The University of New Mexico
New Faculty Orientation
Fall 2014
FERPA for Faculty
To avoid violations of FERPA rules, DO NOT:
 At any time use personally identifiable information (UNM ID#, name, etc.) in a public
posting of grades.
 Link the name of a student with that student’s UNM ID # in any public manner.
 Leave graded tests or homework in an unsecured area for students to pick up.
 Circulate a printed class list with student names and UNM ID# or grades as an attendance
roster.
 Discuss the progress of any student with anyone (including parents) other than the student
without the consent of the student.
 Provide anyone with lists of students in your classes for any commercial purpose.
 Provide anyone with student schedules or assist anyone other than University employees in
finding a student on campus.
No personally identifiable information should be used in a public posting of any kind.
Fall 2014 Deadline Dates
Last Day to Drop …
Part of Term
Classes
Begin
Last Day
to Add
With 100% Refund
and
Without a Grade
without
Dean's
Permission
with
Dean's
Permission
Classes
End
08/18
08/29
09/05
11/07
12/05
12/13
08/18
08/18
10/13
08/18
12/12
08/29
08/22
10/17
08/29
12/12
09/05
08/29
10/24
08/29
12/19
11/07
09/26
11/28
10/17
01/08/15
12/05
10/10
12/05
11/07
01/09/15
12/13
10/11
12/13
11/08
01/11/15
Full Term
Special Student
Programs
First Half Term
Second Half Term
Three-Quarter Term
Late Starting Courses
Please review your class rosters for accuracy prior to the Refund and Grade deadline to ensure
student’s that are not attending are dropped prior to a financial (tuition charge) or academic
(withdrawal or failing grade) penalty.
Registration Overrides may be used to allow students to register online (through the Last Day
to Add) or in conjunction with an Enrollment Authorization Form (after deadline).
Enrollment Authorization Forms may be used to add, change grade mode, or change hours
after the Last Day to Add through the Last Day to Drop with Dean’s Permission date (additional
fees required).
The Last Day to Drop with Dean’s Permission is also the last day you may drop students.
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How do you access Lobo Web?
my.unm.edu
Login using your NetID and Password
Click on the Faculty or Employee Life tab
Click on LoboWeb
Click on Faculty & Advisors Menu
Office of the Registrar
registrar.unm.edu
505.277.8900
Page 1 of 6
The University of New Mexico
New Faculty Orientation
Fall 2014
Before doing something, make your
selections. These choices will remain
in effect until they are changed.
For students not in your classes,
their UNM ID# is required.
If a “Confidential” indicator appears
next to student information it means
the student has requested their
information be kept confidential.
Check your rosters before the
refund/grade required deadline.
Review/drop registered or wait listed
students using the Summary options.
Export rosters for use in grade book
and iClicker files.
Allow students to bypass registration
restrictions for your courses. The
student’s UNM ID# is required.
Check with your Department for
guidelines on using this function.
Grading is enabled on the last
scheduled day of instruction and
should be completed within 48 hours
of the final exam or last meeting day.
Use Change Student Grade to update
or correct entries within a year.
Office of the Registrar
registrar.unm.edu
505.277.8900
Page 2 of 6
The University of New Mexico
New Faculty Orientation
Fall 2014
Registration Overrides
Why are they needed?
To allow students to
bypass registration
restrictions:
 Closed Class (Cap)
 College
 Co-requisite
 Duplicate Course
 Prerequisite
 Special Approval
 Time Conflict
When are they
needed?
Students must complete
online registration by
the Last Day to Add
(end of the 2nd week for
full term Fall/Spring
courses). Additions and
changes after this date
require an Enrollment
Authorization Form and
additional fees.
Who can do an override?
The instructor of record (primary) will normally add overrides for students. If the faculty
member is not available, the department may be able to assist (not all are setup to do so).
Additionally, some departments reserve override functions to a central office (English,
Chemistry, Math, Management, etc.). Check with your department for guidelines.
Cautions if asked to override: Campus (will the student be able to attend the location?),
Duplicate (are the sections truly different?), or Capacity/Closed (are waitlists in use?).
How does it work?
Once the override has been added to the student, they must still self-register, faculty are not
responsible for adding students to classes.
For more information on Registration Overrides see FastInfo 2349.
Office of the Registrar
registrar.unm.edu
505.277.8900
Page 3 of 6
The University of New Mexico
New Faculty Orientation
Fall 2014
Enrollment Authorization Form - During the Term
Why are they needed?
To allow changes after
published deadlines to:
- Grade Modes: Audit,
Credit/No Credit,
Letter/Standard,
- Credit Hours for variable
credit courses,
- And late registration.
Overrides (capacity, time
conflict, pre/co-requisites, etc.)
for late registration must be
done by the Department or
Instructor prior to
submission of the form.
When are they used?
After the Last Day to Add and
before the Last Day to Drop
with Dean’s Permission (day
prior to finals week for
Fall/Spring). Changes after this
date require the Enrollment
Authorization – After the Term
form.
Where can a student get one?
From the Registrar’s website, Student Forms page: http://registrar.unm.edu/forms/index.html
Who has to sign?
The student and Instructor must sign all requests and the Dean of the College offering the course
must sign requests after transaction deadline date.
What is the Late Transaction Fee?
Either $10 or $75 depending on transaction type and date.
For more information on the Enrollment Authorization Form see FastInfo 2065.
Office of the Registrar
registrar.unm.edu
505.277.8900
Page 4 of 6
The University of New Mexico
New Faculty Orientation
Fall 2014
Level Restriction/Graduate Credit Authorization Form (Green Card)
Why are they needed?
To allow students to bypass
Level Restrictions.
Undergraduate students
taking graduate courses
encounter these restrictions.
When are they needed?
Green Cards must be
submitted by the Last Day to
Add. Additions after this date
will require both a Green
Card and an Enrollment
Authorization Form.
Where can a student get one?
Office of Graduate Studies.
Who has to sign it?
In order:
1. Student
2. Office of Graduate Studies (OGS) to ensure the course eligibility and that the student follows
the correct process.
3. Instructor to ensure the student performs the appropriate level of work.
4. Student’s College Advisor to ensure that the student meets eligibility.
Not all signatures are required in all cases.
For more information on the Green Card see FastInfo 2063.
Office of the Registrar
registrar.unm.edu
505.277.8900
Page 5 of 6
The University of New Mexico
New Faculty Orientation
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Fall 2014
Grade Entry …
… Is enabled the last scheduled day of instruction after 8pm.
… May only be done by the Instructor of Record (primary).
… Should be completed within 48 hours of the final exam or last meeting day of the course.
… Is required for every student on the Enter Final/Change Student Grades page.
… May be done over multiple days. Confirmation emails are sent nightly.
… Must include last attend date for all non-passing grades: F, NC, I, W. Last attend date
should be the last day the student was in class or had contact with you or, if that information
is not available, the latest of the following:
o Day prior to the start of the semester,
o Date the student dropped, or was dropped
if they never attended class,
from, the class,
o Last day of the class if they attended
o Date the last test was taken,
throughout,
o Date the last homework was submitted.
… If left undone will prevent awarding of Financial Aid, acceptance into UNM (or other)
programs, awarding of Dean’s List, and graduation.
… may be changed (e.g. correct an erroneous or missing grade, resolve an Incomplete)
within a year using the Change Student Grade option.
Withdrawal and Incomplete Grades
Withdrawal (W) no impact on GPA, does not count toward progress for Financial Aid.
Students dropping after the grade required deadline will receive a W and Last Attend Date.
Incomplete (I): should be used when circumstances beyond the student’s control prevent
completion of the course. It is up to you to determine what the student needs to do, and how
long they have (up to a year), to complete the course.
Additional Resources
FastInfo.unm.edu to Ask a Question or Find Answers:
 What is my Privacy/Confidentiality
 Can I initiate dropping a student from my
Indicator? 2933
class? 2903
 What are the Refund, Grade, and other
 How do faculty members override
Registration Deadline Dates? 3173
registration errors? 2349
 How do UNM Faculty and Advisors use
 Faculty Grade Entry – Frequently Asked
LoboWeb? 2380
Questions 3525
 How do I send email to my class list via
 How does the Incomplete Grade process
LoboWeb? 2931
work? 4068
Learning Central for online training: http://www.unm.edu/~hrinfo
 FINPRV100 or FINPRV101 Securing Private Data (Web Course or Instructor-Led)
 BANS-0004 Faculty Lobo Web (Online)
 BANS-0015 Final Grade Submission (Online)
Registrar’s Office, 505-277-8900: http://registrar.unm.edu
 Faculty/Advisor Update emails: upcoming deadlines, instructions for common tasks, notices.
Office of the Registrar
registrar.unm.edu
505.277.8900
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