SGASTDN Overview – Script
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Welcome to the Managing Student Records overview.
This module presents an overview of student records, and
introduces the Banner forms that are used within that process.
The details and step by step procedures will be covered in
separate modules posted on the Learning Management System.
This overview should take 15 minutes to complete.
Please click the forward button to begin.
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Here are the components of the training process for Student
Records. Move the mouse over each component to see what is
covered in each category.
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Please review these module objectives and then continue with
the training.
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The lessons for this module are: the SGASTDN Overview process,
Applying Leave of Absence for Chamberlain students, Managing
Curriculum and Location Changes and Grades and Transcripts
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The purpose of the General Student Form - SGASTDN, is to
maintain current and historical information about a student. For
DeVry, this is a student who has been admitted and is currently
attending or is able to register.
SGASTDN contains information such as the year in program,
expected graduation date, comments, activities, academic status
and more.
Each General Student record applies to a fixed period of time,
also known as effective dating. If information on the form
changes, it is necessary to create a new record in order to keep a
historical record of pertinent facts at any given point in time.
This is why a student will have multiple General Student records.
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Review Notes
SGASTDN Overview – Script
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In the General Learner section, you are able to view information
such as a student status as either being active or inactive,
student type which contains information informs you if the
student is new to DeVry or a continuing student, student's
current class, whether they are a freshman or sophomore and
more.
You may view a student’s curriculum in SGASTDN; however, in
order to make changes to a
student’s program, major, minor, degree, or college, you must
use the Curricula form in
Student Course Registration (SFAREGS), as documented later in
this course. The SGASTDN form gives you a concise view of the
student's record.
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The Leave of Absence form is a form used exclusively for
Chamberlain students to obtain a leave of absence for current or
future terms. Once a student has been verified and approved for
a leave of absence, the registrar's must determine if a student
has current or future registration. Based on this information, the
registrar proceeds to process the leave of absence either using
the SGASTDN or SFAREGS form.
If the student has registration for the term you are entering the
Leave of Absence, the SFAREGS form is used to complete this
process. If a student has no registration, then the SGASTDN form
is used. The form used to determine if a student has registration
is the SFARHST form.
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In the Managing Curriculum and Location Changes module, the
lessons covered are the steps needed to make changes to the
Program and Major or location, The steps to add an additional
program or major and to add or change a student's
concentration.
The registrar's must determine if a student has current or future
registration. Based on this information, the registrar proceeds to
process the steps either using the SGASTDN or SFAREGS form.
If the student has existing registration, the SFAREGS form is used
to complete this process. If a student has no registration, then
the SGASTDN form is used. The form used to determine if a
student has registration is the SFARHST form.
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Review Notes
SGASTDN Overview – Script
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In the Managing Grades and Transcripts module, a class roster is
used to enter grades of students along with filing incomplete
grade extension for Chamberlain students and missing and
making grade changes. A detailed step of how to request a
transcript using the Banner system is also covered.
The registrar is able to view the student roster by going to the
SFAALST form and entering the CRN number. Using the same
form, they are able to post a final grade, update the incomplete
final grade and apply an extension date other than the system
default. The extension and Incomplete grade is only applicable
for Chamberlain students. DeVry’s policy does NOT allow this
information to be updated and the system will NOT allow you to
update these fields.
In order to change a grade that has been rolled to Academic
History, the registrar would use the SHARCSE and SHATCKN.
Once a grade has been changed, the new grade will is displayed
on SHACRSE.
Banner will now allow you to request a transcript by using the
SHARQTC form, which is the Transcript request form. From this
form, a determination has to be made if a student has a hold
which will prevent a transcript from being issued. To view a
student's hold, the SOQHOLD form is used.
SHARQTS form can be used to query transcript requests for
tracking purposes. Using this form, the registrar is able to view
the number of transcripts requested, the request date, the date
the transcript was printed and more.
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You should now be able to:
Identify the use of the SGASTDN form in Banner® for managing
student records
Identify the forms when applying for a Leave of Absence for
Chamberlain students
Identify the forms used to Manage Curriculum and Location
Changes
Identify the forms used to Manage Grades and Transcripts
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SGASTDN Overview – Script
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Congratulations. You have now completed the Managing
Student Records Overview module.
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Review Notes