WELCOME FACULTY!

The menu selections to the left and below are some of the more relevant registrar-related items of interest to faculty and department chairs. 

Introducing PRISM to New Faculty

CAPP Instructions for Faculty (degree audit)

Learning Contract (interactive Word form)

FERPA For Faculty (coming soon)

Retrieving Alt PINs for Advising (coming soon)

Mid-Semester Grading Instructions

(See Academic Calendar for specific deadline dates)

Mid-semester deficiency grades are to be reported in PRISM and are always due at 8:00 a.m. on the Monday of Fall or Spring break.  If you do not know your User ID or PIN, please contact the registrar at 4560 or human resources at 4542 during normal working hours. Listed below are the mid-semester deficiency instructions and guidelines:

• The only grades that can be recorded are “D” and “F”;
• Up to two deficiency codes (listed below) may be given with each grade (e.g., D25,F3,D14,etc);
• You may report any one or two deficiency codes without a grade (e.g., 3, 14. 25, etc.; always place the lower number first) but you may NOT report a “D” or “F” without a reason code. 
• The list of available grades is quite long, but every possible combination is available in the drop-down box. 
• You may leave “None” in the drop-down box at mid-semester; you do not have to enter "grade" for every student. 
• A deficiency grade may be changed after entering in PRISM up to the 8:00 a.m. deadline. 

NOTE:  Instructors who miss this deadline are required to inform the student(s) and Academic Affairs and First Year Studies of the mid-semester deficiency(ies).  Students will be able to view their mid-semester deficient grades via PRISM one hour after the deadline.

Please notify the registrar’s office if you notice any of the following discrepancies as you are grading in PRISM:

• a student is attending a class, but  does not appear on the class list;
• a student appears on the class list who is not attending and has not dropped the class;
• in variable credit courses, the student is registered for an incorrect number of hours.

Notre Dame Students

If you are reporting a deficiency for a Notre Dame student, you must assign a grade and a reason code.  Please use the ND codes listed below.

 If you have any questions or problems with PRISM, please call the Office of the Registrar at 284-4560.

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Final Grading Instructions

(See Academic Calendar for specific deadline dates)

All ND student grades are due by 12:00 noon on the Monday following the last day of finals.

All SMC and N.I.C.E. student grades are due by 12:00 noon on the Tuesday following the last day of finals.

Final grades are reported in PRISM and are always due at noon (see above).  If you do not know your User ID or PIN, please contact the registrar at 4560 or human resources at 4542 during normal working hours. Listed below are the final grading instructions and guidelines:

• Assign grades to all courses that appear in the "Select CRN" drop-down box in PRISM. 
• If a student has officially withdrawn from a course  the grade of “W” is already posted on the course by our office. 
• Check with your department chair for procedures in your department regarding submission of grades to the department.

Contact the registrar’s office (4560) during normal working hours for assistance in the following cases:

• a student is attending a class, but  does not appear on the class list;
• a student appears on the class list who is not attending and has not dropped the class;
• if you cannot submit grades by the deadlines listed above;
• if you have any questions or problems with PRISM.

NOTRE DAME STUDENTS

 Notre Dame grades are due in PRISM by 12:00 on the Monday following the last day of finals.  If you cannot submit the grades by the deadline, notify our office as soon as possible.

ATTENTION - Writing Proficiency (ENWR 000), Comp (DEPT 999) or Advanced W (DEPT 998) Instructors

If you are assigned a course that determines the successful completion of a specific proficiency requirement, do not forget to record that grade.  All proficiencies are graded H/S/U with “U” indicating the student did not complete the requirement.  Submit these on PRISM

INCOMPLETE (“X”)

 A Report of Incomplete Grade Form, (also available from the registrar’s office or your department secretary) must be submitted to the Registrar for each incomplete awarded.  “X” is to be used only when the instructor has ascertained that there are extenuating circumstances beyond the control of the student which justify withholding the course grade earned.  Additional information regarding grade policies and procedures is available in the Governance Manual, Section VI-36.                    

Note:  Students taking courses Pass/Fail must be assigned grades “A” through “F”.  Passing grades will be converted to “P".

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Introducing PRISM for Faculty

Saint Mary’s has a secure site from the SMC homepage where you can view your personal records, course information, and student information maintained in Banner (SunGard Higher Education) the College’s administrative software. The site is called PRISM and it offers you the ability to view your teaching schedule, class lists, and student directory information and information on your advisees (advising faculty only).

Both mid-term and final grades must be submitted using PRISM.  Detailed instructions regarding submission of grades are listed above and are also available from the PRISM grade entry link

TO ACCESS PRISM:

• Go to the Saint Mary’s homepage, www.saintmarys.edu , click on “Quick Access” and then click on PRISM,(from on campus you may choose http://home.saintmarys.edu/ ,)
• Select “Enter Secure Area” to view your personal information.
• Enter  the user ID you received from the registrar or human resources.
• The initial PIN is your date of birth in the format MMDDYY, no dashes or slashes. 
• The first time you login, you must change your initial PIN to another PIN you will remember. Your PIN  must be 6-15 characters and one must be a number.
• If you lose/forget your new PIN you will not be allowed into the secured area.  By completing the security question in the Personal Information Menu you will be able to reset your PIN should you forget it (if you still have trouble contact the Registrar’s Office at 284-4560 or the IT Helpdesk at 284-4715 during normal business hours to reset your PIN to your initial PIN. You must change your PIN every time it is reset.
• You may change your PIN and/or security question anytime you choose after you have logged in to the secure area through the Personal Information menu. 
• Do not share your User ID or PIN with anyone.

The site should be fairly intuitive and is generally “point and click” technology. 

If you have any questions or suggestions for the site, please send your comments to registrar@saintmarys.edu or call  284-4560.

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Updated 10.1.09