Student interns procedure manual

General Rules

1. Guests entering the Registrar Office should always be greeted with a smile and treated in a courteous manner. Remember you are the first impression of our office!

2. One person is to remain at the front desk always. If you are leaving at the end of your shift and no one is at the desk, notify a staff member to ensure the front desk is covered

3. Always wear your Registrar polo and present yourself in a professional manner

4. Food, headphones, loud voices, arguing with guests or coworkers, visiting with friends and hanging out at the counter is not permitted

5. Arrive to your shift on time

Clocking in and out of Kronos

1. Login to Gibson at www.gibson.tulane.edu and use your Tulane login

2. On the front page, you will see a green banner midway down that says “Kronos”

• You can also find the Kronos tab under the Student tab at the top of the Gibson page

• Then on the left-hand side under Services is a link to Kronos

To punch in and out, go to the bottom left of the screen under the time and click the “Punch In/Out” button. You must punch in and out at the start and end of each shift.

• Ensure your hours are correct by clicking the “My Timesheet” button right above the punch in/out to view your timesheet

• Edit your timesheet (modify punch time, add punch, etc.) by clicking the “Change Request” button

Federal Work Study & Student Employment

The purpose of the Federal Work Study program is to provide opportunities for students to earn additional incomes to assist with paying for living and educational expense. Students and universities participating in the FWS program are required to adhere to the rules and regulations established by the Department of Education that governs the program. Through the FWS program, students can work part-time while enrolled in school to help finance their college education. Below are some rules that must be adhered to as a student worker.

Maximum work hours

During the school year, students may work a maximum of 20 hours per week regardless of the number of jobs they have. If a student has more than one job, the total hours worked at all jobs must not exceed 20 hours per week. During the summer, students may work up to 37.5 hours per week. Students are allowed a maximum of one work study job and two non-work study jobs.

Payment

Students with hourly jobs will be paid on a bi-weekly basis. The payroll biweekly pay calendar is located on your Kronos. All Tulane employees are required to make arrangements with Student Employment for direct deposit to receive payroll payments. Student must complete the Authorization for Direct Deposit form along with other hiring paperwork. The bi-weekly payments will then be deposited directly into the student’s bank account.

Work during classes

Students are Not permitted to work during class time even if a class has been cancelled. All student workers must provide their supervisor with an official class schedule at the beginning of each enrollment term.

Inability to work a scheduled shift

It is your responsibility to communicate to the office and your supervisor when you are unable to work. Please let your supervisor know in a timely manner if you will be unable to work. If you are sick, let your supervisor know as soon as possible.

Student Intern Responsibilities

Your main tasks at the office will be answering the phone and assisting students and parents with ordering transcripts, diplomas, enrollment certifications, and other general registration questions.

Students will also come into the office to order transcripts and get their questions answered as well. Details for how to complete each of these tasks will be described in detail below.

In addition to these responsibilities, students have daily maintenance tasks to keep our office clean and organized at all times.

1. Ensure the desk is not messy. If needed, clean and wipe down the counters and organize the desk supplies.

2. Shred documents no longer needed. The shredder is located in the Xerox room. Be sure to double check with a staff member before shredding any documents/

3. Restock the coffee station in the break room. The key for the cabinets where we store extras are in Jessie’s office right next to the door. Update the Inventory spreadsheet as you go (found on the Regi-STARS Teams page under “Files”)

4. Restock pens, transcript order forms, hand sanitizer, tissues, etc. as needed

5. Make sure the lobby is clean and organized and stocked

6. Before you leave, notify a staff member

7. Shut down the Mac desktop computer before leaving for the day

Accessing Banner

Banner 9 is used to look up student information, process enrollment certifications, and check for holds on student accounts. To login to banner:

1. Go to www.gibson.tulane.edu and login with your Tulane login

2. On the Gibson home page, select the Staff tab

3. 

   Click Banner-9 on the top left under “Administrative”

This will take you to the Banner homepage where you will use codes to look up student information. The page should look like this:

Using Banner

If a student would like to order a transcript online or an enrollment certification, before you instruct them to do either of these, use Banner to check if the student has any holds on their account.

NOTE: Only the student can check for holds on their student account. If a parent is calling to check a student account, respectfully ask them if the student can join the phone call or have the student call us themselves.

Holds - SOAHOLD

Checking for holds

1. In the search bar on the home page of banner, type in “SOAHOLD”

2. Type the student’s Tulane ID number into the search bar

3. Their name will pop up next to the number, be sure to confirm their name

4. 

   A page will then pop up listing any current and past holds.

There are many different reasons for holds being placed on a student account. Our office is concerned with registration, diploma, and transcript holds. The hold type will tell you what type of hold is on the account. This is a 2-letter code on the left. Below is a table of what each hold means:

Interpreting holds

1. The hold type will tell you what department the hold is coming from (check table above)

2. The Hold Type Description will describe more what the hold is

3. Look at the dates for the hold. If the “TO” date ends in 2099, this means the hold is in place.

4. If the “TO” date ends before today’s current date (ex: 8/02/2019), then this is a past hold that has already been resolved.

5. The reason field will sometimes include a description of why the hold is there

   1. Ex: for Accounts Receivable holds, the description will say “Delinquent Account- Past due” which means the student needs to pay their account balance before they can register/order transcripts/etc.

6. The other columns on the form are not relevant.

Communicating holds information to students

Before informing a student of their holds, double check that you are only looking at holds that end in 2099. Check what department the hold is coming from. The departments themselves own the holds, and our office is unable to resolve holds coming from other departments. So, direct the student to contact that department to see what the issue is and then it can be resolved from there.

Example prompt for informing a student of their hold:

“I apologize, but I see that a hold has been placed on your account by (DEPARTMENT NAME). Unfortunately, our office is unable to remove the hold, so I can transfer you to the (DEPARTMENT NAME) to get the matter resolved. Let me also give you’re their phone number and email to contact them. Once the holds have been removed you will be able to register, get your transcripts/diplomas, etc.”

Enrollment Verifications - SFARQST

Now that the student account has been checked for any holds using SOAHOLD, you can go back to the main screen of Banner 9 to order an Enrollment Certification using SFARQST. An Enrollment Certification is available to all students (past, present, alumni) of Tulane University from 1980 to present.  Enrolled students or alumni that have access to Gibson can request a certification though their Gibson account, or if preferred, can come into the office.  Anyone coming into the office needing an enrollment verification will receive same day service at no charge. 

Requests made on behalf of a student from a verification company, often referred to as a third-party company, should be instructed to call the National Student Clearinghouse.  If the caller states the request was submitted to the NSC, however; a response has not been received or they have additional questions, the call should be transferred to a staff member for assistance. Their phone number is posted at the front desk.

Processing enrollment verifications

If a student comes into the office requesting an enrollment certification WITHOUT A GPA DISPLAYED, we are able to process and print it for them. Steps:

1. Type “SFARQST” into the search bar on Banner 9

2. Enter the student ID number in the ID box

3. In the Term box, enter the term

(year) + 10 for Spring, + 20 for Summer, or +30 for Fall

Example: 202230 = Fall of 2022

1. Click “Go”

2. You will be brought to a new page

3. Ensure that the term is correct at the top

4. In the next box that says “Type”, type in NGPA (Does not Display GPA)

   1. As student interns, we are not able to look at any information that includes a student’s GPA or grades

   2. If the student is requesting a certification with a GPA, tell your supervisor and they will do it for you

5. Insert the number of copies

6. Under Recipient Name and Address, in the box titled “Alternate Addressee”, type the student’s name

7. If the student has requested to receive the enrollment cert via email, type the email address in the box “Street Line 1”

8. If the student wants it mailed, complete the mailing address fields

9. Save the form by hitting save at the bottom of the screen. To ensure it saved, a message will pop up saying “1 record applied and saved.”

10. The enrollment certifications will then automatically go to the Registrar’s Box account in the folder titled EnrollCert

    1. Here you can open the enrollment certification and print it in the office

       1. Emboss the printed seal at the bottom of the page before presenting to the student/mailing. Email the verification so they have it for their records.

       2. Once the verification is printed or emailed, move it to the Processed Enroll Cert folder in Box and click the arrow to the next one. Then, Click the X in the top right corner to exit.

Ordering an enrollment verification (for students)

If a student calls and wants to obtain an enrollment verification online through Gibson, here are the steps to guide them how to do it:

1. Log onto Gibson at www.gibson.tulane.edu

2. Go under the student tab

3. On the left-hand side under “Records”, click on TU Enrollment Verification

4. Student can then complete the required fields and choose for the form to be emailed to them

Other Banner screens

SPAIDEN: General Person Identification

• You can search for a student by their ID number

  1. If you click the 3 dots to the right of the ID search bar and select “Alternate ID Search,” you can search for a student by their SSN

  2. 

     This page will allow you to see a student’s information such as address, phone number, emergency contact, etc.

SGASTDN: General Student Information

• This page will tell you the student’s major/minor(s), enrollment dates, active/inactive student status, year, classes, and more

SHADEGR: Degree Awards

• This page is used to check to see diplomas that have been awarded

  1. Will tell you conferral date, school, degree, award, major, etc.

SFASTCA: Registration audit

• Another page to see the student’s class schedule and all classes they have been registered in

  1. Can search per term

  2. Shows dates that students registered for classes

Ordering a transcript

If a student wants to order a transcript, either online or in person, you first must check if they have any holds on their account (see above). If there are no holds, a transcript order can be placed.

In person

Students come to the office to request a transcript. Current students are allowed ONE FREE copy of their transcript per week.

1. Check if student has any holds (SOAHOLD)

2. Student must present PHOTO ID to obtain records from the office

3. Direct student to fill out a Transcript Request Form

   1. These are located at the front of the office (half sheets of paper)

4. Give form to staff member in office to print the transcript

   1. Official transcripts must be in a sealed, stamped envelope

Online

Students can order official transcripts online as a PDF or paper copy mailed. The cost of an online PDF transcript is $10.00. Prices for a mailed printed transcript start at $12.50 (more information at http://www.registrar.tulane.edu )

Current students

1. Go to www.gibson.tulane.edu and Login to your Gibson

2. Under the student tab, navigate to the left under “Records”

3. Click “Order an Official Transcript”

1. The student will then be redirected to our partner company, Parchment, that processes all out transcript and diploma orders

2. Direct student to follow prompts through Parchment website

Alumni/former students

1. Go to http://www.registrar.tulane.edu

2. At the top of the page under Records & Services, select “Student Resources”

Then click “Order a Transcript”

1. Select “Alumni and Former Students”

2. Scroll down and click “Place a Transcript Order”

3. The alumnus will then be directed to Parchment where they can fill out the form through their website

Transcript Issues

If a student is having issues with their transcript order, direct them to contact Parchment.

Email: membersupport@parchment.com

Phone: 1-800-662-0874

Website: www.parchment.com

For support: Login to Parchment, click “Support” in the top right, then click “Contact Us” to open a ticket

Ordering a Diploma

Just like ordering a transcript, students can place orders for a replacement diploma online through our website at http://www.registrar.tulane.edu

1. At the top hover over “Resources & Services”

2. Then click “Student Services”

3. Next to the Order a Transcript button is “Diploma Replacement”

4. The prices and processing/printing/shipping times are all listed in a table on that page as well as other details about replacement diplomas

5. At the bottom of the page is a grey box “ORDER A REPLACEMENT DIPLOMA”

   1. All diploma orders go through Parchment, see above.

Student Forms

All student forms can be found in person in our office (at the front desk to the left in the black organizer) or online on our website at http://www.registrar.tulane.edu

1. Under Resources & Services, select Student Resources

2. Select Student Forms

3. The forms found here are:

   1. Add/Drop Form

   2. Independent Study Form

   3. Name Change Form

   4. Social Security Number Change/Update

   5. Loyola Consortium Registration Form

   6. Consortium Student Information Form

   7. Tulane Student Consortium Approval Form

   8. Course Conflict Resolution Form

   9. S/U Grade Type Request for Undergraduate Students

   10. Course Repeat Permission Form

Frequently Asked Questions

What are the office hours? 

8:30 AM – 5:00 PM, Monday through Friday 

Where is the office located? 

6823 St. Charles Ave. 
110 Gibson Hall 
New Orleans, LA 70118

What is the fax number? 

(504) 865 – 6760 

General Questions

How do I reserve a room?

Go to http://registrar.tulane.edu and under the Classroom & Scheduling header click on request a room.  Once selected, click on the Reserve a General Pool Room and follow the prompts on the screen. Any questions regarding room reservations can be transferred to (504) 865-5259 or (504) 314-2845. 

 What are Tulane's CEEB/SAT and ACT codes? 

The CEEB/SAT code is 6832 and the ACT code is 1614. 

Updating Personal Information

How can I update/change my name? 

A student can update and/or change their name by contacting the Office of the Registrar at registrar@tulane.edu.  The student will need to provide documentation supporting the name change (government issued ID such as driver’s license, court issued legal documents, divorce paperwork, etc.) 

How can I give my parents access to my student record? 

The student must have a Student Authorization for Release of Information Record form on file with the Academic Advising center designating who is able to receive information.  This form is retained with the Academic Advisor and allows the advisor to discuss student specific information. Parents are not given a separate login; log into Gibson using the student’s information. 

How do I get my courses to show up on Canvas or be removed from Canvas?  

Contact the help desk and file a ticket which will then be routed to a team member.  The help desk can be contacted by calling 504-862-8888 or through email at help@tulane.edu. 

Registration updates 11/1/22

• Registration Guide Spring 2023

• Referring students with non-Registrar registration issues

• Responding to students registration questions

• Understanding priority registration

Only the department can override the following registration errors:

• Missing Prerequisite

• Department approval

• Instructor Approval

• Class Restriction

• Level Restriction

• Student Attribute Restriction

• College Restriction

• Degree Restriction

• Field of Study Restriction

Max Credit hour issue: student needs to contact advisor 

Banner Screens to diagnose registration issues

• SGASTDN

  • Student Curricula screen. This is a GREAT screen for information on the student, their active/inactive status, the program and degree and major they are enrolled in by semester

• SFASTCA

  • Student registration history, by term. This screen will show all registration attempts for a particular student for all CRNs and the outcome of each attempt by term.