Campus Information System FAQs for Faculty/Staff

Click on the question to see the answer. 

Faculty 

Student and Advisee Information

• How can I contact a student via email?
  
  • You can easily find information on any active student through the Campus Information System. Graduate students who have not graduated are considered active students for two years subsequent to their last course at Ship. If you are looking for contact information for a student who no longer appears in Campus Information System, contact your department secretary who can pull personal email addresses (when they exist) for former students using Internet Native Banner (INB).
    Login to myShip and choose Faculty
    Under Student Information, click on Select a Student
    Select the Term and click Submit
    Search for the student by SUID or Name
    Click on Student E-mail Addresses
    Copy and paste the student’s preferred email address into Outlook.
   

• How do I email my advisees?
  
  • Login to myShip and choose Faculty
    Under Student Information, click on Advisee Listing
    Click on the Email your Advisees icon at the bottom of the Advisee Listing.

• Where can I find my advisees’ Alternate PINs for Registration?

• Login to myShip and choose Faculty
  Under Student Information, click on Advisee Listing

• How can I distinguish undergraduate students from graduate students in my advisee listing?
  • Login to myShip and choose Faculty Under Student Information, click on Advisee Grade Summary

• How can I see student majors in the class lists and advising screens?
  
  • Majors are available on the Detail Class List.
    To find major through the Summary Class List and Advisee Listing, click on the student’s name and then click on Student Information.  
   

• How can I sort a student’s transcript into their general education and major courses?
  
  • DegreeWorks degree audit system will be available in Spring 2012 and will display which courses satisfy general education requirements. For any student who follows the Fall 2011 undergraduate catalog, DegreeWorks will display which courses satisfy their major requirements. For students not following Fall 2011 undergraduate catalog, their major courses will display in alphabetically by subject and course number.  
   

• How can I see a student’s total credits earned?
  
  • Login to myShip and choose Faculty
    Under Student Information, click on Select a Student
    Select the Term and click Submit
    Search for the student by SUID or Name
    Under Student Information Menu, click on Academic Transcript
    The bottom of the transcript displays the institution, transfer and overall credits.  
   

• Where are pictures of students in my class lists?
  
  • At present the Banner application does not support attaching a picture to a student’s record. If/when the Banner application is able to accommodate a picture, we will enable this functionality in our Campus Information System.
   

• If a student loses his/her PIN number, what should they be told about getting it?
  
  • The first thing a student should do is to contact their advisor for the PIN. It is recommended as a best practice for the advisor to provide the PIN either in person or via the student's Ship email. The department secretary and the dean's office will also have a list of the PINs of their students, so they can also provide this information. For undeclared students, the instructions are the same except that the department secretary does not have their PIN number, but the Office of Undeclared does. 
   

• Is it possible in some way for the CIS system to indicate which students have been given their numbers as in the current FIS system?
  
  • No, unfortunately not.  
   

• How can I tell how my transfer advisees’ non-Ship courses are being counted?
  
  • DegreeWorks degree audit system will be available in Spring 2012 and will display which courses are general education courses. In the meantime, please refer to the Undergraduate Catalog for this information.  
   

• For readmits/leave of absence: How will these students receive advising? How will they receive their Registration Pin # and know their time ticket?
  
  • These students will receive a communication from the Registrar's Office regarding their registration process once they have been readmitted, regardless of when that readmission occurs. They should contact their advisor for their Registration PIN. Department offices will register readmit students who confirm after registration time tickets are assigned. Leave of absence students will receive communication from the Registrar’s Office regarding their registration process and how to view their time ticket. They should contact their advisor for their Registration PIN.
   

• With regard to late transfer students, how will their appointment times be handled and when will they be able to schedule classes? Will the admissions office cut admission of transfer students off after a certain date?
   
  • The department will schedule transfer students admitted to the fall semester who do not attend Summer orientation. Departments will schedule all transfer students admitted to the spring semester.   
   

• If a student is scheduling for fall classes and is planning to take a course in the summer that is a pre-requisite for the fall classes, what are they to do?
  
  • They will need to get an override from the department in which that course is taught.
   

• On the Faculty Self Service Advising List: Is there any way to separate undergrad and grad students? For advisors who may have students from various majors (such as some in business) is it possible for the advising list to indicate what each student's major is or to group them according to major? Or will it be just one long alphabetical listing?
   
  • The list is alphabetical, and there is not a mechanism to configure other sort options for the advising list in CIS Self-Service. CIS is a purchased 3rd party package which allows us few customization options.  
   

• Why do faculty ID numbers print out on transcripts?
  • The ID number of the individual accessing the Campus Information System displays on all Campus Information System screens, including the unofficial transcript view. By the end of Fall 2011, Ship will be implementing the ability for students to view their own unofficial transcripts in myShip which will mitigate the need for unofficial transcripts to be printed by faculty.
   

Course Information 

• How can I find the schedule of classes?
  
  • Login to myShip and choose Faculty
    Under Course Information, click on Class Schedule.
    Select the Term and click Submit
    Select at least one Subject and other attributes and click on Class Search
   

• How can I see open/closed course sections?
  
  • Maximum, actual and remaining enrollment counts are available on a per-section basis for any course in the system by going to myShip Faculty tab. Choose “Select a Section” under Course Tools. Click on “Enter CRN Directly”. Enter the CRN and then choose Summary Class List to view the Enrollment Counts. If you do not know the CRN go to the myShip Faculty tab and choose Class Schedule under Course Tools. Search for the class and find the 5-digit CRN.
   

• How can I see the topic of particular Selected Topics courses?
  
  • The Campus Information System now supports the topic for Selected Topics courses starting in Fall 2011. Selected Topics coursework prior to Fall 2011 will not display the topic because the legacy system could not accommodate a long title for a course.
    Login to myShip and choose Faculty.
    Under Course Information, click on Class Schedule.
    Select the Term and click Submit
    Select at least one Subject and other attributes and click on Class Search
    As long as a title, including the topic has been entered for the course, it will display. 
   

• The current FIS has a prerequisite checking function? Will that be available in CIS?
   
  • The current FIS does not prevent students from scheduling a course if they do not have the required prerequisite courses, thus faculty need to run a report on FIS after scheduling (and before classes begin) to see if students have the prerequisites to be in the course. With CIS, students will be prevented from registering for a course if they do not have the required prerequisites. The only way for a student to get into that course is for the department to provide an override. After spring grades are due and rolled to CIS, we will be able to run a report to determine who has registered for a class with a pre-req that was in progress in spring. It will show who has failed pre-req. Departments will then need to advise the Registrar what needs to happen (drop or allow students to remain in class).
     
   

• Where will my Course Evaluations be found in CIS?
   
  • Faculty course evaluations from Fall 2011 forward will be processed and accessed through our new system called Blue Course Evaluation
   

General Information 

• What if I didn’t find the answer to my question?
  
  • Use the Help Form to submit additional questions, suggest clarifications, etc. 
  • If you need immediate help, please call the HELP line (4357 option 2) or e-mail helpdesk@ship.edu.
   

Academic Department and Deans Office Staff

Student Information

• I’m a department chair, department secretary, college dean or college dean’s assistant, where can I pull information about students in my department or college?
  
  • The Student Detail Report in Cognos will allow you to retrieve information on students. Instructions and videos are available for more information.
   

• How can I get a list of majors and class standings?
  
  •  The Student Detail Report in Cognos will allow you to retrieve majors and class standings. Instructions and videos are available for more information.
   

• How can I get a list of minors?
  
  • The Student Detail Report in Cognos will allow you to retrieve minors. Instructions and videos are available for more information.
   

• How can I get specialized reports of students, for example, all students who qualify for admission into an honor society based on their academic record or students who are in in our certificate program but whose major is in another department?
  
  • The Student Detail Report in Cognos will allow you to retrieve information on students. Instructions and videos are available for more information
   

• How can I email all my majors or prospective majors at once?
  
  • The Student Detail Report in Cognos will allow you to email all majors at once. Instructions and videos are available for more information. A Prospective Student Detail Report is coming soon which will allow emailing all prospective majors.
   

• How can I send personalized emails to a list of students?
  • Mail merge instructions are available to guide you through this process.  
   

Registration

• Will department secretaries ever actually "schedule" a student?
   
  • Department secretaries will not schedule returning students. They will give overrides and the students will schedule themselves. Department secretaries will schedule readmits, first semester certification only, first semester second degree students who were confirmed after time tickets were assigned, all spring transfer students and fall transfer students who do not attend summer orientation.
   

• How do we remove students from classes if they are not in the correct class?
  • If a student has been given an override that is incorrect, the department will need to contact the Registrar's office.
   

•  If a course has the restriction "dp" for department permission, how do we grant that permission?
   
  •   You will use the override function in CIS.
     
   

• Will deans be able to register readmits/leave of absence students as they have in the past?
   
  • No, these students will need to be advised by their advisor and to register for their courses.  
   

Graduation

• For graduation checks, are substitution forms still required for each course when a student has an adjustment?
  • Yes, this information will be important to have for the DegreeWorks degree audit configuration so that it accurately reflects the student’s progress toward graduation. As we learn more about DegreeWorks and what it can do, we will see if process changes can be made.  
   

Facilities 

• How can I find availability of various rooms on campus?
  • Room information is available in Ad Astra 
  • Click on Calendars and Edit Search Filter to choose which rooms you would like to view.
   

Reports

• Where can I get information about running Cognos reports?
  
  • Videos are available for how to login to Cognos, run a report, fill in information for prompts, and many other functions.
   

• Where can I get information about working with Cognos reports in Excel?
  
  • Videos are available for how to make the reports more presentable as well as how to sort, print, filter and work with pivot tables in Excel.
   

• Why are there duplicate rows in Cognos reports?
  
  • Certain Cognos reports display multiple rows for particular criteria (e.g. CRN, Student ID, Faculty ID) based upon other columns on the report, such as course prerequisites, student attributes, or multiple phone numbers. Regardless of the columns you select to display on your report, you may see what appear to be “duplicates”, when, in actuality, you are not seeing the “entire” report’s contents.
    Although there is no “solution”, you can verify a report is not displaying duplicates rows by running the report again and selecting all fields to display (from the Prompt Page). Scrolling through each column should show which fields are different.
   

•  How do I display all the advisors on the STU000 – Student Detail Report?
  
  •  Use the check boxes under “Select which item(s) to display” to choose items to display on a report. There may be up to four columns of data items available to display on your report. Be sure to scroll through each of them to see all of the available data elements.
   

•  Do I need to select all the Advisor names in the list box to have all of them display on the STU000 – Student Detail Report?
  
  •  No. The list boxes throughout the prompt page filter the data that appears on the report. If, for example, you want your report to only show students with particular advisor(s), select those advisor(s) from the list box on the prompt page. To display the advisor on the report, mark the check box labeled Advisor under “Select which item(s) to display.”
   

General Information

• Why are multiple screens and logins required to pull up information about applicants?
  
  • The Campus Information System is a collection of multiple pieces of software which work together to provide services related to student admission, financial aid, registration, bill payment, housing selection, degree audit, graduation review, class/advisee lists and grade submission, amongst other functionality. Ship is in the process of implementing Single Sign-On functionality which will allow the ability to open windows to the various pieces of software, such as Banner INB, myShip, Self-Service Banner, Workflow, and Banner Document Management without the need to reauthenticate.
   

•  What if I didn’t find the answer to my question?
  
  •  Use the Help Form to submit additional questions, suggest clarifications, etc. 
  • If you need immediate help, please call the HELP line (4357 option 2) or e-mail helpdesk@ship.edu.
   

Last Updated: 06/11/12