GLOSSARY
College - One of the five schools at Rensselaer: Architecture, Engineering,
Humanities, Arts and Social Sciences, Management and Technology, and Science , as
well as Information Technology.
CRN - A five digit code number given to all courses as a unique identifier. For
example, a CRN for MANE 4750 Combustion Systems section 01 for the Fall 2010
(201009) term might be 40655.
Full-time /Part-time - Student’s indication, upon arrival at Rensselaer, about how they
plan to study, regardless of how many credits they actually register for.
Polytechnic Institute
Office of the Registrar
110 Eighth Street
Troy, New York 12180
Major - The curriculum a student has chosen. For example, Communication and
Rhetoric (CMRT).
Non-person - A vendor associated with Rensselaer.
Person - Any individual, employee, or potential student associated with Rensselaer.
Student - An individual who has a general student record.
Subject - A four letter code representing a department or course subject. For example,
MATH. For particular courses, this is paired with a four digit code like 1100 and
usually a section number like 01.
Term Code - A six digit code referring to a particular term in Banner. The first four
digits represent the current year (2010) and the last two digits represent the first month
of the particular term you’re interested in. It looks like this:
201005 Summer 2010
201009 Fall 2010
201101 Spring 2011
201002 Hartford Spring 2010
201010 Hartford Fall 2010
201006 Hartford Summer 2010
Banner Quick Reference
for
Academic Departments
NOTICE FROM THE REGISTRAR’S OFFICE
Having direct access to student’s records means having responsibility for proper use of
the information. Everyone who has access is expected to abide by the following
policies regarding student’s records. (Rensselaer reserves the right to update and
change policies as necessary in the future.)
1. Student records information viewed or printed is strictly confidential.
2. The student records information you have access to is restricted for use in your
office and by Rensselaer faculty and staff only. It is not to be released or sold or
otherwise given to students or off campus organizations.
3. Access is determined by your need to know in order to complete your job
responsibilities.
If you have any questions, please contact one of the following in the Registrar’s Office:
Peggy Conroy-Martin, x6621, email: [email protected]
Kim Herkert, x6232 email: [email protected]
Sharon Kunkel, Registrar, x6231, email: [email protected]
Maria Zanotta, x6179, email: [email protected]
Banner web address: http://www.rpi.edu/dept/iacs/support/
Dc1ais/campus/dept/Ais Support/Train_material/Student/BANNER_quickref.doc
RENSSELAER POLICY FOR RELEASE OF STUDENT INFORMATION
It is the policy at Rensselaer to withhold directory information to individuals or companies who
wish to solicit our students. Otherwise, the following information may be provided if the student
has not requested privacy. For these students, a confidentiality flag will be attached to their
academic record and will be visible when their records are accessed through Banner.
Otherwise, the following information can be verified for a student rather than voluntarily given:
student name
address
phone number
date and place of birth
class year
major field of study
academic load
dates of attendance
degrees and honors awarded
other institutions attended prior to Rensselaer
sports and activities
participation in officially recognized organizations
weight and height of athletic team members
employment status within Rensselaer
FORMS
To log in to Banner:
http://www.rpi.edu/dept/iacs/support/
SGASTDN – The following for a student:
Curriculum info, Status (Active, Inactive, etc.), Campus (Troy, Hartford, etc.),
Level (grad/undergrad), Degree, College (Science, Engineering, etc.),
Academic Standing, Advisor, Graduation date (expected), Registration, All
active terms, other miscellaneous information.
SGASTDQ – Summary of a student's general student records.
SPAIDEN – Search for a student’s name or a student’s address.
SFAREGQ – Student’s current schedule.
FERPA REGULATIONS
FERPA, The Family Educational Rights and Privacy Act, administered by
AACRAO, the American Association of Collegiate Registrars and Admissions Officers, has set
enforceable guidelines for releasing academic information about students. Below is a
summarized excerpt of FERPA that everyone is expected to follow.
Under what conditions is prior consent required to disclose information?
(a) The parent or eligible student shall provide a signed and dated written consent before an
educational agency or institution discloses personally identifiable information from the student’s
education records, except as provided in §99.31.
(b) The written consent must: Specify the records that may be disclosed, state the purpose of the
disclosure, and identify the party or class of parties to whom the disclosure may be made.
(c) When a disclosure is made: If a parent or eligible student requests, the educational agency
shall provide a copy of the records disclosed.
Under what conditions is prior consent not required to disclose information?
(a) An educational agency or institution may disclose personally identifiable information from a
student’s educational records without consent if one or more of the following conditions are
met:
(1) The disclosure is to other school officials who have legitimate educational interests.
(2) The disclosure is to officials of another school where the student seeks to enroll.
(3) The disclosure is to authorized representatives of: The Comptroller General of the U.S., The
Secretary, or State and local educational authorities.
SHATERM – Student’s previous classes, term and cum GPAs, grades and
Dean’s List status.
SHATRNS – Transfer Credit detail information for a student.
SHADGMQ  Summary degree information for a student showing graduation
status, degree status and the term the degree was awarded (or is expected).
SHARANK – Summary of a student's rank in class, college and major.
SIAINST- Limited information about a faculty member, includes list of
courses taught by term
SSASECT – Specific information about a class such as enrollment numbers
and spaces available, cross listed info, class locations, and other miscellaneous
information.
SSASECQ – Search for a course number (CRN), course title, and other various
course information.
SOAHOLD  If a student has a hold it will be listed on this form. (Bursar’s
hold, Graduate Services hold, etc.).
SGAADVR – Maintain the student's advisor information.
GOAEMAL– Student's e-mail address(s)
Dc1ais/campus/dept/Ais Support/Train_material/Student/BANNER_quickref.doc