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Viewing and Editing a Student’s Academic Information Last Updated: 22-Nov-2010

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Viewing and Editing a Student’s Academic Information

Last Updated: 22-Nov-2010

Table of Contents

Viewing Student Course Records and Grades ........................................................................3

Creating or Updating Transfer Course Records ......................................................................5

Deleting Transfer Record Information ................................................................................ 11

Troubleshooting Transfer Record Errors .............................................................................. 13

Changing a Repeat Indicator .............................................................................................. 15

Changing Grades in Academic History ................................................................................ 17

Entering Transcript Comments ........................................................................................... 21

Viewing Academic Standing .............................................................................................. 24

Updating Academic Standing ............................................................................................. 26

Updating a Student’s Graduation Status ............................................................................. 27

Approving a Student’s Graduation Status ........................................................................... 29

Last Updated: 22-Nov-2010

Viewing Student Course Records and Grades

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 3 of 31

Viewing Student Course Records and Grades

The Course Summary form (SHACRSE) is used to view a list of all courses for one specifi ed term or for all terms. Course details are accessible through the Course Maintenance form (SHATCKN). The following informati on can be viewed on Minerva for Faculty and Staff , under the Student Records Administrati on menu, from the Student Advising Transcript (Unoffi cial) opti on.

Procedure

• Open the Course Summary form (SHACRSE) and access courses for all terms.

• Filter the list for a specifi ed course.

• Open the Course Maintenance form (SHATCKN) to view course details.

Process

1. Open the Course Summary form (SHACRSE) and access courses for all terms.

a. From the Banner main page, enter SHACRSE in the Go To... fi eld and press <Enter>

b. Enter the McGill ID of the student in the Key block.

c. Leave the Term fi eld empty to view the complete course list for all terms.

For a list of courses in a specifi c term, enter the term in the term fi eld.

d. Next Block.

Last Updated: 22-Nov-2010

Viewing Student Course Records and Grades

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 4 of 31

2. Filter the list for a specifi ed course.

a. Enter Query. .

a. Enter your search criteria. (i.e. Subject = LAWG)

b. Execute Query.

3. Open the Course Maintenance form (SHATCKN) to view course details.

a. Press the <F4> functi on key or the Select butt on .

b. Banner may display:

– The Secti on-Dependent Course Maintenance form (SHATCKS) if the course was entered on a student’s record using an existi ng CRN.

– The Pre-Catalog Course Maintenance form (SHATCKP) if the course was converted into Banner from legacy.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 5 of 31

Creating or Updating Transfer Course Records

To enter or update transfer course informati on, use the Transfer Course Informati on form (SHATRNS). When entering or updati ng informati on, always keep in mind, that informati on on this form aff ects a student’s academic history and is displayed on the student transcript.

Process

• Open the Transfer Course Informati on form (SHATRNS) and access the student’s transfer record.

• Create or update transfer records.

• Verify transfer record.

Process

1. Open the Transfer Course Informati on form (SHATRNS) and access the student’s transfer record.

a. From the Banner main page, enter SHATRNS in the Go To... fi eld and press <Enter>

b. Enter the student’s McGill ID.

c. Enter the Transfer Insti tuti on Number by clicking the drop-down arrow to search for a TIN.

If the Transfer Insti tute exists in the Transfer Insti tuti ons by Person Query form (SHQTRIT).

– From the Transfer Insti tuti ons by Person Query form (SHQTRIT), select the Sequence Number (double-click on the sequence number) of the desired transfer insti tuti on.

– Click the Att endance Period Number drop-down arrow .

– Select the Att endance Period (double-click on the att endance period number).

– If the desired Att endance Period does not exist, exit the Transfer Att endance Periods by person Query form (SHQTRAM).

– Enter the next available Att endance Period Number. (i.e. If the last att endance period number in the transfer Att endance Periods by person Query form (SHQTRAM) is a 1, then enter 2 as the Att endance Period Number.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 6 of 31

If the Transfer Insti tute does not exist in the Transfer Insti tuti ons by Person Query form (SHQTRIT).

– Exit the Transfer Insti tuti ons by Person Query form (SHQTRIT).

– Enter the next available Sequence Number in the Transfer Insti tuti on Number. (i.e. If the last sequence number in the Transfer Insti tuti ons by Person Query form (SHQTRIT) is a 2, then enter 3 as the Transfer Insti tuti on number.

– Enter 1 as the Att endance Period Number.

d. Next Block .

2. Create or update the transfer record.

a. The Insti tuti on will default if a Transfer Insti tuti on Number was selected in the key block, otherwise click the Insti tuti on drop-down arrow to select an insti tuti on.

b. Save .

c. Next Block .

d. Enter or update the Att endance Period.

– A: transfer credit relates to admissions

– P: post-admission

– T: post-admission but prior to Inter-Faculty transfer where the transfer alters transfer credits (such as the transfer credits taken by a student during summer aft er fi rst year at McGill that are were recognized for credit by faculty at the ti me)

e. Enter the term to which transfer credits will be applied in the Eff ecti ve Term.

The student does not need to be registered in insti tuti onal courses for the term to which transfer credits are applied.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 7 of 31

For pre-admission transfer credits, enter the term of admission to the program to which the transfer credits apply. Transfer credits will display on other parts of the system for the term that has been selected as the eff ecti ve term.

f. Enter the level to which transfer credits will be applied in Apply To Level.

g. Save .

h. Next Block .

If Sequence Number fi eld in Transfer Course Detail form (SHATRNS) is populated.

– Next Block .

If Sequence Number fi eld in Transfer Course Detail form (SHATRNS) is not populated.

– Enter 000 as the Sequence Number.

– Save .

– Next Block .

i. Create or update transfer records.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 8 of 31

Create Transfer records.

– If current records exist then, click Insert Record .

– Enter Subject, Course and Hours.

– Check Count in GPA.

– Ensure Grade is set to TR, EX, XTR or XEX.

– TR: Credits granted to a student’s McGill record for the course which is being entered on the system.

– EX: Credits not granted, but student is exempted from the McGill equivalent course. The degree audit system (CAPP) will not be able to use any course that has been entered with EX grade. The EX grade should be used only in specialized circumstances. It should not be used as replacement for the legacy ‘Exempti ons without Credits’

– XTR: Transfer courses excluded from credit count at the ti me of faculty transfer.

– XEX: Exempti on from McGill equivalent course excluded at the ti me of faculty transfer.

The conventi on for entering transfer grades requires that all EX and XEX grades correspond to exactly 0.000 credits in the Hours fi eld.

– Enter T as Grading Mode.

– Enter “T” as the Title. Do not edit or delete the ti tle, if the ti tle auto-populates

based on the Course.

– Save .

Update Transfer records.

– Update the informati on for each equivalent course entry, by modifying the Subject, Course and Hours.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 9 of 31

– Verify the Count in GPA is checked.

– Ensure Grade is set to TR, EX, XTR or XEX.

– TR: Credits granted to a student’s McGill record for the course which is being entered on the system.

– EX: Credits not granted, but student is exempted from the McGill equivalent course. The degree audit system (CAPP) will not be able to use any course that has been entered with EX grade. The EX grade should be used only in specialized circumstances. It should not be used as replacement for the legacy ‘Exempti ons without Credits’

– XTR: Transfer courses excluded from credit count at the ti me of faculty transfer.

– XEX: Exempti on from McGill equivalent course excluded at the ti me of faculty transfer.

– Mode is set to T.

– Title should be “T” or auto-populated course Title.

– Save .

j. Next Block .

k. Select the Att ribute by clicking the drop-down arrow . If necessary, delete any automati cally-generated code that you do not wish to apply.

The Att ribute is used in the degree audit system (CAPP). Att ributes added to a parti cular transfer course in the Degree Program Att ribute Validati on table automati cally generate for you, such as ARAM or RMCH. These appear in the case of McGill Degree Evaluati on courses.

l. Save .

m. Next Block .

3. Verify transfer record.

Last Updated: 22-Nov-2010

Creati ng or Updati ng Transfer Course Records

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 10 of 31

a. The Att endance Period GPA form (SHATRNS) will display the created or up-dated transfer record.

b. Verify that the correct amount of credits have been applied by reviewing the

Earned Hours fi eld.

c. Exit the form.

Last Updated: 22-Nov-2010

Deleti ng Transfer Record Informati on

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 11 of 31

Deleting Transfer Record Information

In some cases, data errors may occur and transfer records will need to be deleted. In order to remove transfer record informati on, we must delete the record, starti ng with informati on entered in the last block.

Procedure

• Open the Transfer Course Informati on form (SHATRNS) and access the student’s transfer record.

• Select the record to delete.

• Delete the transfer informati on.

Process

Example: You realize you entered the wrong transfer insti tuti on aft er saving and verifying the record in the Att endance Period GPA block. As a result, you would:

1. Open the Transfer Course Informati on form (SHATRNS) and access the student’s transfer record.

a. From the Banner main page, enter SHATRNS in the Go To... fi eld and press <Enter>

b. Enter the student’s McGill ID.

c. Search for the Transfer Insti tuti on Number by clicking the drop-down arrow .

d. Search for the Att endance Period Number by clicking the drop-down arrow .

e. Next Block .

2. Select the record to delete.

f. The Transfer Insti tuti on informati on will automati cally default.

g. Next Block .

h. The Transfer Att endance Period informati on will automati cally default.

i. Next Block .

Last Updated: 22-Nov-2010

Deleti ng Transfer Record Informati on

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 12 of 31

j. The Sequence Number will be set to 0.

k. Next Block .

l. In the Equivalent Course Detail block, fi nd the record that should be removed and click once in the Subject to select it.

3. Delete the transfer informati on.

m. In the Equivalent Course Detail block, delete the record by clicking Remove

Record .

n. Previous Block .

o. Remove Record from the Sequence Number block.

p. Save .

q. Previous Block.

r. Remove Record from the Transfer Att endance Period block.

s. Save .

t. Previous Block .

u. Remove Record from the Transfer Insti tuti on block.

v. Save .

w. Enter the correct transfer informati on.

Last Updated: 22-Nov-2010

Troubleshooti ng Transfer Record Errors

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 13 of 31

Troubleshooting Transfer Record Errors

The following list of error messages can assist you when troubleshooti ng problems entering data and navigati ng in the SHATRNS form.

Message Probable Cause Solution

*ERROR* Can’t copy over field that is protected from update

Attempt to change Effective Term or Apply to Level for an existing record.

Create a new record with new Eff ecti ve Term or Apply to Level informati on, or remove associated record in Transfer Course Detail window to allow the modifi cati on of Transfer Att endance Period block informati on.

FRM-40200: Field is protected against update

Attempt to change the value in the Sequence No field.

The system assigns a transcript sequence number automati cally (if you have not entered 000). Ignore the Sequence No or refer to “How to remove informati on” on page 10 to delete this enti re block of informati on.

*ERROR* All fields are required except for Count

Attempt to save a record from the Equivalent Course Detail block without a Title entered in the field, which remains out of view until you scroll.

Any empty fi eld in this block will create the error, so also make sure that Subject, Course, Hours, Grade, and Mode are entered as well as the oft en hidden Title fi eld.

*ERROR* Invalid grade/mode combination entered.

Att empt to enter a value in Grade and Mode that do not correspond to the grade value already entered in the adjacent fi eld.

Ensure that grade value corresponds with the Grade and Mode.

*ERROR* Grade mode invalid for grade entered.

Attempt to save a record without values in Grade and Mode.

Enter Grade and Mode values.

FRM-40209: Must be in range 0 to 9999.999

Attempt to enter Hour values that do not conform to range standards.

Enter a value more than 0 but less than 1000 in the Hours fi eld.

FRM-40508: ORACLE error: unable to INSERT record.

Attempt to delete values from Equivalent Course Attributes and then save. You should select Record > Clear from the Menu bar.

You probably are trying to delete values from Equivalent Course Att ributes and then save. You should select Record > Clear from the Menu bar.

Last Updated: 22-Nov-2010

Troubleshooti ng Transfer Record Errors

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 14 of 31

NOTE: Transfer Course detail exists. Institution code, effective term and level cannot be updated without deleting course detail 1st.

A general warning as you Next Block out of Transfer Institution when a record exists. However, it could also be an attempt to delete Transfer Course Form information once a record exists in Transfer Course Detail.

Note the former.

If the latt er:

Remove the record before changing Transfer Att endance Period block informati on.

FRM-40510: ORACLE error: unable to DELETE record.

Attempt to delete a record. Remove saved values systemically by deleti ng recorded informati on across each block from last added to fi rst added (as described in “How to remove informati on” on page 10).

Last Updated: 22-Nov-2010

Changing a Repeat Indicator

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 15 of 31

Changing a Repeat Indicator

Repeat Indicators can be used to include or exclude courses from GPA and/or credits (for any course, not necessarily repeated courses).

If a repeated course is added on SFAREGS before a course is graded and rolled to Academic History, the course will be displayed automati cally on the advising transcript. Otherwise, you must select the repeat status in SHATCKN, which indicates whether a course was repeated and, if so, how credits and GPA are to be calculated.

Process

• Open the Course Maintenance form (SHATCKN) and access the student’s course detail.

• Find the repeated course and edit the repeat indicator.

Procedure

1. Open the Course Maintenance form (SHATCKN) and access the student’s course detail.

a. From the Banner main page, enter SHATCKN in the Go To... fi eld and press <Enter>

b. Enter the McGill ID of the student and the Term in the Key block.

c. Next Block .

2. Find the repeated course and edit the repeat indicator.

a. Locate the CRN of the repeated course by clicking Next Record as needed.

b. When the correct course is found, enter the Repeat indicator.

– Include: Include in GPA and credits

– Exclude: Exclude from GPA and credits

– Include GPA: Include in GPA but not credits

Last Updated: 22-Nov-2010

Changing a Repeat Indicator

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 16 of 31

c. Save .

Last Updated: 22-Nov-2010

Changing Grades in Academic History

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 17 of 31

Changing Grades in Academic History

The Course Maintenance form (SHATCKN) is used to update or change grades in academic history. These are grades that have been entered on Minerva, submitt ed and reviewed by the Student Aff airs or Enrollment Services staff and moved into academic history by an overnight process, posti ng the grades on the Advising Transcript.

Process

• Open the Course Maintenance form (SHATCKN), from the Term Course Maintenance form (SHAINST).

• Edit the grade.

• A mistake is made when entering the new grade.

Procedure

1. Open the Course Maintenance form (SHATCKN), from the Term Course Maintenance form (SHAINST).

a. From the Banner main page, enter SHAINST in the Go To... fi eld and press <Enter>

b. Enter the McGill ID of the student and the Term in the Key block and press

Next Block .

c. Press the <F4> functi on key or select Opti ons>Course Maintenance.

d. The McGill ID of the student and the Term will automati cally default.

The Course Detail block will list all graded courses for the specifi ed term and the Grades Sequence block will display the corresponding grade.

2. Edit the Grade.

a. Scroll through the Courses to fi nd the course whose grade needs editi ng.

b. Next Block .

c. Insert Record .

d. Enter the new grade.

Last Updated: 22-Nov-2010

Changing Grades in Academic History

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 18 of 31

For Numeric Grades:

– The numeric grade is entered in the Grade fi eld.

– The Grade Mode is set to “Q” (Conversion Grade).

TIP: You can select the appropriate Grade Mode from a list by clicking on the Grade Mode Down Arrow .

– Enter the credit hours.

– Select the Change Reason code that best suits your entry. (i.e. Instructor Correcti on)

– Save .

– Insert Record .

– Enter the corresponding lett er grade in the Grade fi eld.

TIP: You can select the equivalent lett er grade from a list by clicking on the Grade Down Arrow .

– The Grade Mode is set to “C” (Common Grade).

– Enter the credit hours.

– Select the Change Reason code “SG” (Substi tute grade).

– Save .

Last Updated: 22-Nov-2010

Changing Grades in Academic History

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 19 of 31

For Lett er Grades:

– The lett er grade is entered in the Grade fi eld.

– The Grade Mode is set to “C” (Common Grade).

You can select the appropriate Grade Mode from a list by clicking on the Grade Mode Down Arrow .

– Select the Change of Reason code that best suits your entry. (i.e. Exam Reassessed)

– Enter the credit hours.

– Save .

The highest sequence number will appear on the transcript and should always be a lett er grade.

3. A mistake is made when entering the new grade.

a. Grade entries cannot be deleted. If an error has been made, enter the correct-ed grade as a new record.

Last Updated: 22-Nov-2010

Changing Grades in Academic History

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 20 of 31

b. Follow the above steps for Lett er Grades of Numeric Grades.

– The correct lett er grade is entered in the Grade fi eld.

– The Grade Mode is set to “C” (Common Grade).

You can select the appropriate Grade Mode from a list by clicking on the Grade Mode Down Arrow .

– Enter the credit hours.

– Select the Change of Reason code “EE” (Entry Error).

c. Enter the comment KLERROR, only if a grade of KE, K, L or LE has been added as an error.

d. Save .

Last Updated: 22-Nov-2010

Entering Transcript Comments

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 21 of 31

Entering Transcript Comments

The Transcript Events and Comments form (SHATCMT) in Banner is used to capture events and comments relevant to the student, and posts them on the student’s transcript (both Advising and Offi cial).

Procedure

• Open the Transcript Events and Comments form (SHATCMT).

• Enter unique comments for one term or multi ple terms.

• Verify your comments in Minerva.

Process

1. Open the Transcript Events and Comments form (SHATCMT).

a. From the Banner main page, enter SHATCMT in the Go To... fi eld and press <Enter>

b. Enter the Level code of the student’s program (i.e. UG for undergraduate). If the student is in two programs at diff erent levels, enter the program to which the comment applies.

c. Enter the Originator code by clicking the Down Arrow to search for codes.

The table below displays the originator codes and their descripti ons.

Originator Code Description

TADM For an admissions comment for the term of admission. The comment will appear prior to course informati on on the transcript.

TNAR For a general comment that relates to a term. The comment will appear aft er course and other informati on for the term.

TSCH For any admission scholarship informati on that needs to be recorded as a comment.

TMJP For recording a third major on the students’s primary curriculum

TMJS For recording a third major on the student’s secondary curriculum

TNJP For recording a third minor on the student’s primary curriculum.

Last Updated: 22-Nov-2010

Entering Transcript Comments

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 22 of 31

TNJS For recording a third minor on the student’s secondary curriculum.

2. Enter unique comments for one term or multi ple terms.

Comments for one term.

a. Enter the Term (e.g. 200709) to which the comments are to be applied.

b. Next Block .

a. Select the Transcript Comments by Term tab.

b. In the Transcript Comments by Term block, enter the appropriate comment in the Comment fi eld.

Each line allows a maximum of 50 characters, and does not wrap text to the next line.

c. Save .

Last Updated: 22-Nov-2010

Entering Transcript Comments

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 23 of 31

Enter similar comments for multi ple terms with the same originator code.

a. Leave the Term fi eld, in the key block blank.

b. Next Block .

a. Select the Transcript Comments by Term tab.

b. In the Transcript Comments by Term block, enter the appropriate comment in the Comment fi eld.

Each line allows a maximum of 50 characters, and does not wrap text to the next line.

c. Enter the Term for each comment.

d. Save .

3. Verify your comments in Minerva: Access the student’s Advising Transcript in the Student Administrati on Menu > Academic History Menu to verify that the comments appear as you intended.

Do NOT enter comments in the Transcript Comments by Level block, as they will not ap-pear on the transcript.

Last Updated: 22-Nov-2010

Viewing Academic Standing

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 24 of 31

Viewing Academic Standing

Academic Standing can be viewed using the Academic Standing Query form (SHASTAT). Academic stand-ing is determined through an automated Standing Decision Process, which is run shortly aft er fi nal grade submission for the term. Manual decisions should NOT be entered unti l the standing decision process is run.

Procedure

• Open the Academic Standing Query form (SHASTAT) to access the academic standings.

• Enter search criteria.

• Save the list in an Excel spreadsheet.

Process

1. Open the Academic Standing Query form (SHASTAT) to access the academic standings.

a. From the Banner main page, enter SHASTAT in the Go To... fi eld and press <Enter>

b. Enter the Level for the standing you wish to view.

You can further narrow your search by selecti ng Campus, College, Degree or Program.

c. Next Block .

2. Enter search criteria.

a. Enter Query.

The academic Standing block will clear.

b. Search for a Status by clicking the drop-down arrow .

c. Execute Query. .

Last Updated: 22-Nov-2010

Viewing Academic Standing

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 25 of 31

The list of students will appear in the Academic Standing block.

– To view the Curricula Summary click once on the Status fi eld, in the Academic Standing block, for the student. The Curricula Summary - Primary block informati on will change based on the student.

– To view the Field of Study click on the Status fi eld, in the Academic Standing block, for the student. The Field of Study Summary block informati on will change based on the student.

3. Save the list in an Excel spreadsheet.

a. Select Help > Extract Data No Key from the main menu.

Last Updated: 22-Nov-2010

Updati ng Academic Standing

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 26 of 31

Updating Academic Standing

Academic Standing is entered using the Term Course Maintenance form (SHAINST). It is required to up-date a graduati ng student’s standing, aft er the standing process has run.

Procedure

• Open the Term Course Maintenance form (SHAINST).

• Edit the academic standing.

Process

1. Open the Term Course Maintenance form (SHAINST).

a. From the Banner main page, enter SHAINST in the Go To... fi eld and press <Enter>

b. Enter the student’s McGill ID.

c. Enter the Term provided by the instructor.

d. Next Block .

2. Edit the academic standing.

a. Search for the correct End of Term Academic Standing by click the drop-down arrow .

b. Save .

Last Updated: 22-Nov-2010

Updati ng a Student’s Graduati on Status

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 27 of 31

Updating a Student’s Graduation Status

To update a student’s graduati ng status or to add or remove students from the graduati on list, use the Degree and Other Formal Awards form (SHADEGR). This form is also used by the Enrollment Services offi ce to add honours and awards when the Student Aff airs offi ce can no longer perform this task using the Faculty Approval form on Minerva (i.e., in cases when deadlines have passed).

Process

• Open the Degree and Other Formal Awards form (SHADEGR) and access the student’s degree informati on.

• Update the Degree Status from Not Graduati ng to Applying to Graduate (Changing an outcome status from SO to AG).

• Update the Degree Status from Applying to Graduate to Not Graduati ng (Changing an outcome status from AG to SO).

Procedure

1. Open the Degree and Other Formal Awards form (SHADEGR) and access the student’s de-gree informati on.

a. From the Banner main page, enter SHADEGR in the Go To... fi eld and press <Enter>

b. Enter the McGill ID of the student in the Key block.

c. Click the Search butt on next to Degree Sequence fi eld to look up the de-gree sequence number of the record you want to update.

d. Next Block.

2. Update the Degree Status from Not Graduati ng to Applying to Graduate. (Changing an outcome status from SO to AG).

The Curricula Summary - Primary and the Field of Study Summary blocks display the curricula of the record that is selected in the Learner Outcome Summary block.

a. Edit the Outcome Status by entering code “AG” Applying to Graduate.

b. In the Graduati on Informati on box, enter the graduati on term (i.e. the term the student has fi nished all their courses).

Last Updated: 22-Nov-2010

Updati ng a Student’s Graduati on Status

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 28 of 31

c. Hit the Tab key. The Graduati on Year will auto-populate.

d. Save .

Values in the Graduati on Status fi eld of FA - Approved or RE - Not Approved are populated when Student Aff airs submits their decision on the Graduati on Approval Form on Minerva.

3. Update the Degree Status from Applying to Graduate to Not Graduati ng (Changing an out-come status from AG to SO).

a. Edit the Outcome Status by entering code “SO” Not Graduati on.

b. In the Graduati on Informati on box, remove values from Graduati on Term and Graduati on Year.

c. Save .

If a Graduati on Status has been added (i.e., the fi eld is populated with either FA or RE), then the decision must be changed to “Pending” by Student Aff airs on the Graduati on Approval Form on Minerva.

If the form has been closed for updates a request must be made to the records department in Enrollment Services to have this fi eld cleared centrally.

Last Updated: 22-Nov-2010

Approving a Student’s Graduati on Status

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 29 of 31

Approving a Student’s Graduation Status

Aft er the graduati ng status is entered, the Student Aff airs Offi ce must approve the decision. The Graduati on Approval Form on Minerva is used by the Student Aff airs Offi ce for approval.

Process

• Access the Graduati on Approval Form in Minerva.

• Enter search criteria.

• Approve the decision.

Procedure

1. Access the Graduati on Approval Form in Minerva.

a. Aft er signing in to Minerva, click Students Record Administrati on Menu.

b. Click Graduati on Menu.

c. Click Graduati on Approval (Faculty).

2. Enter search criteria.

Last Updated: 22-Nov-2010

Approving a Student’s Graduati on Status

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 30 of 31

a. To review and approve an individual student, enter the McGill ID and click the corresponding Submit butt on.

b. To generate a list of students for review and approval, select the Term from the Graduati on Term drop-down.

c. You can further refi ne your search by selecti ng the Department, Degree, Category, Recommendati on Status or Faculty Approval.

d. Click the Submit butt on to display the list of students on the graduati on list, awaiti ng approval.

3. Approve the decision.

a. Click on the Advising Transcript (AT) or Degree Evaluati on Report (DER) link before approving the student.

Last Updated: 22-Nov-2010

Approving a Student’s Graduati on Status

Viewing and Editi ng a Student’s Academic Informati onMcGill IT Customer Servicespage 31 of 31

b. Select “Approved” from the Fac Appr. drop down box.

c. Click on the student’s ID link for Status Details and edit the details

as required.

d. Click the Submit butt on.

e. Click Back to List.