Frequently Asked Questions
Please find below answers to some frequently asked questions collected from advisors and academic department administrators.
My graduate advisee is being charged tuition for their summer research credits and should not be; how do I fix this?
Check that your advisee is coded as MRR (master’s-level) or GRR (doctoral level) for that semester, as MRR and GRR program codes are not connected with tuition charges.
Almost all PhD students have their summer semesters made GRR automatically, however, Master’s students do not have MRR created automatically for their summer semesters at this time because their programs vary much more. If a student has been charged tuition for reading and research when they should not have for summer, please submit a SACC form to make them MRR or GRR as appropriate.
My advisee is graduating but their status is G2 – pending graduation – rather than G1. Can I have this updated?
No updates or forms are necessary to update this status. The G2 process runs automatically based on the expected graduation semester entered within the student’s degree information in S3.
G2 will not affect their certification or graduation abilities.
I would like to withdraw a student for administrative reasons. Do I use a SACC form to request W1, or do I use a Withdrawal form for W2 status?
Withdrawals of any kind from the university are requested using the official Withdrawal form for W2 status. W1 status is only used by the University Registrar's Office.
My undergraduate advisee is moving into a graduate program. Which form do I use to update their information?
Please use a Returning Student Record Update form, as it includes thorough academic information: semester, program code, department, college, major, degree, etc.
SACC forms should not be used for this purpose, as they lack degree information, which can slow down processing, since additional inquiries will be needed by URO staff.
A student has not been enrolled in several semesters and/or years, but they never took a formal leave of absence. What should I do in order to reactivate them?
Submit a Returning Student Record Update form. Formal leaves of absence or suspensions will require Petition to Return from Leave of Absence forms.
A student has not been enrolled and/or has not been in contact with the department for several semesters. Does anything need to be done in S3?
If you do not believe the student will be returning, or if it has been so long that they would have to re-apply for admission, please submit a Withdrawal form and remove the student’s degree(s) from Degree Declaration.
If you think the student may come back at some point to finish their degree, move forward the expected graduation semester for the student’s degree(s) to several semesters in the future. If it becomes clear that the student will not be returning, submit a Withdrawal form and remove their degree(s) from Degree Declaration.
My advisee has graduated, but their status is not G1. Can I use an SACC form to update their status to G1?
No forms are necessary to update the student to G1. G1 runs as part of an automatic process and does not affect their certification or graduation abilities.
My advisee is currently BB/S3/S4 status, but they need to register for courses. Can I have this updated using a SACC form?
Any enrollment status managed by the Student Accounts Office cannot be updated using a SACC form; these statuses indicate a financial hold on the student’s record. If your advisee has a financial hold on their account, they will need to work with the Student Accounts Office to resolve the issue. Afterwards, the University Registrar’s Office will be able to make changes to their enrollment status.
When are students populated in Canvas?
Students will begin to be automatically added to Canvas courses three weeks before the beginning of the semester.
Am I permitted to share studio grades with the next semester's studio coordinator? Along with final grades for the course, can I share overall QPA and academic actions?
Normally, we do not share individually identifiable prior grades in any courses with current faculty. This is to prevent instructional bias, whether intentional or unintentional. You may share aggregate grade data, i.e. in your fall course, X students received an A, Y received a B, Z received a C, etc. Academic actions are irrelevant to the teaching environment and should only be shared with the students’ academic advisor.
Where can I find copies of my advisees’ transcripts for transfer credit?
Currently, the URO is keeping scans of these transcripts within Box, with access limited to certain staff members. To request access, please email email@example.com and specify whether you will need access to the undergraduate folder, graduate folder, or both.
My advisee says they submitted a transcript for transfer credit, but it has not been recorded in S3 or uploaded to Box. What can we do to locate it?
Due to the numerous ways institutions manage transcripts, they are received using various methods. Sometimes, that means they do not match up to their intended location.
If possible, have the student (or yourself on their behalf) email us with detailed information about the transcript:
- Which institution is it from?
- When was it sent?
- Attach a copy or screenshot of the receipt from the order.
If we have not received it, the student will need to resubmit a copy. Please refer them to The HUB's Transcripts webpage.
If a student earns AP credit for a course (example: AP Stats with a 5 score), but elects to enroll in that course to strengthen their stats knowledge, what happens to that AP credit? Is there a standard operating procedure for this across the university?
If a student has received credit and elects to take that course, the AP credit should be removed. Students cannot earn both AP credit and also complete the course for the credit. We normally share a query of students in this situation after the add period.