Mississippi Valley State University

October 24, 2014

FAQ

OFFICE OF STUDENT RECORDS

FREQUENTLY ASKED QUESTIONS

In order to assist students with general procedural day-to-day operations of the Office of Student Records/University Registrar, a list of frequently asked questions are listed and answered.

PERSONAL INFORMATION

Question:

What do I need to have to request information from the Office of Student Records/University Registrar?

Answer:

MVSU Picture Identification (ID) Card or other forms of picture ID such as a state-issued driver license. To receive information from Banner Web, you need your University student ID number and your primary PIN.

Question:

What is my PIN (Personal Identification Number)?

Answer:

Your PIN is the six digit personal identification number used to enter Banner Web.

If you attempt more than a few tries to enter Banner Web and fail, your PIN will be disabled.

If your PIN is disabled, you will get an error message stating “Banner Self-Service Access Disabled.” Contact the Office of Student Records/University Registrar staff to reset your PIN. To secure your correct PIN, your picture ID is required on site.

Question:

I have a hold on my account, where do I clear it?

Answer:

You will need to contact the department that placed the hold.

Question:

Where do I go to make changes to my personal information?

Answer:

It is the student’s responsibility to inform the Office of Student Records/University Registrar of any changes to personal information.

The type of changes to personal information include mailing addresses or name changes. 

The form may be secured in the Office of Student Records/University Registrar located in the William Sutton Administration Building or the form may be downloaded from www.mvsu.edu following the link to "Academics," or "Students" and to "Office of Student Records/Registrar," and Forms.

Question:

How can I change my address?

Answer:

Currently enrolled students can update information at www.mvsu.edu by clicking on personal information.

Complete the “Change of Record” form in the Office of Student Records/University Registrar or by downloading the form from the website at www.mvsu.edu by clicking on "Students" or "Academics" and following the link "Office of Student Records/Registrar" to "Forms"

Question:

How do I know my classification?

Answer:

Freshman: 0-29 credit hours

Sophomore: 30-59 credit hours

Junior: 60-89 hours credit hours

Senior: 90+ hours credit hours

Graduate: These students have completed an undergraduate degree.

Question:

What is “Directory Information?”

Answer:

  • Student Name
  • Current address and telephone number
  • E-mail address
  • Classification status
  • Major field of Study
  • Dates of attendance
  • Date and place of birth

  • Awards and academic honors
  • Degrees and dates awarded
  • Enrollment status
  • Most recent educational institution attended
  • Participation in officially recognized activities and sports
  • Height and weight of members of athletic teams

Question:

What can I do to prevent release of my directory information?

Answer: 

You may submit the "Refusal to Permit the Release of Directory Information to be Release" form to the Office of Student Records/University Registrar. By signing the refusal form, you remove your name from listings in several University publications such as the MVSU Campus Directory, the Commencement and Honors programs, press releases, athletic event programs, etc.

GRADES

Questions:

When can grades be viewed on Banner Web?

Answer:

Grades may be viewed in approximately 24 hours after the instructor submits the grade.

Question: 

What if the grade is incorrect or has not been posted?

Answer: 

Students should contact the instructor.

Question: 

If I repeat a course, will the course with the lowest grade be removed from my transcript?

Answer: 

No. Grades remain on your academic record (transcript). However, the first grade will be excluded from the GPA calculation. The last grade is the final grade and will be included in the GPA calculation.

For graduate courses, a specific course may be repeated only once for those approved for repeated credit (e.g. internalships, special topics, individual studies, thesis, etc.) Both courses will remain on the permanent transcript and both grades will be computed in final averages. No additional program credit hours will be generated from a repeated course.

INCOMPLETE GRADES

Question: 

How long do I have to finish an incomplete?

Answer: 

For undergraduate courses, all course work must be completed within 12 months from the semester in which the student received the grade of "I" (Incomplete). Each grade of “I” that has not been changed to a permanent grade by the end of the designated period will be converted to a grade of “F”.

For graduate courses, all grades of "I" (Incomplete) must be complete no later than the last day of class of the next semester (excluding summer) whether the student is enrolled or not. If a grade of "I" is not resolved into a permanent grade within the allotted time, the grade becomes a grade of "F".

The last grade is the final grade.

CLASS SCHEDULE

Question:

How do I look at my current class schedule?

Answer:

Online Access: 

Once you have logged into Banner Web, enter the “Student Services & Financial Aid” section of this site, click on the link entitled “Registration.” On the new page that opens, click on the link “Student Schedule by Day & Time.” This will show your class schedule.

In Person:

The Office of Student Records/University Registrar staff, located in the William Sutton Administration Building may print a copy of your schedule. A picture ID is required.

REGISTRATION

Question: 

How do I register for classes?

Answer: 

Students register for classes via Banner Web. Students may also register in person during the regular (onsite) registration periods.

Question: 

Am I allowed to take college courses at another school and have them count toward my MVSU degree?

Answer:

College level courses completed with a grade of “C” or better at other accredited colleges and universities will normally be accepted for graduation credit. Your academic advisor and your major department chair must approve college courses earned at another institution to be transferred to MVSU. 

To have the credit evaluated and added to your MVSU academic record, you must request an official transcript to be sent to MVSU’s Office of Student Records/University Registrar directly from the college or university you attended. The official transcript is forwarded to your major department for evaluation.  If course credit(s) is approved, the transfer credit(s) is submitted via the approval process to the Office of Student Records/University Registrar to be processed.

Question: 

What if I do not meet the restriction for a course or the course has a prerequisite for which I have not earned?

Answer:

MVSU will not enroll you in a course for which you do not meet the restrictions and/or prerequisite. 

You will have to complete a “Course Schedule Override” form with required signatures for approval for courses to be entered to your schedule.

TRANSCRIPTS

Question: 

When can I get an unofficial copy of my transcript?

Answer: 

If you are a current student, you can go to the Banner Web using your Banner ID and PIN and click on transcript.

You can print your transcript using the print button.

If you are not a current student, you may contact the Office of Student Records/Univeristy Registar at 662-254-3321 or 662-254-3762. You may also complete the “Request for Academic Transcript.” This form may be downloaded from the location www.mvsu.edu., click on Academics, click on Office of Student Records/Registrar and click on Forms.  All current and former students may go to the website: iwantmytranscript.com to request a transcript online.  For more detailed information regarding online transcript ordering, please follow the links to: Academics, Office of Student Records/Registrar, and then Transcripts.

WITHDRAWAL

Question:

I am trying to withdraw from MVSU, but Banner Web will not let me. What do I do?

Answer:

You cannot drop your last class or the only class on the Banner Web. You will need to submit a “Withdrawal of Registration form if you decide to withdraw before the first day of class. On the first day of class and thereafter, you need to complete the “University Withdrawal of Enrollment Form.”

These forms may be secured from the Office of Student Records/University Registrar.

ENROLLMENT VERIFICATION

Question:

How can I request enrollment verification?

Answer:

MVSU has authorized the National Student Clearinghouse to act as its agent to provide enrollment verification.

You may go directly to the National Student Clearinghouse Web site via a secure log in, you may view or print enrollment information at any time. Enrollment Verification Certificates are printed from the National Student Clearinghouse Web site and can be used as official verification of enrollment for insurance companies, employers, scholarship or other agencies.

There is no charge for this service. Also, you will enjoy the freedom of requesting and receiving this information at any time, day or night, without having to visit the Office of Student Records/University Registrar.

Reporting Timeline: MVSU considers registration for future semesters unofficial until the first day of classes of that term. Therefore, initial enrollment data are submitted to the National Student Clearinghouse after the first day of classes.

Contact the National Student Clearinghouse at the website: www.studentclearinghouse.org or 707-742- 4200 or Email: service@studentclearinghouse.org or Mail: National Student Clearinghouse, 13454 Sunrise Valley Drive, Suite 300, Herndon, Va., 20177 

ACADEMIC RECORDS

Question:

How can I verify my academic records?

Answer: 

If you need a letter or completion of another agency’s forms that verifies anticipated graduation dates, degree(s) received, grade point average, or any other matter pertaining to your academic record or registration at MVSU, you may request a certification by:

  1. Visiting the Office of Student Records/Univeristy Registrar (William W. Sutton Administration Building, First Floor, Suite 180-181) with a photograph ID and completing the request for certification form.
  2. Write a letter of request (must be submitted with a written consent of the student with the following information in the request:
  •  Complete Name
  •  Student Identification Number (ID) available or social security number for former student without an ID
  •  Mailing Instructions for the Certification
  •  Information needed for Certification
  •  Daytime Telephone Number
  •  Complete Legal Signature (reflecting the full name)

For Stafford (Subsidized and Unsubsidized) Loan and Federal Direct Loan

Deferments: MVSU participates in the National Student Clearinghouse for this service. Students who qualify for in school deferments should receive their approval by the lender loan service more quickly, avoiding confusing, and inappropriate lender collection efforts during in-school deferment periods. Should student loan deferment requests be presented at the Office of Student Records/Univeristy Registrar, the request will be referred to the National Student Clearinghouse for processing. If the loan servicer indicates that the deferment has not been received form the Clearinghouse, you should contact the Clearinghouse to determine the status of the deferment. You may contact the National Student Clearinghouse at: www.studentclearinghouse.orr, or at 703-742 – 4200, or Email; service@studentclearinghouse.org or Mail: National Student Clearinghouse, 13454 Sunrise Valley Drive, Suite 300, Herndon, VA., 20171.

Note: Perkins Loan deferment forms are processed by the Office of Student Records/Univeristy Registrar and should not be referred to the National Student Clearinghouse. 

Third parties requesting enrollment or degree verifications should contact the National Student Clearinghouse by visiting its Web site, www.studentclearinghouse.org or calling 703-742-4200.