Program Plan FAQ

How do I change a student’s major?

In order to change a student’s major please refer to this training script (PDF).

What do the numbers and letters in the Program/Plan code represent?

There are 4 positions in the program code. For Example: 27R3.

Position 1 and Position 2 of the program code represent the Decanal Unit where:

02 Undergraduate Education
03 Architecture and Planning
05 Dental School
06 Graduate School of Education
07 School of Engineering and Applied Sciences
08 School of Public Health and Health Related Professions
10 Law School
11 School of Management
12 Medical School
13 Biomedical Sciences
14 Nursing
15 Pharmacy School
16 Pharmaceutical Sciences
17 School of Social Work
25 The Graduate School
27 College of Arts and Sciences
50 Roswell Park Cancer Institute
98 Undecided
99 Unspecified

Position 3 of the program code represents a differentiator between Regular, Combined, Subsequent or Non-degree offerings where:

R Regular degree offering
C Combined degree offering
S Subsequent degree offering (only applicable to undergraduate degree)
N Non degree offerings

Position 4 of the program code represents the degree level where:

1 Certificate
2 Associate’s Degree
3 Bachelor’s Degree
4 Master’s Degree
5 Doctoral Degree
6 Professional Degree
7 Advanced Certificate
8 Professional Level Award
9 Unspecified Degree
0 Non-Matriculation

There are 9 positions in the plan code. For Example: APY032R0A

Position 1, 2 and 3 of the plan code represent UB entity abbreviation (degree program/ major/minor = plan)

Position 4, 5 and 6 of the plan code represents the degree type or minor where:

010 — BA
105 — BA/MA
107 — BA/MS
012 — BS
098 — BS/MS

Position 7 of the plan code represents a differentiator between Regular and External (for ex: no-bill overseas) funding source where:

R — Regular
X — External

Position 8 of the plan code represents the enumerative value of a plan within a series where:

0 — Only one plan (Not associated to any other plans)
1 — First of a combined or multi-award degree plan
2 — Second of a combined or multi-award degree plan
3 — Non-matriculating version of regular plan (used for undergraduate career only)
5 — Subsequent version of regular plan (used for undergraduate career only)

Position 9 of the plan code (only used for the UGRD career) represents a differentiator between intended and approved plans where:

A — Approved
I — Intended

I have added a new line in the Student Program and saved it before I added the Plan and Sub-Plan. I am getting the following error message when I try to add a new line in the Plan: Cannot change current or history records unless in Correction Mode. (15, 1) You have attempted to change a record that is effective dated, and the record contains an effective date that makes it either the current record or a historical record. Either use the Add (+) Button to create a new record with a future effective dare, or change your mode of correction. What should I do?

Since you do not have access to make corrections, you can just add another row with an effective date the day after the one you added, and add the plan and sub-plan information to that row.

I have a student who has two active stacks on their program plan but one should be discontinued. How do I do this?

If you have a student with two stacks and you believe one should be discontinued, please fill out the Request Help form (UBITName and Password required) and select SR: Program Plan from the drop down. Please include the student’s person number in the email and a staff member will discontinue the correct row.

How do I put students on a leave of absence, as well as return a student from leave of absence?

Please see the Leave of Absence step by step job aid (PDF)

I have a student who has a conversion error from DARS that has brought over only one of his Program/Plan stacks when there should be two. Who do I contact to update his records?

To update information from conversion, or if there is something missing in HUB that is in DARS, please fill out the Request Help form (UBITName and Password required) and select SR: Program Plan from the drop down.

How do I program in a Joint Major?

There are few joint majors pre-determined in the system (i.e. Math and Economics), most joint majors are approved ad hoc as students request them and cannot be coded into the system. If you are looking for guidance as to how to handle a joint major please email: please fill out the Request Help form (UBITName and Password required) and select SR: Program Plan from the drop down.

I have a student who is undecided and a nursing major up for conferral, their nursing program is “satisfied” however the undecided stack is not, can they still be conferred?

If a student has an undecided and another major, they only need to have their declared major satisfied in order to be conferred. The undecided stack should be discontinued when the student declares their major and should not even show up on the AAR.

I have a student who is requesting to drop his minor, how do I do this?

To remove the minor, you need to add a row with an Action of Plan Change and Reason of Student Requested. Then, go to the plan tab and minus the minor.

How should I make effective date changes to student’s Program/Plan stack?

When making a change to a plan, please use the current date. Nursing, Management and Architecture charge their students a program fee each semester.

Those majors will adopt the following practices:

Architecture and Planning: Students wishing to leave Architecture and Planning will have any plan changes effective for the day after the last day of the semester. These changes will be made by Architecture and Planning.
Management: Students that wish to move out of Management need to see a Management advisor. The advisor will determine, based on the course load, the proper action date and, as a result the impact on student fees.
Nursing: Students that wish to move out of the approved Nursing plan will be removed by a nursing advisor. Because the students move through that program as a cohort it is likely that the effective date would be the day after the last day of the semester.
Nursing, Management and Architecture, only assess fees to their “Approved” students. You can make changes to students that are “Intended” in those majors without impacting their student’s fees, and as a result, can use the current date for changes to those students.

All of these cases the effective date will be determined by the department. If you encounter a student that wishes to change please ask them to see the department.

When adding a Major or Minor to a student’s record, what requirement term do I use, do I keep it the same as his admit term?

A student’s Admit term should never be changed. This is when he was admitted into the institution. The only change that should be made is on the Plan tab for the Plan Requirement term. This should be the catalogue year in which you want the student to follow. For a minor, no minors were coded before 2008, unless specifically asked by department.

I have a student who was accepted into a combined degree program but the option is not under the student plan tab, just the BA.

Students in combined degrees have a program that is different than regular bachelors. You need to go a program change to a combined bachelor (for example, Arts and Sciences Comb Bach, 27C3). Once that is switched the programs will be in the list.

How soon will a student be able to see a major change or update to their Program/Plan in their student center or Academic Advisement Report?

Students should be able to see the updates to their program/plan the next time they enter their student center or process their AAR.

Can a student confer a minor if they are in the Doctorate Program without the completion of a bachelor’s degree?

Students cannot confer their minor when they graduate with a Doctorate.

I have a student who is in the Graduate Combined Program but would rather now just do the Bachelor’s portion. How do I take them out and put them in an undergraduate program?

They will need to complete the Withdrawal from a Combined Degree Program (PDF) form.

Is adding a Sub-Plan different than a Minor?

Just as majors and minors in the HUB are called plans, concentrations and tracks in the hub are called sub-plans and have unique sub-plan codes. Within each sub-plan code, C = Concentration (formal concentration, SED — approved) and T = Track (informal). Sub-plan codes are associated (or connected) with specific plan codes.

For example, the Political Science BA has multiple concentrations. One of these concentrations is titled International Politics. In the HUB, there will be separate sub-plan code for the International Politics concentration. When working with a student’s Program Plan stack, use the sub-plan tab to associate the concentration with the major.

I need access to be able to update a student’s Program Plan stack, who do I contact about this?

For access to this function, please fill out the Request Help form (UBITName and Password required) and select SR: Program Plan from the drop down. Please include your UBIT name and what you need access to in your message.

I have a student with a “disciplinary” service indicator. Can I still update this student’s program/plan stack to an approved major?

The service indicator does not impact the student’s ability to have their program or plans changed so you may update their records.

Last updated: August 28, 2012 3:09 pm EST