Viewing and maintaining a student's academic standing (SHAINST/SGASTDN/SFAREGS)
- Denise Kidd
- Nicole Westerfield
University-wide academic standing rules are not configured in Banner. Schools use their academic standing rules to manually record academic standing in Banner. All students are in Good Academic Standing unless otherwise noted.
Academic Standing is applied at the end of the term in which the student earned the standing. Use the Banner page SHAINST to enter end of term Academic Standing. The “end of term” standing refers to the term in which the student incurred the academic infraction, not the date in which a decision is made. Before you start entering the dismissal code in SHAINST, make sure the student has no future registration. If there is registration for the dismissed term request that the Registrar’s office deletes the registration.
Terminology
Term (what individual schools call it) | As a result of - | Requires transcript notation | Action for OUR: |
|---|---|---|---|
Separation |
|
|
|
Suspension | Academic integrity/honor board violation, Quality of Work | No |
|
Dismissal | Academic integrity/honor board violation, Quality of Work | Yes |
|
Expulsion | Academic integrity/honor board violation, Student Conduct violation | Yes |
|
Undergraduate Points of contact
Student conduct - Adam Sullivan, Assistant Director | Office of Student Conduct
Academic integrity/honor board - Rachel Champagne
Quality of work - Logan Chapman
Viewing academic standing
Once academic standing is updated in SHAINST, it is viewed in SGASTDN in the Academic and Graduation Status tab and SFAREGS in the Student Term tab.
Understanding Academic Standing codes in SGASTDN/SFAREGS
Academic Standing is effective at the end of a term
Academic Override is effective at the beginning of a term
In SGASTDN/SFAREGS, if Academic Standing Override Term is the same as the Academic Term, the Academic Standing code takes precedence as being the most current status.
Maintaining academic standing
The Office of the Registrar does not enter an academic standing of probation, and probation is not entered in Banner.
Drop all courses if needed
If separation occurs in the middle of the term, drop all courses in SFAREGS.
For academic integrity/honor board violations, NTC provides the last date of academic participation and refund percentage. Enter full withdrawal in SFAWDRL.
Update the academic standing
Academic standing is updated in SHAINST at the end of the term. In the key block, enter the ID and term just completed. Remember, academic standing is recorded for the end of term in which the infraction was incurred. Go.
Choose or type in the Academic Standing status for the end of term. Save.
Update the student status
Update dismissed/expelled students' Student Status to Inactive (SGASTDN) for the term after dismissal/expulsion (first term of dismissal/expulsion).
Banner has a process that inactivates student status due to no enrollment. The job that updates student status from active to inactive due to no enrollment occurs after the last day to add courses in a term.
Waiting for the Banner process to update the Student Status to Inactive would not accurately describe the student status. As an example; a student is dismissed mid-May, and student status would become inactive mid-September.
It is assumed that the student is in good standing unless you enter an academic standing code.
View all academic standing codes by clicking the lookup button on the End of Term Academic Standing field.
Add an advising hold to dismissed students' records
For informational purposes an Academic Advising (AD) hold should be added to the student record. If the student were to contact the Academic Advising Center, the hold will add clarity to the fact that student has been dismissed.
NTC enters a hold on records for academic integrity/honor board separations.
See: https://tulaneregistrar.atlassian.net/wiki/spaces/REGISTRAR/pages/19234819
Academic dismissal and expulsion
There are three types of NTC separations:
Conduct - Director of Student Conduct
Academic integrity/Honor board - Director of Academic Integrity
Quality of Work - Director of Student success.
These separations are noted on the student’s Banner record in one of three ways:
Suspension* – does not go on the transcript
Expulsion – does go on the transcript –
Academic Dismissal* – does go on the transcript
*Note: Suspension for academic misconduct is the same as Academic Dismissal
Academic dismissals and expulsions are entered by the Office of the Registrar.
Expulsion from the university must be approved by the Provost.
If the student is being academically dismissed, we need to know for how many terms, or indefinitely.
Academic dismissal and expulsion codes prohibit registration. Registration can only occur with an overridden academic standing in SGASTDN/SFAREGS.
Academic dismissal and expulsion statuses print on the advising/unofficial transcript and on the official transcript.
NTC academic integrity/honor board
NTC academic integrity/honor board suspensions (we use the term academic dismissal) are entered in SHAINST. (Drop students from their classes, check for advisor hold in SOAHOLD). We make the update in SHAINST if entering prior to the effective term, and we make the update in SGASTDN or SFAREGS if entering during the effective term.
Notification of separation is sent to our office (Nicole - RSS lead, Michelle - RSS processor, Colette - Registrar) via Maxient, which includes the type of separation (Academic Dismissal), semester(s) of separation, whether courses should be dropped.
SHAINST
Enter the ID and term (term prior to the term in which the dismissal is effective, not including summer). Go.
For the term, use the last registered term prior to the term in which the dismissal is effective (not including summer). For example, if the term is effective Fall 2022, use Spring 2022. In our following example, the effective term is Fall 2022, but the student did not attend in Spring 2022, and the last registered term prior to Fall 2022 was Fall 2021.
Enter the End of Term code, which depends on the number of terms of dismissal. Click the Lookup/Search button to see all options. Save.
SHATCMT
Add a comment in SHATCMT.
Enter the ID, Level, and Term (use the same term you used in SHAINST). Use originator LGY5. Go.
In the Transcript Comments by Term tab, enter the following comment “ Newcomb-Tulane College Academic Dismissal: Term Year”. Save.
For multi-semester dismissals, enter the following comment “Newcomb-Tulane College Academic Dismissal: Term Year, Term Year, and Term Year”, etc.
Review the transcript to make sure the data entry is correct.
Add transcript to folder
After confirming the transcript is correct, download the transcript and add it to the Box folder.
https://tulane.box.com/s/kz9owpa83evu36s7qbb3e5o9aw39assd
Quality of work Academic Dismissals
Follow the steps above for NTC academic integrity/honor board to process Quality of Work dismissals. The only difference is that the transcript notation should say “Academic Dismissal: Term Year” as entered in SHATCMT.
See the table below for all dismissal codes in the Academic Standing Code Validation (STVASTD) table.
Reinstatement after dismissal
If registration for the reinstatement term is not open
Reactivate the student - SGASTDN
In the key block enter the ID and term. Go.
Click on the lookup button at the New Term line.
Select Create New Effective Term.
Enter the new term and update the student status to AS (active) and save.
Override the academic standing - SGASTDN
In the Academic Standing and Graduation tab, add an Academic Standing Override code. Use either good standing or probation as the override status.
The term entered in the Academic Status Override Term field is the new term you created in the previous step (the term for which the student is returning).
Save.
If registration for the reinstatement term is open - SFAREGS
In addition to creating a new effective term and overriding the academic standing in SGASTDN, also make the following changes in SFAREGS:
Enter the term of reinstatement and ID. Be sure to enter OVR in the Holds field. Go.
In the Student Term tab, in the Academic Standing field, enter the appropriate code that represents the student’s academic standing.
If both spring and summer registration is open, be sure to enter the new Academic Standing for summer as well.
Remove holds
If the school entered a hold of any kind for these separations, the schools are responsible for ending these holds for academic integrity/honor board separations or other separations for the university.
Summary and notes
Make sure student does not have registration in the dismissed term, if so, the Registrar’s Office needs to delete.
Academic Standing-Entered in SHAINST, at the end of the term in which it occurred.
Academic Standing displays in SGASTDN, Academic Standing and Graduation Tab.
Students with the Academic Status of Dismissal in SHAINST should have an inactive student status in SGASTDN for the term in which dismissal begins.
Schools should enter dean hold in SOAHOLD to prevent registration or other on campus activity and for clarity to the fact that the student has been dismissed.
A new effective term should be created in SGASTDN for the returning term.
In SGASTDN student status should be active for the returning term.
The Academic Standing Override is entered in SGASTDN for the new effective term, which is the returning term.
Once the administrator updates the student status to active, and enters the Academic Standing Override status, the student will then get a time ticket and can register.
It is up to the Schools to establish a process for readmitting (activating) dismissed students. Readmission is usually triggered by student request.
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ID numbers should never be released via ticket, phone, or email. Students can access their ID numbers via Gibson. Students needing ID numbers for transcript orders can enter their SSN or 9 0's in the ID number field.