Frequently Asked Questions
FERPA
Class Scheduling
- How do I add/change/cancel a class after the schedule has been sent to the printer?
- Is it possible to offer my class as Pass/Fail grading?
- Can graduate students in my undergraduate class receive graduate credit for the class?
- How can I reserve a classroom?
Grade Rosters/Grading
- What if students who did not attend my class appear on my grade roster?
- What if students who completed my class are missing from my grade roster?
- What happens if I leave a blank grade on my roster?
- Where do I turn in my grades?
- Do you accept faxed grades?
- What if the grading basis for my class is different than the Grade Basis on the roster? (i.e. Graded vs. P/F)
- How do I submit a grade change?
- When can students see their grades?
- When are grades due?
- Why is there a grading deadline?
Adding/Dropping Classes
- How long do I have to submit a Faculty Initiated Withdrawal?
- How does a student drop a class after the deadline?
Incompletes
- How do I give a student an incomplete grade?
- How do I change an incomplete grade?
- What if the student never completes the work?
- What is the Incomplete Grade Report?
Reports
- What reports are available?
- What format are they in?
- When will I receive these reports?
- Who are the reports sent to?
- How do I request a query or ad-hoc report?
- What is the contingency report?
Academic Adjustment Forms
- When should I do an equivalency vs. a substitution?
- Who should sign the Academic Adjustment Form?
- Where can I locate the Academic Adjustment Form?
2nd Degree Transfer Credit Request Form *Note: This is NOT a 2nd Degree Check Sheet!
- What is the purpose of the 2nd Degree Transfer Credit Request Form?
- Where is the 2nd Degree Transfer Credit Request Form located?
- Who signs the 2nd Degree Transfer Credit Request Form?
- What classes do I include on the 2nd Degree Transfer Credit Request Form?
2nd Degree Check Sheets
- What is a 2nd degree check sheet?
- Where do I get the 2nd degree check sheet?
- Who completes the 2nd degree check sheet?
Graduation
- When should I tell my advisee to apply for graduation?
- How long will it be before a graduation evaluation is processed? Will I be notified?
Transfer Credit
- If a student transfers in with an associate degree, are they core certified?
- What does core certification mean?
- What does "xf" mean on a transcript?
- What happens if a lower division course is equated to an upper-division Boise State course?
- What is excess junior college credit?
- How is foreign transfer credit evaluated?
Test and Military Credits
- When is test credit entered in PeopleSoft?
- What tests do we accept and how are they equated?
- Can I change a pre-determined equivalency of test credit?
- Does Boise State award college credit for military service?
Security
- How can I access my Faculty Center on my.BoiseState?
- What if I do not see the Faculty Center link?
- What information can I access on my.Boisestate?
- How can I get security for back office general inquiry?
System Questions
Miscellaneous
| The Family Educational Rights and Privacy Act of 1974 (FERPA) is a federal law that limits the amount of information that can be released about students without their specific written permission.
All information obtained on my.BoiseState is protected by this law. More Information. Back to Top |
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| For fall/spring changes complete the Fall/Spring Schedule Change Request Form.
For summer changes complete the Summer Schedule Change Request Form. Back to Top |
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| It is if the grading basis for the particular course has been approved through the curriculum process to be offered Pass/Fail. University wide classes may be offered as Pass/Fail or graded (unless specified in the course description). However, the grading basis needs to be determined at the time of class schedule development. Once students begin registering, the grading basis cannot be changed.
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| If the Graduate Council has approved the class it can be offered for graduate credit.
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| To reserve a classroom complete the Classroom Reservation Request Form. Back to Top |
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| Assign that student the grade of F. Upon submitting the grade online, indicate on the "F Grade Page" that the student never attended class.
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| Click on the "Questions? Ask the Registrar's Office" link at the bottom of the grade roster to send an email to the Registrar's Office. Be sure to indicate the student's name & id number, as well as the class, and someone from the Registrar's Office will look into the issue and get back to you.
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| The system does not allow you to submit a grade roster with a missing grade.
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| Grades can be submitted online via my.BoiseState.
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| We do not accept faxed grades. As of Spring 2007, all grades must be submitted online via my.BoiseState.
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| Click on the "Questions? Ask the Registrar's Office" link at the bottom of the grade roster to send an email to the Registrar's Office. Be sure to indicate the class number and the correct grading basis, and someone from the Registrar's Office will look into the issue and get back to you. Do not submit grades with the incorrect grading basis.
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| Prior to the official grading deadline at the end of each semester, grade changes can be made online via my.BoiseState. To change a grade after the official grading deadline, you must complete a paper Grade Change Card. These cards can be obtained from your department or the Registrar's Office.
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| Grades are available to students, on my.BoiseState, the moment you click Submit on the online grade roster.
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| The grade due dates for each session can be found on the Faculty/Staff Academic Deadline Calendars.
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| To better serve students. The Registrar's Office must run several processes to make grades "official". Grades must be declared official before financial aid can be disbursed, before transcripts can be sent or degrees can be awarded.
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| Faculty Initiated drops for nonattendance are due to our office during the first week of the semester.
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| Students need to submit a completed "Appeal To Drop After the Deadline" form to the Registrar's Registrar's Office in the Administration Building room #110.
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| To give a student a grade of Incomplete, you must record an 'I' on the grade roster and enter the contract information on the Incomplete Contract Page. The Incomplete Contract Page will automatically appear after submitting grades if you assign a student a grade of Incomplete. The student will receive an email that they have a Registrar's To Do Item on my.BoiseState and the student will have access to the Incomplete Contract terms.
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| You must submit a grade change card to the Registrar's Office. An I to an F grade change requires the signature of the Faculty member only. The Department Chair need not sign.
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| If at the end of one year, no Grade Change card has been received by the Registrar's Office, an F will automatically be posted. No action is needed on your part.
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| This report indicates which students have outstanding incompletes from the previous year, and is sent as a reminder to faculty. Students receive a letter of reminder at the same time. These reminders are sent one week before continuing students begin registering.
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What format are they in? - see grid below |
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When will I receive these reports? - see grid below |
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Who are the reports sent to? - see grid below |
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| Name of Report | Distribution Format | When? | Distribute to: |
| Major Field of Interest Report | PDF - Electronic | 10th Day | Provost, Deans, Associate Deans. Chairs, Institutional Research, CC Admin Assist. |
| Advisor Report | Excel - Electronic | After 10th day | Provost, Deans, Associate Deans, Chairs, Institutional Research, CC Admin Assist. |
| No Advisor Report | Excel - Electronic | After 10th day | Provost, Deans, Associate Deans, Chairs, Institutional Research, CC Admin Assist. |
| Incomplete Grade Report | PDF - Paper | Before continuing students begin registering | Letters sent to students and departments |
| Deans List (by Department or by City, State) | PDF & Excel - Electronic | End of semester | Provost, VP Student Affairs, Deans, Associate Deans, CC Admin Assist. |
| Class & Faculty Load Report | PDF Electronic | End of semester | Provost, Dean of Enrollment Services, Deans, Associate Deans, Chairs, Institutional Research, CC Admin Assist. |
| Grade Distribution Report (by Course, Instructor, Discipline and Career) | PDF & Excel - Electronic | End of semester | Provost, Deans, Associate Deans, Chairs, Institutional Research, CC Admin Assist. |
| PDF - Paper | End of semester; | Departments |
| All query requests must be made via our On-line Query Request Form. Please plan on a minimum of 2-business days turnaround depending on resources, time of year, and the complexity of your query request. Please be as thorough as possible when defining your criteria; requests for clarification will delay your results. All report output will be provided electronically via email in Excel format.
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| The Contingency Report shows all currently enrolled students for a given course who were enrolled in one or more of the prerequisites to that course in the prior semester and did not receive a passing grade. Students appearing on this report will not automatically be dropped from the course. The instructor or department must submit a request for administrative withdrawal by the Friday of the first week of classes, in order to drop the student. This report is sent to the department of the course.
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| An equivalency should be done when a course taken at a different institution is considered to be the same as a course taken at Boise State. Option one of the academic adjustment form should be used for this. A substitution should be done if a transfer course does not match the course we offer at Boise State, but is close enough to fulfill the graduation requirement. A substitution is also done when using a different BSU course to fulfill a graduation requirement (i.e. using PHIL 201 in place of GENBUS 441). Option two of the academic adjustment form should be used.
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| The required signatures are indicated on the form. Please note that all signatures are required before the form will be processed.
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| The form is located on the Registrar's Office website under the forms link. The form is interactive.
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| Completion of this form will initiate the process of allowing some transfer courses to be used as requisites and recognized by my.BoiseState when the student registers for courses
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| The form is located on the Registrar's Office website under the forms link. The form is interactive.
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| The chair of the 2nd degree program signs.
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| Only courses that will be required for prerequisite purposes. (i.e. For a student pursuing a 2nd degree in English, ENGL 102 will be needed as a prerequisite to all upper-division English courses. ENGL 102 should be listed on the form.)
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| The 2nd degree check sheet is used to notify the Registrar's Office of those courses that a student must take at Boise State to earn a 2nd degree.
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| There is no standard 2nd degree check sheet. Each department is responsible for creating their own form. Some departments use a standard checklist others prefer to use a memo method; simply listing the courses required for the 2nd degree on letterhead. Either is acceptable.
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| The advisor, when meeting with a student, may complete the form. The chair of the department should then sign it.
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| Students should apply the semester before they intend to graduate.
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| Evaluations are done after the 10th day of classes of the semester in which the student plans to graduate. Students are sent a letter informing them of their graduation status. Either a valid candidate for graduation, meaning they are enrolled in everything they need to graduate, or a move letter, meaning they still have outstanding requirements and will not graduate in that semester. Nothing is sent to the advisor.
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| In February 2005, the university announced that students transferring in an academic associate degree from any regionally accredited institution will be considered core certified at Boise State. If a student transferred in with an associate degree prior to February 2005, they must contact the Registrar's Office to have the core certification marked on their records.
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| If a student is core certified, they are not required to complete any core requirements at Boise State. However, if there is a specifically required course within the core of their major (i.e. PSYC 101), the core certified student must fulfill this requirement.
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| "xf" is used to indicate that the transfer course was not an equivalent to a Boise State course and was transferred in a elective credit.
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| When this happens, an adjustment is made to the students' academic requirement report indicating that they need an increased number of upper-division credits at Boise State.
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| University policy only allows for 70 credits of transfer work from a community college to be used for graduation. If a student transfers in more than 70 credits, they must make up the excess credits in order to graduate. (i.e. If a student transfers in 80 credits from a junior college, they will have to make up the 10 credit overage. They must have a total if 138 credits in order to graduate.)
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| Boise State uses an outside service to evaluate international credit. We send transcripts to World Education Services. The transcripts are sent after the 10th day of classes and typically take six weeks to be completed.
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| If a student is currently enrolled at Boise State, test credit is entered when it is received by the Registrar's Office. If the student has never attended, test credit is entered after the 10th day of classes of their first semester.
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| The Credit for Prior Learning Brochure provides a full listing of the test credits that Boise State accepts.
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| Yes. This can be done with an academic adjustment form.
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| Yes. Boise State awards credit based on the American Council on Education (ACE) recommendations. Students must initiate this process by submitting a transcript or DD214 to the Registrar's Office.
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| You can login to my.BoiseState at http://my.boisestate.edu/ You should have been notified by HR of your UserName and password at the time of your hire. If you are an instructor that is not paid by Boise State and do not know your UserName and password, please Help Desk at 426-HELP (4357).
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| Once you have successfully logged in, click on the Faculty Center link. If you do not have this option, contact the Help Desk at 426-HELP (4357).
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| By virtue of being an instructor, you should have access to; grade rosters, class rosters, advisee information, permission numbers, class search, course catalog, and Blackboard.
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| To obtain access to PeopleSoft Back office general inquiry you must complete an OIT Account Request Form. The form can be found at http://oit.boisestate.edu/accountrequest/
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| Please refer to the Frequently Asked Questions for Facutly/Staff page on the Office of Information Technology (OIT) website. Back to Top |
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| Forms can be found on our webpage under the Forms link.
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| There are three places to go for help: 1) View the help documents listed below. Course Catalog and Schedule Course Catalog Schedule of Classes Faculty Advisee Information Class Roster Correct Submitted Grades Export My Class Roster to Excel Grade My Classes Search for Classes View Student Data View Advisee Information Back to Top |
2) Contact the Registrar's Office for assistance. 3) Contact the Help Desk for assistance. |