YSU Faculty & Staff Resources

The Office of the Registrar is dedicated to serving the faculty and staff of Youngstown State University. This area of our website offers information and procedure documentation on the services we offer and the policies we maintain. To quickly navigate to a specific section, select one of the bookmarks in the table below:

Topic Areas

 

Banner Student Access Requests:

Introduction and Purpose: Banner Student is a database of student records and information within the Ellucian Banner student information system.  Faculty and staff may request access to internet-native Banner (INB) and/or self-service Banner (SSB). Access to any level of Banner Student is on a as-needed basis based on your role at the university. A formal request signed by your supervisors must be submitted and approved at multiple levels before you will be able to gain access.

Related Policies: See IT Security

Procedures:

  1. Download, print and complete the BANNER SECURITY APPLICATION*
  2. Scan and email the completed document to the University Registrar, Jeanne Herman (jmherman@ysu.edu)
  3. The University Registrar will assign a role class based on your university position and will forward the request to IT.
  4. IT will process the request and send the requestor and email once access has been granted.
  5. If Banner Student training is needed, the requestor should contact the university trainer and/or review our topic areas for instructions.

Revision History: 05/01/2019

 

Data and Report Requests

Introduction and Purpose:

Related Policies:

Procedures:

Revision History: 

 

How to Gain Access to the Office of the Registrar Forms:

Introduction and Purpose: The Office of the Registrar has created formal documents to organize administrative registration requests. Since these forms can be sensitive in nature and should only be submitted by a faculty or staff member, the forms are no longer publicly displayed on this website.  If you are looking for one of the following forms, please email Chris DiIanni (cdiianni@ysu.edu): Administrative Change Request Form, Undergraduate to Enroll in Graduate Course Form, Full-Time Equivalent Form and Over 20 Hours Form. 

Related Policies:

Procedures:

  1. Administrative Change Request Form: In order for the Office of the Registrar to even consider adding/dropping a course to a student’s schedule after the deadlines, the faculty or staff member requesting the late add must email a completed administrative change form to the office stating the reason for the request and why he/she thinks an exception to policy should be made (i.e. graduation). If the Office of the Registrar determines that the request should be completed, the student will be contacted and counseled on the late add fee of fifty ($50) dollars per course as well as any other fees associated with the course(s). Registration changes are only considered “administrative” if the change occurs due to a University error. We give you the administrative change form so that you can start to resolve the error and we have documentation for the change per department. These forms should be scanned and emailed to Maura McGiffin (mkmcgiffin@ysu.edu) and Tysa Egleton (tmegleton@ysu.edu) for processing.
  2. Undergraduate to Enroll in Graduate Course Form:  In order for the Office of the Registrar to grant permission for an undergraduate student to take a graduate-level course (6900 or higher), the requestor must complete this form and obtain permission signatures from an advisor, instructor of the course, and the College of Graduate Studies Dean before submitting the form to our office.  
  3. Full-time Equivalency Form: In order for the Office of the Registrar to mark a student record as full-time equivalent, a student must be registered for at least one YSU course. A form documenting the need may only be submitted by a college's internship coordinator and/or a Office of Financial Aid & Scholarships representative.
  4. Over 20 Hours Form: In order for the Office of the Registrar to extend a student's ability to register for more than 20 credit hours in one semester, the student and the College Dean (or the Dean's representative) must complete the request.  Then the Dean should scan and email the document to the Penguin Service Center (onestop@ysu.edu) for immediate processing

Revision History: 05/01/2019

 

Course Schedule Changes and Cancellations:

Introduction and Purpose:

Related Policies:

Procedures:

Revision History: 

Academic departments should go to our Course Scheduling section to learn why and how to make course changes.

 

FERPA Guidelines for Faculty & Staff:

Introduction and Purpose:

Related Policies:

Procedures:

Revision History: 

All University faculty and staff are considered school officials and have a legal responsibility under FERPA to protect the confidentiality of student educational records.  Go to our FERPA for Faculty & Staff section to learn more about your role.

 

How to See Your Rosters and Submit Final Grades:

Introduction and Purpose:

Related Policies:

Procedures:

Revision History: 

Your access to roster information and final grade submission is available 24/7 via the Penguin Portal. Go to our Rosters and Final Grades section to learn how to view your roster and submit your final grade report.
 

 

Nonattendance F Grade Instructions (NAF):

Introduction and Purpose:

Related Policies:

Procedures:

Revision History: 

All faculty are required to provide the date a student “unofficially withdrew” or stopped attending class when submitting final grades. Go to our NAF Guidelines section to learn about this process and your submission requirements. 

 

Course Waitlisting:

Introduction and Purpose:  Waitlisting is a feature in the Penguin Portal registration system that allows a student to “wait in line” for courses that have reached capacity/closed. It is only available during the Fall and Spring semesters.

Related Policies: Per the Office of the Registrar, waitlisting is only available during the fall and spring semesters.  It is turned on for the full part of term registration on the first day of registration through the Friday before the term begins.  While waitlisting is turned on, departments should not longer issue capacity overrides but rather let the system do the work or notifying students when a seat is open.  Once waitlisting is turned off, departments may resume using capacity overrides as needed.

Procedures:

  1. Students who want to waitlist a course should following our self-service instructions
  2. Departments may get requests from students for pre-req/test score overrides as the system will warn a student with that registration error while trying to waitlist.
  3. Faculty should log in to SSB routinely to review the waitlist counts on course sections by

Revision History: