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UCD Registry Clárlann UCD

How to MANUALLY REGISTER MODULES FOR FACULTY/STAFF WHO NEED TO CHECK AND AMEND MODULE REGISTRATIONS FOR A STUDENT USING SFAREGS IN BANNER UCD Registry ‘How To’ Series

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Contents Introduction

Section 1:

Accessing SFAREGS

Section 2:

Looking for a specific student record

Section 3:

Enrollment Information section

Section 4:

Course Information section

Section 5:

Module registration using SFAREGS

(i) First attempts

(ii) Repeat offerings

(iii) Resit offerings

(iv) Substituted modules

Section 6:

Error messages in SFAREGS

Section 7:

Removing (dropping) a module

Appendix 1:

List of Programme registration statuses

Appendix 2:

List of Module registration statuses

Appendix 3:

Grade Mode/Module Status combinations

FAQs and help

Issue 1

UCD Registry l

MAY 2016

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Introduction Registration information for students is recorded in the Banner Student Information System. This interactive quick guide will show you how to use the SFAREGS screen in Banner to review and amend a student’s module registrations. A basic knowledge of Banner, InfoView and InfoHub is recommended. By the end of this guide, you should be able to: • • • • • • •

Understand programme and module registration statuses Read and understand the information held in the SFAREGS Explain what a Course Reference Number (CRN) is Find CRN(s) for a module using Banner, InfoView and the Web Timetable Manually register students to modules using SFAREGS Remove module registrations Assign the relevant stage to the modules

Top tip! Look for the sections that light up blue when you open a page – they will link you to more information.

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 1: Accessing SFAREGS Log into Banner Go to the UCD Connect page and click on the Banner button Enter your Banner account details: Username: UCD Connect username Password: Your specific Banner password Database: usis_db

For queries about your Banner account contact business.support@ucd.ie Once logged in, you will see the General Menu screen Type SFAREGS into the Go To box Press ‘return’ on your keyboard to open the form If you are brought to a form called SOADEST, just exit from it (black X on top right hand side) to get to SFAREGS << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 2: Looking for a specific student record

To access a student record in SFAREGS • Enter a value for Term e.g. 201600 (for 2016/2017 September) • Enter the relevant student number in the ID field

To navigate around the form • On your keyboard, use Ctrl/Page Down* together to move down to the Enrollment Information section • Use Ctrl/Page Down* again to get to the Course Information section • Ctrl/Page Up brings you back up to the previous sections of the form • Use the ‘rollback’ button (curved arrow) at the top of the page to start a new search

Go to page 27 to learn more about using the main Banner icons and keyboard shortcuts!

*You can also use the Previous Block and Next Block icons at the top of the screen to move up and down! << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 3: Enrollment Information section This shows the overall programme registration status of the student. Do not change the information in this section without checking with the Student Record team or your College Liaison first. The most common codes used in this section are*: Status

Meaning Eligible to Register

The student is advanced but not pre-registered. If you see this status do not make any changes to the record. Contact the Student Record team in UCD Registry for the next step. Pre-registered The student needs to confirm their programme registration online. Provisional Registration incomplete.

RE RR RX

Student is progressing carrying modules and needs to confirm their programme registration online. Provisional Repeat Student is repeating a stage and needs to confirm their programme registration online. Registered The student has confirmed their registration online. Registered Repeat The student is repeating a stage and has confirmed their registration online. Registered Carrying The student is progressing into the next stage but still has modules from previous stage to complete. They have confirmed their registration online.

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*See page 16 for the full list of codes

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 4: Course Information section Gives information about each CRN on the student’s record e.g. credit hours, module type

CRN stands for Course Reference Number and is used to identify a particular meeting time for an element of the module e.g. lecture slot, seminar, tutorial group etc.

Grade Mode is used to indicate if it is a first attempt or a subsequent (e.g. repeat) attempt at a module.

•You use CRNs to manually register students to modules

•M indicates a first attempt at a module. Normally used with module registration statuses RE, RW, RV, RP, RY, RZ (go to page 18 for more about module statuses)

•Every module will have a ‘gradable CRN’ (usually the lecture) that the student must be registered to. They can then be registered to tutorial CRNs etc. as required •CRNs can be checked using the Timetable reports in InfoHub. You can also check in Banner using SSASECQ/SSASECT or run report SIS137 in InfoView •Always use the correct CRN! << Back to Contents

•R is normally used for repeats (RR) or resits (ES). The R causes the Grade Point Value for the module to be capped at 2.00. Used with module statuses RR and ES (but may also be used with RE to indicate the forced substitution of a core module) •Always use the correct Grade Mode (go to page 22 for more about grade modes) 7

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 4: Course Information section

Credit Hours shows how many credits the module is worth e.g. 5.00

Status refers to the registration status of the module*:

Level is the level that the module belongs to:

Part of Term is the part of the academic year that the module belongs to:

â&#x20AC;˘ Only the gradable CRN (usually the lecture CRN) will display the credits

RE = Core

UG = Undergraduate

1 = Full Year

RW = Option

GT = Graduate Taught

2 = Semester 2

â&#x20AC;˘ If you register a student to a tutorial or practical CRN the credit hours will say 0.00

RV = General Elective RP = In-programme Elective

GR = Graduate Research

RR = Repeat

CD = Undergraduate Certificates/ Diplomas

ES = Resit

OC = Occasional

4 = Semester 1 5 = Summer Term

RA = Audit << Back to Contents

*See page 18 for the full list of module statuses See page 22 for the correct Grade Mode/Status combinations

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 5: Module registration in SFAREGS

The Course Information part of the screen is where you will register a student to a particular CRN for a module. Here are some things to know before you get started: • You will need the relevant CRN(s) for the module(s) in question • If you are not sure what CRN to use you can check it on the Module Timetable Search in InfoHub or by using InfoView report SIS 137

Click to learn more about finding CRNs

• A module will have a CRN for each lecture slot, tutorial slot, practical slot etc. • Always use the ‘gradable’ CRN when registering a student to a new offering of a module • This is usually the lecture CRN • Always use the correct Grade Mode and Status (see page 22 for more) • Always assign the correct stage to the CRN via Stage Assignment Management in InfoHub << Back to Contents

Click to learn more about assigning stages

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 5(i): ‘First attempt’ module registration Add CRN

Check Grade Mode

Check Status

To manually register a student to a module that they are doing as a first attempt: • Make sure you are in the Course Information section (use Ctrl/Page Down to get there) • Go to the next empty row and click into the CRN box (F6 on keyboard will create a new row) • Enter the relevant CRN (e.g. 55306 in the example above) • Tab across - the other information will populate automatically: • ‘Gradable CRNs’ (e.g. lectures) will generate Credit Hours e.g. 5.000 • For other CRNs (e.g. tutorials or seminars) the Credit Hours will remain at 0.000 • Use the correct Grade Mode and Status e.g. M and RE (see page 22 for details) • You can change these by clicking into the box and typing the new code • Save your changes (F10 on your keyboard or the save button – save twice!) • Click Ok when you get the message about fee assessment • Assign the relevant stage to any ‘gradable’ CRNs << Back to Contents

Click to learn how to assign a stage 10

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 5(ii): Repeat module registration Change Grade Mode

Add CRN

Change Status

If a student fails a module that is on offer in the following semester they are entitled to repeat that module. They can normally register to repeat offerings through online registration if it is open. To manually register a student to a repeat: • Find the relevant CRN for the module and click into a blank CRN field to enter it • Use the ‘gradable CRN’ for the Semester in question • Change the Grade Mode to R and the Status to RR • Click into the boxes and type • Save your changes (use F10 or the save button x2) • Click Ok when you get the message about fee assessment • Add any tutorial/practical CRNs required • Remember to assign the relevant stage to the ‘gradable’ CRN << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 5(iii): Resit module registration Change Grade Mode

Add CRN

Change Status

If a student fails a module that is not on offer in the following semester they may be offered a resit opportunity instead. They can normally register to resit offerings through online registration when it is open. To manually register a student to a resit: • Find the relevant resit CRN for the module and add it into SFAREGS as normal • Use InfoView Report SIS137 to see what resit CRNs have been created for your School for the Semester in question • Change the Grade Mode to R and the Status to ES • Save your changes (use F10 or the save button x2) • Remember to assign the relevant stage to the resit CRN

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 5(iv): Substituting a module Add CRN

Check Grade Mode

Check Status

If a student fails a module they may opt/need to substitute it with another module. They can normally substitute electives through online registration if it is open. Core and option modules will need to be done manually. To manually substitute a module: • Drop the failed module if necessary (use DD – see page 15 for more) • Find the relevant CRN for the new module and add it into SFAREGS as normal • Use the appropriate Grade Mode and Status • Save your changes (F10 or save button x2) • Add appropriate comment in SPACMNT • Click to learn how to add a comment • Remember to assign the relevant stage to the CRN << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 6: Error messages in SFAREGS Click on CRN

Select Yes

If you enter a CRN in SFAREGS and get an error message*, you can override the error if appropriate. • In the example above we have registered the student to ZOOL 10010 as a repeat which has created a time conflict with another module (CRN 35094 - EEEN 10010) • The Module Coordinator has agreed that the student can still be registered to the repeat despite the timetable clash • To override the error message, click on the CRN (e.g. 31452) and tab across to the Override column, select Yes from the drop down list • Save your changes and assign the appropriate stage *The usual error messages are: • Time Conflict with XXXX - the CRN you have just entered clashes with another CRN on the student’s record • Programme Places Full - means that there are no more places available on that module for the module status you are using e.g. RE (core/option places). If you override this you will see the Section Closed error message - which you may also override • Pre-req and test score error - the student does not meet the pre-requisite requirements of the module. You may also see a variation where co-requisites and incompatibles exist. If you override this error remember to put a comment in SPACMNT explaining why. << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Section 7: Removing (dropping) a module CRN Click on CRN

Change Status

If a student needs to drop a module CRN (repeat, resit, tutorial etc.) they can normally do that in online registration if it is open. To remove a CRN from SFAREGS: • Check what CRN you need to remove (gradable, tutorial etc.) • Pay attention to the ‘grade mode’ and ‘part of term’ in case there is another registration to the module e.g. first attempt in 1 and a repeat attempt in Semester 2 • Click on the CRN and tab across to the Status field

Use DD if student doesn’t need to be Semester registered to module or if you are dropping them from a tutorial or audit (RA) CRN

• Change the status to DD/WA/WB as appropriate • If using DD, remove the entry completely from SFAREGS by going to Record (in menu bar at top) and selecting Remove

Use WB if it is before the end of the sixth week of term

• If removing the ‘gradable’ CRN for a module, remove any associated CRNs as well (tutorials etc.) • Save your changes (F10 or the save button x2) << Back to Contents

Use WA if it is after sixth week of term Click to learn more 15

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 1: Enrollment Information section Full list of codes used in this section:

Status

Meaning Eligible to Register

Student is progressing carrying modules and needs to confirm their programme registration online. Provisional Repeat

PR WD LA CR WL

<< Back to Contents

Student is repeating a stage and needs to confirm their programme registration online. Withdrawn for Academic Year Leave of Absence Cancelled Enrolment Withdrawn/Left College External Student (Postgraduate) Student is registered in another institution but is attending modules in UCD. They have access to Connect and Blackboard but not to any other services.

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 1: Enrollment Information section Full list of codes used in this section:

Status

Meaning

Registered The student has confirmed their registration online. Registered Repeat The student is repeating a stage and has confirmed their registration online. Registered Carrying

The student is progressing into the next stage but still has modules from previous stage to complete. They have confirmed their registration online.

Registered Audit

Registered Half Year (Postgraduate) Registered Semester 1 (Undergraduate student)

Student is registered for semester 1 only and is on leave of absence in semester 2. The Student Status (SWGENQY) will indicate whether the student is RE (Registered), RR (Registered Repeat) etc. Registered Semester 2 (Undergraduate student)

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Student is registered for semester 2 only and is on leave of absence in semester 1. The Student Status (SWGENQY) will indicate whether the student is RE (Registered), RR (Registered Repeat) etc. 17

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 2: Module registration statuses Found in the Status column in Course Information section.

Status Code

Meaning

Pre-registered

Registered

Identifies a Core module confirmed by the student online. Registered Audit

Indicates that the student is attending the module but not for credit Web Registered

RV*

Indicates a Core or Option module that the student registered for online. Registered Elective

When used in SFAREGS?

Before a student confirms attendance online. Will change to RE when student Indicates that the student has yet to confirm confirms registration online their registration online. (Manually registering a student? If the Enrolment status is PE ensure that the module status is also PE)

Indicates that the module is being taken as an elective by the student.

To register a student to Core modules (including forced substitutions) To register a student to a module that they are auditing Automatically gives the grade AU (Audit) To register a student to option modules (including substitutes) To register a student to general elective modules (including substitutes)

* If you use RV as a status prior to provisional elective allocation in September, Banner will not check for errors e.g. Pre Reqs, Co Reqs and Incompatibles. << Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 2: Module registration statuses Found in Status column in Course Information section.

Status Code RP

Meaning Registered Programme Elective. Indicates that the module is being taken as an inprogramme elective by the student

Registered Repeat Indicates that the student is repeating the module – attending lectures, submitting work etc. Will appear on student’s timetable

Registered to Resit Indicates that the student is taking a resit offering (not attending lectures etc.)

When used in SFAREGS? To register students to in-programme elective modules (including substitutes)

To register a student to a repeat offering of a module Use with Grade Mode R Grade Point Value will be capped at 2.00 To register a student to a resit offering of a module (use specific CRN) Use with Grade Mode R

Will not appear on student’s timetable

Grade Point Value will be capped at 2.00

Registered International

To register a visiting student (e.g. Erasmus) to a module that has a specified number of international places available on it (check web timetable to see if a module has RI places) Use with Grade Mode M

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 2: Module registration statuses Found in Status column in Course Information section.

Status Code DD

Meaning Drop Deleted

When used in SFAREGS? To remove a CRN that should not be there. Use when there are no fee implications. Always use DD when removing modules for Study Aboard and Erasmus students. Remove the row from SFAREGS.

Withdrawn after 6 weeks

To remove a module dropped between weeks 7 and 13 of a semester. Gives a grade of WL (withdrawn late). If the student wishes to retake this module it will be treated as a repeat attempt, i.e. they will be capped. Charges will remain in place for modules that are dropped later than 6 weeks after the semester commences. Leave row visible in SFAREGS.

Withdrawn before 6 weeks

To remove a module dropped before the sixth week of term. If the student retakes the module it will be treated as a first attempt, i.e. they will not be capped. Leave row visible in SFAREGS.

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 2: Module registration statuses Found in Status column in Course Information section. Status Code RY

Meaning Registered to a Core or Option module with a previous grade of WX

When used in SFAREGS? To register a student to a core or option module for which they have previously received a WX grade Use with Grade Mode M

Registered to an Elective module with a To register a student to an elective module for which they have previously previous grade of WX received a WX grade Use with Grade Mode M

XG/XA

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Transfer Credits

Contact the Student Record team in Administrative Services for advice

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 3: Grade Mode/Module Status combinations - Cores Module Type

Module Registration Status

Grade Mode

Core - first attempt

Core – attempting the same module on foot of a previous WX grade*

Core - repeat attempt

Core – resit attempt

Core – forced substituted module ** Subject to Programme Board approval. (add comment in SPACMNT)

*Registrations for modules where a student gained a WX in the original attempt are not capped. See General Regulations: 5.14 **Substituted cores where a student gained a WX in the original attempt are not capped. Use RE with Grade Mode M.

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 3: Grade Mode/Module Status combinations - Options Module Type

Module Registration Status

Grade Mode

Option - first attempt

Option – attempting the same module on foot of a previous WX grade*

Option - repeat attempt

Option – resit attempt

Option – substitute module

*Registrations for modules where a student gained a WX in the original attempt are not capped. See General Regulations: 5.14

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

Appendix 3: Grade Mode/Module Status combinations - Electives Module Type Elective – first attempt

Module Registration Status RP = In programme

Grade Mode M

RV = General Studies Elective – attempting the same module on foot of a previous WX grade*

Elective - repeat

Elective - resit

RP = In programme

Elective – substitute module

RV = General Studies

*Registrations for modules where a student gained a WX in the original attempt are not capped. See General Regulations: 5.14

<< Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

FAQs Issue

Do this

The student has EL in the Enrollement Section, what do I do?

First, check that you’re in the correct term. The student could be a January or May start rather than a September start. If you are in the correct term, let the Student Record team know that the student needs a record created.

How do I move up and down the screen?

Use Ctrl/Page Down and Ctrl/Page Up (on keyboard) or use the Previous Block/Next Block buttons on menu.

How do I enter a new CRN?

Go to the next blank row and click into the box in the CRN column. Type in or copy/paste the CRN. If there are a lot of CRNs already visible, just click into the first one and use F6 on your keyboard to create a new row. The Insert Record button will also do this.

How do I change the Grade Mode of a CRN?

Click into the Grade Mode box for the CRN. Type over the existing grade mode with the new one.

How do I change a module status?

Click into the Status box for the CRN. Type over the existing status with the new one.

How do I save my changes?

Use the Save button or F10 on the keyboard. You’ll need to save twice. You will get a message about Fee Assessment – just click OK to complete the entry.

Where do I assign a stage for a CRN?

Through one of these menu items in InfoHub (i) Update Stages (ii) My Registered Modules Missing a Stage

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UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

FAQs and help Question

Do this

I have a student who wants to register to a module that they have a WX grade in from their previous attempt. What do I do?

If the module is being taught, enter the gradable CRN for it into SFAREGS. Use Grade Mode M and Status RY (core/option) or RZ (elective). Save changes and assign relevant stage.

How do I remove a CRN?

Click on the CRN and tab across to the Status field. Type in DD, WA or WB depending on why/when the CRN is being removed. If you use DD, click on Remove Record in the menu to remove the CRN fully from SFAREGS.

Where can I found out when to use WA/WB each semester?

Check the Dropping/Substituting Modules document that is updated each semester. It is published on the Curriculum Team website.

How do I bring up another student record?

Click on the Rollback button on the SFAREGS menu bar (look for the curving arrow). This will bring you back to the top of the screen and you can enter a different Term and/or ID.

What do I do where a student is registered as auditing a module (RA) but then decides to take it for credit?

• • • • •

In SFAREGS, click on the CRN and tab across to the Status column. Change the RA to DD and remove the record. Renter the CRN and tab across. The status will then say RE. Change to RW/RV/RP if necessary. Save your changes.

I’ve forgotten by Banner password, who do I ask?

Email business.support@ucd.ie and they will reset it.

I would like some face-to-face training, who do I ask?

Email business.support@ucd.ie to arrange training.

<< Back to Contents

UCD REGISTRY: HOW TO MANUALLY REGISTER MODULES

FAQs and help The main keyboard shortcuts and Banner icons Action

Keyboard Shortcut

Banner Form

Enter a query – e.g. using a student number or term code to find information on a particular Banner form

Enter Query icon

Execute a query – getting the information to display on the screen

Clear the screen

Start a new query

Move down to another section of a Banner form Move up to another section of a Banner form Save information Insert a record e.g. a new row in SAFREGS Remove a record e.g. a CRN that has been changed to DD

<< Back to Contents

Execute Query icon

Rollback icon

Ctrl/Page Down

Next Block icon

Ctrl/Page Up

Previous Block icon

F10

Save icon

Insert Record icon Remove Record icon

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