The following information is an overview of using the SIUC Student Information System (SIS), with particular emphasis on the registration of students. The following topics are presented in order: A. Logon Procedure B. Logoff Procedure C. Trouble-Shooting Logon/Logoff Problems D. SIS Operator Profiles E. SIS Screens And Their Uses F. Registration Processing G. Stop Identifiers H. Registration Processing Continued I. Documentation Of Registration J. How To View Transfer Credits K. How To Check For High School Deficiency L. High School Course Requirement Pattern M. Completing High School Deficiencies N. High School Course Abbreviations
1. On the "OS/390" screen, key: cics (press ENTER)
2. On the "WELCOME TO THE CICS 4.1.0 PROD SYSTEM" screen, key in your:
LOGON ID: ===> (press TAB if needed)
PASSWORD: ===> ** (press ENTER)
**The very first time you use your initial temporary password
received from Information Technology, take the following
steps. After that, you will not use your initial temporary
password again, but the one you select to enter at this time.
Choose a password that you will remember, from 5-8 characters.
This procedure is also used to change your password. You
must change your password at least once every 60 days but not
more often than once every 5 days. DO NOT SHARE YOUR PASSWORD
WITH ANYONE ELSE!
--Key in your temporary (or current) password:
PASSWORD: ===> (TAB if needed)
--Key in the password you have chosen to use:
NEW PASSWORD: ===> (TAB if needed)
--Key in your new password again:
(ENTER TWICE): ===> (press ENTER)
3. On "MAIN MENU" screen, press PF10 to access IDMS, or key: dbdc
on the entry command line (under the column labeled "Command")
and press ENTER.
4. On "V1 ENTER NEXT TASK CODE" screen, key: clist iaprod (ENTER)
5. On "SIUC - PROD SYSTEM" screen, key in the following for each
prompt:
SYSTEM NUMBER? 001 (everybody) (TAB if needed)
YOUR OPERATOR NUMBER? xxxx (TAB if needed)
YOUR PASSWORD? *** (ENTER)
***This is a permanent password assigned to you by the Office of
Records and Registration. DO NOT LOSE THIS OR SHARE IT WITH ANYONE.
If you must keep it in written form for reference, keep it in a
place that no one else has access to. It is case sensitive,
so make certain your Caps Lock key is not on when you key it in.
6. At this point, you should be at the "001 SIS MENU" screen.
1. From wherever you are on any screen, press CLEAR twice (usually). Else, key "so" in the screen number field, then press ENTER twice. 2. On "V1 ENTER NEXT TASK CODE" screen, key: bye (ENTER) 3. On blank screen, key: logoff (ENTER) 4. You should be returned to the "OS/390" screen.
1. If the system goes down while you are in session, press the CLEAR key, then key: logoff (ENTER) 2. If you sign on and receive the message "UCFCICS - RHDCUCFC ABEND," then SIS is not available. Press the CLEAR key, then key: logoff (ENTER) 3. If you sign on and receive one of these messages: "unrecognized SNA command 01 already in session" or "invalid SNA code," press the CLEAR key, then key: cics (ENTER) 4. If you have a "resource timeout" (the system has a 15-minute "idle" parameter) you get the message "S010 - Re-signon failure." Press PF10 (or press CLEAR and key: dbdc, then press ENTER). Continue the normal logon or logoff procedure. 5. If you are trying to sign on and receive the message "already logged on," call Information Technology, Customer Service Center (453-5155) and ask them to terminate your session. If you are on a PC with Windows, first make sure that all of your windows are closed.
There are several levels of SIS Operator Profiles. You may view
or update data on SIS according to the SIS access level you are
assigned.
Any University office or employee may request and receive access
to the SIS at Level 00. To obtain SIS access at Level 01 or
higher, the office or employee must demonstrate that they have a
legitimate "need to know" the student information in order to
perform their assigned duties. Generally, access for all office
employees will be at the same level; however, offices may request
access for specific employees which is "customized" to meet their
information needs. Operator profile levels are:
Level 00 : Limited Access. This level permits the user to view
only student information which is considered to be
"Directory Information" as defined by the University's
policy on Release of Student Information. Some on-line
screens which contain directory information are omitted
from this group since they also contain confidential
material.
Level 01 : General University Access. This level contains the on-
line screens which can be viewed by most university
user offices, both academic and non-academic. Users at
this level have access to confidential student infor-
mation and must adhere to the University's policy on
Release of Student Information.
Level 02 : Academic Departments Access. This level is tailored to
meet the needs of most academic departments. Student
workers and/or graduate assistants in academic depart-
ments may have additional restrictions.
Level 03 : Academic Adviser Access. This level is tailored to
meet the needs of most academic advisers. Student
workers and/or graduate assistants in academic advise-
ment centers may have additional restrictions.
Level 04 : Customized Access. This level of access will be
customized to meet the needs of specific offices and
personnel. Student workers and/or graduate assistants
in offices which process student information may have
additional restrictions.
Access to financial aid information and billing/receivables account
data is not available through the standard operator profiles. To
obtain inquiry and update access to the on-line screens in financial
aid and billing/receivables, the office or department must submit
additional SIS Access forms.
--Address Screens:
003 All Billing, Local, Permanent, Returned Mail,
Addresses Foreign.
004 Permanent (Formerly used to mail student grade reports
Address and student schedules in May, August, and
December.) If no Billing Address exists
in December, the Statement of Account is
mailed to this address.
005 Local Primary address to which SIUC correspondence
Address is directed while classes are in session.
If no Billing Address exists in January
through November, the Statement of Account
is mailed to this address. Refunds will be
mailed to this address.
006 Billing Used only by the Bursar to mail the monthly
Address Statement of Account.
014 Electronic Used to store e-mail addresses. Can also
Addresses store fax numbers and Web site addresses.
--High School Background Screens:
202 Name Name search performed only in the Admissions
Search component. Note that the search here is
limited to only those students who have data
in the Admissions component of SIS.
206 Application General admission information, including
admission qualifier and primary program.
209 HS History Transcript received, HS rank.
220 Adm Admit term, college, class, major, type,
Locator admission qualifier AT TIME OF ADMISSION.
221 Test ACT, SAT, and other test scores registered
Scores by Records--averaged if test is taken
more than once (see Screen 210 for Raw
Scores by Test code).
225 HS Units Units earned, in progress and total (used
to calculate subject area deficiencies).
228 HS Detail HS transcript with grades.
229 HS Unit Areas and units in which student has a
Deficiencies deficiency.
--College Background Screens:
150 TR Credit Transfer course work or advanced standing
Acceptance credit, including military, teaching, and
work experience.
151 TR Credit Transfer course detail: dates courses were
Articulation taken, grades, equivalencies.
152 TR Lists SIU accepted transfer equivalencies,
Equivalency awarded hours.
153 TR Credit Transfer Institution total hours and GPA,
Summary total accumulated transfer hours and GPA.
211 College Colleges and dates attended, hours and GPA,
Hist transcripts received flag.
--Shared Data Screens:
002 Name Locate a student if ID number is unknown by
Search typing the last name and as much of the first
name as will fit into the SID field on the
action line (leave AU blank to search all
possible records in the database).
010 Combined An Admissions office screen used to create
Bio/Demo/ student records on the database (addresses,
Address biographic data, veteran status, citizen-
ship, release of information).
011 Student Summary of a student's activity in Admis-
Locator sions and/or Student Records for all terms
of application or enrollment, including
pre-SIS and/or SIS archived files (blank
out term and AU in action line).
012 SID/Name Previous ID numbers/names existing on SIS.
Change
016 Report --Flag-3 is the Capstone code:
Attribute
Flags A : approved
B : application received
D : denied
G : General Education complete
H : hours lacking
I : incomplete credentials
L : finished Bachelors degree, or
switched to a non-Capstone
program
N : no benefit from Capstone
P : pre-denial (student close to end
of second term)
R : referred to academic unit
--Flag-5 is the University Honors code:
H : Honors Program student
017 Stops Active and inactive stops (Screen 112 shows
Maintenance stops that actually prevent registration).
--Student Records Screens:
102 Name Name search performed only in the Student
Search Records component (leave AU blank on the
Action Line to search all possible records
in the Records component).
103 PDF Personal data form similar to Screen 010.
104 Registration See the following section for Registration
Drop/Add procedures.
109 Student All courses registered and waitlisted for a
Schedule term, includes days, times, and meeting
place.
111 Stu Term Major(s), academic status, matric, term,
Attributes special program code, withdrawal date,
ONLY SCREEN THAT IS ACCURATE FOR ADMISSIONS
QUALIFIER.
112 Registration Eligibility to register, active stops which
Status affect registration, active hours, permit
U-L/Web use flag, registration date and
time (see Screen 1U2 below).
117 Graduation Records entry screen for expected term,
year, degree and checkout status data (see
Screen 120).
118 Academic Summary of college hours and GPA, earned
Statistics hours, SIU quality hours, quality points,
GPA, transfer hours, all college work.
120 Degree Degree, date, program, checkout and award
Application status, honors. Press ENTER to see any
additional degree records.
123 Degrees Degrees awarded by SIUC, program, honors,
Awarded certificate.
159 Registration All registration actions for a term,
Audit who did what and when.
184 Transcript Full SIU transcript by Academic Unit and
Display Career, including transfer work, degrees
(maintained from Fall 1990 to date).
191 Verification Student term, full/part-time status, class,
of college, major, attempted & active hours,
Enrollment term residency, site code. Leave "TERM"
blank in Action Line to see all terms.
Leave "AU" blank to see work in all AU's
AU's at SIUC.
1U2 Registration Allows the adviser to update registration
Status control fields for earliest registration
date/time, set credit load limit, permit
U-L/Web registration (a student may use
U-L/Web ONLY if both "SUMMARY STATUS" is
"Eligible" and "PERMIT U-L/WEB REGIS-
TRATION" flag is "Y").
--Course Screens:
105 Course All sections of a course, days, times and
Sections rooms, instructors, current enrollment,
enrollment limit, whether a waitlist exists.
107 Class List Students enrolled in a section, shows class
college and major.
108 Waitlist Ordered list of students waitlisted for a
class (used to identify student's position
on the waitlist).
129 Schedule Full course information, including credit
Maintenance hours, controlled enrollment status, and
course meeting dates.
134 Course Mtg Start and end date for classes that meet
Patterns less than full-term (should be printed
with student schedule as needed).
141 Course Pre- All prerequisites for a course.
requisites
142 Course Class/college/major restrictions for a
Restrictions course (see Screen 129).
143 Section Class/college/major restrictions for a
Restrictions section (see Screen 129).
1. On the Action Line at the top of the screen, key in the
following information, then press ENTER:
--Screen : the number of the SIS screen you wish to
view and/or update
--Institution (INST): CA (Carbondale)
--Academic Unit (AU): UG (undergraduate/graduate)
: LW (School of Law)
: MD (School of Medicine)
--Student ID (SID) : if unknown, conduct a Name Search on
Screen 002 (key in last name, space,
and as much of the first name as will
fit in the SID field, or for long names
use the search key at the bottom of the
screen)
--Term : yy6 (fall)
: yy2 (spring)
: yy4 (summer)
2. Verify the student's address. Make necessary corrections
following the guidelines described below:
Screen 003 : All Addresses
Screen 004 : Permanent Address
Screen 005 : Local Address
Screen 006 : Billing Address
--DO NOT ENTER PUNCTUATION MARKS. The only acceptable punc-
tuation allowed in address fields is the slash (/) in an
address with a fractional number (ie: 1045 1/2 E Walnut).
Symbols such as period (.), comma (,), pound sign (#),
hyphen (-), or percent symbol (%) are not recognized by
postal service scanning machines.
--USE MIXED CASE. Do not use all lower case or all upper
case.
--AVOID USING STREET LINE2 OR LINE3 WHERE POSSIBLE. Postal
delivery has a greater chance for success if rural route,
box number, and apartment number are all included on Street
Line1. If the entire address will not fit in Street Line1,
put the least important address data in Street Line2.
--ADDRESSES "IN CARE OF..." Do not use the percent (%)
symbol. Instead, use this format, if possible, all on
Street Line1; else, put the "co" name on Street Line2:
508 S Wall St co John Doe
--USE THE FOUR-DIGIT CAMPUS MAIL-STOP CODE FOR ALL SIUC ON-
CAMPUS ADDRESSES IN ZIP CODE POSITIONS 6-9. If you change
an on-campus address to an off-campus one, or change an on-
campus address to another on-campus one, remember to blank
out or update the Campus Mail-Stop Code.
--USE THE FOLLOWING ADDRESS FORMATS FOR SIUC FAMILY HOUSING:
for Southern Hills, use : 1500 S Wall Bldg 134-7
for Evergreen Terrace, use : 1501 W Pleasant Hl Bldg 187 3
3. Go to Screen 104. If the first line reads "ENTER REGS, OR NEW
STUDENT/TERM, OR <RET> TO REDISPLAY" AND if "TERM STATUS" is
"P" or "R" or "G," you may register the student. Go to step 7
below.
4. If the first line reads "STUDENT NOT ELIGIBLE TO REGISTER,"
there will be a "*I" displayed under one of these headings at
the bottom of the screen:
--ACD: student must resolve academic stop (check Screen 017)
--FIN: student must resolve financial stop (check Screen 017)
--MISC: student has a miscellaneous stop (check Screen 017)
--CONT DEP: student must make a deposit at the Bursar or get
a pre-payment waiver before registering
AA A&R Indef Susp Records, Woody A-103
AD A&R Deans Ltr $ Registration, Woody A-115
AR A&R Adm Required Admissions, Woody A-204 (new students)
Registration, Woody A-115 (continuing)
AS A&R U Acad Susp Records, Woody A-103
AX A&R Administrative Registrar, Woody A-104
A3 A&R Tran Crednt Evaluations, Woody A-006
A4 A&R Forgn Credl Int'l Admissions, NW Annex B-119
A6 A&R Early Tr Ad Admissions, Woody A-221
ZZ SID Change Records, Woody A-103
BC Bad Check Accounts Receivable, Woody B-006
BH Bursar Stop Accounts Receivable, Woody B-006
BL BUR S-Term-Loan Accounts Receivable, Woody B-006
BP BUR Perkins/NDL Perkins Loans, Woody B-020C
BR BUR Third Party Accounts Receivable, Woody B-006
CA BUR Collectn Ag Perkins Loans, Woody B-020C
FD Fin Aid Disburs Fin Aid Office, Woody B-3rd Floor
FP Fin Aid Packag Fin Aid Office, Woody B-3rd Floor
GD Grad Acad Susp Graduate School, Woody B-103
GG Grad Graduated Graduate School, Woody B-103
GS Grad Misc Stop Graduate School, Woody B-103
HO Off-C Housing Washington Square Bldg D
HS Health Sv-Shots Health Service, 109 Kesnar
LD Law Acad Susp Law School, 137 Lesar
LS Law Misc Stop Law School, 137 Lesar
LT Law Transc Cred Law School, 137 Lesar
SA St Affairs Susp Student Development, Woody B-145
SL St Life Discipl Student Development, Woody B-145
5. If the first line reads "STUDENT NOT ACTIVE IN AU AND TERM,"
one of two problems exists:
--The student has not been admitted/readmitted for the term.
Check Screen 206 for an admit status other than "IE."
--The student does not have a term record for the selected
term. Contact the Registration staff in the Office of
Records and Registration (453-2975).
6. If the first line reads "REGISTRATION MAINTENANCE DISALLOWED
FOR THIS TERM," one of these conditions exists:
a. Check the TERM STATUS in the top right corner of the
screen. Registration processing can only occur when
term status is "P" or "R" or "G." Waitlisting is allowed
only when term status is "P." Term status values are:
S : Scheduling
P : Pre-Registration
R : Registration
G : Grading
H : History
b. The Registration Calendar does not permit you to process
registration/add/drop transactions at this time. Ordi-
narily, you might expect to see this message during
cancellation processing prior to Final Registration, or
after the deadline to drop a course without a grade has
passed.
7. Enter the courses listed on the Course Request Form for the
student:
a. Function Code. A "global" function (entered in the
"FUNCTION" field) affects every course on Screen 104 (all
courses are added, dropped, waitlisted, etc.), while a
"Local" function (entered under the asterisk on the left
side of the screen) affects only the course typed on that
line (adding and dropping, changing grade type, etc).
Function codes are:
R : Request (register or add)
D : Drop
S : List open sections without restrictions (see step e)
X : List all sections except cancelled and inactive ones
(see step e)
W : Waitlist (see step f)
E : End request (on section search Screen 105)
b. Type the course information in the following format:
acct250 001
ats 416 001
tc 105b201
russ126a001
--Course Department. A two-to-four character abbreviation
for the department. Four character spaces are required.
If the department is less than four letters, leave the
space(s) so that the course number will start in the
correct position.
--Course Number. A three-digit number plus, in some cases,
one trailing letter. If there is no letter, leave the
space.
--Section Number. A three-digit number. All three spaces
must be entered, using leading zeros if the section
number is less than three digits.
--Independent Study Section Numbers. If a course is
listed in the Schedule of Classes with a section number
of "000," refer to the Appendix at the back of the
book for the instructor's personal section number in the
range 701-799. THERE IS NO SECTION 700.
--Variable Hours. In the "HRS" column, type the number of
credit hours. One decimal position is automatically
recorded. To change the number of credit hours for a
variable hour course, drop the course, then add it back
for the new total hours of credit. Examples of variable
hour formats are:
12 = 12.0
012 = 1.2
7.5 = 7.5
--Grade type. If the student is to be registered for a
grade type other than regular credit, key in the appro-
priate value in the "GT" column. To change grade type,
drop the course, then add it back for the new grade type.
Valid grade type entries are:
blank : regular grading
AU : audit
DF : course used to satisfy high school deficiency
c. When all courses have been keyed in, press ENTER.
d. Override code. Some requests may be rejected and will
display a message indicating there is a problem. If you
determine that the student should be registered for the
course anyway, re-enter the local function code "r,"
tab to the "OV" column and key in the proper override
code, then press ENTER:
OVERRIDE DOCUMENT NEEDED TO
CODE MESSAGE OVERRIDE
--D : Controlled enrollment Closed class card
--L : Closed class Closed class card
--R : Program restriction Closed class card
--V : Credit overload Dean's signature
--T : Time conflict Legitimate overlap
--U : Past the census date Dean's signature
e. Section Search. A section search should be performed when:
--a course is controlled enrollment, closed,
or restricted and the student does not have
a closed class card
--you want to leave the student enrolled in a
section but look for other available sections
--a course section is cancelled
--there is a time conflict with another course
for which the student is registered
There are two types of section search:
--"S" function: the "s" function checks for open,
non-restricted sections that will fit into the
student's existing class schedule.
--"X" function: the "x" function lists all sections
of a course irrespective to restriction, time con-
flict, or open/closed status (cancelled and inactive
sections are not displayed). The column labeled
"RESTR* lists special conditions:
--D : controlled enrollment
--R : class/college/major restriction
--T : time conflict
--U : past census date
To perform a section search, key "s" or "x" in the local
function field, then press ENTER. To register for (or
waitlist) a listed section, key "r" (or "w") in the
function field at the bottom of the screen and key in
the selected section number. Or, to exit the section
search, key "e" in the function field and press ENTER.
f. Waitlisting. To add a student to the waitlist for a
closed class, key "w" in the local function field, then
press ENTER. A student cannot be registered in one
section of a course and be waitlisted in another. Wait-
listing is permitted only when the term status is "P."
DO NOT WAITLIST A STUDENT IF THE CLASS IS NOT CLOSED!
g. Conditional Drop/Add. Conditional Drop/Add requires
ALL transactions entered on the screen to be processed
successfully for ANY of them to be accepted (ie: the
DROP is conditional upon the successful processing of
the accompanying ADD request). To activate CDA rules,
key "y" in the "COND DROP/ADD" field. Only "r" and "d"
functions may be entered on the screen, and at least one
"r" and one "d" transaction must be present. If ANY of
the transactions are not successful, ALL are rejected,
and the message "COND DROP/ADD FAILED" will appear on
the screen. To turn off this feature, reset the "COND
DROP/ADD" field to "n" or spaces.
h. When registration processing is completed, provide the
student with a class schedule (print Screen 109).
Documentation of a student's registration varies by unit,
but usually consists of one of the two following pieces of
information to be kept on file by the office that does the
registration processing:
--Course Request Form (white copy) signed by both the student
and advisor.
--Copy of Screen 104, signed by both the student and Advisor.
Individuals who register students through SIS should be aware of
their responsibilities to the student and the department to
register students only for those courses approved by the advisor,
and to be careful about overriding restrictions, etc. imposed by
the departments upon specific courses.
1. Screen 211 displays the schools attended, as indicated by the student on their admission application. For each school listed, the screen displays attendance dates, degrees received, credit hours, grade points, GPA, and status of transcript receipt from that school. If a second page exists, press ENTER to see it. 2. Transfer course/credit entries reflected on Screens 150, 151, 152, and 153 should exist for each school displayed on Screen 211, but are entered from transcripts received rather than the admission application. To view all schools, go to Screen 150, 151, 152 or 153. Press the ENTER key to scroll through all colleges in the student's record. To view a particular school without scrolling through others, key the six-digit school code in the "SCH CD" sub-action line and press ENTER. 3. Screen 151 shows detail course articulation and internal course equivalency. It is used to override the system evalu- ation of internal equivalents for transfer work and to trigger re-evaluation of internal equivalents based on Articulation College. 4. Screen 152 displays internal equivalents of transfer activity posted to a student's record on Screen 150, but in a more summarized format than shown on Screen 151. 5. Screen 153 displays transfer work summarized by CAREER and TRANSFER INSTITUTION. To access the data for this screen, enter the Action Line fields for "INST," "AU," and "SID." To limit the display to work applied to one career, enter the career code in the "CRER" field.
1. Bring the student into context on Screen 111. 2. If "ADMISSN QUALIFIER" is equal to "GH" or "PH," the student has a high school deficiency. 3. Determine the deficiency area(s) by viewing Screen 225 or Screen 229. 4. Check the ACT scores on Screen 221 and determine if any of the subscores would satisfy the deficiency. 5. If there is a high school deficiency, register the student in a course that will satisfy the high school deficiency and enter "DF" as the grade type (see 7b above).
Effective Fall 1993, the high school course requirement pattern
is:
English 4 years
Math 3 years
Science 3 years
Social Sciences 3 years
Electives 2 years
Effective Fall 1994, there will be no exceptions regarding high
school deficiency. Veterans and those who are 21 years of age
or older will also have to meet the requirements.
Effective Summer 1996, students who complete the Core Curriculum
courses while pursuing a baccalaureate degree will not be con-
sidered to be delinquent. Students enrolled in associate degree
programs must meet the deficiency requirements.
1. Courses in the appropriate area of General Education may be
taken to rectify a deficiency in that area.
2. Students should complete course deficiencies during their
first year.
3. The first 100-level course a student takes in a subject area
must complete a deficiency if one exists.
4. If a course is used to meet a deficiency, it cannot be changed
later to be used for General Education requirements.
5. Transfer students who enter SIUC with less than 26 hours must
adhere to the same rules governing deficiencies as beginning
freshmen.
6. To rectify deficiencies, take the following courses with grade
type "DF" recorded:
--English
GEC 122 (marked "DF" taken concurrently with GED 101 in
fall semester, or with GED 102 in spring semester
--Math
Math 107, Section 2 or 7 (if Matric in Fall 1993)
--Science
GEA 101, 106, 110, 115, 117, 118
--Social Studies (any)
GEB 102, 103, 104, 105, 108, 114
--Humanities, Elective Area (any)
GEC 100, 101, 102, 103, 104, or one year of 100-level
foreign language
HS English Courses (ENGL)
E1 English 1
E2 English 2
E3 English 3
E4 English 4
SP Speech
CM Composition
AC Advanced Composition
LT Literature
DR Drama
OE Other English
HS Mathematics Courses (MATH)
A1 Algebra 1
GE Geometry
A2 Algebra 2
TA Trigonometry/Analytic Geometry
PC Pre-Calculus
CL Calculus
CS Computer Science
AM Advanced Mathematics
HS Natural Science Courses (NATS)
ES Earth Science
PS Physical Science
BI Biology
CH Chemistry
PH Physics
BO Botany
ZO Zoology
AS Other Advanced Science
HS Elective Courses (ELEC)
(Foreign Language, Humanities, and Vocational)
FR French
GR German
SP Spanish
OL Other Language
AR Art
MU Music
VE Vocational
HS Redistributed Unit
RU Courses taken in excess of the HS course
requirements may be redistributed to full-
fill deficiencies in Math, Science, or
Social Science (one per category), but not
in English.
*** Last updates 07/20/1995 (sf) and 08/31/2004 (mh) ***
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