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For Students

For Students on the SOLAR system site is where you’ll find most of the academic services and information that you’ll need as a student. The links below match the SOLAR system’s menu choices, and offer tutorials where needed.

View New Solar System Home Page

• What’s available in the SOLAR system
• Enrollment
• Academic Records
• Financial Services
• Student Employment

• Reserves
• Waitlisting
• Permissions
• Class Numbers and Components

Reserves
When departments schedule classes, they may reserve some seats in a particular class for certain types of students. Types of students include freshmen, sophomores, juniors, seniors, majors, minors, honors students, and any combination of these. The purpose of this is to help you get into the classes you need to take. Only students who meet the specifications of the reserve are allowed to enroll in those seats. When you are enrolling online for a class, the system will automatically know if you qualify for a reserved seat. The class note will also indicate whether there are any reserved seats, and who those seats are reserved for. If a class is crosslisted with a class in another department, both departments may reserve some seats. Reserves also come in handy when there is a waitlist for a class.

Waitlisting
Some classes offer the option of “Add to Waitlist” if they are closed. Courses offering the automatic waitlist option will be indicated in the course Class Notes. The Registrar’s Office runs the waitlist process to move students from the waitlist into opened seats where students have dropped the class. If a student drops the class and there are students on the waitlist, no one else can get in until the waitlist process is run.

The functioning of the waitlist can be affected by reserves. For example, if a student in the “senior” reserve drops the class but no one on the waitlist is a senior, the next senior who tries to register will get in. OR, if you’re number one on the waitlist, but you’re not a senior, the first senior on the waitlist will get into the class, not you, because a seat reserved only for seniors has opened up. Remember, the system will know if you qualify for a reserved seat.

If a spot opens up for which you are eligible, a message verifying your enrollment will be sent to your account, accessible through the SOLAR System. You’ll also receive an e-mail alert telling you that you have a message waiting for you on the SOLAR System. (This is why it’s important to maintain a valid e-mail address.) You can update your email address at any time via the Solar System. Simply go to Portfolio and access the email link.

There are some important things to consider when deciding whether or not to place yourself on a waitlist. The maximum number of credits you can waitlist for is eleven. These credits do not count towards your maximum allowed credits (19). There are three scenarios which may cause problems with your enrollment. First, if you’re on the waitlist for a class and getting in would put you over your maximum allowed credits, you will NOT be automatically enrolled from the waitlist when a seat becomes available. Second, if you are already enrolled for a class that meets at the same time as the class for which you’re waitlisted, you will NOT be automatically enrolled from the waitlist when a seat becomes available because of the time conflict. Third, if you are enrolled in another section of the same class, it may prevent you from swapping one from section to another. In this third case, I would contact the department and see if they can give you a permission on the system for the section you wish to move into. You would then have to drop the current section. In all of these cases, when a seat opens up for a class for which you are waitlisted, you will be passed over. A message notifying you of the error will be sent to your account, accessible through the SOLAR System. You’ll also receive an e-mail alert telling you that you have a message waiting for you on the SOLAR System. In order to have a second chance to get into the class, you MUST resolve the conflict (either reduce the total number of credits for which you are enrolled or drop the class that meets at the same time). You are responsible for being aware of these situations; you must be the one to correct any problems arising from these situations.

If you know longer want to get into a class for which you are waitlisted, you must drop yourself from the waitlist. Unless you do so, you will remain on the list and could be registered anytime between advance registration period and the add/drop perod. Do this just as you would drop a class. Be sure to do this before any tuition liability is in place. You will be responsible for any liability incurred as it is the students responsibility to check their schedule and to remove themself from any waitlist no longer desired.

If you are on the waitlist for a class, you must attend that class from the beginning. Instructors have the right to de-register non-attending students from the waitlist.

Permissions
Some classes have a prerequisite indicating you must have permission from the instructor or the department in order to enroll for that class. In this case, you should go to the appropriate instructor or department to get permission. Once you have done this, you will be notified by email that you have been given permission to enroll. At this point, you have two days to enroll for the class. Your permission will expire after two days, and you will no longer be able to enroll for the class.

Class Numbers and Components
Each section has a unique class number. For example, MUS 119:R02 (recitation 2) may have the class number 3925. The class number will be displayed when you use the CLASS SEARCH function to locate a class. Use this number to enroll in the class whether you enroll through the Web or the phone system.

The “component” defines the kind of class it is. Each course has at least one “component”, e.g., a lecture, a seminar, a tutorial. Many courses have multiple components, e.g., lecture, plus recitation and lab.

You can tell what kind of component the section is simply by the section number:
• 01 = LEC lecture or ELC evening lecture (evening lectures have no attached recitations)
• L01 = LAB laboratory
• R01 = REC recitation
• S01 = SEM seminar
• T01 = TUT tutorial
• V01 = SUP supervision, for student teaching courses
• C01 = CLN clinical experience
Only one component per course can be the ENROLLMENT component.
• If a course consists of only one component, e.g., seminar, that will be the enrollment component.
• If the course consists of a lecture and recitations, the recitation will be the enrollment component.
• If the course consists of a lecture, recitations, and labs, the LABS will be the enrollment component.
• In almost every case, selecting the enrollment component will automatically enroll you in the related components, e.g., if you select LAB L03, you’ll be automatically enrolled in recitation R03 and in lecture 01.
So, for instance, if you want to enroll in MUS 119, section 02, enter the class number 3925 (for MUS 119:R02, recitation 2). This will also automatically enroll you in the lecture associated with that recitation.

It’s important in selecting a section such as a recitation to be aware that the recitation is going to autoenroll you into a lecture. In the printed class schedule, classes are grouped by their related components, so you can see the lecture and all the recitations and labs associated with it. But in the SOLAR System, the only way you know what section a recitation or lab autoenrolls into is by doing a class search and then clicking on that section to view the related details to see the autoenroll sections.

If you need to select more than one component for a course, you’ll be told to do so by the Class Notes. When enrolling in these courses, always enter the class number for the enrollment component (usually LAB) first, then enter the lecture and recitation class numbers in the related components field. If you fail to enroll for all components, you will receive an error message and will not be able to continue enrolling until you select each related class.

Enrollment Appointment
Enrollment
Adding Classes
Dropping Classes
Swapping Classes
Waitlisting
P/NC - Grading Option
Enrollment Assistance
Your Class Schedule and Class Schedule-Grid
Class Search
Course Catalog

Click…
• Enrollment Appointment to see when you can begin to enroll for classes
• Enroll, Add, Drop, Swap, P/NC to add, drop, swap, P/NC and drop to waitlist for some classes
• My Class Schedule and My Class Schedule-Grid to view your schedule, and to view your schedule in grid format

Enrollment Appointment
Go to Enrollment section and Click Enrollment Appointment link. This tells you when you become eligible to enroll in classes. (Your enrollment appointment lasts through the end of the Add/Drop period.)

Enrollment
Adding Classes
Co-requisites
Dropping Classes
Swapping Classes
P/NC - Grading Option
Waitlisting

Adding Classes
1. Click link, Enroll, Add, Drop, Swap, P/NC.
2. Select appropriate term to view or to modify. You class schedule will appear. If you have not enrolled previously, no class schedule will appear.
3. Click 'Add Classes' to this schedule (link found at the bottom of the page).
4. In the 'Class Nbr field', type desired class number or search using the Search Icon . You have the option of adding up to six courses (six rows available to input class nbr's). If you wish to add more than six courses, click link 'Add Another Class' directly under the list of rows.
5. Click 'Submit'. If you encounter errors, click 'View Error Details' for more information.
6. To view your schedule, click 'View My Schedule' link at the bottom of the page.

Co-Requisites "How to Register"
1. Click Enroll, Add, Drop, Swap, P/NC.
2. Select the appropriate term to view or to modify. Your class schedule will appear. If you have not enrolled previously, no classes will appear.
3. Click the ‘Add Classes’ link to add classes to your schedule (found at the bottom of the page).
4. In the 'Class nbr field', type desired class number or search using the Search Icon .
5. Select an ‘Enrollment Section’ as indicated by . Click (class details) for information related to the course.
6. Verify the following information: Use Example: PHY 123 required as a corequisite for PHY 121. Student must register for both classes simultaneously. See screen shot --->
a. Does this section fit your schedule?
b. Does the ‘Auto Enroll Section 1’ fit with your schedule?
c. Have you have met the ‘Course Requisites’?
d. If you answered yes to all of the above, click to add this section.
7. Click 'Submit'. View the transaction status under the 'Add Status' column. If you encounter an ERROR, click on the Error Message link to determine why your transaction was not successful and completed.

Dropping Classes*
1. Click link, Enroll, Add, Drop, Swap, P/NC and then click Enrollment again.
2. Select the appropriate term to view or to modify. You class schedule will appear. If you have not enrolled previously, no classes will appear.
3. Click 'Drop/Update Classes' (found at the bottom of the page).
4. Find the class(es) you want to drop, click Drop in the 'Enrollment Action' area.
5. Click 'Submit Request'. If you encounter an error(s), click on the error message for detail.
6. To view your updated class schedule, click 'View My Schedule' link.at the bottom of the page.

*Subject to tuition liability and “W” recorded on transcript. Check the semester Academic Calendar for detail on deadline dates.

Swapping Classes*
1. Click link, Enroll, Add, Drop, Swap, P/NC.
2. Select the appropriate term to view or to modify. Your class schedule will appear. If you have not enrolled previously, no classes will appear.
3. Click 'Swap Classes' (found at the bottom of the page).
4. Find the class(es) you want to swap by typing in the desired class nbr or use the search function
5. Click 'Submit Request'. If you encounter an error(s), click on the error message for detail.
6. To view your updated class schedule, click 'View My Schedule'.

Updating Courses - P/NC
1. Click link, Enroll, Add, Drop, Swap, P/NC
2. Select the appropriate term to view or to modify. Your class schedule will appear. If you have not enrolled previously, no classes will appear.
3. Click 'Drop/Update Classes' (see link found at the bottom of the page)
4. Find the class(es) for which you want to change the grading option.
5. Click link under the Grading Option and select Undergraduate Graded or Pass/No Credit.
6. Return to previous screen. Make sure you have selected the desired grading option.
7. To process the transaction, click "SUBMIT REQUEST' to process the transaction.
8. Under the 'Update Status" header, you should receive a message of 'SUCCESS'. If Error Message appears read the detail on the link to determine the problem in processing your request. If the message is Pending, you have not clicked the submit request button.
9. To view your updated schedule to confirm your request was processed, click 'View My Schedule' at the bottom of the page.
**Note: Courses with a grading option of 'P/NC' do not satisfy General Education Requirements and Major and Minor plan requirements.

Waitlisted Courses
1. Click link, Enroll, Add, Drop, Swap, P/NC
2. Select the appropriate term to view or to modify
3. Click the ‘Add Classes’ link to add classes to this Schedule (found at the bottom of the page).
4. Enter the class information in ‘Subject’ and ‘Catalog Number’ for the course you are seeking to waitlist.
5. Select an ‘Enrollment Section’ as indicated by . Click (class details) for information related to the course.
6. Verify the following information:
a. Does this section fit your schedule?
b. If this class is full, is there a waitlist available?
c. If you answered yes to all of the above, click to add this section.
7. Make sure you check ‘Ok to Waitlist?’, this will place you on the waitlist in the event the class is closed/full.
8. Click Submit. Check the message under the ‘Add Status’ column.
9. NOTE: if you were added to the waitlist and position, you will receive an message which indicates that you have been placed on the waitlist and what your current position is on the waitlist.
10. Go To 'View My Schedule' and verify that the course appears in your scheduled with a 'Status' of 'Waitlist' and your 'Waitlist Position' noted.

Enrollment Assistance
If you need assistance with enrollment, contact the Registrar’s Office at (631) 632-6175 and select Option 1 for Registrar Staff during office hours.

Your Class Schedule and Your Class Schedule--Grid
My Class Schedule - Displays your class schedule in detail.
My Class Schedule--Grid - Displays your class schedule in grid format based on what days of the week and times of day your classes are scheduled. There has been a change to the Class Schedule grid due to a system upgrade. In order to accomodate sessions within a term, mainly for HSC and SPD, students must now select the first week of classes in order to view a class schedule grid.

Class Search

Course Catalog
To view a course catalog for a specific career (course descriptions), students can click on the Course Catalog links which can be found on:
• the SOLAR System Infosite (www.stonybrook.edu/solarystem)
• the Course Catalog link available when you LOGIN to your SOLAR account
• the Registrar's Home Page (www.stonybrook.edu/registrar)

Academic Records
• Unofficial Transcript
• How to Request An Official Transcript
• Course/Grade History
• Final Exam Schedule

Unofficial Transcript
Allows you to view your unofficial transcript.
1. Click “Unofficial Transcript”
2. Select appropriate report.
   • Health Science Center students should select Report Type 'Unite' to view information appropriate to their student record and career.
   • West Campus students should select Report Type 'Unofficial' to view information appropriate to their student record and career.
3. Click “GO”
4. Your unofficial transcript will be displayed.

'How To' Request An Official Transcript
To order an "Official University Transcript" you must submit a form and pay the apprpriate fee(s). Go to the Registrar's Home page www.stonybrook.edu/registrar. Select the link, "Transcript Information". From this link you can connect to the downloadable file which displays a PDF file of the "Official Transcript Request Form". You must print it out, fill it in, and either bring it or send it to the Bursar’s Office. All of the mailing information is on the form.

Course/Grade History
Displays your course and grade history.

Final Exam Schedule
Displays the general exam schedule for the University; you can choose which term to view. It also explains how to find out when the exams for your specific classes are scheduled. At this same website, you can view the schedule of "Evening Examinations" for the current semester. Visit website: http://www.sunysb.edu/sb/finals.shtml

Visit Student Financial Services
• Financial Aid Awards
• Account Summary/What Do I Owe
• Tax Relief Financial Disclosure
• Student Employment Services

Financial Aid Awards
1. Click the link - 'My Financial Aid Award'.
2. Click on the AID YEAR you wish to view (if available):
3. View a summary of your current financial aid awards for the aid year and also by term.
(a) 'View By Financial Aid Year'
(b) ' View By Financial Aid Term'
4. Click on the “Loan Application Information” link (if available) to see the status of your loan application record (does not display any loan disbursement information). This link will be displayed at the on the 'View By Financial Aid Year' screen and at the bottom of the 'View By Financial Aid Term screen.
5. Click on the link under ‘Status’ to view additional information about your loan application, or click on “Return to Award Summary” to go back to the previous award summary page
6. Click on the 'View Decllined Awards' or "View Canceled Awards' links (if available) to display any award(s) that has been declined or canceled.
7. To see if your award(s) have been applied to your student account, scroll to the bottom of the award summary page and select and click on the link ' Go to Student Financials'.

Account Summary/"What Do I Owe"
Students will have the option to view the outstanding balance due or make a payment with a credit card. The first page is a student account summary of all the billing terms (semesters). Charges, credits, anticipated aid and the balance due is displayed. Students also have the option to Make a Payment or Make Apartment Payment Only.

By drilling down on the term a detail account summary will display charges, credits, Financial Aid, Refunds, and Anticipated Aid. No refunds will be processed on Anticipated Aid until the funds are disbursed.

Tax Relief Financial Disclosure
The Taxpayer Relief Act of 1997 provides for the Hope Credit and Lifetime Learning Credit. A 1098T will be sent to students. This site will provide you with a statement of: qualifying fees paid, as well as total fees paid, total grants and scholarships received for the year.

Student Employment Services
Job Opportunities
Student must click the link, "Job Opportunities" in the Student Employment Services section of the Solar System.
1. Click Lookup Job Code button Click Lookup Click the appropriate job code
2. Student Assignment Type, Student Employ Required Skills, and Department are additional filters that you can use to refine your search. It is recommended that you use only the Job Code filter for maximum results. Do not use Location Name.
3. Click SEARCH . Review the list of available student assignments.
4. Click the Assignment Type to view a list of those available assignment types in a specific department. Review the list of available student assignments. Click the Assignment Type to view a list of those available assignment types in a specific department.
5. The Job Opportunities table will display all of the Assignment Types selected for the department chosen. Click Details to view assignment details.
Review detailed assignment information. The Description box should contain the contact information so that you can arrange for an interview. If it does not, telephone the department and ask to speak to the supervisor listed in the assignment detail.

Click OK or Cancel to return to the list of assignments for that department.

Once back to the department list you can view additional like assignments from that department or you can click Return to Search to search for additional assignments.

Use the Clear button to remove all unwanted search filter information from the search page before beginning a new search.

PAYROLL PERIODS
Click "Payroll Periods" under Student Employment Services to view payroll period detail for student assistant and federal work study students.
Click Payroll Periods to view payroll period detail for student assistant and federal work study students.

TIME SHEET PAID
Click "Time Sheet Paid" to view a list of time sheets paid by payroll period.
Click SEARCH. Then Click the Pay Period you wish to view.

1. The "Time Sheet Paid History" table details student time sheet entry data alongside supervisor approval data. The pay period, check date, total hours and amount are displayed on the bottom of the page.
2. Use the Return to Search, Next in List, and Previous in List buttons to return to the search list or to navigate to other pay periods from the search list.

ENTER TIME SHEET
1. Click Enter Time Sheet to enter your time sheets after you have completed your work for the day. Time sheets must be entered daily.
2. Click Search
3. Click the Assignment Number (Note: If you are working in more than one department or in the same department in more than one assignment be sure that you are clicking the correct assignment number before entering your time sheet information.)
4. Click the Add a New Row button to enter a blank row
5. Click the Delete Row button to delete a row
6. Rows may be edited until your employer has entered an Approval Status.
7. Time entries will remain in this table until they have been sent up for Payroll.
8. Total Hours in this Time Sheet is calculated and displayed at the bottom of this page upon saving.
9. Click Save when you have completed your time sheet entry.