESSING
214. d on SOADEST must correspond to the institution s defined sleep wake selection criteria Your institution s technical support staff must create report distribution selection criteria prior to being entered on SOADEST If the user is not going to be generating any sleep wake routines this form can be bypassed by the Exit button or function Note In order to use as a parameter option for printer destination you will need to designate it as a valid printer on the Printer Code Validation Form GTVPRNT Please be aware however that designating asa valid printer and making it the printer destination will route all requests to that one printer regardless of the printer destination selected by an individual user on the Student System Distribution Initialization Form SOADEST The remains a valid parameter option for the printer destination when running the above processes outside of sleep wake mode Fields Descriptions Buttons Schedules Hardcopy output destination of student schedules requested during the session Choices come from the Printer Validation GTVPRNT list of values Column Stored in the globals for the session Not a base table item Student Release 6 0 May 2003 13 12 User Guide Confidential Fields Invoices Transcripts Enrollments Compliance Procedures 13 Registration Registration Forms Descriptions Buttons Hardcopy output destination of invoices requested during the session Choices come fro
215. d subsequently assigned to the extension that has been deemed as a withdrawal Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures STVRSTS WITHDRAW IND and has been allocated to extension processing STVRSTS EXTENSION IND The drop or withdrawal of an individual extension is processed through the Registration Extensions block of the Student Registration History and Extension Form SFARHST If the course is withdrawn from or dropped via the Student Course Registration Form SFAREGS all extensions for that course will also be withdrawn from or dropped This form permits the user to define the process date in the Key Block and it should be this date that is used to determine the current date Processing Algorithms Example The student was granted a 5 week extension and on January 28 2002 wants to drop the extension The extension start date is January 15 2002 with an expected completion date of February 19 2002 A week is defined as having 7 days Percent Complete Calculation Number of days elapsed in the registration Calculate the number of days between the current extension start date SFRAREG START DATE and the current date or the process date in the event that the total course is dropped Example Difference between January 15 2002 and January 28 2002 13 days Number of days available in the registration Calculate the
216. dates and refunds associated with each status RE Registered Required Value part of term status start and end dates effect by student status status refunds with start end dates DD Drop Delete Required Value Flags on STVRSTS You should not change the settings of the flags on STVRSTS after registration records have been completed These flags are critical to many Student processes and they must be set correctly before registration begins However if a data entry error occurs and the flags are discovered to be set incorrectly the following must be done in order for enrollment counts to remain accurate 1 When you discover an incorrect setting on STVRSTS do not change the flags Leave all the flags set as they were when registration commenced 2 Run an SQL script to report all students and or CRNs that have the bad RSTS registration status code for the term 3 Access SFAREGS and set all those courses that were found to DD This must be done via SFAREGS so that enrollment counts are processed correctly Do not use an SOL script to make these changes 4 After all the affected courses have been changed to DD reset the flags on STVRSTS 5 Reapply the changed RSTS code on SFAREGS for all the affected courses This must be done via SFAREGS not using an SOL script 6 You must access SFAREGS and change the DD back to the original code that was just fixed on STVRSTS This must be done using SFAREG
217. de Validation Form STVRSTS Note The Wdrl Code on STVESTS is used to show that the enrollment status code is also a withdrawn indicator for this reporting process You can display several different groups of students in the report output e those who have received or could have received Title IV financial aid e those who received only non Title IV aid or e those with no financial aid The report also allows you to include those students who have enrollment for the term but no credit hours in academic history all F s for example Date parameters are included in this report so as not to include students previously identified as withdrawn if desired Dates are based on activity date on SFRSTCA The parameters are as follows Term Code Required enter the code of the term for which you want to run the report values from STVTERM Student Level s Required enter the student level or levels such as undergraduate or graduate for which you want to run the report values from STVLEVL Financial Aid Selection Required enter the type of financial aid recipient for Title IV recipients only Ffor Financial Aid recipients or A for all students default is T Verify Enrollment Required enter Y to verify enrollment Nto not verify enrollment default is Y e Start Date Optional enter the start date to exclude students previously identified as withdrawn format is DD MON YYYY dates are based on activity
218. dent terminated with the institution The SFRNSLC process reports the Anticipated Graduation Date in the Graduation Information window of the Degrees and Other Formal Awards Form SHADEGR as the graduation date This may be an issue if the ceremonial graduation date is recorded in this date and the actual ceremony is several weeks or months beyond the final day of the semester Please review your current policy for recording this date to determine if your procedures are in compliance with this requirement Reporting Summer Enrollment The Clearinghouse would prefer to the receive a report only for summer term students who are enrolled full time or half time but they will accept a submission where other students cannot be excluded Please be aware that the SFRNSLC process will include all enrolled students for your summer term s As with the Spring Graduates file the Clearinghouse would like to have the Academic Term data element in the Header Record of the file reference Summer Term Again this is not an absolute requirement and the description for your summer term s from the Term Code Validation Form STVTERM prints in this data element and is acceptable Your Time Status Rules Form SFATMST may need to be updated to reflect the correct values for calculating the different enrollment classifications full time half time less than half time for summer enrollment Because SCT Banner time status rules are effective term driven it ma
219. der Yes Enter the sort order for the report detail Enter Nto Sort by name sort by name or to sort by student ID The default I Sort by student ID 13 295 is N Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC Parameters cont Name Required Add Invoice Collector Yes Record Description Enter Y to create a TBRCBRO invoice collector record or Nto not create an invoice collector record The default is N Note No collector records for student schedule bills will be created if the Create Accounting Records parameter is set to N Values Y Add invoice collector record Do not add invoice collector record Invoice Printer No Enter the code for the destination printer where the invoice is to be printed Printer Validation Form GTVPRNT Create Accounting Yes Records 13 296 Enter Y to create TBRACCD student accounts receivable charges and payments student accounting records or N to not determine the student accounting information based on the assessments The default is Y Note Schedule bill collector records will not be created unless this parameter and the Add Invoice Collector Record parameter are both set to Y Student Release 6 0 User Guide Y Create student accounting records N Donotcreate student accounting records May 2003 Confidential 13 Registration Reports Registration Fee Assessment Pr
220. drawn Student has withdrawn 3 Graduated Student has graduated 4 Leave of Absence Student is on a leave of absence Comments for enrolled students who require a time status to be reported 1 MUST be updated manually This indicates that the most recent time status history record for the student is a USER entered override time status These students should be reviewed to determine if the USER time status code is still appropriate If any student with a USER time status should be updated the update could be performed by Student Release 6 0 User Guide 13 213 13 Registration Registration Procedures 13 214 adding another USER manual time status in the Time Status window in SFAREGS or the existing registration term header record could be updated in SOL Plus by authorized personnel If the registration term header record is updated to allow SYSTEM time status calculations to resume the existing USER time status history record remains as a historical record but subsequent changes if any to the student s enrollment may result in additional future SYSTEM time status records 2 ERROR Must be resolved This message appears when an error is encountered when the process attempts to calculate the student s current time status The system required 99 Error Calculating Time Status displays as the revised code on the printed output You must diagnose and resolve the problem It is likely that a problem exists in the Time
221. e This is optional and allows multiple values If specific students who have registration term header records for the term of the report should not be included in the extract a specific student attribute Student Attribute Validation Form STVATTS should be assigned to those students on the Additional Student Information Form SGASADD The May 2003 Student Release 6 0 Confidential User Guide 13 219 13 Registration Registration Procedures Clearinghouse reporting term should fall between the effective term start and end range for the attribute 3 Report Flag This is required and indicates if this is a standard report Y ora non standard report N Standard reports are usually submitted to the Clearinghouse Non standard reports are submitted only for special situations such as a summer term or for graduations only 4 Address Hierarchy This is required and allows multiple values The institutionally preferred address hierarchy for example 1MA 2PR should be entered for selecting student address information for reporting 5 Report Date This is required and indicates the certification date of the information submitted to the Clearinghouse This date is used to find each student s time status on the certification date by selecting the maximum time status record less than or equal to the report date Hours and minutes are stored with this date If the current date default is overridden with a prior date the current hours and mi
222. e Information section of the main window of the Basic Course Information Form SCACRSE This checkbox is used to determine the type of pre requisite requirements which will be listed in the Bulletin Report SCRBULT or the Web Catalog hwsrct1g and will also default to sections created online using the Schedule Form SSASECT Pre requisite requirements can be defined using the existing test score and pre requisite restrictions structure or using CAPP areas Setting up Schedule Restrictions and Pre requisites Use the Schedule Pre requisite and Test Score Restrictions Form SSAPREQ to set up and maintain information about pre requisite requirements for a section e Use the Subject Course Number and Section Title fields and the CAPP Areas for Pre requisites checkbox in the Section Information in the main window to set up a section pre requisite The checkbox can be updated in this section of the form but the other values are display only and must be maintained on the Schedule Form SSASECT This information is also displayed on SSASECT e Use the Section Test Score amp Pre requisite Restriction section in the Section Test Score and Pre requisite Restrictions window to display and maintain section level test score and pre requisite restrictions e Use the Section Area Pre requisite Restriction section of the form in the Section Test Score and Pre requisite Restrictions window to display and maintain the CAPP area s which include p
223. e SHRCMRK Note Ifthe student drops the course and the registration is purged the associated mark records will be purged as well Title IV Processing SFAREGS is used in the Return of Title IV Funds processing e A non fatal pop up warning message is displayed whenever an attempt is made to reinstate a student s enrollment status on SFAREGS in a term for which a Title IV withdrawal record has been created e Ifthe SFBETRM_ESTS_CODE is changed and Title IV withdrawal records exist for the student the following message is displayed Student has Title IV withdrawal record for this term e Use the Student Withdrawal Information item in the Options Menu to access SFIWDRL e The form recalculates the student s tuition and fees to reflect the reduced charges resulting from the shortened period of attendance This is handled by registration fee assessment processing to accommodate the correct calculation of the Financial Aid refund by adding the update of the TBRACCD Original Charge Indicator or an original assessment e The online registration fee assessment process sets the orig chg indin assessment if applicable Open Learning Registration SFAREGS is used with open learning registration Please be aware that waitlist functionality does not apply to open learning classes e Use the Search button in the Term field to allow searches for valid terms or existing classes by date range and find the class best suited to the student s
224. e SSBSECT record You need to determine how to calculate the amount of time elapsed since the individual student started the course Students registered in the same section will have individualized start dates Therefore the traditional means of refunding based on static dates is not possible The registration start and end dates reside in the SFRAREG table This functionality should not be dependant upon how the original fees were assessed Therefore if section level fees or fees assessed through SFARGFE were used in the calculation of the original charge there should be no change in refunding protocol Note Refunding rules are tied to a registration status and would be invoked whenever that status was applied to a registration record Note SFARFND SFARSTS and SFAESTS refund processing is not applicable for open learning courses Percent complete is based on the amount of time given to the student to complete the course and monies would be refunded on the percentage of used or elapsed time This elapsed time is calculated specifically for the individual student s start date and represents a percentage of the total course duration Student Release 6 0 User Guide 13 181 13 Registration Registration Procedures 13 182 Duration complete is based on the duration units and duration period assigned to the section in SSASECT Refunding rules can be developed to assess the number of duration periods that have passed with the student
225. e Drive Suite 245 Herndon VA 22070 Phone number 703 742 7791 Fax number 703 742 7792 Report Processing Overview The Clearinghouse Extract Report SFRNSLC includes three run mode options l report of missing or invalid data 2 EDI output and 3 EDI Smart output Prior to extracting and submitting the extract file to the Clearinghouse the report should be run in the missing or invalid data mode as many times as needed to detect and then correct certain types of errors as described in the next section In addition if the Calc ulate Time Stat us Indicator on SOATERM has been set to Y or checked the Time Status Calculation Update Process SFRTMST should be run to update insert time history records prior to creating the extract file so that students time statuses are current Either the EDI or EDI Smart output run mode options will produce the extract file of student enrollment information which is submitted to the Clearinghouse Identifying and Correcting Missing or Invalid Data The report of missing or invalid data detects the following problems with data which must be fixed by users or authorized technical personnel either online or through updating the database through SQL Plus or other programmatic means The following are the error messages that may print on the report the source of the error and what is required to fix the error No Institution FICE code on SHACTRL This message indicates that the In
226. e Fee Assessment Query Form SFAREGF provides fee assessment detail in the Mock Fee Assessment window and also displays the CRN for any courses with section fees when the Track by CRN checkbox is checked in SOATERM The mock assessment takes place for the current saved registration Student Release 6 0 User Guide 13 153 13 Registration Registration Procedures 13 154 record when you view these charges with the SFAFMAX minimum maximum applied or without the SFAFMAX minimum maximum applied using the Options Menu Definition and Use of Registration in SFAFMAX The Registration Fees Min Max Charge Control Form SFAFMAX allows institutions to define minimum and maximum charges for a given detail code for a given term When a minimum maximum range is established for a detail code for a term fee assessment refers to the rules built for the term in this form and imposes the minimum or maximum as defined for the grouped detail code charges When tracking by CRN is not used the assessment charges determined for the student for the term are grouped by detail code Prior to the creation of the accounting record the SFRFMAX table is checked to see if a defined minimum maximum exists for the detail code and term If an SFRFMAX record is defined for the detail code and term being processed the total generated charge the aggregate charge for the detail code is evaluated to see if it falls within the minimum maximum charge range that is defined for
227. e Registration Form SFAREGS Telephone Registration processing and Student Self Service Registration if the corresponding term controls on the Term Control Form SOATERM were flagged as either Warning or Fatal where applicable The following registration errors can be designated for permit overrides e Capacity Permit e Duplicate Override e Course Link Override e Co requisite Override e Pre equisite and Test Score Override e Time Conflict Override e Special Approval Override e Major Restriction Override Student Release 6 0 User Guide 13 253 13 Registration Registration Procedures 13 254 e College Restriction Override e Level Restriction Override e Class Restriction Override e Campus Restriction Override Repeat Hours Override e Repeat Limit Override e Degree Override e Program Override For more detailed information about the above registration error checking categories please refer to the chapters in the Student User Guide for the Catalog Module the Schedule Module and the Registration Module Student Registration Permit Override Steps Permit overrides are established in the following order 1 Define permit override codes on the Registration Permit Override Code Validation Form STVROVR The Registration Permit Override Code Validation Form STVROVR is used to define and maintain the codes and descriptions for assigning registration permit override groups to individual students in the Student
228. e Report Class Roster Report Enrollment Verification Report Enrollment Verification Request Purge Registration Purge 2 2 ee Waitlist Enrollment Purge 2 ss Course Request Load 55 Unsatisfied Links Report Clearinghouse Extract Report llle Time Status Calculation Update Process NSLDS SSCR Process Pre requisite Pipe Initialization Process Pre requisite Pipe 55 Withdraw Pending Status Change Report Withdrawn Student Report Auto Grade Assignment Process Student Release 6 0 User Guide SU AM enr 13 203 ET TT adel ans Sy 13 227 n agb Poe eR UR 13 243 13 248 Zhadnked xs 13 253 iuh Ae Ay pp vs 13 258 LT 13 267 ETE 13 272 DU XL TE A 13 286 13 287 dedi Go aud dots 13 288 ROS Baton 8 08 13 289 SFRFASC 13 291 SFPFAUD 13 301 SFRHCNT 13 304 SFRRNOP 13 307 SFRSCHD 13 312 SFRSLEST iuo ei 13 319 SFRENRL 13 328 SFPENRL 13 337 SFPREGS 13 339 SFPWAIT 13 345 SFPBLCK 13 348 SFRLINK 13 353 SFRNSLC 2 13 355 SFRTMST 2 13 365 SFRSSCR 2 13 370 SFRPIND 2 13 378 SFRPIPE 13 379 SFRNOWD 13 380 SFRWDRL 13 386 SFPAGRD 13 392 13 3 13 Registration Table of Contents This page intentionally left blan
229. e applications created Major Dependent Concentrations Window Use this window to view concentrations attached to a major The base rule and specific major display at the top of the window The concentrations attached to the major can be turned on and off over time using the checkboxes for the modules You can copy attached concentrations to a new effective term or end them as ofa given term The message No Effective Terms Found appears in the window until at least one record is added for an initial term range e g 199501 999999 If the record is copied or ended creating multiple effective term records e g 199501 199601 and 199601 999999 the message Multiple Effective Terms Present will display in the window A List function from the From Term field will display the concentration rule effective terms which exist When attempting to copy or end a rule the list of terms presented will not include terms which have already been used for copying or ending The system will interpret a window with no data as an indicator that ALL concentrations are valid for the major In order to specify that NO concentrations are valid a value e g XCON No Concentrations Valid should be created on the Major Minor Concentration Code Validation Form STVMAJR and entered in this window for the specific major where no concentrations are valid Use an Edit function from the From Term field to access the Major Department Rules window or select
230. e are three different situations to check for each having different options a If SFRWDRL PROCESSED IND Create a new record Update the original charges amount Exit without changes Student Release 6 0 User Guide 13 279 13 Registration Registration Procedures 13 280 If the user chooses to update the original charges the total original charges amount from the key will default in b If SFRWDRL PROCESSED IND Yand there is a post withdrawal disbursement check Financial Aid tables for amount earned amount disbursed e Update the original charges amount e Adjust the Original Charge Indicators to match institutional charges previously used in the calculation e Exit without changes If the user chooses to update the original charges the total original charges amount from the key will default in Ifthe user chooses to adjust the indicators access the Institutional Charges Detail Information window c If SFRWDRL PROCESSED IND Y and there is a return of funds check Financial Aid tables for amount disbursed amount earned Create a new record e Adjust the Original Charge Indicators to match institutional charges previously used in the calculation e Exit without changes Ifthe user chooses to adjust the indicators access the Institutional Charges Detail Information window In any of the previous scenarios if the user opts to Create a new record the cursor is placed on
231. e calendar days is considered part of the period of enrollment A break period that is equal to or more than five calendar days is not counted as part of the period of enrollment SCT Banner uses the break periods defined for the term to determine the percent attended when a student withdraws from the institution Break days will be determined as entered on SOATBRK and the SORTBRK table on a term basis All consecutive calendar days including weekends must be entered within any vacation period for this feature to function correctly Example Classes do not meet on weekends Thanksgiving vacation days include Thursday Friday and the following Monday A total of five calendar days Thursday Friday Saturday Sunday and Monday must be entered on SOATBRK The form will not e permit an overlap in dates for break periods that is the start date cannot be between start and end of another period e allow consecutive break periods records to be entered that is the start date cannot be end date plus one of another period or e permit break days to be entered as start and end dates of term The Student Withdrawal Form SFAWDRL where the Title IV withdrawal date is entered will display the appropriate break days greater than or equal to five consecutive days and this value will be used to calculate the attend percentage Key Block Use this block to define the term in which the break rule will be created Fields Descript
232. e encountered in the processing of the Submittal File If errors were found the records in error are returned in the Error Notification File along with specific error codes that identify the problem s found Those errors must be investigated and an Error Notification Correction File must be returned to NSLDS with changes to resolve the errors that were reported The SFRSSCR process is designed to accommodate the processing of both the Roster File and the Error Notification File The SFRSSCR process allows new students with loans to be selected based on the level campus or college associated with the current general student record Multiple values may be entered for each parameter or may be designated for all values Level campus and college values entered as parameter selections are compared only to the student s primary curriculum information This allows Student Release 6 0 User Guide 13 231 13 Registration Registration Procedures 13 232 institutions with different schools to identify the appropriate groups of students with new loans if they receive multiple files from NSLDS to process Because of great variance in the data supplied by the various lenders and guarantee agencies to NSLDS the process allows the option to Match on ID SSN only rather than on ID SSN and Last Name For processing itis recommended that the Roster File should initially be processed in Audit mode matching on both ID SSN and Last Name the default D
233. e if the repeat rules are violated Equivalent courses that are specified at the Catalog module are also examined when determining repeats SFAREGS contains the logic to check the pre requisite and test score restrictions this logic is controlled by the registration error flag on SOATERM The form also contains the logic to check the campus restrictions this logic is also controlled by the registration error on SOATERM All changes made in the Registration information must be saved before the user is permitted to exit the form Users are not permitted to exit the registration form if fatal errors exist This form supports block scheduling via the use the Delete all CRNS checkbox and Process Block checkbox and the Block Code field Select Update Student s Term Information from the Options Menu to open the Student Information window where the Block Code field is located SFAREGS displays the following messages in the circumstances described below Student Release 6 0 User Guide 13 183 13 Registration Registration Procedures 1 When the course status is not defined for part of term the message will display Course registration status rules not defined for part of term 2 When the course status is defined but is out of the date range the message will display Course status dates not within range for part of term 3 Ifenrollment statuses have not been created for the term on the Enrollment Status Control Form SFAES
234. e is permitted you can change the calculated value Enter a number between 1 and 999 This field is populated with the duration units defined in SSARULE for the extension rule Duration Code Validation GTVDUNT lookup List This is the new expected completion date for the course and is calculated as follows new start date number of days equivalent of duration unit number of duration units granted for this extension Student Release 6 0 User Guide May 2003 Confidential Fields Appr Approval Instructor Detail Amount Waive Assess Date May 2003 Confidential 13 Registration Registration Forms Descriptions Buttons This checkbox is used to signify that special approval has been granted When this box is checked the special approval is given and the extension will be processed Ifa special approval has been entered for the section record the extension processing will display an error message based on the settings of the registration error checking flags on SOATERM This is the tutor assigned to the student for the course the primary instructor assigned to the section This is the extension fee detail code specified in the extension rule defined on SSARULE If an override is permitted you can use List to view valid values from TSADETC for active detail codes with a category of FEE lookup List Detail Codes TSADETC This field is populated with the dollar amount that the student
235. e minimum and maximum credit hours which the student must have for a term to obtain the time code specified in the rule These new time status rules are used in the Enrollment Verification document when printing the enrollment history for a student The Time Status Level information allows you to further specify the course levels which are to be used when determining time status For example for effective term 199301 Level 01 Undergraduate students no campus college degree major or student type specified the minimum credits to be classified as a full time student are 12 00 and the maximum credits are 17 99 The Time Status Level information is used to specify that only 01 Level Undergraduate courses should be used to determine how many credits the student took that term The calculation of a student s enrollment time status is based on the rules established on SFATMST Each time status code defined by your institution on the Time Status Code Validation Form STVIMST with a National Student Clearinghouse NSC equivalent will be used in NSC reporting To build rules for time status calculations for NSC reporting 1 Include rules for all valid student levels for time status calculations Note Student level is not a required field on the form If a rule does not include a specific student level it will apply to all student levels that may exist 2 For each rule at least one course level is required in the Time Status Level inform
236. e number of extensions field will be populated with a zero to signify the original registration record Note Entries are created in this table or traditional and open learning course registration records This information is then available for Financial Aid processing Create an Extension for an Open Learning Course Before creating an extension for an open learning course make sure all open learning rules and course sections have been defined in Banner l Access the Student Registration History and Extension Information Form SFARHST and enter the ID of the student for whom you wish to process the extension 2 Use Next Block to access the Registration History block and select the record for the course to be extended 3 Position the cursor on the desired course and use Next Block or select the Course Extension item from the Options Menu to access the Registration Extensions Block Note You will not be allowed to proceed if a final grade has already been processed for the course the selected course has not been defined as open learning evidenced by lack of part of term and start end date information the class has been dropped or withdrawn or the section has not been set up to allow extensions 4 Inserta record in the Registration Extension block The contents of the extension rule defined for the section in SSARULE will be interpreted and used to populate the fields in this record The transaction amount will be calcu
237. e place If a registration session is idle and then is timed out and no other registration sessions are initiated for the same ID and term the user s time limit will be reset to the GIVSDAX limit when they next perform a task against the registration records Itis necessary to use registration access control in this way due to the use of the workpad and the fact that no changes are saved to SFRSTCR until all errors have been resolved An example of how access control works would be A student begins telephone registration using Voice Response An administrator attempts to initiate a separate baseline registration for the same ID and term on SFAREGS The administrator will be locked out of the student s record until the student has concluded their telephone registration Common Procedures Common procedures are used for registration edits for baseline Web and Voice Response telephone processing SFKEDIT sql Packaged Procedures for Registration Edits and Base Table Updates Insert edit processing is performed from the procedure SFKEDIT sql and uses the procedures P PRE EDIT and P FINAL EDIT The P PRE EDIT procedure is executed before the registration records are saved When an error is found the course is flagged with a fatal error and is not included in the final processing when the record is saved Edits are performed on a single course in the order shown below The following elements are checked e approval code restric
238. e seats on the waitlist An override must be used to place the student into the closed section The section is closed because the number of students already enrolled plus the number on the waitlist is greater than the capacity 3 The next student to register for the section will get the message CLOSED n WAITLIST where n equals the number of students waitlisted This indicates that the number of available seats is zero and that one person already exists on the waitlist The entry operator can choose to override the section capacity by entering a Y in the Ovr field Or the Course Registration Status can be changed to a waitlist status Using the waitlist status will increase the waitlist enrollment to two 4 Ifastudent enrolled in the section drops then the user can go to the Class Roster Form SFASLST to see who is on the waitlist and determine which student is to be registered Then using the Student Course Registration Form Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures SFAREGS the student s course status can be changed from waitlist to registered However a new student attempting to register may do so Note No automatic movement of students from the waitlist to a registered status occurs in the Student Course Registration Form SFAREGS when seats become available 5 Once the maximum number of seats and the waitlist maximum have been reached any
239. e status indicates they are eligible to enroll but no longer have any active registration for a term because there are no SFRSTCR records with a Status Code checked as Count in Enrl Enrollment on the Course Registration Status Code Validation Form STVRSTS Note The Wdrl Code on STVESTS is used to show that the enrollment status code is also a withdrawn indicator for this reporting process You can display several different groups of students in the report output e those who have received or could have received Title IV financial aid e those who received only non Title IV aid or e those with no financial aid The report also allows you to include those students who have enrollment for the term but no credit hours in academic history all F s for example Date parameters are included in this report so as not to include students previously identified as withdrawn if desired Dates are based on activity date on SFRSTCA Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Withdraw Pending Status Change Report SFRNOWD Parameters Name Required Description Values Term Code Yes Enter the code of the term for which you want torun Term Code Validation Form the report STVTERM Student Level s Yes Enter the student level or levels such as Level Code Validation Form undergraduate or graduate for which you want to STVLEVL run the report Multiple levels may be entered Financial Aid
240. e student Permit Code CRN Subj Course Section ALLOWALL PSYC 300 CAPACITY 10050 PSYC 300 02 In Example One the student has been granted an automatic override for the specific section 02 of PSYC 300 CRN 10050 only if the class s maximum enrollment has been reached or exceeded capacity permit Yes However because the ALLOWALL rule grants automatic overrides for all registration error checking categories the student will automatically be enrolled in the either section 02 or 03 of PSYC 300 if selected at the time of registration even though the student does not meet the requirements for the class and major for enrollment in the sections Example Two of specific overrides assigned to the student Permit Code CRN Subj Course Section CAPACITY PSYC 300 ALLOWALL 10050 PSYC 300 02 In Example Two the student has been granted an automatic override for all registration error checking categories for the specific section 02 of PSYC 300 CRN 10050 Ifthe student attempts to register for section 02 of PSYC 300 only the ALLOWALL rule will grant automatic overrides for all registration error checking categories including the capacity error and the student will be successfully Student Release 6 0 May 2003 13 256 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures registered in the section If the student attempts to register for section 03 of PSYC 300 CRN 10051 registration errors will occur o
241. e that all results of the student s course work will be deleted during the purge and if no paper copy of this information is kept this information will be lost SFPWAIT pc Waitlist Enrollment Purge This process removes the waitlist enrollment information for those students who could not be placed in the class section It should be run after the end of the drop add period after all enrollment data has been processed for the term The process uses the course statuses defined on the Course Status Code Validation Form STVRSTS Only these course statuses which have a checked Wait list Indicator and unchecked Count in Enrl and Count in Asmt boxes will be acceptable for processing A report sorted by student name lists the waitlist enrollments which Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures are purged A total number of students processed and a total number of enrollments deleted is also provided on the report Multiple parts of term may be purged This process also adjusts the waitlist counts on the Schedule Form SSASECT SFPENRL pc Enrollment Verification Request Purge This process purges the enrollment verification requests which were previously requested Requests are purged by date and type Request types are defined on the Enrollment Verification Type Code Validation Form STVEPRT Setting Up Sleep Wake Processes Note Thefollowing Banner sys
242. e their current time status is half time The batch process provides pointin time updates to time status history but would not reflect changes that may have occurred between the distinct points in time of batch updates If the date of the first report to the Clearinghouse was September 20 the student would be reported as half time This would not be correct because the student had actually added additional courses on the 15th of September which returned them to full time status Because the batch time status update was not run after September 15th the time status was not updated inserted properly Caution Time status cannot be calculated for a point in time in the past because a complete history of all registration changes is not available in the Student Release 6 0 User Guide 13 215 13 Registration Registration Procedures 13 216 database The Clearinghouse report depends on timely and accurate information in the time status history table It is critical that batch time status calculations are planned so that time status history data is current and accurate for Clearinghouse reporting Reporting to the Clearinghouse SFRNSLC Your institution should contact the Clearinghouse directly to arrange for transmission of EDI or EDI Smart extract files The Clearinghouse can accept files that are ftp d as well as files sent on diskette The Clearinghouse can be contacted as follows National Student Clearinghouse 13100 Worldgat
243. e to begin assessing a per credit calculation over the flat charge Therefore a single rule can be used to set up the flat and overload charges Conversely single rules for per credit and flat processing can be broken out into two rules to allow for easier identification of how charges were derived using the audit history detail Note These fields must be used when plateau refunding is needed at your institution Flat fee processing uses a flat hours range and a defined flat fee amount to generate flat fee charges This works with the assessment process to identify the starting point for the flat rule The from flat hours is referred to during the plateau refund process Expanded decimal places are not required to calculate correct refunds when dropping into and out of flat charge ranges The course overload start hours is referred to when overload rules are in effect Any credits over a particular range are charged a per credit rate plus the flat charge For example you may have a rule that says Charge 1000 00 to any student with 12 or more credits and an additional 100 00 per credit to students who have more than 15 credits You do not need to use a negative rule to back out the difference between the flat and per credit over flat amounts A detailed example is provided in the scenarios that follow Per Credit Charging Previously per credit charging was the only way fee assessment was able to calculate charges Per credit charging was
244. e was derived from an overload charge rule Refund By The source of the refund percentage for the assessment RSTS This is the student registration status code and description from SFARSTS that was used to create the charge if the charge was the result of refund processing for a specific CRN ESTS This is the overall student status code and description from SFAESTS that was used to create the charge if charges are derived from overall status codes and this charge was the result of refund processing by enrollment status code Note This field is used to add text to explain the audit record such as to note that a minimum maximum rule was invoked to limit the charge and display charges that were applied as a result of section fees or additional fees processed User ID This is the ID of the person who created or last updated the charge either online or using batch processing Curriculum Rules Control Form SOACTRL Use this form to set various options related to the use of the curriculum rules and to set the severity level of curriculum checking for the associated Student System modules For more information on using curriculum rules please refer to please refer to the CAPP Handbook May 2003 Student Release 6 0 Confidential User Guide 13 103 13 Registration Registration Forms Use CAPP s Program Planning Use Curriculum Rules 13 104 Descriptions Buttons Radio group that indicates whether programs are used in
245. ed You may access this window using a Duplicate Record function from the main window Holds Query Only Form SOQHOLD This form displays holds a person may have When this form is called from an application form it interrogates the values of the globals passed to it and displays only those holds which are still active and have been flagged to affect the process being performed Hold information is used in the Registration Accounts Receivable and Academic History modules You can access SOQHOLD from the SFAREGS form To do so use a List function from the Holds field when the flag is set to Y You can access SOOHOLD from the SFAROST form To do so use a List function from the Holds field when the flag is set to Y Registration Section Query Form SFQSECM The Registration Section Query Form shows you information that is pertinent to the registration of a section Prior to querying data on this form the section course reference number CRN must be entered on the Registration Form and the CRN must have been created using the Schedule Form SSASECT You can access SFOSECM from the SFAREGS form To do so use a List function from the CRN Subject Course Sec tion fields May 2003 Student Release 6 0 Confidential User Guide 13 39 13 Registration Registration Forms Registration Additional Fees Form SFAEFEE The Registration Additional Fees Form provides you with the ability to add additional charges to the student reg
246. ed is calculated by taking the number of calendar days or clock hours completed in the period or period of enrollment divided by the total number of calendar days or clock hours in the payment period or period of enrollment Scheduled breaks of at least five consecutive days as well as approved leave of absences are not included in the calculation of days in the payment period or period of enrollment This calculation is performed when RPATIVC is accessed or the Title IV Funds Return Calc Process RPRTIVC is run Leaves of Absence e A leave of absence is not an approved leave of absence for the purposes of the Title IV program unless the institution explains at or prior to granting the leave of absence the effects that the student s failure to return from an approved leave of absence may have on the student loan repayment terms This includes the exhaustion of some or all of the student s grace period e In accordance with the statute the total number of days of all leaves of absence cannot exceed 180 days in any 12 month period e ATitle IV program loan borrower who has been granted an approved leave of absence is considered to be enrolled in the institution for purposes of reporting the student s in school status for Title IV program loans Notes The period of enrollment is defined as the academic period established by the institution for which institutional charges are generally assessed for example terms in SCT Banner The p
247. ed on the Schedule Form SSASECT prior to accessing this information In order to get the student information on the form the student needs to be registered for the section for the term Note Section start and end dates roll to academic history when an enrollment is rolled regardless of whether the section is a CEU section Section start and date dates are displayed in Academic History in the Additional Information window available from the Course Detail information in the main window found on the three Course Maintenance Forms SHATCKS SHATCKC and SHATCKP The second purpose of the form is to allow for the entry of mid term and final grades The first step of the grade process is to produce the grade rosters During this process class roster data will be sorted by name and the files updated When the form is requeried it will display in name order and in the order of the grade roster You are now ready to enter grades If the Roll Indicator in the Key Information is checked final grades which have been entered will roll to history files when a Save function is performed If the Roll Indicator is unchecked rows are Student Release 6 0 User Guide 13 43 13 Registration Registration Forms 13 44 written to a collector file which can be processed using the batch Grade Roll to Academic History SHRROLL Note Only final grades are rolled to academic history The mid term grades are for reference only and will not appear in academ
248. edule Collector Table SFRCBRQ If the Sleep Wake process is set up to process these requests the student schedule is printed and the system automatically clears out the Registration Student Schedule Collector Table SFRCBRO The Student Schedule Report SFRSCHD needs to be set up with the Sleep Wake process Option 2 Form Process Field Parameter Value SFAREGS Print Schedule box Checked default Sleep Wake Set up and executed No for SFRSCHD SFRSCHD ID COLLECTOR Printer or value from SOADEST Ifa Save function is performed when this field is checked a record is written to the Registration Student Schedule Collector Table SFRCBRQ If the Sleep Wake process is not set up to process these requests the Student Schedule Report SFRSCHD can be run from the host or through job submission This report can have the Printer parameter designated for the collector printer set in the Sleep Wake process When the process is run the system automatically clears out the Registration Student Schedule Collector Table SFRCBRQ Option 3 Form Process Field Parameter Value SFAREGS Print Bill box Unchecked Sleep Wake Set up and executed Yes or No for SFRSCHD Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Form Process Field Parameter Value SFRSCHD ID N A Printer N A COLLECTOR would not be used for this scenario The Print Sched ule field
249. ee rules defined here will default automatically If the updating of existing sections with no existing fee rules is required a batch process SSPMFEE is available to examine the set up information and apply the fee rules to the appropriate sections If fee assessment rules are required in addition to section level fees they should be constructed in the Registration Fee Assessment Rules Form SFARGFE asin traditional fee assessment Note These charges will be assessed using the billing hours from SFAREGS as in the traditional registration fee assessment calculations If your institution does not wish to use the section fees method for assessment rules that incorporate open learning courses must be added to the Registration Fee Assessment Rules Form SFARGFE The expanded data elements in the registration fee assessment rules provide the ability to assess by instructional method and schedule type Define Charges Based on Course Registration Records Charges can be defined in three ways Section Fees You can establish and apply rules assigned to individual courses using the course fees information in the Fee Code Degree Program Attribute window of SCADETL or the sections fees information in the Section Fees Degree Program Attribute window of SSADETL Registration Fee Assessment Rules You can establish and apply rules based on student characteristics course campus course level and or course attributes using SFARGFE for pre b
250. ees Control Form provides the fee codes and the amounts that can be used in the Registration Additional Fees Form SFAEFEE which may be accessed through the Student Course Registration Form SFAREGS These codes and amounts will be included in registration fee assessment Prior to entering information on this form the fee codes must be entered on the Student Detail Code Control Form TSADETC Only a charge code may be used on this form Student Release 6 0 User Guide 13 99 13 Registration Registration Forms Registration Fee Assessment Audit History Form SFAFAUD This form is used to assist in fee assessment processing and to record fee assessment records by ID and term This allows you to see how the charge was placed on a student s accounting record Fee assessment creates audit records and an audit history The audit history stores the CRN for track by CRN processing The Detail Audit Information window separates assessments into per credit flat and overload charges and allows you to see the billing hours used as well as overload starting hours and the per credit charges applied Charges applied as a result of assessments from section fees and additional fees are displayed in the Note field If the minimum or maximum restrictions from the rules or from SFAFMAX have affected the assessment this is also displayed in the Note field Key Block Use the Key Block to select the student you wish to audit and the term for which you
251. efund 1 DC 10 100 100 100 DC 20 90 90 50 DC 30 70 70 0 DC 40 50 0 096 2 DC 1 WEEK 100 100 0 DC 3 WEEK 75 75 0 DC 5 WEEK 50 0 0 Refunding by Percent Complete with Extensions Rule Set 1 Scenario 1 Learner B started course on April 1 paying 100 00 tuition no fees and drops the course by default all extensions on May 15 A registration extension was granted for a 5 week period commencing on June 10 at a cost of 50 00 charged to the same detail code as the original registration The learner was active in the course for 45 days which constitutes 64 complete more than 5096 complete 31 days 10 weeks 7 days 100 No refund processed The extension refund is processed As the extension was not in effect yet 096 completed the learner would receive a full refund of the cost of the extension T100 May 2003 Confidential 50 00 Student Release 6 0 User Guide 13 179 13 Registration Registration Procedures Refunding by Duration Complete with Extensions Rule Set 2 Scenario 2 Learner B started the course on April 1 paying 100 00 tuition no fees and drops the course by default all extensions on May 6 A registration extension was granted for a 5 week period commencing on June 10 at a cost of 50 00 charged to the same detail code as the original registration The learner is in the sixth week of the course more than 5 weeks complete No refund processed The extension refund is proc
252. eing summed part of term is tracked for that group If more than one part of term is found C combined becomes the part of term for the group If the partof term for the group is not greater than one the code remains set to that unique part of term 2 group hours are totalled a The rule evaluation is called b The part of term code determined in step 1 during the totalling process is used If found to be C fee assessment will use the rule that is specified as C for the part of term c Only rules not marked assess by course will be considered in this step 3 Assess by course processing begins a Each course is processed within the course grouping b The rule evaluation is called for each course within the grouping c Only courses marked assess by course will be considered d The part of term code used in the rule will be the part of term code or grade mode attached to the course being processed e The hours used for the rule for that specific part of term will be the hours for the course May 2003 Student Release 6 0 Confidential User Guide 13 151 13 Registration Registration Procedures 13 152 Examples of Part of Term Processing Here are some examples of part of term processing Example 1 Ken Jones For this example assess by course is turned offin all rules The rule type is Charge By Student Characteristics SFARGFE is set up as follows Part of Term C T102 9 10 00 pc Part of Term 2
253. emic standing and tuition information The Enrollment Verification Type Code Validation Form STVEPRT must be created prior to creating the enrollment verification request rules The Enrollment Verification Request Rules Form SFAEPRT must be created prior to using the Enrollment Verification Request Form SFAROST The Select function may only be used to return a value when this form has been called from another form Enrollment Verification Message Form SFAMESG Use this form to enter the messages that will appear on statements Messages can be entered for specific enrollment verification type codes term codes or student identification numbers Use the Resequence button or a Count Query Hits function from the cursor location to insert a blank record save it and then resequence the existing messages Caution You cannot use an Insert Record function in this instance May 2003 Student Release 6 0 Confidential User Guide 13 77 13 Registration Registration Forms Time Status Rules Form 13 78 More buttons in the Main Window Mouse Keyboard Result Resequence Count Query Hits Inserts blank record Saves resequences messages SFATMST Use this form to establish the time status rules based on effective term student level campus college degree major and student type Course level is also used to determine which courses should be used in determining the time status Using these rules as criteria you may specify th
254. en Learning Rules Form SOAORUL when a new section is created The registration from and to dates will reflect the most appropriate registration dates as per SOAORUL based on course and or section characteristics These rules are accessible via the Section Registration Status Codes Form SSARULE When registration takes place charges are placed on the student s account based on section fees defined in the Section Detail Information Form SSADETL and or fee rules established in the Registration Fee Assessment Rules Form SFARGFE The Track by CRN function housed in the Term Control Form SOATERM adds the CRN number to all fee assessment transactions on the student s accounts receivable records and the Track by Course function follows suit in the refunding process if Track by CRN and Track by Course have been established at the section level This capability facilitates the tracking of fees to an individual registration record May 2003 Student Release 6 0 Confidential User Guide 13 137 13 Registration Registration Procedures As an alternative to defaulting fees from the course level registration fees can be defined in the Section Fee Assessment Control Form SSADFEE and will populate the section fees SSRFEES table based on course and or section characteristics This is a set up process only and will not physically write the new records to the table until a new section has been created When new sections are created the f
255. en Learning Section Default Rules Form SOAORUL Use this form to create sections and section rules for open learning courses It is mandatory to enter the registration dates however the registration status codes extension and refund processing are optional If extension and refunding rules are not defined here it will be necessary to manually enter this information in SSARULE after the section has been created Information in this form does not depend on part of term data and does not rely on static processing dates Note Ifrevisions are made to the information in this form those changes will only be reflected for new sections when they are created and will not impact existing sections that meet the course and or course section characteristics as well as the section characteristics Key Block Use this block to enter the term for the section default rules May 2003 Student Release 6 0 Confidential User Guide 13 81 13 Registration Registration Forms 13 82 Fields Descriptions Buttons Term Enter the term to be associated with the section default rules or query on existing open learning sections to see what term to choose lookup List Term Code Validation STVTERM lookup Count Query Hits Schedule Section Query Form SSASECQ Registration Date Defaults Block This block is used to define the course and or section characteristics as well as the dates to be defaulted into the Reg istration From and To Dates Start
256. en specified when defining the selection identifier All or none of the population selection parameters must be entered e User ID Optional enter the user ID for the population selection This will match the creator ID and is the Banner logon user ID All or none of the population selection parameters must be entered Withdrawn Student Report SFRWDRL This report is used to identify students who have withdrawn from the term and need to have a Title IV refund calculated in other words those students who have had a withdrawal status code with the TIV Update Indicator checked on the Student Withdrawal Status Code Validation Form STVWDRL and entered on their student record This report can also be used to record the student s withdrawal date for Title IV purposes and to create a withdrawal record for those students who received Title IV funds The report allows you to e Select only those students who have been awarded Title IV funds or all students e Select only the withdrawal enrollment status codes requested The default for the parameter is all withdrawal enrollment status codes You have the option of selecting all withdrawal status codes one withdrawal status code or multiple withdrawal status codes e Review the student status date and institutional charge detail to determine if changes are required e Use population selection e Sort by activity date ID name withdrawal status code or level Note Address
257. enabled For example if students should only be permitted to add courses on the Web no drop status codes should be Web enabled Also a waitlist course status should be Web enabled only if students should be permitted to select a waitlist status for a course if a section is closed and a waitlist is available An institution may also want to consider whether course statuses with refunding rules should be Web enabled Registration Setup Overview l Setup the global Web rules using Customize Web Rules in WebTailor 2 Set Web controls on the Term Control Form SOATERM This step is required for each registration term 3 Ensure that the Web registration course statuses exist on the Course Registration Status Code Validation Form STVRSTS This step is only required for the initial set up of Web registration 4 Establish your institution s values for Registered via the Web and Dropped via the Web on the Crosswalk Validation Form GTVSDAX 5 Establish valid date ranges for course statuses This step is required for each registration term 6 Review the Subject Code Validation Form STVSUBJ for those codes that should be Web enabled This step is only required for the initial set up of Web registration Registration Setup Steps l Setup the global Web rules using Customize Web Rules in WebTailor Set up the title header back URL and link and help URL and link fields using Customize a Web Menu or Procedure in WebTailor I
258. end date for that previous term term end date from STVTERM If the student enrollment status was N unchecked for the most recent previous term then the status change date will be reported as the activity date on the registration term header record 5 F Full time Half time or L Less than Half time conditionally requires status date A student who has a registration term header record but is not deceased graduated on an approved leave of absence or withdrawn is considered to be actively enrolled and their maximum time status history record that is less than or equal to the reporting date will be examined to determine the enrollment status A status date is reported when a student drops from a higher status to a lower status in a subsequent report to the Clearinghouse during the same term A drop from a higher to a lower status would include from full time to half time from full time to less than half time and from half time to less than half time When a drop in enrollment is determined the status date is selected from the Time Status Date in the Time Status History window in SFAREGS for the maximum time status history record that is less than or equal to the date of the report currently being submitted to the Clearinghouse A status date is not reported if a student increases from a lower status to a higher status in a subsequent report to the Clearinghouse during the same term Overall Data Requirements The foll
259. ended that the Job Parameter Set Default feature in job submission which allows a userid to store more than one set of parameter defaults for the same job be used to save the parameters that are used each time to process the Clearinghouse Extract file With this information available online you can recall the previous set of parameters submitted update them by changing only the report date and then save the change to a new job parameter set name If an error occurred and was detected in the process of creating the extract file and the file needed to be created again either problems with data or incorrect parameters entered etc itis necessary for authorized personnel to delete the appropriate row or rows from this table in SQL Plus This must be done because subsequent reports for the same combination of term and report flag compare the control table report date from the previous processing date to the time status history table to determine if changes in student enrollment status have occurred Job Stream Processing Alternatives and Recommendations There are three basic alternatives to job stream processing for reporting to the Clearinghouse The processing flow is dictated by when and if the Calc ulate Time Stat us Indicator on the Term Control Form SOATERM is set to Y The options on a term by term basis for this indicator are l always set to Y or checked 2 alwaysset to Nor unchecked or 3 sometimes set to Y checked a
260. ent Verification Request Query Form displays all of the enrollment verification requests which have been processed for either a single person or for all students Selective queries by ID number name term request number and date can be performed This is a query only form You can access SFOROST from the Enrollment Verification Request Form SFAROST To do so use a Count Query Hits function from the ID field Student Course Request Form SFACREQ The Student Course Request Form provides an interactive method for capturing student course requests for input to the Course Request and Scheduling module This form also has a billing hours override which supports block scheduling Anticipated registration checking errors can also be overridden Communication Plan Assignment Form SOAPLAN Use this form to assign a communication plan to a person with a recruiting record admissions application record or general student record A communication plan follows a person through the recruiting and admissions cycle and may be turned on or off online as processing changes or as the plan changes according to the communication plan rules Plans can be inactivated and deleted from this form A person may have multiple communication plans assigned to them which are differentiated by term code and application or sequence number The term code is associated with recruiting or admissions status while the application or sequence number identifies the specific
261. entLate default when creating sub component late rules in SHAGCOM Rule Use List to display valid values for the Grade Component Rules SHBGRUL Default Sub The Default Sub Component Resit Rule is the value used as a Component default when creating sub component resit rules in SHAGCOM Resit Rule Use List to display valid values for the Grade Component Rules SHBGRUL Use the Registration Term Control item in the Options Menu to return to the Base Term information in the main window Registration Error Checking Window Use this window to view or set the error checking for the term in the key This window is accessed by selecting Registration Error Checking from the Options Menu When No Check is selected for the Links radio group the Unsatisfied Links Report SRFLINK can be run after registration is completed to produce a list of students who have unsatisfied or missing section links for the term The report is a post registration batch alternative to an online fatal check for unsatisfied or missing links during registration processing Student Release 6 0 User Guide 13 75 13 Registration Registration Forms Registration Maximum Hours Form SFAMHRS The Registration Maximum Hours Form provides the rules for the maximum hour checking in the registration module Maximum hour checking is done by student level 1 Undergraduate Graduate etc Prior to entering the data on this form the student levels must be established on t
262. enter the term and course reference number in the Key Information perform a Next Block function followed by a Save function Either an Exit or Rollback function will update insert the time status if appropriate If desired updates in batch can be performed by the Time Status Calculation Process SFRTMST at an appropriate time If a manual USER time status history record exists for a student being processed on SFAMASS the message WARNING Time status history for ID student ID gt MUST be updated manually displays in the autohelp line When this warning message displays institutional policies and procedures will determine if the user should update the time status history manually in the Time Status History window in the Student Course Registration Form SFAREGS Note The user should note the ID number that was displayed in the warning message if a manual update may be needed Performing a Print function to capture the error message with the ID on the screen will not be successful Because of the way SOL Forms is handling the acknowledgment that is required for the error message the function keystroke for Print acts as the acknowledgment and removes the error message from display The resulting screen print does not contain the error Note The warnings that are detected by the Student Course Registration Form SFAREGS and the Mass Drop Form SFAMASS are not considered to be fatal errors and do not stop or interfere with processing
263. entrations are usually formed within majors When js displayed in the Conc entrations field it indicates that multiple concentrations are attached to that major To view the concentrations for a major perform a Help function from the Major field or select Attached Concentrations from the Options Menu Majors and departments can be set up and used separately The combination of major and department is also valid Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons EDI Mapped Use the EDI Mapped Indicator to indicate the curricula which Indicator have been mapped for Web and EDI processing Use the EDI Cross Reference Curriculum Rules Form SOAXCUR to define valid curricula which can be displayed on the Web admissions application and also to define the description which should display You can access SOAXCUR from the Options Menu on SOACURR Note To use Web Admissions Application processing and or receive EDI admissions applications the programs of study for which an applicant can apply must be defined on SOACURR cross referenced to valid EDI values on the EDI Cross Reference Curriculum Rules Form SOAXCUR be in effect for the term for which the application is submitted and be valid for Admissions processing Web and EDI application processing use the college degree and major from the curriculum rule to populate these fields in th
264. epending on the consistency and or integrity of the data in the SSCR File it may be desirable to process the Roster File again in Audit mode but selecting the Match on ID SSN only option The two outputs should be compared to determine which option is best for evaluating matched records If the Match on ID SSN only option is selected you should be aware that the possibility could exist that an incorrect SSN in the Roster File could become associated with the wrong person in SCT Banner Job Processing Parameters The SFRSSCR process includes 6 parameters A brief explanation of the parameters and considerations for selecting the values that may be entered for those parameters follows l Term Code Required Single Enter the Term Code for the current registration term Time status for enrolled students for this term is used to update enrollment status if a change has occurred 2 SSCR File to Process Required Single Enter the path and filename for the file that should be processed A maximum of 30 characters is allowed If the path and filename combination exceeds 30 characters copy the file to a different location name that can be specified by the length allowed If an extension is not specified dat is assumed 3 SSCR File Type Required Single Enter R for Roster File or for Error Notification File 4 Run Mode Required Single The Roster File can be processed in Audit or Create flat file mode A or C In Create fla
265. eport SFRNSLC that will produce a listing of invalid or missing data In addition the Time Status Calculation Update Process SFRTMST includes comments in the output which will assist in identifying May 2003 Student Release 6 0 Confidential User Guide 13 203 13 Registration Registration Procedures 13 204 potentially invalid data No invalid or missing data should exist prior to processing and producing the extract output file or some of the data that is transmitted to the Clearinghouse will be inaccurate or misrepresented Sources of Data for Clearinghouse Reporting The validity of the data reported by the Clearinghouse Extract Report SFRNSLC depends on specific data entry requirements and procedural consistencies A registration term header record must exist for a student to be included in the reporting for a term Note The record is represented by the enrollment status information in the Registration section of the Student Course Registration Form SFAREGS This record is created when a Save function is performed for the first time in the form even if no registration for CRNs exists Students who are considered to be enrolled by an institution but who have not been officially registered in courses in the Student Course Registration Form SFAREGS will not be included in the group of students reported to the Clearinghouse Students who are enrolled in courses but for institutionally specific reasons should not be reported
266. eport SFRSCHD Description 13 312 This process generates the student schedule for the term Itcan be requested online through the Student Course Registration Form SFAREGS or in batch through this process You may also print a student s schedule as part of the combined schedule bill Please see the Accounts Receivable User Guide for information on the Student Invoice Billing Statement TSRCBIL Note If SFRSCHD is run directly from SFAREGS using sleep wake processing the open learning processing is not used The start from and to dates are used to isolate all registration records in a range For traditional courses which are assigned to a part of term the part of term start date associated with the section is used to determine inclusion For open learning courses the start date of the original SFRAREG record for the student is used If you need to isolate a portion of a term for processing enter either a valid term or a wildcard 96 to search all terms The wildcard feature is only permitted if start from and to dates are also entered In this instance only registration records in a particular term matching the date range entered would be selected Term Date Range Results Fall 1999 registration records for the Fall 1999 term would be selected Fall 1999 01 SEP 1999 to All registration records with a registration start 30 NOV 1999 date between the date range inclusive for the Fall 1999 term would be selected 01 SEP 1
267. equently deleted from the table Enrollment Status No Enter the enrollment status code for the fee Enrollment Status Code Validation assessment or leave blank for all Form STVESTS Student Release 6 0 May 2003 13 294 User Guide Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC Parameters cont Name Required Description Values Full or Part Time Yes Enter the student course load for the assessment Full time Indicator Enter F for full time P for part time or enter for P Part time all The default is This parameter looks at the value in the SGBSTDN FULL PART IND field Assessment Type Rule Yes Enter the rule type to use for the assessment Enter P Pre registration bill Pfora pre registration bill or Rfor registration rules Registration The default is R Accounting Detail to Yes Enter the student accounting detail to be printedon C Current student accounting only Print the assessment Enter C to print the current student student accounting for term accounting only for all student accounting for the term or Nfor no student accounting detail The N None default is C Report Type Yes Enter the report type for the assessment Enter A for Audit history records only audit history records only Tfor TBRACCD student accounts receivable charges and payments records records or B for both The default is T B Both Sort Or
268. equired term and student ID 3 Use Next Block to access the Registration Information block and enter the appropriate drop or withdrawal code in the Status field Note If extensions have been processed for the registration they will also be dropped 4 Save your changes This updates the existing registration record and the most current and future records in the Additional Registration Information Table SFRAREG The status code of withdrawn extensions will not be affected 5 Save again Your cursor will now be in the Fees field This generates the appropriate refunds based on the open learning refunding rules if online fee assessment has been turned on in SOATERM Otherwise you will need to run the Batch Fee Assessment Process SFRFASC to update the student s account Drop or Withdraw from an Extension Before dropping out of or withdrawing from an extension make sure all open learning rules and course sections have been defined in Banner l Access the Student Registration History and Extension Information Form SFARHST and enter the ID for the required student 2 Use Next Block to access the Registration History block and select the course to be dropped or withdrawn from 3 Position the cursor on the required course then use Next Block or select the Course Extension item in the Options Menu 4 Use Next Record to locate the extension to be dropped or withdrawn from Student Release 6 0 User Guide 13 189 13
269. er File from the Title IV WAN to their SCT Banner system the SFRSSCR process will read that file match records in the file to SCT Banner perform updates as appropriate and write out the updated School Submission flat file which is then submitted to NSLDS Any issues directly related to obtaining and accessing the SSCR File and returning the updated file should be reported directly to the Customer Service Center at NSLDS Sources of Data for SSCR Roster File Update The validity of the updates to student enrollment information depends on the use of the SCT Banner functionality to perform time status calculations based on student enrollment for the purpose of reporting to the National Student Clearinghouse NSC Please refer to the Registration procedures section of the Registration Chapter for overall data requirements term specific data requirements and a detailed description of how a student s status enrollment status or other status such as deceased on an approved leave of absence etc is calculated and reported Note The same logic from the Clearinghouse Extract Report SFRNSLC is used to determine each student s enrollment status when processing the SSCR Roster File For efficiency time status information is retrieved from the registration term header record rather than from the time status history table because the most current time status is always reported to NSLDS The actual values reported and used to update the file how
270. er certain errors such as gaps or other types of errors in Time Status Rules have been corrected If the process does update insert time status records the value of SFRTMST will be inserted in the USER field in both the registration term header record and the time status history record Second it can be used to verify that students with USER manual time statuses are valid Third it can be used to detect procedural inconsistencies An example of a procedural inconsistency would be when a student has a time status that equates to the institution rule where minimum and maximum credit hours are zero 0 and has actually withdrawn from the institution but displays on the output This would be an indication that the student s enrollment status had not been changed to a status SFAESTS for the registration term where the Affect Headcount flag was set to N or unchecked STVESTS Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Warning The timing of the execution of this batch process is critical Time statuses are calculated and time status history records updated inserted with an activity date that is equal to the day the process is executed If for example your institution determines time statuses will always be processed in batch careful consideration must be given to the dates when the batch process should be executed so that the information that is reported to the
271. er is in the sixth week of the course more than 5 weeks complete No refund processed Examples of Section Level Refunding for Traditional Type Courses The following is an example of howa traditional course defined as an open learning course can be structured to use open learning refunding rules continuing education course meets every Tuesday between August 21 and October 16 9 classroom meetings e The refund deadline date is August 23 e The withdrawal deadline date is October 2 Student Release 6 0 May 2003 13 174 User Guide Confidential Refunding Rules by 96 Complete Refunding Rules by Duration Complete May 2003 Confidential The Banner setup would be 13 Registration Registration Procedures e Registration from and to dates could be structured to allow students to register in any timeframe that is convenient prior to first classroom meeting date of August 21 e Start from and to dates could be defined as the same date of August 21 thereby ensuring that all students have the same start date e Refunding rules could be established for the section defining a duration complete or percent complete as follows Reg Code 9 Complete Duration Duration Tuition Fee Extn Complete Refund Refund Refund DC 10 100 100 DC 75 50 50 DC 100 0 0 DC 1 WEEK 100 100 DC 7 WEEK 50 50 DC 9 WEEK 0 0 Refunding by Percent Complete Scenario 1 Student drops the class on August 23 after the first class
272. er of credits accumulated toward group and area general requirements if a specific number of compliance credits have been defined for the requirement Display only Number of courses accumulated toward group and area general requirements if a specific number of compliance courses have been defined for the requirement Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only The split course indicator The checkbox is checked if the course s credits are split because it exceeds the maximum number of credits allowed toward the requirement Display only Apply to degree indicator The checkbox is checked if the course is applied toward the associated degree by the compliance process Display only Student Release 6 0 User Guide 13 31 13 Registration Registration Forms 13 32 Fields Descriptions Buttons Equiv Course Equivalent course indicator The checkbox is checked if the course used to fulfill the requirement is an equivalent course to the one s actually listed in the requirement Display only Area Area code Code for the area in which the course was used to fulfill a requirement Display only Group Group code Code for the group in w
273. ercentage earned is defaulted to 100 whenever the calculated percentage of the period of enrollment completed is greater than 60 96 No Return of Title IV Funds calculation is required to be completed when the calculated percentage of the period of enrollment completed is greater than 6096 The percentage unearned is calculated by subtracting the percentage earned from 100 May 2003 Student Release 6 0 Confidential User Guide 13 275 13 Registration Registration Procedures 13 276 The percentages earned and unearned are calculated based on the Return of Title IV rounding rules Use three decimal places rounding the third decimal place up one if the fourth decimal place is five or above for example 4486 would be rounded to 449 or 44 996 Institutions with term based educational programs must determine the treatment of the student s Title IV HEA program assistance on a payment period basis Institutions with non term based educational programs must choose either a payment period or period of enrollment and use that period consistently for all students in the program SCT Banner Financial Aid currently has a term based structure Institutions are permitted to make a separate selection of payment period or period of enrollment for the return of unearned aid calculations for students who transfer to the institution re enter the institution or attend a non term based or a non standard term based educational program Student Term Bre
274. ered in 12 or more credits but if the student registers in more than 15 credits the institution begins charging an additional 100 00 for each credit in excess of that 15 credit maximum Old Rule Set Up for Overload Charges The former rule set up required four lines of rules One line of rules was set up using a negative charge to compensate for the per credit limitations of old fee assessment processing These rules will continue to calculate the correct assessment The indicates fields that have been added to SFARGFE The indicates fields that have been removed from SFARGFE Min Max Plat Plat Lvl From To From To Flat Crse Hrs Liable Liable Flat Flat Chrg Ovrld Billing Billing Hrs Hrs Start Hours Hours Hrs 100 00 1199 00 Y 12 UG 1 00 11 99 1000 00 1000 00 Y 12 UG 12 00 99 00 0 00 9999 00 Y 12 UG 15 00 99 00 1500 00 1500 00 Y 12 UG 15 00 99 00 The work done by fee assessment when a student with 19 credits registers and is assessed for these rules is Determine the student s liable hours 19 and therefore rules 2 3 and 4 apply Student Release 6 0 User Guide 13 149 13 Registration Registration Procedures Rule 2 charge 19 X 100 00 per credit 1900 00 but the maximum allowed for the rule is 1 000 00 therefore the Rule 2 charge 1 000 00 Rule 3 charge 19 X 100 00 per credit 1900 00 Rule 4 charge 19 X 0 per credit 0 and the minimum charge 1500
275. es box is checked area pre requisite requirements will be applied to attempts to register for the section When area requirements are used as pre requisites registration processes use the Program Compliance Report SMRCMPL to evaluate fulfillment of the requirements e When the CAPP Areas for Pre requisites box is unchecked schedule test score and pre requisite restrictions will be applied to attempts to register for the section When the CAPP Areas for Pre requisites box is unchecked current pre requisite restriction checking occurs If you choose to not implement area pre requisites you will see no changes in pre requisite processing 8 Required Use the Term Control Form SOATERM to control pre requisite checking parameters e Use the In Progress checkbox in the main window to specify whether in progress courses should be used to fulfill pre requisite requirements when using area pre requisites When checked an in progress course will automatically fulfill a pre requisite requirement and no acknowledgment of this usage is required When unchecked in progress courses will not be allowed to fulfill a pre requisite requirement and a Pre req or test score restriction error will be given In progress courses are active ungraded qualifying courses for an earlier term or a course attempted in the sameterm if the Concurrent Enrollment Allowed Indicator is checked in the Course Attribute Attachment window of SMAAREA or SMAGROP
276. ess set the orig chg indin assessment if applicable Source code B will be passed to SCT Banner Accounts Receivable Meal Assignment Form SLAMASG The TBRACCD Original Charge Indicator for meal charges and the online housing fee assessment process set the orig_chg_ind in assessment if applicable Source code Vwill be passed to SCT Banner Accounts Receivable Phone Assignment Form SLAPASG The TBRACCD Original Charge Indicator for phone charges and the online housing fee assessment process set the orig_chg_ind in assessment if applicable Source code Uwill be passed to SCT Banner Accounts Receivable Class Attendance Roster Form SFAALST The Date Last Attended field allows updates and queries on the last date of attendance in a particular class for a student This can help institutions determine the last date of attendance for unofficial withdrawals Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Withdraw Pending Status Change Report SFRNOWD This report is used to show which students have zero enrollment hours but have not officially withdrawn from the institution in other words students who have been enrolled in a term and whose status indicates they are eligible to enroll but no longer have any active registration for a term because there are no SFRSTCR records with a Status Code checked as Count in Enrl Enrollment on the Course Registration Status Co
277. essed Although the extension was not in effect yet 0 weeks complete the learner based on the rules that were set up would receive no refund of the cost of the extension No refund processed Registration Fee Assessment Combined Fee Assessment Process Fee Assessment Functionality Processing supports the use of the section schedule type and section instructional method on SFARFGE For example you may have the requirement to assess technology fees to only those sections that have an instructional method of WEB This fee would be inappropriate for students registered in a traditional classroom setting e These rules are not considered in the situation where Tuit Fee Waiver flag on SSASECT and Ovr Override Indicator on SFARGFE are checked e If rules are defined in SFARGFE with part of term information they will not be applicable to open learning courses as these sections will not have a part of term attributed to them e frules are defined with registration from to dates they will not be applicable to open learning courses due to the fact that these dates are static and potentially each open learning section may be defined with different registration periods For those fees calculated from the section level fee rules defined in SSADETL the accounting records TBRACCD incorporate the CRN if Track by CRN is checked on SOATERM Processing Algorithms The following applies to processing algorithms e If SSRFEES FEE IN
278. et up and when it is necessary to update an institution s rules to use these new data elements is to provide several examples Per Credit Per credit processing functions as follows You enter the per credit amount and use the minimum and maximum ranges to control the limits The fee assessment audit history shows the per credit amount for the rule and the billing hours used to calculate the charge If the minimum or maximum was invoked to limit the charge that information is displayed in the notes An example of the use of per credit charges and the results in the audit history is provided in the scenarios that follow May 2003 Student Release 6 0 Confidential User Guide 13 145 13 Registration Registration Procedures 13 146 Flat and Flat Plus Per Credit Overload Processing Flat plus per credit charges will be referred to as overload charges from here on For overload processing the From and To Liable Billing Hours fields are used to define how a student qualifies for or enters the rule Other fields are also additionally used to define flat rules and overload rules The From Flat Hours field is used to define the minimum credits for the flat charge The To Flat Hours field defines the point at which the flat rule charge is no longer in effect and the Flat Charge field defines the actual amount to be applied to the student s assessment The Course Overload Start Hours field determines the liable billing hours the student must hav
279. ever are different from the values reported in the SFRNSLC program In the SFRNSLC process each enrollment status is translated to the equivalent EDI TS 190 required code for that status This translation does not occur in the SFRSSCR process The following list summarizes both the SSCR and EDI TS 190 codes that are reported with a brief description to assist users familiar with the SFRNLSC process Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Description NSLDS Code EDI TS 190 Code Approved Leave of Absence A EB9 Deceased D EBI Full time F EB6 Graduated G EB4 Half time or more but less than Full time H EB7 Less than Half time L EB8 Withdrawn W EB3 Never attended X N A No record found Z N A Note Note A status of Never attended indicates that an individual on whose behalf a loan was certified or awarded who was admitted and may have enrolled registered never attended classes at the institution institution has a record of the person but no record that they actually attended classes This status is not used when reporting to the NSC Although the Class Attendance Roster Form SFAALST includes an informational field for entering the total hours that a student attended the class this does not serve the purpose of identifying registration without attendance For SSCR file processing an individual is reported with a status code of Xif t
280. evious term using the Schedule Roll process SSRROLL Only restrictions defined fora section will be enforced by registration restriction checking Setting Up Registration Restrictions and Pre requisites Use the checkboxes on the Registration Permit Overrides Control Form SFAROVR to allow definition of permit overrides for a number of registration restrictions The Student Course Registration Form SFAREGS handles the following restriction and pre requiste processing e The form checks restrictions using the data in both the primary and secondary curriculum of the effective student record If a type of restriction fails a restriction error will be issued Restriction errors will not be issued if an appropriate permit override exists for the student Restriction errors can be overridden by the operator using normal override processing e Ifa pre requisite is fulfilled by an in progress course and in progress courses are permitted to fulfill pre requisite requirements based upon the In Progress checkbox on the Term Control Form a PRE REQ IN PROGRESS message will not be issued e Ifa section fails a pre requisite requirement a REQ OR TEST SCORE RESTRICTION error message will be issued e If standard pre requisite and test score restrictions are used to define the pre requisite requirements for the section no further information will be available The pre requisite error can be overridden by the operator using normal
281. ewer and or different from the overrides permitted for the same subject and course number combination Please see the procedures section of this chapter for examples illustrating the effects of combining overrides when the same subject and course number are specified in more than one permit override rules Permit Override codes are assigned in the Student Registration Permit Overrides section ofthe form Permit override types can be assigned only when they have been authorized for the term in the Key Information using the Registration Permit Overrides Control Form SFAROVR The ID that assigned the override permit code is stored and displayed on the form as well as the activity date associated with the most recent change Student schedule information is also displayed on the form The information displayed is the same as that in the Student Schedule section of the Registration Section Query Form SFOSECM Student Registration History and Extension Form SFARHST May 2003 Confidential This form is used to view registration SFRSTCR records for a student without regard for the term in which the registration took place This information is useful for students who are registered in a combination of traditional and open learning courses You can also create an extension for an open learning course allowing the student to continue past the expected completion date You can navigate to other registration related forms using the Options Me
282. f summary of compliance results for each required area and provides a quick at a glance status of the compliance results for each area It also allows you to request additional information to answer a variety of questions like Which areas are complete or Which areas are not complete The Program Area Compliance Summary information includes a list of all areas used by the program To scroll through the list select Next or Previous Record use the scroll bar or perform queries using the Area field Student Release 6 0 User Guide 13 23 13 Registration Registration Forms Action Code Awarded Credits Awarded Course Area Description Attached Descriptions Buttons Action code Indicates that an adjustment was performed on the area and the type of adjustment Display only The number of credits used toward the requirement Display only The number of courses used toward the requirement Display only Area code for an area used by the program Display only Area description Display only Type of attachments groups or courses which make up the area s detail requirements Display only Met and Not Met Data No Data buttons exist for the fields below If you click the button or press Enter while the button is selected you can access the corresponding window of the Area Output Inquiry Form SMIAOUT When requirements exist and have been met the Met button is enabled When requirements exist and have
283. f these rules links and fields have not been reviewed and customized for your institution do this now 2 Establish term specific Web controls on the Term Control Form SOATERM for the following sets of information required for each registration term e Registration Controls e Schedule Search Controls e Web Registration Dates a Review and or establish term specific SCT Banner Web Registration Controls Student Release 6 0 May 2003 13 244 User Guide Confidential Control 13 Registration Registration Procedures On the Term Control Form SOATERM enter a term in the Key Information and use Next Block to access the fields in the main window Check set to Y the Process Web Controls box and press Enter to display the Web Processing Control window The Web Registration Controls fields are used to restrict or enable selected registration related actions on the Web as follows Description Credit Hours Checked set to Y indicates that the student may change Level the credit hours when a course has variable credits This field is used by the Change Class Options page in the Registration Menu Checked set to Y indicates that the student may change the level associated with the course when a course has multiple levels available This field is used by the Change Class Options page in the Registration Menu Grading Mode Checked set to Y indicates that the student may change the grading mode when a course has mu
284. formation window on the Identification Form SPAIDEN Column SPRADDR ATYP CODE Displays three lines of the street address for the address type for the ID They cannot be changed Source This information comes from the Address Lines 1 2 and 3 fields in the Address Information window on the Identification Form SPAIDEN Column SPRADDR STREET LINEI SPRADDR STREET LINE2 SPRADDR STREET LINE3 Displays the city in the address for the address type for the ID It cannot be changed Source This value comes from the City field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR CITY Displays the state or province in the address for the address type for the ID It cannot be changed Source This value comes from the State Prov field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR STAT CODE Displays the ZIP or postal code in the address for the address type for the ID It cannot be changed Source This value comes from the ZIP PC field in the Address Information window on the Identification Form SPAIDEN Column SPRADDR ZIP Student Release 6 0 User Guide 13 53 13 Registration Registration Forms Fields Nation untitled Seq Sequence Number Source Inactive From Date Descriptions Buttons Displays the nation code and description in the address for the address type for the ID It cannot be changed
285. ges and date ranges in the rules on the Enrollment Status Control Form SFAESTS are referenced in fee assessment Uncheck this box so the student is seen as enrolled for this enrollment status code No refunds will be processed based on this enrollment status code when fee assessment is run Course Registration Status Form SFARSTS Fee assessment checks the registration status code and the date it was applied to the student s SFRRFCR record If that date falls within a range that has a refund period associated with a detail code that has a category of TUI or FEE the liability for the student s assessment will be processed according to the refund percentages associated with that code on SFARSTS The registration status code must be set to count in assessment Enrollment Status Controls Form SFAESTS Fee assessment checks the enrollment status code and the date it was applied to the student s SFBRFST record If that date falls within a range that has a refund percent associated with a detail code that has a category of TUI or FEE assessment will calculate the percentage of the refund according to the refund percentages associated with that code Maximum Limits Use the Registration Fees Min Max Charge Control Form SFAFMAX to set upper limits for the amount a student can be charged overall for a specific detail code for a term This does not include processing using Track by CRN A course that has the Tuition Waiver Indicator set on SC
286. gistration Menu Student Release 6 0 User Guide 13 71 13 Registration Registration Forms Fields Descriptions Buttons Change Credit Checked indicates that the student may change the credit hours Hours when a course has variable credits This field is used by the Change Class Options Web page in the Registration Menu Web Schedule Search Controls The Web Schedule Search Controls are used to restrict or enable selected searching capabilities when a student performs a search for available sections on the Look up Class to Add Web page in the Registration Menu as follows Fields Descriptions Buttons Search by Checked indicates that the student is permitted to search for Schedule Type classes by section schedule type Search by Checked indicates that the student is permitted to search for Campus classes by the campus where sections are offered Search by Checked indicates that the student is permitted to search for Session classes by the section session Search by Checked indicates that the student is permitted to search for Instructor classes by primary instructor Display Closed Checked indicates that closed sections sections with zero or Section fewer remaining seats will display when a student requests a listing of available sections Search by Checked indicates that course attributes will be used in the Course Attribute search criteria for the Look Up Classes to Add Web search Student Release 6 0 May 2003 13 72 User G
287. gistration add drops are current 2 Run the Time Status Calculation Update Process SFRTMST in Audit mode a Review output for messages b Review data and complete updates as required to resolve missing or invalid data issues re run in Audit mode until all data issues are resolved 3 Run SFRTMST in Update mode a Review output for messages confirm that no new errors have been introduced between Audit and Update mode runs If new errors exist return to Audit mode and repeat process 4 SFRSSCR for Roster File in Audit mode a Review output for messages b Review data and complete updates as required to resolve missing or invalid data issues re run in Audit mode until all data issues are resolved 5 RunSFRSSCR for Roster File in Create flat file mode to produce Submittal File a Review output for messages confirm that no new errors have been introduced between Audit and Create flat file mode runs If new errors exist return to Audit mode and repeat process Subsequent receipt of Error Notification File Registrar s Enrollment Office 1 RunSFRSSCR for Error Notification File in Error listing mode a Review output for messages indicating success or errors in previously submitted file Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures b No Errors exist no further action required Or c Errors exist e Review data and
288. gistration information must be entered for the section prior to accessing this form Student Release 6 0 May 2003 13 42 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons S The S Registration Status field is updated to reflect the new status for the student The status entered is validated against the Course Registration Status Code Validation Form STVRSTS and must have both the Count in Enrl and Count in Asmt checkboxes unchecked on STVRSTS The S field can simply be updated or the record can be deleted When a student is dropped from a section a time status calculation is performed and a new time status history record is created if appropriate You may view the time status history for a student on the Time Status History window of the Student Course Registration Form SFAREGS Section Information Window Use this window to view section detail for the course in the key This window is accessed by selecting View Summary of Section from the Options Menu or performing a Duplicate Item function from the Course Reference Number field in the Key Information Class Roster Form SFASLST May 2003 Confidential The intent of the Class Roster Form is twofold The first intent is to display the section information and the students enrolled in the course The records will be ordered by entry into the course This can be used to monitor sections during registration Section information must be enter
289. gress Eval field is populated from the value on SHAINST lookup List Progress Evaluation Code Validation STVPREV Description This is the description of the progress evaluation code Override The Progress Evaluation Override Term field is used to enter the term for which the override takes place May 2003 Student Release 6 0 Confidential User Guide 13 21 13 Registration Registration Forms Fields Descriptions Buttons Comb Ac St The Combined Academic Standing Code field is used to enter the CAST code for the student in the key If an override exists on SGASTDN then both the Combined Ac St and Override fields are populated with those values However if no override exists then only the Combined Ac St field is populated from the value on SHAINST lookup List Combined Academic Standing Code Validation STVCAST Description This is the description of the combined academic standing code Override The Combined Academic Override Term field is used to enter the term for which the override takes place Detailed Restriction Result Form SFQPREQ 13 22 The Detailed Restriction Result Form SFQPREQ is used to display pre requisite failure information when an area pre requisite has not been met during an attempt to register a student for a section which uses area pre requisites SFQPREQ is available as an option from the Student Course Registration Form SFAREGS You can access SFOPREO only after receiving a pre requisite
290. h using the Grade Roll to Academic History SHRROLL the section start and end dates are rolled If the schedule type of the section permits assignment of a CRN to a co op activity and the CRN is assigned to a co op for the term the start and end dates for the co op are rolled If no co op exists or the section s type does not permit the assignment of a CRN to a co op activity then the section dates are rolled May 2003 Student Release 6 0 Confidential User Guide 13 47 13 Registration Registration Forms Fields Descriptions Buttons Roll Indicator If the Roll Indicator in the Key Information is checked final grades which have been entered will roll to history files when a Save function is performed If the Roll Indicator is unchecked rows are written to a collector file which can be processed using the batch Grade Roll to Academic History SHRROLL If mid term grades are to be entered then the Class Roster Form SFASLST should be used Note Only final grades are rolled to academic history Degr Awrd Ind There is an optional field in the Key Information If used this indicator will permit entering of grades for only those students with a specific degree status Valid entries are Awarded P Pending and NULL for all statuses Attended Perform the entry and maintenance of the attendance hours in the Attended field This non required field may be updated with the number of hours the person attended the section Date Las
291. hat student may register for the term at any me subject to other restrictions as applicable e Restricted time tickets refers to students with assigned time tickets who are subject to the same eligibility restrictions as with unrestricted time tickets The difference with this method is that all students must have a time ticket to register If they do not have an assigned time ticket the student will not be eligible for registration for the term under any circumstances e Registration Time Controls The Third Party Registration Time Controls Form SFARGTC provides an alternative to individually assigned time ticketing by offering the ability to create term specific registration eligibility profiles whereby only those students who match the criteria for a valid time control may register at any given time These methods are controlled by rules on GTVSDAX GORFLAG for Voice Response and provide a registration indicator of eligible or ineligible for the student based on the selected method of registration control and checking against the rules on SFARGTC for registration time controls or the records on SFARGRP for restricted and unrestricted time tickets The student is permitted to continue with registration once the checks have taken place The rule on the Crosswalk Validation Form GTVSDAX must be created as follows e The Internal Code is WEBRESTTKT The Seq number is blank null e The Internal Code Group val
292. have changed appears and displays the new values of those fields A user can compare current values on the form to the new values to decide on a course Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms of action After the user responds to the dialogue box by selecting OK the following happens For scenarios 1 and 2 above an option window appears with the following options Create new record e Update status code and or date e Exit without changes If the user chooses to update the status code date from the key default in For scenario 3 above there are three different situations to check for each having different options a If SFRWDRL PROCESSED IND N e Create a new record e Update the original charges amount e Exit without changes If the user chooses to update the original charges the total original charges amount from the key will default in b If SFRWDRL PROCESSED IND Y and there is a post withdrawal disbursement check Financial Aid tables for amount earned amount disbursed e Update the original charges amount e Adjust the Original Charge Indicators to match institutional charges previously used in the calculation Exit without changes If the user chooses to update the original charges the total original charges amount from the key will default in Ifthe user chooses to adjust the indicators access the Institutional Charges Detail Info
293. have unsatisfied or missing section links for the term The report is a post registration batch alternative to an online fatal check for unsatisfied or missing links during registration processing Produce Student s Bill Student bills listing all their charges for the term any past due amount any future charges and any current payment may be produced immediately from the Student Course Registration Form SFAREGS if fees are assessed It may also be produced for all students through a batch process TSRCBIL Student Release 6 0 User Guide 13 195 13 Registration Registration Procedures 13 196 View Student s Registration The Registration Query Form is used to view a student s registration It lists all the classes for which a student is registered the meeting times the building and room of each class and the course campus code If the studentis not registered for the term the user will not be able to leave the Key Information of SFAREGO Produce Course Request Edit The Course Request Edit Report SFPCREQ lists all course request transactions that contain an error along with an appropriate error message This process updates the valid transactions so they can be used in course request Please see the Course Request and Scheduling Handbook for more information on using this report Produce Course Request Update The Course Request Update SFPFREQ is used to list all course request transactions that contain e
294. he Calc ulate Time Stat us Indicator on the Term Control Form SOATERM results in dynamic time status calculations and update and insert of time status records on the Student Student Release 6 0 User Guide 13 207 13 Registration Registration Procedures 13 208 Course Registration Form SFAREGS the Registration Mass Drop Form SFAMASS and in the Telephone Registration processing These time status calculations write a time status history record when a time status is calculated for the first time in the term and also when a change in time status has been calculated The history of status changes is stored in the time status history table In addition the most recently calculated time status is updated and stored on the registration term header record User overrides to calculated time statuses are permitted in the Student Course Registration Form SFAREGS Detailed time status processing information on the individual forms is described below Dynamic Calculation of Time Status and Update Insert of Records Note Time status calculations occur in SFAREGS SFAMASS and Telephone Registration processing only when the Calc ulate Time Stat us Indicator on SOATERM has been set to Y or checked No messages are included in those forms to inform the user that the indicator is set either to Y checked or N unchecked on SOATERM In SFAREGS SFAMASS and Telephone Registration processing in which processing can affect a student s total
295. he Level Code Validation Form STVLEVL Use a Next Primary Key function from SFAMHRS to select maximum hours and return the value to SFAREGS This is only allowed when SFAMHRS has been called from SFAREGS via a Count Query Hits function from the Max Hrs field Enrollment Status Control Form SFAESTS The Enrollment Status Control Form provides the rules associated with a student s status Status values are user defined with the exception of the EL status which must be used as the default for registration While the EL status is required its attributes may be defined according to your institution s policy Prior to entering data on this form the status codes must have been entered on the Enrollment Status Code Validation Form STVESTS While the validation form spans time the Enrollment Status Control Form is specific for a term This allows you to modify status information from one term to the next Course Registration Status Form SFARSTS 13 76 The Course Registration Status Form provides the rules associated with a student s course status Status values are user defined with the exception of the RE Register Course status which must be used as the default for a student s course registration While the RE status is required its attributes may be defined according to your institution s policy Prior to entering the data on this form the status codes must have been entered on the Course Registration Status Code Validati
296. he section instructional method code for the rule This field is required lookup List Instructional Method Validation Form GTVINSM This represents the date for the first day that registration will be open to students This represents the date for the last day that registration for the section will be accepted This represents the census one date for the rule This date is required This represents the census two date for the rule This date is not required Check this box to allow a user to override the start and end dates defined here when a new section record is created in SSASECT Section Default Registration Status and Extension Rules Window This window contains three blocks The top block untitled is used for reference to ensure that rules are being associated with the desired course and or section characteristics Department Campus College Descriptions Buttons This is the department code entered in the Registration Date Defaults block This is the campus code entered in the Registration Date Defaults block This is the college code entered in the Registration Date Defaults block Student Release 6 0 User Guide 13 83 13 Registration Registration Forms 13 84 Fields Descriptions Buttons Schedule Type This is the schedule type code entered in the Registration Date Defaults block Instructional This is the instructional method code entered in the Registration Method Date Defaults b
297. he status code This is the setting of the Web Ind icator checkbox on STVRSTS for the status code This is the setting of the W D Withdrawal Ind icator checkbox on STVRSTS for the status code This is the setting of the Ext Extension Indicator checkbox on STVRSTS for the status code This is the setting of the Print on Sched ule checkbox on STVRSTS for the status code Student Release 6 0 User Guide 13 85 13 Registration Registration Forms Fields Activity Date Descriptions Buttons Thisis the value of the VR Status Type for Voice Response field on STVRSTS for the status code This is the date the record was created or updated Default Extension Processing Rules Block Use this block to define an extension processing rule You can only access this block if the Ext checkbox is checked for the status code To access this block position the cursor on the applicable registration status code and perform a Next Block or use the Extension Rules item in the Option List Use the Summary button to return to the main window Fields Status Code Ext Percent Extension Percentage Detail Code Amount 13 86 Descriptions Buttons This is the status code to which the extension rule will be applied This value is defaulted from the previous block and is not enterable or updatable This field is used to calculate the amount of time the student s registration will be extended based on the duration and d
298. hey existin SCT Banner a match is found but no registration term header record exists for the term associated with the SSCR file It is assumed that if a student pre registered for a term but never attended either one of two actions would be taken procedurally One action would be to run the Registered Not Paid Process SFRNNOP which would result in the registration records being deleted The other action would be to update the student enrollment status on the registration record to a code that would indicate that the student was not actively enrolled The enrollment status code should have the Affect Headcount flag set to Non STVESTS In the first situation the student is reported as Never Attended X whereas in the second situation the student is reported as Withdrawn W A status of No record found is reported when no matching person record is found in SCT Banner Student Release 6 0 User Guide 13 229 13 Registration Registration Procedures 13 230 Process Flow for SSCR File Processing Complete the following procedural steps in the sequence outlined to ensure that up to date valid and complete data is available for processing the SSCR File These steps should be verified and or completed just prior to each scheduled SSCR update Initial receipt of SSCR Roster File Financial Aid Office l Verify that data entry for Title IV Awards is current for the Aid Year s Registrar s Enrollment Office l Venfy that re
299. hich the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Potential Used Potential used indicator The checkbox is checked if the course can potentially be used to fulfill the requirement It will be checked only when a requirement can not be completely fulfilled by using of the course Display only Catalog Used Catalog used indicator The checkbox is checked if the requirement indicated that all courses in the institution s catalog within a specified range were required to fulfill the requirement Display only Action Action code assigned to an adjusted requirement Display only Adjusted Credits Adjusted credits if any Display only Adjusted Adjusted courses if any Display only Courses Source of Source of adjustment if any Adjustment More buttons in the Courses Used by Area Group Window Mouse Keyboard Result Return none Return to starting point Attributes Used by Area Group Window The Attributes Used by Area Group window displays the student and or course attributes used by the program The attribute used and the subject and course number of the course if any always display Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms To access the Attributes Used by Area Group window select Used Attributes by Area Group from the Options Men
300. hould be investigated and resolved by examining the rules on the Time Status Rules Form Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures SFATMST After each problem has been corrected the student s with the error s should have their time statuses updated properly Correcting the problem and recalculating time status will not delete the time status history record of 99 The 99record remains as an historical record and the new record will be inserted How this is done depends on whether the course that was dropped was also deleted and also on the user s preference for updating dynamically online or in batch at a later date Note Refer to the Time Status Calculation Update Process SFRTMST in the Reports section of this chapter for detailed information about batch time status processing If the course was removed delete record in SFAMASS online recalculation of the time status must be performed in SFAREGS To do so enter the term and student ID in the Key Information of SFAREGS then perform two Next Block functions to position the cursor in the Registration section and perform a Save function Please note that no changes are needed in the form Either an Exit or Rollback function will update insert the time status if appropriate If the course was not removed in SFAMASS online recalculation of the time status can be performed by accessing SFAMASS To do so
301. ic Course Information Form SCACRSE Use the Copy function in this window to copy an existing course Change the checkbox value when the type of pre requisite to be used changes over time This information is also displayed on SCACRSE e Use the Course Test Score amp Pre requisite Restrictions section in the Course Pre requisite Restrictions window to display and maintain catalog level test score and pre requisite restrictions e Use the Course Area Pre requisite Restrictions section in the Course Pre requisite Restrictions window to display and maintain the CAPP area s which include pre requisite requirements for the course e Use the Course Registration Restriction Form SCARRES set up all other restrictions at the Catalog level Both test score and pre requisite restrictions and area pre requisites can be maintained for a course for the same effective term range but only one type will be used for the course depending on the value in the CAPP Areas for Pre requisites checkbox Remember that the actual pre requisite requirements imposed on a student are those found in the Schedule module for each section of a course Restrictions maintained at the Catalog level are merely used as defaults when sections of a course are created online using the Schedule Form SSASECT Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Note The CAPP Areas for Pre requisites checkbox is found in the Cours
302. ic history or on transcripts The system provides a warning message Warning Student was automatically graded through registration if you attempt to change a grade on the roster that was entered by the system as an auto grade associated with the course registration status as defined on the Course Registration Status Code Validation Form STVRSTS However the updated grade will roll to academic history if the Roll Indicator is checked or if the Roll Indicator is unchecked and the Grade Roll to Academic History SHRROLL is run provided the original grade was not previously rolled to academic history Prior to saving you may correct an erroneous grade when the Key Information Roll Indicator is set The Roll Indicator on each individual enrollment will not be set until all validation including grade substitution checking has occurred and the enrollment will be able to be rolled When grade entries are saved grade validation will begin with the first person in the list and continue until an error is encountered which will prevent an enrollment from rolling An error message will then be given and the cursor will be positioned on that enrollment The erroneous grade will be able to be corrected and grade validation will continue when a Save is performed Roll flags will be set only after grade validation has been completed Note that grades will not actually be rolled until grade validation has been successfully completed for all enrollmen
303. ichever is appropriate for the course Display only Course level associated with the course Display only Course campus Campus on which the courses was taken is enrolled or is planned Course campus is not associated with transfer courses Display only Course college College that offered the course or in which the course is planned Course college is not associated with transfer courses Display only Course department Department that offered the course or in which the course is planned Course department is not associated with transfer courses Display only Student Release 6 0 May 2003 User Guide Confidential Repeat Area Group Area Reuse Course Area Reuse Attribute Credits Used Cnt in Prog Area Group 13 Registration Registration Forms Descriptions Buttons Traditional indicator The checkbox is checked if the current grade assigned to the course is a traditional grade as defined on the Grade Code Maintenance Form SHAGRDE The checkbox is never checked for planned or in progress courses because the work has not been graded yet Display only Repeat indicator The checkbox is checked if the course is a repeated course Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requireme
304. idential Fee Processing 13 Registration Registration Forms If online fee assessment is turned on in SOATERM the fee assessment processing will perform the necessary calculations to determine the student s indebtedness to your institution If online fee assessment has not been turned on you will need to run the Batch Fee Assessment Process SFRFASC to update the student s account Registration Extensions Block The following fields are populated and are informational only Fields Registration Holds Term CRN Subj Subject Crse Course Sect Section Title Max Exts Maximum Number of Extensions Appr Code Approval Code Descriptions Buttons This is the ID of the student from the Key Block This box is checked when the student has holds that affect registration This is the term from the Registration History block This is the CRN from the Registration History block This is the subject from the Registration History block This is the course number from the Registration History block This is the section from the registration record This is the section title This is the maximum number of extensions defined in SSASECT that may be used for the section This is the special approval code for the section used for granting an extension The following fields are used to process the extension Student Release 6 0 User Guide 13 65 13 Registration Registration Forms 13 66
305. ifier GLISLCT must be defined on the Population Selection Definition Rules Form GLRSLCT All or none of the population selection parameters must be entered Application Code No Enter the code that identifies the general area for Application Inquiry Form GLIAPPL 13 329 which the selection identifier was defined All or none ofthe population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Enrollment Verification Report SFRENRL Parameters cont Name Creator ID Required No Description Enter the user ID of the person who created the population rules All or none of the population selection parameters must be entered Values Time Status Calc Credit Type Yes Enter the credit hours type E arned or A ttempted to be used for the enrollment history time status calculation E Earned A Attempted Print Birth Date Yes Enter Y to print the student s birth date or N to not print the birth date The default is N This parameter allows you to keep this information confidential unless the student gives you permission to distribute 1t Print Long Section Title Yes Enter Y to print the long section title from the syllabus SSRSY
306. iginal Charge Indicators the form will go to the Institutional Charges Detail Information window where the user can update the Original Charge checkbox Two totals will display e Locked original charges e Current original charges As the checkbox is changed the Current Original Charges field will be updated The user will be able to save changes only when the two amounts are equal The user may exit without making changes After going from the key to the SFRWDRL block the following is checked a If the student s status code has changed KEY BLOCK ESTS CODE is different than the SFRWDRL ESTS CODE b If the student s status date has changed KEY BLOCK ESTS DATE is different than the SFRWDRL ESTS DATE c If the student s original charges amount has changed KEY BLOCK TOTAL ORIG CHGS is different than the SFRWDRL ORIGINAL CHARGES If any of these three values has changed a dialogue box stating which fields have changed appears and displays the new values of those fields A user can compare current values on the form to the new values to decide on a course of action After the user responds to the dialogue box by selecting OK the following happens For scenarios 1 and 2 above an option window appears with the following options e Create new record e Update status code and or date e without changes If the user chooses to update the status code date from the key default in For scenario 3 above ther
307. igned This field is display only Last date that the student attended the course This date may be used to determine the last date of attendance SFAWDRL and Status Changes If status code date or original charges have changed when accessing the Withdrawal Status Information block from the key a pop up window indicates that changes have occurred and displays the old new values for all three l If the status code date have changed the user has three options a Create a new record b Update the existing status code date c Exit If the user chooses to update an existing record the new status code and date are defaulted into the SFRWDRL block The user may update other fields only if the SFRWDRL PROCESSED IND 2 If the original charges amount has changed and if the SFRWDRL PROCESSED IND N the user has three options a Create a new record b Update the original charges amount c Exit Student Release 6 0 User Guide 13 121 13 Registration Registration Forms 13 122 If a user chooses to update an existing record the new amount will default in for the original charges Other fields may be updated by the user including the Institutional Charges Detail Information window should the user choose to update the Original Charge Indicators If the SFRWDRL PROCESSED IND and if post withdrawal disbursement is to occur the user has three options a Update the institutional charges amou
308. illing and or regular billing rules Registration Additional Fees You can manually add optional fees using SFAEFEE This form can be accessed from the REGISTRATION menu or from SFAREGS during registration using the Charge Optional Registration Fees item in the Options Menu Assessment Methods Once you have built your rules and students have been enrolled the charges can be applied immediately to a student s account using online assessment or through job submission 13 138 Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures You can run assessment five ways 1 Online through SFAREGS baseline registration 2 Online through Student Self Service Web registration 3 Online through Voice Response telephone registration 4 Online through TSASPAY baseline accounts receivable 5 Online through job submission for a term using SFRFASC a For a single ID b For a population selection c For batch collector records created in registration or d For batch enrollment status Reporting Viewing and Auditing Fee Assessment You can review charges that have been placed on a student s account in a variety of Ways l Use the Student Course Fee Assessment Query Form SFAREGF Review the data that is displayed in the Term Registration Summary block and the Mock Fee Assessment window for the student for the term 2 View student account detail on the
309. ince 6 hours are greater than zero there is no change in the flat hour qualification CRN 1003 is processed The W D Ind icator for the registration status code in STVRSTS is checked so dropped hour processing is performed Dropped Hour Processing Starting hours saved from previous CRN processing registration hours for the drop new starting hours 18 4 hours dropped new starting hours of 14 new starting hours are saved for next CRN processing Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential CRN 1005 1006 13 Registration Registration Procedures Determine Enrolled Hours New starting hours previous from flat hours enrolled hours 14 12 enrolled hours of 2 Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule If they are this indicates that the student still qualifies for the previous flat hour rule Since 2 hours are greater than zero there is no change in the flat hour qualification The next registration refund interim period and corresponding CRNs are processed Registration Hours Refund 96 defined Liability 96 basedon Date of Status Code for RSTS code date refund rule activity DC 3 10 90 03 JAN 03 DC 4 10 90 03 JAN 03 d CRN 1005 is processed The W D Ind icator for the registration status code in STVRSTS is checked so dropped hour processing is performed Dropped Hour Processing S
310. ine box on the Term Control Form SOATERM must be checked When the user returns to the Student Course Registration Form SFAREGS after processing additional fees processing fees online in SFAREGS will include the assessment of additional fees Additional charges entered on the Registration Additional Fees Form SFAEFEE as a standalone form are not assessed online To assess these fees batch registration fee assessment should be run Assess Tuition and Fees If your institution chooses not to assess fees online for each individual student your institution may run the Registration Fee Assessment Process SFRFASC This may be done after pre registration time when the fee structure for the new term is set This process has the options of assessing all students for a term or assessing only those who did not have an assessment done online All charges assessed are immediately posted to the student s account in the Accounts Receivable module When any change is made to the Student Information window of SFAREGS that affects registration fee assessment a batch registration fee assessment record is written This will be used by the Registration Fee Assessment Process SFRFASC to correctly assess the student Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Registration Fee Assessment Processing Overview The Registration Fee Assessment process is used to assess fees for traditional or open le
311. ine reprocessing when problems with the Time Status Rules have been found and corrected To view the history of student enrollment time statuses that have been calculated select View Time Status Information from the Options Menu or perform a Duplicate Item function from the ID or Date fields when you are in the Key Information of the form This displays the Time Status History window The time status records are displayed in reverse chronological order most recent changes first An Edit function can be performed on the Time Status Date field in the window to display the full date and time that the time status calculation was performed in the format DD MON YYYY HH24 MESS No fields in the display are updateable and existing records cannot be deleted The Time Status History window cannot be accessed unless registration exists for the term at minimum a registration term header record If you attempt to access the Time Status History window when no registration exists the message ERROR Registration MUST exist for term before updating time status history displays The source of the calculation either SYSTEM or USER will display The SCT Banner userid Oracle ID of the user associated with both SYSTEM and USER calculations is stored in the time status history table but is not currently displayed online For auditing purposes access to that information is available by authorized personnel through SQL Plus When a time status history record is
312. ing you to generate enrollment verifications on a term by term basis This occurs due to the hold override password defined in SOATERM Copies Use this field to specify the number of copies of the enrollment verification request that are required Student Information Window Use this window to view detail information for the student in the key You may use a Previous Block from Request Type field in the main window or select View Student s Term Information from the Options Menu to access this window May 2003 Student Release 6 0 Confidential User Guide 13 51 13 Registration Registration Forms Address Summary Form SOADDRQ Use this form to display all address information associated with a person or a non person such as a vendor Addresses are displayed in the following order all active or current addresses in type order then future addresses in type order followed by all inactive addresses ordered by type from date to date and status This form is query only and fields on SOADDRO cannot be changed Pre requisite An address must exist for the ID You can add address information for the ID on the Identification Form SPAIDEN Main Window Use this window to query on existing address information for an ID Key Block Use the Key Block to enter the ID of the person or non person for the address information query The form can only be used in query mode and no updates can be made Fields Descriptions Buttons CO
313. invalid Students who are enrolled in classes for the term must have a time status record that has been created before the reporting date so the time status can be reported This message indicates that either no time status record exists for the student because online or batch calculation of a time status has not occurred previously for the report term or an error was encountered when the time status was calculated previously To resolve this problem run the batch Time Status Calculation Update Process SFRTMST in Audit mode to review more detailed messages about the errors After resolving any problems that may exist with time status rules etc SFRTMST may be run in Update mode to calculate and store time status records or the time status can be re calculated and stored online on the Student Course Registration Form SFAREGS Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Expected Grad Date on SGASTDN precedes current date This message indicates that the Expected Graduation Date in the Graduation Data window on the General Student Form SGASTDN is a past date rather than a future date If this message occurs the date in this field should be reviewed and updated as appropriate to a future date SGASTDN grad date precedes term end This message indicates that the Expected Graduation Date in the Graduation Data window on the General Student
314. ion major test score pre requisite program and degree and can be used to check equivalent courses use of course ranges use of groups of courses use of course attributes to require a minimum grade point average in a group of pre requisite courses and to handle in progress courses for pre requisite checking These pre requisite definition elements exist in the rules and requirements structure used for the definition of areas within the CAPP module and CAPP compliance processing Because current pre requisite restrictions may satisfy many institutions and because the pre requisites for many courses can be defined using the current structure current pre requisite restriction processing is maintained in Banner and an institution may choose on a section by section basis which type of pre requisite rule definition and analysis will be used Registration restrictions are defined controlled and used by a number of system modules and processes e Registration restrictions can be defined at the Catalog level on the Course Registration Restrictions Form SCARRES Pre requisite requirements at the Catalog level can be defined on the Catalog Pre requisite and Test Score Restrictions Form e When a section is created online catalog information defaults into the Schedule module where it can be modified if needed to reflect the restrictions and pre requisites which apply to the specific section Section level restrictions a
315. ion is executed to inactivate the access record GTVSDAX Rule The rule for the Internal Code of REGACCTIME and the Group Code of REGISTRATION is used to control the length of time left to enter registration data for a student after the last activity has occurred The rule on GIVSDAX is delivered by SCT in a script Internal Code Internal Code Group Description Activity Date Sequence Number UPDATEME REGACCTIME 1 REGISTRATION Reg Access Time Out Sysdate May 2003 Confidential The GTVSDAX entry for Registration Access Time Out must contain a numeric value that represents the number of minutes a session may remain idle before the session is considered to be timed out The delivered value is UPDATEME which must be modified at your institution Change this value to a numeric value for example 15 for 15 minutes If no value is entered the default time of 60 minutes will be used Student Release 6 0 User Guide 13 129 13 Registration Registration Procedures 13 130 When the session times out it is not terminated Another user is now permitted to initiate a registration session for the same ID and term In this instance the second user is then in control of the student s registration records The message Another registration session intervened for this ID and TERM while your session was idle Please try again later will be displayed when the original user resumes work on the student s registration records and a Rollback will tak
316. ion level rules may be defined Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures based on the duration complete This functionality was not provided here due to the fact that these are general default rules and the duration is set at the section level For example the original duration of the section is ten weeks and institutional policy states that a 10046 tuition refund will be granted in the first week of the student s registration A rule should be defined with a completion percentage of 10 and a tuition refund rate of 100 Multiple refunding rules can be defined for an individual registration status After all refunding rules have been defined save the records The process of defining registration status codes refunding rules and extension rules must be completed for all required department college campus schedule type and instructional method combinations prior to the creation of section records If this task has not been completed before CRNs are generated a batch process SSPRDEF may be used to default these rules to all open learning sections in the term that do not have processing rules Register for an Open Learning Course Before processing registration records for an open learning course make sure all open learning rules and course sections have been defined in Banner l Access the Student Course Registration Form SFAREGS 2 Enter the
317. ions Buttons Term Code of the term as defined on the Term Code Validation Form STVTERM lookup List Term Code Validation list Start Date Start date of the term This field is display only End Date End date of the term This field is display only Student Release 6 0 User Guide 13 113 13 Registration Registration Forms Term Break Rules Block Use this block to build the rules for the term break periods Fields Description Start End Total Days User Activity Date Student Withdrawal Form SFAWDRL Descriptions Buttons Description of the break period for example Spring Break This field allows update insert and query Start Date First day of the break period This field allows update insert and query End Date Last day of the break period This field allows update insert and query Total number of days of the break period SCT Banner generates this value based on the values in the Start and End fields You can change it only by changing the value in the Start and End fields This is a calculated non database field calculated as the END DATE minus the START DATE plus one ID of the user who created or last modified the break definition This field is display only Date on which the break period was created or last modified This field is display only Use this form to withdraw a student from enrollment for the term When you withdraw a student from the term using this form SCT Ban
318. is display only Checkbox that indicates whether the charge should be considered original for Title IV refund calculations checked The charge is considered as original unchecked The charge is not considered as original Total dollar amount of the charges designated as original on this window SCT Banner calculates this value based upon the value of the Original Charge checkbox Total dollar amount of non original institutional charges that will be included in Title IV refund calculations This field is display only Sum of the values in the Total Original Charges field and the Total Other Charges field Course Detail Information Window This window is used to view the course registration status records for the student including the last date that the student attended each course These fields are display only except for Last Date Attended which may be entered or modified Student Release 6 0 User Guide May 2003 Confidential May 2003 Confidential Fields P T Subj Crse Sec Status Code Status Date Last Date Attended 13 Registration Registration Forms i ns Rol m Course reference number This field is display only Part of term This field is display only Subject of the course This field is display only Number of the course This field is display only Course section This field is display only Enrollment status code This field is display only Date the enrollment status was ass
319. is not a fatal error It is an alert to the user that changes in registration will not automatically override a USER manual update to time status Student Release 6 0 User Guide 13 225 13 Registration Registration Procedures WARNING Unable to calculate time status Check rules on SEATMST This message indicates that a problem was encountered in attempting to calculate a time status for the ID and term in the Key Information A problem may exist in the construction of the Time Status Rules SFATMST Check to make sure there are no gaps in the rules and that a rule exists for 0 00 minimum and 0 00 maximum credit hours This message is not a fatal error but the problem should be investigated and resolved WARNING Unable to update SFBETRM This message indicates an Oracle grants problem Contact the DBA for assistance WARNING Unable to insert into SFRTHST This message indicates an Oracle grants problem Contact the DBA for assistance SFAMASS Error Messages and Resolutions WARNING Unable to calculate time status for ID ID number Check rules on SFATMST This message indicates that a problem was encountered in attempting to calculate a time status for the ID number displayed in the error message A problem may exist in the construction of the Time Status Rules SFATMST Check to make sure there are no gaps in the rules and that a rule exists for 0 00 minimum and 0 00 maximum credit hours This message is not
320. is performed Dropped Hour Processing Starting hours registration hours for the drop new starting hours 11 4 hours dropped new starting hours of 7 new starting hours are saved for next CRN processing Determine Enrolled Hours New starting hours previous from flat hours enrolled hours 7 12 enrolled hours of 5 Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule If they are this indicates that the student still qualifies for the previous flat hour rule Since 5 hours are not greater than zero there is a change in the flat hour qualification New Formula Registration hours enrolled hours dropped hours 4 registered hours 5 enrolled hour 1 dropped hours The dropped hours are less than 0 Therefore all 4 registered hours are 90 liable Multiply the liable hours by the liability percent expressed as a decimal 4 hours 9 3 6 liable hours Add 3 6 to the total liable hours The liable hours saved from first CRN processed equal 4 9 The total liable hours now equal 8 5 Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures The next registration refund interim period and corresponding CRN are processed Registration Hours Refund 96 defined Liability basedon Date of Status Code for RSTS code date refund rule activity 1004 DC 3 0 100 15 FEB 03 f CRN 1004 is processe
321. ish the institution s repeat policy It allows for repeated courses to be treated in two different ways repeat limit rule or repeat hours rule with three different course selections last highest or first passing Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures The Using Repeat Limit Selection Rule field is used when the number of times a may student take a course is limited Repetition of the course will invoke the specified repeat rules This is defined on the Basic Course Information Form SCACRSE in the Repeat Limit field The Using Repeat Hours Selection Rule field is used when there is a maximum number of hours that may be earned before the course is considered to be a repeat Each rule has an associated evaluation grade that determines the minimum grade a course must have to be considered for repeat processing evaluation Registration repeat checking uses the evaluation grade to determine if a course should be considered in repeat checking based upon whether repeat hours or repeat limit rules are to be used The value in the Evaluation Grade field is the minimum grade that will be used for repeat checking for the term level and selection rule Once this grade is set courses with a numeric value less than the evaluation grade will not be considered in repeat checking National Student Clearinghouse NSC Reporting Procedures Overview of Processing for Clearinghouse Reporting
322. isplay Ind icator for all of your subject codes Without any changes all subject code descriptions will display on the Web You should review subject code descriptions for clarity as well as update the Web Display Ind icator to N only for the subject code descriptions that should not display on the Web Registration Time Ticketing in Banner Student Self Service and Voice Response Registration Time Ticketing allows institutions to optionally establish priority driven registration period time slots for registration via Student Self Service Web registration and Voice Response telephone registration Time Ticketing slots for Web and telephone registration processing are established using the following forms Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures e Registration Priority Control Form SFARCTT e Registration Group Control Form SFARCTL e Student Registration Group Query Form SFIRGRP There are two primary methods of registration eligibility control checking e Registration Time Ticketing If time tickets are used to control registration eligibility there are two variations available unrestricted time ticketing and restricted to time ticketing e Unrestricted time tickets refers to students with assigned time tickets who are only eligible for registration for the term as applicable for their time ticket If a student does not have a time ticket t
323. isted sections Enter N to individually print each section belonging to a cross list Print Student Addresses Yes Enter A to print the student s address on the class A Address roster Enter Pto print the studert s address and the P Address and ponani phone primary phone number associated with the address on the class roster Enter N to print neither the N Neither student s address nor telephone number on the class roster Address Selection Date No Enter the effective date for the address to be printed 13 323 on the class roster for address selection Enter the date in DD MON YYYY format If left blank the system date will be the default Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Parameters cont Name Address Priority and Type s Required No Description Enter the address priority and type to be printed on the class roster Multiple requests are permitted and must be entered in priority sequence For example MA 2PR will first print the mailing address and if none is found will print the permanent address Enter each parameter then hit Return for the next prompt Returning with a null value will move you to the next parameter Values Address Type Code Validation Form STVATYP Primary Instructors Only Enter Y to produce a single class roster listing the names of all instructors Enter Nor a null value to produce a class roster for each
324. istration Date Defaults block and enter the course section criteria for the rule college department campus schedule type instructional method This criteria will be used to associate the registration default information to the section or group of sections For example if all Web based nursing sections will be available for registration between a particular range of dates the department should be set to the nursing department code and the instructional method should be set to the code that represents Web based delivery Student Release 6 0 User Guide 13 185 13 Registration Registration Procedures 13 186 10 11 12 Enter the registration start and end dates for the period of time that the students are allowed to register for a section These dates will default to all new section records created matching the identifying criteria defined here These dates will also default to the start from and to dates on the section record Both of these date ranges are updatable in SSASECT if the Ovr Indicator is checked Enter the census dates to be defaulted to the corresponding fields in the Enrollment Data block of the Schedule Form SSASECT Save the records Define the registration status codes that will be allowable for the rule a To do this position the cursor on the record with the appropriate criteria and use the Detail button or the Registration Status Codes item in the Options Menu to access the Default Regi
325. istration Form SFAREGS the Registration Mass Drop Form SFAMASS and in telephone registration processing if itis in use Student Release 6 0 May 2003 User Guide Confidential Fields Incl Att Hrs Process Web Controls Process Grade Book Controls Synch Partner Systems Orig Chg Cutoff Date May 2003 Confidential 13 Registration Registration Forms Descriptions Buttons Check set to Y the Incl ude Att empted H ou rs checkbox to include the attempted hours which were registered in a prior term toward the class calculation displayed in the Student window of SFAREGS Course sections with class restrictions use the class calculation value on SFAREGS to determine registration eligibility You can select the Update Student s Term Information item in the Options Menu from the Status or Registration blocks on SFAREGS to access the Student window Attempted hours are also used in conjunction with class requirements placed on reserve seats on SSASECT Note Attempted hours are never included in the class calculation displayed on the General Student Form SGASTDN The hours considered as attempted hours in the class calculation for registration include the following courses registered in a prior term e graded or ungraded courses and e graded courses not yet rolled to history Once a course in a prior term has been graded and rolled to history it will not be considered in attempted hours Check the Pro
326. istration fee assessment This form is accessed through the REGISTRATION Menu Before data may be entered on this form the ID must be that of a registered student Any fee codes that are entered on this form must have been established on the Registration Additional Fees Control Form SFAAFEE Dollar amounts may not be changed on this form Detail codes that have been entered and saved may not be changed by List or Select functions These functions may only be performed when a new detail code is being inserted Registration Query Form SFAREGQ 13 40 The Registration Query Form SFAREGQ provides you with an online view of a student s schedule The form is query only and will display all registered courses and related information for the term or date range and student specified in the Key Information of the form Use the date range to search on open learning courses person must be a student and have registered for courses using the Student Course Registration Form SFAREGS or other remote registration telephone registration processing web registration etc for this form to be useful You can access SFAREGO from the SFAREGS form do so select View Student s Schedule of Classes from the Options Menu You may also access the form directly from the REGISTRATION menu Use the Registration History Form item in the Options Menu to access SFARHST for an alternative search method Use the Data No Data Co op Education button to
327. istration or a Pre Req or Test Score Error depending on Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures the minimum grade Transfer work still in transfer articulation will not be considered for pre requisite checking purposes If a potential pre requisite exists in history for a term less than or equal to the term of the enrollment being processed it will be used The result will either be a successful registration or a Pre Req or Test Score Error depending on the minimum grade requirement e Ifa required pre requisite does not exist in either transfer work or academic history enrollments in registration for terms equal to or less than that of the enrollment being processed will be checked Enrollments in sections which are not gradable will not be considered e The course registration status of all considered ungraded courses will be checked in all cases e Ifthe registration status does not count in enrollment STVRSTS Count in Enrl Enrollment Indicator is not checked the course will bypassed This will prevent DD status from satisfying a pre requisite e the registration status is a withdrawn status STVRSTS W D Ind icator is checked the course will be bypassed e Ifthe registration status is a waitlist status STVRSTS Wait list Status is checked the course will be bypassed e Ifa considered enrollment for a term less than or equal
328. it If the user chooses to update an existing record the new status code and date are defaulted into the SFRWDRL block The user may update other fields only if the SFRWDRL PROCESSED IND N 2 If the original charges amount has changed and if the SFRWDRL PROCESSED IND N the user has three options a Create a new record b Update the original charges amount c Exit If a user chooses to update an existing record the new amount will default in for the original charges Other fields may be updated by the user including the Institutional Charges Detail Information window should the user choose to update the Original Charge Indicators 3 SFRWDRL PROCESSED IND Y and if post withdrawal disbursement is to occur the user has three options a Update the institutional charges amount b Update the Original Charge Indicators to match institutional charges previously used in the calculation c Exit 4 Ifthe SFRWDRL PROCESSED IND Y and if the return of funds is to occur the user has three options a Create a new record Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures b Update the Original Charge Indicators to match institutional charges c Exit If the user chooses to update the institutional charges amount the new amount will default in and no other fields will be updatable If the user chooses to update the Or
329. ite requirement was not met Additional pre requisite failure information is presented in the Detailed Restriction Results Form SFQPREQ This form is available as an option from SFAREGS using the CRN Search button and the Option List select View Detailed Results or a Duplicate Item function when positioned on a course for which an area pre requisite was not met After reviewing the requirements which have not been met the operator is returned to SFAREGS where additional Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures enrollments can be requested the error can be overridden or the section can be dropped Note Please note that SFQPREQ is available for display only for enrollment attempts in sections which use area pre requisites If you request display of SFOPREO for all enrollment attempts where test score and pre requisite restrictions are used the error message ERROR CAPP Area Pre requisite error not encountered will be given b Web Registration either Student Self Service or Faculty and Advisors Self Service When area pre requisites are not in effect for a section pre requisite checking will be performed as it has been in the past There are two possible results a successful registration or a Pre Req and Test Score Restriction error Following an error the request to enroll in the section is automatically deleted When area pre requisites are in effect for a sec
330. itlist Enrollment Purge SFPWAIT removes all waitlist enrollment information for those students who could not be placed in a specific class section Reserved Seating amp Waitlist Processing Waitlisting can also be used with Reserved Seating Waitlist maximums can be established on the Enrollment Data window on SSASECT If waitlist maximums are established for reserved seats during registration then the error messages will indicate that reserved seating is being used for the section For example the message RESERVE CLOSED WL FILLED indicates that the reserved seating is filled and the reserved seating waitlist is filled for the section override of the registration status will over enroll the reserved seating and leave the waitlist alone Entering a waitlist status and a Yin the Ovr field of SFAREGS will over enroll the waitlist Student Release 6 0 User Guide 13 199 13 Registration Registration Procedures 13 200 Drop Last Class Students can be dropped from the last class for which they registered or from all classes If a student is registered for a single class use one of the drop codes defined on the Course Registration Status Code Validation Form STVRSTS or the Course Registration Status Form SFARSTS to drop the last class If there are no registration errors the last class should be dropped If the student is registered for multiple classes use one or more of the drop codes defined on STVRSTS or SFARSTS to dro
331. j Crse Crse Req Crd Connect Req Crs Grd Low High ENGL 1000 2999 15 or 5 C Example Requirement Have taken ENGL 110 and earned at least a C or scored at least 500 on the SAT Verbal Test Area General Requirements None Detail Attachments Set Sub Subj Crse Crse Req Connect Req Test Min Max Set Low High Crd Crs Grd 10 010 ENGL 110 None 1 10 015 S01 500 700 Student Release 6 0 User Guide 13 263 13 Registration Registration Procedures 13 264 Example Requirement Have an overall GPA of 3 00 Area General Requirements 3 00 Area GPA Detail Attachments Subj Crse Crse Req Connect Crs Connect Low High Crd Crs 1000 9999 0 None 999 Note The detail requirements in this case must be written in a fashion to select all courses that the student has taken The course number range must be all inclusive and both a required number of credits or courses and a maximum number must be specified Setting up Catalog Restrictions and Pre requisites Use the Catalog Pre requisite and Test Score Restrictions Form SCAPREQ to set up and maintain information about pre requisite requirements for a course e Use the the Course Title field and the CAPP Areas for Pre requisites checkbox in the Course Information section of the main window to set up a course pre requisite The checkbox can be updated in this section of the form but the title must be maintained on the Bas
332. k Student Release 6 0 May 2003 13 4 User Guide Confidential 13 Registration Registration Module Flow Registration Module Flow Term Control Form SOATERM Curriculum TEM Rules Form Catalog Registration SOACURR Module Drop Form SFAMASS Maximum Hours Per Term Form SFAMHRS Communication Plan Schedule Module Registration Fee Assessment Rules Form SFARGFE Student Registration Status Form SFAESTS General Student Module Registration Additional Course Fees Form Registration SFAAFEE Status Form Student Course SFARSTS Registration Registration Form Fees Min Max Unduplicated SFAREGS Charge Headcount Report Control Form SFRHCNT SFAFMAX Registration Fee Registration Assessment Fee Assessment Process Refund by Total Registration Class Rules Form Query Roster SFARFND Form Form SFAREGQ SFASLST Student Grade Roll Accounts Schedule Report Process Academic Receivable SFRSCHD SHRROLL History Module Module Student Invoice Billing Registered Registration Fee Statement Course Not Paid Assessment Process TSRCBIL Request Process SFRFASC and Scheduling SFRRNOP Module Class Roster Report SFRSLST Registered Grade Roll Student Not Paid Report Report Course SFRRNOP SHRROLL Request Form SFACREQ May 2003
333. lat fee charge of 1000 000 is still in effect and is displayed in the Flat Fee Chrg field The hours used for the overload calculation 4 00 are displayed in the Overload Hrs field and the 100 00 per credit charge that applies to the overload hours displays in the At field with the calculated charge displayed to the right Student Release 6 0 May 2003 13 150 User Guide Confidential 13 Registration Registration Procedures Fee Assessment Using the Assess by Course Indicator Fee assessment processing can assess a course with certain course specific data elements These data elements that apply to assess by course are part of term grade mode instructional method and schedule type The Assess by Course Indicator allows fee assessment to return to the grouped courses whether by student level campus or course attribute and check for CRNs that satisfy a rule with a specified part of term grade mode instructional method and schedule type Rules can also be assessed using C combined parts of term Using Assess By Course With Part of Term Processing When a rule is specified as being assessed by course fee assessment processes the student s registered courses in two steps for the available rule groupings in SFARGFE student characteristics course level course campus and course attribute 1 The order of processing within groups is determined a Course hours for that rule grouping are summed b While the total hours are b
334. lated and represents the charge that will be applied to the student s account Note Extension processing will not be possible if the student has passed their expected completion date the student will exceed the maximum number of extensions allowed for the section or the student has registration holds 5 If the section requires pre approval use the Appr checkbox to signify that special approval requirement has been granted 6 If in the case of an administrative extension the charge amount should be waived check the Waive checkbox and the Amount field will be set to zero Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures 7 Save the record when you are satisfied that the correct information exists A new entry will be entered in the Additional Registration Information Table 8 If online fee assessment is turned on SOATERM the fee assessment processing can take place for the extension fees evidenced by the assess date If online fee assessment has not been turned on you will need to run the Batch Fee Assessment Process SFRFASC to update the student s account Drop or Withdraw from an Open Learning Course Before dropping out of or withdrawing from an open learning course make sure all open learning rules and course sections have been defined in Banner l Access the Student Course Registration Form SFAREGS 2 Enter the r
335. lay only Count in program indicator The checkbox is checked if the course counts toward the program s general requirement minimum credits and or courses maximum transfer credits and or courses etc Display only Count in area indicator The checkbox is checked if the course counts toward the area s general requirement minimum credits and or courses maximum transfer credits and or courses etc Display only Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Count in Group Count in GPA Area Group Compliance Credits Compliance Courses Area Group Split Course Apply to Degree 13 Registration Registration Forms Descriptions Buttons Count in group indicator The checkbox is checked if the course will count toward the group s general requirement minimum credits and or courses maximum transfer credits and or courses etc if the course is used to fulfill a group s requirements Display only Count in GPA indicator The checkbox is checked if the course counts toward grade point averages calculated within the program Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Numb
336. ld be run for all students within a term e the Fee Assessment On line Indicator is checked set to Y indicating that online fee assessment is available then this process should be run in collector mode in case online assessment has been deferred due to the process option setting of the Fees field on SFAREGS being changed to N Batch for Updates or B Batch Only instead of using the default setting of Y Immediate e Fee assessment can also be deferred using the Registration Mass Drop Form SFAMASS e Once the Fee Assessment On line Indicator on SOATERM has been checked set to Y it should remain checked Student Release 6 0 May 2003 13 291 User Guide Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC 13 292 Batch fee assessment can be run in either update mode or audit mode Use update mode to post the charges on the student s account TBRACCD record for the term You may wish to use audit mode to print a report of what the assessment results would be if the process was run in update mode SFRFASC uses assessment rules defined on the Registration Fee Assessment Rules Form SFARGFE as well as any fees posted through the Registration Additional Fees Control Form SFAAFEE to calculate registration related charges The output from SFRFASC can be printed in either name or ID order and includes the detailed transactions that have been posted to the student s account record If you have chosen
337. le Purge Fee Assessment Audit Process SFPFAUD see the following page 13 302 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Purge Fee Assessment Audit Process SFPFAUD PAGE 1 SFPFAUD 6 0 BANNER System Test RUN DATE 15 APR 2003 Purge Fee Assessment Audit RUN TIME 04 11 PM Student ID Student Name 00000318 Burns Diane 00000317 Eisenberg Agnes 00000319 Hasapis Lee 00000320 Mirabella Lueen 00000321 Timm Ernest 00000322 Zammiello Mary Students processed PAGE 2 SFPFAUD 6 0 BANNER System Test RUN DATE 15 APR 2003 Purge Fee Assessment Audit RUN TIME 04 11 PM REPORT CONTROL INFORMATION Parameters have been entered via Job Submission Parameter Name Value Parameter Seq No 8093 Term code 200280 Transaction start date Transaction end date Student ID Retain last assessment audit Report type Run mode moz Student Release 6 0 May 2003 13 303 User Guide Confidential 13 Registration Reports Unduplicated Headcount Report SFRHCNT Unduplicated Headcount Report SFRHCNT Description Parameters This report produces headcount totals by level and major for all students for the term who have a student registration status STVESTS with the Affect Headcount checkbox checked set to Y Other data for each level major group includes campus session residency sex ethnic code and classification A grand total of all enrolled students is also
338. le bill collector records are needed both the Create Accounting Records and Add Invoice Collector Record parameters must be set to Y If collector records are created they may be used either for processing student bills in invoice mode or student schedule bills via the Student Invoice Billing Statement TSRCBIL If it is anticipated that the collector records will be processed by TSRCBIL in sleep wake mode an appropriate value should be entered for the Printer parameter This value should be one of the valid printer selections from the Printer Validation Form GTVPRNT which has been specifically set up by your institution for use with sleep wake processing If you are not using sleep wake processing enter any valid printer code to populate the collector records The same code should be entered for the Printer parameter in TSRCBIL Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC Parameters Name Required Description Values Term Yes Enter the registration term for which fee assessment Term Code Validation Form is to be processed STVTERM Assessment Date No Enter the date in format MON DD YYYY to be used as the effective date for all of the fee assessment transactions generated by this process The following hierarchy is used when assigning the effective date first the date in the Fee Assessment Effective Date field on SOATERM second the d
339. le communication plans may be active for a person in a single module Choices are checked The communication plan is active The person has active materials for the associated communication plan ready to be processed on the Student Mail Form SUAMAIL via Letter Generation This value is stored in the database as Y Y is the default unchecked The corresponding communication plan is inactive The person no longer receives materials as part of that plan This value is stored in the database as Column SOBCPLN ACTIVE IND Indicates whether mail is pending or not When a Y appears in the Mail field of the Assignment block the materials are posted automatically to the Student Mail Form SUAMAIL via Letter Generation based on the plan code that generated those materials Materials may be sent manually once a plan is assigned to a person materials are created and the rules for the materials meet the criteria for addition to SUAMAIL Choices are Y Pending Mail N No pending mail Nis the default Source Based on existence of mail on GURMAIL if the GURMAIL print date is blank and mail is associated with the communication plan code assigned to the person Column Not a base table item Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Procedures To create a communication plan assignment l Access the Communication Plan Assignment Form SOAPLAN 2 Enter the student s ID
340. les to be copied Only rules with the Set Copy Ind checked will be copied to the new term When entering data elements to restrict rule copying the rule uses Student Release 6 0 User Guide 13 143 13 Registration Registration Procedures 13 144 an AND condition between the data elements you select Rules may be copied back to previous terms or forward to future terms Detail codes that are inactive in TSADETC will not be copied in this process Audit History Use the Registration Fee Assessment Audit History Form SFAFAUD to assist in fee assessment processing and to view the history of assessments by ID and term Use the data on the form to understand how the charge was calculated by the fee assessment process The Detail block displays the term code activity date time of the assessment the SFARGFE rule sequence number detail code detail category code TBRACCD transaction number and the amount of the charge You can view expanded detail on the audit record using Next Block or the Options Menu The Detail Audit Information window displays the pertinent information from SFARGFE and the fee assessment process to explain how the charge was derived The window separates assessments into per credit flat and overload and allows you to see the billing hours used as well as the overload starting hours overload hours and the per credit charges applied The audit history also stores the CRN for both Track by CRN processing and for as
341. licable student levels Depending on the complexity of the rules check carefully for the rule that matches all of the characteristics of the student in question are there rules for student campus college degree major etc Remember that if one of the elements in a rule is blank it is treated like a wildcard and all students will match that element regardless of the value For example if there are two rules for the main campus and one of those rules is specific to engineering majors all other majors will be considered by the rule that does not specify engineering majors Also examine the course levels included in the rule that you expect the student to meet and the actual level of the courses on SFAREGS A SYSTEM S calculated time status record was added after a USER U time status record already existed USER records are not supposed to be treated as overrides and prevent SYSTEM calculations from adding additional time status history records e This happened because SYSTEM calculations can be forced to resume if needed for a particular student term if a USER time status history record exists Either the update to the registration term header record was made by authorized personnel in SOL Plus or the complete time status history record SFRTHST was added in SOL Plus National Student Loan Data System NSLDS Student Status Confirmation Report SSCR Roster File Procedures Overview of Processing for NSLDS SSCR Reporting
342. llment status effective date Attempted to add an ad hoc student but the student was not found in the database e Student status could not be applied as current due to a reporting history violation e Anticipated Completion Date must be greater than or equal to Date Enrollment Status Effective Please refer to the most recent updates for the SSCR User s Guide or contact NSLDS if you have any questions about the above error messages General File Execution Processing Errors and Troubleshooting The following outlines general errors that may occur and resolutions to those errors e ERROR Parameters entered on the command line are invalid aborting job This message indicates that the syntax for the execution of the program submitted from the command line is invalid Re submit the job request with the correct command line parameters e ERROR Cannot open file filename aborting job This message indicates that either the Roster File or Error Notification File specified to be processed cannot be found or that file permissions do not allow the input file to be opened for processing Check the spelling of the path and filename as well as the permissions for the file Correct as needed and re submit the job request or contact technical support staff if needed for Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures assistance The message could al
343. lock Default Registration Status Code Definition Block Use this block to define the various status codes that will be available to the registration processes The only enterable fields in this block are the Status Code Usage Cutoff From Percentage and Usage Cutoff To Percentage The other fields display the corresponding data from the Course Registration Status Code Validation Form STVRSTS If extensions are permitted for this section a status code defined for use in extension processing where the Ext Indicator in STVRSTS is checked and the W D Ind icator is unchecked must be defined If academic policy permits the drop of and or withdrawal from extensions it will be necessary to define a separate extension withdrawal code where the Ext Indicator and the W D Ind icator in STVRSTS are checked and corresponding refunding rules Note Status codes defined for use with extensions will not be enterable in any of the registration processes Use the Summary button to return to the main window Fields Descriptions Buttons Status Code This is the registration status code associated with the identifying criteria lookup List Course Registration Status Validation STVRSTS Description This is the description for the registration status code Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Usage Cutoff From Percentage Usage Cutoff To Percentage Effect by Stu Stat Effect by St
344. ltiple grading modes available This field is used by the Change Class Options Page in the Registration Menu Grade Mailer Checked set to Y indicates that the student may view the grades that have been rolled to academic history for the term in the Key Information This field is used by the Display Grades page in the Administrative Functions Menu b Review and or establish term specific SCT Banner Web Schedule Search Controls On the Term Control Form SOATERM enter a term in the Key Information and use Next Block to access the fields in the main window Check set to Y the Process Web Controls box and press Enter to display the Web Processing Control window The Web Schedule Search Controls fields are used to restrict or enable selected searching capabilities when a student performs a search for available sections on the Look Up Classes to Add page in the Registration Menu as follows Student Release 6 0 User Guide 13 245 13 Registration Registration Procedures 13 246 Control Description Closed Section Display Checked set to Y indicates that closed sections sections Campus Schedule Session Instructor c with zero or fewer remaining seats display when a student requests a listing of available sections This field is used by the Look up Classes to Add page Checked set to Y indicates that the student is permitted to search for classes by campus This field is used by the Look up Classes
345. lumn SOBCTRL STU ERRLVL IND Radio group that indicates the severity of curriculum checking in the Academic History module Choices are Fatal System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form SOACURR Warning A message is generated that the curriculum combination is invalid and the user is given the option to continue or cancel No Checking Curriculum rules are not checked and no message is displayed Column SOBCTRL HIS ERRLVL IND Error severity of curriculum checking for compliance requests in CAPP has just one value Fatal It cannot be changed Consequently if the Use Curriculum Rules option is Yes the system validates that the curriculum combination used for a compliance evaluation is in effect on the Curriculum Rules Form SOACURR Otherwise the system does not permit the compliance evaluation Column SOBCTRL ERRLVL IND Date the settings on the Curriculum Control Form SOACTRL were added or last updated This date is system controlled It cannot be changed Column SOBCTRL ACTIVITY DATE Student Release 6 0 User Guide 13 107 13 Registration Registration Forms Curriculum Rules Form 13 108 Procedures To set the error severity for curriculum checking l Access the Curriculum Rules Control Form SOACTRL 2 Select the appropriate Fatal Warning or No Checking radio button for the each of the Recruiting Admissions Ge
346. lways be the SSN that is returned in the Submittal File and the Error Correction File Ifa match is found on SSN Last Name combination the record is updated with the appropriate enrollment status code and effective date for that status if needed If any of the name fields Last Name First Name or Middle Name do not match the corresponding current name fields then all of the fields provided for reporting a name change in the SSCR file these fields are referred to as New Student s Last Name New Student s First Name and New Student s Middle Initial are updated with the data in the current name record as null Please note that if a middle initial is reported in the Roster file but no middle initial exists in SCT Banner the middle initial is not updated to blank null in the returned Submittal File Source of Effective Dates for Statuses For each student enrollment status an effective date for that status is reported The following lists the source of data for each enrollment status reported Source of Data Form of Data Field Approved Leave of Absence SGASTDN Leave of Absence From Date untitled under Leave Dates in Miscellaneous Student Information window Deceased SPAPERS Deceased Date if available otherwise reported as 00000000 Full time SFAREGS Most recent Time Status Date in View Time Status Information window Graduated SSASECT Most recent Part of Term End Date untitled for graded courses for the
347. ly The split course indicator The checkbox is checked if the course s credits are split because it exceeds the maximum number of credits allowed toward the requirement Display only Apply to degree indicator The checkbox is checked if the course is applied toward the associated degree by the compliance process Display only Equivalent course indicator The checkbox is checked if the course used to fulfill the requirement is an equivalent course to the one s actually listed in the requirement Display only Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons Area Area code Code for the area in which the course was used to fulfill a requirement Display only Group Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Potential Used Potential used indicator The checkbox is checked if the course can potentially be used to fulfill the requirement It will be checked only when a requirement can not be completely fulfilled by using of the course Display only Catalog Used Catalog used indicator The checkbox is checked if the requirement indicated that all courses in the institution s catalog within a specified range were required to fulfill the requirement Display only Adjusted
348. ly completed for all enrollments which have not yet been rolled and if corrections are not made to all grades which fail validation none of the enrollments which qualify for rolling will be rolled There is also an optional Degr Awrd Ind field in the Key Information If used this indicator will permit entering of grades for only those students with a specific degree status Valid entries are Awarded P Pending and null for all statuses The third process allows the entry and maintenance of the attendance hours in the Attended field This non required field may be updated with the number of hours the person attended the section When used in conjunction with Electronic Gradebook processing and Faculty and Advisors Self Service the entry of final grades if gradable components have been defined for a CRN will be affected Any updates to final grades made in this form will not be reflected in the student s final grade record SHRCMRE and will only update their registration record SFRSTCR This form serves as a grade override and will preserve the audit trail of the calculated final mark based on individual component marks message is displayed if the section has gradable components informing you that midterm and or final grades entered here could be overwritten if the grade calculation process is initiated from the Electronic Gradebook When information is rolled to academic history either online using SFASLST or SFAALST or in batc
349. m SOATERM Descriptions Buttons This is either the date that the extension was processed or the date when updates were last made to the record This is the ID of the person who processed the extension Enter comments in this field related to the course extension Comments can be up to 32K in size Use the Comments button to open the SCT Banner Editor window to enter search on or edit your text Use the Term Control Form to establish controls for a specific term These controls affect the areas of catalog schedule registration registration fee assessment and telephone registration processing Prior to entering information on this form a term must be created on the Term Code Validation Form STVTERM This form must be completed before the catalog and schedule can be built and before registration can take place In Progress Calc Time Stat 13 68 Descriptions Buttons Check the In Progress checkbox if courses that are being taken during the current term can be used to fulfill pre requisite requirements If you check the box then an in progress course is treated as if the course is completed Once a course is graded it is no longer considered an in progress course and it is then checked against the rules in SSAPREQ When the Calc ulate Time Stat us Indicator is checked the system performs time status calculations online and inserts or updates time status records when an update occurs on the Student Course Reg
350. m code ora date range in the Key Block for your query The date range is used for open learning courses Use the Registration History Form item in the Options Menu to access SFARHST for an alternative search method to view registration activity across all terms The student must have at least one General Student record created via the Admissions process This form will not process verifications for students with verification holds on their records unless password authorized overrides are entered by the requester If an academic year is entered in the Enrollment Verification Request Form SFAROST the Enrollment Verification Report SFRENRL will be produced for all terms associated with the academic year in the Term Code Validation Form STVTERM even if the student has no registration and or academic history for one or more of the terms associated with the academic year If no academic year is entered in SFAROST the enrollment verification will be produced only for the term entered in the Key Information When a valid ZIP or postal code is selected from the ZIP Postal Code Validation Form GIVZIPC and entered in the ZIP PC field the combination of City State Province and Nation information which exists in GIVZIPC will default into the Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms appropriate fields The related information does not default in when the ZIP Postal Code is entered manually
351. m is for query purposes only you cannot make changes to any of the values on this form You may access this form from SFAREGS using the Options Menu Key Block Use this block to enter the ID and term for the student who is being withdrawn Fields Descriptions Buttons ID ID of the student for which you want to view withdrawal information lookup List Person Search Form SOAIDEN Term Code of the term of the withdrawal record as defined on the Term Code Validation Form STVTERM If a term is entered only records for that term will be displayed If no term is entered all records for all terms for the student will be displayed lookup List Term Code Validation list Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Withdrawal Information Block Use this block to view detailed withdrawal information for the student The fields in this block are ordered in descending order by term and within each term descending order by record sequence Fields Wdrl Code Withdrawal Date TIV Ind Processed Ind Enrollment Start Date Enrollment End Date Descriptions Buttons Code of the term of the withdrawal record as defined on the Term Code Validation Form STVTERM Sequence number of the withdrawal record SCT Banner assigns this value It cannot be changed Note You can use this value to cross reference the student s withdrawal record when you cal
352. m the Printer Validation GTVPRNT list of values Column Stored in the globals for the session Not a base table item Hardcopy output destination of transcripts requested during the current session Choices come from the Printer Validation GTVPRNT list of values Column Stored in the globals for the session Not a base table item Hardcopy output destination of enrollment verification reports requested during the current session Choices come from the Printer Validation GTVPRNT list of values Column Stored in the globals for the session Not a base table item Hardcopy output destination for compliance results requested during the session Choices come from the Printer Validation GTVPRNT list of values Column Stored in the globals for the session Not a base table item To specify the destination of hardcopy requests for compliance results 1 Access the Student System Distribution Initialization Form SOADEST 2 Double click Schedules Invoices Transcripts Enrollments or Compliance to display a list of values for the selected field 3 Select the output destination from the pulldown list 4 Save May 2003 Confidential Student Release 6 0 User Guide 13 13 13 Registration Registration Forms Student Course Registration Form SFAREGS 13 14 The Student Course Registration Form SFAREGS provides an automated mechanism for registering students into sections created by the Class Schedule mod
353. mation becomes a manual process Be aware however that adding a registration term header record can have many processing consequences in the Student System including adding to the headcount causing registration fee assessment to occur if there are generic registration fee assessment rules built affecting IPEDS reporting etc e The second option is to manually edit the extract file The process performs an additional check to ensure that the ZIP code length transmitted in the extract file does not exceed the 9 positions permitted by the NSC If a ZIP code longer than 9 positions is found the following message will be printed when the process is run selecting the Report of Missing Invalid Data run mode option Zipcode length exceeds 9 characters Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures If this error is found on the report you should review the ZIP Postal code for the address record that would have been processed based on the address hierarchy parameter values Please note that hyphens are excluded by the process so that a ZIP Postal code of 12345 1111 will be reported in the extract file correctly as 123451111 Also any blank spaces that may exist at either the beginning or end of the data are also excluded Blank spaces contained within the ZIP Postal code however are not automatically removed because the syntax requirements for the ZIP Postal c
354. may not be entered in SFQSECM by the user Course status is designated as a waitlist status Course has been dropped Override was used in registration of this course Warning error This value never remains in the database permanently it is used as a part of temporary processing when warning errors are detected that require online user intervention Once the warning error is fixed the W goes away F Fatal error This value neverremains in the database permanently it is used as a part of temporary processing when fatal errors are detected that require online user intervention Once the fatal error is fixed the F goes away Build Tuition and Fees The institution s tuition and fee policy is built for a registration term using the Registration Fee Assessment Rules Form SFARGFE This form allows your institution to define the rules to be used in the registration fee assessment algorithm Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures e The rules provide you with the ability to assess fees based on student criteria of campus residency level college major class rate department student attribute student type degree code admit term residency program and or course criteria of part of term grade mode schedule type and instructional method e Rule can be further limited by range of billing hours for the minimum and maximum
355. messages if this information is provided No Expected Grad Date on SGASTDN Students who have been identified as full time half time or on a leave of absence require the expected graduation date to be reported This message indicates that the Expected Graduation Date field in the Graduation Data window on the General Student Form SGASTDN is blank An expected graduation date must be entered Note The expected graduation date on the general student record will roll to the Anticipated Graduation Date on the Degrees and Other Formal Award Form SHADEGR during the first grade roll to academic history either performed online with the Class Roster Form SFASLST or in batch with the Grade Roll to Academic History SHRROLL SSN must be entered on SPAPERS This message will occur only when new students with loans are added to the file and indicates that the SSN SIN TFEN Social Security Number Social Insurance Number Tax File Number field on the General Person Form SPAPERS is blank The social security number is required for all new students added to the file and must be entered No Deceased Date on SPAPERS This message will occur only when a student is identified as deceased and the Deceased Date field on the General Person Form SPAPERS is blank This date if available is reported as the status effective date for a deceased student otherwise the date is reported as 00000000 Time Status on SFAREGS is missing or
356. meter is set to Y then the Campus parameter is required Student Release 6 0 User Guide Campus Code Validation Form STVCAMP May 2003 Confidential 13 Registration Reports Student Schedule Report SFRSCHD Parameters cont Name Selection Identifier Required No Description Enter the code that identifies the population with which you wish to work The selection identifier must be defined on the Population Selection Definition Rules Form GLRSLCT All or none of the population selection parameters must be entered Values Population Selection Inquiry Form GLISLCT Application Code Enter the code that identifies the general area for which the selection identifier was defined All or none ofthe population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered Application Inquiry Form GLIAPPL Creator ID Enter the user ID of the person who created the population rules All or none of the population selection parameters must be entered Run in Sleep Wake Mode No Enter Y to start sleep wake cycling for this process and printer Sleep Interval 13 315 Enter the time in seconds to process pauses before resuming execution The lowest enterable value is 1 The highest enterable value is 999999 Student Release 6
357. mit override checking combines the rules in the sense that all of the Y Yes overrides for registration error checking are combined from both rules This is not a problem if the Y overrides permitted for the specific CRN are the same or include more Y overrides than the rule associated with the same subject and course number combination This is a problem if the Y overrides permitted for the specific CRN are fewer and or different from the overrides permitted for the same subject and course number combination The effects of combining overrides when the same subject and course number are specified in more than one permit override rule are illustrated in the following examples Student Release 6 0 User Guide 13 255 13 Registration Registration Procedures Example of Permit Override Rules Permit Code Capacity Duplicates Links Co Reqs Pre Reqs Time ALLOWALL Y Y Y Y Y Y Spc Appr Major College Level Class Campus Rpt Hrs RptLmt Degree Program Y Y Y Y Y Y Y Y Y Y Permit Code Capacity Duplicates Links Co Reqs Pre Reqs Time CAPACITY Y N N N N N Spc Appr Major College Level Class Campus RptHrs Rpt Lmt Degree Program Y N N N N N N N N N In the examples below the student isan undergraduate sophomore biology major and Section 02 of PSYC 300 CRN 10050 and Section 03 of PSYC 300 CRN 10051 are restricted to junior and senior psychology majors at the undergraduate level Example One of specific overrides assigned to th
358. monitor sections during registration Section information must be entered in the Schedule Form SSASECT prior to accessing this information In order to get the student information on the form the student needs to be registered for the section for the term Note Section start and end dates roll to academic history when an enrollment is rolled regardless of whether the section is a CEU section Section start and date dates are displayed in Academic History in the Additional Information window available from the Course Detail information in the main window found on the three Course Maintenance Forms SHATCKS SHATCKC and SHATCKP The second purpose allows for entry of final grades The first step of the grade process is to produce the grade rosters During this process class roster data will be sorted by name and the files updated When the form is requeried it will display in name order and in the order ofthe grade roster You are now ready to enter grades Ifthe Roll Indicator in the Key Information is checked final grades which have been entered will roll to history files when a Save function is performed If the Roll Indicator is unchecked rows are written to a collector file which can be processed using the batch Grade Roll to Academic History SHRROLL If mid term grades are to be entered then the Class Roster Form SFASLST should be used Note Only final grades are rolled to academic history The system provides a warning mess
359. most hours will have codes that are at the top of the list of codes displayed on SFARCTL and the students who have completed the fewest hours will have codes that are at the bottom of the list of codes displayed on SFARCTL The codes in the example above would be displayed in the following order on SFARCTL 0896 0954 0982 1000 When the group codes have been associated with students you must build the time slots and their priorities on SFARCTT if not built previously then associate the time slots priorities with the groups on SFARCTL by populating the Group Priority field Once those tasks have been completed the SFARGRP form can be used to display the time slots for individual students for the term and the Student Registration Group Query Form SFIRGRP can be used to query registration groups their associated time slots and the students assigned to those groups Student Registration Permit Override Procedure This section applies to SCT Banner Student System registration Telephone Registration processing and Student Self Service registration Registration Permit Override processing allows institutions to optionally establish combinations of allowable automatic overrides for registration processing that can be assigned to individual students These permit overrides are available by term on a course or section basis These overrides will by pass the error checking that would normally be performed in the Student Cours
360. multiplier is 1 0 The calculation used is liable hours X liability multiplier X charge per the rule qualification CRN Calculation CRN 001 4 00 X 1 0 X 10 00 CRN 002 2 00 X 1 0 X 10 00 CRN 003 3 00 X 1 0 X 10 00 CRN 004 3 00 X 1 0 X 10 00 The total charge will be 120 00 for the detail code T101 associated with this rule If this scenario is modified by performing a drop of one CRN there is a different result e The registration status code for CRN 001 is changed to DC Drop Course e On STVRSTS the following settings are used The Count in Asmt Indicator is checked The W D Ind icator is checked e When setting up registration status controls on SFARSTS DC is defined with a refund percentage of 9096 for category codes of TUI e A90 refund means 10 liability to fee assessment thus the multiplier changes from 1 00 to 10 This is how fee assessment calculates the new assessment CRN Calculation CRN 001 4 00 X 10 X 10 00 4 00 CRN 002 2 00 X 1 0 X 10 00 20 00 CRN 003 3 00 X 1 0 X 10 00 30 0 CRN 004 3 00 X 1 0 X 10 00 30 00 The total new assessment will be 84 00 for the detail code T101 associated with this rule Step 2 explains what is done in the student s accounting record as a result of this registration change from the first assessment Compares the current assessment to the current student accounting records using currency amounts and the last set of charges for the student
361. n not the first day of classes For each part of term as determined on SOATERM enter the course status as determined on STVRSTS the effected by student enrollment status and the start and end dates Note Any code that can be used during advance registration needs advance registration start dates For each student type as determined on STVSTYP enter terms which constitute consecutive enrollment May 2003 Student Release 6 0 Confidential User Guide 13 127 13 Registration Registration Procedures 13 128 Mainline Edit Registration Overview The following registration functionality works consistently processing multiple registration records for a person for the same term processing enrollment counts and using common program procedures for registration processing in baseline Web and Voice Response When you begin registration processing you are logged into the Registration Access Control Table SFRRACL If another current entry exists in that table for ID and term you will be denied access Registration records are recorded in the Registration Temporary Table SFTREGS and when all errors are corrected the registration is saved to the Student Course Registration Repeating Table SFRSTCR Enrollment counts are updated only when the registration is finalized and saved to SFRSTCR If you shut down registration before the final save process the registration record will not be recorded and the enrollmen
362. n Default Rules Form SOAORUL 13 81 Registration Fee Assessment Rules Form SFARGFE 13 89 Registration Fee Assessment Refund by Total Rules Form 13 99 Registration Fees Min Max Charge Control Form SFAFMAX 13 99 Registration Additional Fees Control Form SFAAFEE 13 99 Registration Fee Assessment Audit History Form SFAFAUD 13 100 Curriculum Rules Control Form 2 lll SOACTRL 13 103 Curriculum Rules Form SOACURR 13 108 Student Term Break Form SOATBRK 13 113 Student Withdrawal Form llle SFAWDRL 13 114 Student Withdrawal Query Form SFIWDRL 13 124 Registration Procedutes sy actio aac ore kaa EP o and ay oo gH OHS 13 127 Registration Tables to be Updated Each Semester llle 13 127 Mainline Edit Registration les 13 128 Create Term Gontrolss lt x uc v hue Er RU WONG MINUM CEN E rog 13 131 Define Registration Statuses for Student and 13 132 Student Registration Status and Course Registration Status 13 132 Student Levels Versus Course Levels in 13 134 Registration Course Error Flags 1 13 134 Build Tuition and Fees eR ee x e MERE ue 13 134 Assess Additional Fees es 1
363. n Enter Query mode use List to view valid values on the Schedule Section Query Form SSASECQ This is the subject from the registration record In Enter Query mode use List to view valid values on the Subject Code Validation Form STVSUBJ This is the course number from the registration record Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Fields Lvl Level Crse Stat Course Status Start Date Completion Date Num Exts Number of Extensions Mid Grde Mid Term Grade Final Grde Final Grade Grd Dtl Grade Detail Roll 13 Registration Registration Forms Descriptions Buttons This is the course level from the registration record In Enter Query mode use List to view valid values on the Level Code Validation Form STVLEVL This is the course status from the registration record In Enter Query mode use List to view valid values on the Course Registration Status Code Validation Form STVRSTS This is the registration start date from the original registration record This is the expected completion date from the latest active extension record Thisis the number of extensions the student has been granted to date for the course This is the mid term grade from the registration record This is the final grade from the registration record This box is checked when component records exist for the student and section on SHRMRKS This box is checked
364. n both Class restriction and Major restriction but not capacity Permit Override codes are assigned in the Student Registration Permit Overrides section of SFASRPO Permit override types can be assigned only when they have been authorized for the term in the Key Information using the Registration Permit Overrides Control Form SFAROVR Several functions are available in this section as follows e AList function from the Permit Override Code field displays the Registration Permit Override Codes LOV which is derived from the Registration Permit Overrides Control Form SFAROVR You may select a value from this window or select Define Permit Override Rules from the Options Menu to access SFAROVR which displays the valid codes and allows Exit with Value e A Help function from the CRN field displays the Registration Course Query Form SFQSECT when a valid CRN is present You may also use the Search button and select View Section Information SFOSECT to access SFOSECT e A List function from the Subj ect field displays a list of valid subject codes e Count Query Hits function from the CRN Subj ect Crse and Sec tion fields displays the Registration Section Query Form SFQSECM You may also use the Search button and select Search for Sections SFQSECM to access SFQSECM from the CRN field e A Duplicate Record function from the Subj ect and Crse fields displays the Existing Courses LOV which is derived from the Subject Course
365. n procedures e restriction is overridden or if a special permit or override is used each course in which an override was performed or a permit was used is flagged with the override These override flags are stored in the student course registration record SFRSTCR and displayed on the Registration Course Query Form SFQSECT For clarity terminology and other assumptions about pre requisite processing are included as follows Terminology e Aco requisite is a course which must be taken in the same term as the course to which it is a co requisite If two or more courses must absolutely be taken in the same term co requisites should be used No changes to co requisite processing have been made but they are discussed in this introduction to clarify the difference between a concurrent pre requisite and a co requisite e A pre requisite is a course which must usually be completed in a term earlier than the course for which registration is attempted and pre requisites are being checked but it may be taken in the same term based upon the value of the Concurrent Indicator Use of the Concurrency Indicator The Concurrent Indicator can be used to modify a pre requisite requirement and indicate that the pre requisite course can be taken either in an earlier term or in the same termas the course in which registration is attempted When not set the pre requisite course mustbe taken in a term earlierthan the one in which registration is
366. n standard report for the purpose of identifying Spring Graduates the response to the Report Flag parameter must be N This identifies that the report is for non standard term data and places the proper value in report flag position of the file For normal term processing the Report Flag parameter must be set to Y It is critical that a non standard report of Spring Graduates be completed and submitted to the Clearinghouse prior to any scheduled file submittal for the next regular term If your Spring Graduates report is delayed beyond the first submittal for the next regular term fall not summer students who graduated will be assumed by the Clearinghouse to have withdrawn from the institution because they no longer appear in the file The Clearinghouse will report these individuals to lenders and guarantors as withdrawn with the effective date being the last day of the previous term One consequence is the possibility of having already passed the grace period leaving little time for lenders to notify the students of repayment Student Release 6 0 User Guide 13 223 13 Registration Registration Procedures 13 224 obligations and deadlines This usually is a problem with Fall Graduates rather than Spring Graduates because of the limited time between the end of the fall term and the beginning of the winter or spring academic term Please be aware that the graduation date that is reported should reasonably reflect the date that the stu
367. n start and end date ranges Base Part of Term Information Use the Base Part of Term information to define part of term information for the full term in the Key Information This includes the start and end dates number of weeks in part of term and census date At least one part of term must be established that is equal to the full term Note Be very careful when altering part of term information when scheduling of registration information exists Fields Descriptions Buttons Census 1 This field is used to designate that census one enrollment be calculated for the part of term Census 2 This field is used to designate that census two enrollment be calculated for the part of term Mid Term Use this checkbox to display mid term grades on Web pages in Grades Faculty and Advisors Self Service Final Grades Use this checkbox to display final grades on Web pages in Faculty and Advisors Self Service Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons Wait List Use this checkbox to wait list information on Web pages in Faculty and Advisors Self Service Web Registration Dates Information Use the Web Registration Dates section to specify the date ranges during which registration via the Web is available for the term in the Key Information Web registration dates are established as follows Enter one or more start and end dates for
368. n the original registration date You can access the Calendar Form GUACALN from these fields to help select your dates This field displays the term for the CRN The query search may return multiple terms and you can use the term to avoid confusion This is the part of term number for a traditional course Since open learning sections do not contain a part of term OL is displayed in the Part of Term field in place of a part of term number This field displays the beginning time from the meeting time record Please note that open learning courses may or may not be associated with meeting time records This field displays the ending time from the meeting time record Please note that open learning courses may or may not be associated with meeting time records This field displays the course delivery method information associated with the registration record This field is populated by the name of the assigned instructor or tutor defined for the section Student Release 6 0 User Guide 13 41 13 Registration Registration Forms Student Course Fee Assessment Query Form SFAREGF The Student Course Fee Assessment Query Form provides you with the ability to query a student s detail data and registration fee assessment online without having to update the student s detail file This allows you to enter the registration fee assessment rules and then test the result on specific students This form is accessed directly through the men
369. n to the fee assessment code should occur only after it has been determined that there are no outstanding refunds to be processed Calculation Differences For Refunding by Total Refunds Refunding by total is different from refunding by course in that fee assessment assumes the student is either 100 liable or 0 liable for the hours in the registration record depending upon whether the registration status code is defined in STVRSTS as able to be used for a course withdrawal or not If the registration status code is defined in STVRSTS with the Count in Asmt Indicator and the W D Ind icator checked the student is not liable for those hours at all when refunding by total is applied Instead SFARFND calculates a penalty charge based upon the refund status code and date and adds that charge to the student s accounting record Fee assessment differences using the example provided above would appear as follows with two pre requisites 1 The Ref und by Total Indicator must be checked on SOATERM 2 The Registration Fee Assessment Refund by Total Rules Form SFARFND must have refund periods and percentages established For this example the scenario is as follows e SFAREND has a 90 refund period established e The registration status code of DC Drop Course has the W D Ind icator and the Count in Asmt Indicator checked on STVRSTS The student is registered in 12 hours CRN Hours Status CRN 001 4 RE CRN 002 2 RE CRN 003 3
370. nal assessment of 120 00 they would be eligible for a credit of 36 00 The important thing to note in refunding by total processing is that a penalty charge is assessed on the student s account rather that assessing a new charge based upon liability hours for the registration status codes on the student s record and posting a difference That penalty is based upon the difference between the currency amount charged to the student in the new assessment and the currency amount in the previous student accounting record for the detail code and term In refunding by total fee assessment interprets all liability on the student s hours as either 10096 liable or 0 liable to determine the new assessment It then calculates the new charges after the dropped courses finds the difference from the last recorded student accounting for that detail code and term and assesses the penalty based upon the rules defined in SFARFND Refunding Using Combined Flat and Overload Rules Plateau Refunds The process corrects errors in the rules used when students drop registration hours into and out of per credit flat rate ranges and overload rules Fee assessment determines which rules to use when a student changes their liable hours into or out ofa flat range per credit range or overload rules by using the Flat Charge Hours Range From field and the Course Start Hours Overload field The Flat Charge Hours Range From field functions as the starting point to determine
371. nancial Aid WD Code Withdrawal status code This value defaults from the Wdrl Code on STVESTS where the Enrollment Status Code on STVESTS is equal to the Enrollment Status Code on SFAREGS and may be null This field is enterable and is validated against STVWDRL If the TIV Update Ind icator on STVWDRL is Y then the Wdrl Ind icator on STVESTS also is Y for the Enrollment Status Code on SFAREGS If not you will receive an error message Withdrawal Code not valid in combination with Current Enrollment Status Also if the Period Midpoint Ind icator on STVWDRL is Y then the Effective WD Date will be defaulted as the approximated midpoint date of the enrollment period and Percent Attended will be defaulted to 50 lookup List Withdrawal Status list Effective WD Effective date of the withdrawal entered by the user unless it is Date defaulted to the midpoint date of the enrollment period as specified above This date must fall between the Enrollment Start and Enrollment End dates TIV Record Check box that indicates whether the student is a Title IV award recipient for the term in the key checked The student received Title IV funds for this term unchecked The student did not receive Title IV funds for this term May 2003 Student Release 6 0 Confidential User Guide 13 117 13 Registration Registration Forms 13 118 Enrollment Start Enrollment End Enrl Break Days Days In Period Attend Break Days
372. nd sometimes set to N unchecked If processing demands are heavy during peak periods of registration activity it may be advisable to set the Calc ulate Time Stat us Indicator to Nor unchecked If the indicator is set to Nor unchecked you should determine in conjunction with technical personnel when the Time Status Calculation Update Process SFRTMST should be executed It may be desirable to run this process nightly possibly in conjunction with registration fee assessment If it is important to your institution to track all enrollment status changes and the precise dates on which they occur for institutional reporting purposes it is advisable to run this process daily if the SOATERM indicator is set to Nor unchecked May 2003 Student Release 6 0 Confidential User Guide 13 221 13 Registration Registration Procedures 13 222 If the Calc ulate Time Stat us Indicator on SOATERM is set to Nor unchecked during any period of activity that affects registration online in SFAREGS SFAMASS and Telephone Registration processing it will be critical to run the Time Status Calculation Batch Process SFRTMST at a minimum of the day beforeit is necessary to submit an extract file to the Clearinghouse It would be advisable to run the batch process to double check for errors that may not have been resolved even if the indicator had been set to Y checked and not changed to N unchecked at any time during processing Additional Information
373. ne Registration processing or because the Calc ulate Time Stat us Indicator was not set to Y or checked on SOATERM when registration processing occurred The Time Status Calculation Update Process SFRTMST should be executed to calculate time status and update insert time status records that are missing If any errors prevent the batch calculation of time status and or the update insert of a time status history record the specific error will be described on the report output of the SFRTMST Depending on the error corrections such as changes to the Time Status Rules may be required online No NSC Equiv for time status code on STVIMST If this message displays with your institution time status code for 0 00 minimum and 0 00 maximum credit hours it means that the enrollment status for the student s registration record has an Affect Headcount flag of Y or checked on the Student Enrollment Status Validation Code Form STVESTS Students who withdraw completely from classes must be updated on SFAREGS with a student status that has the Affect Headcount flag set to Nor unchecked on STVESTS If astudent drops all courses credit hour total would be zero 0 for the term but the student enrollment status does affect the headcount the Clearinghouse Extract Report will select the student as enrolled for the term Time Status Calc Error on SFAREGS This messages indicates that either an error exists which prevents the student s time status f
374. ned students if any exist will be retrieved for display Use a List function from the Group Code field to display a list of valid codes from the Registration Group Control Form SFARCTL The codes display in an LOV window called Registration Group Codes Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Registration Permit Overrides Control Form SFAROVR Use this form to establish the registration permit override codes and their associated allowable registration error overrides on a term by term basis When a new permit override code is added all overrides for that code will default initially to unchecked or N no automatic override but may be updated to checked or Y registration error checking override automatically allowed These override codes are then assigned to individual students on a specific term and course or section basis You cannot make a permit override entry until a Permit Override code defined on the Registration Permit Override Code Validation Form STVROVR has rules defined for the term in the Key Information of SFAROVR Entry of a code which is defined only on STVROVR which does not have rules defined on SFAROVR for the Key term is not allowed Fields Descriptions Buttons Permit Use a List function from the Permit Registration Permit Override Code field to display a list of valid codes from the Registration Permit Override Code Validation Form STVROVR Op
375. need to take no further action as these are the delivered values in the Crosswalk Validation table This step is required only for the initial set up of Web registration or if you decide to change the codes used for these transactions Establish term specific date ranges for course statuses a Review and or establish enrollment status codes their associated start and end dates and refunds as applicable for the registration term on the Enrollment Status Control Form SFAESTS Required for each registration term b a Review and or establish course registration status codes their associated start and end dates and refunds as applicable for the registration term and parts of term within the registration term on the Course Registration Status Form SFARSTS Required for each registration term Review subjects for Web display on the Subject Code Validation Form STVSUBJ Review the Subject Code Validation Form STVSUBJ and Web enable those subjects that should display when a student searches for available sections Remember that the Web enabled subject codes will also control the Catalog and Schedule display as well initial set up requirement only The Web Display Ind icator checkbox on the Subject Code Validation Form STVSUBJ specifies which subjects are allowed to display in Web Course Catalog Class Schedule and Look Up Classes to Add pages The installation process automatically defaults checked or Y for the Web D
376. ner begins the processing of the student s Title IV refund information You can also use this form to update information that SCT Banner will use later to calculate the student s Title IV refund such as e Record a Title IV effective withdrawal date and status and a start date and end date of enrollment e Record any additional amount for allowable institutional costs not assessed via SCT Banner Accounts Receivable 13 114 Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms e Record any days for approved leave of absence The percent of period attended will be calculated based on this data the start and end of term as recorded in STVTERM or by part of term as indicated on SOATERM and break periods of five or more days as recorded in the Student Term Break Form SOATBRK and the SORTBRK table e Be warned if the student still has active enrollment status when a withdrawal code is entered e Calculate the amount of original institutional charges for the term from the TBRACCD records for the term which have the tbraccd orig charge ind set to Y on records with detail codes where the tbbdetc inst charge indis set to Y This form also displays all TBRACCD records for the term with detail codes where the tbbdetc inst charge indisset to Y with an updatable checkbox for the tbraccd orig charge indand totals for the sum of original institutional charges and of other institutional charges If change
377. neral Student Academic History and CAPP Compliance Request Error Severity Indicators 3 Save Note The Activity Date field is updated when you save your selections To enable curriculum checking l Access the Curriculum Rules Control Form SOACTRL 2 Select the Yes radio button for the Use Curriculum Rules Indicator 3 Save Note The Activity Date field is updated when you save your selections To specify that concentrations can be attached to major department rules as well as to base curriculum rules l Access the Curriculum Rules Control Form SOACTRL 2 Select the Yes radio button for the Attach Concentrations To Majors Indicator 3 Save Note The Activity Date field is updated when you save your selections SOACURR This form is used to view or create curriculum rules The key to this form is term which is optional If you put the term in the key the form only shows you the rules which are valid for that term no future term rules are displayed For more information on using curriculum rules please refer to please refer to the CAPP Handbook Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms The form is entered in query mode You may search on term program level campus college or degree to display base rule information This data is sorted in alpha order if a program exists If not base rules are sorted in numeric order by rule
378. nformation Billing Hours 21 000 Assessment 12 000 00 Term Information Terms Attended 199510 Fall 1994 199510 199520 Spring 1995 Last Term Attended 199520 Spring 1995 KRKKKKKKKKKKKKKKKKKKKKKKKEKCONTINUED ON NEXT PAGE X x kk KKK KKK KERR KK KKK KKK Student Release 6 0 May 2003 13 331 User Guide Confidential 13 Registration Reports Enrollment Verification Report SFRENRL Date Issued 25 APR 2003 15 32 56 Page 2 Request Type Complete Issued to Jan Record of Mary A Nelson Student No 210009507 ENROLLMENT VERIFICATION FOR FALL 2002 200310 Enrollment Course Summary COURSE TITLE Intermediate Accounting I TART END NOV 2002 JAN 2003 APR 2003 9 JUN 2003 1 APR 2003 JUL 2003 NOV 2002 JAN 2003 5 DEC 2002 0 MAY 2003 NOV 2002 03 APR 2003 The United States to 1877 15 MAR 2003 24 MAR 2003 Biological Principles 199520 Intro to Economics Problems of the Amer Economy Shakespearean Sonnets S 01 31 01 0 0 21 01 31 1 3 01 Conversational French Enrollment History Term Start Date Date Time Status 199510 29 AUG 1994 16 DEC 1994 No Time Status Rule Met 000 199520 16 JAN 1995 12 MAY 1996 No Time Status Rule Met 000 Enrollment Messages KKKKKKKKKKKK ke OF ENROLLMENT VERIFICATION XXX Student Release 6 0 13 332 User Guide May 2003 Confidential 13 Registration Reports Enrollment Verification Report SFRENRL 25 APR 2003 15 32 56 BANNER Uni
379. not been met the Not Met button is enabled If requirements do not exist neither of the buttons are enabled General Requirements Group Requirements 13 24 Descriptions Buttons The General Requirements Met and Not Met buttons reflect the results of analysis of area general requirements Display only lookup Next Item EnterArea Output Inquiry Form SMIAOUT The Group Requirements Met and Not Met buttons relate only to areas which have groups attached They reflect the results of analysis of area group requirements Display only lookup Next Block EnterArea Group Compliance Summary window Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Forms Fields Descriptions Buttons Detail The Detail Requirements Met and Not Met buttons relate only to Requirements areas which have courses attached They reflect the results of analysis of area course attribute detail requirements Display only lookup Next Block EnterCourse Attribute Attachment Results window of SMIAOUT More buttons in the Main Window Mouse Keyboard Result General Select Area Output Inquiry Form General Requirements Requirements section of main Met and Not window Met Group Select Area Group Compliance Summary Requirements window Met and Not Met Detail Select Area Output Inquiry Form Course Requirements Attribute Attachment Results window Met and Not Met If the ac
380. not enter a value The default protects against updating the database when no value is entered Valid values for the run mode parameter are A a U and If you accidentally type an invalid value for either the term code or the run mode a message displays indicating that an invalid value has been entered The process then prompts the user to re enter the parameter value The process selects all students registered for the term and determines if the existing time status in the database is the same as the time status that is calculated when the process is run Ifthe calculated time status would be different the student is selected for printing on the report For each selected student the existing time status code if one exists the revised time status code what the current calculated time status would be and an appropriate comment are printed on the report The following is a list of all of the possible comments which could be included in the output and a description of what each indicates The comments fallin two groups 1 comments indicating that the status of a student is different from one of the enrolled statuses either F full time H half time or L less than half time and that they do not have a time status reported and 2 comments pertinent to enrolled students who require a time status to be reported Comments for students with statuses that do not have a time status reported l Deceased Student is deceased 2 With
381. nrollment verification will be produced only for the term entered in the Key Information Parameters Name Required Description Values Student ID Yes To request that the verification on a specific student be processed enter that person s ID number or enter to request all IDs which are in the collector file Enrollment Request No Enter the enrollment request type for which the Enrollment Verification Type Code Type verification is to be processed Ifall types are tobe Validation Form STVEPRT processed enter a NULL value Address Type Yes Enter the address type for which the verification is to Address Type Code Validation Form be processed STVATYP Student Release 6 0 May 2003 13 328 User Guide Confidential 13 Registration Reports Enrollment Verification Report SFRENRL Parameters cont Name Required Description Values Select Credit Type to Yes Enter the credit hours type E arned or E Earned Print A ttempted to be printed on the report A Attempted Print Enrollment No Enter Y to have the enrollment request type printed Y Print enrollment request type Request Type on the report Enter a NULL value OF a to prevent N po not p ntenrollment request the enrollment request type from printing Printer No Enter the printer destination for schedules Selection Identifier No Enter the code that identifies the population with Population Selection Inquiry Form which you wish to work The selection ident
382. nt b Update the Original Charge Indicators to match institutional charges previously used in the calculation c Exit If the SFRWDRL PROCESSED IND Y and if the return of funds is to occur the user has three options a Create a new record b Update the Original Charge Indicators to match institutional charges c Exit If the user chooses to update the institutional charges amount the new amount will default in and no other fields will be updatable If the user chooses to update the Original Charge Indicators the form will go to the Institutional Charges Detail Information window where the user can update the Original Charge checkbox Two totals will display e Locked original charges e Current original charges As the checkbox is changed the Current Original Charges field will be updated The user will be able to save changes only when the two amounts are equal The user may exit without making changes After going from the key to the SFRWDRL block the following is checked a If the student s status code has changed KEY BLOCK ESTS CODE is different than the SFRWDRL ESTS CODE b If the student s status date has changed KEY BLOCK ESTS DATE is different than the SFRWDRL ESTS DATE c If the student s original charges amount has changed KEY BLOCK TOTAL ORIG CHGS is different than the SFRWDRL ORIGINAL CHARGES If any of these three values has changed a dialogue box stating which fields
383. nt Fee Type Duration 1 T100 900 00 FLAT 2 T100 300 00 CRED 3 T100 90 00 DURN Week 4 T200 100 00 DURN Week COMP 25 00 FLAT 5 T200 100 00 BILL TECH 50 00 FLAT The following represents the TBRACCD entries that would be placed on the learner s account CRN 10001 Scenario 1 T100 900 00 Scenario 2 T100 900 00 300 00 X 4 Scenario 3 T100 900 00 90 00 X 10 Scenario 4 T200 1000 00 100 00 X 10 COMP 25 00 Scenario 5 T200 300 00 100 00 X 3 TECH 50 00 Student Release 6 0 May 2003 13 172 User Guide Confidential May 2003 Confidential CRN 10002 Scenario 1 Scenario 2 Scenario 3 Scenario 4 Scenario 5 13 Registration Registration Procedures T100 900 00 T100 900 00 300 00 X 4 Fee assessment would not be accomplished on a duration basis entry of this scenario would be prohibited in SSADETL Fee assessment would not be accomplished on a duration basis entry of this scenario would be prohibited in SSADETL T200 300 00 100 00 X 3 TECH 50 00 Examples of Simple Section Level Refunding Section Setup CRN 10001 characteristics e Open Learning Course e 10 week duration Reg Code DC DC DC DC DC DC DC 10 20 30 40 Complete Duration Duration Tuition Fee Extn Complete Refund Refund Refund 100 100 90 90 70 70 50 0 1 WEEK 100 100 3 WEEK 75 75 5 WEEK 50 0 The following represents the TBRACCD entries that would be placed on the learner s account Refunding by Percent Complete Rule Set 1
384. nt nor sub component records are purged A message is displayed on the report for the student NO COMPONENT SUB COMPONENT RECORDS PURGED e When the Purge Component Records parameter is Y and the Purge Sub Component Records parameter is N component records are purged A message is displayed on the report for the student Component Information as well as the number of records purged for components e When the Purge Component Records parameter is Nand the Purge Sub Component Records parameter is Y sub component records are purged A message is displayed on the report for the student Sub Component Information as well as the number of records purged for sub components The start from and to dates are used to isolate all registration records in a range For traditional courses which are assigned to a part of term the part of term start date associated with the section is used to determine inclusion For open learning courses the start date of the original SFRAREG record for the student is used If you need to isolate a portion of a term for processing enter either a valid term or a wildcard 96 to search all terms The wildcard feature is only permitted if start from and to dates are also entered In this instance only registration records in a particular term matching the date range entered would be purged Term Date Range Results Fall 1999 All registration records for the Fall 1999 term would be purged Fall 1999
385. nt time statuses without actually U Update updating the database U or update mode will update insert time status history records Report Sample Time Status Calculation Update Process SFRTMST see the following pages 13 366 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Time Status Calculation Update Process SFRTMST This sample shows the output when the process is run in Audit Mode 15 AUG 1995 08 55 19 BAN2 SEED DATABASE Time Status Calculation Update Time Status to be Updated Time Status Code Existing Revised 395000221 Armstrong Kathleen K 395000218 Corcoran Janice B 900000433 Finnegan Heidi 201000019 Onofrio Joseph P 395000118 Peterson Joseph R 395000222 Phillips Jonathan R 202000010 Savannah Suzanne S 395000219 Torlind Janet K 15 AUG 1995 08 55 19 BAN2 SEED DATABASE 199599 Time Status Calculation Update REPORT CONTROL INFORMATION SFRTMST Release 2 1 5 TERM 199599 CAMPUS CODE LEVEL CODE RUN MODE A Number of Records Processed 15 Number of Records Eligible for Update 8 Number of Records to be Updated 2 Number of Records for Review 6 Student Release 6 0 13 367 User Guide Comments Leave of absence kk MUST be updated manually ERROR Must be resolved Graduated Deceased Withdrawn PAGE 2 SFRTMST May 2003 Confidential 13 Registration Reports Time Status Calculation Update Process SFRTMST This
386. nt was attached directly to an area the Group field will be blank Display only Course reuse option under which the course was evaluated for the area The option used is displayed The field also includes a pull down list which shows all available options Display only Attribute reuse option under which the course was evaluated for the area The option used is displayed The field also includes a pull down list which shows all available options Display only Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Display only Countin program The checkbox is checked if the course counts in the program s totals Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Student Release 6 0 User Guide 13 29 13 Registration Registration Forms 13 30 Fields Group Reuse Course Group Reuse Attribute Credits Used Cnt in Prog Area Group Credits Used Count in Prog Count in Area Descriptions Buttons Course reuse option under which the cou
387. ntingdon Southeast Avenue Building 12 Presidential Bld N4 Paoli PA 192241234 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 13 000000003 ST 190 000000004 Student Release 6 0 May 2003 13 361 User Guide Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC BGN 11 000000004 950703 ENR EB7 UN D8 19970512 DTP 382 RD8 19950215 199 007 08 19950620 01 52 34 395000119 IN2 02 Lynn IN2 05 Rhenfelter IN2 07 3 67 Holland Street Philadelphia PA 19118 02 8 05 999999 02 1995 Clearinghouse Term 5 13 000000004 57 190 000000005 11 000000005 950703 ENR EB6 0 08 19970512 382 08 19950215 199 01 52 34 395000122 IN2 02 Stephen IN2 05 Franklin IN2 07 B N3 81 Rawlings Court Dover DE 03321 02 8 05 999999 02 1995 Clearinghouse Term 5 12 000000005 57 190 000000006 BGN 11 000000006 950703 EB6 UN D8 19970512 DTP 382 RD8 19950215 199 ENT 01 52 34 395000123 IN2 02 Cheryl IN2 05 Lentermann IN2 07 D N3 33 Bennington Street N4 Lancaster PA 19788 ENT 02 M8 DS 999999 U2 1995 Clearinghouse Term SE 12 000000006 57 190 000000007 11 000000007 950703 7 0 08 19970512 382 08 19950215 199 01 52 34 395000124 IN2 02 Anthony IN2 05 Kressler IN2 07 B N3 92 Wolfram Road 1006 ES
388. nu items to add or drop a course view class roster information grades view attendance roster information CEU courses and view class section information The term and CRN are remembered and populated for you Student Release 6 0 User Guide 13 61 13 Registration Registration Forms 13 62 Key Block Use the Key Block to enter the ID of the student for whom you wish to view registration records and extension information Fields Descriptions Buttons Enter the ID of the desired student lookup List Person Search Form SOAIDEN lookup Count Query Hits SSN SIN TFN Alternate ID Search Form GUIALTI Registration History Block Use this block to query on term CRN subject course level and course status Use Enter Query mode to enter query criteria Use Execute Query to display the results The records are sorted by CRN within term Information is retrieved from the registration and extension records Fields P T Part of Term CRN Subj Subject Crse Course Descriptions Buttons This is the term from the registration record In Enter Query mode use List to view valid values on the Term Code Validation Form STVIERM This is the part of term from the registration record applicable for traditional courses only In Enter Query mode use List to view valid values on the Part of Term Code Validation Form STVPTRM This is the course reference number from the registration record I
389. nutes will be appended to the date This date is also used in subsequent reports for the same term as the basis of determining whether a student s enrollment status has changed to a lower status from the last report submitted 6 Run Mode This is required and has three options 1 Report of Missing Invalid Data 2 EDI TS190 output 3 EDI Smart TS190 output Only clients who have licensed EDI Smart should select the EDI Smart output option 7 Grad Level Code This is optional and allows the entry of multiple values Enter the code s for the graduate level course s For those students who attempt only graduate level courses the ENR03 element will be set equal to 28 This is a requirement of TRA processing Initial vs Subsequent Reporting for the Same Term The Clearinghouse Extract Report inserts a row in a control table each time run mode 2 EDI or run mode 3 EDI Smart is selected The first report for the term is identified by the process by determining that the combination of term code and report flag from the process parameters entered does not currently exist in the control table As part of the processing the row is inserted with the term code report date report flag and activity date A subsequent report for the same term is identified by determining that the combination of term code and report flag from the process parameters entered does exist in the control table If more than one row exists the most recent row his
390. o previous assessments for accurate charging refunding and reversals are aided in certain processing by the use of the audit history table It is critical to create the first set of audit history records Fee assessment does the following during processing l Determines the liable amount by detail code Fee assessment looks at registration status information for the course and determines what the student is liable for in terms of billing hours using the Liable Billing Hours field on SFARGFE For example a student is registered in 12 hours CRN Hours Status CRN 001 4 RE CRN 002 2 RE CRN 003 3 RE CRN 004 3 RE The fee assessment rule the student qualifies for is Detail Code Amount Field Value T101 10 00 Minimum 0 00 per credit Maximum 1 000 00 From Liable Hours 1 00 To Liable Hours 99 00 Student Release 6 0 User Guide 13 155 13 Registration Registration Procedures 13 156 e The registration status code used is RE Registered e OnSTVRSIS the following settings are used The Count in Enrl Indicator is checked The Count in Asmt Indicator is checked The W D Ind icator is not checked e In SFARSTS there are no refund periods associated with the RE status e Fee assessment uses the per credit charge and the RE status because it does not mean a drop W D Ind icator is not checked and no refund percentages apply Therefore liability for each CRN is interpreted as 100 For the calculation the liability
391. o the SSCR File Type parameter did not match the file that was specified for the SSCR File to Process parameter The user either entered an E instead of R to process a Roster File or an R instead of Eto process an Error Notification File Re submit the job request with the correct parameters e ERROR Trailer record found before end of file aborting job This message indicates that additional data was found beyond the record with a sequence number of 9999999 which should be the last record in the file Please contact the Customer Service Center at NSLDS when this error occurs e ERROR Trailer record is missing or has invalid sequence number aborting job This message indicates that a valid trailer record with a sequence number of 9999999 could not be found Please contact the Customer Service Center at NSLDS when this error occurs ERROR Record Sequence Number is not sequential aborting job This message indicates that in processing a situation was encountered where the next record did not have a greater sequence number than the record just processed Please contact the Customer Service Center at NSLDS when this error occurs ERROR Incorrect number of detail records processed aborting job This message indicates that the total count of records indicated by NSLDS in the Trailer Record does not match the actual number of records that the SFRSSCR process read Please contact the Customer Service Center at NSLDS when thi
392. o the billing hours for the course with this registration status code will be considered in fee assessment and the refund rules will be applied that are in effect for the date the code was assigned to the course This is the only way a course can be considered a dropped course and be processed by refund calculations in fee assessment The billing hours are adjusted based on the defined refund information from either SFARSTS or SFARFND if applicable to calculate the student s liable hours for the course that they have dropped If no refund period is defined and no refund information is found for the dropped course the student is 10096 liable for the course Student Release 6 0 User Guide 13 141 13 Registration Registration Procedures 13 142 Uncheck this box when fee assessment is not to apply refund percentages to the billing hours associated with a course with this registration status code The course is considered an enrolled or registered course The student is automatically considered 100 liable for the charge for the course if the Count in Asmt checkbox is also checked Enrollment Status Code Validation Form STVESTS The following field on STVESTS needs to be set up for use in fee assessment e WdrlInd This indicator is used in fee assessment to define an enrollment status as a drop for refund calculation Check this box so fee assessment will use the enrollment status code as a refund status code The refund percenta
393. ocess SFRFASC Parameters cont Name Required Refund by Total Refund No Date Description Values Enter the date of the refund by total refund period in format MON DD YYYY This date establishes the percent refund to be used for any dropped courses as determined by the SFARFND table Note If you are using refund by total and no date is provided here and there are unprocessed dropped courses that qualify for refunds the refunds will not be calculated Run Mode Yes Enter to run in audit mode and print an audit A Audit report for fee assessment Enter Uto update the U Update database records The default is A Report Sample Registration Fee Assessment Process SFRFASC see the following pages 13 297 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Registration Fee Assessment Process SFRFASC PAGE 1 SFRFASC 6 0 BANNER System Test RUN DATE 15 APR 2003 200280 Batch Fee Assessment RUN TIME 11 27 AM Student ID Student Name Message Tran No Detail Code Description Amount Tran Date 900000318 Burns Diane Audit 1 T101 Undergraduate Tuition 5 APR 2003 Net Assessment Accounting 1 T101 Undergraduate Tuition 5 JUL 2003 Net Change 00000317 Eisenberg Agnes Audit 1 S001 Student Service Fee A 15 APR 2003 2 T101 Undergraduate Tuition 15 APR 2003 Net Assessment Accounting 1 S001 Student Service Fee 15 JUL 2003 2 T101 Undergraduate Tuition 15 JUL
394. ocess SFRRNOP 06 JUN 2000 12 30 57 Systems amp Computer Technology 200027 Registered Not Paid Process ID NUMBER NAME 00000097 Adams Amanda A Four Ellis Avenue Malvern PA 19355 215 555 5555 100100005 Adams Andy 4675 Charleston Place Herndon VA 08993 100100003 Adams Chris 382 Timber Lane Morgantown NJ 08033 222000104 Adams Christine 1845 Spruce Street Philadelphia PA 19102 00000869 Adams Jackie Midd 8 Pond Circle Gainesville GA 40339 100100001 Adams Mary 748 Inglewood Road Burlington NJ 08634 209500066 Alex James 9328 Cornell Ave Yardley PA 19067 900000004 Atkinson Susan M 344 South Maint St Provo UT 84705 909000001 Axelrod Arnold A Pheasant Hollow Farm R D 1 Devon 19345 Student Release 6 0 May 2003 13 310 User Guide Confidential 13 Registration Reports Registered Not Paid Process SFRRNOP 06 JUN 2000 12 30 57 Systems amp Computer Technology PAGE 10 200027 Registered Not Paid Process SFRRNOP REPORT CONTROL INFORMATION SFRRNOP Release 4 3 3 Report Total 103 TERM 200027 TYPE C UPDATE Y CENSUS PROCESS DATE 16 MAY 2000 ADDRESS TYPE LIST 1MA ADDRESS SELECTION DATE 06 JUN 2000 EXEMPT DUE TO POTENTIAL T P PAYMENTS N EFFECTIVE DATE OF DROP 20 MAY 2000 RECORD COUNT 103 Student Release 6 0 May 2003 13 311 User Guide Confidential 13 Registration Reports Student Schedule Report SFRSCHD Student Schedule R
395. ode Min Score and Max Score fields can be used to define test type and score range which will fulfill the detail requirement Test scores can be used in compliance areas pre requisite areas and in the future areas used as registration prescriptions In order to define a test requirement no other data elements except set and subset can be entered on the detail line In other words a line of detail requirements can include a rule other criteria or test scores but not any other combination Implementing Area Pre requisite Processing Introduction Area pre requisite processing is an optional feature of SCT Banner Student Pre requisite and test score restriction processing can be still performed using existing rules Area pre requisite processing provides added flexibility in definition of pre requisite requirements and expanded display of the results of a failure to meet pre requisite requirements Area pre requisite processing can be selected on a section by section basis Student Release 6 0 User Guide 13 267 13 Registration Registration Procedures 13 268 Processing Steps 1 Required Area pre requisite processing uses the CAPP Program Compliance Report SMRCMPL to evaluate pre requisite requirements and their fulfillment Compliance processing requires that areas be evaluated within the context of a program and compliance results are attached to a program Determine a single code to use as the pre requisite progr
396. ode in some cases correctly includes blank spaces for example Canada Foreign Addresses In the N4 segment of the Transaction Set 190 for SFRNSLC the reference designator N402 data element 156 accommodates foreign addresses If the student s selected address does not have a state code the state code in this data element needs to be populated with a value equal to FO If the value of FO is in the State field then the country code as defined on the SPRADDR record in reference designator N404 data element 26 needs to be updated with the EDI equivalent country code found in STVNATN EDI EQUIV Reporting Graduates and Summer Term Enrollment Reporting Spring Graduates The Clearinghouse would like to receive a separate graduates only report and will accept a report that includes graduates as well as other students enrolled in the term of graduation The Clearinghouse has also specified that they prefer the Academic Term data element be in the Header Record of the file reference Spring Graduates but this is not an absolute requirement The SFRNSLC process will print the Term Code Validation Form STVTERM description in the Academic Term data element and this is acceptable The most critical part of processing your Clearinghouse file to report Spring Graduates is having the correct response to the SFRNSLC process Report Flag parameter The Clearinghouse has requested that this report be submitted as a non standard report To create a no
397. ode may be used Students are placed on the waitlist via the Student Course Registration Form SFAREGS by entering the waitlist course status specified on STVRSTS in the Status field for the course for which the student is being waitlisted Students can be placed on the waitlist prior to or after the section capacity is filled However if a student is to be waitlisted for a course prior to it being filled it may be necessary to first register the student RE and then change the course status to waitlist after saving the changes on the Student Course Registration Form SFAREGS Once the number of students enrolled plus the number on the waitlist exceeds the capacity error messages will inform the user that a waitlist exists Consider the following waitlisting example steps 1 Section 10010 Senior Thesis in Economics has a section maximum of 7 and a waitlist maximum of 3 There are six students registered John has asked for special permission to take the section The professor will only let John into the section if no other eligible student wants the seat So John is placed on the waitlist The section now shows 6 actually enrolled and 1 on the waitlist 2 When the next student enrolls for the section the message OPEN n WAITLISTED where n equals the number of students waitlisted will be displayed to indicate that a waitlist exists and to show the number of students on the waitlist The section is now filled and there are two availabl
398. odes must be entered via the Course Registration Status Form SFARSTS You can access SFORSTS from the SFAREGS form do so use a List function from the Course Status field You can access SFORSTS from the SFAMASS form To do so use a Count Query Hits function from the S Registration Status field Registration Course Query Form SFQSECT 13 38 The Registration Course Query Form supplies pertinent information that might assist in registration The form displays information pertaining to the selected course including location of classes what days of the week the course is offered available seating and wait listing status You can access SFOSECT from the SFAREGS form There are three ways to do so l Click on the Search button and select View Section Information or use a Help function from the CRN field after a CRN has been entered 2 Click on the Search button or use a List function from the Cred Hrs field after a CRN has been entered 3 Click on the Search button or use a List function from the Billing Hrs field after a CRN has been entered Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms More buttons in the Main Window Mouse Keyboard Result Course Count Query Hits SSASECQ Reference Number Review Duplicate Record Override Information window Overrides Override Information Window Use this window to view override information for the course being queri
399. ollows For Term Days Attended equals Withdrawal date STVTERM Start Date or manually entered date vacation five or more consecutive calendar days plus one For Part of Term Days Attended Withdrawal date First day of first part of term or manually entered date vacation five or more consecutive calendar days 1 The Percent Attended may be defaulted to 50 Otherwise the value is defaulted as follows Days attended 96 enrolled Days in term for student Student Release 6 0 User Guide 13 119 13 Registration Registration Forms 13 120 Institutional Charges Detail Information Window Use this window to view detailed information about the institutional charges assessed to the student s account for the enrollment period and to make any corrections to the charges that should be designated as original during Title IV refund calculations You may manually change charges to be original or not using the Original Charge checkbox Ae uut Detail Code Description Effective Date Trans Date Amount Original Charge Total Original Charges Total Other Charges Total Net Institutional Charges Descriptions Buttons Detail code of the charge This field is display only Description of the charge This field is display only Effective date of the charge This field is display only Transaction date of the charge This field is display only Amount of the charge This field
400. on Form STVRSTS While the validation form spans time the Course Registration Status Form is specific for a term This allows you to modify status information from one term to the next Also note that there is a linkage between the enrollment status and the student s course status When an enrollment status that affects the course status exists the Effect by Stu Stat checkbox is checked that status along with its attributes must be included on this form Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Fields Descriptions Buttons Effect by Stu Stat When the Effect by Stu Stat checkbox is checked indicating that an enrollment status that affects the course status exists that status along with its attributes must be included on this form V R Ind When the V R Ind Voice Response Indicator is checked the associated status code is used in voice response registration as a drop code Enrollment Verification Request Rules Form SFAEPRT The Enrollment Verification Request Rules Form enables you to generate the types of information which is to be printed on the Enrollment Verification document An unlimited number of types of enrollment verification document types may be created and maintained For example you may set up a GSL Enrollment Verification Type which lists the schedule of classes and the cumulative hours information and a Military Enrollment Verification Type which will print acad
401. onfidential 13 Registration Registration Forms The detail requirement may show that the unmet pre requisite can be met by taking a course or courses concurrently for the registration that was attempted If a concurrent requirement is available then the student can be registered for the additional course and the area pre requisite will be fulfilled You can use this form to determine what the student should take now in order to fulfill the pre requiste for a future registration and therefore plan more effectively for future registrations Note This form is only accessible from SFAREGS when the area pre requiste has not been met You cannot access this form directly from any menu Key Information The Key Information displays the ID CRN Subject Course and Section for which you want to review restriction results This information defaults from SFAREGS and cannot be changed Hr ROME d or e RN MC ID ID of the person for whom restriction results are displayed Display only CRN CRN for which restriction results are displayed Display only Subject Course subject for the CRN Display only Course Course number for the CRN Display only Section Section number for the CRN Display only These fields are all display only When you enter the form the cursor is located in the Program Area Compliance Summary information Program Area Compliance Summary Information The Program Area Compliance Summary information displays a brie
402. or the term The student registered in 22 hours of courses on the first day of registration Based on the rules shown below the student was assessed the flat charge of 5 000 00 and this was posted to the student s account records with the detail code of FLAT The from flat hours for the first assessment for this rule is 12 00 This information is stored in the fee assessment audit history record for this student for the term The student then elected to drop several courses at different points in the registration period on the dates shown below Registration Hours Refund defined Liability based on Date of Status Code for RSTS code date refund rule activity 1001 RE 4 0 100 15 DEC 02 1002 DC 4 75 25 18 JAN 03 1003 DC 4 75 25 18 JAN 03 1005 DC 3 10 90 23 JAN 03 1006 DC 4 10 90 23 JAN 03 1004 DC 3 0 100 15 FEB 03 The following refund periods and refunds are in effect for the registration status of DC Drop Course Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures From Date To Date Refund Liability 96 Multiplication Factor 01 JAN 03 15 JAN 03 90 10 10 16 JAN 03 29 JAN 03 25 75 5 23 JAN 03 29 JAN 03 10 90 90 The following registration fee assessment rules are used for this example From To Liable Detail Per Credit From To Flat Flat Charge Liable Hrs Hrs Code Charge Flat Hrs Hrs Amount 1 00 6 99 T1 450 00 7 00 11 99 T2 420 00 12 00 99 99 FLAT 0 00 12 00 30 00 5 000 00
403. ords grouped by course campus for this rule This field is display only when using any other rule type setting other than Charges by Course Campus Rules lookup List Campus Code Validation STVCAMP Course level code for processing registration records grouped by course level for this rule This field is display only when using any other rule type setting other than Charges by Course Level Rules lookup List Level Code Validation STVLEVL Course attribute code for processing registration records grouped by course attribute for this rule This field is display only when using any other rule type setting other than Charges by Course Attribute Rules lookup List Degree Program Attribute Validation STVATTR Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Coll College Levl Level Major Class POT Part of Term Rate Camp Campus Dept Department Styp Student Type 13 Registration Registration Forms Descriptions Buttons Student s college code for the rule lookup List College Validation STVCOLL Student s level code for the rule Level Code Validation STVLEVL lookup List Student s major code for the rule lookup List Major Code Validation STVMAJR Student s class code for the rule Class Code Validation STVCLAS lookup List Part of term code for the student s registration record Use Cfor combined part of term rules
404. orm Students loans The default value for this parameter is for STVLEVL all levels Report Sample NSLDS SSCR Process SFRSSCR This sample shows a Roster file processed in Audit Mode 19 MAR 1996 09 26 33 BAN2 SEED DATABASE PAGE 1 199501 NSLDS SSCR Process SFRSSCR Roster File Records with Missing or Invalid Data Matched Records BANNER ID Last Name First Name Birth Date Error Message 601 00 0012 01 DEC 1970 No Address on SPAIDEN Time Status on SFAREGS is missing or invalid Expected Grad Date on SGASTDN precedes current date 208 000 0002 08 MAR 1970 No Graduation Date on SHADEGR 601 00 0006 Turner 11 JUL 1968 No Expected Graduation Date on SGASTDN 207 00 0001 Jansen Barbara 20 MAY 1970 No Graduation Term on SHADEGR 202 00 0010 Savannah Suzanne No Deceased Date on SPAPERS 000 00 0202 Thomas Terrance Expected Grad Date on SGASTDN precedes current date 207 00 0002 Retsler Donald 23 NOV 1965 No Graduation Term on SHADEGR Student Release 6 0 May 2003 13 372 User Guide Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR BAN2 SEED DATABASE NSLDS SSCR Process 19 MAR 1996 09 26 33 199501 Roster File Records with Missing or Invalid Data Unmatched Records SSCR SSN 222 22 2222 333 33 3333 Last Name Address Wilber Park Apts 221 Jones Campus Heights Apts 102 First Name Maryanne Oneonta Maria Oneonta M Birth Date 01 MAY 1965 NY 19650230 NY 19 MAR 1996 09 26 33 BAN2 SEED D
405. orts Registration Fee Assessment Process SFRFASC Registration Fee Assessment Process SFRFASC Description This process is used to run batch processing of registration fee assessments and to migrate from the old processing SFRFASM or SFRFASI Running SFRFASC will provide the most recent assessment data for the audit history table SFRFASC allows you to do the following Use a population selection Process assessments for a single ID or a list of IDs Use an enrollment status or collector mode e Print audit records A student accounting records T or both e Use separate date parameters for refunding by total versus effective dating of assessments e the process in audit or update mode Note When you are migrating from the old processing to the current processing the Create Accounting Records parameter should be set to to not insert TBRACCD records into accounting The Run Mode parameter should be set to U Update to update the database SFRFASC runs in conjunction with the settings of the Fee Assessment Ordine Indicator and the Web Self Service and VR On line Radio Group on SOATERM e fregistration records are processed through self service as well as through SFAREGS and the Fee Assessment On line Indicator is unchecked set to N and or the Web Self Service and VR Ondine Radio Group is set to Not Available meaning no assessment information has been recorded then this process shou
406. ose sections that had an instructional method of WEB Instructional Method Validation GTVINSM lookup List Schedule type assigned to a CRN for the student This can only be used when Assess by Course is checked for the rule This field can be used to define rules for which students registered in the term will receive the fee calculation in that rule An example would be if an institution had the requirement to assess technology fees to only those sections that had a schedule type of WEB lookup List Schedule Type Validation STVSCHD Student s admit term for the rule Term Code Validation STVTERM lookup List Student s program code for the rule lookup List Program Codes SMARPLE Student s residency code for the rule Residence Code Validation STVRESD lookup List Student Release 6 0 User Guide May 2003 Confidential May 2003 Confidential Fields Liable Bill Hours From Liable Bill Hours To Total Student Liable Hours From Total Student Liable Hours To Registration Dates From Registration Dates To Flat Charge Hours Range From Flat Charge Hours Range To 13 Registration Registration Forms Descriptions Buttons Student s degree code for the rule lookup List Degree Code Validation STVDEGO Lowest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for this rule Highest n
407. ot dictated so that a meaningful institution specific code and description can be built If such a rule does not exist and a student withdraws Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures from all courses the first record in the display in the Time Status History window will be the system required code 99 Error Calculating Time Status Suggestion Build one rule and do not specify a student level so that the rule will be selected for all students regardless of their level if credit hours drop to zero 0 5 Do not build a rule for the system required 99 Error Calculating Time Status time status code This code is reserved for the purpose of updating and inserting time status records with the value of 99 when the system is unable to calculate time status A current time status code of 99 will alert the user that a problem was encountered when the system attempted to calculate time status Please refer to error messages in the Time Status Calculations section below 6 If necessary time status rules may be updated in subsequent terms if student enrollment rules change by adding rules with a new effective term code For example in term 199301 a student is considered to be half time if enrolled for atleast 6 but less than 9 credits hours In term 199601 new rules take effect so that to be considered half time a student must be enrolled in less than 12 credit
408. ough which all assessments are considered original charges This is not a null field and is defaulted to the STVTERM START DATE when creating a new record The user can update the field The TIV Date Source section uses a radio group for Term Dates or Part of Term Dates The default is Term Dates Based on how the institution sets this either the STVTERM START DATE and END DATE will be used on SFAWDRL as the Enrollment Start and Enrollment End dates orthe min part of term start_date and max part of term end date that go with the student s course registrations for the term will be used for Enrollment Start and Enrollment End dates Housing Term Control Form SLATERM Use the Original Charge Cutoff Date field to reflect the date through which all assessments are considered original charges The housing fee assessment process will check this date to determine if the Original Charge Indicator should be set This is a null field and is defaulted to the STVTERM HOUSING START DATE when creating a new record The user can update the field Enrollment Status Code Validation Form STVESTS The Wdrl Code field is used as an optional crosswalk column referencing SIVWDRL codes if desired Valid values may be selected from the List for Values derived from the Student Withdrawal Status Code Validation Form STVWDRL The Wdrl Ind is used as a withdrawn indicator An enrollment status code with this indicator checked will denote a withdr
409. our institution checks Repeat Limit but not Repeat Maximum Hours Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures When the user designates via the Repeat Limit flag on SOATERM that the Repeat Limit is to be checked as a fatal error the following rules apply e Ifthe Repeat Limit is null or zero regardless of the value in the Repeat Maximum Hours field the course may not be repeated e Ifthe Repeat Limit has a value regardless of the value in the Repeat Maximum Hours field then the course may be repeated as follows Repeat Limit 2 Repeat Maximum Hours any value The course may be taken three times for an unlimited number of credits that is after the course has been taken the first time it may be repeated twice Using Repeat Maximum Hours only as a fatal error on SOATERM Note Use these rules ifyour institution checks Repeat Maximum Hours but not Repeat Limit When the user designates via the Repeat Hours flag on SOATERM that the Repeat Hours are to be checked as a fatal error the following rules apply e Regardless of the value in the Repeat Limit if the Repeat Maximum Hours is null the course can be repeated for an unlimited number of credits e Regardless of the value in the Repeat Limit if the Repeat Maximum Hours is zero the course cannot be taken at all e Regardless of the value in the Repeat Limit if the Repeat Maximum Hours has a
410. owing are set up requirements which only need to be completed once May 2003 Student Release 6 0 Confidential User Guide 13 205 13 Registration Registration Procedures 13 206 Establish Time Status Codes Codes and descriptions for institutionally defined student time statuses should be established on the Time Status Code Validation Form STVIMST For each code a National Student Clearinghouse NSC equivalent value must be designated Note An exception to this is a code and a rule which must be built for 0 00 minimum and 0 00 maximum credit hours applicable to each student level and a system required code of 99 Error Calculating Time Status refer to the section on establishing Time Status Rules below for more detailed information The NSC equivalents are limited to three specific values Ffor full time H for half time and L for less than half time It is possible that an institution may have multiple time status codes that would equate to the same NSC equivalent For example an institution may wish to distinguish between three quarters and half time enrollment with separate codes For purposes of reporting to the Clearinghouse both of these codes would be equivalent to H half time Establish Time Status Rules Institutionally specific student enrollment time status rules should be defined on the Time Status Rules Form SFATMST When establishing rules the following guidelines are recommended 1 Include rules for all
411. ows all available options Display only Attribute reuse option under which the course was evaluated for the area The option used is displayed The field also includes a pull down list which shows all available options Display only Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Count in program indicator The checkbox is checked if the course counts toward the program s general requirement minimum credits and or courses maximum transfer credits and or courses etc Display only Count in area indicator The checkbox is checked if the course counts toward the area s general requirement minimum credits and or courses maximum transfer credits and or courses etc Display only Count in group indicator The checkbox is checked if the course will count toward the group s general requirement minimum credits and or courses maximum transfer credits and or courses etc if the course is used to fulfill
412. p all classes If there are no registration errors all classes which would include the last class should be dropped Rules and Use of the Term Control Form SOATERM in Repeat Processing Repeat processing in registration uses the schedule type level title and transfer courses when checking for a repeat condition Registration repeat checking functions in the same way as academic history repeat checking and considers all academic history courses graded and rolled to history as well as in progress courses that are either graded or unrolled and ungraded Please review the settings of the Key Block fields on SHARPTR in the Academic History chapter for more information on how to set up registration repeat checking limits by schedule type level title and transfer courses When a student s record is assessed for registration repeat instances the process will specifically count the following e The total number of times the course has been taken in rolled and unrolled registration records e The total credits taken by the student in rolled and unrolled registration records Both transfer and history records including the current registration attempt Repeat Limit Note The Repeat Limit and Repeat Max imum Hours fields referred to in this section are setup on the Basic Course Information Form SCACRSE for use on SOATERM in repeat processing Using Repeat Limit only as a fatal error on SOATERM Note Use these rules if y
413. pe Provides additional information on how a record came to be part of a person s communication plan that is assigned in the Recruiting Admissions or General Student module Choices are R A recruiting plan can originate from the Quick Recruit Form SRAQUIK or the Prospect Information Form SRARECR An admissions plan can originate from the Quick Entry Form SAAQUIK or the Admissions Application Form SAAADMS S A student plan can originate from the General Student Form SGASTDN Column RECRUIT ADMIT STUDENT May 2003 Student Release 6 0 Confidential User Guide 13 57 13 Registration Registration Forms 13 58 Fields Seq No Application Sequence Number Active Mail Descriptions Buttons Term code associated with the recruiting record or application This field defaults based on the term of the recruiting admissions and general student record from which the communication plan assignment was made Choices come from the Term Code Validation STVTERM list of values Column SOBCPLN TERM CODE Sequence number associated with the specific recruiting record or application This field defaults based on the sequence number of the recruiting admissions and general student record from which the communication plan assignment was made Column SOBCPLN SEQNO Indicates whether the corresponding communication plan is active or not Multiple communication plans may be active for a person and multip
414. port and an asterisk will display to indicate that the time status does not reflect the student s actual course work The Enrollment Verification Report SFRENRL uses population selection parameters to produce the enrollment verification requests which were processed on the Enrollment Verification Request Form SFAROST Students must have had an enrollment verification request processed on the Enrollment Verification Request Form SFAROST or they will not be processed There is a message area on the report where messages which are user defined by person term and or enrollment request type on the Enrollment Verification Message Form SFAMESG will appear The enrollment history portion of the report includes the student s calculated full time part time status information on a term by term basis Graduation term and year are also shown on the report Schedule Invoice Statement Options On the Student Course Registration Form SFAREGS there are options to request an individual student s bill and or schedule The bill refers to the printing of a student bill in INVOICING mode via the Student Invoice Billing Statement TSRCBIL and the schedule refers to the printing of a Student Schedule Report SFRSCHD The printing of either or both of these documents can occur in any of the following Ways e Requested online and printed by the Sleep Wake process e Requested online and printed when the batch process is run Student Release 6
415. r ID All or none of the population selection parameters must be entered Report Sample Withdrawn Student Report SFRWDRL see the following pages 13 389 Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL SCT DEVELOPMENT PAGE Withdrawn Student Report SFRWDRL RUN MODE AUDIT TERM 200110 Fall 2000 LEVEL UG Undergraduate 25 MAY 2000 11 43 49 ACCOUNT BALANCE 14 382 00 STUDENT EFFECTIVE CAMPUS COLLEGE STATUS DATE EL Eligible to Register 25 0 2000 NAME ID Umberto D Rocko TIV220000 M AS CAMPUS ADDRESS Abell Hall 53 University Street c o Joseph Malvern 19355 HOME ADDRESS 35 Easton Ave King of Prussia PA 19533 Philadelphia United States of America 610 857 5777 Philadelphia United States of America 610 578 7187 TRAN CODE DESC DATE AMOUNT ORIGINAL AMEX American Express Payment 23 MAY 2000 350 00 AMEX American Express Payment 23 MAY 2000 500 00 T104 Lab Fee 22 MAY 2000 20 00 T104 Lab Fee 22 MAY 2000 12 00 T101 Tuition Charge 02 MAY 2000 1 200 00 TITLE IV ACCEPTED TITLE IV PAID TOTAL AID ACCEPTED 5 000 00 TOTAL AID PAID 00 ORIGINAL CHARGE TOTAL 1 212 00 ADJUSTMENTS 20 00 NET 1 232 00 1 200 00 to 1 212 00 Note Original charge amount will be updated from Student Release 6 0 13 390 User Guide May 2003 Confidential 13 Registration Reports Withdrawn Student Report SFRWDRL 25 MAY
416. rack by Course function will follow suit in the refunding process This will facilitate the tracking of fees to an individual registration e Asan alternative to defaulting fees from the course level registration fees can be defined in the Section Fee Assessment Control Form SSADFEE and will populate the section fees SSRMEET table based on course and or section characteristics This is a set up process only and will not physically write the new records to the table until a new section has been created When new sections are created the fee rules defined here will default automatically If the updating of existing sections with no existing fee rules is required use the batch process SSPMFEE to examine the set up information and apply the fee rules to the appropriate sections e assessment rules are required in addition to section level fees they should be constructed in the Registration Fee Assessment Rules Form SFARGFE Student Release 6 0 User Guide 13 171 13 Registration Registration Procedures Note These charges will be assessed per credit hour only and the section will not be appended to the TBRACCD record Examples of Simple Section Level Fee Assessment Section Setup CRN 10001 characteristics e Open Learning Course e 10 week duration e 3 billing hours e 4 credit hours CRN 10002 characteristics e Traditional section defined with part of term e billing hours e 4 credit hours Detail Code Amou
417. raduation Status from the Options Menu May 2003 Student Release 6 0 Confidential User Guide 13 217 13 Registration Registration Procedures 13 218 Note The expected graduation date on the general student record will roll to the Anticipated Graduation Date on the Degrees and Other Formal Awards Form SHADEGR during the first grade roll to academic history either performed online with the Class Roster Form SFASLST or in batch with the Grade Roll to Academic History SHRROLL No Graduation Date on SHADEGR Students who have been awarded a degree have a status of graduated require the anticipated graduation date to be reported This message indicates that the Anticipated Graduation Date on the Degrees and Other Formal Awards Form SHADEGR for a degree with an Awarded Indicator of A from the Degree Status Code Validation Form STVDEGS where the level of the degree matches the level of the current general student record is blank An anticipated graduation date must be entered in this form No Time Status on SFAREGS Students who are enrolled for the term must have a time status history record that has been created before the reporting date so the time status can be reported This message indicates that no time status history record exists for the student because an error described previously in SFAREGS or SFAMASS processing was not resolved or because an error prevented time status from being calculated in Telepho
418. range for which fee assessment audit history records are to be purged Use format MON DD YYYY Transaction End Date No Enter the date for the end of the range for which fee assessment audit history records are to be purged Use format MON DD YYYY Student ID No Enter the ID of the student for which fee assessment audit history records are to be purged Student Release 6 0 May 2003 13 301 User Guide Confidential 13 Registration Reports Purge Fee Assessment Audit Process SFPFAUD Parameters cont Name Required Description Values Retain Last Assessment Yes Enter Y to retain audit history records for the last Y last assessment Audit assessment Enter Nto not retain audit history N Do not keep last assessment records for the last assessment The default is Y Warning The last assessment audit history records are used by the fee assessment process to perform critical refund by total and refunding with flat and overload hour calculations Purging all records may result in incorrect assessments when fee assessment is run again Report Type Yes Enter D for a detailed report with student ID and D Detail report name or enter Sfor a summary report record S Summary report count The default is S Run Mode Yes Enter A to produce a listing ofall selected purge data A Audit without affecting the database Enter U to update 8 P U Update the database after purging the selected data The default is A Report Samp
419. ration record will have a number of extensions value of 0 Fields Descriptions Buttons Permitted Start These dates are displayed as the class start and end dates for the Dates section SSBSECT LEARNER REGSTART FDATE and SSBSECT_LEARNER_RESTART_TDATE Permitted End These dates are displayed as a range derived from the start date Dates plus the duration to allow quicker entry of end dates and instant recognition of an invalid date The following equations are used e Start From Date number of days equivalent of duration unit number of duration units e Start Date number of days equivalent of duration unit number of duration units No date adjustments are made for exclusion dates i e statutory holidays If the calculation of the duration period results in a fraction of a day that fraction is rounded up For example ten hours where one hour is equal to 25 of a day is calculated as 2 5 days which is then rounded to three calendar days For continuing education courses your institution may want all students to start and end the class on the same day In that instance the Permitted Start and End From Dates and the Permitted Start and End To Dates will be the same i e all four dates are the same To ease data entry in this situation the Start Date the user entered date is populated with the Permitted Start Date Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms
420. re maintained using the Schedule Restrictions Form SSARRES and section level pre requisites are maintained using the Schedule Pre requisite and Test Score Restrictions Form SSAPREQ When sections are rolled from one term to another restrictions and pre requisites are copied exactly from the existing section based upon parameter options selected for the Schedule Roll Process SSRROLL Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures e Enforcement of restrictions by the Registration module is controlled by error checking switches on the Term Control Form SOATERM Whether in progress courses will be allowed to fulfill pre requisite requirements is also controlled by a switch on SOATERM e Codes for types of registration overrides and special permissions are defined on the Registration Permit Override Validation Form STVROVR e types of permits and overrides which can be performed for a term and the specific conditions a permit or override governs are defined for each term using the Registration Permit Override Control Form SFAROVR e Permits and overrides authorized for a person term combination are maintained on the Student Registration Permit Overrides Form SFASPRO Restrictions pre requisite requirements and permits and overrides are checked by the Student Course Registration Form SFAREGS telephone registration processing and the Student Self Service registratio
421. re requisite requirements for the section e Use the Schedule Restrictions Form SSARRES to set up all other restrictions at the Schedule level Both test score and pre requisite restrictions and area pre requisites can be maintained for a section but only one type will be used by registration pre requisite checking depending on the value in the CAPP Areas for Pre requisites checkbox This allows users who already have pre requisite requirements defined but who wish to move to the use of CAPP area pre requisite requirements to be able to view both types of requirements at once and also to easily test the pre requisite rules Note The CAPP Areas for Pre requisites checkbox is found in the Section Information in the main window of the Schedule Form SSASECT This checkbox is used to determine the type of pre requisite requirements that will be enforced for a person attempting to enroll in the section It will default from the value maintained for the course on the Basic Course Information Form SCACRSE but may be changed on a section by section basis Pre requisite requirements can be defined using the existing test score and pre requisite restrictions structure or using CAPP areas May 2003 Student Release 6 0 Confidential User Guide 13 265 13 Registration Registration Procedures 13 266 All restrictions will be copied from the Catalog module when a section is created using the Schedule Form SSASECT and can also be rolled from a pr
422. rging Using the same example as above a new rule can be established As an alternative to fee assessment performing the work to calculate per credit charges when in fact the user really is creating a flat charge use the set of flat charging elements in SFARGFE The charge posted to the accounting records in TBRACCD will be the same using this set up however what is displayed to the user in the Audit Detail Information window will differ To accomplish this you can break the above rule into two separate rules using the fields on SFARGFE for flat and overload charging Min Max Level From To From ToFlat Flat Course Liable Liable Flat Hours Charge Overload Billing Billing Hours Start Hours Hours Hours 80 00 959 20 UG 1 00 11 99 0 00 9999 99 UG 19 00 299 00 12 00 99 00 1000 00 A student who is registered in 21 00 credits receives a 1 000 00 charge This time the flat charge of 1 000 displays in the Flat Fee Chrg field in the Audit Detail Information window The range of credits that apply to the flat rule are also displayed in the Rule Flat Hr Range fields as 12 00 99 00 Fee assessment does not multiply the student s billing hours by the per credit charge and then invoke the maximum limit There is no information in the Notes field in this case The new rules on SFARGFE in the Registration Charges and Fees block will be displayed as follows e The value for the From Flat Charge Hours Range is 12 00 e The value for the To Fl
423. ringhouse Note Only institutions that have licensed EDI Smart and have made arrangements directly with the Clearinghouse to transmit an EDI Smart file should select Run Mode 3 Values 1 Report of Missing Invalid Data 2 EDITS190 3 EDLSmart TS190 Grad Level Code No Enter the code for graduate level courses For example GR Multiple codes may be entered Report Sample Clearinghouse Extract Report SFRNSLC see the following pages 13 357 Student Release 6 0 User Guide Level Code Validation Form STVLEVL May 2003 Confidential 13 Registration Reports Clearinghouse Extract Report SFRNSLC This sample shows sample errors from the Report of Missing Invalid Data Run Mode 1 28 JUL 1995 12 42 34 BAN2 SEED DATABASE PAGE 1 199599 Clearinghouse Extract Report SFRNSLC Student Student Error Message Institution FICE Code on SHACTRL 201000019 Onofrio Joseph Expected Grad Date on SGASTDN 202000010 Savannah Suzanne NSC Equiv for 00 on STVTMST 395000118 Peterson Joseph No SSN Number on SPAPERS 395000118 Peterson Joseph No Address on SPAIDEN 395000118 Peterson Joseph No NSC Equiv for 00 on STVTMST 395000120 Hendoran Michelle No NSC Equiv for 00 on STVTMST 395000121 Dillon Mark No NSC Equiv for 00 on STVTMST 395000124 Kressler Anthony Time Status Calc Error on SFAREGS 395000221 Armstrong Kathleen No Expected Grad Date on SGASTDN 395000222 Phillips Jonathan No Gr
424. rmation window c If SFRWDRL PROCESSED IND Y and there is a return of funds check Financial Aid tables for amount disbursed amount earned e Create a new record e Adjust the Original Charge Indicators to match institutional charges previously used in the calculation e without changes Ifthe user chooses to adjust the indicators access the Institutional Charges Detail Information window May 2003 Student Release 6 0 Confidential User Guide 13 123 13 Registration Registration Forms In any of the above scenarios if the user opts to Create a new record the cursor is placed on WD Code field if null and it will be null if the STVESTS WDRL CODE DEF is null If the WD Code is not null meaning STVESTS WDRL CODE DEF gave ita value then the cursor is in the Effective WD Date field If the user chooses to Exit without changes a Rollback occurs Note This is the end of the discussion of the three scenarios listed above Ifthe SFRWDRL PROCESSED IND Y the user may not update any other fields on the form If the SFRWDRL PROCESSED IND N the user may update all updatable fields Student Withdrawal Query Form SFIWDRL 13 124 Use this form to view and query withdrawal information about a student from SFAWDRL You can view information for either a single term or all terms Withdrawal records appear in descending order by term and within each term descending order by record sequence This for
425. rn the Term Summary Form SHOTERM This query form displays the valid history terms associated with the student The Enrollment Verification Request Rules Form SFAEPRT allows the user to generate the types of information to be printed on the Enrollment Verification Document An unlimited number of enrollment verification document types may be created and maintained by the user SFAEPRT has a Messages checkbox which controls the printing of messages on enrollment verification documents The Enrollment Verification Message Form SFAMESG is used to enter specific enrollment verification type codes term codes or student identification numbers and the messages related to them Specify the Enrollment Verification Distribution printer parameter on the Student System Distribution Initialization Form SOADEST in the Enrollments field when requesting enrollment verification This same printer parameter should be specified when running the Enrollment Verification Report SFRENRL so that the output is routed to the correct printer The Student Distribution Initialization Form SOADEST will be returned prior to the Enrollment Verification Request Form SFAROST being displayed if it has not been processed prior to SFARQST being accessed Once SOADEST has been processed by a user during a session any printer changes or additions will need to be made by accessing the form through a menu Direct Access field Student Release 6 0 May 2003 13 190 User G
426. rom being calculated successfully or the student s time status was not recalculated either online or in batch after appropriate corrections were made following a diagnosis of the cause of the problem Viewing the time status history record on SFAREGS displays the system required code of 99 Error Calculating Time Status as the most recent time status The error should be Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures diagnosed and the problem corrected It is likely that there is a problem with the time status rules After the problem is corrected the time status can be recalculated online in SFAREGS or in batch with SFRTMST The process should be run in the report of missing or invalid data mode as many times as necessary and all errors resolved until the message No invalid or missing data for the term code term pxints on the output When that message displays it indicates that all the preceding error conditions have been resolved The process does not check for the following types of conditions or errors l Use of fields for purposes other than that designated for baseline processing For example a different type of number other than social security number is stored in the SSN SIN TFN Social Security Number Social Insurance Number Tax File Number field on the General Person Form SPAPERS Institution specific use of the leave of absence fields and the student enrollment statu
427. rors given during the compile process you will not be able to use the population selection rules to extract a population You are now ready to extract the population of people The Population Selection Extract GLBDATA is run from the Process Submission Control Form GJAPCTL At minimum you will need to supply the parameters for Selection Identifier 1 Application and Creator ID which are the values that were in the Key Information of the Population Selection Definition Rules Form GLRSLCT After extracting the population you can use the Population Selection Extract Data Form GLAEXTR to view and or modify the people in the population You can add or delete people from the population using this form The keys to the form are Application Selection ID and Creator ID User ID is also displayed in the Key Information You will be able to add or delete people only from populations that you selected Student Release 6 0 User Guide 13 289 13 Registration Registration Reports 13 290 After extracting the population and modifying the people in it if necessary you can use the population for a variety of purposes Letters can be produced using Letter Generation based upon a population and many SCT Banner reports and processes also can accept a population for processing For additional details on population selection refer to the General User Guide Student Release 6 0 May 2003 User Guide Confidential 13 Registration Rep
428. roup hours by as defined by course attribute course campus course level or student characteristics Valid values from the pulldown list are ATTR CAMPUS LEVEL STUDENT Type the first letter of the option to default the value into the field Assessment rule entry type to determine if the rule is used for pre billing assessment or regular assessment Value values from the pulldown list are REGULAR or PREBILL Type the first letter of the option to default the value into the field You can compare pre bill rules and regular rules on SFARGFE by switching between these two values in the Key You can also copy rules from pre bill to regular and regular to pre bill using Duplicate Record and selecting Por Rin the Type radio group in the Registration Charges and Fees block Check this box to create a default setting to populate the Cpy Copy Indicator for each rule on the form when using the Process Copy Ind Setting button Checked sets the Cpy Copy Indicator for all rules to Yes to be copied Unchecked sets the Cpy Copy Indicator for all rules to No to not be copied The following buttons are in the Key Block Fields Copy Rules to New Term Descriptions Buttons Use this maintenance button to copy existing rules for a set of data elements to a new term This button opens a window where you can enter the term you wish to copy the rules to and create a subset of copyable rules using the fields in the Registration Charges and Fee
429. rrors i e ID not on database invalid CRN etc along with an appropriate error message This process updates the database to ready the transactions for processing Time status history records may also be inserted if requested The billing hours associated with a course when Course Request and Scheduling is run will default when the Course Request Update SFPFREQ is run These hours will be defaulted from the section information or from overrides entered on the student s Course Request Form SFACREQ Please see the Time Status Calculations section of the National Student Clearinghouse NSC Reporting Procedures later in this chapter for more information on using this report Produce Class Roster The Class Roster Report SFRSLST produces an alphabetical list of all students within a section and may be requested for all sections or one particular section Produce Headcount The Unduplicated Headcount Report SFRHCNT is used to produce an actual headcount for a term Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures View Class Roster Enter Grades The Class Roster Form SFASLST displays the section information and the students enrolled for a particular section It may be used during registration to monitor a section This form is also used to enter both mid term and final grades The section override values specified on the Schedule Override Form SSAOVRR
430. rse was evaluated for a group if the requirement is associated within a group The option used is displayed The field includes a pull down list which shows all available options The list is enabled in Execute Query mode only Display only Attribute reuse option under which the course was evaluated for the group if the requirement is associated within a group The option used displays The field includes a pull down list which displays all available options The list is enabled in Execute Query mode only Display only Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Display only Count in program The checkbox is checked if the course counts in the program s totals Display only Area code Code for the area in which the course was used to fulfill a requirement Display only Group code Code for the group in which the course was used to fulfill a requirement if the requirement is attached to a group If the detail requirement was attached directly to an area the Group field will be blank Display only Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Disp
431. rted if it is not null otherwise an error message will indicate SSN must be entered on SPAPERS 3 Student s Social Security Number Indicator An R for real must be reported in this field for new students added to the file 4 New Student s Last Name The current last name is reported May 2003 Student Release 6 0 Confidential User Guide 13 237 13 Registration Registration Procedures 13 238 10 11 12 13 New Student s First Name The current first name is reported If no first name exists the hard coded value NFN no first name is reported New Student s Middle Initial A one character substring of the current middle name is reported if it exists Date of Student s Birth The date of birth data element as found on the General Person Form SPAPERS is reported if it is not null otherwise the value is reported as 19000101 Date of Anticipated Completion The expected graduation date as found on the current term effective general student record SGASTDN isreported with the exception of students who are classified as graduated deceased or withdrawn If no value exists in this field an error is written to the control report This field must be updated online with the date that is the institution s most current estimate In addition a check is performed to make sure this date is greater than the create date Certification Date of the Submittal File Street Address 1 The Street Line 1 Address that matches
432. rule is stored for use in the current assessment process These from flat hours become the benchmark hours to be used in determining whether the dropped course causes the student to fall below the flat hour range qualified for in the previous assessment The checking of the previous assessment for flat hour rule qualification is done for each rule type that is used as part of fee assessment i e charge by student characteristics course level course campus and course attribute If the drop does not cause the student to fall below the flat hour range met in the previous assessment no change in assessment will be realized The student s liable course hours will still be within the flat hour range and therefore the student is considered unchanged in terms of their registration fee assessment If the drop does cause the student to fall below the flat hour range met in the previous assessment fee assessment moves on to the next phase of processing Student Release 6 0 User Guide 13 163 13 Registration Registration Procedures 13 164 The approach for determining the student s liability is slightly different here than in a conventional assessment Rather than determine the liability by factoring in the percent refund for the registration status code s up front the processing first refers back to the last assessment and determines the total number of non dropped hours Since this information is needed for further processing a record is written
433. run if the Calc ulate Time Stat us Indicator on the Term Control Form SOATERM has been unchecked set to N during any period of registration processing for a term The process should initially be run in Audit Mode to allow messages to be reviewed Any messages that reflect errors in the database must be corrected The process can be run in Audit Mode as many times as needed prior to being run in Update Mode If no records need to be updated the message No Time Status Records to be Ubdated will print on the report output This process can also be used as an additional error detection process in conjunction with the of running the Clearinghouse Extract Process SFRNSLC in the Report of Missing Invalid Data Mode Parameters Name Required Description Values Run Sequence Number No System generated by Job Submission Term Code Yes Enter the registration enrollment term for the time Term Code Validation Form status update STVTERM Campus Code Yes Enter the single campus to be processed or enter Campus Code Validation Form for all STVCAMP Student Release 6 0 May 2003 13 365 User Guide Confidential 13 Registration Reports Time Status Calculation Update Process SFRTMST Parameters cont Name Required Description Values Level Code Yes Enter the single level to be processed or enter for Level Code Validation Form all STVLEVL Run Mode Yes or audit mode will print a report of the calculated student enrollme
434. ry codes of TUI that are in effect for the date of the drop CRN Calculation CRN 001 4 00 X 0 0 X 10 00 0 00 CRN 002 2 00 X 1 0 X 10 00 20 00 CRN 003 3 00 X 1 0 X 10 00 30 0 CRN 004 3 00 X 1 0 X 10 00 30 00 Notice that since refunding by total is being used the refund multiplier becomes 0 for the dropped course The total new assessment would be 80 00 for the detail code T101 associated with this rule Fee assessment then performs the following checks and calculations for refunding by total e The previous assessment charge for detail code T101 is 120 00 e The new assessment charge for detail code T101 is 80 00 difference between the two assessments is 40 00 e The refund percentage period is 90 e This translates to a penalty charge of 10 or a multiplier of 1 for the penalty calculation Student Release 6 0 User Guide 13 161 13 Registration Registration Procedures e The 10 penalty is applied to the difference between the first assessment and the new assessment which equals 40 00 X 1 4 00 penalty The accounting transactions in the student s accounting record TBRACCD would be as follows Detail Code Amount Assessment Date T101 120 00 First assessment date T101 120 00 New assessment date TRFD penalty 4 00 New assessment date T101 new charge 80 00 New assessment date The student s total charges after the drop are 84 00 If the student had paid in full for the origi
435. s Enter a term code ora date range in the Key Block for your query The date range is used for open learning courses Use the View Student s Registration History item in the Options Menu to access SFARHST for an alternative search method for registration information by term or ID to gather additional audit information Fields Descriptions Buttons Registration The from date allows you to search on registration information Date Range based on the original registration date From If you enter a registration date range the start date as recorded in the Additional Registration Information Table SFRAREG or the part of term date recorded for the section if records were processed prior to Banner 6 0 is compared to the dates entered in the Key Block to find all registration records regardless of term to be displayed in this form You can access the Calendar Form GUACALN from these fields to help select your dates To The to date allows you to search on registration information based on the original registration date You can access the Calendar Form GUACALN from these fields to help select your dates Term This field displays the term for the CRN The query search may return multiple terms and you can use the term to avoid confusion Message The Message field will not necessarily be populated for all records in the audit trail In many cases the message can be inferred from code in the Crse Stat field from STVRSTS associa
436. s SGBSTDN_STST_CODE allows registration STVSTST REG IND Y These students represent the IDs that will be entered in the Key Information of SFARGRP Creates registration group code records SFBWCTL and assigns the appropriate code to each of the students SFBRGRP above by examining academic history as follows e Sums the earned hours in academic history for all of the Term GPA records SHRTGPA HOURS EARNED that have the same level as the level of the general student record that is effective for the term specified in the prompt e Subtracts the sum of hours from the previous step from 1000 This result is the group code that is assigned to the student Here are some examples Student Sum of Hours Earned Calculation Group Code Assigned One 46 1000 46 0954 Two 104 1000 104 0896 Three 18 1000 18 0982 Four 0 1000 0 1000 Freshmen with no earned hours in academic history will be assigned to group 1000 based on the logic in the model script Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Once the script is executed the group codes are associated with the students The group codes are displayed on SFARCTL The order of the display of the codes is by earned hours seniority if no modifications are made to the script In other words the group codes are character values and are ordered in ascending order The students who have completed the
437. s error occurs May 2003 Student Release 6 0 Confidential User Guide 13 241 13 Registration Registration Procedures 13 242 Dynamic Memory Error aborting job This message indicates that not enough memory was available for processing This problem should be brought to the attention of technical support staff who will need to identify appropriate actions to make sufficient memory available for the execution of the program This message would be related to the amount of memory required for linked list processing in the program NSLDS provided an estimate that a typical SSCR Roster File could contain a record count that is 60 of an institution s enrollment Error Notification File Only Processing Errors and Troubleshooting The following outlines general errors that may occur and solutions to those errors ERROR Error Notification File contains no records aborting job This message indicates that a request was submitted to process the Error Notification File in Create Flat File mode but no errors exist that require an update To confirm that no errors exist process the file in the Error Listing mode No errors are confirmed by the message Submittal File accepted and processed without errors printed in the report output New Student Date of Birth is invalid date New Student Date of Birth must be before date of roster certification e Certification Date must be greater than or equal to date enro
438. s are made to the Original Charge Indicators the new total will be taken back as the amount of original charges on the Title IV withdrawal record processing of the enrollment status course status and registration fee assessment must be completed before accessing SFAWDRL e View current course information from SFRSTCR similar to including e CRN e Partof term Subject e Course number e Section e Enrollment status e Enrollment status date e Last date of attendance e Maintain additional withdrawal information such as e Enrollment start and end dates e Days in enrollment period as well as the days attended e The total institutional charges e Free form user withdrawal comments Key Block Use this block to enter the ID and term for the student who is being withdrawn May 2003 Student Release 6 0 Confidential User Guide 13 115 13 Registration Registration Forms Term Descriptions Buttons ID of the student lookup List Person Search Form SOAIDEN Code of the withdrawal term as defined on the Term Code Validation Form STVTERM lookup List Term Code Validation list Withdrawal Status Information Block Use this block to enter the withdrawal information Fields Sequence No User Activity Date Current Enrollment Status Status Date 13 116 Descriptions Buttons Sequence number of the withdrawal record SCT Banner assigns this value It cannot be changed
439. s block Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Process Copy Ind Indicator Setting 13 Registration Registration Forms Select this button to execute the copy of rules to a new term when the Cpy Copy Indicator for the rule is checked Registration Charges and Fees Block The following fields are in this block Cpy Copy Seq Sequence Number Detl Detail Code Per Credit Charge Min Charge Minimum Charge Max Charge Maximum Charge Descriptions Buttons The assessment type Set this radio group to P pre billing assessment rules or R regular assessment rules The copy indicator Checkbox that indicates if the rule can be copied when using the Process Copy Ind Setting button Valid values are checked to copy the rule or unchecked to not copy the rule The one up number assigned to a rule within the term code and rule type when the rule is created The Registration Fee Assessment Audit History Form SFAFAUD displays by sequence number which rule was used to process that assessment and assign the charge to the student The detail code the charge for this rule will be posted to Only active detail codes may be recorded lookup List Detail Code TSADETC The amount to charge per liable billing hour when calculating charges for this rule The minimum charge that can be posted when this rule is applied Values can have places up to format 9999999999 99
440. s code and perform a Next Block or use the Extension Rules item in the Option List Use the Summary button to return to the main window Fields Descriptions Buttons Percent The value defined in this field is used to house the appropriate Complete refund percentage When applied to the individual registration record the student s elapsed time from the start date of the registration will be calculated and compared to this value Enter a value between 0 and 100 percent For example if the institutional policy states that the student is entitled to a 10046 tuition refund if they drop the course in the first week and the course duration is defined as ten weeks the rule should be developed with a percent complete of 1096 and a tuition refund percentage of 100 Note Refunding rules for traditional courses are used to control the amount of the refund the student will receive based on the drop withdrawal being processed between set dates This is possible because all students in an individual class start on the same date However in the case of open learning course registration records this is not possible as registration start dates span a date range To impose a set period of time for processing would penalize some learners Therefore using percent complete provides a means of equalizing the refunding rules as well as providing for flexible course durations Tuition Refund Enter a value between 0 and 100 percent for the calculation of
441. s fields should be examined for possible problems in reporting to the Clearinghouse see previous section on Identifying and Correcting Missing Data discussed in the Reporting to the Clearinghouse section 2 User updates to Time Status codes and rules during a term Changes made to Time Status codes and rules will not cause prior existing time status history records to be recalculated and updated Rules should be tested thoroughly prior to implementing in production to avoid changes after time status history records exist for a term If rules are modified the Time Status Batch Calculation process SFRTMST could be run to update students time status records if applicable based on changes to the Time Status Rules This situation should be avoided because time status cannot be recalculated for a point in time in the past Creating the Extract File for Submitting to the Clearinghouse After all errors have been resolved the Clearinghouse Extract Report SFRNSLC can be run in either the EDI or EDI Smart mode to produce the flat file that can be submitted to the Clearinghouse Only institutions that have licensed EDI Smart and have contacted the Clearinghouse and made appropriate arrangements for the transmission of an EDI Smart file should select that run mode The purpose and processing consequences of the parameters are described below l Term Code This is required and is the term code for the report 2 Student Attributes to Exclud
442. s in place of term e Permit students to select as part of the registration process either the date they wish to start their course or the date they wish to finish the course e Calculate either the start and or expected completion dates of the class based on the duration of the section in conjunction with the date the student selected at the time of registration e Permit the student to buy more time in a class thereby extending their expected completion date e Use the section level rules defined through the section creation process e View all registration activity for a student irrespective of term e Process withdrawals or drops based on the individual student s progress in the course versus static date ranges for the term or part of term Create rules for registration and fee assessment processing that will provide the appropriate level of flexibility for open learning courses These rules are defined outside the traditional part of term and static date registration processing e Specify dates when registration will be accepted outside of the usual term definitions on SOATERM to lay the foundation for non term based registration Set Up Open Learning Rules Before setting up open learning rules make sure all section related rules and validation codes have been defined in Banner l Access the Open Learning Section Default Rules Form SOAORUL and enter the term in the Key Block 2 Use Next Block to access the Reg
443. s null the Repeat Limit rules are used Repeat Limit 1 Repeat Maximum Hours null course can only be repeated once here regardless of credits e Ifthe Repeat Limit and Repeat Maximum Hours each have values and if either rule fails the test repeat checking will prevent registration Repeat Limit 3 Repeat Maximum Hours 10 e Taking a three credit course for the fourth time as allowed by the Repeat Limit would exceed the Repeat Maximum Hours of ten and therefore this repeat would not be allowed e Taking a two credit course for the fifth time as allowed by the Repeat Maximum Hours would exceed the Repeat Limit of three and therefore this repeat would not be allowed All errors received in registration because of Repeat Limit or Repeat Maximum Hour constraints can be overridden and students are then able to register for those courses Selection Rules Repeat equivalent course processing is controlled by the Repeat Limit and the Repeat Maximum Hours fields on the Basic Course Information Form SCACRSE These fields are used in the Registration Module according to the status of the registration error flags on SOATERM and are calculated in Academic History according to the rules on the Repeat Multiple Course Rules Form SHARPTR Note The Repeat Status Code field on SCACRSE is informational only and is not used in Repeat Processing Repeat Policies The Repeat Multiple Course Rules Form SHARPTR is used to establ
444. s of analysis of group rule requirements Display only lookup Next Item EnterArea Rule Attachment window Courses Used By Area Group Window To access the Courses Used by Area Group window select Used Courses from the Options Menu The window displays the courses and or course attributes used by the program Note Some fields in the horizontal scroll box are repeated for clarity and to reflect a complete view of information in the various portions of the window Each field is described below The subject course number and course attribute if any always display in the detail section The horizontal scroll contains additional fields When the window is first accessed the horizontal scroll displays the field information for the course attribute Fields Descriptions Buttons Subject Subject code Subject code of a course used to fulfill a pre requisite requirement Display only Crse Course number Course number for a course used to fulfill a pre requisite requirement Display only Course Attribute Course attribute code Course attribute of the course that was needed for the course to fulfill a pre requisite requirement Display only CRN Course reference number Cross reference number for an institutional course used to fulfill a pre requisite requirement The field is blank if the course is a planned or a transfer course Display only Title Title of a course used to fulfill a pre requisite requirement Display onl
445. s parameter is optional and allows the flexibility to run the process in Audit mode and provide a report for matched and unmatched students only When one or more aid year codes are entered in both Audit and Create flat file modes the report control information will include a listing of the new students that are reported This parameter is not used when the Error Notification File is processed in Error listing mode 7 Level Codes for New Students Optional Multiple Roster File Processing The Roster File can be processed in either Audit mode or Create Flat File mode In Audit mode any records that cannot be identified as a match to an existing SCT Banner record will be reported and any missing and or invalid data that would be required for creating the updated flat file will be reported The Audit mode report should be reviewed and corrections and or adjustments should be made to resolve all data problems Audit mode can be executed as many times as needed to identify and resolve errors Note Ifthe Create Flat File mode is selected the potential exists for missing or invalid data to be written to the Submittal File depending on the amount of time that has elapsed since processing in Audit mode The report information from Create Flat File processing should also be reviewed for errors The process can be run in Create Flat File mode multiple times because no database updates in SCT Banner occur Running the process again in Create Fla
446. s type responsibility Appropriate pipes must be initialized in order for area pre requisite processing to occur and they may be best initialized during normal system start up routines Ten rows have been delivered in the SFBPIPE table and ten pipes will be initialized by SFRPINI Determining the required number of pipes to use is each institution s responsibility If processes are waiting for pipe responses it may be best to initialize additional pipes 10 Perform registration as usual There will be different results depending upon the method of registration used a Online registration using the Student Course Registration Form SFAREGS When area pre requisites are not in effect for a section pre requisite checking will be performed as it has been in the past There are three possible results a successful registration an In progress message or a Pre Req and Test Score Restriction error The operator must respond either by dropping the request or overriding the error When area pre requisites are in effect for a section pre requisite processing will be performed by a piped call for a compliance evaluation There are two possible results a successful registration or a Pre Req and Test Score Restriction error If a Pre Req and Test Score Restriction error occurs the operator may respond in one of several ways Override the error immediately Drop the request Request additional information on why the pre requis
447. s used to lock a rule Only rules which are locked may be assigned to a person The default set ng for this field is unlocked or unchecked If you unlock the rule it is no longer available to be assigned to a person You are permitted to attach majors to base rules or majors department when the radio group for Attach Concentrations to Majors on SOACTRL on has been set to Yes To attach majors to base rules select the base rule and then select No Attached Concentrations from the Options Menu to access the Rule Based Concentrations window To attach concentrations to majors department select the rule associated with the major department in which you are interested Then select Attached Majors from the Options Menu to access the Majors Department Rules Student Release 6 0 User Guide 13 109 13 Registration Registration Forms 13 110 window Select the major for which you wish to attach a concentration and then select No Attached Concentrations from the Options Menu You may navigate among the additional windows of SOACURR using the Options Menu items Use the Edit function or the Return button from the additional windows to return to the main window Module Control Window Use this window to set module control on a base rule The base rule information displays at the top of the window Module control is term effective This window is used to set the validity of a rule in a given module as of the From Term So rules can be turned
448. s will match the creator ID and is the Banner logon user ID All or none of the population selection parameters must be entered Student Release 6 0 User Guide 13 285 13 Registration Registration Procedures 13 286 Registration Fee Assessment Process SFRFASC The process automatically populates the Original Indicator to Y for the first time assessment occurs for a specific detail code for the student for the term and for all assessments prior to the cutoff dates established on SOATERM Batch Room Meal Phone Assess Report SLRFASM The process automatically populates the Original Indicator to Y for the first time assessment occurs for a specific detail code for the student for the term and for all assessments prior to the cutoff dates established on SLATERM Class Roster Report SFRSLST The Last Date Attended column on SFRSTCR corresponds to the Date Last Attended field on SFAALST Registered Not Paid Process SFRRNOP The process passes the value of TBRACCD ORIG CHG IND from the existing record into the new TBRACCD record being created for assessment reversals Purge Processes The following purge processes are part of the Registration module SFPREGS pc Registration Purge This process purges the registration information for all students based on the user specified parameter of term Courses which have not been graded or rolled to history will have a warning generated on the report Note Please be awar
449. sections to be processed or enter for all The STVSCHD default is For example you could select all sections with a schedule type of self paced Instructional Method No Enter the instructional method or methods for the Instructional Method Validation Form for all sections to be processed or enter for all The GTVINSM default is For example you could select all sections with an instructional method of Web based Registration Codes Yes Enter the registration code or codes to be processed Course Registration Status Code for all orenter for all For example if the report should include students with a status of RE as well as waitlisted students you would use this parameter It is also possible to run this report for all dropped or withdrawn students or for any specialty status codes defined at your institution Student Release 6 0 User Guide Validation Form STVRSTS May 2003 Confidential 13 Registration Reports Class Roster Report SFRSLST Parameters cont Name Required Description Values Degree Status Award Yes Enter the degree status for which the classrosteristo Pending Indicator be printed Valid values are P for Pending A for A Award d Awarded or for All Al Combine Cross listed Yes This parameter allows you to specify if all cross listed Y Combined cross lists Sections FONTES should display on a single TOSI EMI Y to Individul sec ons print combined rosters of cross l
450. sersupplied parameter date The Registered Not Paid Process SFRRNOP supports Third Party Processing The T P Exempt Indicator parameter is used to indicate whether or not a student may be exempt from deletion when a potential third party payment exists If the parameter is set to Y and third party contract memos exist for the student the student would be bypassed in the registration deletion process Process Canceled Classes The Registration Mass Drop Form SFAMASS can be used to delete registrations of students from a canceled section Waitlisting Prior to adding a student to a waitlist the waitlist seating information must be specified on the Schedule Form SSASECT The waitlist maximum number of seats must be entered or a waitlist cannot be created Student Release 6 0 User Guide 13 197 13 Registration Registration Procedures 13 198 student can be placed on the waitlist by using a waitlist registration status code which is created on the Course Registration Status Code Validation Form STVRSTS Note Caution should be used when setting the Count in Enrl and Count in Asmt flags for the Waitlist status If checked they will update the section enrollment counts as well as the waitlist counts and assess the student for any waitlisted sections It is recommended that these values are set to unchecked You must specify on the Course Registration Status Control Form SFARSTS the period in which the waitlist status c
451. sess by course processing When you are assessing by course or tracking by CRN the audit detail record displays the source of the refunding information as well as the registration status code or the enrollment status code used to calculate the refund Charges applied as a result of assessments from the section fees portion of the Section Detail Form SSADETL and from additional fees are displayed in the Notes field in the window If minimum or maximum restrictions from the registration fee assessment rules or from SFAFMAX have affected the assessment this is also displayed as notes information Fee Assessment Audit History Records from Batch The fee assessment process run from job submission SFRFASC provides output options to print either the entries that are made to the audit history table the student accounting record TBRACCD update only or both audit and student accounting record information Output is distinguished between fee assessment audit history records under the subheading of Audit and student accounting records TBRACCD under the subheading of Accounting Here is a sample of the output for a student in which charges have been back dated in the Student Course Registration Form SFAREGS The audit information records the actual date of assessment and the student accounting records display the effective date the charges were posted to TBRACCD This represents the option to print both audit and student accounting information
452. sing these fields When you are registering a student in a course SFAREGS checks the combined academic standing code first to see if this code can cause registration to be prohibited or if maximum hours are attached to that code It then looks at the academic standing for prohibitions or maximum hour restrictions The logic within baseline registration telephone registration and Web registration considers whether or nota student s combined academic standing CAST code has any registration restrictions or limitations associated with it If it does not or if the student does not have a combined academic standing CAST code the registration process will also consider whether or not the academic standing ASTD code has any registration restrictions or limitations associated with it As such your institution should carefully consider whether or not to place registration restrictions and or limitations on both sets of codes CAST and ASTD SCT s recommendation is to associate registration restrictions and or limitations with one set of codes or the other not necessarily both The following fields in this window are used for progress evaluation Fields Descriptions Buttons Prog Eval The Progress Evaluation Code field is used to enter the PREV code for the student in the key If an override exists on SGASTDN then both the Progress Eval and Override fields are populated with those values However if no override exists then only the Pro
453. so indicate that an error was encountered attempting to open the output file s which could also be related to permissions problems The filename specified will indicate which file cannot be opened Registration Set Up Procedures for Banner Student Self Service The following steps are required to implement basic Registration in Student Self Service If you are implementing the Registration Priority Time Ticketing feature and the Registration Permit Override feature you will need to complete additional optional steps The Registration Priority Time Ticketing and the Registration Permit Override procedures follow these Web Setup instructions Before you begin make sure you have activated any appropriate Web display indicators on SCT Banner validation forms Supporting SCT Banner Validation Forms A number of validation forms include Web display indicators These indicators control whether a specific value in the validation form will display and be available for selection via the Web In most cases the Web Indicator must be checked set to Y for a value to be available on the Web In addition to setting the Web indicators correctly you should also review the description of each value flagged for Web display The description of a value will display on the Web when an item is Web enabled The following validation forms include Web display indicators which control Registration processing via the Web e Subject Code Validation Form STVSUBJ
454. ssage is generated that the curriculum combination is invalid and the user is given the option to continue or cancel No Checking Curriculum rules are not checked and no message is displayed Column SOBCTRL REC ERRLVL IND Radio group that indicates the severity of curriculum checking in the Admissions module Choices are Fatal System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form SOACURR Warning message is generated that the curriculum combination is invalid and the user is given the option to continue or cancel No Checking Curriculum rules are not checked and no message is displayed Column SOBCTRL ADM ERRLVL IND Student Release 6 0 May 2003 User Guide Confidential Fields Error Severity General Student Error Severity Academic History Error Severity CAPP Compliance Request Activity Date May 2003 Confidential 13 Registration Registration Forms Descriptions Buttons Radio group that indicates the severity of curriculum checking in the General Student module Choices are Fatal System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form SOACURR Warning A message is generated that the curriculum combination is invalid and the user is given the option to continue or cancel No Checking Curriculum rules are not checked and no message is displayed Co
455. st be established on this form before they can be assigned to students on the Student Registration Group Form SFARGRP Procedurally registration group codes can be defined on SFARCTT without priorities at the same time that registration time slots are defined on SFARCTL Priorities can then be assigned to the group codes on SFARCTT after the time slots exist with their assigned priorities on SFARCTL Student Registration Group Query Form SFIRGRP 13 80 Use this form to query the registration time slots and the students who have been assigned to those time slots for specific registration group codes When more than one time slot is assigned the same priority and that priority has been assigned to a registration group all of the time slots will display in the Student Registration Group Control section of the form The cursor cannot be positioned to any fields in the form but in query mode registration code priority begin end dates and begin end times can be accessed and used to specify query criteria Students assigned to the registration group code display in the Student Information section of the form When the cursor is scrolled through multiple time slot records if they exist the list of student names that displays will be the same for each record Fields Descriptions Buttons Group Group is an optional Key Information field If no group code is entered in the Key Information all existing registration groups and their assig
456. stitution FICE Code field on the Academic History Control Form SHACTRL is blank The correct institution FICE code should be entered online in the form Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures e No SSN Number on SPAPERS This message indicates that the SSN SIN TEN Social Security Number Social Insurance Number Tax File Number field on the General Person Form SPAPERS is blank The social security number is required for all students that are reported to the Clearinghouse A social security number must be entered in this field even if it is used as the student s ID number e No Date of Birth on SPAPERS This message indicates that the Date of Birth field on the General Person Form SPAPERS is blank The date of birth is required for all students that are reported to the Clearinghouse A DMG segment exists in the records after the IN2 segment with 7 segments where only the second segment needs to be populated with the date of birth from SPAPERS SPBPERS BIRTH DATE For example for Daniel Earp ID is 900000976 with birthdate of Feb 27 1934 with format CCYYMMDD ST 190 000000126 11 000000126 000228 1350 ES V Y D8 20000228 382 08 19970901 19971215 007 08 19981219 01 52 34 02 Daniel 05 Earp 19940227 E 123 Easy Street 1vern 193554209 02 M8 DS 999900 U2 Fall 1997 000000
457. stration Drop Form Used to change the course registration status for all students enrolled in a section Class Roster Form Used to enter grades for a class and display the class roster Class Attendance Roster Form Used to enter final grades and hours of attendance for courses Student Course Registration Audit Form Used in telephone registration processing to show the results of course requests in the database Enrollment Verification Request Form Used to request visual and or hard copy retrieval of the most commonly requested enrollment data for students Student Release 6 0 User Guide 13 7 13 Registration Registration Menu Navigation Tables 13 8 Registration Menu REGISTRATION continued SFACREQ Student Course Request Form Used to enter requests for the batch scheduler process SOAPLAN Communication Plan Assignment Form Used to assign communication plans to a person who has a recruiting record an admissions application ora general student record SOACCOL Communication Plan Collector Form Used to view a list of people who have been added to the collector file for batch processing of communication plans SFARGRP Student Registration Group Form Used to assign a registration group to individual students on a term by term basis SFASRPO Student Registration Permit Override Form Used to assign specific permit override codes to individual students on a term and course or section basis SFARHS
458. stration Status Define Codes STVESTS Enrollment Status Code Validation Form STVRSTS Course Registration Status Code Student In A Term May Be eligible to register withdrawn canceled dismissed Should This Status affect headcount for term override affect course status prevent registration Validation Form Student In Course May Be registered dropped added withdrawn canceled Should This Status be keyed by a user affect enrollment figures be assessed charges be graded in academic history be assigned as automatic grade In the case where a student status should affect override a course status the following must apply 13 132 Affect Course is checked on STVESTS same status must appear on STVRSTS Allow To Enter is unchecked on STVRSTS Effect By Student Status for the system required value of RE is checked on SFARSTS Student Release 6 0 May 2003 User Guide Confidential Define Rules SFAESTS Student Registration Status Form Define valid student registration statuses which are valid during a term the dates and refunds associated with each status EL Eligible to register Required Value status start and end dates status refunds with start end dates 13 Registration Registration Procedures SFARSTS Course Registration Status Form Define valid course registration statuses which are valid during a term and within parts of a term the
459. stration Status Code Definitions block b Enter all the registration status codes and usage cutoff percentages that apply for this set of course characteristics The description and indicator settings from STVRSTS are displayed Save the records Define extension rules for the term using extension registration status codes with the Ext checkbox checked on STVRSTS a To do this position the cursor on the extension status code and select the Extension Rules item in the Options Menu You will see an error message if the code you chose is not defined as an extension code This rule defines the default information that will be displayed when granting extensions in SFARHST Enter the percentage of the original duration period for the various sections that meet the identifying criteria to be used to extend the learner s expected completion date Define the rate per duration unit Check the Ovr Indicator if the defined values can be overridden after the information has been defaulted to the section SSARULE Define refunding rules Refunding rule definitions are required for each registration code that will be used to drop withdraw or cancel a registration record Unlike the refunding rules defined for registration codes in SFARSTS refunding is accomplished based on the elapsed time from the student s individual start date based on the duration of the section This elapsed time is defined as a completion percentage At the sect
460. student attempting to register will be prohibited from registering or being placed on the waitlist So using the same course outlined above if the number of students registered is 7 and the number of students on the waitlist is 3 the next student attempting to register will receive the following message Closed Waitlist Full 6 Ifaseat becomes available in a section which has a waitlist then the OPEN WAITLIST message will be displayed when a student tries to register for the section This indicates to the operator that a waitlisted student may be eligible for the seat before the student trying to register The waitlist enrollment can also be overridden if the user enters a waitlist status code in the Status field and a Y in the Ovr field 7 To process a Remove function on a waitlisted course on the Student Course Registration Form SFAREGS the system requires that a DD Drop Delete function from the Course Registration Status Code Validation Form STVRSTS be performed on a waitlisted course which will remove the student from the waitlist enrollment count Remove function may be performed after the DD function The Section Query Form SSOSECT and the Registration Section Query Form SFQSECM allow the user to query all sections which have students on the waitlist where seats are currently available The Registered Not Paid Process SFRRNOP removes all students on the waitlist and modifies the waitlist counters The Wa
461. t File mode creates a new version of the Submittal File Resolving Data Errors in the Roster File The Audit mode report for the roster File will detect problems with data which must be fixed by authorized users The following are the error messages that may print on the report the source of the error and what is required to fix the problem e No Address on SPAIDEN This message indicates that address information could not be found for the address hierarchy that was entered For example if IMA and 2PR were the address types selected for the report this message would indicate that neither an MA or PR address type could be found for the student Ifit appears that the student does have an address that matches the hierarchy that was entered the error message is probably caused by the effective date of the address not being valid as of the date of processing Address information is required for all Student Release 6 0 User Guide 13 233 13 Registration Registration Procedures 13 234 students that are reported to NSLDS An address with an effective date prior to the processing date must be entered that will match the address hierarchy that is used for the process Please note that this processing occurs only for records that have no address in the file Note Asof March 1 1999 the NSLDS no longer requires address information in SSCR files The NSLDS will obtain this information from other sources Institutions will not be sent error
462. t The Date Last Attended field allows updates and queries on the Attended last date of attendance in a particular class for a student This can help institutions determine the last date of attendance for unofficial withdrawals Grade Comment The Grade Comment Code and Description fields are used with electronic gradebook processing Use the List of Values for the Grade Comment field to select a valid code from STVGCMT The comment information is stored in SFRSTCR_GCMT_CODE Although only one comment can be entered from this form you have the ability to enter multiple comments on the Section Dependent Course Maintenance Form SHATCKS in conjunction with a grade change Section Information Window Use this window to view section detail for the course in the key This window is accessed by selecting View Summary of Section from the Options Menu or performing a Duplicate Item function from the Course Reference Number field in the Key Information Student Release 6 0 May 2003 13 48 User Guide Confidential 13 Registration Registration Forms Student Course Registration Audit Form SFASTCA The Student Course Registration Audit Form SFASTCA shows the results of course requests saved to the database through the Student Course Registration Form SFAREGS the Registration Mass Drop Form SFAMASS telephone registration processing and through Web registration All registration transactions are captured including fatal errors and override
463. t counts will not be updated All edits on registration are located in or called from common procedures in SFKEDIT Caution It is necessary to truncate and reorganize the SFRRACL and SFTREGS tables as part of regular database maintenance performed when registration is not available Registration Access Control Table SFRRACL This table is used to control simultaneous access to registration records for the same person Please see the Registration Processing section for more information Registration Temporary Table SFTREGS The SFTREGS table is used as a workpad for registration processing Once all issues errors have been addressed and the registration record has been finalized the temporary table entries are moved to SFRSTCR and all enrollment counts are updated If the registration record is never finalized the counts are not updated and the person is not enrolled in the requested courses Note Records are not automatically deleted from SFTREGS It is expected that they will be deleted during normal database maintenance such as when the table is truncated and reorganized Entries are created in SFRSTCA that reflect the changes to the registration record on the workpad Student Release 6 0 May 2003 User Guide Confidential External Code Internal Code 13 Registration Registration Procedures Registration Processing Starting Registration When you begin processing a student s registration a function is called to
464. t equal Date Enrollment Status Effective Anticipated Completion Date must be greater than Certification Date when Enrollment Status Code A F H or L 222 22 2222 Smith Maryanne H 01 JAN 1965 H 10 JAN 1996 23 MAY 1998 Ad hoc record has been added maximum of 5 times Student Release 6 0 May 2003 13 376 User Guide Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR 19 MAR 1996 13 49 37 BAN2 SEED DATABASE 199501 NSLDS SSCR Process REPORT CONTROL INFORMATION SFRSSCR Release 2 1 8 RPTNAME SFRSSCR TERM 199501 SSCR FILE NAME sfrsscr dat SSCR FILE TYPE E RUN MODE E ADDRESS HIERARCHY 1MA Entered but not used AID YEAR Submittal File Records Processed 11 Submittal File Records Accepted 10 Submittal File Records Rejected 12 Student Release 6 0 May 2003 13 377 User Guide Confidential 13 Registration Reports Pre requisite Pipe Initialization Process SFRPINI Pre requisite Pipe Initialization Process SFRPINI Description This process is used to initialize the C process to run in the background listening for Oracle pipe calls to execute the compliance process for registration pre requisite processing Run SFRPINI from the host Parameters Name Required Description Values None The terminal displays the following when the process is run This program starts the SFKREG servers to service requests to handle compliance from the Banner System It reads the SFBPIPE table
465. t file mode a Submittal file is created The Error Notification File can be processed in Error listing Audit or Create flat file mode A C or E In Create flat file mode an Error Correction file is created 5 Address Hierarchy Required Multiple NSLDS has indicated that the first SSCR Roster file does not contain address information The SFRSSCR process updates address information only when the address fields in the file s received from NSLDS are blank Because permanent address information should be reported enter the address hierarchy which will select the permanent addresses for students This parameter will not be used when the Error Notification File is processed in Error listing mode Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Note Asof March 1 1999 the NSLDS no longer requires address information in SSCR files The NSLDS will obtain this information from other sources Institutions will not be sent error messages if this information is provided 6 Aid Year Code s Optional Multiple Federal regulations require institutions to report students with loans who are not included in the current Roster file Thisinformation is obtained from data in the Financial Aid system Enter one or more aid year codes when processing a Roster file only to search for students with new loans that should be included in the Submittal file returned to NSLDS Thi
466. tanding has been calculated for the current term course registrations for a future term need to be dropped for students who have been placed on an academic standing which prevents registration This can be accomplished by defining a set of enrollment status and course registration status codes which will drop all courses automatically Set ng the enrollment status to a value which is defined to affect course registrations will drop the registrations even though access to the Course Registration information is not permitted Degree and Program Processing Degree and program restrictions and re requisites are processed as follows e Degree and program restrictions are checked using the degree and or program in both the primary and secondary curriculum of the effective student record If either type of restriction fails a DEGREE RESTRICTION and or PROGRAM RESTRICTION error will be issued Degree and program restriction errors will not be issued if an appropriate permit override exists for the student Degree and program restriction errors can be overridden by the operator using normal override processing e Ifa pre requisite is fulfilled by an in progress course and in progress courses permitted to fulfill pre requisite requirements based upon the In Progress checkbox on the Term Control Form SOATERM a PRE REQ IN PROGRESS message will not be issued e Ifa section fails a pre requisite requirement a PRE REQ OR TES
467. tarting hours registration hours for the drop new starting hours 14 3 hours dropped new starting hours of 11 new starting hours are saved for next CRN processing Determine Enrolled Hours New starting hours previous from flat hours enrolled hours 11 12 enrolled hours of 1 Fee assessment checks to see if the student is still enrolled in more hours than the previous from flat hours for the rule If they are this indicates that the student still qualifies for the previous flat hour rule Since 1 hours are not greater than zero there is a change in the flat hour qualification New Formula Registration hours enrolled hours dropped hours 3 registered hours 1 enrolled hour 2 dropped hours The student has dropped 3 hours but only 1 of those hours brings the student below the from flat hours point The dropped hours are not less than 0 Deduct the dropped hours from the registered hours Student Release 6 0 User Guide 13 167 13 Registration Registration Procedures 13 168 e 3 registered hours 2 dropped hours 1 liable hour Multiply the liable hours by the liability percent expressed as a decimal 1 hour 9 9 liable hours Add 9 to the total liable hours The liable hours saved from first CRN processed equal 4 0 The total liable hours now equal 4 9 CRN 1006 is processed The W D Ind icator for the registration status code in STVRSTS is checked so dropped hour processing
468. tatus Effective mandatory when Code for Enrollment Status is not equal to D for Deceased Anticipated Completion Date must equal Date Enrollment Status Effective 236 01 0034 Adipe Adam 05 MAR 1966 F 10 JAN 1996 23 JAN 1996 No Detail Record matches the record identifiers Student s SSN Student s First Name Date of Student s Birth in NSLDS 601 00 0041 Andersen Paul K 05 MAR 1966 L 10 JAN 1996 25 MAR 1997 Both Student s First Name and Student s Last Name must be provided 111 22 3339 Campbell Meghan B 01 JAN 1965 L 11 JAN 1996 29 MAY 1997 Invalid Date of Student s Birth Invalid Date for Address Effective Date 370 00 0000 Correll Nikome H 01 JAN 1965 H 23 JAN 1996 12 MAY 1997 Invalid Date of Anticipated Completion 207 00 0001 Jansen Barbara H 01 JAN 1965 H 10 JAN 1991 20 MAY 1996 All address fields Street Address City State and Zip Code must be provided 202 00 0010 Savannah Suzanne S 01 JAN 1965 10 JAN 1995 12 JAN 1997 Invalid State Code 000 00 0202 Thomas Terrance T 01 JAN 1965 10 JAN 1994 23 MAY 1997 Missing Code for Enrollment Status Invalid Code for Enrollment Status 909 00 0001 Arlington Alexander A 01 JAN 1965 H 10 JAN 1996 14 MAR 1997 Invalid Date Enrollment Status Effective Missing Date of Enrollment Status Effective mandatory when Code for Enrollment Status is not equal to D for Deceased Record was on Roster file and not updated by School 400 00 0002 Jones Sarah L 01 JAN 1965 H 10 JAN 1996 12 JAN 1997 Anticipated Completion Date mus
469. ted during the purge and if no paper copy of this information is kept this information will be lost Note If registrations are purged but time status history records are not purged time status records will no longer be accessible to display online in the Student Course Registration Form SFAREGS Component and sub component records should only be purged for those registration records that are eligible to be purged as a result of existing logic not graded and not rolled to academic history This processing prevents the existence of orphaned component and sub component records Component records should not be purged if it is required that sub components records be kept e The Purge Component Records parameter is required and can be set to Y to purge component records or N to not purge component records The default value is N e The Purge Sub Component Records parameter is required and can be set to Y to purge sub component records N to not purge sub component records The default value is N e When both parameters are set to Y component and sub component records are purged Messages are displayed on the report for the student Component Information and Sub Component Information as well as the number of records purged for components or sub components Student Release 6 0 May 2003 13 339 User Guide Confidential 13 Registration Reports Registration Purge SFPREGS e When both parameters are set to N neither compone
470. ted with the record Messages about the nature of fatal errors are always captured May 2003 Student Release 6 0 Confidential User Guide 13 49 13 Registration Registration Forms Fields Descriptions Buttons Final Grade Final grades posted to the SFRSTCR record in the Final Grade field sfrstcr grde code final create registration audit trail records which can be viewed on the Student Course Registration Audit Form SFASTCA The audit trail records are written by database triggers on the SFRSTCR table so any grades posted or changed in SFRSTCR will be reflected in audit trail records Audit trail records for grades will include the message Grade update to x where x is the entered grade value This message will be issued whether the change is to enter the first final grade or whether a grade already existing in SFRSTCR is changed to another value Grade changes in Academic History will not be reflected in the Registration audit trail but are audited in the academic history grade table Enrollment Verification Request Form SFARQST 13 50 The purpose of the Enrollment Verification Request Form is to enable the user to request visual and or hard copy retrieval of the most commonly requested data for enrolled students Requests are made to provide students institution officials and external agencies employers etc with current status including registration data academic standing fees GPA major etc Enter a ter
471. tems and processes are valid for the Sleep Wake processing described in this section Banner Student Report Process Description SFRSCHD Student Schedules SHRTRTC Academic Transcript Banner Accounts Receivable Report Process Description TGRRCPT Account Receipt TSRCBIL Student Billing Statement Invoices TGRMISC Miscellaneous Receipt l Define printer and print command on the Printer Validation Form GTVPRNT In the Printer Code field enter a name to reference each specific printer that may be used for printing output from sleep wake processing In the Comment Printer Command field enter the correct operating system print command as it would normally be entered from the command line prompt substituting an at sign as the place holder for the filename to be printed Operating System Print Command UNIX example lp d talarisl VMS example print queue ln01 Student Release 6 0 User Guide 13 287 13 Registration Registration Reports 2 the appropriate System Distribution Initialization Information Form SOADEST for Student or TOADEST for Accounts Receivable enter the printer code from GTVPRNT that should be identified with the collector table rows that will be inserted to the appropriate tables when online application forms create a request for output that can be generated by sleep wake processing Note The collector tables are as follows Process Collector Table SFRSCHD SFRCBRQ SHRTRTC SHTTRAN
472. tered Application Code No Enter the code that identifies the general area for Application Inquiry Form GLIAPPL which the selection identifier was defined All or none of the population selection parameters must be entered The Population Selection Extract Inquiry Form GLIEXTR may be used to review the people who will be processed in the load from the selection identifier and application code entered 13 348 Creator ID No Enter the user ID of the person who created the population rules All or none of the population selection parameters must be entered Student Release 6 0 May 2003 User Guide Confidential 13 Registration Reports Course Request Load Process SFPBLCK Parameters cont Name Required Description Values Report Term Yes Enter the code representing the term for which the Term Code Validation Form report is to be run This is the term that will be used STVTERM in headers and student selection Effective Term Yes Enter the effective term of the general student Term Code Validation Form record to be scanned to a matching block code STVTERM Block Schedule Code Yes Enter the block schedule code to be used to create sections as input to batch scheduling Report Sample Course Request Load Process SFPBLCK see the following pages 13 349 Student Release 6 0 User Guide Block Schedule Code Validation Form STVBLCK May 2003 Confidential 13 Registration Reports Course Request Loa
473. term Half time or more but less than Full time SFAREGS Most recent Time Status Date in View Less than Half time Withdrawn Never attended No record found Time Status Information window SFAREGS Most recent Time Status Date in View Time Status Information window SFAREGS Enrollment Status Date untitled in Registration Information section of main window N A Certification Date N A Certification Date See explanation under Sources of Data for SSCR Roster File Update Certification Date is the date time the Roster File is processed and updated to create the Submittal File 13 236 Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures Updating Existing Records With New Changed Information Fields exist to report changes in date of birth and address information The SFRSSCR process compares the birth date supplied in the Roster File to the birth date on the General Person Form SPAPERS If no birth date is reported in the Roster File or if the birth date is different from the birth date in SCT Banner the SCT Banner birth date is written to the Submittal File Address information if supplied in the Roster File is not compared to SCT Banner address information and no updates will be proposed for address information in the Submittal File Date of Anticipated Completion is reported in the SSCR file if applicable The SCT Banner process will compare the reported anti
474. the Enrollment Status field in the main window the Exit Save or Rollback functions cause registrations to be re checked against current student information Re checking re applies all restriction checking maximum hours checking or other checking for enrollments which have not had a previous error override This insures that the operator is notified of registrations which should no longer be allowed based upon the rules for the new student data Access this window by selecting the Update Student s Term Information item in the Options Menu Fields Descriptions Buttons Block The Block Schedule Code field displays and allows the update of the block code which is associated with the student for the term in the Key Information or for the effective term Valid block codes may be selected from the Block Schedule Query Form SSABLCK More buttons in the Student Information Window Mouse Keyboard Result Update Student Save Save to database and return to main window Exit Without Exit Return to main window Changes Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Progress Evaluation Processing The Student Information window displays the progress evaluation PREV code the combined academic standing CAST code and the associated descriptions for the student as well as the academic standing Override codes and terms will display if available and you may update override an existing code u
475. the Wdrl Ind checked STVESTS WD IND is Y on STVESTS If the enrollment status code used has the Wdrl Ind checked the process will check for a valid date range and refund rule in the Enrollment Status Control Form SFAESTS The SFBRSTS table houses the code date range and refund percent The process uses the values in the SFBETRM ESTS CODE and SFBETRM ESTS DATE fields for the student If no refund rule is found in SFAESTS assessment will continue by processing the registration records using conventional course refunding based on registration status codes Refunds are calculated by applying the refund percentage to what is currently owed by the student for detail codes in their account that have a category of either TUI or FEE Note As discussed above you must be careful when establishing the refund date ranges in both SFAESTS and SFARSTS Any registration record processed in one of these forms has the potential to have a course refund applied as well as an enrollment status refund You must establish your date ranges carefully to be sure that the rules on the two forms do not overlap Refunding by Total Refunding by total works as follows e The Ref und by Total checkbox must be checked on the Term Control Form SOATERM e The Registration Fee Assessment Refund by Total Rules Form SFARFND must have rules entered for the term e When a detail code is specified in SFARFND the penalty will always go to that detail code
476. the primary curriculum in General Student Choices are Yes Primary checkbox is checked by default on the Curriculum Rules Form SOACURR No Primary checkbox is unchecked by default on the Curriculum Rules Form SOACURR Column SOBCTRL PRIM ROLL IND Student Release 6 0 User Guide 13 105 13 Registration Registration Forms 13 106 Create Update Degree with Secondary Curriculum Error Severity Recruiting Error Severity Admissions Descriptions Buttons Radio group that sets the value of the S Secondary checkbox default on the Curriculum Rules Form SOACURR The Secondary field in the curriculum rule is the default value for the Create Update Academic History Degree Record checkbox on the Secondary Curriculum window of the General Student Form SGASTDN As a result the system creates or updates a degree record in the Degrees and Other Formal Awards Form SHADEGR in Academic History from the secondary curriculum in General Student Choices are Yes Secondary checkbox is checked by default on the Curriculum Rules Form SOACURR No Secondary checkbox is unchecked by default on the Curriculum Rules Form SOACURR Column SOBCTRL SECD ROLL IND Radio group that indicates the severity of curriculum checking in the Recruiting module Choices are Fatal System does not allow a curriculum combination that is not defined and locked on the Curriculum Rules Form SOACURR Warning A me
477. tifies the population with Population Selection Inquiry Form which you wish to work The selection identifier GLISLCT must be defined on the Population Selection Inquiry Form GLISLCT All or none of the population selection parameters must be entered Creator ID No Enter the user ID of the person creating the sub population rules The creator ID must have been specified when defining the selection identifier or none of the population selection parameters must be entered User ID No Enter the user ID for the population selection This will match the creator ID and is the SCT Banner logon user ID All or none of the population selection parameters must be entered Batch Type No Enter C to process all entries from the SFRBTCH C Collector collector table Enter E to define a group of students for assessment by enrollment status Select the enrollment status code using the Enrollment Status parameter Whenever an assessmentis processed for a student and or term no matter how the assessment is invoked maintenance is performed on the SFRBTCH collector table for the student and or term being processed If a collector record exists for the student and or term being assessed the collector record is deleted The purpose of the collector record is to make sure the student is assessed When assessment is run using a batch type of C collector all records in SFRBTCH for the term specified will be processed and subs
478. tion pre requisite processing will be performed by a piped call for a compliance evaluation There are two possible results a successful registration or a Pre Req and Test Score Restriction error If a Pre Req and Test Score Error is returned for an enrollment attempt which uses an area pre requisite a link will be available from the CRN for the enrollment and you will see a line below the CRN The student can click the link and a new Web page the CRN Pre Requisite Area Results will be displayed This page will display all pre requisite areas for the CRN which have not been met It will not display required pre requisite areas which have already been met The display is in table format and includes the following sections e For each CRN for which an area pre requisite has not been met the CRN Subject Course Number and Course Title will display e Each area which has not been met will be listed and Area Code and Area Description will display The Required Credits Courses and Minimum GPA from the area s general requirements will display if the area includes any of these items in its general requirements e Detailed requirements for the area will display if the Prt Print Indicator checkbox for the area is checked on the Area Library Form SMAALIB If the Prt Print Indicator checkbox is not checked for the area no detail requirements will display For example you may have an area in which a minimum GPA is require
479. tion number from the TBRACCD table record TBRACCD TRAN NUMBER for this charge The total amount of the charge for the student This is the total of the charges for the student for all the terms being displayed Detail Audit Information Window Use this window to see additional detail information for a charge record that is displayed in the main window To open this window position your cursor on the record and use Next Block or select Fee Assessment Audit Detail from the Options Menu Use the Return button to go back to the main window The following fields are in the Detail Audit Information window Fields Rule Type Descriptions Buttons The rule type from SFARGFE that was used to assess the charge The rule type is grouped by student course level course campus or course attribute Student Release 6 0 User Guide 13 101 13 Registration Registration Forms 13 102 Rule Seqno Rule Sequence Number Assessed by Course CRN Rule Student Hrs Assessment Source Rule Liable Hrs At Per Hr Chrg Rule Flat Hr Range From Rule Flat Hr Range To Flat Fee Charge Overload Hrs Descriptions Buttons The sequence number for the rule from SFARGFE that was used to create the charge Indicator that shows if the charge was derived from assess by course processing Valid values are Y or N The course reference number associated with the charge This field is populated if the Track by CRN che
480. tion will be used A course which only has a mid term grade will not be considered graded for pre requisite checking purposes Use of In Progress Courses Use the In Progress checkbox on the Term Control Form SOATERM to specify on a term by term basis whether in progress courses can be used to fulfill pre requisite requirements When this checkbox is checked pre requisite requirements will be able to be fulfilled by in progress courses and no warning or error message will be issued and need to be acknowledged When this checkbox is unchecked in progress courses will not be able to be used to fulfill pre requisite requirements In progress courses are defined as active ungraded courses for earlier terms than the one in which registration is attempted Enrollments in which a person is waitlisted from which a person has withdrawn or which has already been graded will never be considered in progress courses Future term enrollments while in progress for transcript purposes will never be considered by pre requisite checking Pre requisite Processing Pre requisite processing performs as follows e Ifa potential pre requisite exists in transfer work in academic history for any term past present or future it will be used based upon the minimum grade specified If using CAPP areas for pre requisite rules the Use Transfer flag will control whether or not transfer work can fulfill the requirement The result will either be a successful reg
481. tions e restrictions e college restrictions e degree restrictions e program restrictions e major restrictions e campus restrictions e class restrictions e repeat restriction e capacity Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures The P FINAL EDIT procedure checks all courses in SFTREGS in the order shown below e duplicate courses e time conflicts e pre requisites e corequisites e links e max hours All errors are written to the SFTREGS_MESSAGE and SFTREGS_ERROR_FLAG fields When all the errors are resolved registration records are processed as follows 1 Capacity is rechecked 2 Section hours are updated 3 Changes are transferred from SFTREGS to SFTSTCR where records are inserted or updated 4 Time status records are inserted 5 SFBETRM is updated The following procedures are also used with SFKEDIT sq e SFKFUNC sq Registration Functions and Procedures e SFKMODS sql Registration Insert Update and Delete Procedures e SSKFUNC sql Registration Section Functions and Procedures e SSKMODS sql Registration Section Insert Update and Delete SSKSELS sql Registration Section Query Procedures Create Term Controls The first step in the registration process is to create the attributes specific to a registration term These attributes include the registration error radio group switches on the Term Control
482. tive area has groups attached select Next Block or use the Group Requirements Met Not Met buttons to access the Area Group Compliance Summary window Area Group Compliance Summary Window The Area Group Compliance Summary window displays a brief summary of compliance results for each group attached to an area and provides a quick ata glance status of the compliance results for each group if group data exists It also allows you to request additional information To access the window select Next Block from the Program Area Compliance Summary information on the main window Fields Descriptions Buttons Program Code and description of program for which groups are displayed Display only Area Code and description of area for which groups are displayed Display only Student Release 6 0 User Guide 13 25 13 Registration Registration Forms 13 26 Catalog Term Met Set Subset Rule Group Reason Rule Group Not Met Descriptions Buttons Code of catalog term for which groups are displayed Display only Ifthe checkbox is checked then the requirements have been met for the group on which your cursor is positioned Display only Set code Set code used to define the group attachment if any Display only Subset code Subset code used to define the group attachment if any Display only Rule code Rule code used to define the group attachment if any Display only Group code and description Code
483. to the Clearinghouse should be assigned a student attribute which will be input as a value to the Student Attributes to Exclude parameter when processing the report For all students enrolled for the term an enrollment status is determined For all enrollment statuses with the exception of a withdrawn student the Affect Headcount flag on the Enrollment Status Code Validation Form STVESTS must have a value of Y or checked for the enrollment status code that exists in the Registration section of the Student Course Registration Form SFAREGS In some specific cases start dates for enrollment statuses must be reported The statuses are checked for in the order listed below and the data requirements form field source of status date if required for each status are indicated l D Deceased requires status date A value of Y or checked must exist in the General Person Form SPAPERS Deceased Indicator The status date is selected from the Deceased Date field on the same form 2 G Graduated requires status date A degree with a status code that has an Awarded Indicator of A on the Degree Status Code Validation Form STVDEGS must exist in the Degrees and Other Formal Awards Form SHADEGR In addition the level of the degree code must match the level of the current general student record the maximum term that is less than or equal to the reporting term The level check is included so that a student who is currently enrolled in a grad
484. to Add page Type Checked set to Y indicates that the student is permitted to search for classes by the section schedule type This field is used by the Look up Classes to Add page Checked set to Y indicates that the student is permitted to search for classes by the section session This field is used by the Look up Classes to Add page Checked set to Y indicates that the student is permitted to search for classes by primary instructor This field is used by the Look up Classes to Add page Review and or establish Web registration date range periods to restrict Web registration On the Term Control Form SOATERM enter a term in the Key Information use a Next Block function to navigate through the main window and a second Next Block function to access the Part of Term and Web Registration Controls window The Web Registration Dates section of the Part of Term and Web Registration Controls window is used to specify the date ranges during which registration via the Web is available for the term in the Key Information Web registration dates are established as follows Enter one or more start and end dates for Web Registration periods Note that the ability to enter more than one Web Registration period allows the institution to turn Web Registration access on and off during the term The start and end dates entered should not fall outside either before or after the date ranges that are established for both student enrollment st
485. to determine refunds by establishing the refund periods in the Enrollment Status Control Form SFAESTS To be sure that refunding by enrollment status will calculate a percentage refund when the enrollment status code is used check the Wdrl Ind icator on the Enrollment Status Code Validation Form STVESTS to designate that the enrollment status code is to be processed as a drop by fee assessment Please be aware that if valid refund periods and percentages exist on both SFAESTS and SFARSTS and the institution changes the registration status codes to match the enrollment status codes either manually or using the effect by enrollment status process the fee assessment process will apply the refunds twice once for the enrollment status and then again for the registration status The fee assessment code process is consistent with refunding using registration status codes therefore the Refundable Indicator on TSADETC is not used when refunding is being processed Institutions have used detail codes with detail categories other than TUI or FEE in SFARGFE rules to prevent refunding of charges This functionality is consistent in the two methods of refunding Note The Refundable Indicator is used in the Location Management Housing fee assessment process where you cannot add detail codes other than HOU MEA and PHO The Enrollment Status Control Form SFAESTS allows you to determine a refund based upon the total flat charge assessed and
486. to display the audit history records that information will also be printed on the output These printed charges result from the entries made in registration and show the effective dates and net change to the student s account The audit history entries show the actual date of the assessment not the effective date Whenever fee assessment is run in update mode information about the student s assessment is placed in the audit history table Before a student bill is produced using the Student Invoice Billing Statement TSRCBIL you must have assessed registration fees either through batch or online processing You have the option to create a schedule bill collector record during batch fee assessment processing for any students with a change in fee assessment either additional charges or credits Collector records will not be written for students who do not have any changes To create schedule bill collector records enter Yin the Add Invoice Collector Record parameter If you are running batch fee assessment from the command line the error message Invalid request Update student account not requested will no longer be displayed if you enter Nin the Create Accounting Records parameter displayed on the command line as Create Accounting Detail Records but then enter Y for the Add Invoice Collector Record parameter Since you are not creating any changes to the student s accounting records the collector record for student bills is not populated If schedu
487. to the registration term has already been graded but not yet rolled to history the minimum grade will be checked The result will either be a successful registration or a Pre Req or Test Score Error depending on the minimum grade e Ungraded enrollments for all terms less than the term of the enrollment being checked will always be considered only if the In Progress checkbox on SOATERM is checked for the term for which registration is attempted e Ungraded enrollments for the same term as the enrollment being checked will be considered only when the concurrent option has been chosen for the pre requisite being checked The result will be a successful registration if all other requirements have also been met If an ungraded qualifying course exists within the same term and concurrent enrollment is not allowed the result will be a Pre Req or Test Score Error Equivalent courses will also be used in pre requisite checking when CAPP areas are used to define pre requisite requirements At the time of registration if a course has a co requisite requirement at either the Catalog or Schedule level enrollments in registration for the same term as the attempted enrollment will be checked The course registration status of all considered courses will be checked in all cases e Ifthe registration status does not count in enrollment STVRSTS Count in Enrl Enrollment Indicator is not checked the course will bypassed This will prevent DD stat
488. torically is used in the process to find the report date of the previous run which is then used to determine if changes have occurred in student enrollment since the previous report Processing Recommendations for Creating the Extract Files Time delays should be avoided between obtaining the message of No invalid or missing data for the term code term when running the Clearinghouse Extract Report in the report of missing or invalid data mode and producing the extract file to send Student Release 6 0 May 2003 13 220 User Guide Confidential 13 Registration Registration Procedures to the Clearinghouse Data entry changes even in a short period of time could result in errors being introduced before the data is extracted Optimally the processing should be run during off hours to minimize possible additions or updates to data which could introduce new errors Subsequent reports to the Clearinghouse for the same term rely on comparing the students statuses from the previous report to determine any changes in enrollment and reporting of status start dates if required control table is used to store the term report date report flag and activity date each time the EDI or EDI Smart TS190 output is created by the Clearinghouse Extract Report For consistency the user responsible for processing the extract file that is submitted to the Clearinghouse must use the same parameter values for each submission during the same term It is recomm
489. tration Reports Student Schedule Report SFRSCHD 25 APR 2003 15 18 32 200310 Nelson Mary Ann WARNING No Address TERM P T CRN COURSE SECT CMP BANNER University Student Schedule Fall 2002 200310 210009507 TITLE 200310 1 10021 ACCT2310 0 M 200310 ECON2100 200310 ENGL200 200310 FREN200 200310 HIST1201 200310 ECON100 200310 BIOL1010 13 317 LV STAT SCH DAYS INSTR TIME Intermediate Accounting I Problems of the Amer Economy Shakespearean Sonnets French Conversational The United States to 1877 Intro to Economics Biological Principles 199520 CREDITS 21 000 CEUS Student Release 6 0 User Guide UG RE L MWF Walters W L TBA STAFF L STAFF M L TR Chapin M L N A STAFF WEB N A STAFF STAFF 0 000 0800 0850 TBA 0300 0350 0600 0800 0900 0950 N A N A 13 Registration Reports Student Schedule Report SFRSCHD 25 APR 2003 15 18 32 200310 RPTNAME SFRSCHD SELECTION IDENTIFIER APPLICATION CODE CREATOR ID TERM 200310 ID NUMBER 210009507 ADDRESS TYPE LIST ADDRESS SELECTION DATE PROCESSED BY CAMPUS N RUN IN SLEEP WAKE MODE SLEEP WAKE INTERVAL 60 START RANGE FROM DATE START RANGE TO DATE SCHEDULE TYPE INSTRUCTIONAL METHOD 25 APR 2003 Y N N PRINT LONG SECTION TITLE Y PRINT SCHEDULE TYPE Y PRINT INSTRUCTIONAL METHOD N PRINT REGISTRATION START END DATES
490. ts Enrollment Verification Report SFRENRL 25 APR 2003 15 29 45 BANNER University Enrollment Verification SFRENRL REPORT CONTROL INFORMATION SFRENRL Release 6 0 SELECTION IDENTIFIER APPLICATION CODE CREATOR ID ID NUMBER 11 requests that are in the collector 210009507 REQUEST TYPE OFFI SEQUENCE NUMBER ADDRESS TYPE 1MA CREDIT HOURS TYPE A PRINTER PRINT ENROLLMENT REQUEST TYPE Y N Y PRINT BIRTH DATE N PRINT LONG SECTION TITLE Y PRINT REGISTRATION START END DATES Y NUMBER OF LINES PRINTED PER PAGE 55 55 RECORD COUNT Student Release 6 0 May 2003 13 336 User Guide Confidential 13 Registration Reports Enrollment Verification Request Purge SFPENRL Enrollment Verification Request Purge SFPENRL Description This process purges the enrollment verification requests which were previously requested Parameters Name Required Description Values Date requested Yes Enter the date for which the enrollment verification purge is to take place Request Type No Enter the enrollment request type for which the Enrollment Verification Type Code purge is to be processed Validation Form STVEPRT Run Mode Yes Enter an A to indicate that the process is to berunin A Audit audit mode Running in audit mode produces an audit report without updating the database Enter a U to indicate that the process is to be run in update mode Running in update mode removes the information from the datab
491. ts Waitlist Enrollment Purge SFPWAIT 20 JAN 1991 12 50 59 Systems amp Computer Technology 198901 Wait List Enrollment Purge Audit Report Only ID CRN PART OF TERM STATUS 208000002 Morgan Denise 10069 1 208000002 Morgan Denise 10070 1 208000001 Scott Barry 10069 1 208000001 Scott Barry 10070 1 20 JAN 1991 12 50 59 Systems amp Computer Technology PAGE 2 198901 Wait List Enrollment Purge SFPWAIT Audit Report Only REPORT CONTROL INFORMATION SFPMAIT Release 2 1 5 RPTNAME SFPWAIT PRINT COMMAND PURGE TERM 198901 SELECTED PART S OF TERM SELECTED STATUS S WL STUDENTS SELECTED 2 NUMBER OF POTENTIAL STUDENT ENROLLMENT DELETES Student Release 6 0 May 2003 13 347 User Guide Confidential 13 Registration Reports Course Request Load Process SFPBLCK Course Request Load Process SFPBLCK Description Parameters This process defaults the CRNs of a student s block code to the selected student s record on the Student Course Request Form SFACREQ for the effective term and tracks student populations by block schedule codes for effective and report terms Name Required Description Values Selection Identifier No Enter the code that identifies the population with Population Selection Inquiry Form which you wish to work The selection identifier GLISLCT must be defined on the Population Selection Definition Rules Form GLRSLCT All or none of the population selection parameters must be en
492. ts which have not yet been rolled and if corrections are not made to all grades which fail validation none of the enrollments which qualify for rolling will be rolled There is also an optional Degr Awrd Ind field in the Key Information If used this indicator will permit entering of grades for only those students with a specific degree status Valid entries are Awarded P Pending and NULL for all statuses When used in conjunction with Electronic Gradebook processing and Faculty and Advisors Self Service the entry of final grades if gradable components have been defined for a CRN will be affected Any updates to final grades made in this form will not be reflected in the student s final grade record SHRCMRE and will only update their registration record SFRSTCR This form serves as a grade override and will preserve the audit trail of the calculated final mark based on individual component marks A message is displayed ifthe section has gradable components informing you that midterm and or final grades entered here could be overwritten if the grade calculation process is initiated from the Electronic Gradebook When information is rolled to academic history either online using SFASLST or SFAALST or in batch using the Grade Roll to Academic History SHRROLL the section start and end dates are rolled If the schedule type of the section permits assignment of a CRN to a co op activity and the CRN is assigned to a co op for the S
493. tudent Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms term the start and end dates for the co op are rolled If no co op exists or the section s type does not permit the assignment of a CRN to a co op activity then the section dates are rolled Fields Descriptions Buttons Roll Indicator If the Roll Indicator in the Key Information is checked final grades which have been entered will roll to history files when a Save function is performed If the Roll Indicator is unchecked rows are written to a collector file which can be processed using the batch Grade Roll to Academic History SHRROLL Note Only final grades are rolled to academic history The mid term grades are for reference only and will not appear in academic history or on transcripts Degr Awrd Ind There is an optional field in the Key Information If used this indicator will permit entering of grades for only those students with a specific degree status Valid entries are Awarded P Pending and NULL for all statuses Grade Comment The Grade Comment Code and Description fields are used with electronic gradebook processing Use the List of Values for the Grade Comment field to select a valid code from STVGCMT The comment information is stored in SFRSTCR GCMT CODE Although only one comment can be entered from this form you have the ability to enter multiple comments on the Section Dependent Course Maintenance Form SHATCKS in
494. u For more details and more information on how the attribute was used by compliance use the horizontal scroll to view these fields Fields Attribute Student Attribute Course Subj Crse Descriptions Buttons Student attribute code Student attribute code used to fulfill a detail requirement Course information is never displayed on the same line as a student attribute code Display only Course attribute code Course attribute code used to fulfill a detail requirement Display only Subject code Subject code of a course used to fulfill a requirement in the program Display only Course number Course number of a course used to fulfill a requirement in the program Display only The fields in the scroll area are the same as those in the scroll area of the Courses Used by Area Group window Title Source Credits Actual May 2003 Confidential Descriptions Buttons Course reference number Cross reference number for an institutional course used to fulfill a requirement in the program The field is blank if the course is a planned or a transfer course Display only Title of a course used to fulfill a requirement in the program Display only Course source Source of a course used to fulfill a requirement in the program Select the source from pull down list click the arrow to the right of the field Sources can be History institutional courses already rolled to Academic History Transfer
495. u In order to use this form you must have set up the registration rules tables and the student being queried must have been registered When you tab through a record in the Term Registration Summary information a Message box will display registration messages The box is positionally displayed depending on the type of message being shown so that data relevant to the message is still displayed in the main window You may also use the horizontal scroll bar to display the Message box Mock Fee Assessment Window Use this window to review the student s calculated registration fee assessment detail information This window is accessed from the main window using Next Block and then selecting either Fee Assessment Without Min Max Applied or Fee Assessment With Min Max Applied from the Options Menu When this window is accessed a mock fee assessment is performed for the student based on the saved registration records Registration Mass Drop Form SFAMASS Use the Registration Mass Drop Form to quickly drop students from a section of a course without having to query each student s registration individually The S Registration Status field is updated to reflect the new status for the student The status entered is validated against the Course Registration Status Code Validation Form STVRSTS and must have both the Count in Enrl and Count in Asmt checkboxes unchecked on STVRSTS The S field can simply be updated or the record can be deleted Re
496. uate program but previously has been awarded an undergraduate degree from the same institution will not be erroneously reported as graduated The status date is selected from the Graduation Date field on the same form Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Procedures 3 A Approved Leave of Absence status date not required A leave code exists in the General Student Form SGASTDN for the current effective term the maximum term that is less than or equal to the reporting term which includes the reporting date between the leave from and to dates on the same form For example a student is on a medical leave of absence from February 1 through March 15 1995 The Clearinghouse Extract report date of March 1 1995 will identify this student as on an approved leave of absence 4 W Withdrawn requires status date A student enrollment status code exists for the term where the Affect Headcount flag is N or unchecked on the Enrollment Status Code Validation Form STVESTS The status date is selected from the Enrollment Status Date untitled field on the Student Course Registration Form SFAREGS Note Students who have not attended the current reporting term but attended in a previous term will be reported as withdrawn W and not as never attended X If the student enrollment status was Y checked for the most recent previous term then the status change date reported will be the term
497. ubmission Values Term Code Yes Enter the registration enrollment term for processing Term Code Validation Form STVTERM SSCR File to Process Yes Enter the path and file name for the SSCR Roster or Error file to process The path and file name entered must not exceed 30 characters If no extension for the file name is supplied an extension of dat is assumed SSCR File Type Yes Enter R for a Roster File or Efor an Error Notification File R Roster file Error Notification file Run Mode Yes Enter to create an audit file C to create a flat file or Eto create an error listing Only A and Care valid run modes for processing a Roster File If Fis entered Audit mode will default A C and E are valid modes for processing an Error Notification File Audit C Create flat file Error listing Address Hierarchy 13 371 Yes Enter the address type and hierarchy for reporting permanentaddress information For example 1MA Multiple values may be entered Student Release 6 0 User Guide Address Type Code Validation Form STVATYP May 2003 Confidential 13 Registration Reports NSLDS SSCR Process SFRSSCR Parameters cont Name Required Description Values Aid Year Code s No Enter the aid year code 5 to select the students with Aid Year Inquiry Form ROIAIDY new loans Level Code for New No Enter the level code s to select students with new Level Code Validation F
498. udent Status Allow Entry Count Enrl Web Ind W D Ind Ext Sched Print 13 Registration Registration Forms Descriptions Buttons This is the usage cutoff from percentage This field determines when this status code is available for use As open learning processing is based on individual student progress in a course the usage cutoff percentages as a range are used to determine if the status code will be available for use as determined by the elapsed time since the student s start date of the registration For example if pre registration was permitted and policy only allowed the use of a particular code prior to selected start date you would enter Oin this field Once the student s start date had been reached this code would no longer be available This field completes the usage cutoff percent range For example if a status code was only permitted to be used when the student was under or up to 10 into their registration the from percentage would be defined as the to percentage would be 10 Therefore this code would only be available when the student s completion percentage was between 0 and 10 inclusively This field specifies if this registration status code can be overwritten with a student enrollment status code This is the setting of the Allow to Enter checkbox on STVRSTS for the status code This is the setting of the Count in Section Enrl Enrollment Indicator checkbox on STVRSTS for t
499. ue is WEBREG e The External Code can be set to Yes to restrict registration to time tickets or No to not restrict registration to time tickets Nis the delivered default The Desc ription is WebVR Restrict Reg to Time Tkt e The Translation Code and Reporting Date can be left blank null e System Req uired Indicator must be checked Students with time tickets for a specified term can only register within the timeframes established for that ticket or tickets All students must have a time ticket to register If a student does not have a time ticket established they are not eligible for registration under any circumstances Student Release 6 0 User Guide 13 249 13 Registration Registration Procedures 13 250 Registration Priority Time Ticketing Setup Overview The following steps are required to implement Registration Priority Time Ticketing l Build registration group codes in the Registration Group Control Form SFARCTL 2 Build registration time slots in the Registration Priority Control Form SFARCTT 3 Linkthe time slots with their priorities to the Registration Groups 4 Assign term specific registration groups to individual students on the Student Registration Group Form SFARGRP Steps 1 through 4 are required for each registration term However Steps 1 and 2 may be completed in reverse order If the time slots are built first on the Registration Priority Control Form SFARCTT as
500. uide Confidential 13 Registration Registration Forms Web Faculty amp Advisor Controls The Web Faculty amp Advisor Controls are used to restrict or enable selected faculty related actions on the Web as follows Fields Descriptions Buttons Display Checked indicates that the Faculty Schedule page is displayed on Schedule the Web Display Class Checked indicates that Class List Detail and Summary pages are List displayed on the Web Allow Approval Checked indicates that the Registration Approval Overrides page amp Overrides is displayed on the Web Allow Add Drop Checked indicates that the Registration Add Drop page is displayed on the Web to allow faculty registration or add drop activity Grade Display Controls The Grade Display Controls are used to restrict or enable selected grade related actions on the Web as follows Fields Descriptions Buttons Display Grade Checked indicates that the grade detail for the selected term is Detail displayed on the Display Grades Web page in the Administrative Functions Menu Display Checked indicates that the midterm grades for the selected term Midterm Grades are available for display on the Display Grades Web page in the Administrative Functions Menu Display Final Checked indicates that the final grade for the selected term is Grade displayed on the on the Display Grades Web page in the Administrative Functions Menu May 2003 Student Release 6 0 Confidential User Guide 13
501. uide Confidential May 2003 Confidential 13 Registration Registration Procedures Use the Time Status Rules Form SFATMST to print the enrollment summary information on the Enrollment Verification Document and list the student s actual time status based on their course work for the term This form allows the user to specify the rules associated with the calculation of the time status information These rules include effective term student level campus college degree major and student type course level is also used to determine which courses should be used in calculating the time status Using these rules criteria the user may specify the minimum and maximum credit hours which the student must have for a term to obtain the time code specified in the rule The following are some examples of time status rules For effective term 199301 level 01 students undergraduates the minimum credits to be classified as a full time student are 12 00 and the maximum credits are 17 99 No campus college degree major or student type are specified in the rule Only undergraduate credits are to be included in the calculation If an undergraduate student has 9 00 credits of graduate work level 02 and 6 00 credits of undergraduate work then they do not meet the rule specified and another rule must be found If no rule can be found for the student then the user entered time status that exists on the student s record will display on the re
502. ulate the number of days between the current extension start date SFRAREG START DATE and the current date and divide by the number of days defined for the duration code SFRAREG DUNT CODE assigned to the section GTVDUNT NUMBER OF DAYS Example Difference between April 1 2002 and April 22 2002 21 days Translate to duration unit of week 21 days 7 days 3 00 weeks The elapsed duration units would be compared to the duration complete rule defined for the registration code rules defined in the SSRREND table to ascertain the refund percentage to use in the calculation of the refund amount Ensure that the CRN is captured on the student s account record TBRACCD when the Track by CRN flag is checked on SOATERM Register Students The Student Course Registration Form SFAREGS provides an automated mechanism for registering students into sections created in the Schedule module This form also assesses the tuition and fee charges related to the registration and passes them to the Accounts Receivable module This form further allows for student maintenance performs the functions necessary for add drop activity and provides the ability to print a student s schedule and bill The form contains the logic to check the repeat limit or repeat maximum hours which is controlled by the flags set on the Term Control Form SOATERM The repeat checking process examines the courses which are in progress and exist in academic history to determin
503. ule This form also assesses the charges related to the registration and passes them to the Accounts Receivable module This form further allows for student maintenance performs the functions necessary for add drop activity and provides the ability to print a student s schedule bill Note After entering the Registration Information section a changes must be saved and errors corrected before the user may exit the form You may select View Registration Messages from the Options Menu or tab through the fields in the Registration Information to the Ovr Error Override Indicator field then the Message box will display This box displays registration messages variable credit hour ranges and any registration errors detected such as major restrictions The box is positionally displayed depending on the type of message being shown so that data relevant to the message is still displayed in the main window Prior to registering a student the registration control information must have been entered via the Registration forms the course and section information must have been entered via the Catalog and Schedule modules and student information must have been created via the General Person and Admissions modules This form creates a set of SHRMRKS records associated with the student for all courses where gradable components have been defined This task is accomplished at the time the registration record is created for the student for an individual
504. ult value is N Student Release 6 0 User Guide N Bypass purge May 2003 Confidential 13 Registration Reports Registration Purge SFPREGS Parameters cont Name Required Description Values Purge Sub Component Yes Enter Yto purge sub component records Enter Nto Y Purge sub component records Records bypass the purge of sub component records The ML yas default value is N Purge Audit Records Yes Enter Y to purge registration audit trail records or N Y Purge registration audit trail to not purge the records The default is N records N Bypass purge Report Sample Registration Purge SFPREGS see the following pages 13 342 Student Release 6 0 User Guide May 2003 Confidential 13 Registration Reports Registration Purge SFPREGS 29 APR 2003 10 37 40 BANNER University PAGE 1 200371 Registration Purge SFPREGS Audit Report Only 210009501 Clark Henry OUTSTANDING FEE ASSESSMENT PREVENTS DELETE 210009224 Crichton James WARNING Registration Fee Not Accepted 200371 Component Information DELETED 200371 Sub Component Marks Information DELETED 200371 Registration Archive DELETED 200371 Open Learning Registration DELETED 200371 Class Roster Information DELETED 200371 Time Status History Information 0 DELETED 200371 Additional Fees 0 DELETED 200371 Registration Information 1 DELETED 533049565 Gresswell Angela M OUTSTANDING FEE ASSESSMENT PREVENTS DELETE 445900008 Griffiths Joyce OUTSTANDING FEE ASSESSMEN
505. umber of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for this rule Lowest number of student overall liable billing hours to be used to qualify for this rule This is used only when assessing by course campus course level and or course attribute when the rule has a total institutionally defined number of part time hours or full time hours qualification for the charge Highest number of student overall liable billing hours to be used to qualify for this rule This is used only when assessing by course campus course level and or course attribute when the rule has a total institutionally defined number of part time hours or full time hours qualification for the charge The earliest date in a range for assessing charges based upon a when a student first registers The rule is based on the student s first registration entry Valid date format is DD MMM YYYY The latest date in a range for assessing charges based upon a when a student first registers The rule is based on the student s last registration entry Valid date format is DD MMM YYYY Lowest number of liable billing hours in the range for the course grouping that can be used to determine if a student qualifies for a flat charge When the liable billing hours falls below the from flat hours the student s rule qualification may change and refunding and reversals are affected Highest number of liable billing hours
506. und by Total Rules Form SFARFND The Registration Fee Assessment Refund by Total Rules Form SFARFND captures the rules used by an institution for refunding registration related charges when refunding by total You do not have to specify a clearing detail code for the penalties as a result of the refund calculation in refunding by total processing If no detail code is entered the penalty charges will revert back to the original detail code for the charge Fields Descriptions Buttons Period The Period Refund Period Number field on SFARFND uses values from the Refund Period field on the Charge Payment Source Code Validation Form TTVSRCE The values on TTVSRCE may be alpha or numeric but must include 0 9 when using refund by total Ref by Total The Ref und by Total box on the Term Control Form SOATERM must be checked in order for the rules specified by this form to be used Registration Fees Min Max Charge Control Form SFAFMAX The Registration Fees Min Max Charge Control Form provides maximum and minimum amounts by fee code that the registration fee assessment algorithm can calculate Prior to entering the data on this form the proper validation forms must be created To review the rules as they apply to a student without updating the database you may use the Student Course Fee Assessment Query Form SFAREGF Registration Additional Fees Control Form SFAAFEE May 2003 Confidential The Registration Additional F
507. up For example ten hours where one hour is equal to 25 of a day is calculated as 2 5 days which is then rounded to three calendar days The calculated start date must fall between the start from and to dates of the associated section record If this date is invalid and error message is displayed Time Status History Window Use this window to view the history of enrollment statuses that have been calculated for the student in the key This window can only be accessed if registration exists for the term in the key May 2003 Student Release 6 0 Confidential User Guide 13 19 13 Registration Registration Forms 13 20 The time status records are displayed in reverse chronological order so the most recent changes display first You may use an Edit function from the Time Status Date field to view the date and time that a time status calculation was performed The fields in this window are display only Access this window by selecting the View Time Status Information item in the Options Menu while you are in the Key Information Student Information Window Use this window to view detailed information about the student such as level campus degree college major s and program This information can be modified on the General Student Form SGASTDN prior to the student registering for a term Registration records are re checked after changes are made to the student information After saving changes in this window and returning to
508. up Query Form SFIRGRP Student Release 6 0 User Guide 13 251 13 Registration Registration Procedures 13 252 Mo The When more than one time slot is assigned the same priority and that priority has been assigned to a registration group all of the time slots are displayed in the Student Registration Group Control section of the form The cursor cannot be positioned to any fields in the form but in query mode Registration Group Code Group Priority Begin End Dates and Begin End Times can be accessed and used to specify query criteria Students assigned to the registration group code display in the Student Information section ofthe form When the cursor is scrolled through multiple time slot records it they exist the list of student names that displays will be the same for each record Group is an optional Key Information field If no group code is entered in the Key Information all existing registration groups and their assigned students if any exist are retrieved for display del Script for Populating Registration Groups SQL script sfrgrup sql may be used as a model for creating registration groups from your existing student population This script should be analyzed and modified as appropriate by technical support staff prior to execution The model script does the following Prompts for a term code Creates student registration group records SFBRGRP for every general student in the database whose student statu
509. uration unit assigned to the original registration Enter a number between 0 and 100 For example a student is registered for a course with a duration of ten weeks The student s expected completion date needs to be extended If the extension rule is expressed as 100 the student would be granted a ten week extension However if the rule was defined as 5096 the completion date would only be extended by five weeks This is the detail code used to assess extension fees on the student s accounts receivable account lookup List Detail Code Control Form TSADETC This is the extension fee amount that will be assessed to the student based on the fee type specified on this form If a detail code has been assigned an amount on TSADETC that amount is defaulted in and can be overridden Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Fields Fee Type Ovr Override Indicator Activity Date 13 Registration Registration Forms Descriptions Buttons This is the fee type to be used when calculating monies for the extension lookup List Fee Type Code Validation STVFIYP This field is used by SSARULE to determine if the values defaulted from this block may be changed This is the date the record was created or last updated Section Default Refunding Rules Window This window contains two blocks The top block untitled is used as a reference to ensure that rules are being associated
510. us from satisfying a co requisite e Ifthe registration status is a withdrawn status STVRSTS W D Ind icator is checked the course will be bypassed Student Release 6 0 User Guide 13 261 13 Registration Registration Procedures 13 262 e Ifthe registration status is a waitlist status STVRSTS Wait list Status is checked the course will be bypassed Registration attempts for a course with a co requisite will result in either a successful registration or a co requisite error Here are a few examples of correct and incorrect ways of defining pre requisite requirements Example of Incorrect Pre requisite Definition In this scenario pre requisite checking was perceived to be performed incorrectly Here is a sample of the incorrect pre requisite rules which were used A O Subj Crse Lvl Grd Con ENGL 110 01 A N or ENGL 110 Y The actual requirement stated in simple terms is have taken ENGL 110 and earned a grade of A orbe concurrently enrolled in ENGL 110 With the rules established in this fashion on SSARRES a student who had taken ENGL 110 in a previous term and failed it passed pre requisite checking However this is how the above requirement was interpreted have taken ENGL 110 and earned a grade of A or have taken ENGL 110 and earned any grade or be enrolled in ENGL 110 concurrently Because the second line said that any previous or concurrent enrollment in ENGL 110 was acceptable regardless of the
511. used to create both flat and flat plus per credit charges by manipulating the use of the minimum and maximum charge values in SFARGFE This method will continue to calculate the correct results Please review the following example Student Release 6 0 May 2003 User Guide Confidential Seq Dell 1 TI0l May 2003 Confidential Per Credit 80 00 13 Registration Registration Procedures Scenario 1 Flat Charges versus Per Credit with a Maximum Charge Old Rule Set Up Charges 1 Any undergraduate student who is registered in 1 11 99 credits billing hours is charged 80 00 per credit 2 Any undergraduate student who registers in more than 12 credits is charged a flat fee of 1000 00 12 X 80 00 per credit 960 00 Therefore these charging rules mean that full time students pay a 40 00 premium for going to full time status which allows them a higher range of hours for the same flat charge A single rule such as the following can be created Min Max Level From To From ToFlat Flat Course Liable Liable Flat Hours Charge Overload Billing Billing Hours Start Hours Hours Hours 80 00 1000 00 UG 1 00 99 00 New Data Elements on SFARGFE This rule creates the correct charges and refunds for students in fee assessment processing The results in SFAFAUD will show what fee assessment has done to calculate the charge All charges are recorded as per credit charges in the audit table As a result the audit history records for
512. valid student levels for time status calculations Note Student Level is not a required field on the form If a rule does not include a specific student level it will apply to all student levels that may exist 2 For each rule at least one course level is required in the Time Status Level section Enter the course level s that should be included in calculating time status for each individual rule 3 Build rules so no gaps exist between hour ranges For example if half time enrollment is at least 6 but not more than 12 credit hours and full time enrollment is 12 credit hours or more do not specify the half time rule minimum and maximum credits as 6 and 11 and the full time rule minimum and maximum credits as 12 and 99 If a student can take a combination of courses that will total to a fractional amount between 11 and 12 such as 11 5 credits then the student will not match a rule To avoid such a problem designate the half time rule minimum and maximum credits as 6 and 11 99 Equate each rule to an NSC equivalent of either F full time H half time or L less than half time with the exception noted in item 4 below 4 Build arule that designates both the minimum and maximum credits as 0 00 for every student level Do not equate the time status code for this rule to an NSC equivalent This rule is needed to accurately reflect a withdrawal from all courses in the Time Status History window in SFAREGS A system required value is n
513. value the course may be taken as many times as desired as long as the credit hours do not exceed those specified in the Repeat Maximum Hours field Repeat Limit any value Repeat Maximum Hours 10 If a three credit course is attempted to be taken four times the fourth will not be allowed because it exceeds the Repeat Maximum Hours Using both Repeat Limit and Repeat Maximum Hours as fatal errors on SOATERM Note Use these rules if your institution checks both Repeat Maximum Hours and Repeat Limit e If both the Repeat Limit and Repeat Maximum Hours are null the course cannot be repeated e Ifthe Repeat Limit is zero and the Repeat Maximum Hours is zero the course cannot be repeated because of the Repeat Maximum Hours rules e Ifthe Repeat Limit has a value and Repeat Maximum Hours is zero the course cannot be repeated because of the Repeat Maximum Hours rules e Ifthe Repeat Limit is zero and Repeat Maximum Hours has a value the course cannot be repeated because of the Repeat Limit rules Student Release 6 0 User Guide 13 201 13 Registration Registration Procedures 13 202 e Ifthe Repeat Limit is null and Repeat Maximum Hours has a value the rules for Repeat Maximum Hours are used Repeat Limit null Repeat Maximum Hours 7 e Ifa three credit course is taken more than two times it will exceed the Repeat Maximum Hours rule and may not be repeated e Ifthe Repeat Limit has a value and Repeat Maximum Hours i
514. versity Enrollment Verification SFRENRL REPORT CONTROL INFORMATION SFRENRL Release 6 0 SELECTION IDENTIFIER APPLICATION CODE CREATOR ID ID NUMBER 11 requests that are in the collector 210009507 REQUEST TYPE CMPL SEQUENCE NUMBER ADDRESS TYPE 1MA CREDIT HOURS TYPE E PRINTER PRINT ENROLLMENT REQUEST TYPE Y N Y PRINT BIRTH DATE N PRINT LONG SECTION TITLE Y PRINT REGISTRATION START END DATES Y NUMBER OF LINES PRINTED PER PAGE 55 55 RECORD COUNT 4 Student Release 6 0 May 2003 13 333 User Guide Confidential 13 Registration Reports Enrollment Verification Report SFRENRL This sample shows the Credit Hours Type of Attempted Date Issued 25 APR 2003 15 29 45 Page 1 Request Type Official Issued to IBM 124 Main Street Philadelphia PA 18876 Record of Mary A Nelson Student No 210009507 WARNING No Address ENROLLMENT VERIFICATION FOR FALL 2002 200310 Enrollment Status Eligible to Register General Student Information Sophomore Academic Standing Student Type Continuing Campus Residency Out of state Resident Term Dates 26 AUG 2002 to 13 DEC 2002 Expected Grad Term Spring 1999 9 Expected Grad Year 1999 PRIMARY CURRICULUM College College of Arts amp Sciences Degree Bachelor of Arts Majori Anthropology Enrollment Hours and Credit Hours 21 000 Term GPA 0 000 Cumulative Hours and EARNED PASSED QUALITY HOURS HOUR
515. waitlist enrollments are to be purged Values Term Code Validation Form STVTERM Part of Term Yes Enter the part of term code for which the waitlist enrollments are to be purged Multiple parts of term codes can be entered or a can be used to indicate that all parts of term within the purge term are to be processed Student Release 6 0 13 345 User Guide Part of Term Code Validation Form STVPTRM May 2003 Confidential 13 Registration Reports Waitlist Enrollment Purge SFPWAIT Parameters cont Name Required Description Values Status Yes Enter the waitlist status codes to be deleted Only those statuses with the Wait list Indicator checked set to Y and the Count in Enrl and Count in Asmt Indicator checkboxes unchecked set to N on the Course Registration Status Code Validation Form STVRSTS are available for processing Multiple waitlist status may be entered is not a valid selection parameter Audit or Update Option Yes Enter an A to indicate that the process is to be runin Audit mode Running in audit mode produces an U Update audit report without updating the database Enter a U to indicate that the process is to be run in update mode Running in update mode removes the information from the database and produces the report Report Sample Waitlist Enrollment Purge SFPWAIT see the following pages Student Release 6 0 May 2003 13 346 User Guide Confidential 13 Registration Repor
516. when the grade date exists on the registration record indicating that the section has been rolled to academic history Student Registration Extension Information Window Use this window to extend the current expected completion date of the registration for the course Registration restrictions do not apply to extensions because the student has already completed the registration process and is simply adding more time to the course You can only grant extensions for open learning registration records record is created in the Additional Registration Information Table SFRAREG each time a new registration record is processed A new SFRAREG record is also created with each extension that is processed The registration status code of the Student Release 6 0 User Guide 13 63 13 Registration Registration Forms 13 64 registration record SFRSTCR will also be updated to reflect that the student has purchased additional time in the course When extensions are dropped or withdrawn from the appropriate status code is entered and overwrites the current code To process an extension insert a new record in the Registration Extension block The extension rule information defined for the section in SSARULE will be interpreted and used to populate the fields in this record Note If the Ovr Override Indicator is unchecked on SSARULE no changes will be permitted to the defaulted information When the extension record is created
517. will apply to this student for the hours within Part of Term 2 The credits to assess by course equal two 2 The calculation would be 6 X 10 00 for Part of Term C T102 6 X 125 00 for Part of Term Blank T101 2 X 100 00 for Part of Term 2 assess by course T103 1010 00 The student s accounting entries TBRACCD would be 1 T101 Tuition Charge 750 00 2 T102 Undergraduate Tuition 60 00 3 T103 Tuition Charge 200 00 Net Change 1010 00 If the above students were to drop courses during a 100 refund period or using a drop code that is not counted in assessment and the remaining CRN s exist in a single part of term fee assessment assesses the student as though they are in a single part of term Fee assessment sees the change from multiple parts of term to a single part ofterm and use the correct rules for the student Track by CRN Track by CRN processing works as follows The CRN is stored in the audit history record SFAFAUD and section fee information is retained in the notes of the audit history record The CRN can be viewed on TSADETL You can navigate to TSADETL from SFAFAUD to see the CRN in Accounts Receivable This is enabled in SOATERM using the Track by CRN checkbox Track by CRN also allows institutions to realize or total the revenue generated from students registering for specific CRNs Note The view SFVTFAN and the script SFRTFAN sql are also part of this fee assessment processing The Student Cours
518. with the total current liable hours based on the enrollment status code entered in the student s registration record on SFAREGS for the term Minimum Maximum Rules Functionality Minimum maximum rules function consistently with previous releases of fee assessment processing when refunding by enrollment status is used l Minimum charges defined in the Registration Fees Min Max Charge Control Form SFAFMAX are not honored when refunding is processed using refund by enrollment status 2 Registration fee assessment rules minimum maximum definitions for a rule are not honored when refunding is processed using refund by enrollment status 3 The minimum maximum functions control refunding when refunding uses registration status codes How Fee Assessment Processes Refunds by Enrollment Status Any registration status codes that the institution wishes to be updated by a changed enrollment status code must be set up accordingly using the controls available in the Enrollment Status Code Validation Form STVESTS and the Course Registration Status Form SFARSTS Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures Prior to the registration fee assessment processing of the CRNs the student s enrollment status will be evaluated to see if the student is withdrawing from enrollment This is determined by whether the enrollment status code SFBETRM ESTS CODE forthe student has
519. y Student Release 6 0 User Guide 13 27 13 Registration Registration Forms Fields Credits Actual Credits Used Grade Code Grade Mode Term Course Level Campus College Dept 13 28 Descriptions Buttons Course source Source of a course used to fulfill a pre requisite requirement Select the source from pull down list click the arrow to the right of the field Sources can be History institutional courses already rolled to Academic History Transfer transfer courses In Progress for in progress courses in registration which have not been graded and rolled to Academic History or Planned planned courses associated with the compliance request Display only Actual number of credits earned in the course Display only Number of credits earned in the course which were actually used to fulfill the requirement It is different from actual credits only when the course s credits were split because the student reached the maximum number of credits required Display only Current grade assigned to the student in the course Planned and in progress courses do not display a grade because the work has not been graded yet Display only Grading mode for the current grade assigned to the student in the course Planned courses do not display a grade mode Display only Term in which the course was taken the term in which it is planned or the term to which a transfer course was applied wh
520. y Course Indicator is checked SFRRGFE ASSESS BY COURSE INDis Y 3 Prior to creating the accounting record in TBRACCD for the course specific charge the SFRFMAX table is checked to determine if a defined minimum maximum charge range exists for the term and detail code If the generated Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures course specific charge is outside of the minimum maximum range as defined in SFRFMAX the generated charge is adjusted and the adjustment amount is recorded in registration fee assessment audit history SFRFAUD Use of View Students Classes and Charges on SFAREGF The Student Course Fee Assessment Query Form SFAREGF performs a mock fee assessment when the you select Fee Assessment Without Min Max Applied or Fee Assessment With Min Max Applied from the Options Menu Fee assessment detail in the Mock Fee Assessment window displays the CRN for any courses with section fees when the Track by CRN checkbox is checked in SOATERM along with the detail code and charge calculated based on the student s current saved registration record You may view these charges with the SFAFMAX minimum maximum applied or without the SFAFMAX minimum maximum applied Fee Assessment Processing Steps Refunding by Course The fee assessment process always works with the student s liability at the specific time that the process is run Comparisons t
521. y be necessary to add a rule for your summer term s and then add another rule for the upcoming fall term so that enrollment classifications are calculated correctly As with the Spring Graduates report it is critical that your summer enrollment reports to the Clearinghouse are specified as non standard reports To identify the summer report as non standard you must set the Report Flag parameter to N FERPA and Clearinghouse The National Student Clearinghouse uses a Data Block Indicator in the Clearing House Extract Report SFRNSLC so that schools who participate in the Clearinghouse will remain compliant with The Family Educational Rights and Privacy Act FERPA The only items that the block relates to are the name of and dates for the student The output of the ENRIO segment record is affected by the Data Block Indicator The value of the record can be Y Yes the student requests their name and date information be confidential or N No the student does not request their name and date information be confidential Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential 13 Registration Registration Procedures The Confidentiality Indicator on the General Person Form SPAPERS must also be set correctly e The ENRIO element will be set to Y when the Confidentiality Indicator on SPAPERS is checked CONFID IND Y e The ENRIO element will be set to N when the Confidentiality Indicator
522. y the rules from lookup List Term Code Validation STVTERM The term code for the term to copy the rules to lookup List Term Code Validation STVTERM College code for the college to copy the rules from lookup List College Validation STVCOLL Student Release 6 0 May 2003 User Guide Confidential May 2003 Confidential Stud Attr Student Attribute Camp Campus Dept Department Crse Attr Course Attribute GMod Grade Mode Class Resd Residence Stud Type Student Type 13 Registration Registration Forms Descriptions Buttons Level code for the student level to copy the rules from Level Code Validation STVLEVL lookup List Student attribute code for the student attribute to copy the rules from Student Attribute Validation STVATTS lookup List Campus code for the student campus to copy the rules from lookup List Campus Validation STVCAMP Department code for the student department to copy the rules from lookup List Department Validation STVDEPT Course attribute code for the course attribute to copy the rules from lookup List Degree Program Attribute Validation STVATTR Grade mode code for the grade mode to copy the rules from lookup List Grading Mode Code Validation STVGMOD Class code for the class to copy the rules from Class Code Validation STVCLAS lookup List Residence code for the residency to cop
523. y the rules from Residence Code Validation STVRESD lookup List Student type code for the student type to copy the rules from lookup List Student Type Code Validation STVSTYP Student Release 6 0 User Guide 13 97 13 Registration Registration Forms 13 98 Program Crse Levl Course Level Major Rate Admit Term POT Part of Term Degree Crse Camp Course Campus Descriptions Buttons Program code for the program to copy the rules from lookup List Program Codes SMARPLE Course level code for the course level to copy the rules from Level Code Validation STVLEVL lookup List Major code for the major to copy the rules from lookup List Major Code Validation STVMAJR Rate code for the rate to copy the rules from Student Fee Assessment Rate Validation STVRATE lookup List Term code to copy the rules from of the term when the student was admitted Term Code Validation STVTERM lookup List Part of term code for the part of term to copy the rules from Part of Term Code Validation STVPTRM lookup List Degree code for the degree to copy the rules from lookup List Degree Code Validation STVDEGO Course campus code for the course campus to copy the rules from lookup List Campus Code Validation STVCAMP Student Release 6 0 May 2003 User Guide Confidential 13 Registration Registration Forms Registration Fee Assessment Ref

Student User Guide / Registration / Chapter 13 / 6.0

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