Faculty & Staff

Please be sure to consult the Academic Calendar for important dates and deadlines each semester.

• Registration Instructions
• Registration Permit Override

Faculty are required to submit grades twice each term: once at midterm, and once at the end of the term for final grades. The process is the same both times, but what you are required to report is different.

Click here to access the Grade Entry screen.
Availability is limited to scheduled midterm and final grading windows.

Summer 2026
Schedule Entry Starts – 1/20/2026
Schedule Entry Ends – 2/9/2026
Schedule Live – 2/23/2026

Fall 2026
Schedule Entry Starts – 2/9/2026
Schedule Entry Ends – 3/2/2026
Schedule Live – 3/23/2026

In order to maintain consistency in course schedule entry, please use the instructions provided. If you have questions, please contact the Registrar’s office at registrar@marshall.edu.

A student’s Course Program of Study (CPoS) determines whether enrolled courses apply toward their academic program and qualify for financial aid. When a course does not count toward CPoS, it must be corrected as quickly as possible to prevent delays in aid eligibility.

This page provides step-by-step instructions for advisors and staff to resolve CPoS issues using Degree Works and Banner (SFASCRE).

How the CPoS Review Process Works

• The CPoS process runs automatically each night.
• Corrections entered before the nightly run typically update the next day.
• Financial Aid eligibility usually updates within 24 hours.

Before the Last Day to Add Classes

If a course needs to be counted toward CPoS before the last day to add classes, the correction should be made in Degree Works.

Degree Works Steps

1. Open the student’s record in Degree Works.
2. Locate the requirement block where the course should apply.
3. Use Also Allow or Apply Here to add the exception.
4. Save the exception.

If entered before 5:00 p.m. on the last day to add classes, the course will update during the overnight CPoS run.

• Counts in Program
• Counts for Aid (visible in SFASCRE)

Immediate Processing

1. Open the student record in SFASCRE.
2. Select Evaluate Courses in Program of Study.

After the Last Day to Add Classes

Corrections made after the last day to add classes require a manual CPoS run.

• Email RunCPoS@marshall.edu to request processing.
• Registrar staff will run CPoS manually and notify Financial Aid.

Manual Updates in SFASCRE

1. Open the student record in SFASCRE.
2. Locate the top-most instance of the course not counting.
3. Set Count in Program = YES.
4. Set Count for Aid = YES.
5. Select Preserve Override.
6. Enter a comment explaining the reason and approving authority.
7. Save and select Evaluate Courses in Program of Study.

Students with CPoS questions should be directed to their academic advisor.

*For students with questions regarding CPoS please contact your academic advisor.

• Grade Change Form

Grade changes are submitted using the University’s electronic Grade Change Form and are routed automatically for approval.

Submitting a Grade Change Request

1. Select the Department Chair by entering their name and choosing the correct individual from the list.
   • If you are the Department Chair, indicate that you are serving in that role.
2. Select the appropriate Academic Dean for your college.
3. Enter the student’s University ID number and select the student’s college.
4. Enter the term code and CRN for the course.
   • All other course information will populate automatically.
5. Enter the current grade and the requested grade.
6. Review the information, provide your electronic signature, and submit the form.

Submitted requests are routed through the appropriate approval workflow.

*Information regarding the grade change policy may be found in the Academic Rights and Responsibilities of Students section in the Undergraduate and Graduate catalogs.

The following are links to other University faculty and staff resources.

• Main Faculty/Staff page
• Faculty Senate Forms
• Academic Affairs
• Graduate Council

• Information regarding the Family Educational Rights and Privacy Act (FERPA) and the definition of what is directory information at Marshall University may be found in the Board of Governors Policies.
• In Banner, go to GPAPRXY and enter the student’s ID number to view if a proxy is listed. You may also check if a student has a proxy in MU BERT by selecting Student Dashboard and entering their ID number.

Graduation Dates and Submission Requirements

December and April/May Graduations

• Printed Tentative and Final Graduation lists are due to the Office of the Registrar by the stated deadline (typically two weeks after the student application deadline).
• Electronic copies are not accepted.

July and August Graduations

• Printed Tentative and Final Graduation lists are due to the Office of the Registrar by the stated deadline.
• Electronic copies are not accepted.

Additions After Submission

Additions After Tentative List Submission

Additions must be submitted as a paper copy on department letterhead and must include:

• Student Name
• Student ID Number
• Major / Emphasis / Minor
• Honors designation (if applicable)

Additions After Final List Submission

• Must be submitted as a paper copy on department letterhead with the same information listed above.
• Accepted only for a limited time.
• If too much time has elapsed after the official graduation date, additional justification and Academic Affairs approval may be required.

Students Who Applied Online by the Deadline

In MU BERT, navigate to:

• Student Information
• Select the report “Students Applying for Graduation”

Instructions:

• Select the desired term and college.
• Export results to Excel (recommended).
• Verify degree requirements in Degree Works.
• Verify total credit hours and repeated coursework in MU BERT.

Accessing Banner – Graduation Application

Access Banner and open the form SHAGAPP (Graduation Application).

• Ensure all majors, minors, concentrations, and certificates match Degree Works or SGASTDN.
• Contact the student if clarification is needed regarding declared programs.

In the Graduation Application Information section:

• Select Create/Update Degree Record.
• Confirm the warning message by selecting Yes.
• A confirmation message will indicate the degree record has been updated.

This action populates the student’s degree information in SHADEGR with a sought status for the degree and term.

Verifying Degree Records in SHADEGR

Steps:

1. Open the Banner form SHADEGR.
2. Enter the MU ID number if not already populated.
3. Query the degree sequence using F9 or the ellipsis button.
4. You will be taken to SHADGMQ.
5. Locate the most recent sequence number in the Learner Outcome Summary.
6. Verify the major in the Curricula Summary matches the sought major.
7. Double‑click the most recent sequence number to return to SHADEGR.
8. Select Alt + Page Down or the green Go button to view the record.

Final Verification

Important: Ensure that SGASTDN and SHADEGR match exactly, including:

• All majors
• Minors
• Concentrations
• Certificates

Discrepancies can result in mismatched student academic and degree records.

Once you have verified in MU BERT that all students are listed correctly in
SHADEGR through the report
“Commencement List with Contact Information”, you may print the
formal Tentative or Final Graduation List.

Access Banner and Printer Controls

1. Enter SWRCOMM in the Banner 9 main search box.
2. This opens the GJAPCTL – Process Submission Controls form.
3. Select Alt + Page Down or click the green Go button.

Printer Control Section

1. In the Printer field, enter the name of a network printer
   to which you have access.
2. If you do not know the printer name, place your cursor in the field and
   press F9 or click the three dots (…) to search.
3. Select Alt + Page Down to continue.

Parameter Values

In the Values column, enter the following:

• Graduation Date – format: DD-MMM-YY
• Report Type:
  • T – Tentative Graduation List
  • F – Final Graduation List
• College Code
  • Undergraduate: enter the college code
  • Graduate programs: enter GR
• Major Code
  • Use % to include all majors
  • Enter a specific major code to limit results
  • For graduate lists, enter G + college code + %
    (example: GB% for all graduate College of Business students)
• Campus Code – enter %

Select Alt + Page Down to continue.

Submission

1. In the Save Parameter Set as field, enter a name.
2. Save by pressing F10 or clicking Save.
3. A confirmation message will appear, along with a
   sequence number in the top-right message area.
4. Record the sequence number for later reference.

Reviewing or Saving Output (Optional)

Instead of selecting a printer, you may choose Database to
review the list online or save it to your computer.

1. Complete the submission steps through saving the job.
2. Select Related from the green menu bar.
3. Choose Review Output (GJIREVO).
4. In the File Name field, press F9 or click
   the three dots (…) to locate the .lis file.
5. Select the file that matches your recorded sequence number.
6. Double-click the file or select OK to view the results.
7. To save the output, select Tools →
   Show Document (Save and Print File).

A message will confirm that the file has opened in the browser and is available for saving or printing.

From the Academic Information section of the Undergraduate Catalog:

Students may graduate with more than one major by completing the requirements for each major.

• If the majors are housed in different colleges, the student must secure permission from both college deans.
• For administrative purposes, the student may be housed in only one college. This is the college of record, which maintains the student’s academic records.
• The student completes the college requirements of the college of record only.
• To earn more than one degree, see the section below on graduating with two (or more) degrees.
• Degree Works must confirm that all requirements for the second (or additional) major have been met.
• If the additional major is housed in another college, coordination with that college is required for any Degree Works exceptions.
• Follow the steps outlined in Creating Tentative and Final Lists for posting graduation records in SHADEGR, based on whether the student applied online by the deadline or submitted a paper application after the deadline.

From the Academic Information section of the Undergraduate Catalog:

It is possible to earn more than one baccalaureate degree by meeting all of the following requirements:

• Completion of all major requirements for each degree.
• Completion of the college requirements for each degree.
• Completion of a minimum of 30 additional credit hours beyond the 120 hours required for the first baccalaureate degree
  (150 total hours for a second degree, 180 for a third, and so on).
• If a degree program requires more than 120 hours, an additional 30 hours must be added to that higher total.
• Completion of the minimum residency requirement of 24 credit hours earned at Marshall University.

Grade point averages and graduation with honors must conform to existing university policies.

If a student graduating with simultaneous degrees earns honors, the honors designation must be added in SHADEGR to each degree record.

The Primary College (the academic home of the first major) or the Second Degree College must confirm with the student that they intend to complete multiple degrees simultaneously and communicate that information to the other college.

If the second degree is housed in a different college than the primary college, the student must complete the second college’s requirements as outlined in the applicable catalog year.

Degree Works “What‑If” may be used to select the second major and associated emphases or minors to ensure all college and major requirements are met. The What‑If worksheet may be saved as a PDF if needed.