Administrative Actions

The following information details how to issue permission numbers to students wishing to add a course and how to drop students from a course.

 

 


Issue Permission Numbers

Administrative staff and college/department administrators are able to generate permission numbers for classes in their units. Faculty cannot generate permission numbers unless they also serve in an administrative role.

  1. Login to the Faculty Center
  2. Select Main Menu > Records and Enrollment > Term Processing > Class Permissions > Class Permissions
    Note: Do not select the Generate Add Permissions option.
  3. On the resulting search page, enter enough information to identify the course (classes at SF State, Academic Institution = SFCMP)
  4. Click Search
  5. Select the correct class
  6. Verify/change the expiration date for the current term
  7. Enter the number of permission numbers to be generated
  8. Select Generate
  9. Select Save

Note: Please do not use this system to generate Permission to Drop numbers. Use a non-institutional expiration date or change the Permission Valid For field.

 


Approve Course Withdrawals (Deans and Department Chairs)

The Faculty Center grade roster does not support SF State’s grade exception process, including entering W (withdrawal) grades and facilitating department chair and dean reviews and approvals. A web application to support this process is available, with functions very similar to the previous Web Grades (grading exceptions functions only) application used prior to Fall 2014.

  1. Login to the SF State Gateway
  2. Select Class Services
  3. Click Request Withdrawals
  4. To review an individual withdrawal request, click the student's name
  5. To review all pending withdrawal requests, click the Review All Dean/Chair Action Items link
  6. Approve or deny the request by selecting the appropriate item in the Action list
  7. Optional: Enter comments in the Remarks text box
  8. Optional: If you need further information, click the instructor's name to send them an email
  9. Click Update Exceptions

Note: To view a report of all exceptions, click Reports instead of Request Withdrawals.

(For withdrawal requests, see Grades & Exceptions)

 


Run Enrollment Analysis Reports

  1. Login to the SF State Gateway
  2. Select Employee Services
  3. Click the CS and HR Self Service button
  4. Select Campus Wide Reporting
  5. Select Enrollment Analysis Report
  6. Enter the report parameters
    Note: Any parameter with a search icon (magnifying glass) can be looked up by selecting the icon.
    • Institution (SFCPM for SF State)
    • Term (e.g., 2153 for Spring 2015)
    • College (e.g., 40)
    • Academic Organization (e.g., 476 - MKTG)
    • Subject (e.g., CHEM)
    • Catalog/Course Number (use % before the number, e.g., %115)
    • Session (e.g., R1)
  7. Click View Results
  8. Optional: Click Excel Spreadsheet, CSV Text File, or XML File to download the results to a file of that type

 


Run Reports and Queries with Query Viewer

Query Names

SF State uses a naming schema for queries. All queries use the following format:

  • The name should be a single word
  • Names are limited to 30 characters
  • Query names begin with SFO_CS_
  • The next two letters indicate the data area  (SR = Student Records, AA = Academic Advising, SF = Student Financials, AD = Admissions, FA = Financial Aid, etc.)
  • The final characters should abbreviate what the query is for or the type of data returned

Examples:

  • SFO_CS_SR_COLL_ADV_PLAN_RST (Student rosters by college and plan)
  • SFO_CS_AD_UGRD_DEPT_ROSTER (Undergraduate application by department and term)

Run Reports

  1. Login to the SF State Gateway
  2. Select Employee Services
  3. Click the CS and HR Self Service button
  4. Select Reporting Tools > Query > Query Viewer
  5. Enter a full or partial query name in the Search by field (for incomplete query names use % as a wildcard)
  6. Click Search
  7. Select how to view results:
    • On the Web: Click the HTML link for the correct query
    • In Excel: Click the Excel link for the correct query
  8. If prompted to enter extra parameters, enter requested items (e.g., Term).
    Note: For format assistance, click the magnifying glass icon.
  9. Click View Results
  10. Wait while the query processes (processing icon will appear). When processing finishes, results will be displayed at the bottom of the page
  11. Optional: Click the Excel Spreadsheet link to download
  12. Optional: Click the Favorite link for a particular query to have the query appear every time you launch Query Viewer

Frequently Used Queries

Frequently Used Queries
SFO_CS_SR_CRSE_SUM_ENRL Enrollment numbers by Class and Section
SFO_CS_SR_DEPT_ADVISING_RSTR Department advising roster
SFO_CS_SR_ELIGIB_NOT_ENRL List of students who are term activated but not enrolled
SFO_CS_SR_DEPT_ADVISE_RSTR_MAJ Advising Roster by Major
SFO_CS_SR_CRSE_ENRL_BY_ORG Enrollment numbers by Class, Section and Academic Org
SFO_CS_SR_COLL_ADVISING_RST Roster by College (e.g., HSS)
SFO_CS_SR_COLL_ADV_PLAN_RST Roster by College with Plan (e.g., all HSS with Plan, Email, Mail, Phone, Probation, First Gen, Acad Level, Enroll Status, Admit Data, Pell)
SFO_CS_SR_CLASS_EMAIL_RSTR List of students, name and email, of a class section
SFO_CS_SR_EXPECTED_GRAD List of students expected grad term
SFO_CS_SR_ACCEPTED_APPLS Accepted applicants by Dept and Academic Org
SFO_CS_SR_DEPT_ENROLLMENTS Enrollments by Term and Dept
SFO_CS_SR_ESP_GLOBDB_ENRL_SRVC List of early start service students with payment record
SFO_CS_SR_CRSE_ENRL_AD Enrollment numbers by Class and Section
SFO_CS_SR_STDNT_WAITLIST List of students on waitlist by STRM, Session Code, ID, Last Name, First Name, Subject, Catalog Number, Class_nbr, Section, Enroll Status, Status Reason, Student Position
SFO_CS_SR_STDNT_WAIT_BY_DEPT List of students on waitlist by Dept, STRM, Session Code, ID, Last Name, First Name, Subject, Catalog Number, Class_nbr, Section, Enroll Status, Status Reason, Student Position