Chapter 2: Interaction with the Registrar's OfficeApplication for Degree
During spring semester (check registrar's calendar for April), students with academic standing as second semester juniors receive an email regarding the application for degree (degree audit) from the registrar, along with an email regarding instructions on how to send a copy of their current transcript. After completing the degree audit form the student must bring the form to the chair of their major department for their review and signature. The chair reviews the online major proposal form that the student prints from the Registrar's Web site. The student should have listed all grades for the courses they have completed and indicated courses that are in progress to fulfill major requirements. The chair's signature certifies that if the student completes the listed courses he/she will be entitled to a degree in that major.
During the first and second semester of the student's senior year the degree auditor in the Registrar's Office will issue degree audit letters to students who have not either fulfilled or registered for the courses listed on the Application for Degree. Students who have deficiencies in major requirements will be consulting the chair for resolution of these issues. (For example a student may have listed a particular elective choice in the major but subsequently registered for a different allowed elective. The chair would then submit a substitution form to the degree auditor that the registered elective fulfills the degree requirements.)Course Offerings
Late November through early January, the chair meets with the academic dean and registrar to determine course offerings for the upcoming academic year. Chairs need to bring staffing grids with course and faculty information to the meeting. (Appendix 2) The main focus of the meeting is to discuss the upcoming fall registration that will occur in April. Spring semester course offerings will also be reviewed at that time. In late June or early July, the chair will get a draft of the spring semester schedule to review their course offerings and make corrections. Spring semester registration that will occur in late October and early November.
In January, the Registrar's Office sends out a preliminary draft listing of the department's course offerings from the previous corresponding semester. The chair should use the staffing grid, provided to the academic dean, to update the actual draft listings of courses for the Registrar's Office. The draft listing that is turned in to the Registrar's Office must be updated to include all sections of courses to be offered: instructor name, day, time, and room preferences. Room assignments do not roll from semester to semester, so specific preferences must be listed. Courses should be spread out among the five time periods and between the two campuses. A minimum of 15% of courses in each department should be scheduled at 8:00 am, and 15% scheduled at 2:40 p.m., or a total of 30% outside of the 9:40, 11:20 and 1:00 time periods.
Once the chair sends back the preliminary draft to the Registrar's Office, the information will be updated on the computer database and a final draft will be sent back to the chairs for review/revision. These course offerings are then compiled into a class schedule for the upcoming registration period. All course offerings are listed on Banner Web Self Service under Faculty Services - View Course Enrollment Information.
During the registration period, chairs should watch the course enrollment in their department and notify the academic dean and the registrar of any concerns or potential problems. Approximately half way through the registration period, the registrar will meet with the academic dean to review course enrollment and determine if any adjustments (cancellations, additions) are necessary.Evaluation of Transfer Credits
Students transferring credits from another institution must have an official transcript sent to the Registrar's Office. The registrar evaluates the transcripts and lists courses that will be accepted by CSB/SJU for credit. The Major Transfer Evaluation form is sent to the chair of the student's intended major to determine if any accepted courses can be used to satisfy major requirements. The chair should complete and sign a Major Transcript Evaluation form listing the courses that will be accepted and the CSB/SJU major requirement they fulfill. This form should be returned to the registrar's office.
Currently enrolled students may take summer or other supplemental course work at other institutions. Students should complete a substitution form and forward it to the chair for review prior to enrolling in the course. If the student subsequently enrolls in and completes a course at another institution she/he must provide the registrar with an official transcript. Once the transcript is received and the registrar determines that a grade of "C" or higher was earned in the approved course, the transfer credits will be entered on their CSB/SJU transcript.
- Substitution/Exemption - for Common Curriculum or general college requirements
- Substitution/Exemption - for Major/Minor requirements
Students are allowed to register for Independent Learning Projects (ILP's) which fall into two categories:
Independent Studies - a project planned independently with a faculty moderator involving a minimum of three meetings during the term.
Individually Studied Course - fulfilling the requirements of a course by studying individually because of circumstances which prevent the attendance at the regular class.
Under both categories, an Independent Learning Project form must be completed and turned in to the Registrar's Office. The form must include the signatures of the faculty moderator and chair. The form must outline the program content, procedure, and basis of evaluation. The academic credit must be equivalent to the hours of study required of the student. As a rule, a credit hour is equivalent to 25-30 clock hours by the students, thus, a four credit ILP would show evidence of 100-120 hours of work.
First-year students may not register for an ILP. Students are allowed 1-4 credits of ILP per semester. A total of 16 credits of ILP may be applied towards graduation requirements except where the academic dean approves a higher amount. Lower division ILP's are registered under the course number 271, and upper division ILP's are numbered 371. In order to qualify for upper division credit, the student must have completed 12 credits in that department prior to the term of the ILP. An ILP may not fulfill a common curriculum requirement unless approved by the dean's designee.Individualized Major
Students wishing to individualize a major should obtain the Proposal for Individualizing a Traditional Major from the Registrar's Office. The student then works with the chair of the home department for the individualized major to complete the proposal. The individualized major must include a rationale explaining why an individualized program of study is necessary. After the chair signs the proposal it must be forwarded to the dean's designee for approval. The Dean's Office will send an approved individualized major to the registrar for recording. The individualized major form will be used by the degree auditor to insure that the student has completed the major requirements for graduation.Internships
Students are allowed to earn academic credit during their junior or senior year for internship experiences. Students can register during the fall, spring, or summer terms for internship experiences. For fall and spring semesters, the credit range is normally 1-16 credits. Some departments have a lower maximum limit. For summer, students are allowed to register for 1-12 credits. All internships, which take place during the summer, must be registered under the summer term, rather than under either the previous spring semester or the following fall semester. All students who plan to enroll in an internship for credit are required to attend a pre-internship seminar the semester prior to their internship. The Application for Internship form must be completed and turned in to the Registrar's Office by the first day of the term. The form must contain the signatures of the faculty moderator, Chair, on-site supervisor, and the internship program coordinator. The form must also include the learning goals, objectives, and means of evaluation for the internship. See the Internship web page for more information.Registrar's Office Annual Report
Historical information is contained in the Registrar's Office Annual Report. Hard copies of the annual reports can be accessed for the past twenty years in the Registrar's Office. The Annual Report for the past academic year is sent out electronically to all chairs in August. This report includes degrees earned, department affiliation, 10th day enrollment statistics, enrollment by ethnic, religion, etc.
Information can also be accessed electronically via the Online Department Reports: http://www.csbsju.edu/registrar.htm - select Online Department Reports. Sign in with username and password. You will have the option to select data under lists, labels and tallies. The data available includes advisee lists, data on students who graduated, students in the major/minor and class rosters, etc. In addition, chairs may generate standard reports to provide data for Program Review.Upper Division Acceptance
Shortly after the start of the spring semester students with sophomore standing receive the Major Application Requirement Forms along with instructions on how to send a copy of their current transcript. Chairs use the Application to Major form to indicate that a student has been accepted without conditions, accepted with conditions or rejected. If a student is conditionally accepted the chair must indicate the conditions the student must fulfill before he/she can be unconditionally accepted to the major. The chair may also specify a date by which the conditions must be fulfilled, although that date cannot be later than November 1 of the student's junior year. The name of the student's department advisor should be written in the box on the lower section of the form. If the student does not already have a major advisor, the chair should assign one. Please be sure to assign a departmental advisor and electronically sign the form. Save a copy of the form.
If students have been conditionally accepted to the major, the Registrar's Office will contact the chair in the following June. At that time the chair must determine whether the conditions imposed have been satisfied and notify the Registrar's Office by mid-July whether the student is not unconditionally accepted to the major or rejected or still needs to fulfill conditions.
Students who have not been accepted to the upper division by the time of registration for spring semester of their junior year will have a hold placed on their registration. Academic Advising will issue a letter to the student requiring them to get a chair's signature signifying that the student is a candidate for acceptance to the major. Academic Advising will remove the current semester's registration hold upon receipt of the letter signed by the chair. Students must still have an Application to the Major form signed by the chair; otherwise in subsequent semesters the registration hold will be reapplied.Banner Web Self Service
Faculty may access student and course information via Banner Web Self Service. Chairs have access to course information via Banner Web Self Service and the Online Department Reports. Chairs have access to student information for all students via Banner Web Self Service.
Course enrollment information is listed by term, and by course. Online grading is available on Banner Web Self Service. Class rosters can also be viewed for individual sections of courses via the Online Department Reports. Student information includes unofficial transcripts on track reports, student class schedules, student addresses and registration holds.
Majors and minor degree requirements are now available at the bottom of the student's ontrack reports.
Contact the Registrar's Office for further information or instructions regarding Banner Web Self Service and Online Department Reports.
Last Updated: November 2011