Service Indicators and Student Groups (Campus Community)
Learn how to manage service indicators and student groups in HUB.
About Campus Community
Student Groups and Service Indicators are part of Campus Community, which is the biographic and demographic information inside of HUB.
Service Indicators
Service Indicators ("holds" to students) may prevent registration.
Service Indicator Guidelines for Blocking Enrollment
Use these guidelines when determining the impacts of your service indicator.
It is appropriate for service indicators to block enrollment if they meet the criteria defined here. If these criteria are not met, service indicators should be considered for other blocks (e.g., enrollment and degree verification, diploma and/or transcript).
- Although a service indicator may be informative and/or beneficial to the student, blocking enrollment will only be allowed if it enforces UB, SUNY, or SED policy or federal or state law.
- Used for policies and laws that directly impact student academics or university financial or business needs, or in situations where students are considered to be a danger to themselves or others. Impacted audiences can be defined as students themselves, the concerned office/service, or the university at large.
- Other service indicator impacts, checklist items, and other means for enforcement should be used when feasible. Registration impact should be used only when deemed critical for policy or law implementation or when explicitly mandated by such policy or law.
- Service indicators may be used for advising purposes, such as “mandatory advising,” which is required in some specific cases (like Finish in Four and EOP) or rarely when an advisor deems a meeting with a student to be necessary for student success. Advising service indicators must be used responsibly by the advising community.
- Service indicators with financial rationale (e.g., student owes a balance to the university) should impact registration only if the balance exceeds $300. Any balance of $300 or less can result in a hold to other services (e.g., diploma and/or enrollment and degree verification), but not enrollment.
- A balance of $50 or more in parking tickets with the Parking and Transportation Office will result in a service indicator.
- In accordance with SUNY Policy, transcripts may not be held for outstanding balances. Service indicators with a transcript impact are used only for other purposes such as incomplete academic records, falsification of documents or disciplinary proceedings.
- The criteria used to determine the assignment must be known to students and staff, posted for public view, and not subjective.
- Criteria used in determining when the service indicator will be lifted must also be clearly defined and communicated. When those criteria are met, the service indicator must be removed.
- Students must be notified when the service indicator is placed on their account, preferably before the indicator is placed.
- The service indicator must be properly maintained by the requesting party/owning office.
- Assigning and releasing must be done in a timely/efficient manner (service indicator should be released the same day the criteria are met, immediately whenever possible)
- If a student shows progress toward resolving the service indicator issue, there must be consideration for the temporary removal of the service indicator to allow for enrollment.
Privileges May Be Removed if Policies Are Violated
If any of these policies are violated, the privilege to block enrollment may be removed.
Request a New Service Indicator
Service Indicator Training Guides
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Campus Community’ from the sub-navigation menu.
3. Select ‘Service Indicators (Student).’
4. Select ‘Manage Service Indicators.’
5. Enter the ID (Person Number) for the student and click ‘Search’.
6. Click either the + (plus) or the ‘Add Service Indicator’ link.
7. Click the ‘Service Indicator Code’ magnifying glass to select a Service Indicator available to you.
NOTE: You can only add Service Indicators you have access to. For every Service Indicator, HUB will need a reason why it was applied to the student. Use the “Service Indicator Reason Code” magnifying glass to select a reason.
NOTE: The “Description” field will automatically populate information. Do not edit this area, as these are standard messages the students will see about their hold.
8. Add a ‘Start Term’ and ‘Start Date’ for the Service Indicator.
The “Start Term” is the term in which the Service Indicator will take effect. Use the magnifying glass to select a start term. Use the calendar icon to select a “Start Date.” The “End Term” and “End Date” are optional fields that allow you to tell HUB when the Service Indicator impacts should end.
NOTE: If you set an “End Term” or ‘End Date,” you will still need to release the service indicator or the student will still continue to see it in their HUB Student Center.
9. Review and approve.
- The Assignment Details group box designates the department the Service Indicator is associated with and is autofilled by the system. NOTE: The “Amount Field” is only used for billing purposes and should only be used by certain departments.
- The Contact Information group box will automatically populate your information, since you are the individual placing the service indicator in the ‘Place Person ID’ and ‘Placed By’ fields.
- The Comments field is optional.
- The Services Impacted group box will list any administrative services that are impacted as a result of placing the Service Indicator that is selected.
When you are done, click “OK.”
10. You should now be returned to the Manage Service Indicator page and should be able to see the Service Indicator you have placed.
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Campus Community’ from the sub-navigation menu.
3. Select ‘Service Indicators (Student).’
4. Select ‘Manage Service Indicators.’
5. Enter the ID (Person Number) for the student and click ‘Search’.
6. Click the ‘code’ of the Service Indicator you want to release.
7. To release the Service indicator, simply click ‘Release.’
8. You will be asked to confirm if you want to release this service indicator. Click ‘OK’ to release the service indicator.
9. You will see on the Manage Service Indicators page that the Service Indicator has been removed.
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Campus Community’ from the sub-navigation menu.
3. Select ‘Service Indicators (Student).’
4. Select ‘Audit Service Indicators.’
5. Enter the ID (Person Number) for the student and click ‘Search’.
6. The results will show all Service Indicators activity on this student.
The most recently applied service indicators will appear at the bottom of the report. Use the ‘View All’ link to view all the Service Indicators activity.
7. Review the information.
- “Service Indicator Code” is the abbreviation for the Service Indicator.
- “Start Term” is the term that the service indicator started.
- “Start Date” is the exact date the service indicator was effective on.
- “Action” is whether the service indicator was added (A), dropped (D), or changed (C).
- “ID” is the student's person number.
- “User ID” is the administrator or batch process that performed the action.
- The audit date and time tell when the action was performed.
NOTE: Clicking any one of the column headers (e.g. Start Date) will sort the list by that column heading in ascending order. If you click it again, it will sort the list by the column heading in descending order.
8. To view more information about a specific Service Indicator, click the link of the student ID on the row associated with the service indicator code you would like to view.
9. This will bring you to the Service Indicator Audit page to view more information about who placed the Service Indicator.
This tutorial provides instructions on how to assign a service indicator for several students all at once.
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Campus Community’ from the sub-navigation menu.
3. Select ‘Service Indicators (Student).’
4. Select 'Mass Assign.’
5. Click ‘Add a New Value.’
6. In the Run Control ID field, you name the process.
This can be any name you want. NOTE: Do not use spaces. Next, click “Add.”
7. For the field ‘Selection Tool,’ click the drop-down arrow and select ‘External File.’ Then, click ‘Upload File.’
8. Select your External File, then click ‘Upload.’
NOTE: the External File must be a .CSV file.
9. Click the magnifying glass in the File Mapping Field. A Look Up box will open. Click on the ‘SI_EMPLID’ link.
10. Click on the ‘Preview Selection Results’ link.
11. Once you click on the ‘Preview Selection Results,’ you’ll see a list of users in the file.
This should be a readable list of the IDs. If it is not there, there is something wrong with the file. Usually, it is because the file is not saved in a .CSV format. Click the “Return” button to return to the Mass Assign Screen.
12. In the Service Indicator Data group box, you will add the Service Indicator and Reason to assign to these individuals.
The “Institution” should default to University at Buffalo. Use the magnifying glass to look up the “Service Indicator Code.” (NOTE: You will only see the Service Indicator Codes that you have permission to). Next, use the magnifying glass to search for the “Reason” code.
13. In the Effective Period group box, you will need to add a Start Term, Start Date, End Term, and End Date.
Use the magnifying glass and calendar icons to assist you in your selections. NOTE: An End Term and End Date are not required if you do not want to have an end term/date for the Service Indicator.
14. In the Assignment Details group box, the fields in this group should automatically populate based on the Service Indicator that is selected.
The Contact Information will automatically populate with your information in the Placed Person ID and Placed By fields. The Comments field is optional. NOTE: When you add a comment in the Comments Group, that same comment is populated throughout the entire list of students you are applying the service indicator to.
15. Click ‘Save’ when you have completed the fields, and then click ‘Run.’
16. You will see the Process Scheduler Request screen. Click the checkbox next to SCC_SI_ASSN, and then click ‘OK.’
17. You will be brought back to the Mass Assign page where you entered your information. Click the ‘Process Monitor’ link.
Under Process Monitor, you will be able to see the process list and the job you have created.
Click the “Refresh” button on the Process Monitor page until your Run Status and Distribution Status are set to Success and Posted. This will indicate you have successfully mass-assigned a service indicator.
This tutorial provides instructions on how to release a service indicator for several students all at once.
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Campus Community’ from the sub-navigation menu.
3. Select ‘Service Indicators (Student).’
4. Select ‘Mass Release.’
5. Click ‘Add a New Value.’
6. In the Run Control ID field, you name the process.
This can be any name you want. NOTE: Do not use spaces. Next, click “Add.”
7. For the field ‘Selection Tool,’ click the drop-down arrow and select ‘External File.’ Then, click ‘Upload File.’
8. Select your External File, then click ‘Upload.’ NOTE: the External File must be a .CSV file.
9. Click the magnifying glass in the File Mapping Field. A Look Up box will open. Click on the ‘SI_EMPLID’ link.
10. Click on the ‘Preview Selection Results’ link.
11. Once you click on the ‘Preview Selection Results,’ you’ll see a list of users in the file.
This should be a readable list of the IDs. If it is not there, there is something wrong with the file. Usually, it is because the file is not saved in a .CSV format. Click the “Return” button to return to the Mass Assign Screen.
12. In the Service Indicator Data group box, you will add the Service Indicator and Reason to assign to these individuals.
The “Institution” should default to University at Buffalo. Use the magnifying glass to look up the “Service Indicator Code.” (NOTE: You will only see the Service Indicator Codes that you have permission to). Next, use the magnifying glass to search for the “Reason” code.
13. In the Effective Period group box, leave all the fields blank if you want to remove the service indicator immediately.
You can add an End Term and End Date if you want the service indicator to end on a specific term/date.
6. In the Run Control ID field, you name the process.
14. Click ‘Save’ when you have completed the fields, and then click ‘Run.’
15. You will see the Process Scheduler Request screen. Click the checkbox next to SCC_SI_RELS, and then click ‘OK.’
16. You will be brought back to the Mass Release page where you entered your information. Click the ‘Process Monitor’ link.
17. Under Process Monitor, you will be able to see the process list and the job you have created.
Click the ‘Refresh’ button on the Process Monitor page until your Run Status and Distribution Status are set to Success and Posted. This will indicate you have successfully mass-released a service indicator.
Student Groups
Student Groups are cohorts of students inside of HUB that can be used for tracking or reporting purposes.
Request a New Student Group
Student Group Training Guides
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Records and Enrollment from the sub-navigation menu.
3. Select ‘Career and Program Information.’
4. Select ‘Student Groups.’
5. Enter the ID (Person Number) for the student and click ‘Search’.
6. Use the Student Groups page to assign a student group to the individual student.
Click ‘View All’ to see all the student groups currently assigned to the student before assigning a new student group (so you don’t dual-assign them to a group). After you have reviewed all student groups assigned, click the + (plus) to add a new row and assign a new student group to the student.
7. After adding new rows, you can either type in or use the magnifying glass to look up the student group you want to assign the student.
8. Check the date, enter comments and save.
Once the student group is selected, you will notice that the system will automatically default the “Effective Date” to today's date. Make sure you update this if necessary. The status will also default to “Active.” Enter any “Comments” in the field (if necessary). Click “Save” once finished.
1. Click the ‘Navigation’ icon in the upper right corner of HUB.
2. Select ‘Records and Enrollment from the sub-navigation menu.
3. Select ‘Career and Program Information.’
4. Select ‘Process Student Groups.’
5. Select ‘Add a New Value.’
6. In the ‘Run Control ID’ field, you’ll need to give your process a name.
NOTE: Do not use spaces in your Run Control ID. Once you have created your Run Control ID, click “Add.”
7. On the ‘Process Student Groups’ page, click the drop-down box for the Selection tool and select ‘External File’ and then click ‘Upload File.’
NOTE: The file must be a CSV file.
8. Once you have uploaded your file, click the magnifying glass next to the ‘File Mapping’ field. Select the UG_LOAD_SG_FROM_FILE link.
9. Determine what Student Group you want to add or remove from students.
Leave the Academic Institution Field as is (UBFLO). For the Student Group field, use the magnifying glass to search for the Student Group you want to update/edit/create.
NOTE: The Student Groups list you see is based on permissions. Your list may be larger or smaller, depending on your permissions.
10. Enter the ‘Effective Status’ date.
If you process the same file with the same effective date, it will not create another student group entry for each person. If, however, you run the same file through with a different effective date, it will add another student group row to each person.
NOTE: Make sure you are NOT processing the same file multiple times with different effective dates.
In the “Effective Status” field, if you want to add users, select ‘Active.’ If you want to remove users, select “Inactive.” The ‘Comment’ section is optional. If you do use it, keep in mind that the field will be completed for all students being added/removed from the student group you are working on.
Once you have completed all fields, select ”Save.“
11. After you have saved your work, click ‘Run.’
12. Schedule the process.
Next, you will see the following screen. This is to tell HUB when to schedule the process to run. In most cases, you will just need to click “OK.” You will then automatically be brought back to the “Process Student Groups” screen.
13. Click the ‘Process Monitor’ link.
14. Confirm the Run Status and Distribution Status.
“Process Monitor” will allow you to view the status of the batch update. In the Run Status column, you will want to see your job as “Success” and the Distribution Status as “Posted.” This will indicate that your batch update was successful and is complete. Once you have a successful status, click “Details.”
15. Click ‘Message Log.’
16. Review the batch update.
The “Message Log” will show you the process of your batch update. It will indicate the time the process started, when the file was transferred, if there were errors, and if the process was successful.
NOTE: Pay attention to the second row that says “Total Population Selection Emplids Inserted.” If you had 16 individuals that were being added/removed from the student groups, and it processed 16, you were successful. If it does not have the number you originally uploaded in your .CSV file, there was a mistake along the way. Usually, the problem is with the .CSV file and how it is formatted.
Click “Return” when you are done viewing the Message Log. This will take you back to the Process Detail Page.
