College - One of the Five Schools at Rensselaer: Architecture, Engineering, Humanities

GLOSSARY

College - One of the five schools at Rensselaer: Architecture, Engineering, Humanities, Arts and Social Sciences, Management and Technology, and Science , as well as Information Technology.

CRN - A five digit code number given to all courses as a unique identifier. For example, a CRN for MANE 4750 Combustion Systems section 01 for the Fall 2010 (201009) term might be 40655. Polytechnic Institute Office of the Registrar Full-time /Part-time - Student’s indication, upon arrival at Rensselaer, about how they 110 Eighth Street plan to study, regardless of how many credits they actually register for. Troy, New York 12180

Major - The curriculum a student has chosen. For example, Communication and Rhetoric (CMRT). Banner Quick Reference Non-person - A vendor associated with Rensselaer. for Person - Any individual, employee, or potential student associated with Rensselaer. Academic Departments

Student - An individual who has a general student record. NOTICE FROM THE REGISTRAR’S OFFICE

Subject - A four letter code representing a department or course subject. For example, Having direct access to student’s records means having responsibility for proper use of MATH. For particular courses, this is paired with a four digit code like 1100 and the information. Everyone who has access is expected to abide by the following usually a section number like 01. policies regarding student’s records. (Rensselaer reserves the right to update and change policies as necessary in the future.) Term Code - A six digit code referring to a particular term in Banner. The first four digits represent the current year (2010) and the last two digits represent the first month 1. Student records information viewed or printed is strictly confidential. of the particular term you’re interested in. It looks like this: 2. The student records information you have access to is restricted for use in your 201005 Summer 2010 office and by Rensselaer faculty and staff only. It is not to be released or sold or 201009 Fall 2010 otherwise given to students or off campus organizations. 201101 Spring 2011 201002 Hartford Spring 2010 3. Access is determined by your need to know in order to complete your job 201010 Hartford Fall 2010 responsibilities. 201006 Hartford Summer 2010 If you have any questions, please contact one of the following in the Registrar’s Office:

Peggy Conroy-Martin, x6621, email: [email protected] Kim Herkert, x6232 email: [email protected] Sharon Kunkel, Registrar, x6231, email: [email protected] Maria Zanotta, x6179, email: [email protected]

Banner web address: http://www.rpi.edu/dept/iacs/support/ Dc1ais/campus/dept/Ais Support/Train_material/Student/BANNER_quickref.doc RENSSELAER POLICY FOR RELEASE OF STUDENT INFORMATION FORMS To log in to Banner: It is the policy at Rensselaer to withhold directory information to individuals or companies who http://www.rpi.edu/dept/iacs/support/ wish to solicit our students. Otherwise, the following information may be provided if the student has not requested privacy. For these students, a confidentiality flag will be attached to their academic record and will be visible when their records are accessed through Banner. SGASTDN – The following for a student: Otherwise, the following information can be verified for a student rather than voluntarily given: Curriculum info, Status (Active, Inactive, etc.), Campus (Troy, Hartford, etc.), Level (grad/undergrad), Degree, College (Science, Engineering, etc.), student name dates of attendance Academic Standing, Advisor, Graduation date (expected), Registration, All address degrees and honors awarded active terms, other miscellaneous information. phone number other institutions attended prior to Rensselaer date and place of birth sports and activities SGASTDQ – Summary of a student's general student records. class year participation in officially recognized organizations major field of study weight and height of athletic team members SPAIDEN – Search for a student’s name or a student’s address. academic load employment status within Rensselaer SFAREGQ – Student’s current schedule.

FERPA REGULATIONS SHATERM – Student’s previous classes, term and cum GPAs, grades and Dean’s List status. FERPA, The Family Educational Rights and Privacy Act, administered by AACRAO, the American Association of Collegiate Registrars and Admissions Officers, has set enforceable guidelines for releasing academic information about students. Below is a SHATRNS – Transfer Credit detail information for a student. summarized excerpt of FERPA that everyone is expected to follow. SHADGMQ  Summary degree information for a student showing graduation Under what conditions is prior consent required to disclose information? status, degree status and the term the degree was awarded (or is expected). (a) The parent or eligible student shall provide a signed and dated written consent before an educational agency or institution discloses personally identifiable information from the student’s SHARANK – Summary of a student's rank in class, college and major. education records, except as provided in §99.31. SIAINST- Limited information about a faculty member, includes list of (b) The written consent must: Specify the records that may be disclosed, state the purpose of the courses taught by term disclosure, and identify the party or class of parties to whom the disclosure may be made.

(c) When a disclosure is made: If a parent or eligible student requests, the educational agency SSASECT – Specific information about a class such as enrollment numbers shall provide a copy of the records disclosed. and spaces available, cross listed info, class locations, and other miscellaneous information. Under what conditions is prior consent not required to disclose information? SSASECQ – Search for a course number (CRN), course title, and other various (a) An educational agency or institution may disclose personally identifiable information from a course information. student’s educational records without consent if one or more of the following conditions are met: SOAHOLD  If a student has a hold it will be listed on this form. (Bursar’s (1) The disclosure is to other school officials who have legitimate educational interests. hold, Graduate Services hold, etc.). (2) The disclosure is to officials of another school where the student seeks to enroll. SGAADVR – Maintain the student's advisor information. (3) The disclosure is to authorized representatives of: The Comptroller General of the U.S., The Secretary, or State and local educational authorities. GOAEMAL– Student's e-mail address(s)

Dc1ais/campus/dept/Ais Support/Train_material/Student/BANNER_quickref.doc