Student System – Reports for Academic Departments

Last Revised: June 5, 2007

Document Sections

1. What is currently available?
2. Who is eligible for access?
3. How to access CSLink and the Report Guides
4. Who to contact for more information or additional access
5. Sample CSLink Menu
6. Sample CSLink Report Guide

This is available in a printable Adobe PDF version.

During the CMS implementation, representatives from all the Colleges participated in a focus group with Institutional Research and Enrollment Services to determine the information needs of Academic Departments. Enrollment Services and IR have implemented the 'wish list' of reports that were identified. The Enrollment Servicesnow providesa suite of reports available via CSLink. Departments can run these reports when they want. All that is required for running CSLink reports is an Internet connection and browser! We hope that these reports will support the work of the colleges and departments and we look forward to your feedback and new ideas. This overview contains information on:

What is currently available?

A brief summary of each report currently available organized by 'content area' follows.

Academic Advising

LBSR0423 Academic Plans and Subplans

This report allows users to generate a table summary of active plans within a specified College/Department. The report contains information on the various plans and subplans that are offered at CSULB, such as the first term the plan was available and a description of the text that will display on student transcripts.

LBSR0299 Active Students by Academic Plan

This report allows users to generate an Excel file of students who are active in program and have declared a plan with the College/Department specified. It provides demographic and academic information on the student such as contact information, academic standing, GPA, units earned, and graduation status. A graduate version of this report has also been created (LBAD0584 Active Graduate Students) which includes graduate specific data such as their classification status, advancement to candidacy, final project (thesis) status and WPE status.

LBSR0446 Enrolled by Academic Plan Matrix

This report provides a matrix of enrolled students by program and academic level. The matrix displays the total number of students with a plan in the college/department specified. Plans include majors, second majors, pre-majors, minors, and certificates. The report also allows users to generate a detailed list of those students.

LBSR0401 Graduation Status Report

This report allows departments to view the current graduation status of students who have applied to graduate in a given term. It will allow you to track students who have applied for graduation as well as their progress in the audit and clearing cycle. You can use this report to submit Faculty Approval or Denial for graduation as well as review who were awarded degrees within your department.

LBSR0349 7 Year Rule

This report is used to identify graduate students who have or will have upper-division course work greater than 7 years old based on their term of graduation. Course work used toward a student's program of study taken more than 7 years prior needs to be revalidated by the college and/or department through which a student is seeking a degree. This report will identify those students who may need to have course work revalidated.

LBSR0351 10 Year Rule

This report allows departments to view active students that have upper division coursework over 10 years old based on their current graduation term. The report assists departments in locating students that will need to either re-take coursework or have the courses re-certified. By using this report, departments can be proactive in locating these students prior to their graduation term. By choosing a term in the future, the report will look for courses that will be over 10 years old as of that future date.

LBSR0391 GWAR Required

This report provides departments and colleges with a list of students who are required to attempt the GWAR and have either failed the WPE, have not attempted the WPE, or have not satisfied the GWAR requirement through other means. All Masters students and undergrads with at least 60 units completed are tracked on this report.

LBSR0539 Active Students Approaching or On Probation

This report allows users to generate an Excel file of studnts who are Active in their Program and are on or approaching probation. It provides demographic and academic information on the student such as contact information, academic standing, GPA, grade point deficiencies, units earned, and graduation status.

LBSR0541 Inactive Students - Disqualified

This report allows users to generate an Excel file of students who are not active in their program due to academic disqualification. It provides demographic and academic information on the student such as contact information, academic standing, GPA, grade point deficiencies, units earned, and graduation status.

LBSR0540 - Inactive Students Discontinued

This report allows users to generate an Excel file of students who are not active in program because they did not maintain continuous enrollment. It provides demographic and academic information on the student such as contact information, academic standing, GPA, units earned, and graduation status. The department may wish to reach out to students who have left the university without completing their degree. Note: The report cannot be used for Credential programs as the University does not award the Credential.

LBSR0564 - Freshman Advising Profile

This report allows users to generate an advising profile for first-time freshmen, for a specific term. It is designed to support mandatory advising for the student's second semester and provides academic information on the student such as academic plan, test scores, enrollment, and test credit.

Class Management

(Note: Additional specialized reports are available to scheduling coordinators.)

LBSR0008 Active Courses

This report allows users to view curriculum information and see which courses can be scheduled for the specified term.

LBSR0016 Classes Without Assigned Instructors

This report lists classes which do not have an instructor assigned. The report only looks at classes with an "Active" status and an enrollment greater than zero.

LBSR0022 Sections Combined

This report lists all classes that have been combined to meet in the same room at the same time. In this report, you can view combined Enrollment Capacity and Wait List Capacity.

LBSR0024 Schedule Detail

This report displays all class sections scheduled for specified term. It Includes meeting days, times, rooms, enrollment caps, and instructors. This version also includes enrollment detail such as waitlist totals, unused permissions and class enrollment status--most useful once registration has begun.

LBSR0056X Open Seats Report (Excel)

This report allows users to view all open courses for a specified term. Since this report is in Excel format, it provides the flexibility to sort the data to best suit your needs (e.g., by subject, number of seats available, GE designation, etc.).

LBSR0236 Course Catalog Requisite

This report allows users to see all requisites that are coded for courses at the catalog level. Requisites coded at the course catalog level automatically apply to all course class sections scheduled for a term. Students must satisfy the specified requisites to enroll in the course.

LBSR0237 Class Schedule Requisite

This allows users to see all requisites, which are attached to class sections for a specific term. All scheduled class sections appear with section specific requisites along with any course catalog requisites coded. Students must satisfy the specified requisites to enroll in the class.

LBSR0414 Enrollment and Waitlist by Course

This report allows users to quickly view enrollment and waitlist totals by course for a specified term. You can use this report as a tool to assist you in tracking enrollment demand and making adjustments to your course offerings.

LBSR0419 Class Schedule Data

Formerly known as "LBSR0024C Schedule Detail in Excel," this report is in Excel format, which allows you to sort class information to suit your needs! Also displays class fill percentage and room fill percentage. An additional version (LBSR0419F Class Schedule Data Report with Facility Information ) which adds facility attribution information to assist in class swapping.

LBSR0544 Summary Count of Classes & Seats by Type & Level

This report displays summary counts of classes offered for a specified term by course type (component) and course level.

LBSR0545 Summary Count of Classes & Seats by GE & Level

This report displays summary counts of classes offered for a specified term by GE category and course level.

LBSR0602 Available Rooms Report

Departments can utilize the selection parameters to generate a list of rooms which are still available for the selected term.

LBSR0687 Class Meeting Times Compliance Report

This report identifies classes that are not in compliance with the campus scheduling policy and have not been granted an exception.

Student Records

LBSR0316 Grade Roster Not Approved

This report allows users to verify which grade rosters do not have grades entered and do not have status set as 'Approved'. The report can be run by session and subject or college.

LBSR0408 I/RP Grade Lapse Report

This report allows users to generate a list of students who currently have an 'I' or 'RP' grade for a specific term. Departments can use this report to monitor grade changes.

Graduate Admissions

LBAD0378 Graduate Applicants in Department Review

This report creates an instant "work-list" for departments. The report contains applicants whose University admissions decision has been deferred to the department to which the student applied. Applicants who appear on the report have been evaluated by Enrollment Services graduate admissions processors and have met all the minimum CSU requirements for admission.

LBAD0410 Departmental Review Aging Report

This report provides departments with a summary and detailed list of applicants who have been in department review for more than 21 days. The report allows departments to identify which applicants have been pending a department decision and should be reviewed by the department for possible admission.

LBAD0397 University Admission Status – Graduate Department

This report allows departments to view the current admission statuses of their graduate applicants for a given admit term. This report allows departments to track their applicants through the University admission process, as well as determine the department's complete applicant pool.

Who is eligible for access?

Reports are assigned appropriate on their requirements of their position. The following roles are used for academic departments to control report access:

• Course Support – includes access to the core class scheduling reports and Student Records reports above.
• Class Schedulers – includes access to all Class Management and Student Records reports above
• Undergrad Advisors – includes access to all undergraduate academic advising reports and core class management reports above
• Graduate Advisors – includes access to all graduate academic advising reports, core class management reports, and graduate admission reports above
• Chairs – includes access to all reports above
• Deans and Associate Deans – includes access to all reports above

How to access CSLink and the Report Guides

If you have not used CSLink before, we have developed a how-to guide, "CS Link Reports," that will walk you through each step of the report running process and how to change your password. In addition, we have created Report Guides for each of the reports detailing how to run and interpret the report. These aids can be found on the CMS website at www.csulb.edu/cms by clicking "Student Administration (SA)" under End User Assistance and then "Business Process Guides." The User Name and Password for this site are:
User Name = cmssa
Password = bpgweb

You can also access CSLink directly from the CMS Home page by clicking the button on the left hand side. Click on "Run Reports" and a prompt asking for your User Name and Password will appear. Your User Name is your 9-digit EMPLID number and, unless you previously created a unique password, the default password is also your 9-digit EMPLID number. Upon entry into the system, it is recommended that you change your password to one that is more private and secure.

Who to contact for more information or additional access

If you are interested in additional reports beyond those provided, please email one of the individuals listed below. The email should also be copied to the person who is authorizing the access in the college or department so that we know they have approved the request. If you do not currently have Student system access, you will need to file security forms and agreements prior to receiving access. Please click on "SA Forms" from the CMS home page to access the SA Security forms and procedures.

For questions about the reports or access, please contact the following Enrollment Services staff:

Angela Rambo – Academic Advising (562) 985-2818 arambo@csulb.edu

Jennifer Dizon – Student Records (562) 985-2815 jbautist@csulb.edu

DaMonique Sampson – Admissions (562) 985-8095 dsampson@csulb.edu

For questions about specific module functionality, please refer to our contact list on the CMS web site. You can click on "CMS Whom to Call/Contact/Contacts" on the right menu on the CMS home page (see above).

If you have ideas, questions, or concerns about the overall direction of the student system, please feel free to contact Tom Enders, Associate Vice President, Enrollment Services directly @ tenders@csulb.edu .

Thanks for your support!

Sample CSLink Menu

Help guides are also available by clicking on the Help button where you run the report.

Sample CSLink Report Guide