Student Records and Registration Office Student Data Information

 

Printable Pamphlet of *Student Records and Registration Office Student Data

 

Welcome to the  

Student Records and Registration

Office
Student Data

Information Page

For more information on how you can access
this information, contact the
   Student Records and Registration

Office at ext. 1007

Introduction

Welcome to the Student Records and Registration Office Students Data web pages on the BYU-Idaho Web Site. Access this resource from the Home Page (http://www.byui.edu) or other web site pages using the blue navigation bar at the top of the page, in one of the following ways:

From Employees Drop-Down List

Click on “Employees”, “Faculty Resources” and then “ Student Records and Registration Office Student Data”.

From Employees Page

Click on “Employees”, “EMPLOYEES PAGE”, “Faculty Resources”, and then “ Student Records and Registration Office Student Data”.

From Site Index

Click on “Search/Index” and then “ Student Records and Registration Office Student Data” in the “R” section.

Directly with Web Access

You may also access this resource directly from your web browser “Address:” or “Location:” input box by typing https://web.byui.edu/Services/Login.asp

A dialogue box should be displayed with input boxes for “Net ID:” and “Password:”. A “Domain:” input box may also be displayed, depending on your computer configuration. Your Net ID is usually your last name followed by your first initial (ex-SmithJ). You should know your password. This is the same Net ID and password used to access your office computer and many other campus resources. If no domain input box is displayed, enter the domain, which is “byui”, followed by a backslash “\”, in the “Net ID:” box preceding your Net ID (ex-byui\SmithJ). If a domain input box is displayed, enter only your Net ID in the “Net ID:” input box and enter the domain “byui” in the “Domain:” input box. Enter your password in the “Password:” input box. When you have entered a valid Net ID, password, and domain, the “ Student Records and Registration Office Students Data” home page will be displayed.

You have now arrived at the “ Student Records and Registration Office Student Data” screen where you should see two columns of 18 options. Each of these options have been created to allow you to help your students in registering, checking for space availability and the advising. In each option listed, a “Menu” button will appear in the upper right hand corner. Click here to return to the menu from any option.

Student Master Display

If you know the student’s ID number, enter it in the first box; if you don’t, enter their last name and first initial of first name in the last box and press ENTER. Click name of desired student.

This screen will tell you who the student is, their local address and phone number, the admissions status of matriculating, non-matriculating or continuing education, the terms of first enrollment, cumulative credits carried, major name and advisor, college ward, and bishop name.

Along the bottom of this screen you will see a bar of seven options. Click on each one of these to view the student’s history, current classes, unofficial transcript, restrictions and graduation data. This is the same information the Student Records and Registration Office works with and views also. Use the scroll bar on the bottom to view the whole screen.

Students in a Specific Class

If you want to know which students are in a particular class, enter the class code on the left. If you don’t know the specific class code, you can select your classes only or select the specific term and department. By entering in the information and pressing ENTER, you will get a list of the teachers in that department. Click on the desired Class Number highlighted in blue, and a list of the students for that particular section will appear. It will have the student’s name, whether they are taking the classes for credit or audit, their grade (after grading period), and their campus e-mail addresses.

Student Registration History

If you know the student’s ID number, enter it in the first box; if you don’t, enter their last name and first initial of first name in the last box and press ENTER. Click name of desired student.

This screen will bring up the student’s registration history. Select the desired term. It will list all of the classes the student has added or dropped since they began registering. It will show the date they registered for the class, whether they added/dropped the classes, the class code, the department, title of classes, the number of credits, and the initials of who added the class. WEB means they added the class over the WEB. ZZZ means the student added the class over the phone. SAS means they added the class using the Student Access Computers in either the Library or the Kimball Building computers. Any other initials will be a person in the Student Records and Registration Office, Advising Office or Faculty/Secretary.

Student Grade Display

If you know the student’s ID number, enter it in the first box; if you don’t, enter their last name and first initial of first name in the last box and press ENTER. Click name of desired student.

This screen will allow you view the student’s final or mid-term grades at any given semester the student has attended BYU-Idaho. You can also help students calculate their GPA’s by clicking on “Calculate GPA” and using the form. Instructions for its use are at the bottom of the screen.

Student Transcript Request History

If you know the student’s ID number, enter it in the first box; if you don’t, enter their last name and first initial of first name in the last box and press ENTER. Click name of desired student.

This will let you view where and when the student has requested transcripts to be sent to another college/institution.

Student By Major Display

After choosing which major you want to view, click submit or press ENTER. A list of students in that major will appear. Across the top will be a column of: Name, Status, Current Credits, Cum Credits, and GPA. By clicking on any of these headings, you can change the way the names are sorted. By clicking on GPA, you can sort the students by highest to lowest GPA. By clicking on “Status,” you can sort them alphabetically starting with continuing, new, and returning students. Faculty can e-mail all students in a given major by clicking on “E-mail Entire Major.”

Display Class Registration History

Enter the class code or select your classes only or select specific term and department. This screen will display the date order in which the students added or dropped this class and which method they made the changes, whether over the WEB over the Phone (ZZZ) or other assistance.

Display Section Master Data

Enter the class code or select your classes only or select specific term and department. This screen has all the information about this class. The department name, course number, title, credit level, what general education requirement it will fulfill, maximum seats requested/how many are currently enrolled, dates, times, location, and instructor name.

Display Class Space Availability

Enter the class code or select your classes only or select specific term and department. For example, if you click on the appropriate term and GEOLOGY, you will get a list of all the classes of Geology and how many seats are left. This screen will look like a sheet from the class schedule with the exception of how many seats are available in the left column.

Advisor Transcript Display and Advisor GRAD Report Display information can also be viewed by using either the student’s ID number or their last and first names.

Educational Plan Update

Advisors will use this screen during Academic Advising Week when students will need clearance from you, their advisor, to registered for the next semester or term. First, enter NetID and Password; press “Enter the System.” A list of your advisees will appear. Click on the student to be cleared. This student’s Educational Plan Update page will appear. Ask the students the question, fill in the answers and click “submit changes” when finished. This will clear the student of the restriction. The color of the student’s name will also be a different color when complete.

Advisees by Advisor Display

Each advisor can access a list of all their advisees. Across the top will be a column of: Name, Status, Current Credits, Cum Credits, and GPA. By clicking on any of these headings, you can change the order of the names.

Instructor Schedules

Click “your schedule only” or key in the instructor’s name (LFM) and it display a screen of that instructor and everyone alphabetically under that name to choose from will display. Click on the desired name and that teacher’s schedule, consisting of the Term, Class (5-digit code), Department name, course number and section number, Days/Times, building/ room and how many students are in the class will display.

Click on the class code and a class list of all the students will display. Below the list of students is an option to view student pictures, generate class rolls, or download data; press “click here.” Click the boxes/circles of information you want printed for that particular class and “SUBMIT.”

Change Class Maximum Enrollment

Enter the correct term. Classes must have already started to change the maximum enrollment. If you want to change how many students you want in the class, call the Student Records and Registration Office at 1004 and request this change. Otherwise, you can make the changes yourself after classes have begun.

Faculty Registration (Add/Drop)

Enter the student’s ID number or last name and first letter of first name. Click on the appropriate term and you will then come to the student’s class schedule. From here you can add classes for this student by entering in class codes. To drop a student from a class, click on the blue, high-lighted, five digit class code.

Enter Mid-Term or Final Grades

This is the screen you should become most familiar with. This screen will list individual instructor classes. Click on one of the blue-highlighted courses and it will bring up a screen of all students’ names and a line of grades with a bubble next to it. Going down the line of students, click on the earned grade by the student. At the bottom of the list, click on SUBMIT. These grades will be submitted. The system will also identify any students who were missed. Should you make a mistake or need to make a change (something late, just handed in, or instructor miscalculated) click on the class code and re-enter that student’s new grade, then click on SUBMIT.

Before grades are to be entered, the Student Records and Registration Office will send each instructor teaching for that semester a memo of reminder with instructions on how to access the Mid-Term or Final Grades. All grades need to be entered by noon on the designated day. If not, your students will receive a “T” grade and the instructor will need to handwrite a “change of grade” form for each student with a missing grade. These forms need to be picked up by the instructor in the Registrar’s Office, KIM 190.

Please ensure that you submit grades prior to the deadline. Late grades negatively impact student eligibility, scholarships, financial aid, transcripts, and transfers.

 

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