Matriculation Procedures

Moving A Student's Record From One College to Another

All Student Degree Plan Processing for Degree Audit must be completed before updating matriculation information.

If a student is changing from one degree-granting college to another (GC to CB), the old (GC) matriculation needs to be closed and a new one opened (CB). Example:  Student changing from General Studies to the College of Business.

  1. Go to Screen 110 and tab down to #2 Seq (hit ENTER) - Open new matriculation (CB) and fill in all of the blanks (listed below) making sure to update residency **, expected graduation and degree catalog information from the previous matriculation.  This new matriculation will become #1.
    a.  Col
    b.  Deg
    c.  Maj
    d.  Class
    e.  Residency **
    f.  Career
    g.  Entry Term and Action
    h.  Exit Term and Action (The exit term is the date student plans to graduate and the action will always be "EG". Do NOT put a date beneath the exit term. You only use a date when you close a matriculation (e.g., program change, withdrawal)
    i.  Exp Grad Term
    j.  Degree Catalog
  2. Go to Screen 111 - For current term and any future terms that may have already been activated and type over the existing college/deg/maj/conc with new information.  NOTE:  You can check Screen 1E1 to see what terms have been activated.  Do NOT update any terms that are not showing on Screen 1E1.
  3. Go to Screen 110 - Close old (#2 GC) matriculation with the following steps:
    a.  Tab down to the "Exit" field and enter the current term
    b.  Tab over to the "Exit Action" and change the "EG" to "PC"
    c.  Tab to "Exit Date" (blank line below the exit field) and enter the date the program change is effective (usually the day you are changing the    matriculations).
    d.  Tab over to "Exit Reason" and enter "PC"

**Reminder:  The field for "Residency" automatically defaults to "N" (out-of-state) for all students when you open a new matriculation.  You MUST update this field using what was loaded for the previous matriculation.  Not updating the field correctly could result in the student being charged out-of-state tuition/fees.

Notes:

  • To double check accuracy of residency status look at the "Residency Status" field on Screen 111.
  • To verify that student is coded correctly, look at Screen 1E1.

Loading A Double Major - Different College

If you have a student who is seeking ONE DEGREE but two majors in TWO DIFFERENT COLLEGES, you will need to call or e-mail Donna in the Registrar's Office at 6402 so she can load Major_2 to the appropriate tables before you update Screen 111. For example, if a student is in the College of Fine and Applied Arts (Health Promotion-509A) and wishes to declare a 2nd major in Psychology (252*/252F) which is in the College of Arts and Sciences.

  1. Go to Screen 111 (after Donna lets you know it is okay) to add the 2nd major (and concentration, if applicable) for the current term and any future terms that have been activated. NOTE:  You do not need to open a new matriculation on Screen 110 for the 2nd major.
  2. To verify that student is coded correctly as a double major, look at Screen 1E1 (major codes should be listed side-by-side, e.g., 509A/252*).