1 UNDERGRADUATE REENROLLMENT PROCESSING Revised 9/15/2010 Students who have previously attended Kent State University and want to return may be eligible to reenroll by updating their student record information. The following provides information on how to reenroll a student. Page What Prevents Registration 2 Application for Undergraduate Reenrollment 19 Checking the Completion of the Application 21 Personal Explanation Statement 26 Is the Student Eligible to be Reenrolled? 27 Student’s Educational Intention 28 Reenrollment Checking 32 Checking for Holds 32 Checking for Degrees 37 Checking General Learner record 39 Checking the Last Term Enrolled 47 Reenrollment Processing 49 Checking Demographic and Biographic Information 65 Alternate Identification 65 Address Information 66 Permanent Address Update 68 Adding New Permanent Address 70 Biographical Information 72 Citizenship Information 73 Email Address Information 74 Application for Undergraduate Reenrollment was Never Used 76 Application Processed – Student wants Enrolled in Prior Term 77 Reenrollment for Students who are NOT in Banner 78 College Code Definitions 79 Email Received through the Intranet 80
Students who have previously attended Kent State University and want to return may be eligible to reenroll by updating their student record information. The
following provides information on how to reenroll a student.
Page What Prevents Registration 2 Application for Undergraduate Reenrollment 19 Checking the Completion of the Application 21 Personal Explanation Statement 26 Is the Student Eligible to be Reenrolled? 27 Student’s Educational Intention 28 Reenrollment Checking 32 Checking for Holds 32 Checking for Degrees 37 Checking General Learner record 39 Checking the Last Term Enrolled 47 Reenrollment Processing 49 Checking Demographic and Biographic Information 65 Alternate Identification 65 Address Information 66 Permanent Address Update 68 Adding New Permanent Address 70 Biographical Information 72 Citizenship Information 73 Email Address Information 74 Application for Undergraduate Reenrollment was Never Used 76 Application Processed – Student wants Enrolled in Prior Term 77 Reenrollment for Students who are NOT in Banner 78 College Code Definitions 79 Email Received through the Intranet 80
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WHAT PREVENTS REGISTRATION? A. If a student is not in Banner, the student can complete the Application for
Undergraduate Reenrollment form. For those students who are not in Banner, the Application for Undergraduate Reenrollment form and the student’s folder must be forwarded to the Registrar’s Office for processing.
Some students’ names appear in Banner (placed there by Alumni) but they do not have a General Learner record on the SGASTDN form. These reenrollment forms and the student’s folder must also be forwarded to the Registrar’s Office for processing.
*Error*No student record exists for this person, must accept in admissions.
1. Go to SGASTDN
2. Enter the student’s Banner ID number or social security number, whichever has
been supplied on the reenrollment form. 3. Next block
Student’s name is in Banner but has no other information on the SGASTDN form –
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Student is not in Banner –
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B. When a student clicks on the Add and Drop link within FlashLine or FlashFAST, several different error messages may be presented that will prevent the Add and Drop page from appearing. Registration on the INB SFAREGS form may also be prevented by several different error messages.
The student is not permitted to register at this time.
1. Normally, this error message means that the student is attempting to register outside of their registration window or they have an advisor PIN assignment which prevents registration until they see their advisor.
2. Go to SPAAPIN to determine if the student currently has a registration PIN
assignment.
3. If the student was just admitted they will not be able to register through FlashLine until tomorrow. The assignment of the PIN number is an overnight process. These students would not need a reenrollment form.
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4. If the student has not been enrolled at Kent State or their General Student record is inactive (IS), a PIN number will not be assigned. The student may need to complete an Application for Undergraduate Reenrollment form to determine if they are eligible to return.
NOTE: This error message is a clue that the student has been prevented from having a PIN number assigned to them. You must continue to investigate why the assignment was not made. If a PIN number does not exist on the SPAAPIN form, do not manually assign one.
Registration on the SFAREGS form is not based on whether the student has a PIN number on the SPAAPIN form.
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You require re-admission prior to registration.
5. If the student is able to sign into the FlashFAST region and gets the following
error message when clicking on the Add and Drop link, the student has not been enrolled during the past calendar year. This error message will be displayed on the Registration Status page as well as the Add and Drop page. The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
Eligibility of registration:
Student Last Enrolled Is Registration Allowed? 200980 201080 – YES 200980 201110 – NO
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*ERROR* Student has not been enrolled since Re-Admit term.
6. If registration is attempted on SFAREGS and this message is presented, the
student has not been enrolled during the past calendar year. The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
Eligibility of registration:
Student Last Enrolled Is Registration Allowed? 200980 201080 – YES 200980 201110 – NO
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To check to see when the student was last enrolled at Kent State University, go to the SHACRSE form in INB. This will display the last attendance as an undergraduate student. Make sure the TERM field in the key block is blank. Next block.
The last term of attendance can also be checked on the student’s academic transcript in self service.
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Student Status prohibits registration.
7. If the student’s status on the General Student form (SGASTDN) is inactive (IS) they will receive this error message. The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
a. A General Learner record may be inactivated for any of the following reasons:
i. Student was a PESOP student in a past term – can not be reenrolled – must have a new admission.
ii. Student was a transient student in a past term – can not be reenrolled – must have a new admission.
iii. Student was a guest student in a past term – can not be reenrolled – must have a new admission.
iv. Student was dismissed from KSU in a past term – student must be reinstated and a reenrollment form must accompany the reinstatement paperwork.
v. Student’s SIS record was stopped out, dismissed, or had an unused reenrollment and was converted to Banner as an inactive Student Status.
vi. Student graduated in a past term from KSU – can be reenrolled if returning as an undergraduate student.
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Student Status prohibits registration.
8. If registration is attempted on SFAREGS and this message is presented, the student’s status on the General Student form (SGASTDN) is inactive (IS). The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
a. A General Learner record may be inactivated for any of the following reasons:
i. Student was a PESOP student in a past term – can not be reenrolled – must have a new admission.
ii. Student was a transient student in a past term – can not be reenrolled – must have a new admission.
iii. Student was a guest student in a past term – can not be reenrolled – must have a new admission.
iv. Student was dismissed from KSU in a past term – student must be reinstated and a reenrollment form must accompany the reinstatement paperwork.
v. Student’s SIS record was stopped out, dismissed, or had an unused reenrollment and was converted to Banner as an inactive Student Status.
vi. Student graduated in a past term from KSU – can be reenrolled if returning as an undergraduate student.
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Enrollment Status prohibits registration.
9. If a student attempts to register and they have an enrollment status on
SFAREGS not equal to EL (eligible to register) they will receive this error message. The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
Most students who received this error message have been dismissed from Kent State University.
NOTE: In most cases the student will not receive this error message. They will receive the “Student Status prohibits registration” error message prior to receiving this message.
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Enrollment Status prohibits registration.
10. If registration is attempted on SFAREGS and this message is presented, the
student has an enrollment status not equal to EL (eligible to register). The student may need to process either a reenrollment, reinstatement or a new admission depending upon the answers received when completing an Application for Undergraduate Reenrollment form.
Most students who received this error message have been dismissed from Kent State University.
NOTE: In most cases the student will not receive this error message. They will receive the “Student Status prohibits registration” error message prior to receiving this message.
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If the student has been dismissed, there will be a dismissal transcript term comment posted on the SHATCMT form. This term comment will appear on the student’s transcript attached to the term of dismissal.
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You may not add or drop classes due to holds on your record
11. If the student receives an error message that they may not add or drop classes
due to holds on their record, the student can click on the View Holds link at the bottom of the page to determine what they need to do or who they need to contact. A hold could have been placed by any of the following functional units:
a. Admissions b. Bursar’s Office c. Health Services d. Judicial Affairs e. Registrar’s Office f. Residence Services
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*ERROR* Person has holds, cannot register. Press LIST to view.
12. If the registration is attempted on SFAREGS and this pop-up is presented, click
OK.
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Click on the Holds drop down arrow. This will present the SOAHOLD form with only those holds that are currently active.
NOTE: If the “Reason” of the hold is “Need Reenrollment for (term)”, the student needs to complete a reenrollment form. The effective term of the Application for Undergraduate Reenrollment form must match the term in the hold reason. The reenrollment form must be forwarded to the Registrar’s Office for processing and the re lease of the hold.
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NOTE: If the “Hold Type” of the hold is “RD – Reenrollment Denied”, the reenrollment has been previously reviewed for due to the answers in the Conviction Information section of the Undergraduate Reenrollment form. The reenrollment was denied at the time. Mark the reenrollment form denied. Image the Personal Explanation Statement and Application for Undergraduate Reenrollment form.
NOTE: A hold could have been placed by any of the following functional units: � Admissions � Bursar’s Office � Health Services � Judicial Affairs � Registrar’s Office � Residence Services
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Application for Undergraduate Reenrollment
Reenrollment term ________Year________ Reenrollment Eligibility Yes No � � Did you previously attend Kent State as an undergraduate student? � � Are you returning to pursue undergraduate coursework?
*If the answer to either of the above is “no”, cont act the appropriate admitting office. � � Were you dismissed from Kent State during your last attendance? *If yes , contact your college office for information on being reinstated. � � Have you attended any other higher education institution since last attending Kent State? *If yes , contact the undergraduate Admissions Office to be ad mitted. � � Were you a transient or post-secondary option student during your last period of attendance? *If yes , contact the undergraduate Admissions Office to be ad mitted. Personal Information (Please print) Complete Legal Name: (Last, First, Middle or Initial)
Former Name(s):
(This reenrollment will be processed under your leg al name at the time of last attendance.) Banner ID Number (if known):
SSN:
Permanent Address: City:
State: Zip: County:
Telephone Number: ( )
Email Address: Gender: � Male � Female
Date of Birth: MM/DD/YYYY
US Citizen: � Yes � No If no, please provide documentation of immigration status to the Office of International Affairs. If no, are you a US Permanent Resident, refugee or on political asylum in the United States: � Yes � No If yes, please provide documentation of legal status to the Office of International Affairs. Ethnic Origin: The following information is used for reporting purposes only. What is your ethnicity? � Hispanic or Latino � Not Hispanic or Latino Select one or more race(s) to indicate what you consider yourself. � White � Asian � Native Hawaiian or Other Pacific Islander � Black or African American � American Indian or Alaska Native Residency Information – Note: This form will not be processed without residency information. How long have you lived at the above address? If less than one year, list previous address(es) during the last twelve months. How long at this address?
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University Information Last term and year of attendance:
Last KSU campus attended: � Ashtabula � East Liverpool � Geauga � Kent
� Salem � Stark � Trumbull � Tuscarawas
Educational Intention Please check only one from the following: No KSU degree awarded -
� Continue my prior degree program. � Take classes for enrichment purposes. (You will be reenrolled as a non-degree student.) � Pursue a new degree program. (You will be reenrolled in your prior program and should contact your college for
information on changing to a new degree program.) KSU degree awarded -
� Bachelor’s degree was awarded � Take classes for enrichment purposes or pursue a new degree program. (You will be reenrolled as a non-
degree student. You must contact your college office if you wish to pursue a new degree program.) � Associate’s degree was awarded
� Take classes for enrichment purposes or pursue a new degree program. (You will be reenrolled as a non-degree student. You must contact your college office if you wish to pursue a new degree program.)
Veteran Information Are you a Veteran? � Yes � No If yes, was your absence due to Military Service, either voluntary or involuntary? � Yes � No
*If the answer to both of the above is “yes”, conta ct your VA certifying official at your campus. Conviction Information Have you ever been convicted of a criminal offense or have charges pending against you at this time, other than a minor traffic violation? � Yes � No Have you ever been dismissed, suspended or placed on probation by any other higher education institution for a non -academic reason? � Yes � No
If the answer to either of the above is yes, a writ ten Personal Explanation Statement must be submitte d with this reenrollment request. This reenrollment will not b e processed until the statement is received and rev iewed to
determine your eligibility for reenrollment at Kent State University.
I certify that the information herein is complete a nd accurate to the best of my knowledge.
Signature: ________________________________________ _________ Date:_______________________ Revised 7/21/2010 Office of the University Registrar
Office Use Only Processed by: Holds Verified: Date:
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CHECKING THE COMPLETION OF THE APPLICATION FOR UNDERGRADUATE REENROLLMENT FORM
Check the undergraduate reenrollment form to make sure all information
has been completed and review with the student to make sure all information is correct.
Reenrollment Eligibility Yes No � � Did you previously attend Kent State as an undergraduate student? � � Are you returning to pursue undergraduate coursework?
*If the answer to either of the above is “no”, cont act the appropriate admitting office. � � Were you dismissed from Kent State during your last attendance? *If yes , contact your college office for information on being reinstated. � � Have you attended any other higher education institution since last attending Kent State? *If yes , contact the undergraduate Admissions Office to be ad mitted. � � Were you a transient or post-secondary option student during your last period of attendance? *If yes , contact the undergraduate Admissions Office to be ad mitted.
1. Check to make sure all questions in the Reenrollment Eligibility block has been completed. These answers are used to determine whether the student is eligible to be reenrolled.
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Personal Information (Please print) Complete Legal Name: (Last, First, Middle or Initial)
Former Name(s):
(This reenrollment will be processed under your leg al name at th e time of last attendance.) Student ID Number:
SSN:
Permanent Address: City:
State: Zip: County:
Telephone Number: ( )
Email Address: Gender: � Male � Female
Date of Birth: MM/DD/YYYY
US Citizen: � Yes � No If no, please provide documentation of immigration status to the Office of International Affairs. Are you a US Permanent Resident, refugee or on political asylum in the United States: � Yes � No If yes, please provide documentation of legal status to the Office of International Affairs. Ethnic Origin: The following information is used for reporting purposes only. What is your ethnicity? � Hispanic or Latino � Not Hispanic or Latino Select one or more race(s) to indicate what you consider yourself. � White � Asian � Native Hawaiian or Other Pacific Islander � Black or African American � American Indian or Alaska Native
2. The Personal Information block is used for HEI reporting, therefore, all information must be completed.
3. The Former Name(s) information is needed to attempt to locate a student’s
academic record if the student is not in Banner. a. If the student is not in Banner, the student will be reenrolled under the
name on their academic record. To change their name, they must supply the required paperwork to complete a name change.
4. If the student is not a US Citizen, documentation of immigration status must be
provided by the student to the Office of International Affairs, 106 Van Campen Hall.
a. Email [email protected] informing them that you have reenrolled the student b. Provide student’s name, Banner ID number and term the reenrollment is
effective.
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5. If the student is a US Permanent Resident, refugee or on political asylum in the
US, documentation of legal status must be provided by the student to the Office of International Affairs, 106 Van Campen Hall.
a. Email [email protected] informing them that you have reenrolled the student b. Provide student’s name, Banner ID number and term the reenrollment is
effective.
6. Ethnic Origin is used for reporting purposes only.
Residency Information – Note: This form will not be processed without residency information. How long have you lived at the above address? If less than one year, list previous address(es) during the last twelve months. How long at this address?
7. The Residency Information block must be completed. This information is used in conjunction with their previous residency status to determine whether the student is classified as an Ohio Resident or an Out of State Resident, for HEI reporting and tuition purposes.
University Information Last term and year of attendance:
Last KSU campus attended: � Ashtabula � East Liverpool � Geauga � Kent
� Salem � Stark � Trumbull � Tuscarawas
8. The University Information block is used to help determine when the student last attended and where a student’s academic record may be housed if the student is not in Banner.
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Educational Intention Please check only one from the following: No KSU degree awarded -
� Continue my prior degree program. � Take classes for enrichment purposes. (You will be reenrolled as a non-degree student.) � Pursue a new degree program. (You will be reenrolled in your prior program and should contact your
college for information on changing to a new degree program.) KSU degree awarded -
� Bachelor’s degree was awarded � Take classes for enrichment purposes or pursue a new degree program. (You will be reenrolled as
a non-degree student. You must contact the college office if you wish to pursue a new degree program.)
� Associate’s degree was awarded � Take classes for enrichment purposes or pursue a new degree program. (You will be reenrolled as
a non-degree student. You must contact the college office if you wish to pursue a new degree program.)
9. The Educational Intention block is used to determine what degree program the student wishes to pursue on their return to Kent State. This information will be needed when processing the reenrollment form.
Veteran Information Are you a Veteran? � Yes � No If yes, was your absence due to Military Service, either voluntary or involuntary? � Yes � No
*If the answer to both of the above is “yes”, conta ct your VA certifying official at your campus.
10. If the answer to both of these questions is yes, have the student contact their
Veterans Affairs certifying official at their campus for information that may be beneficial to veterans.
Conviction Information Have you ever been convicted of a criminal offense or have charges pending against you at this time, other than a minor traffic violation? � Yes � No Have you ever been dismissed, suspended or placed on probation by any other higher education institution for a non-academic reason? � Yes � No If the answer to either of the above is yes, a writ ten Personal Explanation Statement must be submitte d with
this reenrollment request. This reenrollment will not be processed until the statement is received an d reviewed to determine your eligibility for reenroll ment at Kent State University.
11. If the answer to either of these questions is yes, the student must complete the Personal Explanation Statement. The reenrollment will not be processed until the statement has been received and reviewed by the appropriate person. In the Registrar’s Office the student’s reenrollment form should be given to the Office Manager for forwarding to EMSA office for review.
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On a Regional Campus, a copy of the Application for Undergraduate Reenrollment form and the Personal Explanation Statement should be forwarded to the appropriate person for review. Once the forms have been reviewed, if approved for reenrollment, the form can be processed. If the reenrollment has been denied, the student should be contacted with the results of the review by the appropriate person. If the eligibility for reenrollment was approved , after processing, image the Personal Explanation Statement and Application for Undergraduate Reenrollment form. If denied , mark the reenrollment form as denied. Image the Personal Explanation Statement and Application for Undergraduate Reenrollment form. ����Contact the Registrar’s Office to have an RD – Reen rollment Denied hold
placed on the student’s account.
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Personal Explanation Statement
You answered “yes” to the question “Have you ever been convicted of a criminal offense or have charges pending against you at this time, other than a minor traffic violation?” on your Application for Reenrollment, therefore, you must submit this form to determine your eligibility for reenrollment at Kent State University. Write legibly, use reverse side if necessary. •••• Provide a summary of the event(s) that led to your conviction (include dates): •••• Describe the sentencing assigned to you by the jud icial system as a result of these convictions (i.e., jail sentence
(indicate length of time), community service, fine, etc.): •••• What is the current status of the abovementioned s entencing? (i.e., Is it completed (provide dates)? Are you currently on
probation (if so, when is it scheduled to end? Has the incident been expunged from your record? etc.): •••• Provide a brief statement of your educational goal s as you seek reenrollment at Kent State University . Your reenrollment will not be processed until this statement is received and reviewed to determine your eligibility for reenrollment at Kent State University. Should additional information be needed in order to make a decision, you will be contacted.
I certify that the information herein is complete a nd accurate to the best of my knowledge. Signature _________________________________________ ___________________ Date_________________________ For Office Use Only: _____Approved _____Denied Signature______________________________________ Date_________________ Revised 6/13/2010 Office of the University Registrar
Complete Legal Name: (Last, First, Middle or Initial) Banner ID Number (if known): SSN:
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IS THE STUDENT ELIGIBLE TO BE REENROLLED? The questions to determine whether the student is eligible to reenroll need to be asked during the initial call or completed prior to the form being taken from the student. Reenrollment Eligibility Yes No � � (1)Did you previously attend Kent State as an undergraduate student? � � (2)Are you returning to pursue undergraduate coursework? *If the answer to either of the above is “no”, contact the appropriate admitting
office. � � (3)Were you dismissed from Kent State during your last attendance? *If yes, contact your college office for informatio n on being reinstated. � � (4)Have you attended any other higher education institution since last attending
Kent State? *If yes, contact the undergraduate Admissions Offic e to be admitted. � � (5)Were you a transient or post-secondary option student during your last period of
attendance? *If yes, contact the undergraduate Admissions Office to be admitted. � If the answer to question 1 or 2 is “NO”, inform the students they must contact the
appropriate admitting office to complete an application for admission to Kent State. � If the answer to question 3 is “YES”, inform the students they must be reinstated to
be able to return to Kent State. A Reinstatement Form and Application for Undergraduate Reenrollment for must be completed prior to activation of the student’s record.
� If the answer to question 4 or 5 is “YES”, inform the students they must contact the
appropriate admitting office to complete an application for admission to Kent State.
NOTE: The above numbering is used for reference only and do not appear on the reenrollment form.
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STUDENT’S EDUCATIONAL INTENTION
The program the student is to be reenrolled into is determined by their educational intention.
NOTE: The below numbering is used for reference only and do not appear on the reenrollment form.
Educational Intention Please check only one from the following: No KSU degree awarded -
� (1)Continue my prior degree program. � (2)Take classes for enrichment purposes. (You will be reenrolled as a non-degree
student.) � (3)Pursue a new degree program. (You will be reenrolled in your prior program and
should contact your college for information on changing to a new degree program.) KSU degree awarded -
� (4)Bachelor’s degree was awarded � Take classes for enrichment purposes or pursue a new degree program. (You
will be reenrolled as a non-degree student. You must contact your college office if you wish to pursue a new degree program.)
� (5)Associate’s degree was awarded � Take classes for enrichment purposes or pursue a new degree program. (You
will be reenrolled as a non-degree student. You must contact your college office if you wish to pursue a new degree program.)
A. No KSU degree awarded –
� (1)Continue my prior degree program.
�If the student wishes to continue their prior degree program, the student will be
reenrolled into their previous degree program as long as that program still exists. If that program no longer exists, the student will be reenrolled into a default program and the student can process a Change of Program through the student’s college office.
�Checking to make sure a degree was not awarded in their prior degree program
will be checked when processing the reenrollment form.
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� (2)Take classes for enrichment purposes . (You will be reenrolled as a Non-degree student.)
�If the student wishes to take classes for enrichment, reenroll the student into a non-
degree program. � (3)Pursue a new degree program. (You will be reenrolled in your prior program and should
contact your college for information on changing to a new degree program.)
�If the student wishes to pursue a new degree program with no previous KSU degree
awarded, the student will be reenrolled into their previous degree program. � A Change of Program will have to be received authorizing a change of degree
program before that change can be made. A Change of Program would be processed through the student’s college office.
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B. KSU degree awarded –
� (4) Bachelor’s degree was awarded
� Take classes for enrichment purposes or pursue a ne w degree program. (You will be reenrolled as a non-degree student. You must contact your college office if you wish to pursue a new degree program.)
� (5) Associate’s degree was awarded
� Take classes for enrichment purposes or pursue a ne w degree program. (You will be reenrolled as a non-degree student. You must contact your college office if you wish to pursue a new degree program.)
�If the student wishes to take classes for enrichment, reenroll the student into a non-
degree program (NDUG or NDPG). • NDUG is a non-degree program for a student who has received an
Associate’s degree. The student will be reenrolled back into the college they graduated from.
• NDPG is a non-degree program for a student who has received a Bachelor’s degree. The student will be reenrolled back into the college they graduated from.
�If the student wishes to enroll in a new degree program after the student received a
Bachelor’s degree , reenroll them into a post-undergraduate non-degree program (NDPG). A Change of Program will have to be received authorizing a change of degree program before the change can be made. The student will be reenrolled back into the college they graduated from.
�A student who has received a bachelor’s degree may return to do additional post-
undergraduate work toward a subsequent major, subsequent concentration or subsequent minor within the same college and same degree program from which they received their bachelor’s degree. A Program Change will have to be received authorizing a change of degree program before the change can be made.
� If the student decides to pursue post-undergraduate work in a different
college, this is not a “subsequent program”.
� If the student wishes to enroll in a subsequent program, reenroll them into a post-undergraduate non-degree program (NDPG) attached to the same college as their bachelor’s degree was awarded.
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�If the student wishes to enroll in a new degree program after the student graduated
with an associate’s degree , reenroll them into a non-degree program (NDUG). A Change of Program will have to be received authorizing a change of degree program before the change can be made.
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REENROLLMENT CHECKING
A. Checking for Holds
1. Go to SOAHOLD
2. Enter the student’s Banner ID number or social security number, whichever has been supplied on the reenrollment form.
3. Next block
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Does the student have a hold with the “Reason” of “Need Reenrollment for (term)”?
� Term varies based on the term of graduation for the student. � The hold was placed on the student’s account because the student registered
for courses beyond the term of graduation; however, there was no reenrollment to cover the coursework.
Answer – If yes, the effective term on the Application for Undergraduate Reenrollment form must match the term in the hold reason. � The reenrollment form must be forwarded to the Regi strar’s Office for
processing and the release of the hold.
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Does the student have a hold with the “Reason” of “Contact Registrar’s Office” and the “From” date has a year of 1996?
Answer – If yes, this is a hold that converted to SIS from the previous operating
system.
1. Go to SHATCMT 2. The student’s Banner ID will be brought over from the SOAHOLD form
3. Enter UG in the LEVEL field 4. Next block three times 5. If the student has been dismissed, there will be a Transcript Comment by
Term listed for the dismissal.
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6. The TERM field will indicate what term the student was dismissed.
7. If the student has been dismissed, they must complete a Reinstatement form and an Application for Undergraduate Reenrollment form.
8. Contact the Registrar’s Office to have the hold released.
➄➄➄➄If the student does not have a dismissal statement on SHATCMT, contact the Registrar’s Office to research the reason for the h old.
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Does the student have a hold with the HOLD TYPE of RD - Reenrollment Denied?
Answer – If yes, the student previously answered “Yes” to one or both of the
Conviction Information questions, completed the Personal Explanation Statement which was reviewed by the appropriate party. The application for reenrollment was denied. Once the application for reenrollment is denied a hold is placed on the student’s record so no other reenrollments can be processed. Explain to the student they cannot be reenrolled.
No reenrollment can be processed.
Mark the reenrollment form yes for “Holds Verified”.
➨ If the student has no holds –
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B. Checking for Degrees
1. Go to SHADEGR 2. The student’s Banner ID will be brought over from the SOAHOLD or
SHATCMT form
3. Click on the DEGREE SEQUENCE drop down arrow 4. This will bring the Degree Summary (SHADGMQ) form
Graduation Degree Program
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Does the student have an entry with an OUTCOME STATUS of AW (awarded) or PN (pending)?
� If the OUTCOME STATUS = AW, the student can not be reenrolled back into
their graduation degree program.
� If the student graduated with a Bachelor’s degree, they will be reenrolled back into their original college and NDPG NONE program.
� If the student graduated with an Associate’s degree, they will be reenrolled
into a NDUG NONE program until they can complete a Change of Program.
� If the OUTCOME STATUS = PN, the student can not be reenrolled back into
their graduation degree program. Effective term of the reenrollment would be the term after the term the student will be graduating.
� If the student is graduating with a Bachelor’s degree, they will be
reenrolled back into their original college and NDPG NONE program. � If the student is graduating with an Associate’s degree, they will be
reenrolled into a NDUG NONE program until they can complete a Change of Program.
➨ If the student has no degrees awarded or pending –
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C. Checking General Learner Record
1. Go to SGASTDN 2. The student’s Banner ID will be brought over from the SHADEGR form 3. Do not place any term in the TERM field. 4. Next block
If you next block and there is no information displ ayed on the SGASTDN form, the reenrollment form and the student’s acade mic folder must be sent to the Registrar’s Office for processing.
�See page 78 for information on Reenrollment for Students who are Not in
Banner. Student’s name is in Banner but has no other information –
40
Student is not in Banner –
Student is in Banner –
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Does the student’s STUDENT STATUS field = IS (inactive)? Answer – if yes, see the examples below for procedures on each different cause
for a student’s learner record to be changed to IS.
� A General Learner record may be inactivated for all of the following reasons:
� Student was a PESOP student in a past term – can not be reenrolled – must have a new admission.
� Student was a transient student in a past term – can not be reenrolled – must have a new admission.
� Student was a guest student in a past term – can not be reenrolled – must have a new admission.
� Student was dismissed from KSU in a past term – student must be reinstated and a reenrollment form must accompany the reinstatement paperwork.
• Check SHATCMT for dismissal comment • Must complete Reinstatement form and Application for
Undergraduate Reenrollment form. Student’s new degree program will depend on which college is
reinstating the student. � Student’s SIS record was stopped out, dismissed, or has an unused
reenrollment and was converted to Banner as an inactive Student Status. • Check SHATCMT for dismissal comment. • If dismissed, student must be reinstated and a reenrollment form
must accompany the reinstatement paperwork. Student’s new degree program will depend on which college is
reinstating the student. • If not dismissed, reenroll the student as usual. Continue process for student’s degree program.
� Student graduated in a past term from KSU – can be reenrolled if returning as an undergraduate student.
• Check SHADEGR for degrees awarded See Checking for Degrees section on page 36 to determine what
degree program the student will be reenrolled into.
Answer – if no and some of the above, continue this process.
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NOTE: Make a note of the student’s Residence. You will need this information in conjunction with the student’s reenrollment form for processing.
5. Click on the Curriculum tab.
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6. Click on the Field of Study tab.
a. The Curriculum record should have the CURRENT field = Checkmark
and the ACTIVITY field = Active. b. Screen print this page or write the student’s degree program on the
reenrollment form. i. This page will have the student’s active degree program,
additional active majors, active attached concentrations and active minors.
ii. If you need to scroll down be sure to screen print or write down all information.
7. The Field of Study record should have the CURRENT field = Checkmark and the ACTIVITY field = Active.
This student’s previous degree program would have b een AS-BA-JUS with a Minor of SOC.
The schools/colleges below that are highlighted no longer exist as a school/college. They may have been renamed or discontinued. Check the “Became” column to see
what the value of the new college is or where the college moved to.
On the last page of this document is a College Code Definition showing the literal of each of the values below.
School/ College Became Begin Year/Term AC Fall 1996 AE Fall 2004 AS Fall 1979 BU Fall 1979 CA Fall 2007 CI Fall 2002 CT Fall 2006 EC Fall 1996 ED EH Fall 2006 EH Fall 2006 FA CA Fall 2007 GC Fall 1996 GR Split into AS, FA & SN Fall 1993 NU Fall 1999 PE Part of AS then FA then EH Fall 1994 PH Fall 2010 RC Split into each campus (which is
considered a college) Fall 1996
SA Fall 1996 SN NU Fall 1999 ST Fall 1996 TE CT Fall 2006 TR Fall 1996 TU Fall 1996 US Fall 1995
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�If the school/college no longer exists, check to see what college the old one moved to.
If the college was RC, place the student into the appropriate new Regional Campus (AC, EC, GC, etc.).
�Check to see if the student’s degree program now exists under the new college. If
you have any questions concerning the availability of a program, contact the Registrar’s Office.
�If the student’s degree program no longer exists, place the student in one of the
following default programs based on the new college:
College Value Degree Major AE XX AEDG AS XX UND BU XX PBUS CA XX CAG CI XX CGIG CN XX PNUR CT XX TECU EH XX EHSG PH XX PPH Regional Campus XX EXPL
8. The Student’s catalog is based on the student’s last term of attendance and whether the student has lost their right to their original catalog.
a. If the student did not satisfactorily complete 12 semester hours in two calendar years must be placed into the current catalog.
i. Any student who has not attended within the last 2 years has lost the right to their original catalog.
b. If a graduated student from Kent State and is returning or a student is being reinstated after dismissal, the current catalog is the student’s new catalog.
c. If a student does not complete their degree requirements within six (6) years, they will be required to update to the current catalog.
46
Student’s Original Catalog
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D. Checking the Last Term Enrolled
1. Go to SHACRSE
2. The student’s Banner ID will be brought over from the SGASTDN form 3. Leave the TERM field blank 4. Next block
5. The term at the top of the SHACRSE form is the student’s last graded term.
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Is the term within the last calendar year?
Answer – If yes, the student will not need to process a reenrollment form.
Eligibility for registration: Student Last Enrolled Is Registration Allowed? 200980 201080 – YES 200980 201110 – NO
6. The last term the student attended will also be used when determining if the student will retain their current catalog.
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REENROLLMENT PROCESSING 1. Go to SAAQUIK
2. The student’s Banner ID number, name will be brought over from the SHACRSE
form. 3. Tab to the TERM field and enter the term of the reenrollment. 4. Enter UG (Undergraduate) in the LEVEL field. 5. Next block
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6. You will receive the “Defaulting values from Quick Entry Rules Form” pop up box.
If you do not receive the “Defaulting values from Q uick Entry Rules Form” pop up box, do not proceed. Fax the Application fo r Undergraduate Reenrollment to the Registrar’s Office for processi ng.
➄➄➄➄However, first make sure the term you are attemptin g to process is available for
reenrollment processing. If not, hold the reenroll ment until the tables have been created for the future term.
7. Click OK or press the Enter key.
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8. The STUDENT TYPE will default to 1 – Former Student and the STUDENT
STATUS will default to AS – Active. a. If the student is being Reinstated change the Student Type to 2 b. If the student is being Reinstated as a Transfer Student change the
Student Type to 3 c. If the student is a Former Student – PUG change the Student Type to 4
9. Tab to the RESIDENCE field.
Was the student an Ohio Resident on the General Learner record?
Answer – If yes, check the Application for Undergraduate Reenrollment form Residency Information block to make sure the student has lived in the state of Ohio for the past 12 months. �If yes, make the student an R – In State Resident.
�If the student has not lived in the state of Ohio for the past 12 months, make the
student an O – Out of State Resident.
�The student must apply for Ohio residency.
Was the student an Out of State Resident on the General Learner record?
Answer – If yes, make the student an O – Out of State Resident even if the reenrollment form states they have lived in the state of Ohio within the last 12 months.
�If the student has lived in the state of Ohio for the past 12 months, they must
apply for Ohio residency.
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10. If you do not know the values, click on the RESIDENCE field drop down arrow,
choose the appropriate value and click OK.
DO NOT select the Residence Code of “W”. This value is s et by a job for those students who live in certain PA and WV counti es.
11. Next block two (2) times . 12. This will bring you to the Curriculum block.
Residence field
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��If the Student Previously Only Had One Major – 13. Your cursor will be in the CATALOG TERM field.
14. Tab through or change the catalog term in the CATALOG TERM field to the appropriate catalog term for the student. The Student’s catalog is based on the student’s last term of attendance and whether the student has lost their right to their original catalog.
a. If the student did not satisfactorily complete 12 semester hours in two calendar years must be placed into the current catalog.
i. Any student who has not attended within the last 2 years has lost the right to their original catalog.
b. If a graduated student from Kent State and is returning or a student is being reinstated after dismissal, the current catalog is the student’s new catalog.
c. If a student does not complete their degree requirements within six (6) years, they will be required to update to the current catalog.
15. From either the screen print of the General Student Learner form, the Field of
Study form or a Change of Program form, enter the student’s catalog year/term.
Program Drop Down
Catalog Term
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16. Tab to the PROGRAM field. 17. If you do not know the student’s degree program values, click on the drop down
arrow for the PROGRAM field. 18. The following options will appear for the PROGRAM field.
19. Click on the Base Curriculum Rules by Program. a. DO NOT SELECT any other option!
20. This will bring a list of degree programs that are available based on the catalog
year/term you placed in the CATALOG TERM field.
�If the program did not exist for the catalog term, it will not appear in the Base Curriculum Rules by Program list.
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21. Based on your screen print of the Curriculum Field of Study or a Change of
Program, scroll down through the degree programs until you locate the student’s degree program.
Certificate programs have changed in Banner.
�The certificate value has been moved from the degree to the major. � SIS had certificate programs as listed as college, certificate and
major as none – AC-C102-NONE (e.g.) � Banner has certificate programs as college, degree and certificate
– AC-CER1-C102 (e.g.)
22. Select the degree program and click OK. 23. This will move the degree program into the Curriculum block.
Pre-filled Major
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Degree program with three values –
24. If the degree program has three values , the College, the Degree and the Major (e.g. BU-NDPG-NONE), the major will automatically be brought into the FIELD OF STUDY block.
25. Click on the Save icon ���� in the upper left-hand corner of the form.
Completion Message
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26. If the transaction is complete, you will see the completion message at the bottom of the form.
Degree program with two values –
27. If the degree program has only two values , the College and the Degree (e.g. AS-BA), next block.
28. Your cursor will be in the TYPE field in the Field of Study block. It will default
with the word of MAJOR. 29. Tab to the FIELD OF STUDY field.
30. If you know the major value, type the value in the field or – 31. Click on the drop down arrow for the FIELD OF STUDY field. 32. The Option List will appear for the Field of Study based on the Field of Study
Type. Below is the option list for the Field of Study of Major.
33. Click on the Attached Majors/Departments option. a. DO NOT SELECT any other option!
Field of Study drop down arrow
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34. This will bring a list of majors that are attached to the degree program you entered in the Curriculum block.
35. Based on your screen print of the Curriculum Field of Study or a Change of
Program, scroll down through the majors until you locate the student’s major. 36. Click OK.
37. This will move the major into the Field of Study block.
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38. Click on the Save icon ���� in the upper left-hand corner of the form.
39. If the transaction is complete, you will see the completion message at the bottom
of the form.
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��For a Degree Program with a Major and Additional Major, Attached Concentration or Minor –
40. The Field of Study screen print will show that the student had been pursuing two
majors (dual majors), had a concentration attached or had a minor.
41. Once you have placed the student’s degree program in the Curriculum block and placed the student’s first major in the Field of Study block, DO NOT SAVE.
42. MAKE SURE your cursor is in the Field of Study block.
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43. Insert a blank record. Record insert by either clicking on the word “Record” then
on the word “Insert” or on the Insert Record icon at the top of the form.
44. This will give you an empty record in the Field of Study block.
45. Your cursor will be in the TYPE field.
Record Insert Insert
Record
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46. If you are adding an additional major, type the word MAJOR.
a. If you are adding a concentration, type the word CONCENTRATION. b. If you are adding a minor, type the word MINOR.
�Adding an additional major to a Regional Campus deg ree program is not an available option. Regional Campus associate and ba chelor degrees can only have one major attached.
c. Or click on the Type drop down arrow to get the list of available values. d. Choose the appropriate value and click OK.
48. If you are adding another major the PRIORITY field will default to the number 2. If you are adding a concentration or minor the PRIORITY field will default to a number 1.
49. Tab to the FIELD OF STUDY field.
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50. Based on the screen print of the Curriculum Field of Study or a Change of Program, enter the additional major, attached concentration or minor.
51. Or click on the Field of Study drop down arrow for a list of options. 52. The Option List will appear for the Field of Study based on the Field of Study
Type. Below is the option list for the Field of Study of Minor.
54. In this example we are adding a minor, click on All Minor Codes.
55. This will bring a list of available minors. 56. Scroll down through the list and select the appropriate value. 57. Click OK.
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58. This will bring the value into the Field of Study block.
59. Click on the Save icon ���� in the upper left-hand corner of the form.
60. If the transaction is complete, you will see the completion message at the bottom of the form.
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CHECKING DEMOGRAPHIC AND BIOGRAPHIC INFORMATION
1. Go to SPAIDEN 2. The student’s Banner ID number and name should have been brought over from
the SAAQUIK form. 3. Next block
Alternate Identification Tab
4. Click on the Alternate Identification tab.
5. If the student has a social security number in Banner, check to make sure that a Name Type = LGCY and Change Type = ID record is listed. �If there is no legacy ID entry in Banner, forward t his information to the
Office Manager at the Registrar’s Office.
6. Check to make sure that a Name Type = LEGL and Change Type = NAME record is listed. �If there is no legal name entry in Banner, forward this information to the
Office Manager at the Registrar’s Office.
66
Address Information Tab 7. Click on the Address tab.
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8. Scroll through the addresses to see what addresses are currently active.
a. An active address is an address that does not have a date in the TO DATE field and/or does not have the INACTIVE ADDRESS field checked.
9. End all Permanent (PR) addresses that are still active that do not match the address on the reenrollment form by placing today’s date in the TO DATE field.
a. If you place a T in the TO DATE field and press the tab key, it will populate the field with today’s date.
10. Check the box for INACTIVATE ADDRESS field.
68
11. Click on the Save icon ���� in the upper left-hand corner of the form.
Permanent Address Update
12. If the permanent address matches the address provided on the reenrollment form, it must be updated with your user and today’s date.
13. If nothing on the address needs to be changed, click in Street Line 1: entry line.
Inactivate Address
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14. Enter one space after the address. 15. Click on the Save icon ���� in the upper left-hand corner of the form. 16. The Last Update block will be updated with your user and today’s date.
It is very important that the address be updated. This address is used by a job that creates an IN address for reenrolled stu dents.
70
Adding a New Permanent Address
17. To add a new permanent address record, insert a blank record. 18. Record insert by either clicking on the word “Record” then on the word “Insert” or
on the Insert Record icon at the top of the form.
19. Your cursor will be in the FROM DATE field. Place a T in the field and tab to the ADDRESS TYPE field.
20. In the ADDRESS TYPE field, place the value of PR for permanent. 21. Tab to the STREET LINE 1 field. Enter the street address from the reenrollment
form. Be sure to capitalize the first letter of each word . 22. Enter Street Line 2, Street Line 3 and Street Line 4 if necessary. 23. Tab to the ZIP or POSTAL CODE field and enter the zip code. Press the tab
key. This will automatically populate the CITY, STATE or PROVINCE and COUNTY fields. �Some areas share zip codes so be sure to recheck th at the correct city
has populated the CITY field.
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24. Tab to the TELEPHONE field and enter the student’s telephone number from the reenrollment form.
a. The area code is listed in the AREA CODE box (e.g. 330). b. The telephone number is listed in the PHONE NUMBER box with no
dashes (e.g. 6723131). 25. Click on the Save icon ���� in the upper left-hand corner of the form.
72
Biographical Information Tab
26. Click on the Biographical tab.
27. Check to make sure that the GENDER, BIRTH DATE, NEW ETHNICITY and the RACE fields are the same as on the Reenrollment form.
a. If the information is not currently in Banner, add the appropriate values. b. If the student’s Ethnic Origin is Hispanic or Latino, no race needs to be
entered in the Race field. c. More than one race can be entered in the Race field. d. If the values do not match those in Banner, contact the Office Manager at
the Registrar’s Office.
73
Citizenship Information
28. If the student is a citizen, make sure that information matches the value in
Banner. If the value is blank, add the appropriate value. 29. If the student is not a US citizen, documentation of immigration status must be
provided to the Office of International Affairs, 106 Van Campen Hall. a. Email [email protected] informing them that you have reenrolled the student b. Provide student’s name, Banner ID number and term the reenrollment is
effective. 30. If the student is a US Permanent Resident, refugee or on political asylum in the
US, documentation of legal status must be provided to the Office of International Affairs, 106 Van Campen Hall.
a. Email [email protected] informing them that you have reenrolled the student b. Provide student’s name, Banner ID number and term the reenrollment is
effective.
74
Email Information Tab
31. Click on the E-mail tab. 32. All students in Banner should have an Email with an Email Type of “U”. If you
have reenrolled the student, check to make sure the student’s “U” email address is active.
�If there is no “U” email address or if the “U” emai l address is inactive, please contact the Registrar’s Office.
33. If the student has provided a personal email address, arrow down to the first blank email address record.
34. Enter P (Personal) in the E-MAIL TYPE field. 35. Your cursor will automatically go to the E-MAIL ADDRESS field. 36. Enter the email address supplied by the student. 37. The DISPLAY ON WEB checkmark will automatically be checked.
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38. Click on the Save icon ���� in the upper left-hand corner of the form.
The reenrollment is now complete Sign and date the reenrollment form Reenrollment form should now be imaged into ApplicationXtender
76
APPLICATION FOR UNDERGRADUATE REENROLLMENT WAS COMPLETED AND PROCESSED BUT STUDENT NEVER ENROLLED
FOR THE TERM AND IS RETURNING FOR A FUTURE TERM
A. If the student reenrolled for a term but never attended during that term, they must now complete a new Application for Undergraduate Reenrollment for the new term.
B. The new reenrollment form is processed on the SAAQUIK form.
If you do not receive the “Defaulting values from Q uick Entry Rules Form” pop up box, do not proceed. Fax the Application fo r Undergraduate Reenrollment to the Registrar’s Office for processi ng.
➄➄➄➄However, first make sure the term you are attemptin g to process is available for
reenrollment processing. If not, hold the reenroll ment until the tables have been created for the future term.
77
APPLICATION FOR UNDERGRADUATE REENROLLMENT WAS COMPLETED AND PROCESSED BUT STUDENT NOW WANTS TO
ENROLL IN A PRIOR TERM
A. If the student reenrolled for a term (e.g. Fall 2010) and has registered for coursework in that term and now wants to register in a prior term (e.g. Summer 2010), they must complete a new Application for Undergraduate Reenrollment form for the prior term.
B. The new reenrollment form is processed on the SAAQUIK form.
If you do not receive the “Defaulting values from Q uick Entry Rules Form” pop up box, do not proceed. Fax the Application fo r Undergraduate Reenrollment to the Registrar’s Office for processi ng.
➄➄➄➄However, first make sure the term you are attemptin g to process is available for
reenrollment processing. If not, hold the reenroll ment until the tables have been created for the future term.
78
REENROLLMENT FOR STUDENTS WHO ARE NOT IN BANNER
If the student is not in Banner, send the student’s academic folder, the Application for Undergraduate Reenrollment form and all other
appropriate paperwork to the Registrar’s Office.
The student will be added to Banner, reenrolled, au dited and placed into ApplicationXtender.
79
College Code Definitions **Inactive Codes
BANNER CODE: Banner Description:
AC Ashtabula Campus AE Coll of Arch and Env Design AS College of Arts and Sciences BU College of Business Admin CA College of the Arts CI College of Comm and Info CT College of Technology EC East Liverpool Campus ED** College of Education EH Coll of Ed Health Human Svcs FA** College of Fine and Prof Arts GC Geauga Campus GR** Graduate College NA** Not Available NA** Not Available NU College of Nursing PE** School of Phys Ed/Rec/Dance PH College of Public Health RC** Regional Campuses SA Salem Campus SN** School of Nursing ST Stark Campus TE** School of Technology TR Trumbull Campus TU Tuscarawas Campus US Undergraduate Studies
Gender: Male Date of Birth: 01/01/1982 US Citizen:Student is a U.S. Citizen Ethnic Origin: Not Hispanic or Latino Race(s): White
- Residency Information - At Current Address: 9 Month(s) Previous Address (if < 1 year): 1718 Brown Street Stow Ohio 4 months
Last term and year enrolled: 199580 Campus last attended: EAST LIVERPOOL,GEAUGA
Student is a Veteran (Informational Only): Yes
Was your absence due to Military Service, either voluntary or involuntary: Yes
Prior/Pending criminal offense: Yes Student dismissed, suspended or placed on probation by any other higher education institution for a non-academic reason: Yes
Special Processing Instructions: Give to Betty Current holds: Hold(s) Exist
