Registrar Reference Guide for Advisors 7.30.14

Undergraduate Registrar Reference Glossary
Last Updated July 30, 2014
Adds:
 A student/advisor has web access to add a class online until the 7th
business day of the term.
o If a student is trying to add a closed course during this time, they need to speak to the
department offering the class.
 Late adds, after the 7th
business day of the term, need to fill out the Late Course Registration
form in its entirety, have it signed by the instructor and department, and submit it to the
Registrar’s Office.
o Labs and recitations will not automatically be added, the CRN for those classes should
be noted on the Late Course Registration along with the lecture section.
Changing Sections
 To change sections of a class after the last day to add/drop online, a student must submit a Late
Course Registration form for the new section stapled to a Drop form for the old section.
Academic Standing:
 Academic standing is run at the end of the Fall and Spring terms. After academic standing is
posted in Banner, the academic history team sends reports to the colleges for review and
change requests.
 Any changes to academic standing outside of the report period, e.g. re-entries, should be
submitted via Salesforce using the “Academic Status Change” option. Please include:
o Effective Term
o New Student Standing
o Comments (required only for Dismissal Override submissions)
Advisor Updates:
 Fall Advisor Load - An advisor upload Excel spreadsheet will be e-mailed to the colleges in late
July to assign all students a primary advisor.
o The deadline to return the spreadsheet is early August, roughly two weeks after it was
sent. The exact date will be included in the e-mail.
 Advisors can be updated throughout the year using Salesforce.
o You can update student advisors individually or use the Mass Advisor Load.
 Advisor updates are automatically written into Banner nightly unless there is an
error.
Class Standing:
 Class standing is based solely on credits. It is Banner calculated and cannot be manually
manipulated.
Freshman 0-31.999 Sophomore 32-63.999 Junior 64-95.999 Senior 96-999.999

UG Registrar Reference Glossary
Last Updated: 7/30/2014, St.Caldwell Page 2 of 11
COOP Exceptions:
 Back to Back COOPs: If a student is requesting to go on back to back COOPs for Fall/Spring or
Spring/Fall term they will need to submit an e-mail request to UGProcess@neu.edu for review
including the following:
o Reason for extending the COOP
 Why this cannot be completed at a later date
o The academic plan for the remainder of their time at Northeastern
 How they will make up credits
 The exact classes they will take in the next terms
 How many credits are left to clear their degree audit
 A back to back COOP petition is not needed for any extensions or shortenings of COOP
in the Summer terms. Make sure the student is placed correctly to reflect their time and
terms on COOP in Placepro and the student will be registered for the COOP Experience
course accordingly.
COOP Grades:
 If a COOP coordinator submits grades for COOP 3945 after grades were due for a term, the
coordinator should e-mail Banner-Grades@neu.edu to notify the academic history team to roll
the COOP grades. They should include the following information about the COOP class:
o CRN
o Term
COOP Registration:
 A student should be in the correct COOP pattern (Fall and Spring) and be placed properly in
Placepro for the term, under the Placement History section. If the student is not placed in
Placepro, they will not be registered into the COOP Experience class.
 A student will be withdrawn if they are not placed in Placepro by the last day to drop without a
W for the term. We do not know where they are; therefore, they are withdrawn.
 If a student is placed after the last day to drop without a W, the advisor will need to e-mail
UGProcess@neu.edu to have the student registered.
 A student expected to be on COOP can register for classes under a COOP POA.
o They will be billed at a per credit rate.
Registering for Classes while on COOP
 A student does not need to fill out the Petition Registration Form to take one class while on
COOP, they can register for the class and must complete “I Am Here” at the appropriate time or
they will be dropped from the class.
o A student only has to fill out a Petition Registration Form if they are taking two classes
while on COOP for any term, and will also have to complete “I Am Here” or their classes
will be dropped.

DARS:
 The degree audit pulls course and program information from Banner.
o The degree audit pulls information from the general student record until a graduation
application is submitted.
o Once a student submits a graduation application, the degree audit pulls the degree
information from the application to graduate.
 Any changes made to a student’s record after a graduation application is
submitted needs to be done on both the general student record and the
graduation application. The two are no longer linked in the system once the
initial application is created.
 If a program change is made in Banner for a future term, it will not show in DARS until that
future term is the active term.
Transfer Credit
 All transfer work is processed within DARS and exported to Banner. A student may see transfer
credit in their degree audit that may not yet be loaded into Banner depending on the timing.
o Transfer credit is loaded into Banner at the following times (exact timing may vary,
check the DARS Sharepoint site calendar for exact dates):
 One week before registration
 Two days before the Fall term and Summer 1 term
 Mid to Late July for New & Transfer student AP credits
Directed Studies (please make sure you have the most up to date form saved):
http://www.northeastern.edu/registrar/form-ugd-dir-study-reg.pdf
 A Directed Study form should be submitted as soon as registration is open for the term and no
later than two weeks into the term for which it is occurring.
 Reasons for a directed study:
o Gap in curriculum
o Required in curriculum
o Class is not offered and student needs it for degree completion
 All fields are required on the Directed Study form, especially the instructor’s NUID.
o Both the Instructor and Department signatures are required.
 Please be sure to discuss with a student if the directed study creates an overload. 25% of
directed study forms received creates an overload for the student and they ultimately decide
not to take the course because they do not want to pay extra.
o An overload occurs when a student takes more than 16 billing hours (Fall/Spring/Full
Summer), 8 billing hours for (Summer1/2).
Taking the exact curriculum of an existing class:
If a student needs to use a directed study to take an existing class that may not be offered or that does
not fit in their schedule, check the appropriate box on the directed study form. Use the existing class
Subject/Course Number on the form and the directed study will be set up to show the class on the
transcript and the instruction method will be changed to individual instruction.
Course # Course Title # of Credits
4991 Research 4 credits
4992 Directed Study 1-4 Variable Credits
4993 Independent Study 1-4 Variable Credits
4994 Internship 4 credits
4996 Experiential Education 4 credits

Drops:
 A student/advisor has web access to drop a class online until the last date to drop with a W.
 Financial or any other registration blocking holds: If a student has a hold and needs to drop a
class they should follow the below procedure depending on the date:
o Before the start of a term and up until the last day to drop without a W - students
should e-mail Registrar@neu.edu, with their NUID and the CRNs of the classes they
need to drop.
o After the last day to drop without a W – students should submit a completed
Undergraduate Course Drop Form to the Registrar’s Office by the appropriate deadline.
 A drop form is necessary for both a class and a lab/recitation.
 It is not assumed the student wants to drop a lab/recitation based on a
single drop form for a class.
Enrollment Statuses (Summer):
 We do not populate enrollment statuses from the Pattern of Attendance for the Summer terms.
We will clean enrollment statuses the week before the first bill goes out for the term based on
the below criteria.
o If a student wants to take classes, they should register.
o If a student is on COOP, they should be placed in Placepro.
o If a student is on Study Abroad, the study abroad office will register the student in
classes and the Registrar’s Office will update the enrollment status to SA before the first
bill, then subsequently on Fridays.
o The Registrar’s Office will assign enrollment statuses based on the above: EL for classes,
CO for COOP, SA for Study Abroad, and VA if nothing is on the record.
 Enrollment statuses are checked before the first bill for the Summer terms and
then subsequently on Friday. If a student has made a registration change and
asks about their bill, they should wait until after the next Friday to contact
anyone as it may be resolved during the weekly cleaning.
 Routine cleaning for the Summer terms will stop after the last day to
drop without a W for the current term.
 Financial aid should be able to award based on a conversation with the student and will confirm
once statuses are set for the summer and award accordingly.
 Enrollment status changes are not made for Fall and Spring, those need to match the POA (see
Patterns of Attendance).
Graduation Dates:
 Expected graduation dates are now based on Patterns of Attendance. If you need help figuring
out the POA and YOS combination to get the correct graduation date, there is a document to
help on the Registrar’s webpage:
http://www.northeastern.edu/registrar/ref-udc-poa-ugd-yog-yos-1112.pdf
 Graduation Date Script Logic: The graduation date script looks at the POA/YOS to assign a
graduation date.
o If the student has applied to graduate, the script will take the date from the graduation
application OVER the POA and post it as the expected.
o If you requested a manual override of the graduation date and did not change the POA,
the manual override will take precedence over the POA and the graduation application
will be posted as the student’s expected graduation date.
o The graduation date is calculated off of the current academic year POA. If there is a
future academic year POA in the system, the future POA will not be used to calculate
the graduation date until that academic year is the current academic year.

Graduation Dates (continued):
 If a student’s expected graduation date is within the year they want to finish, they can fill out
the application to graduate and choose the correct conferral date.
o You do not have to update the POA to change graduation dates within the same year,
the student should apply to graduate to make that change.
 A pattern of attendance change for a future academic year will not update a student’s
graduation date until the future academic year is the current academic year (usually the last
week of August).
Holds:
 You can place and end the following holds through Self-Service Banner, using the View and
Update Holds link under the Advisor tab:
Hold Type Blocks
AA – Academic Advisor Registration, Graduation, Applications
AD – Academic Department Registration, Graduation, Applications
CO – COOP Registration
GS – Graduate School Advisor Registration, Graduation, Applications
o There is a 30 CHARACTER limit for the hold reason.
 Health Center holds are placed in November and April; they will be turned on for the next term’s
“I Am Here”.
o The Health Center will e-mail students to let them know they need to clear their hold.
 Registrar Processing Holds (RG) are placed by the Registrar’s Office and block registration. The
hold is usually placed if the student requires special billing and should not change their
schedule.
o If a schedule change is needed, the student should e-mail Registrar@neu.edu with their
NUID and the requested change for manual processing.
 Special Student Holds (SP) are used on students outside of Northeastern who are taking a class.
These students need to register by forms and obtain the required signatures.
o If Special Students need to drop a class, they should e-mail Registrar@neu.edu with
their NUID and the CRN to drop.
o If the hold should be removed for future registration purposes, e-mail
UGProcess@neu.edu with the student’s NUID and a request to lift the hold.
I Am Here:
 I Am Here (IAH) always begins at 8 am the Thursday before classes start and ends at 4 pm on the
following Monday if classes start on a Monday, or the following Tuesday if classes start on a
Wednesday.
o All registered students and those taking classes while on COOP must complete IAH.
 Non-degree students do not complete IAH.
 An e-mail is sent to all degree-seeking students registered for classes, regardless of their status.
 If a student feels they had their classes purged in error, a printed copy or smartphone screen
shot of their completed “I Am Here” confirmation page is required by the Registrar’s Office in
order to help them get back into their classes. This is noted in the e-mail sent to students.
o Web registration is turned off during the purge. As soon as the purge e-mail is sent,
registration is turned back on for students and advisors.
 Students on Study Abroad should complete “I Am Here”.
o They should enter their permanent address for “I Am Here” and make sure to complete
the Travel Registry with their international address. This is noted in the e-mail sent to
students.
o Their classes will not be purged, but should complete the process regardless.

Leaves of Absence:
 All leaves are processed giving the student one calendar year to return, unless otherwise
requested.
 If students neither return nor send a request for extension after one year, they will be
withdrawn from the university.
 A student can pre-register under any leave type unless they were withdrawn.
 If a student was withdrawn, the advisor can request re-entry; however, the student is still
responsible to clear any holds before IAH.
o A student on a personal leave does not need to be re-entered if they are still active. The
student should register for classes and complete “I Am Here” and their leave dates will
be updated accordingly.
o Personal/International:
 Advisors and students can submit a personal leave request via Salesforce.
 Should be submitted before the last day to drop without a W in a term.
o If they are not, the student will receive Ws and partial to no
refund.
 Personal leaves require approval by the advisor before they are submitted to
the Registrar’s Office.
 International students should submit an International leave as a personal leave
request.
o Military/Missionary Leave:
 Advisors and students can submit a military/missionary leave request via
Salesforce and are required to attach a PDF copy of the student’s deployment or
call to service paperwork.
 These leaves are submitted directly to the Registrar’s Office.
 The student will be withdrawn if the leave is over one year and can contact their
advisor for re-entry.
o Academic:
 This leave is only to be used for students who must take classes elsewhere for
their last semester and plan to return to NEU to graduate.
 Advisors and students can submit an academic leave request via Salesforce.
 Should be submitted before the last day to drop without a W in a term.
 Academic leaves require approval by the advisor before they are submitted to
the Registrar’s Office.
o Emergency:
 Students and We Care can submit an emergency leave request via Salesforce.
 May require documentation.
 Emergency leaves will be approved by the We Care team before they are
submitted to the Registrar’s Office.
o Medical: http://www.northeastern.edu/uhcs/pdfs/mloa1.pdf
 Students must make an appointment with UHCS and provide the necessary
documentation.
 Students will need to clear their ML hold before IAH or classes will be purged.
 The ML hold will block registration from the first day of IAH until the last day to
add for a term. The student can pre-register at any other time.
Overrides/Max Hour Updates:
 Fall/Spring Overrides and Max Hour Updates can be done for a student as soon as the term is
available to advisors, roughly 2 weeks before registration when the schedule is turned on for
viewing.

Overrides/Max Hour Updates (Summer):
 Summer Overrides and Max Hour Updates cannot be done until a student registers for the
particular Summer term. The registration will populate the enrollment status and allow you to
overload or increase max hours.
Patterns of Attendance:
 Patterns should be chosen for a student based on their intended study path for the Fall and
Spring terms for the remainder of their time at Northeastern.
 Pattern changes should only be made if a student decides to change their path for a Fall or
Spring term.
o Please see the enrollment status section if you have questions about updates to
summer enrollment statuses.
 Pattern changes should be submitted to the Registrar’s Office via the POA Change Website
before the requested term of change begins. They are processed every Tuesday and Thursday.
o Once the term starts, pattern changes become a two-step process instead of an
automatic update to the enrollment status. In order to avoid multiple manual updates it
would behoove the colleges to submit their POA change requests before the term start.
o Students can register under any pattern; they do not have to wait for a pattern change
to be processed as it will not block registration.
 After the last day to drop without a W for a term, POA changes for that term become null since
the term is considered closed at that time.
o If a POA is submitted and needs to be processed after the last day to drop without a W,
an e-mail should be sent to UGProcess@neu.edu asking to update the record since it
will no longer be regularly checked.
 A pattern of attendance change for a future academic year will not update a student’s
graduation date until the future academic year is the current academic year (usually the last
week of August or first week of September).
Programs:
 Please ensure you have the most up to date list of program codes on hand. Program codes
encompass a student’s degree, major, and concentration. A list is available at this website:
http://www.northeastern.edu/registrar/banner.html
 If you are adding a FIRST concentration to the below programs, it becomes a program change,
not a concentration change.
BA-ARTS BA-INAF BA-CMST BA-PHIL
BS-MUST BA-POLI BA-THEA BS-POLI
BSBA BA-MUSI BS-ENVC BS-MUSI
o Second concentrations added to these programs remain concentration changes.
 A student record can hold a max of the following:
o 3 minors
o 4 concentrations
Program Changes:
 Continuing students who are changing programs within the same college can have requests
made throughout the term via Salesforce.
o If a student is changing from one college to another, the program change request needs
to be submitted before the last day to drop without a W in a term; otherwise, the
change must be made for the future term.

Program Changes (continued):
 If a program change request is made in Salesforce for an incorrect term, the
request will be denied and a new request will need to be made with the correct
effective term.
 New and Transfer students need to stay in their program for their first term. No program
changes will be accepted for the current term after the last day to drop without a W (STATS), as
the term is considered closed at that time.
o Program changes for new students in their first term before the last day to drop without
a W need to be sent via e-mail to orientationmajorchange@neu.edu, not via Salesforce.
o Program changes for new students in their first term after the last day to drop without a
W will be made for the future term. Students will be able to see the update in Banner as
soon as the course catalogue is available for the next term.
 Program changes will not update DARS until the future term is the current term.
Programs – Cross-College Combined:
 Students choosing a cross-college combined program will have the option to designate either
college as their home college.
 The college that requests the move for the student into the cross-college combined program
through Salesforce will be the home college on the student’s record.
o The requesting college should ensure they properly submit new advisors for the student
through Salesforce: a primary advisor from the home college and a faculty advisor from
the secondary college.
Programs - Double Major/Double Degree:
 If a student is adding a second major (that is not a dual or a double), it will be always
incongruous with the current program. We currently do not have the ability to support two
programs in Banner per student.
o Example: A student in BA-ENGL wants to add a BIOL major, this major can only be a BS;
however, since the student’s program is BA-ENGL, the biology major will be added
under that program and be associated with the BA.
o You will need to run a “What If” audit in the degree audit system for the second major
to ensure the student clears.
 The second major will not be added to the degree audit as we only support one
program per student.
 If a student is pursuing two majors that are not in the same program, the major with an
attached concentration needs to be the primary program.
o A second major cannot have attached concentrations since it is under a different
program.
Re-entries:
 Re-entries should be submitted through Salesforce. Please include:
o Effective Term
o New catalogue term (if necessary)
o Confirm that the correct program/minor/concentration is shown on the student’s
record
 The student’s advisor should be submitted as a separate request through Salesforce (if
necessary).
 The student’s POA for the effective term should be submitted through the POA change website.
 If the re-entry is an emergency, please submit the request in Salesforce then send an e-mail to
UGProcess@neu.edu asking to process the request ASAP.

Registration:
 Class schedules are turned on for viewing three weeks before registration week.
 Once the schedule is turned on advisors can:
o Enter overrides for students
o Increase max hours for students
 Remember during the Summer terms, the student has to register for a class
first, then you can enter overrides and max hour updates.
 Registration Errors – during registration a student may encounter an error and should reference
the Common Registration Issues webpage for the list of errors and whom to contact:
http://www.northeastern.edu/registrar/faq.html#q060
Error Status Contact
CLASS RESTRICTION Department offering class
CLOSED SECTION # Department offering class
COLLEGE RESTRICTION Department offering class
CO-REQUISITE (CRN #) REQUIRED Department offering class
DEPARTMENT RESTRICTION Department offering class
DUPLICATE COURSE WITH SECTION # Advisor
DUPLICATE CROSSLIST WITH SECTION # Advisor
DUPLICATE EQUIVALENT WITH SECTION # Advisor
FIELD OF STUDY RESTRICTION Department offering class
INSTRUCTOR’S SIGNATURE Instructor offering class
LEVEL RESTRICTION Department offering class
MAXIMUM HOURS EXCEEDED Advisor
PREREQUISITE AND TEST SCORE ERROR Department offering class
PROGRAM RESTRICTION Department offering class
REPEAT COUNT EXCEEDS # Advisor
REPEAT HOURS EXCEEDS # Advisor
STUDENT ATTRIBUTE RESTRICTION Department offering class
TIME CONFLICT WITH CRN # Advisor
Salesforce:
The data in Salesforce is roughly 24 hours behind Banner.
 If you need to verify information, check Self-Service Banner to see if the information has already
been processed and will be loaded into Salesforce overnight.
ASC Changes - advisors can now request the following changes through Salesforce:
 Academic Standing - review the Academic Standing section for more detail.
 Leave of Absence – review the Leave of Absence section for more detail.
 Program/Re-Entry – One stop shop to make changes to the following:
 Program  Concentration
 Minor  Catalogue Year
 Advisor – individual and mass
 ASC changes will be processed within three business days of submission, unless otherwise
stated.
 All denied request will trigger an e-mail which explains the denial. You can also view the denial
comments note by opening the request in Salesforce.
 If you make a mistake and submit an ASC change, e-mail UGProcess@neu.edu with the NUID
and request type to have it denied. You can submit a new request once the original is denied.
 If you need a request processed immediately, submit the request in Salesforce, then send an
email to UGProcess@neu.edu with the NUID and request type for those “emergency” situations.

Time Tickets:
 Time tickets are assigned and visible to students on Self-Service Banner the Thursday before
registration.
o The Time Ticket layout is available on the Registrar’s Office webpage, at the latest, by
the Wednesday before registration.
 Time tickets are assigned to all active students regardless of enrollment status.
o A student’s earned hours, current registrations, study abroad credits (graded or
ungraded) and transfer credits in Banner are included in the calculation.
 If the credits change in DARS or Banner after the time tickets are assigned, a
time ticket will not be updated (unless it is found to be a Registrar Office error).
 Class standing has nothing to do with time tickets; it is all based on credits.
o Exchange students in a non-degree seeking program will receive the last time ticket
available.
 A student who has filled out and submitted the application to graduate: will be excluded from
receiving a time ticket if it is for a registration term that occurs after their intended graduation.
o E.g. A student who applied for May graduation will not receive a time ticket to register
for Summer terms.
 Expected graduation dates have nothing to do with time tickets. If a student does not receive a
time ticket. it is usually because a student filled out the application to graduate.
Waitlist:
 Students may be able to join the waitlist for specific classes. If a class has a waitlist, students will
see the following when searching for classes:
o Act: Actual number of students registered
o Rem: Remaining number of open spots in the class
o WL Cap: the number of students that can be on the waitlist
o WL Act: the number of students actually on the waitlist
o WL Rem: Remaining number of open spots on the waitlist
 If a student is on the waitlist and a spot opens up they have 24 hours in which to register. If they
do not take any action, the next student on the list will get a chance to register and the first
student will be removed from the waitlist without an option to rejoin.
 To register for a waitlisted class, the student SHOULD NOT drop the class; they need to use the
drop-down menu next to the waitlisted class and choose Web Registered and click the Submit
Changes button. There are detailed instructions available on the Registrar’s Website:
http://www.northeastern.edu/registrar/ref-udc-reg-waitlist-avail.pdf
 After the waitlist is turned off, students may still see open spots in a class that has a waitlist
attached. A student should not drop one section of a class and try to register for a different
section that has a waitlist attached and open spots. They will lose their spot in the class they
dropped and will not be able to be placed on the waitlist for the new section because the
waitlist is turned off for additions.
Act Rem WL Cap WL Act WL Rem
37 3 99 2 97

Withdrawals:
 If a student plans to withdraw from the university, they should fill out the online withdrawal
form under the Self-Service tab of their myNEU within the first 3 weeks of a term for a personal
withdrawal.
o After the third week, the student will receive W grades and is ineligible for a full refund.
o The Student Accounts website dictates the partial refund policy after the last day to
drop without a W.
http://www.northeastern.edu/financialaid/studentaccounts/refunds.html

Registrar Reference Guide for Advisors 7.30.14

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