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Advisor Authorization

BEFORE THE STUDENT CAN REGISTER, you will need to give them advisor authorization. This cannot be undone:

1. Log into Self-Service. Click on the Advising tab, then Authorize Registration, then My Advisees, then the [Term] tab:
2. Scroll down to locate your advisee.
   • If your advisee is not in the list, please call the Registrar’s Office at x2813. The issue may be that the student is not assigned to you as their advisor, or they do not have an active academic record.
   • You can also search all students by clicking All Students.
3. Give authorization: Check TRAD1, then save for each available semester. Please do not check OLP or SEM.
4. If the student does not have a STOP, they will now be able to register!
5. For spring registration, please also authorize the winter and summer tabs.

Advisee registration email: Once your advisee registers for classes, you will receive a confirmation email each morning around 6:00 AM. Upon review of that email, advisors should follow up with students if they believe it necessary to raise any questions/concerns.

Calendar

Academic Calendar &  Finals Schedule • Includes check-in, no-class days, final exam week, and commencement.

Registration Dates & Deadlines • Includes term dates, add/drop, withdraw deadlines, pre-registration and registration dates.

Course Schedules & Course Matrix

Course Schedules

Course Matrix  – see MWF & TTH schedules.

New Course Request

Course Schedule Submission

Registration Reminders

Note: anyone attending a class must be enrolled.

PRIOR TO MEETING WITH YOU, students will be instructed to do the following:

1. Complete Pre-Registration: The Registration Dashboard will direct them to the On-Campus Degree Program (TRAD) Pre-Registration. Once pre-registration is complete, the page will say “You Completed Pre-Registration”.
2. Select courses: The Registration Dashboard will allow them to select courses, but they will not be able to register until they have advisor authorization and their registration date is open.
3. Appointment: Students will be instructed to schedule an appointment with you and to bring their laptop to the appointment. Students can also access registration from their phone!

*Please enroll students in at least 12 units (not including online or waitlist units). Seniors in their last semester are allowed to include 6 units of online classes in their 12 units, and be considered full-time.

Graduation Contract: If your student is a Junior or Senior, please remind them to start or finish their contract. The contract is not complete until the Registrar’s Office signs the final copy of the contract.

STOPS: If the student has a STOP, they will not be able to register. The registration dashboard will inform of any STOPs.

ADD/DROPS – add/drops can be handled by students in the Registration Dashboard, except for the following circumstances:

Note: add/drop requests made to the Registrar’s Office will require a signed Add/Drop Form.

Audits: Instruct the student to fill out an Add/Drop Form and select “audit” in the change column. The form will need to be signed by the student and instructor, then submitted to the Registrar’s Office. If the student is registered in less than 12 units, they will pay a $75/unit Audit Fee prior to registering.

Directed Studies: Instruct the student to click on “Directed Study Request” on the Student Portal.

• The DS term dates & deadlines always match that of the traditional term, including grade submission deadlines.

Unit changes: Instruct the student to register for the course, then to fill out an Add/Drop Form for the course, specifying the number of units they will earn. The form will need to be signed by the student and instructor, then submitted to the Registrar’s Office.

Waitlist: If a class is full, click “Join waitlist” to add the course to the cart. The Registration tab will confirm if a student is on the waitlist. If a seat becomes available, the student will receive an email notifying them of the open seat. They must respond to that email by 4pm the following day to confirm that they still want to add the class. They will not be added unless they respond to the email by the deadline. If they miss the deadline, they will be automatically dropped. They can re-add themselves to the waitlist.

NON-RETURNING STUDENTS:

If a student decides not to attend The Master’s University in the upcoming Spring/Fall tern, please instruct them to notify the Registrar’s Office at or 661-362-2813.

FAQ:

• Why can’t my advisee register? Typically, the student hasn’t completed pre-registration, doesn’t have advisor authorization or is trying to register before their registration date.

Self-Service Grade Entry

Note: Grades are not submitted until the “submit Final” button is clicked below.

Click HERE to access grading in self-service.

This link should default to the current term. If not, navigate by clicking the Classes Tab, then Grading, then [Year].

• Under the applicable [Term], select a course to enter grades.
• After selecting a course, enter each grade in the ‘My Grade’ column.

Enter all grades, scroll down, and click Save below.

• Please do not leave any blank grades.
• If a course is not complete, please leave a grade of ‘F’, or the grade earned.
• The Incomplete Contract (‘I’) is available HERE.

Review the grade input for accuracy, the click the Submit Final button below. Your final course grades are now submitted.

The Grade Entry and Grade Changes (Report #386): can be used to submit or change grades before the end of the next Fall/Spring semester.

Incomplete Contract Form – An “incomplete” grade may be issued at semester end to support a student’s inability to complete that specific academic requirement due to extenuating circumstances or medical issues. The contract must be completed and signed by both student and instructor for an “incomplete” grade to be issued.

Additional legacy grade forms are available if needed:

• Grade Change Form – Use this form to change a grade that has already been posted. Grade changes must be submitted to the Registrar’s Office before the end of the subsequent semester.
• Grade Report Form – Use this form if a grade has not been posted.

Term Dates Template

Textbooks

Textbook Information for TMU Online

Textbook Information for Traditional terms.

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Introduction to Stellic

Access Stellic at masters.Stellic.com

See an Introductory Video Stellic

See the intro we show to Students

Advising Files

The Registrar’s Office will upload an advising file for each new student into Stellic, as well as any updated transfer credit evaluations. This file includes the Transfer Credit Evaluation with transcripts, and High School transcripts.

Below the student’s summary on the upper portion of the page, you’ll find the lower menu: 

Progress • Planner • Courses • Notes • Requests

Under Notes you’ll find an entry labeled “New Student Advising File” with an attachment. Click the attachment to view the file. If you don’t see a note here, please notify the Registrar’s Office.

Stellic Training Resource: Notes

Analytics

Information coming soon!

Stellic Training Resource: Analytics & Reports

Change of Major

Students have the ability to try on any major by clicking Add Program under their programs.

To officially change a major, a Change of Major/Advisor Form  must be submitted to the Registrar’s Office.

Stellic Training Resources – Adding or Removing Programs

Exceptions/substitutions

Note: program audits have been built to match the Academic Catalog.

In Stellic, a student, a student’s Advisor, Dean, or Administrative Assistant can submit course exceptions on behalf of their student.

Begin by clicking the 3 dots next to the course name then select “Make Exception”.

Select an exception type:

• Waive this requirement: select this if the course is no longer required.
• Substitution: select this if another course will fulfill this requirement. For example, an online version of the course (if a major requirement) or another course that has been approved to fulfill this requirement.

Include a justification, then click submit.

Once you click submit, a notification will be sent to the Registrar’s Office to approve the exception.

ONLINE CLASSES

Due to varying online policies, most (traditional) major requirements will require an exception if it is meant to be fulfilled by an online class. Submit the exception as a ‘substitution’ and type the course code into the box to find the online version. Online classes are designated with an “.OL” at the end of the course code.

TRANSFER CREDIT

Notify the Registrar’s Office of transfer credit that is satisfying program requirements, or use the “waive” exception and provide the name of the transfer course that will satisfy the TMU requirement.

See Stellic’ s detailed instructions with pictures HERE.

Pathways

Pathways allow students see a 4-year plan for their program or other program(s) with courses laid out by term. Pathways provide a recommended sequence of courses, but do not enforce that sequence. Students can apply a Pathway to their planner or use a Pathway as a reference only.

Pathways were initially built by the Registrar’s Office based on the 4-year plans provided by the Academic Departments. If you would like to make edits or if you would like to see a Pathway for a smaller subset of students (i.e. transfers, athletes, ect.) please contact the Registrar’s Office to discuss options!

Stellic Training Resource: Pathways

More info to come!

Planner

The Planner is a tool for students and advisors to drag and drop remaining requirements into a future semester.

At the top of the student’s page, the student can request for the advisor to review their plan. This will prompt an email notification to their advisor.

We recommend that the advisor view the student’s planner and reach out to the student if you have any feedback.

Click the “Mark as Reviewed” button at the top to notify the student that you have reviewed their plan.

The Planner can work in conjunction with Pathways.

Requests

Information coming soon!

Stellic Training Resources

View a non-advisee

Add advisor 

Every student can choose to share their plan with a staff/faculty member who is not their advisor. Instruct the student to:

• Log in to Stellic and go to Settings in the upper right corner.
• Under Allowed Advisors, type in a name.

The student can add, or remove added advisors as they wish, but their official advisor will not change until a Change of Major/Advisor Form is submitted to the Registrar’s Office.

Stellic Training Resource: How do I add another advisor or share my plan?

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Links

Academic Catalog

Degree Checklists

New Program Request

New Course Request

Schedule

Info to come!

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Graduation Contract STEPS

GRADUATION CONTRACT: We encourage students to start their graduation contract during their Junior year.

Note: students are not required to visit the Registrar’s Office to complete the graduation contract.

This is what the student has been told:

GRADUATION CONTRACT

STEP 1: Start your Graduation Contract Application.

• Required for all graduating students.
• We encourage students to apply during the spring semester of their junior year.

STEP 2: Plan your last requirements in Stellic with your advisor.

STEP 3: Registrar approval – we’ll reach out to approve or ask questions about your plan.

STEP 4: Sign and finalize the graduation contract. Due prior to end of the fall semester before the commencement ceremony in May.

GRADUATION FEE

The Graduation fee is required in order to participate in commencement and/or receive a diploma. A $75 late fee will begin at the end of the fall semester.

Pay the GRADUATION FEE

COMMENCEMENT VS. GRADUATION

The Commencement Ceremony is the celebration of your student’s hard work towards graduation. Graduation, the official awarding of the degree, will occur when all degree requirements are met.

Graduation Contract Instructions (advisor)

Access the Graduation Contract Dashboard in TMU Central.

PRIOR TO YOUR PART

Students are recommended to start their Graduation Contract in their Junior year. They do so by visiting the Student Portal and clicking the “Start Grad Contract” button. After submitting the application:

1. The student’s name will appear in the Graduation Contract Dashboard, and
2. You will be notified that your advisee is added to the list, and your part begins.

YOUR PART

Click the link in the notification email or visit the Graduation Contracts Advisor Dashboard, locate the student and click, “Stellic Profile”.

In Stellic, please do the following: 

Progress tab: review the student’s audit to confirm that all requirements are completed (green) or in-progress/planned (yellow). 

• Red courses: red indicates that the student’s plan for completing the course is unknown.
  • If the class will be taken at TMU, please ask the student to update their Planner (see information about the planner below).
  • Has the course been waived, transferred, or substituted by another course? Please submit an exception by clicking the 3 dots next to the course name. 
    • To waive or transfer: select “waive this requirement”.
    • To substitute with a TMU course: select “substitution”.
    • To modify an elective requirement, select “waive or modify requirement constraint”. This option allows you to adjust the number of units required or add additional courses to the list of options. Do not choose “waive” unless you intend to waive the entire requirement.

Planner tab: The planner allows students to drag and drop their requirements into semesters. This can be adjusted as needed. In order to complete the Graduation Contract, the student will be required to have all remaining requirements planned. Please help advise the student with their final semesters and requirements.

• Click “Side by Side View” to see course requirements. 
  • Tentative List shows classes/requirements that have not been added to the planner. Classes can be drag and dropped into semesters.  You may need to refresh the page if moving many classes around.
  • Progress lists all requirements. Classes can be drag and dropped into semesters. You may need to refresh the page if moving many classes around.
  • Search Courses allows you to search for any course in the catalog. Classes can be drag and dropped into semesters.
• Click “Add a note” on any class if additional context is needed. For example: 
  • “Plan to transfer in the summer”
  • “To fulfill elective requirement”

Your review is considered complete once all major courses are green or yellow. Please confer with your advisee as needed. 

Sign Contract: Please return to the Graduation Contracts Advisor Dashboard, locate the student and click, “Sign Contract”. Note: this completes your portion of the contract, but the student’s part is not yet complete.

AFTER YOUR PART

• The Registrar’s Office will be notified of your signature, then create a PDF contract/summary for the student. If the Registrar has any questions for the student, they will discuss with the student until all remaining requirements are planned and confirmed to qualify for the student’s chosen graduation term. A signed copy of the graduation contract will be sent to the student and added to the “Notes” in Stellic.
• After Registrar Approval, the student will be emailed a link that they must click to pay their grad fee.
• After this, the student is considered “finalized”.
• After the add/drop deadline for the spring semester, the Registrar’s Office will review every student’s contract to confirm again that they still qualify for commencement. If they don’t, they will reach out to the student. If they do, the student’s status will be changed to “certified”.

Note: Students will not qualify to pick up their regalia and/or have their name in the commencement program until they are certified.

Policies

HONORS FOR TRANSFER STUDENTS 

Please note that transfer students do not qualify for honors unless they complete a minimum of 60 units at TMU.

OUTSTANDING UNIT POLICIES

Undergraduate students are not allowed to walk in commencement with more than 6 units outstanding.

Graduate students are not allowed to walk in commencement with more than 2-6 units outstanding, depending on program. Departmental approval required.

CLEP DEADLINE

There is no longer a deadline for CLEP exams. Students must adhere to the outstanding unit policies, CLEP units included. Any requirement completed after commencement may delay graduation.

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Links

Academic Calendar

Academic Catalog

Course Matrix

Course Schedules

Degree Checklists

Directed Study Request

Finals Schedule

New Course Request

New Program Request

Registration Dates & Deadlines

Stellic

Forms

Academic Petition

Add/Drop Form – used for special actions that the student cannot normally perform in registration. Including:

• Audits
• Unit changes
• Withdraws

Blank Class Schedule

Change of Major/Advisor Form

Change of Minor Form

Catalog Year Change Request

Grade Change – Grade changes are due before the end of the next Fall/Spring semester. The Grade Change Form is available in the Grade Entry and Grade Changes (Report #386).

Incomplete Form – An “incomplete” grade may be issued at semester end to support a student’s inability to complete that specific academic requirement due to extenuating circumstances or medical issues. The contract must be completed and signed by both student and instructor for an “incomplete” grade to be issued.

Tutorials & Videos

Faculty Course Evaluation Tutorial Video

Faculty Portfolio Tutorial Video

Graduation Contract Advisor Tutorial – Overview

Graduation Contract Advisor Tutorial – Using Stellic

Graduation Contract Advisor Tutorial – Exceptions

Graduation Contract Advisor Tutorial – Planner

TES Tutorial Video