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Minnesota State University, Mankato

Minnesota State University, Mankato
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Changing A Student's Catalog Year

Page address: http://www.mnsu.edu/registrar/stdcatchange.html

One of the important pieces of information used to produce DARS audits is the catalog that a student is following.

This is true because policies, courses, and program requirements change. The catalog a student follows reflects these changes and determines exactly what they need to do to complete their career at Minnesota State University, Mankato.

There is a hierarchy that DARS uses to determine what catalog should be utilized for any particular student:

  1. If a student has applied for graduation, the value that they have given on their application is used.
  2. If they have not applied for graduation, the value that has been set by an advisor or department is used.
  3. If neither of the above two conditions are true, the catalog year of their first enrolled term is used.
  4. Finally, if none of the above items are found to have a value, the catalog year of the student's term of admission is used.

This hierarchy basically means that most students are following the catalog determined by their admit term--at least as far as DARS is concerned. This generally fits a student's situation, but many students do wish to change their catalog. Thus, there is a mechanism for doing this. In fact, it is the second item in the hierarchy mentioned above.

It is important to note that there is a field on the ISRS screen used for setting or changing a student's major that is labeled DARS Catalog YRTR. THIS FIELD IS NOT USED at Minnesota State University, Mankato and has NO effect on the catalog DARS uses for a student.

 

The following sequence of screen pictures walk through the steps necessary to set a particular catalog year for a student.

The first step is to go to the Cohort/Program area in ISRS. One way to get there is to double-click on the ST2104UG entry in the main ISRS screen (once you have clicked on the Student Records Main Menu item in the left column).

student records menu

Once this screen opens and you enter someone's tech ID, it looks something like:

cohort screen

Next go to the Program area on the bottom of the screen. You may need to add a record--by first putting your cursor in the Program ID field and then going under the Records menu on the top of the screen--so that you can get a set of blank fields as you see in the above picture. Click on the scroll arrow in the program ID field and select 0500 UG CATALOG. When you do you should see:

program screen

Now you have to make some changes to the fields in this area. The bolded items are the ones you need to change.

  • Ant YRTR
    • enter the MnSCU version of the first term of the catalog you want the student to use (20043 would be entered for the 2003-2004 catalog)
  • App Date
    • this will be filled in as today's date--it can be left alone
  • Status Code
    • change this to Complete
  • Program Result Code
    • change this to Accepted
  • Program Begin Date
    • this fills itself in when you enter the Ant YRTR--it can be left alone
  • Program End Date
    • this fills itself in when you enter the Ant YRTR--it can be left alone
  • Effective YRTR
    • enter the current term

Then Store or Save.

The screen should then look like:

program filled in

Everything is now set.

To change a student's catalog, bring up this screen and simply change the Ant YRTR to the value you would like for the new catalog and then Store.

Questions concerning DARS should be directed to

DARS-Advisors-Questions@mnsu.edu