Staff Queries
Queries in MyBU Student are reports. This resource provides an overview of running a query from the Query Viewer page, and highlights some of the frequently used staff queries.
Introduction
This resource contains instructions on how to navigate to and run queries. It includes processes originating from the Reporting Center folder in the left MyBU Student menu as well as how to use the Query Viewer page.
Each report in the Frequently Used Reports section lists the field prompts that appear when running the report and the data fields that’s viewable once the results are compiled. This is meant to guide staff in quickly identifying what report might be helpful depending on the search criteria that’s needed and/or the information that’s desired to review. Searching the document for a value can be a shortcut.
Please be sure to review the Support Process in the Appendix of this resource if looking for a particular report or encountering an issue.
Screen options, menus, and reports will vary by user; please note that displays may differ for you based on access.
For a comprehensive downloadable guide, please click the PDF icon at the top or bottom of this page. Other resource formats can also be accessed via the relevant icons.
GLOSSARY & QUERY REPORT LIBRARY
- For system concepts and definitions, please refer to the MyBU Student Glossary resource.
- Query Report Library: this tool compiles all queries (reports) available in MyBU Student. It is meant to function as a way to search the library of reports to find the one that satisfies a particular need. MyBU Student reports cannot be run from here, but direct links are available to easily open to them in MyBU Student. For help with how to use this tool, refer to the Query Report Library Guide.
Run a Query
- Log into MyBU Student.
- Upon landing on the Dashboard, scroll through the left menu and select Reporting Center.
TIP: Appropriate security is required to access this folder and the reports included here may change.
A list of common queries for staff will display.
- For a report description, prompts, and data fields, please skip to the Frequently Used Staff Reports section of this guide (this section continues to be updated).
- To run a report that is not listed in the Reporting Center folder, navigate to the Query Viewer page. Refer to the Query Viewer section of this guide for instructions on using that page.
- Query Viewer will only display reports that staff have been given access to.
- Select desired query. Clicking on a report title will launch the report in the main Dashboard window or open in a new window.
ENTER PROMPTS
Prompt fields are the initial set of criteria that are entered to run the report. Each report’s prompts will vary depending on the content of the report.
- The following instructions and images will use the By Career/Program/Plan/SubPlan report (BU_R0010M_SR_CPP_PROG_BY_TERM) to demonstrate running a query.
GENERAL TIPS
- Some prompts are pre-populated but can be updated as needed.
- Prompts with an asterisk (*) is a required field.
- For help understanding Term codes, please refer to the Term convention overview resource.
- For help with searching and understanding class/course numbers, please refer to the Course/Class Identifier Information resource.
LOOKUP TIPS
- A magnifying glass icon indicates the ability to perform a lookup for that field.
- A value can be entered directly here, or a search can be performed using the lookup. A partial value can be entered or no value at all.
- If a lookup is performed without entering values into the field, a window will display, listing all results.
- Depending on the field, this could be 300+ results. To help narrow down the search, enter a value in the Search By field or use the Advanced Lookup option to enter additional criteria. Example for Academic Plan below:
This may be helpful if you want to narrow down Plans to just those associated to a certain Program.
%COLLEGE% TIPS
A field with the label, Acad Prog or %College%, indicates that a specific Academic Program value can be entered or selected. This can be performed by looking up in that field or entering a known value.
- Or, College values between percent symbols (%) can be used to compile students in all Academic Programs associated to that School/College. This could also be a partial College search to get results for more than one School/College.
If using the %College% search option, enter the needed value directly into the field without performing a lookup. Performing a lookup may cause confusion as the window will display no results. This is ok – proceed with the desired report prompts and the results compilation will still be successful.
For example:
- All students in the College of Communication are needed.
- Career: no selection
- Acad Prog or %College%: %COM%
- All graduate students regardless of School/College.
- Career: Graduate
- Acad Prog or %College%: %%
PROCEED WITH PROMPTS
- Once all desired values have been entered, select the View Results button.
- If using Query Viewer, the button will be labeled Ok.
Depending on the criteria entered, the report may take some time to compile. Look for the processing icon to confirm; this may be displayed in the top right corner of the page if running the report was accessed directly from the menu.
The report will compile.
REVIEW REPORT ACTIONS & DATA FIELDS
The following steps will display views from both navigation methods, directly from the left Reporting Center menu or via Query Viewer. Refer to the Query Viewer section of this guide to see how to search for reports in that page.
Report columns, or Field Names, display the data associated to the compiled results. Each report will display different data depending on the content of the report.
- Be sure to scroll to the far right of the page to see all data fields that display for the selected report.
The results can be downloaded or reviewed directly in the MyBU Student page.
- To download to a spreadsheet, select the Excel SpreadSheet or CSV Text File links above the compiled results. A file will then be downloaded to the desktop.
- If using Query Viewer, the display slightly varies, but the options are still listed above the results; use the Download to Excel link.
- The first 100 results will display on the page. If report was accessed directly from the left menu, scroll all the way to the right side of the page to quickly view how many total results have been compiled.
- If using Query Viewer, the total will be listed in the center.
- To review all data:
- Use the page navigator options in that far right, or center, location (arrows <>, Last/First links).
- Download the report.
- Click the View All link in the far left location above the results.
- If using Query Viewer and need to run the same report but with different search criteria, click the Rerun Query link above the results.
Query Viewer
Navigate to Query Viewer to run reports that are not listed in the Reporting Center folder. Reports that are in the folder can still be run via Query Viewer.
- Query Viewer will only display reports that staff have been given access to.
- Log into MyBU Student.
- Upon landing on the Dashboard, scroll through the left menu and select Reporting Center > Query Viewer.
- If the name or partial name of the query is known, it can be entered into the first field.
- If more criteria are needed to find the desired query, click Advanced Search.
- Additional fields will display to allow for the entry of more search criteria. Click Search.
QUERY SEARCH & FAVORITES
Query results matching the search values will be listed. Commonly used options to compile the report include:
- Run to HTML: click to run report directly in the web browser. Once compiled, the report can still be exported to excel.
- Run to Excel: click to run report directly as a download.
Once the Run option has been selected, entering prompt criteria to run a report follows the same process as if the report was accessed directly from the Reporting Center folder. Refer to the Run a Query section in this guide for details.
To mark the query as a Favorite for easier access later, click Favorite.
When the Query Viewer page is opened, any queries that have been saved as favorites will automatically display.
Once the Run option has been selected, entering prompt criteria to run a report follows the same process as if the report was accessed directly from the Reporting Center folder. Refer to the Run a Query section in this guide for details.
Frequently Used Staff Reports
The following reports are identified as frequently used for staff needs and processes. They are not comprehensive of all reports that may be available for staff. Proper security access must be granted. NOTE: this list will continue be updated with additional reports. The following reports are included:
Queries Available in Reporting Center:
|
Only Available through Query Viewer:
|
- Upon compiling, all reports can be downloaded. Click on the desired option above the list of results.
- If running a report via Query Viewer, click Rerun Query to enter new criteria for a new search.
For help with field searches and understanding terms and class/course numbers, refer to the Prompt Field Tips in the above Run a Query section, the Term convention overview , and the Course/Class Identifier information.
STUDENT ID LOOKUP
Reporting Center > Student ID Lookup
QUERY NAME: BU_SR_STUDENT_LKUP_SEARCH
ABOUT: This report allows the user to look up a student’s UID by searching for them by name, primary program, and/or email address.
PROMPTS: Institution, Last Name, First Name, Primary Program, Term, *Email Type, Email Address, *Name Type (Asterisks indicate required field)
IF SEARCHING BY EMAIL ADDRESS, ENTER IT IN ALL CAPS.
Note that Email Type will default to BU Email, and Name Type will default to PRF (Preferred Name). The Email Type and Name Type selected will also be reflected in the results.
DATA FIELDS DISPLAYED IN RESULTS:
| ID | Name Type | Last Name | First Name | Middle Name | Term | Academic Program | Type | Term Description |
STUDENT PROGRAM/PLAN HISTORY
Reporting Center > Student Program/Plan History
QUERY NAME: BU_R0010M_SR_CPP_HIST
ABOUT: This report displays a particular student’s academic program/plan history, including the Action(s) and Action Reason(s) for the creation of each new data row.
PROMPTS: The student’s UID is all that’s needed to run this report.
If UID is unknown, try using the Student ID Lookup report. Clicking the magnifying glass for lookup in the prompt field may take a long time to open. However, once open, the Advanced Lookup can be used to look up a student’s UID by first/last name.
DATA FIELDS DISPLAYED IN RESULTS:
| BU ID | First Name | Last Name | Career Nbr | Academic Career |
| Academic Program | Descr | Eff Date | Eff Sequence | Program Action |
| Action Reason | Action Reason Description | Admit Term | Admit Term | Req Term |
| Req Term (Catalog Year) | Exp Grad | Exp Grad Term | Joint Program Indicator | Dual Program |
| Plan Sequence | Academic Plan Code | Academic Plan Description | Academic Plan Type | Degree Type |
| Academic Sub-Plan Code | Academic Sub-Plan Description | Academic Sub-Plan Type | Completion Term |
STUDENT TERM ACTIVATED BY TERM
Reporting Center > Student Term Activated by Term
QUERY NAME: BU_R0010H_SR_TERMACT_STUDXPROG
ABOUT: This report lists students that are term activated by program, college, or career for a given term. Or, search by ID if looking for an individual student. Optional drilling links are available to view a student’s entire program stack history from the list of results.
PROMPTS: *Term, Acad Prog or College, *Institution, ID, *Academic Career (Asterisks indicate required field)
In this example, the prompts entered will result in a list of all undergraduate COM students who are term activated for Spring 2025.
DATA FIELDS DISPLAYED IN RESULTS:
| ID | Last Name | First Name | Middle Name |
| BU Email | Preferred Email | Term | Term Description |
| Academic Career | Primary Academic Program | Academic Program(s) | Academic Plan(s) |
| Academic Plan Description(s) | Joint Program Approved | Admit Term(s) | Admit Term Description(s) |
| Academic Level – Term Start | Academic Level – Projected | Academic Level – Term End | Approved Academic Load |
| Academic Load | Certified Load | Eligible to Enroll | Enrollment Status |
| Registration Hold | Term Units In Progress | Total Cumulative Units | Cumulative GPA |
| Withdrawal \ Cancel | International Indicator | Study Agreement | Study Agreement Description |
| Reg Group |
For a brief walkthrough of some of the major data fields in these results, please refer to the Reporting Introduction Using the ‘Student Term Activated by Term’ Report video.
BY CAREER/PROGRAM/ PLAN/SUBPLAN
Reporting Center > By Career/Program/Plan/SubPlan
QUERY NAME: BU_R0010M_SR_CPP_PROG_BY_TERM
ABOUT: This report searches for students who are Term Activated for a given Term by Career/Program/Plan/SubPlan.
PROMPTS: *Academic Institution, *Term, Career, Acad Prog or College, Acad Plan, Sub-Plan, Admit Term (Asterisks indicate required field)
In the above example, the prompts entered will result in a list of undergraduate students enrolled in the Spring 2025 term in the COM Journalism BS plan, who were admitted in the Fall 2022 term.
DATA FIELDS DISPLAYED IN RESULTS:
| BU ID | Last Name | First Name | Middle Name |
| BU Email | Academic Career | Academic Program | Acad Program Description |
| Effective Date | Effective Sequence | Admit Term | Admit Term Description |
| Req Term (Catalog Year) | Req Term Description | Expected Graduation Term | Expected Grad Term Description |
| Joint Program Indicator | Dual Program | Plan Sequence | Academic Plan Code |
| Academic Plan Description | Academic Plan Type | Degree | Academic SubPlan Code |
| Academic Sub-Plan Description | Academic SubPlan Type | Term Units In Progress | Enrollment Status |
| Academic Level – Projected | Academic Level – Term Start | Academic Level – Term End |
LIST OF CLASSES W/ ENROLLMENT
Reporting Center > List of Classes w/Enrollment
QUERY NAME: BU_R0010K_SR_ROSTER_FROM_LIST
ABOUT: This report lists classes that meet the entered criteria. Classes can then be drilled down into to view enrolled students.
PROMPTS: *Institution, *Term, Acad Org, Acad Group, Subject, Catalog Number (starting from), Section, Incl Class w/No Enrollment? (Asterisks indicate required field)
In the above example, the prompts entered will result in a list of all classes in the CFA Theatre department for the Fall 2024 term, including classes that didn’t have any students enrolled.
DATA FIELDS DISPLAYED IN RESULTS:
| Term | Term | Class | Component | Descr |
| Acad Org | Class# | Location | Mode | Tot Enrl |
| Cap Enrl | Wait Tot | List Students |
ROSTER FOR A CLASS
Reporting Center > Roster for a Class
QUERY NAME: BU_R0010K_CLASS_ROSTER
ABOUT: This report lists enrolled, dropped, waitlisted, or all students for a specific class in a given term.
- This report is the result of drilling down into a class from the List of Classes w/Enrollment report.
PROMPTS: *Term, Class Nbr, Status (Asterisks indicate required field)
In the example above, the prompts entered will result in a list of all the students who are currently enrolled in CFAAR 132 Drawing 1 (Class Nbr 7579). for Spring 2025.
DATA FIELDS DISPLAYED IN RESULTS:
| Term | Session | Subject | Catalog Number |
| Section | Component | Status | Student ID |
| Last Name | First Name | BU Email | Academic Program |
| Academic Program Description | Academic Plan | Academic Plan Description | Academic Subplan |
| Academic Subplan Description | Grade | Unit Taken |
UNIVERSITY CLASS SCHEDULE
Reporting Center > University Class Schedule (The query will open in a new browser window.)
QUERY NAME: BU_R0032B_SR_CLASS_SCHD_DOWNLD
ABOUT: This report lists schedule information for classes within a particular Academic Group/Subject/Academic Organization (i.e., academic department) and/or assigned to a particular Instructor and/or with a particular Class Status for a given term.
PROMPTS: *Institution, *Term, Campus, Acad Group, Subject, Instructor ID, Class Status, Acad Org (Asterisks indicate required field)
PROGRAM/PLAN BY BUID
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0010H_SR_CPP_BUID)
QUERY NAME: BU_R0010H_SR_CPP_BUID
ABOUT: This report searches for students by BUID and returns the associated Program/Plan information at the time of the defined Term.
PROMPTS: ID, *Term (Asterisks indicate required field)
In the example to the right, any student’s BUID entered into the ‘ID’ prompt will pull up that student’s academic Program/Plan information for the Spring 2025 term.
DATA FIELDS DISPLAYED IN RESULTS:
| BU ID | Last Name | First Name | Middle Name |
| Career Nbr | Academic Career | Academic Program | Descr |
| Eff Date | Eff Sequence | Admit Term | Admit Term |
| Req Term | Req Term (Catalog Year) | Exp Grad | Exp Grad Term |
| Joint Program Indicator | Dual Program | Plan Sequence | Academic Plan Code |
| Academic Plan Description | Academic Plan Type | Degree Type | Academic SubPlan Code |
| Academic SubPlan Description | Academic SubPlan Type | Completion Term |
CLASS GRADE ROSTER
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0046AS_SR_STUDENT_GRD_ROST)
QUERY NAME: BU_R0046AS_SR_STUDENT_GRD_ROST
ABOUT: This query generates a report of a class’s Grade Roster.
PROMPTS: *Term, *Institution, *Subject, Catalog, Section, Class Nbr (Asterisks indicate required field)
In this example, the prompts entered will result in a list of students enrolled in CFA TH121 in Fall 2025, along with their grades. Since no specific section or class number was identified, the resulting report will include students across all class sections.
DATA FIELDS DISPLAYED IN RESULTS:
| Term | Subject | Catalog | Section |
| Descr | Class Nbr | Grd Roster Status | ID |
| Last Name | First Name | Grade Status | Grade In |
CLASS STATUS & RESERVE CAPACITY
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0010A_SR_CLASS_STAT_RESERV)
QUERY NAME: BU_R0010A_SR_CLASS_STAT_RESERV
ABOUT: This report searches for classes by academic group and subject (i.e., department) for a given term, and can also allow for a search of classes that have a particular requirement group applied. It returns a list of those classes with class status, waitlist, and reserve capacity details.
PROMPTS: *Institution, *Term, Acad Group,
Subject, Rq Group (Asterisks indicate required field)
In this example, the prompts entered will result in a list of all the COM Film & Television classes in the Spring 2025 term that have the Requirement Group 001669 (Acad Prog UCOM[or MIN] or UCGS) applied.
DATA FIELDS DISPLAYED IN RESULTS:
| Course ID | Term | Session | Subject |
| Catalog | Section | Component | Descr |
| Class Nbr | Cap Enrl | Tot Enrl | Open Seats |
| Wait Cap | Wait Tot | Enrl Stat | ReserveNbr |
| Start Date | Cap Enrl | Rq Group | Descr |
FINAL EXAM SCHEDULE FOR A TERM
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0032C_SR_FINAL_EXAM_SCHDL)
QUERY NAME: BU_R0032C_SR_FINAL_EXAM_SCHDL
ABOUT: This report can pull final exam information for a term based on a variety of criteria, such as the exam for a specific academic group/subject (i.e., academic department), instructor, or for one particular class.
PROMPTS: *Institution, *Term, Academic Group,
Subject Area, Catalog Nbr, Course ID, Instructor, Academic Org (Asterisks indicate required field)
In this example, the prompts entered will pull final exam schedule information for all the classes in the ENG Mechanical Engineering department for the Fall 2024 term.
DATA FIELDS DISPLAYED IN RESULTS:
| Academic Career | Academic Group | Course ID | Subject Area |
| Catalog Nbr | Class Section | Description | Session |
| Enrollment Total | Exam Time Code | Exam Date | Exam Start Time |
| Exam End Time | Facility ID(s) | Room Capacity | Combined Exam |
| Instructor(s) | Instructor’s Email(s) |
STUDENTS ON LOA OR W/D
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0010N_SR_LOA_WD)
QUERY NAME: BU_R0010N_SR_LOA_WD
ABOUT: This query generates a report of all students across the University who have taken a leave of absence or withdrawn in a particular term. There is not currently an option to narrow the search prompts to a particular school/college or department, but the results can be filtered as needed once exported.
PROMPTS: Term UID is all that’s needed to run this report.
DATA FIELDS DISPLAYED IN RESULTS:
| ID | Last Name | First Name | Middle Name |
| BU Email | Term | Term Description | Academic Career |
| Academic Program | Dual Academic Program | Approved Academic Load | Academic Load |
| Academic Level – Projected | Academic Level – Term Start | Academic Level – Term End | Academic Program Status |
| Program Action | Action Reason | Action Reason Description | Effective Date |
| Withdrawal \ Cancel | Withdrawal \ Cancel Reason | Withdrawal \ Cancel Date | Last Date of Attendance |
GRADUATION REPORT
Reporting Center > Query Viewer (In the Query Name field, search for BU_R0046L_SR_GRADUATION)
QUERY NAME: BU_R0046L_SR_GRADUATION
ABOUT: This query generates a report displaying student academic information and graduation related data. Prompts allow for application of specific graduation filters to find desired student populations.
PROMPTS: Institution, Career, *Acad Prog or %Col%, Exp Grad Term, Grad Review Status, ID, Acad Plan (Asterisks indicate required field)
DATA FIELDS DISPLAYED IN RESULTS:
| ID | Last Name | First Name | BU Email |
| FERPA | Intl Student | VisPmtType | Country |
| Career | Acad Prog | Acad Plan | Plan Descr |
| Sub-Plan | SubPlan Descr | Degree | Acad Prog Status |
| Prog Actn | Exp Grad Term | Grad Review Status | Degr Status |
| Confer Dt | Compl Term | Hon Code | Descr |
| Term | Total Cumulative Units | Total Passed for Progress | GPA |
| Dual Prog | Joint Program |
Appendix
SUPPORT PROCESS
If you encounter an issue with a report, submit a ticket to ithelp@bu.edu outlining the report name and title and details of the issue.
If you’re looking for a particular type of report, please follow these steps:
- Check to see if an existing report meets your needs:
- Use the Frequently Used Staff Reports section of this guide to review if any contain the desired Prompts and Data fields.
- Or search the Query Report Library (refer to the Guide for assistance in using the tool).
- Remember that the download option can be used to further sort, filter and organize data if you find a report that captures some of what’s needed.
- If there are no existing reports that satisfy your needs, please submit a Request an Operational Report form in ServiceNow. This will generate a ticket for the operational reporting team.
FACULTY & ADVISING QUERY RESOURCES
For help in supporting faculty and advising colleagues with queries specific to their processes, please refer to the following resources:
OTHER HELPFUL SUPPLEMENTS
- Please refer to the Course/Class Number explainer for help understanding class identifiers.
- Please refer to the Term convention resource for an overview of the Term concept.