Registrar Information for Faculty

The Office of the Registrar's home page provides a host of registrar-related information, including the academic calendar and final exam information. Below you will find helpful faculty-specific content for key registrar functions. Contact the registrar's office (315-228-7408 or registrar@colgate.edu) if you have questions that are not covered here. 

Registration

Registration for fall 2020 begins the week of June 1, 2020.

Course Offerings
Comprehensive student registration information

Registration is done by class, with seniors first and first-year students last. Within each class, alphabetic groups are rotated each term in order to give all students a fair and equal opportunity in course selections. The schedule for each term can be found in the student information linked above.

Spring 2020: Students may make schedule changes beginning during their start time during registration week and ending on June 12. The June 12 deadline includes adds by instructor permission. 

Event Date
Registration for returning students June 1–3
Waitlist processing and other registration changes June 4–12
First-Year Registration begins June 15

Advising Tool

As an adviser, DegreeWorks is an important tool available to assist in the advising process. It is designed to help monitor progress toward degree completion.

Student Resources

Your advisees should refer to the registration pages if they have any questions about registration. These pages hold a wealth of information to assist students with the entire registration process.

New for Fall 2020 Registration:

Students will now have access to the Plan Ahead feature in Banner Self-Service. This feature allows students to build possible schedules as they plan for registration and then register directly from them during their time slot. They can find a tutorial on the tool and how to register from it on our Registration Help and Tutorials page.

Registration PINs

If you are an adviser, PINs are available in the portal in Adviser Dashboard under Faculty Toolbox . 

Students cannot register until they receive advising and obtain their PIN from a faculty adviser. The registrar’s office does not give out PINs. Students are directed to contact their adviser during the two weeks prior to registration. Although it is expected that students meet with you and receive their PIN well in advance of their registration night, you are encouraged to be available during the week of registration for questions or concerns the students may have during or after registration.

Students are expected to register online during their assigned registration time. However, we understand that some students may need special permission to register. Please use the following guidelines to permit students to register outside of the normal circumstances. 

Ways to grant permission:

A: Code an override

With your permission, the registrar's office can code overrides for students who don't meet the requirements to register online. Overrides allow the student to register online if seats are available during their registration time. This is the best way to permit a student to register without running the risk of over enrolling your course or giving them an unfair advantage.

Contact the registrar's office, preferably before registration begins, and ask to have the appropriate override coded. We need to know the student's name, the course (subject, course number, and section), and which override needs to be coded. 

Available Overrides:

  • Pre-requisite: A student doesn't meet one or more of the pre-reqs
  • Class year: The student's class year prevents registration
  • Major restriction: The course is only available to coded majors or minors
  • Repeat: A student previously earned a grade of  C+ or lower
  • Signature: For "Instructor Signature Required" courses only

 

B: Pre-register a student

As the phrase implies, this takes place prior to registration. By pre-registering a student, you are granting the student permission to register before their registration time, regardless of pre-reqs, restrictions, and capacity. This should only be used sparingly and should most often be used for majors or minor within your department or for compelling extenuating circumstances. If your only intention is to permit a student to register without a pre-req or other restriction, you should consider using the override coding noted in section A.

Pre-registration options:

  1. Include the student's name on the department/program pre-registration list (due the Wednesday prior to registration). Please note that not all departments/programs pre-register. Check with your AA.
  2. Email the student to grant permission. Be sure to include the specific subject, course number, and section in your email. 

    Suggested wording: "[Student name], you have permission to register for [Subject, course number, section]. Please forward this email to the registrar's office (registrar@colgate.edu) as soon as possible, but no later than 4:30 on June 1, to be officially registered for the course." 

    Please do not send or copy the email to the registrar’s office. We need the student to forward it as confirmation that they want to register. 

    Reminder! If you are including more than one student in an email, make sure to Bcc (blind copy) the students and do not list their names in the body of the email. Alternatively, you can send individual emails.

 

C. "Signing a student in"

Similar to pre-registration but occurs after registration has begun. For the spring 2020 term, all permissions can be done by email through June 12:

  1. Email the student to grant permission. Be sure to include the specific subject, course number, and section in your email. 

    Suggested wording: "[Student name], you have permission to register for [Subject, course number, section]. Please forward this email to the registrar's office (registrar@colgate.edu) as soon as possible, but no later than June 12, to be officially registered for the course." 

    Please do not send or copy the email to the registrar’s office. We need the student to forward it as confirmation that they want to register. 
     

NOTE:If you grant a student permission to register after registration has begun, you run the risk of over enrolling your course. If a student sends your email to our office, we will register them regardless of any restrictions, pre-requisites, or enrollment caps. Students may not act quickly on emails and our staff may not be able to process the request immediately. It's possible that a seat was available when you emailed but is gone by the time we register them. If this is a concern, please consider option A (Code an Override) listed above. 

All university employees are required to abide by FERPA regulations.

Best Practices to Stay FERPA-Compliant During Registration:

  • Schedules: Do not provide anyone with a student's schedule or discuss enrollment status in particular courses.

  • Email: Always blind copy or use an email distribution when emailing more than one student, and never include student names or other identifiable information in the body of the email.

  • PINs: Don't post PINs in a public place or give to anyone else other than the student (this includes AA's, parents, or any other staff member).

  • When in doubt, contact the registrar's office for guidance and/or clarification (registrar@colgate.edu or 315-228-7408).

Waitlists maintained by the registrar's office:

  • Waitlists maintained by the registrar’s office will be managed through June 12. Students will be notified via e-mail if a seat becomes available.

  • Faculty should not "sign in" any student while the registrar's office is managing the waitlist or you run the risk of over enrolling your course. Contact the registrar's office during registration if you wish to manage your own waitlist.

Waitlists maintained by departments/individual faculty:

  • Some departments or individual faculty choose to maintain their own waitlists. In these cases, the faculty member should contact the student directly. You should state that the student has permission to register (including subject, course number, and section) and instruct the student to forward your email to the registrar's office (registrar@colgate.edu) for processing no later than June 12. (No permissions will be processed after June 12, as the registrar's office will be focused on first-year registration.)

  • The registrar's office will not register anyone for a closed course unless the student sends proof of permission to our office. 
     

All waitlists will be deleted prior to the start of Drop/Add to allow online access to open seats. A reminder will be sent prior to the start of drop/add.

Spring 2020 Grades

  • All grades for the spring 2020 term will default to the P/X grade mode. Students will have the option to change back to a conventional letter grade before grades are "rolled" (i.e., recorded to their transcript).
  • As always, faculty will submit conventional letter grades for all courses. The registrar's office will convert the conventional letter grades based on the student's chosen grade mode. More information about the P/X grade mode is available on the Spring 2020 Registrar Updates page.
  • Until May 14, your grade roster will only include seniors. All other students will be hidden until after senior grades are rolled. This is necessary to allow all other students to select their grade mode from May 14 through May 26. 
  • Typically, students cannot view grades until they are rolled to transcripts. For the spring 2020 term, students must have access to their grades prior to rolling so they can make decisions on switching back to conventional letter grades. A new column has been added to student schedules to display submitted, unrolled grades. This means students will have immediate access to the grade you enter once you click submit on the grade roster.

All final grades must be submitted online via Faculty Dashboard in the portal. 

Senior grade deadline

Monday, May 11, 9:00 a.m.

It is imperative that senior grades be received by this deadline in order to give seniors enough time to select their grade mode before their grades are rolled on May 14. 

Until May 14, your grade roster will only include seniors. All other students will be hidden until after senior grades are rolled. This is necessary to allow non-seniors the ability to select their grade mode from May 14 through May 26. (A student cannot change their grade mode after their grade has been rolled.) 

Non-Senior Grade Submission

Thursday, May 14–Tuesday, May 19, 9:00 a.m.

Non-senior students will be available on portal grade rosters beginning Thursday, May 14. All grades must be submitted no later than 9:00 a.m. on Tuesday, May 19. Late grades create considerable problems for students and university offices, and can delay the academic review and petition processes. 

See the above section regarding notable changes to the Spring 2020 grading process, including when students can view grades.

Access Banner Self-Service final grade entry from the Colgate portal (portal.colgate.edu).

  1. After logging in (using your network log in and password), click on Faculty Toolbox at the top of the page and choose Faculty Dashboard.

  2. In the Faculty Dashboard, the current term should be the default term. (If not, please select the current term from the drop-down menu.) Your courses will appear under the Course Listing for [Term] heading.

  3. Click on the course title to bring up the class list. Select Submit Grades, which appears in blue at both the top and very bottom of the class list page. This will bring you into the Banner Self-Service grade entry form.

  4. On the Final Grade Worksheet page select the grade for each student from the drop-down Grade menu. Please enter a standard letter grade for each student. If needed, the registrar’s office will convert standard letter grades to S/U, as appropriate, before posting grades to the students’ records. 

    You should leave the “Last Attend Date” and “Attend Hours” fields blank. 

  5. For team taught courses: Only the primary instructor is permitted to enter grades. If you do not have access to the drop-down Grade menu, it is because you are not coded as the primary instructor. Please call or email the registrar’s office (x7409 or sburdick@colgate.edu) if this needs to be changed.

  6. Please click Submit (at the bottom) every few minutes to save your entries. If you want to confirm that the grades have been saved, you can exit the Final Grade Worksheet to return to faculty dashboard, then re-select the course to verify final grade entry. Saved grades will display in the class list.

Allowable Grades

Grades are to be reported as follows: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, or F. Please note item 4 above concerning S/U grading. For a complete description of Colgate’s grading policies, see the current University Catalogue  or the Faculty Handbook.

Incompletes

Grades of I (incomplete) cannot be submitted online. Incompletes are reported to our office by the administrative deans. An incomplete is given only when the cause is judged to be sufficient, such as the result of an illness or an absence due to an emergency, and only after consultation with the student’s administrative dean. If a student in your course has been approved for an incomplete and it does not appear on the online grade roster, please contact the student’s administrative dean.

After grades are rolled, a faculty member can submit a Grade Change request or submit an Incomplete grade through the portal. 

  1. After logging in (using your network log in and password), click on Faculty Toolbox at the top of the page and choose Faculty Dashboard
  2. In the Faculty Dashboard, the current term should be the default term. (If not, please select the current term from the drop-down menu.) Your courses will appear under the Course Listing for [Term] heading.
  3. Click on the course title to bring up the class list. 
  4. In the class list (not the submit grades roster), use the Grade Change link (last column, next to the student email address) to access the available options for the student:
  • Options:
    • If the student has a grade recorded, you will have the option of printing the Grade Change form. Please print, complete, and physically sign it, then send to your chair/director for approval. After your chair/director approves, please forward it to the Associate Dean of the Faculty for Curricular Affairs for final approval. The ADOF will send it to the registrar's office once it is approved. 
    • If the student has an I (Incomplete) recorded, you will be taken to the Incomplete Grade workflow. Please enter the grade using the "Revised Grade" drop down box and click the "Approve and Submit" button. You will receive a confirmation email after you submit. 

 

Email registrar@colgate.edu or call 315-228-7408 if you have any questions.

Online Forms

(New for Spring 2020)

The registrar's office is creating new online forms to facilitate processes that normally require faculty signatures. The forms will be posted on the Spring 2020 Registrar Updates page and on the regular registrar web page for each process as they become available.

Please note that these online forms are not intended to replace the usual advising process that faculty signatures were designed to facilitate. Students are still encouraged to have conversations with faculty prior to submitting the forms, though it's reasonable to expect that some of the conversations may now take place after the form is submitted and before you take action. 

You will receive a notification email when a form has been submitted that requires your attention. Please read each email carefully, as it contains important information to assist you with the process.

Approve/Deny Instructions:

  • Click the link in the email notification.
  • If prompted, log in using your Colgate credentials
  • If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
  • You may need to adjust your screen to better view the bottom pane containing course information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane. (This should be a one-time adjustment.)
  • After you've reviewed the information and had any relevant discussions with the student, you can take action by clicking appropriate button: "Click here to APPROVE" or "Click here to DENY"
  • Once you choose an action button, the form will be removed from your queue and be moved to the next step in the process. You will receive a confirmation email summarizing your action.
  • NOTE: if you click the link and see “No items to display” it means someone else has already denied the student’s request and it is no longer active. In this case, no further action is required by you. After additional discussion with the person who denied the request, the student may decide to resubmit, in which case you will receive another notification.
  • Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

 

OnBase Navigation:

We have tried to optimize the email notifications to make it easier for you to act on each request. However, you can also log into OnBase directly to view all of your outstanding items.

  • After logging in, click on the menu icon () on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
  • Click the arrow (>) to the left of each workflow to expand the selection.
  • If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items. 
  • Click the name of the workflow to display the contents.
  • Click a form to view the information and make a decision.
     

Registrar's Office Staff

If you have a question for the registrar's office but are not sure who to contact, please see our Contact Information page for responsibility details for each staff member.