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CUNYfirst for The Graduate CenterTopics for Academic Programs EOs and APOs1) CUNYfirst Basicsa) Institutionb) Term Codesc) Search Tipsd) Favoritese) User Defaults7) Dissertation Supervision8) Permit Out Process2) Student Inquirya) Student Summary (for CUNY Staff)b) Student Services Center (StudentView)9) Class Rosters - Department Viewa) Sending group emails to Faculty orStudents10) Verification of Enrollment – VOE3) Class Schedulesa) Understanding CF Courses vs Classesb) View all classes in a termc) Pre-requisites11) Advancement to Candidacya) Viewing Milestonesb) Candidacy Queryc) Reporting Milestones/Events4) Advisement Holds (Pins)a) Where to see the holdb) How to Release an Advisement(ADV) hold12) Querya) Searching for and saving favoritesb) Promptsc) Run to screen, save to Excel5) Faculty Centera) Teaching at multiple campuses13) List of useful queries for AcademicPrograms(Replaces EO Web reports)6) Student Specific Permission to Register(Overrides)a) Department accessb) Faculty accessMay 10, 2018APOs.docxS:\RGSTRAR files\CUNYfirst User Guides\Faculty and Depts\CF for EOs and

CUNYFirst BASICS[return to top]Academic InstitutionThe Graduate Center is Academic Institution: GRD01The Graduate Center CAREER is GGRDTerm CodesCUNYFirst Term codes are a 4 digit number built as follows1st digit is the century (1900’s 0, 2000’s 1)2nd and 3rd digit is the year (2017 17)4th digit indicates the semester (2 Spring, 6 Summer, 9 Fall)09921159116211661169117211791182Spring 1999Fall 2015Spring 2016Summer 2016Fall 2016Spring 2017Fall 2017Spring 2018Search TipsThe easiest way to find a student in CUNYFirst is by entering the ID numberHowever, you can also search by National ID (SSN) if you have it or bynameEnter the Last name, or at least the first few letters of the last name,and enter at least the first letter of the first nameClick the [Search] buttonSearch Results are returned – you can SORT by any of the columns bysimply clicking on the heading (Info below is masked for privacy)The CUNY Student Summary View allows you to search by Banner ID (BID) as follows:May 10, 2018APOs.docxS:\RGSTRAR files\CUNYfirst User Guides\Faculty and Depts\CF for EOs and

FavoritesPages you use often can be saved as a “Favorite”, so you don’t have to remember the navigation. Favorites appear inthe first menu on the top left, Before Main MenuOnce you have found the page (Save the SEARCH page, not the actual data page)click on Add to Favorite in the upper right cornerThis Add to Favorites pop up will appear. At this time, you can CHANGE the nameof this page, to whatever you want so you can remember itFavorites can be sorted as you wish by selecting “Edit Favorites” and updating the“Sequence Number”User DefaultsYou can set up some defaults that will help save keystrokes as you move through the CF screensMain Menu Set Up SACR User DefaultsTab 1 - Enter GRD01 as the Institution and SetIDTab 2 – also enter GRD01 as the Set IDTab 3 – leave blankTab 4 - select a check mark in the box Carry IDNo other settings required.Click the [Save] button

Student Inquiry[return to top]Student Summary ViewFrom the Main MenuClick onCUNY Student Summary ViewStudent Summary View - CUNY-----Enter the student EMPLIDClick on [Search]There are many sections in the display – any or all of them can be ‘collapsed’ if you don’t want to see the detail. Someof the sections are: Affiliation – will show relationship to various campuses, besides Student at GC External System ID – here you will find the old Banner ID if needed Enrollment Information - List of classes for all Past and Current Terms – including gradeso Click on any column heading to sort – for example, by Term, or by Subject to find a particular class Class Meetings- Class schedule for current and Future Terms

Academic Plan – Career/Program/Plan stacks at the various campuses – usually only one is “Active” Status– Transfer Credits Residency Info - NYC, NY State, Out of StateMilestones - Exams, Candidacy and Dissertation Deposito The date of the milestone is NOT available on this page – Use the Milestones screen or TranscriptAddresses, Phone, Email, Name - information masked for privacy

Student Services Center – Student ViewFrom the Main MenuClick onCampus CommunityStudent Services CtrEnter the Student IDClick on [Search]Student can seetheir current classschedule and enrollfrom the AcademicssectionFinances sectionshows currentbalance andFinancial AidinformationPersonalInformation such asaddresses andphone numbers areupdated in thissectionAlso visible areholds, milestones,and then moredetailed informationunder each tab.

Under the “Academics” tab, Notice the Level/Load on the right side.

Class Schedules[return to top]Courses vs ClassesCOURSE – Classes identified only with SUBJECT and CATALOG NBR, such as MATH 83200. The COURSE CATALOG housesthe number of credits, the course description and any pre-requisites. Default class size is also maintained hereCLASS – Courses scheduled in a term, such as Spring 2017: MATH 83200 – section 01. Classes have Class Numbers(Such as 62037) Classes have meeting days and time, and instructors. Students ENROLL in CLASSESView Classes for a termClass search can be accessed from a few places in CUNYFirst. They all lead to the same Class Search function: Self Service Search Class SearchSelf Service Faculty Center Search (Students also have Class SearchCurriculum Management Schedule of Classes Class SearchInstitution: The Graduate CenterSelect the TermSelect the Subject code from drop down listEnter the number if you know it,else click the [Search] buttonOr enter more criteriaAdvanced class search criteria is available byclass starting time, day and other attributes.Results will display with Classnumber, meeting times,instructors, class notes asavailableCourse numberClass number

Prerequisites / Enrollment RequirementsEnrollment Requirements are added to Courses in the Catalog to restrict self-service enrollment in courses to studentswho have the required condition (ex: MATH majors only in MATH courses).Requirements can be changed for selected CLASSES scheduled in a term (Ex: Section open to MATH or BIO majors)Requirements can also be used to restrict a certain number of seats to students with selected conditions (ex: 5 seats forBIO majors, 5 seats for MATH majors)Students will see thecatalog restrictionwhen clicking on theclass in a searchThey will also get thismessage if they try toenroll without thatpre-requisite.This can beoverridden withStudent Permissionfor the class

Advisement Holds[return to top]ViewOn request from the Academic Department, Student Services will place Advisement Holds on all active students inthe department, thus requiring students to meet with an advisor to have the hold removed before enrolling for theterm.Students will see they have a hold on their Student Services Portal and they will get an error message when they tryto enroll.Students will see:Click on details to see this list:Click on linked name of hold to get these details:Faculty and Staff can see holds on many of the CF pages, via the on this symbol:Campus Community Service Indicators (Student) Manage Service Indicators:or by navigating to:Click on the linked code to see details and if you have seucrity access click on thebutton toRelease the hold. The date/time and person who released the hold is recorded in the audit table.See the List of useful Queries for the CU GC SR ADV HOLDS query

Faculty Center – multiple campuses[return to top]All classes to which a faculty member is assigned will appear on the Self-Service Faculty Center.To switch to view classes assigned at a different institution (campus), In the Faculty Center, click [change term]From the list, select the Term-Institution combination you wish to view:Click [Continue]There is a separate guide for Faculty use of the Faculty Center, covering1234Faculty view of Class rostersVerification of EnrollmentStudent PermissionsGrade RostersIf needed, request that guide from the Office of the Registrar

Student Specific Permissions[return to top]This is the navigation for APOs and EOs. Faculty instructions below:Records and Enrollment Term Processing Class Permissions Class PermissionClick on “Add to Favorites” in the upper right hand corner, so you canfind this easily next time.Enter Institution: GRD01Term (See 4 digit term codes list on CF Basics page)Subject AreaCatalog number is optionalClick on [Search]Click on the class for which you wish to assign permissionUse the toclick over tothe correctsection of theclass (if thereis more thanone)Permissionsexpire on thelast day toadd / dropbut you canchange thisto an earlierdate if youwish.In the defaults section, check the items you are giving permission for: Closed Class, Requisites (includes Plan code),Consent Required.Enter the Student ID number here. You can override details of the permission using the various tabs.

Student Specific Permissions – Faculty [return to top]Self Service Faculty CenterVerify that you are looking at the correct List of classes. Click [Change term] button to change term OR institutionFor the desired class, click on the “Class Permission” iconIn the Class Permission Data section,Enter the student ID numberClick on the “Permission” tabSelect which sort of override you are allowing:Click [Save]Click [ ] to add another student

Dissertation Supervision[return to top]Level 3 students will sign up for a Dissertation Supervision class with their approved committee chair / instructor.Although a student specific permission was required in Banner, this won’t work in CUNYfirst, unless the academicdepartment wants to add this every term (there is no permission roll function)As an alternative we have developed a query for the Academic Departments, to check for students who signed upwith a different instructor.See the page on how to run a query.Query name: CU GC SR DISSERTATION SUPPrompts:Enter the two terms you wish to compareSubject code (for the 90000 class)Click [OK]Query Results will show all level 3 students enrolled in ART 90000 and the CHANGE column will show those withinstructor changes from prior term. The two CHANGES below are because these students were not enrolled in ART90000 in the prior semester (Blank prior term data)The CHANGE highlighted below shows a student enrolled with Pechenkina in Fall 2017, previously enrolled withStephan. The academic department will know if this is an approved change. If it is not, the student must drop theincorrect class section and enroll with the correct instructor/advisor.

Permit Out Process[return to top]Student taking a class at another CUNY campus1)2)3)4)5)Student submits an ePermit application (Student document available)Application is routed to your department by the RegistrarOne of the “approvers” in your department checks the “Worklist” and approves or denies ePermitsApplication is routed to Registrar for final approval and routing to Host campusStudent enrolls at HOST campusThe only step requred by the academic department is step 3 – approve ePermitIf you are on the “approver committee” for your Academic Org, you will receive an email with the student nameand class they wish to take at the host campus.Log in to CUNYfirst, and click on “Worklist”in the blue banner on the top right of thescreen:You will see a list of items , either approved, or “Approval Routing” - you may want to use the Worklist filter tosee only the ones for “Approval Routing”, the others are completed.The items will be “From” your colleagues in the Registrar’s office.Enter the ePermit by clicking on the very long, blue, underlined link: