Administrative Services - Support & Training

1. Administrative Services -Support & Training Review and amend student module registrations in Banner using SFAREGS

2. Introduction This document provides a quick guide to staff in Programme Offices, School Offices and Graduate School Offices on how to use the SFAREGS screen in Banner to review and amend a student’s module registrations. If you have any further queries please contact your Programme/School Liaison person in Administrative Services.

3. Content • How to access SFAREGS • Looking for a specific student record • SFAREGS - Enrolment Information section (Programme Registration) • Explaining the fields in Course Information • Module Registration Statuses • Registering students - Course Information in SFAREGS • Registering a student to a module • Registering a student to a repeat module • Registering a student to a resit module • Registering a student to a substitute module • Over-riding an error message in SFAREGS • Removing a module from a student’s record in SFAREGS • Grade Modes and Statuses for: • Core Modules • Option Module • Elective Modules

4. How to access SFAREGS • Open Banner. • Type SFAREGS in the Go To box. • You will be brought into a screen called SOADEST. Exit from this screen to bring you into SFAREGS.

5. Looking for a specific student record Enter a value for Term e.g. 200900 (for 2009/2010 September). Enter the relevant student number in the ID field. Ctrl/Page Down to access the Enrolment Information section. Ctrl/Page Down again to access the Course Information section.

6. SFAREGS - Enrolment Information section (Programme Registration)

7. SFAREGS - Enrolment Information section

8. Explaining the fields in Course Information. 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. 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 in Banner using SSASECQ/SSASECT, on SIS using the Web Timetable or by running report SIS137 in InfoView. Grade Mode: M indicates a first attempt at a module. Normally used with module registration statuses RE, RW, RV, RP, RY and RZ. R will be used if the student is repeating (RR) or re-sitting (ES) a module (exceptions apply). The R causes the Grade Point Value for the module to be capped at 2.00 for that particular student. Used with module statuses RR and ES. Credit Hours shows how many credits the module is worth e.g. 5.00. Only the gradable CRN (usually the lecture CRN) will display the credits. If you register a student to a tutorial or practical CRN the credit hours will say 0.00.

9. Further details about the fields in Course Information. Level = level that the module belongs to. UG = Undergraduate GT = Graduate Taught CD = UG certificates and UG diplomas OC = Occasional Part of Term = the semester the module belongs to. 4 = semester 1 2 = semester 2 1 = full year

10. Status refers to the registration status of the module

11. Status refers to the registration status of the module

12. Status refers to the registration status of the module

13. Status refers to the registration status of the module

14. Status refers to the registration status of the module

15. Registering students - Course Information in SFAREGS • The Course Information part of the screen is where you will register a student to a particular module. • You will need the relevant CRN(s) for the module(s) in question. CRN stands for Course Reference Number and is used to identify a particular meeting time. • 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 module. • If you are not sure what CRN to use you can check it on the Web Timetable via SIS or in SSASECQ in Banner.

16. Registering a student to a module • Go to the next available row in the CRN column. • Enter the relevant CRN and tab across. • The other fields will populate automatically. • ‘Gradable CRNs’ (e.g. lectures) will generate a value in the Credit Hours column. • For other CRNs (e.g. tutorials or seminars) the Credit Hours will remain at 0.00 • Occasionally you may need to manually change the information in the Grade Mode and Status fields e.g. registering a student as a repeat or resit. • Save your changes. • Remember to assign the relevant stage to any ‘gradable’ CRNs you register a student to. Use the Update Stage button in SIS Web.

17. Registering a student as a repeat for a module. • If a student fails a module that is on offer in the following semester they are entitled to repeat that module. • Repeat registration usually happens automatically (for students who received an E,F or G grade)- however, in some circumstances, you may be required to manually register the student. • To register a student as a repeat you must first find the CRN of the module for the semester in question (use the ‘Gradable CRN’). • Add the CRN in SFAREGS. • Change the Grade Mode to R and the Status to RR. • Save your changes. • Assign the appropriate stage.

18. Registering a student to a resit module • If a student fails a module that is not on offer in the following semester they may be offered a resit opportunity instead. • A special CRN is created for each module that requires a resit and students with an E,F or G grade are registered automatically to it. • However if you do need to register a student to a resit you must first find the relevant CRN and then add it into SFAREGS. • Ensure that the Grade Mode is Rand that the Status is ES. • Save your changes. • Assign the appropriate stage.

19. Registering a student to a Substitute module • Go to the next available row in the CRN column. • Enter the relevant CRN and tab across. • The other fields will populate automatically. • ‘Gradable CRNs’ (e.g. lectures) will generate a value in the Credit Hours column. • For other CRNs (e.g. tutorials or seminars) the Credit Hours will remain at 0.00 • Change the module status as appropriate • N.B. Substituted Core modules = RE and Grade Mode R • Save your changes. • Enter the appropriate comment in SPACMNT. • Assign the relevant stage to any ‘gradable’ CRNs you register a student to. Use the Update Stage button in SIS Web.

20. Over-riding an error message in SFAREGS If you enter a CRN in SFAREGS and get an error message you can override the error if appropriate. In this example we have registered the student as a repeat to ACC 20020. This has created a time conflict with another module. In this instance the School/Module Co-ordinator has agreed that it is appropriate for the student to be registered to the repeat despite the timetable clash. In this case we can override the error. To do this - tab across to the Override column and enter a Y. Save your changes.

21. Removing a module (e.g. for repeat and resit modules) from SFAREGS In Course Information highlight the CRN of the module to be removed. Tab across to the Status field. Change the status to DD/WA/WB as appropriate. Guidelines will be provided by Administrative Services each semester. If using DD, go to the menu bar at the top of the page select Record and choose Remove from the list. Save your changes by clicking the save icon twice.

22. Cores: Module Statuses and Grade Modes *Registrations for modules where a student gained a W or WX in the original attempt are not capped. See General Regulations 5.20 **Substituted cores where a student gained a W or WX in the original attempt are not capped. Use RE with Grade Mode M.

23. Options: Module Statuses and Grade Modes *Registrations for modules where a student gained a W or WX in the original attempt are not capped.

24. Electives: Module Statuses and Grade Modes *Registrations for modules where a student gained a W or WX in the original attempt are not capped.

25. Contact details and further information Administrative Services The Registration & Registration Management teamsupports the registration of students to both programmes and modules and ensures the accuracy of records for each student throughout their time at UCD. http://www.ucd.ie/registry/adminservices/regrecords/index.html The Programme/School Liaisons look after queries regarding the structures of modules, including components. Programme/School Liaisons: http://www.ucd.ie/registry/adminservices/psl/index.html#contacts Business Support look after Banner/InfoView training and support queries: Email: business.support@ucd.ie Web address: http://www.ucd.ie/registry/adminservices/business_support/index.html Phone: 01 716 1222 **************************************************** IT Services email: helpdesk@ucd.ie Useful links http://www.ucd.ie/students/registration.html (Information on registration for undergraduates) http://www.ucd.ie/registry/academicsecretariat/ (For information on policy and regulations)