Academic Department Reports can be found through Main Menu > Records and Enrollment > KU Custom. Access to these reports varies, and is noted under each report.
Access to these reports varies and is noted in the “security” column for each report. The second column indicates the underlying query’s name. The query can also be accessed via Reporting Tools > Query > Query Viewer.
Note: Search parameters that are required are in bold; others are optional.
|Advising List by Academic Program
|This query/report returns a list of advisees, and their advisors, enrolled in the Acad Plan specified for the term specified. Note: Only returns students currently “active” on their program/plan stacks (regardless of term).
|Check Lecture/Lab Enrollment
|Gets a list of student emplids where the student is enrolled in the lecture component of a course, but not its lab component. Also returns the course number.
|Class Enrollment List
|Returns a list of students, their enrollment status, and their residency (O = Out of State, I = In-‐State, F= Foreign)
|Course Drops by Instructor
|Displays a list of students that dropped a course for the instructor specified.
|Distance Ed Courses (CRSDIS)
|Displays a list of courses offered in a distance ed format, including the course attribute code that describes the type of DE course: O8 = Online 80-‐99%, OL = Online 100%, IH = Interactive TV, IR = Interactive TV Remote Site, BL = Blended 30-‐79%, APPROVED = Approved.
|Emailing Learning Communities
|Returns a list of all students enrolled in an SPP (Learning Community) course for the term specified.
|Email Students by College
|This is meant as a way to get a list of students in a college, download the results into Excel, copy all their email addresses, then past them into a new email in Outlook. Theprogram status can be filtered in Excel, in case someone wants to exclude those who have left the university, are on a leave of absence, graduated, etc. Note: If a student is expected to be on the list, but isn’t, it might have to do with the Student Career Number on the Student’s Program/Plan stack not matching their Term Activation record for the term in question. The Registrar’s Office would need to be contacted to look into these situations.
|Enrollment Audit (CRSAUD)
|Returns all the enrollment activities for the specified student and term, including those initiated by advisors, Registrar’s Office personnel, academic departments, etc. This is a simpler alternative to the Enrollment Request Search screen (found under Records and Enrollment > Enroll Students > Enrollment Request Search)
|Enrollments by Term
|This is the same as “Email Students by College,” expect this includes student’s home and cell phone number. Originally intended for HR and Payroll.
|Get Class Roster with Email
|This is meant as a way to get a list of students in a class, download the results into Excel, copy al their email addresses, and then paste them into a new email in Outlook. There is also a way to email all students in a class via Faculty Center > Class Roster.
|Get Degree Recipients
|Returns a list of everyone that graduated for the term specified. Originally created for HR and Payroll Services.
|Get Enrolled Vets by Term
|Returns a list of military veterans that are/were enrolled in classes for the term specified.
|Get SSSP/TRIO Instructors
|Returns a list of all instructors teaching students belonging to the SSSP/TRIO student group for the term specified.
|Get SSSP/TRIO Students
|Returns a list of students currently marked as “active” in the SSSP student group.
|List Candidates for Graduation
|Returns a list of everyone that has not yet been awarded a degree and has an expected graduation term equal to the current term or earlier.
|List Current Academic Plans
|Returns a list of all the Academic Plan codes in the system that are currently active.
IT Help Center
|List Students by Major
|Lists all currently enrolled students in a particular academic plan for a particular term. This is meant as a way to get a list of students, download the results into Excel, copy all their email addresses, and then paste them into a new email in Outlook.
|List Undeclared Students
|Returns all students that are “Undeclared” (or in “Exploratory Studies”) for the term specified.
|Students By Major
|Returns a list of students, their acad plans, when they declared those acad plans, and the version of the acad plan that they’re in.
|Students By College
|Similar to “Students By Major” report. Lists all students enrolled in a particular academic plan for the term specified. This is meant as a way to get a list of students, download the results into Excel, copy all their email addresses, and then paste them into a new email in Outlook. Note: This will only return students that are marked as “Active”, “On Leave of Absence”, or “Completed” (Graduated) on their Academic Record (Program Plan stack).
|View Enrollment Counts (COSINQ)
|COS = Count of Seats. Returns a snapshot of enrollment in course for the term specified, subject specified, and/or Academic Org (academic department) specified. Contains data on a room’s seat capacity, a course’s seat capacity, and other statistics relevant to course schedulers.
|View Historical Grades
|Returns a list of students for the course and term specified. Can be used to look up grades for any course in which grades have been issued.
|View Transcript Notes
|Displays notes that supplement a student’s transcript. These are internal notes entered by Registrar’s Office staff and visible only to employees. They do not appear on the student’s transcript.
|View Transfer Credit Summary
|Returns a list of all courses transferred into KU for a given student.
|View an Advsior's Advisee List
|Used primarily by academic department secretaries, chairs, and deans to view courses for a person’s advisees for a particular term.
Glossary and Notes
Acad Plan – major
Academic Plan Sequence – reference to the student’s program/plan stack; used by the Registrar’s Office
- Dean’s list
Academic Org – the three letter prefix for an academic department/college on campus
Action – i.e., enroll, drop, grade added
Activation Date – the date the student was “term activated” for the term; this is a prerequisite for enrolling in classes each term
- UGRD = Undergraduate student
- GRAD = Graduate student
- Grad Student
Class Number – a unique four-‐digit code used by the Registrar’s Office to identify a course; this is NOT the Subject + Catalog Number + Section Number (LIB 109 010) that most users see
Combined Enrollment Total – the number of seats if the course is a combined section (ANT010 and SOC010)
Combined Section ID – Internal reference to a course used by the Registrar’s Office if the course has more than one course schedule reference. For example, certain Anthropology and Sociology course are the same, but display in the course schedule as ANT010 and SOC010
Component – course type
- Independent study
COSINQ – (Count of Seats Inquiry) – Used by the course scheduler in the Registrar’s Office
Course ID – internal reference to a course used by the Registrar’s Office
Descr – Course title
Eff Date – the date that the advisor becomes/became the student’s advisor
Enrollment Capacity – the maximum number of seats allotted for this course
Enrollment Status Reason – denotes whether the student was enrolled or withdrawn form the course at time of grading
Enrollment total – the number of seats currently taken in the course
Grad Status – reference to the student’s Degree Checkout Status on their program/plan stack; used by the Registrar’s Office
- Applied, approved, denied, under review, pending, withdrawn
Level – Class rank (see class rank)
Maximum Units – if a course can be taken for a range of credits, this is the maximum value. For example, an independent study class can be taken for 3-‐12 credits
Minimum Units – if a course can be taken for a range of credits, this is the minimum value. For example, an independent study class can be taken for 3-‐12 credits
Operator – The first and last name of whoever took the specified action; can be student
Program Status – i.e., active in program, leave of absence, cancelled/discontinued
Repeat Code – designates whether the course was repeated
Req Term – the “version” of the major/acad plan that the student is in; acad plan requirements change over time and go into effect at the beginning of a term
Request Room Capacity – the number of seats the academic departments would like this room to have
Requirement Group (Prerequisites) – a code identifying the group of prerequisites for a course
Room Capacity – the number of occupants/seats allowed per the Fire Marshall
Scheduled Credits – credits that the student is currently enrolled in for the semester
Seats open – the number of seats remaining in the course
Sequence Number – (for comments and notes); the earlier the number, the earlier the comment was entered. For example, on transcript notes
- 1 = regular session
- 10W = MBA courses occur in 10 week cycles, so there’s a 10W session for those courses.
- Summer term is split up into 2 sessions
- S1 = Summer 1
- S2 = Summer 2
Status – the end result of an action
- Messages – the action was successful, even though there were some messages warning of potential errors; details error status
Status (Class) – the status of the class
- Stop further enrollment
- Tentative section
- Cancelled section
Transfer Status and Class Rank – if the student has transfer credits, TR is added to their class rank, denoting that they are a transfer student at that class rank
Withdrawal count – the overall number of students who have withdrawn for the course