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Registration and Records
Registration and Records

Notes for Faculty and Staff

Beginning Thursday, March 19, the Registration and Records staff will conduct operations remotely. 

You may contact us by email at Registrar@butler.edu or by phone at 317-940-9203 (or toll free: 800-368-6852) Monday-Friday from 8:30AM-5:00PM.

Information for faculty regarding R&R forms processing during this time of campus disruption

As the deans prepare information for their meeting with the department chairs, here’s some information from R&R regarding the completion of and circulation of forms. 

Since we don’t have an existing online workflow process for major/minor changes, enrollment change form, or the grade change form, we will need to manage these paper forms via an email approval process. PDFs of these 3 forms are available in case someone wants to complete the form and forward the form as an attachment to the next individual in the workflow instead of just providing the relevant information in an email.  We will accept the information in R&R regardless of which format is chosen.  

The initiator of the form should include the necessary information in their email along with signifying their approval.  The email should be forwarded to the next individual in the approval process (copying the relevant admin as appropriate/necessary).  Forwarding of the email should continue until all approvals have been received.  The final person in the approval chain should forward the email to R&R at registrar@butler.edu for processing. 

Major/minor changes (click here for pdf):

  • Student name
  • Student ID
  • Student’s college
  • Current major/minor
  • The major(s)/minor(s) student wishes to end up with once the change is processed
  • Submitted by the student (or student’s academic advisor on student’s behalf)
  • Forwarded to the appropriate associate dean(s) for final approval
  • Send to R&R (registrar@butler.edu) for processing

Grade changes (click here for pdf):

  • Student name
  • Student ID
  • Semester in which course was taken
  • Year in which course was taken
  • Course number
  • Instructor name
  • Old grade
  • New grade
  • Instructors statement regarding reason for the change of grade
  • Submitted by instructor (or department chair on instructor’s behalf)
  • Forwarded to associate dean for final approval
  • Send to R&R (registrar@butler.edu) for processing

Enrollment change form (click here for fillable form): 

  • Student name
  • Student ID
  • Student’s College
  • Semester
  • Year
  • Course department
  • Course number
  • Course section
  • Credit hours
  • Action (e.g. Drop, Add, Withdraw, Change to P/F, Change to N/C, Add/Drop ICR designation)
  • Instructor’s name
  • Submitted by student’s academic advisor
  • Forwarded to instructor for approval
  • Forwarded to associate dean for final approval
  • Send to R&R (registrar@butler.edu) for processing

Early Term Grade Information Spring 2020

Note:  Early Term Grade rosters are STATIC.  Any drop/add activity that occurs after the Early Term Grade rosters are generated (2/4/2020) are not reflected within the rosters.
  • Early Term Grades are due Tuesday, February 18 at 5:00pm.
  • Early Term grades are required for 100 and 200 level courses.
  • Early term grades are letter grades only.
  • Please SAVE your data in My.Butler grade roster.
  • You will be able to make changes, if necessary, until the grades are released for viewing by Registration & Records.

For screenshot instructions, click here.

 If you have any questions, please stop by Registration & Records in Jordan Hall 180 or call 940-9203. 
 

New Verify Contact Information Registration Hold

This hold indicates that a student needs to verify his/her contact information for local address (for students that do not have a Campus address), DawgAlerts, and Emergency Contacts. A student can do so by visiting My.Butler.edu and selecting the Tasks tile from their Self Service Student Homepage. Under the To Do List, the student clicks on the Verify Contact Information task. Once a student verifies all required contact information, the student can select Finish to complete the task and remove the registration hold from their account. View a video tutorial to learn how to remove this hold. Don't have a Panopto account? You may view the video through Moodle in the drop down menu of the Panopto sign in screen.

PeopleSoft Navigation for Faculty

Click here to view documentation on how to navigate PeopleSoft to perform tasks such as:

  • Viewing your schedule and class rosters
  • Entering Early Term and Final Grades
  • Adding additional Instructors/Teaching Assistants/Graders in Moodle
  • Using Class Search and Course Catalog
  • Recommending or Denying Late Add/Drop/Withdrawal requests

Special Note for OnBase Users (BUDocs)

Locked Accounts

The OnBase (BUDocs) software automatically locks an account after it has been idle for 180 days or after 5 failed login attempts. If you have been locked out of your Onbase account for either of these reasons, please contact the IT Help Desk at helpdesk@butler.edu or 317-940-HELP (4357) or submit a request at ask.butler.edu.

need help navigating PeopleSoft?

Instructors and advisors can view training documents which include step-by-step instructions with screen shots for frequently used PeopleSoft functions.

Online workflow process in my.butler.edu for withdrawing after the 10th day of classes.

How does it work?

  1. Student attempts to drop a class as they always would via my.butler. Student receives a message reminding them that withdrawing from a class could have unintended consequences. Student clicks "OK". 
  2. Student checks the "Request Approval" checkbox.
  3. Student provides an explanation of why they need to withdraw from the class, and then clicks "Submit". 

The request is electronically routed to the individuals who need to approve the request. Student will NOT be withdrawn from the class until final approval is received from the college dean. Student will receive "status update" emails as the request moves through the approval process and will receive a final email when the request is either approved or denied.  

Online workflow process in my.butler.edu for adding after the 5th day of classes. 

How does it work?

  1. Student will attempt to add a class as they always would through My.Butler. Student receives a message asking if they want to send an approval request to the class instructor, their advisor, and their college dean. Student clicks "OK". 
  2. Student checks the "Request Approval" checkbox.
  3. Student provides an explanation of why they need to add the class after the deadline, and then clicks "Submit". 

The request is electronically routed to the individuals who need to approve the request.  Student will NOT be enrolled in the class until final approval is received from the college dean.  Student will receive "status update" emails as the request moves through the approval process and will receive a final email when the request is either approved or denied. 

View Frequently Asked Questions (FAQ) for faculty regarding the new online workflow process.