Academic Advisement FAQ

One of my students has two majors (plans) displaying on their Academic Advisement Report (AAR). One of their plans has already been conferred and is not fully satisfied; they are up for conferral on the other plan which is fully satisfied. Will the unsatisfied plan impact the conferral of the second plan?

No. A student’s advising report was not required to be completely satisfied prior to fall 2012 conferral. For additional information, contact the Office of the Registrar.

One of my students is missing an exception from their HUB Academic Advisement Report that was in DARS; how do I fix this?

To update the HUB Academic Advisement Report with an exception from DARS, please notify the Academic Advising Team. Fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the exception.

One of my students needs a General Education exception; what do I do?

The only individuals authorized to make exceptions on a student’s General Education requirements is the Office of the Registrar. In order to request a General Education exception, fill out the General Education Change Form for Transfer Coursework (PDF).

AP Credit that was originally in DARS was never brought over to the HUB, how do I get it in HUB?

To request an update to AP credit in HUB (that was in DARS), please notify the Academic Advising Team. To do so, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the AP credit.

I am not able to view a student’s Academic Advisement Report in Student Services Center; I receive a message indicating that page is not available.

If you receive a message indicating that “academic requirements are not available” on a student’s Academic Advisement Report in Student Services Center or if a student receives this message in their Student Center, complete the following steps:

  1. Go to Main Menu on the main page of your HUB (HUB Administrative Access)
  2. Select Academic Advising
  3. Then, Student Advisement
  4. Request an Academic Advisement Report
  5. On this page, please go to “Add New Value” tab
  6. Enter the student’s ID and make sure Report Type is ADV.
  7. Process Request.

The report should now be able to be viewed in a student’s Student Center or in your Student Services Center.

I have a student who completed a course at a community college which has articulated to a course at UB. However, the UB course is 4 credit hours and the transfer course is only 3 credit hours, therefore the course is not satisfying the requirement because it has a minimum of 4 Units Required. How should I go about fixing this?

To change the number of Units Required, please process a Requirement Change exception.

Go to Authorize Student Exceptions, select Add New Value, and proceed as you would for a Course Directive exception. On the Operation Code drop down, select Requirement Change, and then Change the RG to LN. This will take you to a screen where you can specify a new minimum value for courses or units. In the above example, you would enter 3.0 in the minimum units field.

I have a student who has the incorrect repeat policy applied to a course and it is throwing off their Overall Units for Graduation as well as their GPA.

The status of the student would direct which office can resolve the issue.

If this is a new freshman or transfer student, contact the Admissions office to update this student’s record. If this is a continuing student please notify the Academic Advising Team. To do so, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the course in question.

Who executes an exception when a student has received approval from a different department that a course will articulate to fulfill a requirement for their major?

Once a student receives approval for credit for a course, he must inform his major department and they are responsible for the exception.

I am unable to process exceptions. When attempting to place an exception I am missing the following screen/access: Academic Advisement- Authorize Student Exceptions.

For now, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include information about what you need access to.

I am trying to locate AP credits that were transferred in when this student was accepted as an undergraduate. How do I go about retrieving these?

The University at Buffalo does not take AP credit from another college’s transcript. The student would need to send the AP courses directly to UB.

I need to advise a former UB student who is NOT converted into HUB for the transfer credits of ECC. How do I access his DARS report?

Contact the Office of the Registrar and they will provide the DARS report for you as a PDF.

My student's transfer work is not displaying on his AAR.

The first thing to do is to go to the Student Services Center and head to the Transfer Credit tab. In the Course Credits table, check the model status, if this status is anything other than Posted, please fill out the Request Help form (UBITName and Password required) and select SR: Transfer Credit from the drop down. Please include the student's person number in your request with information about the course in question.

I have a student who took a course that should fulfill a requirement on her Academic Advisement report but it is still reading as unsatisfied, what should I do?

For a concern like this, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the course and requirement in question.

I am attempting to enter an exception, however when I get to the Requirement Group request, my Requirement Group # was not listed to choose.

Please review the information that you supplied in the Override Details and verify that it is the correct Program and Plan Code. If this is all correct, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request.

I have a student who took a course from a quarter school and because the course only carries 2.63 units it is not falling into the General Education requirements.

For quarter school courses please, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the course in question. If it is for a major requirement, the department will have to make the exception of a Requirement Change to accepting the correct number of units.

I have a student who has a General Education requirement waived due to a GETA, however I think this is in error and needs to still fulfill the requirement.

If a student provides UB with a GETA from another SUNY institution we have to honor that GETA and place the exception appropriately. Other schools may have different criteria to satisfy a general education requirement (i.e. only one course instead of two, or a course that is not included on our course list), however we still honor the GETA waiver. Schools do not always provide the courses used to satisfy these requirements, however if they do they will be listed.

My department's AAR is not counting course counts correctly, or adding the incorrect course to a requirement. Who do I contact to update the set up of our AAR?

If there are errors in your academic advisement report, please, fill out the Request Help form (UBITName and Password required) (UBITName and Password required) and select Academic Advisement from the drop down.

Is there a way to remove or edit an exception?

In order to edit or remove an exception, you first have to go to the Authorize Student Exceptions page, and on the Find an Existing Value page, enter the Person Number of the student into the Selection Data and hit enter. You than can see all of the exceptions that are tied to that student. You can then click into any exception and by hitting “correct history” you can edit the exception. To delete an exception, again click “correct history” and then hit the delete (or minus sign) on the front page of the exception in the right hand corner and hit “OK” and then Save. Once you’ve altered an exception, ALWAYS run the student’s Academic Advisement Report to ensure that the exception was placed on the student’s report correctly.

I have a student who has over the 8 units allowed of Athletics Activity work, who do I contact to remedy this for conferral?

To request an update to the University Requirements for Graduation in relation to the Athletics Coursework Limit, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the course in question.

I have a student who received an email stating they are on probation. When I look at their grades by term, the messages at the bottom of the page do not coincide with their cumulative GPA. Is there a way to see a student’s semester record without re-calculation for repeated courses?

When a student retakes a course they replace previous (usually bad) grades. The Office of the Registrar does not run academic review again on previous semesters, those standings (ie, probation, good standing) are not altered. In these cases we make changes manually, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the student’s person number in your request with information about the course in question.

When a student is fulfilling their General Education Natural Sciences Requirement it does not show what courses to take on their AAR, how are students suppose to know what courses will satisfy this requirement?

The Natural Sciences General Education requirement is a very complex requirement and listing all of the course combinations would make the AAR extremely long and cumbersome for both you and the student. We have listed all of the courses and combinations students need to take within the requirement text. Course listings are also available in the Undergraduate Catalog.

What do the grade designations of the following mean: a grade with a T before it, a grade with a P before it and a grade with an M before it?

A grade with a T before it is a transfer grade such as TA, TB, TC-.

A grade with a P before signifies AP credit, such as P5, P4.

A grade with an M in front of it means that it is an average grade of two transfer courses, such as MB+.

I have an employee who needs access to the HUB for academic advising and program/plan. How do I get started requesting this access?

To request Academic Advising access in the HUB, fill out the Request Help form (UBITName and Password required) and select Academic Advisement from the drop down. Please include the UBIT name of the individual needing access.

To request Program/Plan access, fill out the Program Plan Data Access Request (PDF).

For additional information about requirements for HUB access, please review information on the Request Access pages.

Last updated: December 10, 2014 8:49 am EST