Staff & Faculty Training

The Office of the Registrar maintains primary support responsibilities for a number of colleges systems and processes. To better support these systems and processes, we now develop our own training material. You can access this material in video and PDF format below. If this material does not provide you with the information that you need, check out our FAQ, e-mail us your question, or contact us to request an in-person training session.

 

Training by Role

Faculty

During the designated drop period, it is the responsibility of the student to drop their classes that they do not attend; however, in cases where students do not drop and are still officially registered, faculty are strongly encouraged to administratively drop students for nonattendance.

Students who do not attend class or do not contact the class Instructor by the second-class meeting (or first class meeting for classes that meet once per week) may be administratively dropped by the instructor.  For online classes, students who do not log in within the first five days or who do not complete required coursework during that time may be administratively dropped by the instructor.

For more information and instructions on how to drop a student for Non-Attendance please see: Adjunct Faculty Drop for Non-Attendance or Faculty Drop for Non-Attendance.

The Student Advisor Profile allows students to have an overall view of their academic information, and Advisors and Faculty Advisors to see a similar view of the academic information for their advisees, or potential advisees. The types of information available are:

  • Student biographical information – Name, Email, Phone number, and Vandal Number
  • General information – Academic Level, Class, Active Status, Student Type, Campus, and the First and Last Terms Attended
  • Graduation Application Status
  • A list of all the advisors assigned to the student
  • Their current curriculum, Institutional, Transfer and Overall Earned Hours and GPA
  • Prior Schools Attended and Test Scores
  • A list of the student’s current classes
  • Notes
  • Registration status
  • Current Holds and the ability for a student’s advisor to remove the Advisor Hold
  • More information can be found here:

What does it mean to audit a course?

Traditional Students

  • The audit option is no longer available for students to select during registration
  • If a traditional student wants to audit a course, they will need to email registration@slcc.edu with the following information:
    • Name
    • Student ID Number
    • Term
    • Course Name
    • Course Number
    • Section Number
    • And include the following statement in the body of the email:
      • “I would like to change my registration status from credit to audit. By doing so, I understand that the course(s) will not be eligible for financial aid and cannot be changed back to credit after the last day of classes for the specified term.”

Senior Citizen Waiver Students

  • Assigned an SRC student attribute and fee assessment code upon admission.
  • Students can no longer select the audit option from the registration portal.
  • Registration status is updated from an RW to AU audit status from a nightly database report (processed by the Records and Data Management group)

Academic Concerns = Concerns that have to do with the delivery of the course from the academic side. This would include issues with the professor, issues with content, delivery of content, long term technology issues etc. Anything that happens in the classroom that could impede a student’s ability to be successful.

Types of Enrollment Exceptions

  • Adding Course to Student Registration
  • Section Change
  • Credit Change
    • Credit changes can be made anytime during the semester.
    • A credit change for a previous semester can be granted only if the request is for one previous semester
  • Withdrawal
  • Administrative Drop
  • Last Date of Attendance (LDA) is required when dropping or withdrawing students.
  • If student was awarded financial aid (see TSAAREV for term activity), make sure you notify a student before making the change.

Instructions for Students (Current)

  1. Student contacts the instructor
  2. Instructor makes recommendation to the academic department
  3. Academic department (Dean/Chair/Coordinator/Admin) fills out request form in Microsoft Flow
  4. Request form is sent to the Office of the Registrar and Academic Records for processing.

For questions regarding the process, contact Registration@slcc.edu  

Rules

  • Enrollment Exceptions are only requested/processed outside an active add/drop/withdrawal period for the current term. Students requesting audit (AU) to credit (RX) may submit in the current or prior term.
  • SLCC, as an institution, does not drop students for non-attendance.
  • For personal issues outside of the classroom, please see the Registration Appeals for a list of extenuating circumstance and instructions

Frequently Asked Questions:

  • What if the student has an issue/problem with the Instructor?
    • Have them go straight to the Academic Department.
  • What if the student is an athlete requesting an enrollment exceptions?
    • There is a separate form for the student athletes. Contact the Assistant Coach to submit.
  • What if the student was awarded financial aid and is requesting a drop, withdrawal, or credit change?
    • Students are encouraged to first meet with a Financial Aid Advisor to discuss potential changes in registration.
  • Grading Scheme
    • Sign into Canvas > Course you would like to grade
    • “Enable Course Grading Scheme” should be checked, otherwise continue
    • Settings > Course Details > View Grading Scheme (if the scheme does not match your syllabus, click on “Select Another Scheme” to change it)
    • Update Course Details to save.
    • Tutorial: Submitting final grades
  • Entering Final Grades
  • Change or Update Grades
  • How do I give an incomplete grade?
    • Incomplete Grade Form
    • Each department has their own incomplete form that the student will fill out with their instructor.

MySuccess prompts faculty to give regular feedback to students along with the tools to improve and an easy way for the student and advisor to close the loop with faculty once the feedback has been implemented.

Advisor

The Academic Renewals Policy allows students to petition to recalculate their cumulative grade point average (GPA) and it only honored institutionally by SLCC. The course with its original grade will remain on the student record and will be referenced as part of an Academic Renewal on an official SLCC transcript. The Academic Renewal may not be accepted by other institutions or for financial aid satisfactory academic progress requirements. 

Academic Renewal Policy:

Academic Renewal Petition

To view the active holds on a student’s record:

  • Banner – (SOAHOLD, SGASTDN, and/or SFAREGS)
    • SOAHOLD – Active holds have a “to” date of 12/31/2099
    • SGASTDN > Academic and Graduation Status, Dual Degree tab – Academic Status
    • SFAREGS > Student Term tab – Academic Standing
  • Advisor Student Profile
    • Registration Notices to view academic standing status
    • Holds for all other holds except financial aid
  • Student Profile (Student View)
    • MySLCC > Academics & Records > Student Profile > Holds OR
    • MySLCC > Academics & Records > View Holds
  • Academic Standing
    • Banner Pages with Academic Standing Status:
      • SGASTDN > Academic and Graduation Status, Dual Degree tab > Academic Standing
      • SFAREGS > Student Term tab > Academic Standing
      • Advisor Student Profile > Registration Notices > Overall Academic Standing
  • Releasing Academic Standing Hold (Warning or Probation)
    • Contact your supervisor in Academic Advising for instructions
  • Mandatory Advising Hold
    • Check for hold in SOAHOLD
    • Hold can only be released by the Advisor that added the hold.

The Student Advisor Profile allows students to have an overall view of their academic information, and Advisors and Faculty Advisors to see a similar view of the academic information for their advisees, or potential advisees. The types of information available are:

  • Student biographical information – Name, Email, Phone number, and Vandal Number
  • General information – Academic Level, Class, Active Status, Student Type, Campus, and the First and Last Terms Attended
  • Graduation Application Status
  • A list of all the advisors assigned to the student
  • Their current curriculum, Institutional, Transfer and Overall Earned Hours and GPA
  • Prior Schools Attended and Test Scores
  • A list of the student’s current classes
  • Notes
  • Registration status
  • Current Holds and the ability for a student’s advisor to remove the Advisor Hold
  • More information can be found here:

DegreeWorks is a web-based checklist that enables you and your academic advisors to track your progress towards graduation and map out your educational plan. 

Advisor Request for Exceptions

  • MySLCC
  • Advisor
  • Advisor Forms
  • Exception for Program of Study Change Form

Guest Students are defined as a student who is enrolled and completing a degree or certificate requirement at another college or university (primary Institution) and wishes to attend SLCC with the intention of transferring earned SLCC credits to their primary institution. 

Things to keep in mind:

  • Guest students are usually only attending Salt Lake Community College for one or two terms.
  • Guest Students are not seeking a degree at Salt Lake Community College and therefore, do not qualify for financial aid. (All Guest Students are placed into General Studies: Personal Interest which is a non-degree seeking non-matriculated program and degree).

Please read all the qualifications, the rules, and the process, and check for links to deadlines on the Guest Students SLCC Webpage

MySuccess for Staff  – MySuccess gives staff a platform to better communicate with faculty, students, and other staff members about all of their students’ progress across different parts of the institution. The system also has tools to make it easier to keep track of who might need additional support.

  • Banner – Assigned Advisor’s
    • SGAADVR – Multiple Advisors

Staff

To view the active holds on a student’s record:

  • Banner – (SOAHOLD, SGASTDN, and/or SFAREGS)
    • SOAHOLD – Active holds have a “to” date of 12/31/2099
    • SGASTDN > Academic and Graduation Status, Dual Degree tab – Academic Status
    • SFAREGS > Student Term tab – Academic Standing
  • Advisor Student Profile
    • Registration Notices to view academic standing status
    • Holds for all other holds except financial aid
  • Student Profile (Student View)
    • MySLCC > Academics & Records > Student Profile > Holds OR
    • MySLCC > Academics & Records > View Holds

When there is a notification of a deceased student/employee the first step is to check GUASYST to determine if they have any HR check mark indicators. If there are any HR indicators, then all information is emailed to the HR department C/O Senerita Auvaa.

If the student is not an employee all information is forwarded to the Office of the Registrar and Academic Records. 

If available, the document for the deceased (ex: death certificate or obituary) should be scanned into the Etrieve document system. 

The Office of the Registrar will contact all other necessary departments.

Definitions:

  • Duplicate Record - One student/person with two record identification numbers (S numbers). These errors are a result of application typos, incomplete information, personal information changes including unreported name changes, and both programming and human processing errors. 
  • Merged Record - Two students/persons with one record identification number (S number). These errors happen there is a significant amount in common (such as twins with similar names and the same birth date, mailing address and emergency contact)

For duplicates, determine if both records are for the same student/person by verifying ALL information (active or inactive) on both records. For example:

  • Full Name (Legal or any other names that may be on an account here at SLCC) on both SIDs
  • Date of birth for both SIDs
  • Any additional information like current and past mailing addresses, phone, or email for each

 *Please contact Records and Data Management or send an email to duplicates@slcc.edu with detailed information. Include why you determined this student has two records (SIDs) or that we have a potentially merged record for two different students.

Academic Concerns - Concerns that have to do with the delivery of the course from the academic side. This would include issues with the professor, issues with content, delivery of content, long term technology issues etc. Anything that happens in the classroom that could impede a student’s ability to be successful. 

Types of Enrollment Exceptions

  • Adding Course to Student Registration
  • Section Change
  • Credit Change
    • Credit changes can be made anytime during the semester.
    • A credit change for a previous semester can be granted only if the request is for one previous semester
  • Withdrawal
  • Administrative Drop
  • Last Date of Attendance (LDA) is required when dropping or withdrawing students.
  • If student was awarded financial aid (see TSAAREV for term activity), make sure you notify a student before making the change.

Instructions for Students (Current)

  1. Student contacts the instructor
  2. Instructor makes recommendation to the academic department
  3. Academic department (Dean/Chair/Coordinator/Admin) fills out request form in Microsoft Flow
  4. Request form is sent to the Office of the Registrar and Academic Records for processing.

For questions regarding the process, contact Registration@slcc.edu  

Rules

  • Enrollment Exceptions are only requested/processed outside an active add/drop/withdrawal period for the current term. Students requesting audit (AU) to credit (RX) may submit in the current or prior term.
  • SLCC, as an institution, does not drop students for non-attendance.
  • For personal issues outside of the classroom, please see the Registration Appeals for a list of extenuating circumstance and instructions

Frequently Asked Questions

  • What if the student has an issue/problem with the Instructor?
    • Have them go straight to the Academic Department.
  • What if the student is an athlete requesting an enrollment exceptions?
    • There is a separate form for the student athletes. Contact the Assistant Coach to submit.
  • What if the student was awarded financial aid and is requesting a drop, withdrawal, or credit change?
    • Students are encouraged to first meet with a Financial Aid Advisor to discuss potential changes in registration.

GED Certificates and Test Scores should be ordered from your state GED website. These orders are sent to Salt Lake Community College via Parchment Exchange Services and are processed in 1-3 business days (may be longer during peak seasons).

Official high school transcripts may be sent using the following methods:

  • Via email HighSchoolTranscripts@slcc.edu from a school district email account. (Transcripts received from a personal email account will not be accepted as official)
  • Via mail

Records and Data Management
STC 270
4600 S Redwood Rd
Salt Lake City, UT 84123

  • Via electronic exchange services: Parchment, MyCE, and Moveit.

High School transcripts/diplomas/GEDs will be processed, upon receipt, within 1-3 business days (may be longer during peak seasons).

  • Change of Personal Information webpage
  • For changes to a student’s Name, Preferred Name, Social Security Number, Marital Status, Birth Date, Gender, Legal Sex, or User ID:
    • Students will need to fill out the Personal Information Update Form and submit it with the required government-issued ID and supporting documentation.
    • If all required documentation is not submitted with the form, it will be denied and the student will have to submit a new request.
    • Approved government currently issued id:
      • State ID or Driver’s License
      • Passport
      • US Military ID
    • Approved Supporting Documentation:
      • Name Changes
        • Birth Certificate
        • Court Order (May use previous or current State Driver’s License in lieu of court order)
        • Marriage License/Certificate
        • Passport
        • Permanent Visa
        • Social Security Card
      • Preferred Name
        • No additional documents except government issued id
      • Social Security Number
        • Signed Social Security Card
        • Individual Taxpayer Identification Number (ITIN): ITIN Authorization Letter
      • Marital Status
        • Marriage License/Certificate
        • Divorce Decree (Court Documents)
        • Court Order (Name Change Order)
      • Date of Birth
        • Birth Certificate
        • Passport
        • Permanent Visa
        • State ID or Driver’s License
      • Legal Sex Change
        • Court Order (May use previous or current State Driver’s License in lieu of court order)
        • State ID or Driver’s License
      • Gender Update
        • No additional documents except government issued id
      • Preferred Name changes are only required to submit a government issued id with their request.
      • User ID changes - Students’ user IDs are updated through the Help desk and they cannot be registered for any classes at the time of the request. Students will have to wait for their request to be processed before registering for classes.
      • All SLCC employees must go through Human Resources to make any personal information changes.
    • For Personal Pronoun Information
    • For changes to a student’s Mailing Address, Phone, or Email go to:
      • MySLCC > Academics & Records tab > Academic Records section > Change of Address, Phone, Email
    • For changes to the Emergency Contact Information go to:
      • MySLCC > Academics & Records tab > Academic Records section > My Profile > Emergency Contact > Edit or Delete

A student may prevent directory information from being disclosed by completing a Request to Prevent Disclosure of Directory Information form and submitting it in person to the Office of the Registrar and Academic Records. (The Disclosure Form Agreement remains so until revoked by the student.)

Request Form: Prevent Directory Information Disclosure

 

Student Online Change Requests:

  • MySLCC
  • Academics and Records
  • Academic Planning
  • Program or Catalog Year Change

Advisor Change Request for Program of Study Exceptions

  • MySLCC
  • Advisor
  • Advisor Forms
  • Exception for Program of Study Change Form

Training by System

Banner 9 - General

SAAADMS and SAADCRV 

Most decision codes beginning the Fall Semester of 2013 are done by the automated SWRADMT process depending on the answers students give on their SLCC online application. 

The following is a key to common decision codes:

Banner Self Service 9 (MySLCC)

  • Grading Scheme
    • Sign into Canvas > Course you would like to grade
    • “Enable Course Grading Scheme” should be checked, otherwise continue
    • Settings > Course Details > View Grading Scheme (if the scheme does not match your syllabus, click on “Select Another Scheme” to change it)
    • Update Course Details to save.
    • Tutorial: Submitting final grades
  • Entering Final Grades
  • Change or Update Grades
  • How do I give an incomplete grade?
    • Incomplete Grade Form
    • Each department has their own incomplete form that the student will fill out with their instructor.

There are multiple options for a student to see the grades they received for courses taken through MySLCC. 

Viewing Grades

DegreeWorks

  • MySLCC > Academics and Records > Academic Planning > DegreeWorks.
  • Once grades have been processed at the end of the semester, they are viewable in DegreeWorks. In-progress and registered courses are listed with an “R” grade.
  • For more information can be found here: DegreeWorks info, tutorials and FAQ

Mobile App called Ellucian GO

Advisor Student Profile allows students to have an overall view of their academic information, and Advisors and Faculty Advisors to see a similar view of the academic information for their advisees, or potential advisees. The types of information available are:

  • Student biographical information – Name, Email, Phone number, and S Number
  • General information – Academic Level, Class, Active Status, Student Type, Campus, and the First and Last Terms Attended
  • Graduation Application Status
  • A list of all the advisors assigned to the student
  • Their current curriculum, Institutional, Transfer and Overall Earned Hours and GPA
  • Prior Schools Attended and Test Scores
  • Student’s current/future term registration classes
  • Advisor Notes
  • Registration status
  • Current Holds and the ability for a student’s advisor to remove the Advisor Hold
  • More information: Advisor Student Profile

My Profile displays a student’s personal information including:

  • Name, Date of Birth, Legal Sex, Preferred First Name
  • Email addresses - both Bruinmail (SLCC) and Home (personal)
  • Phone Number(s)
  • Address on File
  • Emergency Contact (can be edited here)
  • Additional Details like Ethnicity & Race, Veteran Classification (editable), Disability Status (editable)

 

  • MySLCC
  • Academic and Records
  • Academic Record
  • My Profile

Banner 9 Student Basics - Advisor Edition

Banner 9 Student Basics - Faculty Edition

Banner 9 Student Basics - Staff Edition

Canvas

eLearning Contact and Department Information

  • Call 801-957-5125 (Support Center)
    • Option 1 – Students
    • Option 2 – Faculty
    • Option 3 – Talk to eLearning Staff (SLCC liaisons with Canvas)
  • Email slcconline@slcc.edu

Etrieve Records and Forms

Etrieve is the document storage system that Salt Lake Community College is currently using for Student/Employee documentation and form process requests.