Academic Department & Advisor Toolkit Academic Department & Advisor Toolkit Overview The Academic Department & Advisor Toolkit is a guide for the Carnegie Mellon University community of advisors and academic department administrators, created to assist in navigating University Registrar’s Office-related functions. Contents About Enrollment Services ................................................................................................................................ 2 Staff Contacts ...................................................................................................................................................... 2 Applications – S3, SDW, & Stellic ...................................................................................................................... 3 Forms & Guides .................................................................................................................................................. 3 Enrollment Statuses ........................................................................................................................................... 4 Academic Programs ........................................................................................................................................... 7 AP/IB/Cambridge & Transfer Credit ................................................................................................................. 8 Registration ......................................................................................................................................................... 8 Vouchers ................................................................................................................................................ 8 Course Conflicts .................................................................................................................................... 9 Course Overload ................................................................................................................................... 9 Cross Registration (PCHE) & Joint Programs ................................................................................................. 10 Commencement ............................................................................................................................................... 11 Doctoral Students & All But Dissertation Status .......................................................................................... 12 Student Separations from the University ..................................................................................................... 12 Academic Actions ................................................................................................................................ 12 Leaves of Absence & Withdrawals.................................................................................................... 13 Quick Links ........................................................................................................................................................ 14 Academic Standards, Policies, & Procedures ....................................................................................... 14 Department & Academic Calendars ...................................................................................................... 14 Student Privacy & FERPA ......................................................................................................................... 15 NameCoach & Preferred Name ............................................................................................................. 15 Transcripts ................................................................................................................................................ 15 Verifications .............................................................................................................................................. 15 Visiting & Non-Degree Process .............................................................................................................. 15 Undergraduate Catalog ........................................................................................................................... 15 Frequently Asked Questions for Advisors & Administrators ............................................................. 15 About Enrollment Services The Division of Enrollment Services includes seven administrative departments: The HUB, Student Financial Aid, Student Accounts, Summer Studies, Enrollment Systems, the Office of International Education, and the University Registrar's Office. The division leads and delivers integrated administrative services that support students' academic goals from enrollment through graduation. Our staff strives to champion collaborative administrative services and counsel for all CMU campuses and programs in alignment with the university's strengths in technological effectiveness. Staff Contacts The HUB is the student service center where Student Financial Services (Student Financial Aid Office and Student Accounts Office), the University Registrar's Office, ID Card Services, and Summer Studies come together to provide a one-stop-shop for the enrollment needs of students and families. The HUB is considered to be the front door to, or face of, Carnegie Mellon's Division of Enrollment Services. • It is most appropriate to direct students with questions about enrollment to The HUB, as they are the student-facing department. The HUB may be reached by emailing [email protected]. • Each student is also assigned a HUB Liaison. Assigned by college, Liaisons provide individualized enrollment and finance counsel to enrolled students and families. Liaisons can be found on The HUB’s website on the Find Your Liaison webpage. The University Registrar's Office performs the essential roles of administering the collection and maintenance of student records, ensuring their accuracy and integrity, and enforcing academic policies. We also provide services related to registration, exams, grading, scheduling, and more. • If a faculty or staff member has a question regarding a student and their academic record, or is submitting a form that affects a student, it is most appropriate to contact the University Registrar’s Office at [email protected]. • Individual URO staff members can assist with more specific questions. A listing of URO staff contact information is available within the Staff Contacts PDF. Advising Toolkit 9/21 University Registrar’s Office 2 Applications – S3, SDW, & Stellic Student Services Suite (S3) The S3 is one of the university’s most comprehensive enterprise systems and the system-of-record for all student data. The S3 is comprised of: • S3 Admin Console for administrative users • Student Information Online (SIO) for students • My Plaid Student (MPS) for parent/authorized users • S3 Faculty Course & Grade Information for instructors Student Data Warehouse (SDW) www.cmu.edu/es/sdw SDW is a repository of student data, refreshed daily, which allows departments to run queries without having to request them from the University Registrar’s Office. The SDW database is housed within Tableau, an application which provides benefits including a dashboard mechanism and data visualization. Access and training questions may be directed to [email protected]. More information, including help documentation, is available on the Enrollment Services SDW webpage. Stellic www.cmu.edu/es/stellic The Stellic Degree Audit Application is a student success platform, which includes degree-planning tools in addition to a degree audit. A student-driven, collaborative academic planning tool, Stellic employs the university’s undergraduate catalog and degree requirements to assist students with schedule planning and meeting their degree requirements. The Stellic degree planner allows a student to drag and drop courses from the course search into their degree plan, checking for pre- requisites first. The degree planner also shows the interrelationships between courses, such as which courses are pre-requisites or co-requisites. The Stellic degree audit displays a student’s progress towards degree requirements while allowing for double-counting and exception making. In addition, the Stellic application has other advising tools including notes, chat, and advisor alerts. Forms & Guides Where can I locate forms? • Forms accessible to students are located on The HUB’s Forms webpage. • Forms accessible only to faculty/staff can be found within the Enrollment Services Forms webpage. Advising Toolkit 9/21 University Registrar’s Office 3 Form Completion & Submission Instructions • Access the newest versions of forms through the Enrollment Services website. • Prior to typing your information into the PDF fillable forms, you must first save the form and then reopen it in order to complete and submit it. Otherwise, the information you enter will not save. • Once your information has been entered, we recommend you “Print” the form to Adobe PDF prior to saving to close out the fillable fields. • Email the form(s) to our office per the email communication tips below. Email communication tips: • Email forms to: [email protected]. • Include a clear subject line identifying the type of form being sent. Only one form type per email should be sent. Please do not mix form types in the email, if possible. This ensures we can most efficiently route your form amongst staff. • When inquiring about a student’s form(s),