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California State University, Long Beach
CMS: Common Management System

Student System Reports for Academic Departments

Last Revised: September 2013

After much collaboration with Academic Affairs, Institutional Research and CSULB Community, the following CSLink reports have been developed to support Academic Departments and Colleges.  In order to run CSLink reports, the user needs only an Internet connection and browser.  We look forward to hearing your feedback and suggestions.

Document Sections

What is currently available?

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

Academic Advising

Pre-Major Advising Reports

LBSR0299 Active Students by Academic Plan
This report generates an Excel file of students who are active in program and have a pre-major plan with the College/Department specified.  It provides demographic information such as email, home address, and phone number. It also provides academic information such as admit term, academic level, academic standing, GPA, units earned, term specific data on units attempted and earned.  Users should run this report selecting ‘Preparation’ under Plan Type.

LBAA1092 Pre-Major Students with Outstanding Requirements
This report generates a list of students in pre-major plans with outstanding requirements. The parameters can be modified to categorize students admitted in all terms prior to the selected term, in a specific College/Department and class level.  The report results include the details of the student’s requirement status following the Spring, Summer, and Fall grading cycles.  Departments may proactively run this report to identify students who have not fulfilled all pre-major requirements.

LBAA1105 Plan Change Identification Report
This report generates a list of students who recently added an academic objective in your Department/College (e.g., Pre-Major to Major, new minor or certificate, etc.) The report identifies students’ newly added objectives and an action date for monitoring and follow-up for advising purposes. The parameters can be modified to categorize plan changes within a specific date range or previous time-frame (e.g., 1 Week, 1 Month, 3 Months, 6 Months.  Departments may proactively run this report to identify students who have declared their major.

Freshmen Advising Reports

LBSR0564 - Freshman Advising Profile
This report generates an advising profile for first-time freshmen for a specific term. It provides academic information on the student such as academic plan, test scores, course enrollment (summer, fall, spring) including grades (when available), test credit including AP credit, milestones, GPA, and student’s preferred email address. It also indicates if the student belongs to one of CSULB’s special student advising groups.

LBSR0299R Fall Advising by Academic Plan
This report generates an Excel file of the Fall Freshmen cohort or Fall Transfer cohort who are active in program and have declared a plan with the College/Department specified. In order to support mandatory advising, this report provides demographic information such as email, home address, and phone number.  It also provides academic information such as academic standing, GPA, and units earned.  During the mandatory advising process, after the student is advised and the hold is released, this report will track those students who have not met with an advisor.

LBSR0299M Freshman Spring Advising by Academic Plan
Run in the Spring term, this report to generates an Excel file of the Fall Freshmen cohort who are active in program and have declared a plan with the College/Department specified. In order to support mandatory advising, it also provides demographic information such as email, home address, and phone number. It also provides academic information such as academic standing, GPA, and units earned. During the mandatory advising process, after the student is advised and the hold is released, this report will track those students who have not met with an advisor.

LBSR0299S New Student Spring Advising by Academic Plan
This report generates an Excel file of the new students admitted for Spring who have declared a plan with the College/Department specified. In order to support mandatory advising, it provides demographic information such as email, home address, and phone number, in addition to academic information such as academic standing, GPA, and units earned. During the mandatory advising process, after the student is advised and the hold is released, this report will track those students who have not met with an advisor.

LBSR0763R Fall Mandatory Advising Matrix
In support of mandatory advising, this report provides a matrix with a selection for the Fall Freshmen cohort or the Fall Transfer cohort.  It displays the total number of enrolled students in the Fall term including total number and percentage of students advised; and the total number and percentage of students who still need advising.  The report also indicates how many students are participating in any special advising groups.  During the mandatory advising process, after the student is advised and the hold is released, this report will provide a count of those students who have not fulfilled their advising requirement. At the end of the advising period, this report will provide a Fall-to-Spring retention rate.

LBSR0763 Freshman Spring Mandatory Advising Matrix
Run in the Spring, this report provides a matrix of the Fall Freshmen cohort. It displays the total number of enrolled students in the Fall and Spring semesters including the retention rate, total number and percentage of students advised, and total number and percentage of students who still need advising. The report also indicates how many students are participating in any special advising groups. During the mandatory advising process, after the student is advised and the hold is released, this report will provide a count of those students who have not fulfilled their advising requirement.

LBSR0763S New Student Spring Mandatory Advising Matrix
This report provides a matrix of the newly admitted freshmen for the Spring term. It displays the total number of enrolled students in the Spring term including the retention rate, total number and percentage of students advised, and total number and percentage of students who still need advising. The report also indicates how many students are participating in any special advising groups. During the mandatory advising process, after the student is advised and the hold is released, this report will provide a count of those students who have not fulfilled their advising requirement.

Transfer Advising Report

LBSR0299R Transfer Advising by Academic Plan
This report generates an Excel file of the new Fall Transfer cohort who are active in program and have declared a plan with the College/Department specified. It provides demographic information such as email, home address, and phone number, as well as academic information such as academic standing, GPA, and units earned. During the mandatory advising process, after the student is advised and the hold is released, this report will track those students who have not met with an advisor.

LBSR0763R Transfer Mandatory Advising Matrix
This report provides a matrix of the new Fall Transfer cohort. It displays the total number of enrolled students in the Fall term, total number and percentage of students advised, and total number and percentage of students who still need advising. During the mandatory advising process, after the student is advised and the hold is released, this report will provide a count of those students who have not fulfilled their advising requirement. At the end of the advising period, this report will provide a Fall-to-Spring retention rate.

Graduate Advising Reports

LBAD0584 Active Graduate Students
This report generates an Excel file of students who are active in a Master’s or Doctorate program within the specified College or Department. It provides academic and demographic information useful in tracking graduate students such as contact information, units earned, GPA, requirement term, academic standing, and graduation status. It also includes graduate-specific data such as the student’s classification status, advancement to candidacy, final project (thesis) status and GWAR status.

LBSR0349 7-Year Rule
This report is used to identify graduate students who have or will have 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 to graduation cannot be used to meet degree requirements unless 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 reviewed for possible revalidation.

All Students Advising Reports

LBSR0299 Active Students by Academic Plan
This report generates an Excel file of students who are active in program and have declared a plan with the College/Department specified. It provides demographic information such as email, home address, and phone number. It also provides academic information such as admit term, academic level, academic standing, GPA, units earned, term specific data on units attempted and earned and graduation information.  Advisors may also use this report to generate a list of the Super Senior* population within the specified College or Department.  In addition, this report identifies Transfer AA or AS students.

*Super Seniors are students who have completed more than 120% of the units required for the degree in their declared primary major.  The 120% included  a maximum of 60 transfer units (so transfer units beyond this number are not adversely impacting the student) and does not include high school course work, such as International Baccalaureate & Advanced Placement credit.

LBSR0446 Enrolled by Academic Plan Matrix
This report provides a matrix of enrolled students by program and academic level; i.e. freshmen, sophomore, graduate, etc. 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.

LBSR0539 Active Students Approaching or On Probation
This report generated an Excel file of students who are Active in their Program and are on or approaching probation (Undergraduate students with GPA below 2.2 and Graduate students  with GPA below 3.1). It provides demographic and academic information such as contact information, academic standing, GPA, grade point deficiencies, units earned, and graduation status.

LBSR0391 GWAR Required
This report generates 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 Master’s students and undergrads with at least 60 units completed are tracked on this report.

LBSR0401 Graduation Status Report
This report provides the current graduation status of students who have applied to graduate in a given term. It will allow users to track students who have applied for graduation as well as their progress in the audit and clearing cycle including checkout status, total cum earned, GWAR met, and checklist items incomplete. Advisors can use this report to submit Faculty Approval or Denial for graduation, as well as review students who were awarded degrees within their department.

LBSR0351 10-Year Rule
(Undergraduate Advisor Report) This report provides a list of active students that have upper division coursework over 10 years old based on their current graduation term. The report assists departments in identifying students who may need to either re-enroll in a course and/or have a course considered for revalidation. This report enables departments to be proactive in identifying these students prior to their graduation term. By running the report for a future term, advisors can identify courses that will be over 10 years old as of that future date.

LBSR0541 Inactive Students - Disqualified
This report generates 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 generates an Excel file of students who are no longer 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. This report is helpful to department wishing to reach out to students who have left the university without completing their degree. Note: The report cannot be used for incomplete Credential programs as the University does not award the Credential.

LBSR0883  Academic Standing Matrix for Undergraduate Students
This report provides Colleges/Departments with a summary of student enrollment by Academic Standing including those students in good standing, those who have cleared probation, and those who are on probation or have been disqualified.  Information is presented in Department and College totals.

LBSR0423 Academic Plans and Subplans
This report generates 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, the type of degree the student will earn and a description of the text that will display on the student transcript.

LBAA0694D Candidates with Outstanding Requirements in Detail
This report generates a list of students who have applied for graduation yet have outstanding requirements. The parameters can be modified to categorize students by any combination of graduation term, College/Department, checkout status, and cluster (or alpha) groups.  Departments can proactively run this report to identify, advise and counsel students prior to their graduation term in order to resolve outstanding requirements and facilitate timely graduation.

LBAA0920  Undergraduate Student GPA
This report generates an Excel file of students and their GPAs monitored by the University for graduation - Overall Cumulative GPA, CSULB GPA, Major GPA – for students in baccalaureate plans, including pre-majors. In addition, it provides the student’s most recent term GPA and Upper Division Major GPA.  Departments may proactively run this report to identify at-risk students who may need advice and counsel to resolve outstanding GPA requirements prior to their graduation term.

LBSR1141 Typically Offered Courses Data Report
This report allows users to view typically offered data from the course catalog. This report can be used to verify if the typically offered data is accurate, as well as a reference tool when building the class schedule. "Typically Offered" refers to the term(s) in which a course is usually offered for the general student population subject to sufficient demand and qualified instructor availability.

Enrollment Management

Undergraduate Admissions

LBSR0854 New Undergraduates Intending to Matriculate
This report provides a summary of new undergraduate student’s admissions information to assist Colleges and Departments in planning for new student enrollment.  The report selects freshmen and transfer applicants who have indicated their intent to enroll in the University.

LBSR0854D New Undergraduates Intending to Matriculate Detail
This report provides additional detail of the LBSR0854 report including demographic and academic information on the students, such as contact information, test scores, last school attended, and high school GPA.

Graduate Admissions

LBAD0378  Graduate Applicants in Department Review
This report creates an instant “work-list” for departments of 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, enabling easy identification of applicants who are still pending a department decision and should be reviewed for possible admission.

LBAD0397  University Admission Status – Graduate Department
This report allows departments to view the current admission status of their graduate applicants for a given admission term, allowing departments to track their applicants through the University admission process, as well as determine the department’s complete applicant pool.

Class Management

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

Classroom Utilization (Analytical Reports)

LBSR0715 Day/Time Utilization Analysis Course Based
This report provides a ‘Week at a Glance’ summary of when courses are offered by colleges and departments. Section and enrollment information is further broken down by GE/non-GE and course level. The report displays Course Sections grids, Course Enrollments grids, and Class Meetings Not Included in Analysis. The data can help address questions such as “When are we offering post-baccalaureate instruction?” and “Is there an identifiable concentration of GE classes at certain times or on specific days?” Using a combination of these reports, users can compare classes and enrollment in selected facilities. Users can quickly identify opportunities when enrollment might be expanded.

LBSR0716 Day/Time Utilization Analysis Room Based
This report also provides a ‘Week at a Glance’ format summarizing the degree to which colleges and departments are utilizing existing classroom space. Course sections and enrollments are displayed by specified room type, building or ownership and the number of sections scheduled and their distribution across the week by day and time. This information can help you identify when selected facilities are being utilized and which days and times might be available for additional classes. This report also indicates how well facilities are utilized as a percentage of the total number of like rooms selected, in addition to how well certain categories of rooms are utilized.

Class Enrollment Reports

LBSR0414 Enrollment and Waitlist by Course
This report enables users to quickly view enrollment and waitlist totals by course for a specified term, assisting in tracking enrollment demand and making adjustments to course offerings.

LBSR0777 Class Schedule Enrollment Summary
This report is similar to LBSR0414, but also breaks down enrollment and waitlist totals by state support and non-state support, providing a tool for tracking enrollments and adjusting course offerings.

LBSR0024 Schedule Detail
This report displays all class sections scheduled for specified term, including meeting days, times, rooms, enrollment caps, and instructors. It 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 generates an Excel file of all open courses for a specified term, providing the flexibility to sort the data to best suit your needs, e.g., by subject, number of seats available, GE designation, etc.

LBSR0544 Summary Count of Classes and Seats by Type and 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 and Seats by GE and Level
This report displays summary counts of classes offered for a specified term by GE category and course level.

LBSR1027 PERC Course Summary Report
This report enables users to view summary information on the number of students in a course that have not met the pre-requisite requirements and are subject to being dropped.

LBSR1026 PERC Student Detail Report
This report provides additional detail to the LBSR1027 report, displaying a list of students who are subject to being dropped for not completing the pre-requisites for a course in which they are enrolled.

Class Schedule Maintenance Reports

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.

LBSR0602 Available Rooms Report
Departments can utilize the selection parameters to generate a list of rooms which are still available for the selected term.

LBSR0689 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.

LBSR0022 Sections Combined
This report lists all classes that have been combined to meet in the same room at the same time. This report also provides combined Enrollment Capacity and Wait List Capacity.

LBSR0419 Class Schedule Data
Formerly known as “LBSR0024C Schedule Detail in Excel,” this report is in Excel format, which allows users to sort class information. The report also displays class fill percentage and room fill percentage.

LBSR0419F Class Schedule Data Report with Facility Information
Same information as Class Schedule Data Report with additional facility attribution information to assist in class swapping.

LBSR1000 Available Lecture Rooms for Standard Class Days and Times
Allows you to identify all university lecture rooms that are available for classes with standard meeting days and times as specified in Class Scheduling Policy 99-24.

LBSR1094 Weekly Room Grid
This report displays classes and events scheduled in a classroom during a specified week. Data is in a grid format very similar to the online calendar room grids in Ad Astra. A PDF is produced which you can print.

LBSR1095 Daily Room Grid
This report displays classes and events scheduled in a building during a specified date. Data is in a grid format very similar to the online calendar room grids in Ad Astra. A PDF is produced which you can print.

Course Curriculum Reports

LBSR0008 Active Courses
This report allows users to view curriculum information and identify which courses can be scheduled for the specified term.

LBSR0236 Course Catalog Requisite
This report allows users to view 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.

Grading Informational Reports

LBSR0316 Grade Roster Not Approved
This report allows users to verify which grade rosters are still outstanding; i.e.do not have grades entered and do not have status of ‘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.

LBSR0891  Instructors Without Email Addresses
This report provides Colleges/Departments with a list of teaching faculty who do not have email information on the system.  The report provides demographical information as well as current course assignments.

Who is eligible for access?

Reports are assigned based on the responsibilities and requirements of the 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 listed above.
  • Class Schedulers – includes access to all Class Management and Student Records reports listed above
  • Undergrad Advisors – includes access to all undergraduate academic advising reports and core class management listed reports above management reports above
  • Graduate Advisors –includes access to all graduate academic advising reports, core class management reports, and graduate admission reports listed 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

For those who have not used CSLink before, Enrollment Services has 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 SA Bus. Process and Report Guides” in the left menu.

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 right-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 required that you change your password to one that is more private and secure.

Screen shot of the CMS home page

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 angela.rambo@csulb.edu

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

Jennifer Hashimoto-McCreery – Admissions (562) 985-8095 jennifer.hashimoto-mccreery@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 left 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 at tom.enders@csulb.edu.

Thanks for your support!

Screen shot of CS Link menu of reports

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

Screen shot of a sample report parameters

Sample CSLink Report Guide

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