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Office of Technology Solutions

Student Records

Departmental - This package includes current student contact information, student academic information (career, academic standing, academic level, major/minor of study), and course information (classes enrolled, class enrollment status, grades, units taken). The information in this package is for current students as well as select historical course information dating back to 1987. Information is updated overnight.

Cognos Student Records Training is required prior to requesting access to the Reports.

Ad hoc access (the ability to edit and create reports) can only be requested two weeks after receiving access to the Records and Enrollment package. Ad hoc access is extremely limited to users who demonstrate a strong business need that either current reports or data requests cannot fulfill. The business case provided must clearly identify why the current reports available does not meet your reporting needs.

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Dashboards

  • Advisor Dashboard

    Contains pertinent student details for advisors such as a student's current program, plan and subplan, hours towards degree, cumulative GPA, service indicators, risk factor, and student groups.

  • Departmental Grade Distribution Dashboard

    Displays University/College, Department, and Course grade averages, counts, and percent's by term and grade. Use the tabs to navigate between the College, Department, and Course. Filters are located at the top of the screen to further personalize the selections.

  • Gen Ed Student Enrollment

    Identifies the number of students enrolled in each Gen Ed Course, by Academic Level. Filter by Primary Plan, Class Attribute Short Description (Gen Ed Category) and the Class Attribute Long Description (Gen Ed Sub Category). Includes a link to the List of Gen Ed Students - Completed report.

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Advisor Self Service

  • Academic Probation SS

    All advisees assigned to the user who are on probation. Used by Advisors to follow up and work on intervention methods.

  • Academic Warning SS

    All advisees assigned to the user who have an academic standing of Warning. Used by Advisors to follow up and work on intervention methods.

  • Advisor Case Load SS

    All advisees assigned to the user as of current date. This includes student information such as name, major, email, etc.

  • Failing Grades SS

    All advisees assigned to the user who have a grade of D, F or W for a Term.

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BCSSE

  • BCSSE Advising Summary

    BCSSE surveys completed by students and utilized by advisors to address student expectations.

  • Transfer BCSSE Advising Summary

    BCSSE surveys completed by Transfer students and utilized by advisors to address student expectations.

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Graduation

  • Commencement

    Provides a list of students who are eligible to participate in Commencement for a given Term. It includes details such as name pronunciation and expected degree honors.

  • Degree Awarded

    Degree and contact information of all students in the given academic career, completion term, and department. This will be available for the Term after Official Degrees are awarded, generally 20-30 days after the end of the semester. Can be run by Major or Minor Department.

  • Graduation Application - Preliminary Audit

    Students who have applied to graduate during the selected term and their current evaluation status (within Degree Audit). Student information such as email and cumulative GPA is included in the report. Provides a drill through to open the Student Address report and display only those graduation applicant's addresses in the report. Can be run by Major or Minor Department.

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Reports

  • Academic Probation

    All students who are on probation - selected by Advisor. Used by Advisors to follow up and work on intervention methods.

  • Academic Probation - Term Compare

    Allows a user to compare a student’s probationary status from a selected Term and the prior six Terms.

  • Academic Warning

    All students who have an academic standing of Warning - selected by Advisor. Used by Advisors to follow up and work on intervention methods.

  • Advisor Case Load

    Academic and contact information about students on a given Advisor’s case load. Can be run by College, Department, Plans, Subplans, or Advisor.

  • Advisor Case Load Summary

    Number of students on each Advisor’s case load broken down by the Advisor role.

  • Class Enrollment - Qualtrics

    Class enrollment details for all classes by Subject and Term. To be used for Qualtrics course evaluations.

  • Class Enrollment - Totals

    Class enrollment and capacity totals for all classes by Subject with the ability to filter by specific class attributes.

  • Class Occupancy

    Displays occupants of a Facility based on date and/or time selected.

  • Class Offerings

    Course and class information including the schedule of the classes for the user selected Term and Subject, College, Department, or Course Attribute. This report includes future terms, where enrollment may not have occurred.

  • Class Roster - Campus Solutions Format

    Academic information including class grade for students enrolled in a given class by Course/Class/Section. Use "Class Roster List" if needing to download to Excel.

  • Class Roster - List Format

    Academic information including class grade for students enrolled in a given class by Course/Class/Section. Allows for download to Excel in one worksheet.

  • Class Roster - Primary Section and Associated Labs

    Enrollment counts and instructor details for selected Laboratory type courses by Term.

  • Course Catalog - List Format

    Displays a list of all courses offered by the University. The Course Catalog was previously printed by the Registrar's Office and is now available online via Cognos.

  • Course Catalog - PDF Format

    Displays a list of all courses offered by the University in PDF form. The Course Catalog was previously printed by the Registrar's Office and is now available online via Cognos.

  • Course Enrollment Trends

    Displays course enrollment numbers for the last 5 years for the selected Department(s) courses.

  • Course Roster - Active Students

    Displays demographic data, plan information, term taken, and performance statistics for selected course(s) for active students. Active students are identified by the selected criteria - College, Department, Plan, SubPlan, or Advisor.

  • Course Roster - Prior Courses Grades

    Current students course performance in prerequisite courses (user identifies the current course and the prerequisite courses).

  • Course Waitlist

    Displays students on the waitlist for a selected Class with the option to run by Advisor.

  • Courses Not Taken - Active Students

    Displays demographic data, plan information, latest term, and performance statistics for active students who have not taken the selected course. Active students are identified by the selected criteria - College, Department, Plan, SubPlan.

  • Dean's List

    Displays students who are included in the Dean’s List for the selected Term. Displays the Primary College, Primary Department, and Primary Major, as well as their hometown. Can be executed by College, Department or Plan. Contains a drill through to the Student Addresses report.

  • Department Schedules

    Used to identify Department's classroom schedules both physically and virtually. It pulls courses offered by selected Term and Subject, as well as displays the physical room's capacity vs. the total enrollment of the class scheduled in the room.

  • Gen Ed - Course Roster

    Displays Student Name, Plan, Level, and Grade (when completed). Filter by Term, Primary Plan, Class Attribute Short Description (Gen Ed Category) and the Class Attribute Long Description (Gen Ed Sub Category). Linked to the Gen Ed Dashboard.

  • Grade Distribution - Class Section Totals

    An aggregate distribution of grades by Classes/Sections.

  • Grade Distribution - Course Totals

    An aggregate distribution of grades by Course Catalog ID.

  • Instructor Schedule

    Course information of a class by individual instructor or by all instructors within a Subject, College or Department.

  • Pathway Progression

    Displays all the Pathway Students and their enrolled hours by Term.

  • Plan Roster - Active

    Program and plan information for active students by College, Department, Plan, or Plan/Subplan.

  • Plan Roster - Active Teacher Ed

    Identifies students by HEGIS code, which indicates they are a Teacher Education major, within a specified Term.

  • Plan Roster - Enrolled

    Academic information for enrolled students by College, Department, Plan, or Plan/Subplan.

  • Student Addresses

    Various addresses for current students by College, Department, Plan, or Subplan.

  • Student Course History

    Displays the course history for all terms for the student(s) selected.

  • Student Courses

    All of the classes taken by a student in a selected Term by College, Department, Plan, Subplan, or by Advisor.

  • Student Courses - Dropped/Withdrawn

    Displays students who have dropped or withdrawn from a course in the Term selected. Can be run by College, Department, Plan, Subplan, or Advisor.

  • Student Courses - Math Enrollment/Tests

    Displays Math courses enrolled, Math ACT, and ALEKS placement scores by student in the Term selected. Can be run by College, Department, Plan, Subplan or Advisor.

  • Student Courses - Pass/NoPass

    Displays students who are enrolled in a course for a Pass/No Pass grade. Can be run by College, Department, Plan, Subplan, or Advisor.

  • Student Enrolled Unit Totals

    A summary of student enrollment hours in a selected term by College, Department, Plan, or Subplan. Provides a drill through to the Student Courses by Plan report.

  • Student Group Membership

    All students in a select Student Group, and also allows the user to limit the results with a Plan and/or Subplan. Student contact information along with Academic Level and Enrollment Indicator are provided.

  • Verify Student Standing and GPA

    Displays students who were enrolled in the Term(s) selected who have not graduated. Contains student information such as Academic Standing and GPA.

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