Advising with Banner and the Degree Audit System
Eastern Illinois University
Office of Academic Affairs
August 10, 2009
Advising with Banner and the Degree Audit System
An Advisor Training Guide
Fall 2009**
Part One: Getting Started
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How do I access Self-Service Banner (SSB)?
How do I use Self-Service Banner?
How do I access Internet Native Banner (INB)?
How do I use Internet Native Banner?
When should I use Self-Service Banner and when should I use Internet Native Banner?
How do I move between Internet Native Banner and Self-Service Banner?
Who can help me if I have trouble accessing Banner?
How do I identify my advisees?
If my advisee list is incorrect, what should I do?
How do I find my student’s E number?
Where does my student get a Net ID and password?
Where does my student get an alternate PIN?
What system codes should I become acquainted with?
o Banner Form Codes
o College Codes
o Course Status Registration Codes
o Degree Audit Codes
o Hold Codes
o Major, minor, and concentration codes
o Student Type Codes
o Term codes
o Year/Term Codes
o Transfer Course Flag Codes
Part Two: Finding the Information You Need
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In Banner and/or the Degree Audit System, how do I find. . .
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Overview
Academic Standing and GPA
Coursework and Grades
Electronic Writing Portfolio Submissions
Foreign Language Completed in High School
High school GPA and Rank
High School Subject Deficiencies
Holds
In October 2009, EIU will upgrade both Banner and DARs. This may necessitate the revision of this guide.
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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o Hours
o Major, Concentration, and Minor
o Teacher Education Progress
o Test scores
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What’s rePortal and what information can I find there?
Part Three: Answering Students’ Questions. . .
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About Registration
o Can my student access course descriptions from Banner?
o How will my student know which courses are available to register for?
o How does my student register for courses?
o What special registration instructions should athletes and honors students follow?
o What regulations does Banner enforce during the registration process?
o Will Banner consider in-progress courses when determining a native student’s class
level?
o If my student withdraws from a class, will this affect his ability to register?
o My student has earned 80 hours. Why can’t she register for a senior seminar?
o What if my student has not met course prerequisites?
o How does my student wait-list a course?
o How do I know what my student has registered for?
o How can I see all of the courses for which all of my advisees are registered?
o What do those registration course status codes mean?
o How does my student drop a class?
o Why does Banner keep asking my student to verify her address?
o What else can my student do through PAWS?
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About Banner Curriculum
o What should my student do if she needs to change or add a major, minor, or
concentration, or change her catalog year?
o When and how should my student apply for graduation?
o Should my student reapply for graduation?
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About Academic Progress
o How can I easily review my advisees’ academic progress?
o Can I run an audit for a major other than the one my student has declared?
o What additional information is provided on a teacher education audit?
o Where can I get more information about how to run and understand a degree audit?
o My student repeated a non-repeatable course in which she already has earned a C or
better. What should I do?
o Why does the student transcript include a message that says “Term GPA may not
include all grades for a term?”
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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Part Four: Advising Undergraduates with Transfer Coursework
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Preparing my Transfer Student to Register for Courses
o Are in-progress transfer courses used to determine a transfer student’s class level or to
satisfy prerequisites?
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Running and Reading a Transfer Evaluation Audit
o How is my transfer student’s work evaluated?
o Should I run a regular degree audit or the TRANS EVAL audit to view my student’s
transfer course articulations?
o How do I read a transfer evaluation audit?
o If my student has advanced placement, proficiency, or other exam credit, will it be
included in the transfer audit?
o What are those “0000” courses?
o How do I read the legend on the transfer evaluation audit?
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Understanding Course Equivalencies
o Where can I find a list of transfer course equivalencies?
o How can I identify alternate equivalents to transfer courses?
o What do the course flags on the equivalency lists mean?
o If the audit does not count a transfer course as being equivalent to one of EIU’s general
education courses even though it counts as general education at the transfer institution,
what should I do?
Part Five: Additional Resources
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Websites
Contacts
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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Advising with Banner and the Degree Audit System
Fall 2009
Part One: Getting Started
How do I access Self-Service Banner (SSB)?
First, you must have security access to get into Banner. If you do not, or if you need to request access to
additional portions of Banner, fill out the form at http://www.eiu.edu/~eise/pdf/BanReg.pdf. (Directions are
available at http://www.eiu.edu/~eise/Directions%20for%20Employees%20-%20Student.pdf.)
PC Users: Banner works best if you access it from Internet Explorer.
Go to EIU’s home page, select “PAWS” from the “Faculty & Staff” section of the page, and select
“Employee/Faculty Log In to PAWS System” from the page that appears. Or go directly to the log-in page at
https://syserp11.eiu.edu:9093/pls/PROD/twbkwbis.P_WWWLogin.
Enter your EIU Net ID and Password (what you use to sign on to your computer and email). Click the log-in
button. You will then be able to select the links leading to the information you need, including a student’s
address, phone number, email address, class schedule, transcript, test scores, holds, and degree audits.
How do I use Self-Service Banner?†
First, you must have security access to get into Banner. If you do not, or if you need to request access to
additional portions of Banner, fill out the form at http://www.eiu.edu/~eise/pdf/BanReg.pdf. (Directions are
available at http://www.eiu.edu/~eise/Directions%20for%20Employees%20-%20Student.pdf.)
For a nicely detailed description of what’s available in SSB, visit
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/SSB-Advisortraining.pdf.
For the index to documentation pertinent to using SSB, go to
http://www.eiu.edu/~records/bannerstudentmodule.php. (Note: You must enter your user name and password
to access this site.)
Here you will find information on:
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Accessing the class roster
Registering for classes
Viewing seat counts for a course
Waitlisting a course‡
Using the Faculty Detail Schedule
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You will have full access only to students who are your advisees or whom are enrolled in your class. You may obtain information
about other students by entering their E#.
‡
Be sure to select “submit” when you are asked if you want to waitlist. If you are not given the option to waitlist a course, enter the
Course Registration Number (CRN#) in the box to determine whether waitlisting this particular course is possible.
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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How do I access Internet Native Banner (INB)?
Again, you must have security access to get into Banner. If you do not, or if you need to request access to
additional portions of Banner, fill out the form at http://www.eiu.edu/~eise/pdf/BanReg.pdf. (Directions are
available at http://www.eiu.edu/~eise/Directions%20for%20Employees%20-%20Student.pdf.)
Banner works best if you access it from Internet Explorer.
Go to http://syserp10.eiu.edu:7778/forms/frmservlet?config=prod. Once a dialog box appears, enter your EIU
Net ID and Password (what you use to sign on to your computer and email) and click the “Connect” button.
How do I use Internet Native Banner?
In INB, you must know the names of the forms you want to access. The most common ones are:
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SFAREGS: View a student’s registration log (adds, drops, withdrawals)
SGASTDN: View a student’s residence, class, major
SHATERM: View a student’s GPA and course history
SOATEST: View a student’s test scores (ACT, EWP, teacher education, etc.). Note: SHATCMT
provides more detailed EWP information.
SZADARQ: Run a degree audit.
SZADARO: View a degree audit.
You then enter the form’s name in the “Go To” box on the main menu:
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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A list of the Internet Native Banner forms is available in “What Banner codes should I become acquainted
with?”, included below, and online at http://www.eiu.edu/~records/BannerStudentDocumentation/INBNavigationCodes.pdf.
A document describing how to navigate Banner INB is available at
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-StudentGeneralNavig.pdf.
For the index to documentation pertinent to using INB, go to
http://www.eiu.edu/~records/bannerstudentmodule.php. (Note: You must enter your user name and
password to access this site.)
Here you will find information on:
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Locating a student’s E number
Locating the Alternate PIN
Registering priority students
Managing waitlists
Querying the class schedule
Viewing the General Student Record
Accessing and printing a student’s schedule
Accessing and printing the class roster
Accessing the catalog
Placing and removing holds
Locating a student’s GPA and course history
Understanding hot keys
When should I use Self-Service Banner and when should I use Internet Native
Banner (INB)?
In general, those who review student records use SSB, while those who create these records use INB. All of
the information in SSB is available in INB but not vice versa. However, SSB is easier to navigate because it is
link and tab based.
So if possible, use SSB.
How do I move between INB and SSB?
Open a separate Internet Explorer browser window for INB and SSB and then toggle between the two as
necessary.
Who can help me if I have trouble accessing Banner?
See if the technical FAQ at http://www.eiu.edu/~eise/faq.php answers your question. If you have a question
about the Information Access Form or your level of access, contact Cathy Ashmore at 581-7604 or
[email protected]. Otherwise, call the Help Desk at 581-4357 to request assistance.
How do I identify my advisees?
In SSB, select “Advisee Listing” from the “Faculty Services” tab:
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Advising with Banner and the Degree Audit System
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Select the appropriate term and “Submit,” and the list of your advisees—along with their alternate PINs-- will
appear.
In Internet Native Banner, you also may use SGAADVR to identify other students’ advisors.
For more information, see http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/SSBAdvisortraining.pdf.
If my advisee list is incorrect, what should I do?
Contact Jennifer Porter in the Office of the Registrar (581-3831 or [email protected]).
How do I find my student’s E number?
You may search for E numbers in both Banner Self-Service (SSB) and Internet Native Banner (INB).
SSB
Log in at https://syserp11.eiu.edu:9093/pls/PROD/twbkwbis.P_WWWLogin.
Select “Student Information Menu” from the “Faculty Services” tab. Then click on “ID Selection.”
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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Select a term and then click “Submit.” Then enter the student’s name on the form that appears:
The student’s name and E number will appear in a drop-down list. (Entering only a last name will result in a
much longer list, but it still works.)
INB
Log in at http://sysssb01.eiu.edu:9093/forms/frmservlet?config=prod. Type “SPAIDEN” in the “Go To” box in
Internet Native Banner. Click the arrow at the end of the “ID” field, and from the box that appears, select
“Person Search”:
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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On the form that appears, type the student’s last name and first name. [If you don’t know the first name, you
can search by last name only, but you will reduce the resulting list if you enter at least the first initial of the first
name followed by the percent sign (e.g., M%).]
Click on the “Execute” icon on the toolbar (the “drum” between ? and
X).
Double click on the name of the appropriate student, and the E number (and other information) will appear.
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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For more information on accessing E numbers, see
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-StudentQuery--SPAIDEN.pdf.
Where does my student get a Net ID and password?
EIU provides new students with E numbers when they apply; their PIN numbers are their birthdays
(MMDDYY). To obtain their Net ID and password, they are directed to access PAWS at
https://sysssb01.eiu.edu:9093/pls/PROD/twbkwbis.P_GenMenu?name=homepage and select “Check your
admission status.” Once they log in using their E# and PIN, they will find their NET ID and password on their
admission summary. (They are told they should then change this password.) If your student does not know his
Net ID, he may search the EIU phonebook on Eastern's home page. (The ID is the last line of the entry, in the
format of first initial, middle initial, last name.) He also may call the Help Desk at 217-581-HELP (4357).
For more information on IDs and passwords, see http://www.eiu.edu/paws/prob_banner.php.
Where does my student get an alternate PIN?
From you! You may access alternate PINs from both Banner Self-Service (SSB) and Internet Native Banner
(INB).
SSB
Alternate PINs appear on the advisee listing. See “How do I identify my advisees?”
INB
Log in at http://sysinb01.eiu.edu:7778/forms/frmservlet?config=prod. Type SPAAPIN in the “Go To” box and
press “enter.” Type the appropriate term code (e.g., 200890 for Fall 2008) and the student’s name or E
number. Once you click the “Next Block” icon on the toolbar, the alternate pin will be displayed.
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Advising with Banner and the Degree Audit System
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For more information on finding alternate PINs, see
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-AlternatePIN.pdf.
What system codes should I become acquainted with?
Banner Form Query Codes
SFAMASS
Use to get a “condensed course roster list” (like SCHD) of all students registered (RE), registered web (RW),
and wait listed (WL). Or do a Query to isolate: Execute ‘Query’ Code Box (for example, enter query RE or R %
to just get registered students.
SFARHST
Registration history without regard for term in which registration took place (like DTR). Latest courses listed at
top.
SFAREGQ
Student class schedule with meeting times, buildings, rooms
SFAREGS
Registration schedule (shows registration codes)/change major/list curricula for major and catalog year. To do
a name search, fill in term, last name, enter. Hit down arrow in “search results.” (Use SFASTCA if you want
the complete history.)
SFASLST
View class roster, wait list
SFASTCA
Registration log of historical activity-- when, how, who registered the student. To “Roll In” Wait-Listed Student:
in the status box, change WL to RE.
SFRSCHD
Print Schedule (insert record; address selection: Today’s Date; “T” – today’s date – Print Schedule Type “Y”;
Print Instructor Method “Y”).
SGAADVR
Shows student’s advisor name. Let Office of the Registrar know if advisor needs added or changed.
SGASTDN
Residence, class, major (like smo1 & smo2)
To check a student’s cohort status (EIU4, Gateway, Honors, TRIO, or Boost Program):
• Fill in the E-number
• Click “Options” on the top left
• In the “Options” drop down box select “Student Cohorts and Attributes”
• Make sure the current term is the “Term” box then click “Next Block”
• The “Description” box will tell you when the student was admitted to the program if she/she currently is
active in this cohort.
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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Notes:
• Past members of cohort groups who have become ineligible are not listed. For information on such
students, please contact the particular program’s office.
• Applicants are not entered until approved by their advisor and department chair.
• Changes to EIU4 eligibility should only be made by the EIU4 Coordinator.
SHADEGR
Application for graduation
SHADGMQ
Shows degree summary information
SHATCMT
Provides comments on students’ completion of requirements including the EWP.
SHATERM
GPA, Term Sequence, Course History. (Make sure course level box shows Undergrad/fill in the start term/use
“options” for term GPA and course detail, or choose current academic standing for term and CGPA and credit
hrs.).
SHATRNS
Transfer credits
SHACRSE
Credit Hours, list of EIU courses taken (leave term blank – Repeat – I=included GPA; E- excluded
SOADDRQ
Address summary
SOAHOLD
Hold details, also view in the advisee listing, a column for “holds”
SOAHSCH
High school GPA
SOAPCOL
College attended, % put in to truncate the search (for example, Student name search Dawson DO%)
SOATEST
ACT scores, EWP, teacher ed. progress (like F12)
SOAIDEN
Person search
SPAAPIN
Alternate PIN
SPAPERS
Birth date, citizenship, ethnicity, etc.
SPAEMRG
Emergency contact
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Advising with Banner and the Degree Audit System
VPAA Office / EIU / Fall 2009
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SPAIDEN
General Person Identification Screen
Options:
• All Learner Curricula
• IDs, Names and Addresses (SPAIDEN)
• Email Addresses (GOAEMAL)
• Mail Submission
• Sources, Outside Interests and Comments
• Student Mail (SUAMAIL)
• Bio/Demo Information (SPAPERS)
• Person Comment (SPACMNT)
• Student Holds (SOAHOLD)
• Test Information (SOATEST)
• High School Information (SOAHSCH)
• Prior Collect Information (SOAPCOL)
• Guardian Information (SOAFOLK)
• Citizenship and Visa Information (GOAINTL)
• Summary Student Information (SGASTDQ)
• Telephones (SPATELE)
SSASECT
Section details on a course (like the ‘look up classes in self service Banner, and OLCO, OLCC, OLCM). Fill in
yr/term, click CRN field, isolate a subject in pull-down subj. box, click execute query.
SZADARQ
Degree audit request
SZADARO
Degree audit view
College Codes
00
02
03
04
05
07
08
09
10
11
99
No College Designated
College of Sciences
Lumpkin College of Business and Applied Sciences
College of Education and Professional Studies
College of Arts and Humanities
Interdisciplinary
Continuing Education
Graduate School
Honors
Center for Academic Support and Achievement
Not used in standing
Course Status Registration Codes
AU
DD
DR
DT
DW
Audit
Drop/delete
Dropped registration
Drop from term
Drop web
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RE
RW
WL
WO
WW
Registered
Registered web
Wait listed
Withdrawal office
Withdrawal web
Degree Audit Codes
>D
DPROG
IP
NO
OK
>P
>R
-R
>RG
(R)
>RP
>S
>T
>TV
>X
+
>-
Duplicate Course (identifies an illegal repeat)
Degree program abbreviation, like BSB-ACC
In Progress Course
Requirement Not Met
Requirement Met
Passing Grade (transfer course)
Repeatable Course (identifies a course that may be repeated regardless of the grade earned)
Sub-requirement Required
Registered Course
Required Course
Repeated Course
Split Course (credits split among courses when they over-satisfy a requirement)
Transfer Course
Averaged Transfer Grade (when two transfer courses equate to one EIU course)
No Credit
Sub-requirement Complete
Sub-requirement Not Complete
Credit Reduced (as from a deficit in the transfer GPA)
Hold Codes
A1
A2
A3
A6
AH
B1
C1
C2
F1
G1
H1
H2
H3
I1
I6
J1, J6
L1
M1
N1
N6
P1
P2
P3
P6
Responsible Office
Admissions
Athletics
Academic Success Center
Art
For Records Use Only
Student Accounts
Continuing Education
Counseling Center
Financial Aid
Graduate School
Health Services
Housing
Health Studies
International Programs
Intramurals
Judicial Affairs
Loans
Minority Affairs
NDSL - Business Office
NDSL (EXIT)
EWP
Student Record-PIDMx2
EWP 105
Physical Education
Contact
2223
2106
6696
3410
3831
6446
5114
3413
3713
2220
3013
5111
5761
2321
7475
3827
3713
6690
6446
6446
8384
3831
8384
2215
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Advising with Banner and the Degree Audit System
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P7
Q1
R1, R6
R3
R7
S6
T1
T2
U1
W1
W2
X1
Psychology
2127
BGS Course Requirement
5114
Records
3831
Registration – Deceased Student
3831
ROTC
5944
Special Education
5315
Telecom
5951
Textbook Rental
3626
University Union
5122
Academic Testing
5986
CASA
6056
Office of the Registrar
3831
Note: A student with an X1 hold should not be on campus without special permission.
Major, Minor, and Concentration Codes
For a list of major, minor, and concentration codes used in Banner, see
http://www.eiu.edu/~acaffair/DARS/stvmajr.pdf.
Student Status Codes (Used in SGASTDN)
AS means “active student.” (Even students who have graduated may be AS until they have been certified and
their records updated.)
IG means “inactive due to graduation.”
IS means “inactive.”
Student Type Codes (Used in SGASTDN)
C
D
I
N
O
R
S
T
U
X
Continuing
Dual Admit (community college and EIU)
National Student Exchange (Incoming)
First-Time Freshman
National Student Exchange (Outgoing)
Returning Undergraduate
Final Semester Senior (who has applied to EIU’s Graduate School)
Transfer from Community College
Transfer from Four-year College
Guest Student
Term Codes
30
Spring
60
Summer
90
Fall
Year/Term Codes
200830
200960
201090
Spring 2008
Summer 2009
Fall 2010
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Transfer Course Flags
ACT
ASA
CBS
CFA
CFC
CFL
CHB
CLG
CLN
CPL
CPS
CQR
CSI
CUS
CWB
D
ENS
EXM
FLG
GBS
GFA
GHU
GLG
GMA
GPD
GPS
GSB
HS
IBS
IFA
IHU
ILG
IMA
IPS
ISB
LAB
LOW
ME
NLB
NUD
NTC
N/W
OTH
PRFFLAG
UOVFLAG
UPP
PE activity course
Hours to Honor AA/AS Degree
Integrated Core Biological Sciences
Integrated Core Fine Arts
Integrated Core Foundations of Civilization
Integrated Core Foreign Language
Integrated Core Human Behavior
Integrated Core Language
Includes Clinical Hours
Integrated Core Philosophy and Literature
Integrated Core Physical Sciences
Integrated Core Quantitative Reasoning
Integrated Core Social Interaction
Integrated Core US Constitution
Integrated Core Well-Being
Diversity Course
Music Ensemble
Credit by Exam
Foreign Language
GE Biological Sciences
GE Fine Arts
GE Humanities
GE Language
GE Mathematics
Grade Point Deficit
GE Physical Sciences
GE Social and Behavioral Sciences
A course taken in high school
GE/IAI Biological Sciences
GE/IAI Fine Arts
GE/IAI Humanities
GE/IAI Language
GE/IAI Mathematics
GE/IAI Physical Sciences
GE/IAI Social and Behavioral Sciences
Science Lab Included
Lower-Division Credit Only
Multiple Equivalents (a transfer course that has more than one EIU equivalent)
No Science Lab Included
No Upper-Division Credit
No Transfer Credit
Nonwestern
Other
Proficiency
Unauthorized overload
Upper-Division Credit
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Part Two: Finding the Information You Need
REMEMBER
To use Banner SSB or INB, review the information available in “Getting Started” (above).
• If you are going to use SSB, log in at https://sysssb01.eiu.edu:9093/pls/PROD/twbkwbis.P_WWWLogin.
• If you are going to use INB, log in at http://sysinb01.eiu.edu:7778/forms/frmservlet?config=prod.
Overview
Most information pertinent to students’ academic history is available both in Self-Service Banner and in Internet
Native Banner. If you need information about a single student, it may be simplest to use SSB. If you need a
particular item for several students, it may be simplest to use INB.
Two documents in SSB contain most of the information you will need: The Student Academic Transcript and
the Degree Audit. The transcript offers semester-by-semester details of the student’s courses, grades, hours,
and GPA. The degree audit provides the same information but does so in the context of identifying the
university, major, concentration, and minor requirements the student has met/still needs to meet.
Access the transcript from the “Faculty Services” tab:
(See a sample Academic Transcript at http://www.eiu.edu/~acaffair/DARS/AcademicTranscript.doc.)
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Access the degree audit from the “Advisor Menu” on the “Faculty Services” tab:
For information on running a degree audit, see http://www.eiu.edu/~acaffair/dars/advisor.php. See a sample
annotated Degree Audit at http://www.eiu.edu/~acaffair/DARS/interpaudit.php.
Where do I find my student’s . . .
Academic Standing and GPA
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In SSB, the transcript provides the student’s standing and GPA term-by-term; the degree audit provides
only the student’s current standing and GPA.
In INB, term-by-term standing and GPA also are available in SHATERM.
Coursework and Grades
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For completed and in-progress EIU coursework, as well as completed transfer coursework, see the
transcript or degree audit (SSB).
For completed coursework only, see SHATERM (INB). Completed EIU coursework also is available in
SHACRSE. (See http://www.eiu.edu/~records/BannerStudentDocumentation/INB-SHATERMSHACRSE.pdf for instructions on locating coursework and GPA in SHATERM and SHACRSE.) Completed
transfer coursework also is available in SHATRNS.
The student’s current and former schedules (minus grades) also are available in SSB. Select “Student
Schedule” from the “Student Information” section of the “Faculty Services” tab.
Electronic Writing Portfolio Submissions
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Select “View Test Scores” from the “Faculty Services” tab, or see the transcript or degree audit (SSB).
In INB, see SOATEST.
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Foreign Language Completed in High School
•
•
Select “View Test Scores” from the “Faculty Services” tab (see illustration above), or see the transcript or
degree audit (SSB).
In INB, look for the code “HSFL” in SOATEST. A score of 100=exempt; 200=not exempt.
High School GPA and Rank
•
High school GPA and rank are available from SOAHSCH in Internet Native Banner.
High School Subject Deficiencies*
•
•
In SSB or INB, deficiencies appear near the top of the degree audit.
In INB SOAHSCH, deficiencies are identified by subject but also by the number of years the student is
deficient in that subject. SOAHSCH also indicates when deficiencies are removed.
* EIU requires
College-Preparatory English: Four years of English, emphasizing composition, grammar, and literature. As much as one year of
the requirement may be satisfied by two semesters in any combination of drama, debate, public speaking, or journalism.
College-Preparatory Mathematics: Three years of mathematics, including algebra, geometry, advanced mathematics, or
computer programming.
College-Preparatory Science: Three years of natural sciences (biological and physical), with significant laboratory experiences.
College-Preparatory Social Studies: Three years of social studies, including one year of United States history and/or government.
Electives: Two years of academic or vocational electives.
Holds*
•
•
Select “View Holds” from the “Faculty Services” tab (SSB).
In INB, see SOAHOLD.
* See the key to hold codes on page 14 of this document or online at http://www.eiu.edu/~caneiu/holds.doc.
Hours
•
For attempted, passed, earned, and GPA hours, see the transcript (SSB) or SHATERM (INB). (See
http://www.eiu.edu/~records/BannerStudentDocumentation/INB-SHATERM-SHACRSE.pdf for instructions
on locating coursework and GPA in SHATERM and SHACRSE.)
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•
For total hours (which exclude excess hours in music ensemble and physical education activity courses),
see the degree audit (SSB or INB).
Major, Concentration, and Minor
•
•
The student’s major, concentration, and minor are listed at the top of the degree audit and are available
from the “Student Information” section of the “Faculty Services” tab (SSB).
This information also is available from SGASTDN (INB). (See
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-SGASTDN.pdf for information on using
and understanding SGASTDN.)
Teacher Education Progress
•
•
In INB, see SOATEST.
Select “View Test Scores” from the “Faculty Services” tab (see illustration above), or see the transcript or
degree audit (SSB).
Test scores (ACT, Teacher Education, Honors, EWP, Foreign Language, etc.)
•
•
Select “View Test Scores” from the “Faculty Services” tab (see illustration above), or see the transcript or
degree audit (SSB).
In INB, see SOATEST.
What’s ‘rePortal’ and what will I find there?
rePortal is an online report library available at http://reportal/reports.aspx. In rePortal, you may review, print,
and save reports as PDF files. You also may export them to Excel, Word, or Rich Text so that you can
manipulate the information they contain.
Some of the reports you will need are grouped together in the “Academic Advising” folder. These include:
•
•
•
•
Grade Sheets that provide an at-a-glance look at students’ academic progress in a specific term.
The Course Deficiency Report, which details students’ high school subject deficiencies and foreign
language.
Transfer Rules, which show how courses at other institutions articulate to EIU courses.
The Seats Remaining report, which details enrollment section-by-section so that you can find open
seats easily.
You also may find useful reports in other folders. For example, the “Department Chairs” folder includes listings
of students who have applied/been certified for graduation and reports of students by major and minor. If you
need information to which you do not have access, contact your department chair for assistance.
•
For information on running and exporting reports in rePortal, see
http://www.eiu.edu/~acaffair/DARS/ReportalRunningReports.doc
•
For information on running the Students-by-Major report, see
http://www.eiu.edu/~acaffair/DARS/ReportalDocumentationStudentsbyMajor.doc.
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Part Three: Answering Students’ Questions About. . .
Registering in Banner
REMEMBER
Students access Banner via PAWS (Panther Access to Web Services), available from the informational
page at http://www.eiu.edu/paws/index.php.
Advisors access Banner in one of two ways:
• If you are going to use SSB, log in at https://sysssb01.eiu.edu:9093/pls/PROD/twbkwbis.P_WWWLogin.
• If you are going to use INB, log in at http://sysinb01.eiu.edu:7778/forms/frmservlet?config=prod.
•
Can my student access course descriptions from Banner?
Yes. Students may search for course descriptions by going to
https://sysssb01.eiu.edu:9093/pls/PROD/bwckctlg.p_disp_dyn_ctlg, or by clicking on “View Catalog
Entry” in the class schedule listing. (See the image above.)
•
How will my student know which courses are available to register for?
Students may go to https://sysssb01.eiu.edu:9093/pls/PROD/bwckschd.p_disp_dyn_sched and search
for courses by term, instructor, instructional method, time, etc. (They also may search for courses from
within PAWS by selecting “Look Up Classes” from the “Student” tab.) In the “Class Schedule Listing”
that is returned—
--they can then click on the underlined title of the course. This will open another screen that identifies
the number of seats still available (if any are):
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As an advisor, you may prefer to review the overall “Seats Remaining” report available in rePortal at
http://reportal/reports.aspx. (See “What’s rePortal?”, above.)
•
How does my student register for courses?
Students should access PAWS at
https://sysssb01.eiu.edu:9093/pls/PROD/twbkwbis.P_GenMenu?name=homepage. Keep in mind that
students must see their advisor before registering, and that they register according to a class level
schedule available at http://www.eiu.edu/~registra/steps.html.
•
What special registration instructions should athletes and honors students follow?
Both athletes and honors students are provided with priority registration, which is done by the
appropriate advisor. Honors students should follow the directions available on the Honors website at
http://www.eiu.edu/~honors/honors_reginstruct.php.
(Individuals responsible for priority registering students will find instructions at
http://www.eiu.edu/~records/BannerStudentDocumentation/INB-PriorityReg.pdf.)
•
What regulations does Banner enforce during the registration process?
Level:
o Undergraduates may not enroll in graduate courses without special approval from the Graduate
School.
Class:
o Freshmen may not enroll in courses numbered 3000 and above, and sophomores may not
enroll in courses numbered 4000 and above. Students with a legitimate need for such a course
should contact the appropriate department chair person.
o In addition, some course descriptions call for the course to be open only to certain classes, such
as juniors and/or seniors.
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Major:
o Non-majors may not enroll in courses specifically designated for majors.
Prerequisites:
o Banner will not allow students to register for courses whose prerequisites have been activated
unless they have successfully completed those prerequisite courses (or are currently enrolled in
them) and/or test scores. (NB: 1)Banner does look for transfer equivalents to EIU courses. 2)
Banner does not “remove” a student from a course if she does not earn an appropriate grade in
a prerequisite course she was enrolled in at the time of registration.)
Readmission Status:
o Banner checks for students’ readmission status. If it does not locate the appropriate indicator, it
will prevent them from registering. It also will prevent students who had previously registered
from updating their schedules.
If you are contacted by an undergraduate student who received the error message “Student has
not enrolled since re-admit term,” please refer her to the Office of the Registrar.
•
Will Banner consider in-progress courses when determining a native student’s class level?
Yes. For registration purposes, students’ class level includes both attempted and in-progress courses.
That means that if a student has attempted 45 hours and is currently attempting 15 hours, Banner
considers him to have 60 hours and allows him to register with the juniors and to enroll in courses open
to juniors.
•
If my student withdraws from a class, will this affect his ability to register?
It may. If a student who was able to register at one class level subsequently withdrew from a course for
the current term and is dropped to a lower class level, the courses she/he has registered for will remain
on the schedule, but the student will not be allowed to drop or add classes until the registration period
for the lower level class begins.
•
My student has earned 80 hours. Why can’t she register for a senior seminar?
EIU’s policy states that students must have completed 75 hours to enroll in a senior seminar. However,
Banner enforces registration by level, not hours. While it can restrict enrollment to freshmen,
sophomores, juniors, and seniors, it cannot restrict enrollment to juniors-and-a-half.
For that reason—but also to help manage enrollment in the senior seminars—the senior seminars are
restricted to seniors. This means that students with 90 or more hours (i.e., those with the most
pressing need for a senior seminar) automatically can enroll in a course so long as it is outside their
major. Students with 75-89 hours and a legitimate need to enroll in the senior seminar should contact
the appropriate department chairperson to see if a seat may be made available.
•
What if my student has not met course prerequisites?
The short answer is, then she should not enroll in the course. And if that course’s prerequisites have
been built in Banner, she will not be able to.
Many course prerequisites have been activated in Banner. However, even if a course’s prerequisites
have not been activated, the student still is responsible for completing them. As a result, departments
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must continue to review enrollments and remove students who are inappropriately registered. Or they
may elect to put zero seats in courses and add approved students one by one.
•
How does my student wait-list a course?
Detailed directions are available at http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/SSBWaitlisting.pdf. Basically, the student adds the course registration number (CRN) of the closed course
to his registration worksheet. Once he submits this “change,” subsequent screens will notify him that
the course’s status is closed and that he has waitlisted it.
Please remind students that while wait-listing a class will cause that time-frame to be reserved in their
schedules and will add the credit hours to their total hours scheduled, wait-listing does not guarantee
their registration in that class. If no seat becomes available, they may appeal to the chair of the
department offering the course. (EIU4 students may seek special assistance from the EIU4
Coordinator.)
•
How do I know what my student has registered for?
SSB
Select “Student Information” from the “Faculty Services” tab. After identifying the appropriate term and
the student’s E number, select “Student Schedule” or “Active Registrations”:
INB
Detailed directions for accessing your advisees’ schedules from SFAREGQ in Internet Native Banner
are available at http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-PrintScheduleSFAREGQ.pdf. If you prefer to take a shortcut, enter SFARHST in the “Go To” box. Type the
student’s E number in the ID box and click the “Next Block” arrow on the toolbar (it is beneath
“Query”). The page will display the student’s complete registration history:
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•
How can I see all of the courses for which all of my advisees are registered?
If you would like to view or print a copy of the courses for which your advisees currently are registered,
you may do so by running the Advisor Grade Sheets (see the “Academic Advising” folder in rePortal.)
Once you have opened the report, enter the parameter for the future semester such as Fall Semester
2009 (200990) and your advisor number, and then run the report It will list all of your advisees and the
courses for which they are currently enrolled.
•
What do those registration course status codes mean?
See “Course Status Registration Codes” in Part One, above.
•
How does my student drop a class?
In SSB, the student should select “Registration” from the “Student” tab and then go to the “Add or Drop
Classes” screen. In the “Action” column, he will find a box by each course. Using the drop-down menu,
he should select the “Drop Web” option. Then he should scroll to the bottom of the page and select
“Submit Changes.” The screen will refresh and show that the course was deleted.
•
Why does Banner keep asking my student to verify her address?
Students’ addresses change frequently. Because it is important that we have accurate contact
information, students are asked to verify their addresses each time they enter registration.
•
What else can my student do through PAWS?
o
o
o
o
o
Check grades
Review financial aid status
Review student employee pay information
Get help with Net ID or password
Apply/reapply for graduation
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Navigating Banner Curriculum
•
What should my student do if she needs to change or add a major, minor, or concentration, or
change her catalog year?
Students who have completed fewer than 60 hours should contact Jennifer Porter in the Office of the
Registrar. Those who have completed 60 or more hours should contact their college’s certification
officer.
Directions on how to change records in SGASTDN are available at
http://www.eiu.edu/%7Erecords/BannerStudentDocumentation/INB-CurriculumChange.pdf.
•
When and how should my student apply for graduation?
In PAWS, students apply for graduation by selecting “Apply for Graduation” from the “Student” tab. For
complete instructions, see
http://www.eiu.edu/~acaffair/DARS/ApplicationforGraduationInstructions.doc.
For application for graduation deadlines, see the Academic Calendar at
http://www.eiu.edu/~registra/acacal.html.
•
Should my student reapply for graduation?
Students who already have applied for graduation do not need to reapply unless 1) they know they are
not going to meet requirements at the end of the term for which they applied (even if they will complete
everything in summer); or 2) they need to change their diploma mailing address.
Monitoring academic progress
•
How can I easily review my advisees’ academic progress?
You have several options. To review all of your advisees’ work in one “batch,” run the Advisor Grade
Report in rePortal. (See “What’s rePortal?”, above.) To review an individual student’s work, you may:
o
o
o
Review the student transcript in SSB. (See the overview in “Where do I get the information I
need”, above.)
Review the degree audit in SSB or INB. (Directions are available at
http://www.eiu.edu/~acaffair/DARS/.)
Review SHATERM in INB.
*Advisors with appropriate access may also run batch audits in INB.
•
Can I run an audit for a major other than the one my student has declared?
Yes. You may run a “What-If?” audit to determine how your student’s coursework would apply to some
other major. For details, see http://www.eiu.edu/~acaffair/dars/whatifaudit.php.
•
What additional information is provided on a teacher education audit?
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Audits of teacher education programs and options also detail students’ progress at being
selected/admitted/approved for teacher education.
•
Where can I get more information about how to run and understand a degree audit?
Visit the website at http://www.eiu.edu/~acaffair/DARS/.
•
My student repeated a (non-repeatable) course in which she already had earned a C. What
should I do?
Please contact the Office of the Registrar. Banner does not pick up invalid repeats, so the student’s
GPA will need to be recalculated.
•
Why does the student transcript include a message that says “Term GPA may not include all
grades for a term”?
Eastern’s new repeat policy requires that grades below C be removed from calculations when the
student repeats the course and earns a higher grade. This message alerts users that resulting grade
recalculations make some previous term GPAs appear higher than what they actually were at the time.
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Part Four: Advising Undergraduates with Transfer
Coursework
Preparing My Transfer Student to Register for Courses
•
Are in-progress transfer courses used to determine a transfer student’s class level or to satisfy
prerequisites?
No. Only completed transfer work is considered during the registration process. (If in-progress transfer
hours were entered in Banner, they would be counted inappropriately as earned hours.) Once the student
has had an official transcript sent to Eastern, it will be evaluated, and if prerequisites have been
successfully met, the student may enroll in the course for which the prerequisite course was required.
Running and Reading a Transfer Evaluation Audit
•
How is my student’s transfer work evaluated?
Transfer coursework is evaluated according to rules approved by the appropriate academic department
and built into the degree audit system. Evaluations occur automatically when you run a degree audit or the
transfer evaluation audit. Transfer courses that have never been articulated before will trigger the audits to
report the course as “UNK” (unknown). If you notice a UNK on an audit, contact the Office of the
Registrar.
•
Should I run a regular degree audit or the TRANS EVAL audit to view my student’s transfer course
articulations?
A regular degree audit will show you how your student’s transfer work articulates to EIU’s, but it also will
depict that work (and any other work) in the context of how it applies to general education, major, minor,
residency, and graduation requirements. If you want to see ONLY the transfer course articulations, run the
“What-If?” audit called TRANS EVAL, following the directions available at
http://www.eiu.edu/~acaffair/dars/whatifaudit.php.
•
How do I read a transfer evaluation audit?
An annotated sample appears below:
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Pre par ed
0 3 /18 /08 – 9 :16
Name: Panther, Ur A
Program:
TRAN S EVAL
www .eiu.edu
E1 234 567 8
This is a ‘WHAT IF’ audit
Catalog Year:
Transfer Evaluation
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
OK
Total Hours Earned in Transfer
EARNED: 22.00 HOURS
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
YOUR TRANSFER WORK FROM THE FOLLOWING INSTITUTIONS HAS BEEN EVALUATED:
1) Parkland College
Abbreviated on this report as: PARKLAND
FA06 HUM 0000 3.00
TB
HUM ELECTIVE
PARKLAND: HUM 103
SP07 HIS
2560 3.00
TB
RP
EARLY MOD WORLD
PARKLAND: HIS 101
SP07 BIO
1001G 4.00
TD
PRIN BIOLOGY
PARKLAND: BIO 101
SP07 SOC
2710G 2.00
TD
>PRIN SOCIOLOGY
PARKLAND: SOC 101
2) Lake Land College
Abbreviated on this report as: LAKELAND
FA07 HIS
2560 0.00
TB
>D
EARLY MOD WORLD
LAKELAND: HIS 250
FA07 CHM 1310G 2.00
TB
GENERAL CHEM I
LAKELAND: CHM 150
FA07 CHM 1315G 2.00
TB
GEN CHEM LAB I
LAKELAND: CHM 150
SP08 ENG
0000 0.00
RG
IP
ENG ELECTIVE
LAKELAND: LIT 130
SP08 ECN
2801G 0.00
RG
IP
MACROECONOMICS
LAKELAND: ECO 231
3) CLEP – College Level Examination Program
Abbreviated on the report as: CLEP
FA06 ECN 2802G
3.00
TP
MICROECONOMICS
CLEP: CLEPC19
4) AP – Advanced Placement
Abbreviated on the report as: AP
FA06 PSY 1879G
3.00
TP
PRINCIP PSYCH
AP: AP85
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
OK
T r a n s f e r D e g r e e ( s ) A wa r d e d
+
GECC completed SP2008
Cult Value Eastern World
(Gen Ed N/W and Fine Arts or Humanities)
History Western Civ I
(Gen Ed Humanities or Social Behavioral)
Received 2 of the 3 hours
(GPA Deficit)
No Credit – Repeat of course
(Duplicate Course)
Intro to Literature
(Gen Ed Humanities)
RG = Registered
IP = In Progress
C r e dit Accepted
P = Passing
Credit Accepted
P = Passing
= = = = = = = = = = = = = = =
+
Associate of Science degree completed SP2008
Your General Education requirements have been reduced accordingly.
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
OK
Additional Information Regarding the Evaluation of Your Transfer Work:
Total hours reduced by amount of grade point deficit:
SP07 SOC
2710G 2.00
TD
>PRIN SOCIOLOGY
Received 2 of the 3 hours
PARKLAND: SOC 101
(GPA Deficit)
Courses taken in high school:
FA06 HUM 0000 3.00
TB
HUM ELECTIVE
c o u r s e = Cult Value Eastern World
PARKLAND: HUM 103
(Gen Ed N/W and Fine Arts or Humanities)
= = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =
***** LEGEND *****
>D
Duplicate Course
>T
Transfer Course
>IP
In Progress
>R
Repeatable Course
>X
No Credit
>RG
Registered
>RP
Repeated Course
>Credit Reduced
>P
Passing
>TV
A v e r a g e d G r a d e s If two courses equal one EIU course
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•
If my student has advanced placement, proficiency, or other exam credit, will it be included in the
transfer audit?
Yes. Eastern’s degree audit system articulates and reports AP, proficiency, and exam credit just as it does
transfer courses.
•
What are those “0000” courses?
Courses such as “ENG 0000” are electives. They do not articulate to a specific EIU course.
•
How do I read the legend on the transfer evaluation audit?
See “Degree Audit Codes” in Part One, above.
Understanding Course Equivalencies
•
Where can I find a list of transfer course equivalencies?
See the two rePortal reports on transfer rules in the “Advising” folder at http://reportal/reports.aspx. The
most recent equivalencies also are available from the u.select (formerly CAS, Course Applicability System)
website at https://uic.transfer.org/cas/. Via u.select, advisors and students may review course
equivalencies from Illinois, out-of-state, and some international colleges and universities, as well as running
degree audits-- without going through the PAWs system. Directions on how to use u.select are available at
http://www.eiu.edu/~acaffair/CAS/CASHowto.pdf.
•
How can I identify alternate equivalents to transfer courses?
Some transfer courses equate to multiple equivalents that apply differently depending on the student’s
major, option, or minor.
If a transfer course has multiple equivalents, it will be flagged “ME.” If you run the TRANS EVAL audit, any
transfer courses with the ME flag will appear near the end of the audit. To see what other equivalents are
possible, review the transfer rule report referenced above.
Common multiple equivalents include:
Life Span/Human Development/Child Psychology
ELE 2320
ELE 2321
FCS 1800
FCS 2850
PSY 3515
Statistics/Business Statistics
BUS 2810
MAT 2250G
Mass Communications
CMN 2520
JOU 2001G
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•
What do the course flags on the equivalency lists mean?
Course flags identify special characteristics about courses that help us to understand how to apply them.
These flags include the various “IAI” codes that identify courses that satisfy the state’s General Education
Core Curriculum (GECC) as well as particular majors. The complete list of transfer course flags is
available in Part One.
•
If the audit does not count a transfer course as being equivalent to one of EIU’s general education
courses even though it counted as general education at the transfer institution, what should I do?
Transfer courses can be re-evaluated, especially if transferred from out-of-state or other four-year schools.
Contact the Office of Transfer Relations.
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Part Five: Additional Resources
•
•
•
CAN, the Campus Advising Network, maintains a comprehensive website with forms, waiver/substitution
rules, tutorials and a great deal of other information at http://www.eiu.edu/~caneiu/.
The current EIU Undergraduate Catalog is available online from the EIU homepage or at
http://catalog.eiu.edu/. The catalog website includes a link to a printable version of the catalog.
Advise1 is a list-serv used to update advisors about important changes. To subscribe, email
http://lists.eiu.edu/mailman/listinfo/advise-1.
And when all else fails, you may contact the experts:
Advisee List, Banner Catalog,
SGASTDN changes
Jennifer Porter, Office of the Registrar
[email protected]
581-3831
Banner Access
Sue Harvey, Office of the Registrar
[email protected] 581-3511
Banner Security
Cathy Ashmore, ITS
[email protected] 581-7604
Degree Audit (specifics)
•
•
•
•
•
College Certification Officers:
Arts & Humanities, Betsy Miller
[email protected] 581-5221
Business & Applied Sciences, Mary Hennig
[email protected] 581-6902
Education & Professional Studies, Bonnie Wilson
[email protected] 581-2524
Sciences, Amy Lynch
[email protected]
581-5822
School of Continuing Education, Lori Brewer
[email protected] 581-5618
Degree Audit (general)
Mary Herrington-Perry, VPAA Office
[email protected] 581-2121
Holds
The office that set the hold
rePortal
Sue Harvey, Office of the Registrar
[email protected] 581-3511
System Failure/Service Disruption
ITS Help Desk
581-4357
Transfer Evaluation
Joan Stack, Office of the Registrar
581-3511
[email protected]
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