The Help Desk Administrative Systems department has put together the following PowerPoint presentations that go through step-by-step how to run various reports through the CARS system. Please note that you will need PowerPoint installed on your computer in order to view these presentations. In addition, please utilize the Internet Explorer browser when viewing these presentations. Visit the Help Desk Web site for more information.
How do I find out the status of a student's appeal?
The appeal process is a formal process. Students will receive a letter from the Graduate Council, providing the status of their appeal. Waiting time is approximately 60 days from the date Webster University received the appeal.
Contact Lori Sherrill , 314-968-7468.
We have a class that starts before the term officially begins and students cannot log into their class. How can we fix that?
View the tutorial in Power Point or PDF.
How can I crosslist two courses?
View the tutorial: Crosslisting Courses-How to.
What majors are at my campus?
Enrollment by Degree, Major, School, etc. Report
What mixture do we have of Military vs. Civilian?
Military Status Report
What is our enrollment?
Course Section Summary
What payment options are our students using?
Payment Options Report
Who is graduating this term?
Graduation Report
Who was accepted but didn't come?
Admissions Status Report
What is our grade distribution?
Grade Distribution Report
How many of our students study online?
Online Student Report
How does a student register a complaint about an instructor?
Contact the Director for that campus. Additional concerns may be addressed to your Associate Vice President.
Diplomas/Petitions to Graduate
When are diplomas mailed?
The Registrar's Office prints and mails the diplomas. If a student does not have any outstanding balances with the Business Office, they are typically mailed 8-10 weeks from the graduation date.
Has a student submitted a petition to graduate?
This information can be found in the Program Enrollment record of CARS. When you are in the Program Enrollment, scroll to the Involvement Record; the date received is noted.
When are petitions due?
The dates are listed on the last page of the Office of the Registrar's Calendar of Events. Please follow the due date listed for Grad Office.
When will I receive a tentative and final graduation list?
These lists are generated from the Registrar's Office. Once a copy is received in Academic Affairs, copies are distributed.
HOW TO PROCESS PETITIONS TO GRADUATE AND PROGRAM EVALUATIONS
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When a student is registered for their last course, they should fill out and submit a Petition to Graduate.
- Verify that the student's major and emphasis are correct on the petition. This is especially important for students seeking the Counseling degree.
- Make sure that the handwriting is legible and the spelling of their name is correct. This will generate fewer errors when diplomas are printed
- A Program Evaluation should also be filled out by the student and preferably mailed along with the Petition to Graduate (please do not staple the two forms together).
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Mail the Petitions to Academic Affairs according to the due dates listed in the Office of the Registrar's Calendar of Events.
- Once the petitions are received in Academic Affairs, the student's degree audit is reviewed. If there are any discrepancies, the campus is notified and the petitions are held until the problem is resolved
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Academic Affairs submits the petitions to the Registrar's Office, where a tentative list of graduates is compiled.
- This list is sent to Academic Affairs, who in turn, submits copies to the campuses.
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After grades are posted for the term, campuses are notified of students who have been deferred from the graduation due to incomplete grades, etc.
- These petitions are held in Academic Affairs until a sufficient grade is posted, or, if five terms lapse, the petition is returned to the campus.
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Eventually, a final graduation list is compiled by the Registrar's Office and sent to Academics Affairs, who in turn, will submit the copies to the campuses.
- Please keep these lists as a permanent file. They are the only accurate lists available.
I received a letter stating I have been dismissed, what do I need to do?
Undergraduate Programs: Students need to contact Academic Advising
Graduate Programs: Student may send a written appeal for reinstatement to the Graduate Council in care of the Associate Vice President for academic affairs. Refer to the Academic Policies and Procedures, Reinstatement or Readmission, outlined in the Graduate Catalog.
Contact Lori Sherrill, 314-968-7468
How do I obtain my password and username to enter grades?
Advising and Grade Entry has been integrated into the Connections portal. To access any academic service, including grade entry, class lists and advising, please click on the link below to proceed to Connections.
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Login with your Connections username and password.
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Locate the Faculty/Staff Academic Services channel on your Faculty tab.
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Select the link within the channel.
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Enter your Connections username and password again for security purposes.
If you do not have a Connections account or need help logging in, please contact the Help Desk at 314-968-5995 or 866-435-7270.
Why isn't a faculty member in CARS?
A new faculty member's information cannot be entered in CARS until they've been approved by the department chairperson. The approval process can be lengthy so it is imperative that approval requests are submitted at least 8 weeks before a term begins.
How are adjunct faculty members paid?
For 8 or 9 week courses, faculty are paid 3 times a term and for 16 or 18 week courses, faculty are paid 7 times a term. The first payroll for a faculty member is usually 4-5 weeks into the term.
Why hasn't my faculty member been paid for their directed study, reading course or theses?
Directed studies, reading courses, and theses are paid on the first payroll after the term ends. Letters of appointment for these courses are printed and mailed around the ninth week of the term.
- Submit a Requisition to the Director of Academic Resources in the Office of Academic Affairs. The Regional Director and/or Director will be notified when the position is approved to fill.
- Contact the Human Resources Department to advertise openings on the Webster Web site and discuss local postings.
- Contact the Associate Vice President to discuss salary offer.
- Submit a Recruitment Record Form to the HR Department once applicant accepts position.
New Hires (Regular Status/Temporary)
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Complete the Employee Record Form (ERF).
- Effective Date, SS # and the "To" Column
- Comments section: include who the new hire is replacing.
- Temporary Positions are always Position # 99 9999 9999
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Have employee complete the following
- Employment Application (*)
- Staff Data Sheet (*)
- Request for Log On (*)
- Federal W-4
- State W-4 (if applicable)
- Automatic Direct Deposit (Optional)
- I-9, required within 3 business days of employment
- Confidentiality Training form - FERPA acknowledgement
- Resume (required for CRCs, Advisors and higher positions)
- Fax paperwork to the Office of Academic Affairs and mail originals.
(*) = documents required to get CARS ID and email account set up. Employees go to Connections and follows instructions on "How do I get a user name and password."
Begin Leave- Employees (if available) need to Complete the FMLA Request form prior begin date
- Director needs to complete ERF
- Effective Date, SS #
- "From" Column completed in full
- "To" Column, only items that are changing (Regular to FMLA status).
- Comments section: Indicate what type of leave as well as expected return date.
- Employees need to forward 'Certification of Health Care Provider' forms to their physician. Due to confidentiality, the completed form must be sent directly to the Human Resources Department
Return from FMLA
- Director needs to complete an ERF to change employee status from Leave of Absence to Regular (or termination if employee will not return).
- Effective Date, SS #
- "From" Column
- "To" Column, complete items that are changing.
- Comments section: indicate "Return from FMLA"
- Employees need to submit a doctor statement to the Human Resources Department.
- Director needs to complete ERF
- Effective Date, SS #
- "From" Column completed in full
- "To" Column, only items that are changing (Regular to Leave of Absence status)
- Comments section: Indicate not eligible for FMLA. Provide expected return date
- Employees need to submit doctor statement (if applicable) to the HR Department
- Director needs to complete an ERF to change employee status from Leave of Absence to Regular (or termination if employee will not return).
- Effective Date, SS #
- "From" Column
- "To" Column, complete items that are changing.
- Comments section: indicate "Return from Personal Leave"
- Employees need to submit a doctor statement to the Human Resources Department.
Resignation/Termination
Submit the following ASAP
- Employee Record Form (indicate expected last day)
- Letter of Resignation (if applicable)
- Personnel Requisition. Position will not be approved to fill without documentation of current employee's effective date.
Date of Termination:
- Exit Checklist, signed by the employee. If employee is unavailable, mark "Employee unavailable to sign."
- Fax Vacation, Sick and/or Leave Reporting forms to the Associate Vice President's Representative.
- Mail P-Card to the Associate Vice President's Representative.
- Fax timesheet to Payroll.
When are letters of appointment issued?
Letters of appointment are issued toward the end of the drop/add period. A copy of each letter is sent to the campus/department and also mailed to each faculty member. The letters mailed to the faculty include a copy of the payroll schedule for the current term/semester.
How to order letterhead, envelopes and business cards
Letterhead, standard size letter envelopes, 10x13 envelopes as well as business cards can all be ordered through the Office of Academic Affairs or Mail and Copy Solutions. To order through the Office of Academic Affairs, please fax, email or mail a copy of the items needing to be ordered, along with any necessary corrections or additions to be made, to our office. Please also indicate a quantity that is needed. If you are requesting business cards for a new employee, her or his information can be indicated on an old business card or via fax, mail or email. Please contact the Office of Affairs at (314) 968-6962 or 1-800-981-9802 to obtain fax, email as well as other contact information for submitting your order request.
How to order supplies using Corporate Express
Many different office supplies can be ordered via Corporate Express and its user-friendly website saving both time and energy for an already busy campus. In order to use Corporate Express's website, www.eway.com, you will need to obtain a username and password. This can be set up by Webster University's Account Manager at Corporate Express. Please contact the Office of Academic Affairs at (314) 968-6962 or 1-800-981-9802 in order to obtain the Account Manager's contact information. Once your username and password have been set, you may log into the website and begin placing your order right away. Using this website, you can search for items you need, or if by using the Corporate Express catalog you already know the exact item you would like, you may enter the product's associated information directly into the Shopping Cart page. Be sure to indicate the correct account number to which the order is to be billed as well as to whose attention the order should be sent on the Shipping and Billing page.
HOW TO PROCESS PETITIONS TO GRADUATE AND PROGRAM EVALUATIONS
-
When a student is registered for their last course, they should fill out and submit a Petition to Graduate.
- Verify that the student's major and emphasis are correct on the petition. This is especially important for students seeking the Counseling degree.
- Make sure that the handwriting is legible and the spelling of their name is correct. This will generate fewer errors when diplomas are printed
- A Program Evaluation should also be filled out by the student and preferably mailed along with the Petition to Graduate (please do not staple the two forms together).
-
Mail the Petitions to Academic Affairs according to the due dates listed in the Office of the Registrar's Calendar of Events.
- Once the petitions are received in Academic Affairs, the student's degree audit is reviewed. If there are any discrepancies, the campus is notified and the petitions are held until the problem is resolved
-
Academic Affairs submits the petitions to the Registrar's Office, where a tentative list of graduates is compiled.
- This list is sent to Academic Affairs, who in turn, submits copies to the campuses.
-
After grades are posted for the term, campuses are notified of students who have been deferred from the graduation due to incomplete grades, etc.
- These petitions are held in Academic Affairs until a sufficient grade is posted, or, if five terms lapse, the petition is returned to the campus.
-
Eventually, a final graduation list is compiled by the Registrar's Office and sent to Academics Affairs, who in turn, will submit the copies to the campuses.
- Please keep these lists as a permanent file. They are the only accurate lists available.
When can I expect to receive my reimbursement check from my recent expense report?
If all of the necessary information has been included in the expense report, it is correct, and it has been approved by the appropriate individual, from this point it will generally take 7-10 days for a check to be sent out by the Accounts Payable Office.
How do I get a copy of my transcript?
Contact the Registrar's Office (online is also an option for newer students)
I've discovered a student who is active duty military. How can I get his/her status changed to reflect this and tuition charges adjusted to reflect military rate?
Forward a copy of the front and back of his/her military ID to Lori Sherrill by fax, (314) 968-7076 or email, sherrils@webster.edu.
How do I submit a tuition adjustment?
Complete the tuition adjustment spreadsheet and forward to Lori Sherrill by fax, (314) 968-7076 or email, sherrils@webster.edu.
When will the tuition adjustment be applied?
Tuition adjustment requests submitted at the start of a term will be applied after the last day to drop courses, two weeks after classes begin. Discounts submitted after this time period, allow 7-10 business days for processing.
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