DROPPING AND ADDING STUDENTS TO A COURSE

The registration process can involve several of the essential screens for registration. You may also need to consult one or more of the helper screens in order to perform a registration function.

104 Reg/Drop/Add

On screen 104, you will learn how to:

• display registration information, student's registration appointment date and any university registration stops
• perform course add transactions
• perform course drop transactions
• override course and/or student related restrictions
• enter hours for variable credit hour courses
• add courses outside student's academic unit (concurrent enrollment)
• perform conditional drop/adds
• find alternate sections of a closed course
• place a student on a waitlist for a course section
• perform a global function

Screenshot Image Available

Displaying Registration Information, Student's Registration Appointment Date, and any University Registration Stops

Procedure

1. Enter NC for the "INST".
2. Enter the appropriate AU (DN, GU, LW, MD).
3. Enter the student's ID number (PID) in the "SID" field.
4. Tab over the "CRS" field.
5. Enter the term code in the "TERM" field. Term codes are made up of three characters and represent the year and term you wish to access.
   
   
   • The first two characters entered should be the last two numbers of the year.
   • The third character should be the code for the term.
   • Example of term codes:
     2002 lst Summer Session Term = 023
     2002 2nd Summer Session Term = 024
     2002 Fall Semester Term = 029
     2003 Spring Semester Term = 032
     
   
   
6. Press the enter key.

What you will see

• Student's full name is placed in context.
• Student's enrollment information is displayed if the student has registered for any course(s).
• Student's registration appointment date and time. Also, the system keeps up with date and time of day and is reflected just under the student's registration appointment date.
• If a student has a university stop, this screen will display (in bold or highlighted) the type of stop at the bottom left side of the screen. An "*I" will be located underneath the stop indicating that the student is ineligible to register. The types of registration stops are:

  REAPPLY - student must apply for readmission before registering.

  ACD - academic stop means the student must see their dean before registering.

  FIN - financial stop means the student must clear their account with the University Cashier's Office before registering.

  MSC - miscellaneous stop means the student must contact the University Registrar's Office before registering.

  If any stops are reflected on a student in this screen, you will not be able to assist the student with dropping or adding courses, or overriding any restrictions.

More info on stops: screen 017 and screen 02S.

You can register, drop, or add courses for a student locally or globally. Locally means one course at a time and globally means for several courses at one time. You will use an "R" function when adding a course and therefore may receive a message indicating that there is a registration restriction (course or student restriction).

Performing Course Add Transactions

Procedure

1. Tab down or return to the next available line just under the column headed by an "*" (asterisk).
2. Type an "R" for a request to add
3. Type the 2, 3, or 4 character course abbreviation followed by enough spaces to fill up the 4 character data field unless the department abbreviation fills up 4 spaces.
4. Type the 3 character course number, plus any suffix
5. Type the 3 character course section number

Screenshot Image Available

Press the Enter Key.

What you will see

• When using the "R" function, if the course and section are valid, no restrictions exist, and seats are available, the course will be displayed with enrolled under the "MESSAGE" column, and the course title displayed under the column "COURSE TITLE."
• If the course or section is not valid, you will receive an invalid message under the "MESSAGE" column.

Overriding Course and/or Student Related Restrictions

Procedure

1. Type in the request "R" again directly over the * displayed beside the course you are requesting.
2. Tab to the "OV" (override) column on that same row.
3. Type in the applicable override code.
4. The possible restrictions and override codes are as follows:

[Insert Table]

IMPORTANT

The ability to override a registration restriction on screen 104 is limited to departmental personnel who have ownership of the course. Attempting to override a course outside of your department will generate a course message that indicates "OPER SECURITY RESTRCTN." If no restriction exists, you will be able to enroll a student into any course. Also, departments may not override credit hour overloads. Students should contact their dean's office for permission to take a credit hour overload.

More info on course restrictions: screen 105.

Entering Hours for Variable Credit Hour Courses

Procedure

1. Type in the course information.
2. Tab over to the next space before the "HRS" column.
3. Enter the number of credit hours.
   
   
   • As long as the credit hours represent whole numbers, simply type the equivalent numeric value.
   • If the credit hours are fractional, you must use a decimal point to represent the fractional portion of the credit hours.

Adding Courses Outside of a Student's Academic Unit (Concurrent Enrollment)

These procedures pertain to students:

• who are admitted into a joint degree program (concurrent enrollment) and whose coursework is located in two separate academic units (e.g. GU/LW); OR,
• who are admitted in one academic unit and request enrollment in a course under another academic unit (e.g: DN student taking a GU course).

Procedure

1. Tab down or return to the next available line just under the column headed by an "*" (asterisk).
2. Type an "R" for a request to add.
3. Type the 2, 3, or 4 character course abbreviation followed by enough spaces to fill up the 4 character data field unless the department abbreviation fills up 4 spaces.
4. Type the 3 character course number, plus any suffix.
5. Type the 3 character course section number.
6. Type the appropriate AU of the course in the AU field.
   
   
   • When adding a course numbered 199 and below that does not count toward the student's degree program, a U* should be added under the CAR (career) column .
   • When adding a course numbered 200 or above that does not count toward a student's degree program, enter a G* under the CAR column.
   
   
7. Press enter.

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What you will see

If there are no restrictions on the course, the transaction will be complete.

However, if restrictions exist:

1. The advising department or school will process a Registration/Drop/Add Form indicating adviser approval for the student to add the course.
2. The form will be taken to the teaching department or school registrar who has ownership of the course.
3. They will log into the academic unit of the student and add the student to the course, overriding their own restriction and indicating their AU for the course.

More info on student academic unit: screen 111 and screen 191.

Performing Conditional Drop/Adds

The Conditional Drop/Add (CDA) feature permits you to enter both drop and add requests in one transaction, requiring that all be processed successfully for any one to be accepted.

Procedure

1. Enter "Y" in the COND DROP/ADD field. This indicates that CDA rules should apply for any DROP (D) and REQUEST (R) functions entered on the screen.
   • If the CDA indicates a "Y," only DROP and REQUEST functions are permitted.
   • At least one DROP and one REQUEST function must be entered to activate the feature.
2. Once the feature is triggered, the following rules are applied:
   • If any of the DROP or REQUEST transactions are not successful, all are rejected. The message "COND DROP/ADD FAILED" appears for the course if the CDA rules caused the rejection.
   • Otherwise, the regular registration edit message, which was failed, is indicated.
3. Reset the CDA field to "N" or spaces to turn off the CDA feature.
   • If you leave a "Y" in the field, CDA rules will continue to apply to any drop or add requests you perform.
   • If you do not wish to apply CDA rules at all, simply leave the field blank and tab over the field.

IMPORTANT

If you choose to use the CDA feature, you may drop and add more than one course by entering more than one DROP (D) and more than one REQUEST (R) at the same time. You might use more than one drop and add for a lecture, lab, recitation combination. Again, all transactions must be complete for the CDA transaction to work.

Placing a Student on a Waitlist for a Course Section

If you receive a message of "COURSE CLOSED W/WL" (meaning with waitlist), you may place the student on the waitlist for that course section.

Procedure

1. Type a "W" directly over the * next to the course with the message.
2. Press the enter key.

What you will see

The system will display the number of students on the waitlist and automatically waitlist the student for the course at the same time.

Finding Alternate Sections of a Closed Course

Procedure

1. Type an "X" or an "S" to the left of the course (on top of the *). This automatically takes you to a screen called "SECTION SEARCH," where you can view the availability of other sections.
2. If the section the student wants is available:
   • Type an "R" next to "FUNCTION" and the section number that is available next to "SECTION NR" at the bottom of the screen.
   • You may also use a "W" beside "FUNCTION" if you wish to waitlist the student.
   • You will be automatically returned to screen 104 and the course/section will appear on the student's schedule.
3. If the section the student wants is not available:
   • Type an "E" next to "FUNCTION" and press the enter key.
   • You will be returned to screen 104.

When you use the "X" function, the "SECTION SEARCH" screen will display all sections of a course and flag those that are restricted. When you use the "S" function, the display of sections are limited to sections which are open, without time conflicts, and without course restrictions specific to the student.

Performing Course Drop Transactions

Procedure

1. Tab to the course line
2. Type a "D" under the * column beside the course you wish to drop
3. Press the enter key.
   • An * will appear in place of the "D" you typed
   • "DROPPED-DELETED" will appear under the message column in place of the enrolled status.
4. Simply press the enter key again and the course will disappear.

Performing Global Functions

Procedure

1. Tab to the "FUNCTION" field in the center of the screen.
2. Type a request.
   • "R" to add courses, or
   • "D" to drop courses
3. Enter course data in the exact way that local drop/adds are entered.
4. Press the enter key.

IMPORTANT

Using the global function means that the "R" or "D" applies to all courses, even those already listed on the screen. Additionally, overriding restrictions take place in the same way that local overrides are handled. However, you must satisfy all displayed override messages prior to hitting the enter key.

108 Waitlist

On screen 108, you will learn to view waitlist rosters for course sections.

Screenshot Image Available

Procedure

1. Enter the INST, AU, course and section ID, and the term code in the "TERM" field.
2. Press the enter key.

What you will see

• A list of students will appear on the waitlist in the order in which they requested the course. When a student who was enrolled in the course drops, the first student on the waitlist will automatically roll into the course as enrolled.
• If the enrollment limit is increased on a course that has students on a waitlist, the students will not roll into the course until a Waitlist Resequence Program runs, normally every Thursday night. The program begins running after each appointment window during ER for the Spring and Summer/Fall Terms. Students will not be able to register for these courses even though the enrollment limit has been increased.
  • If you would like to go ahead and enroll students from the waitlist into the course before the program runs.
  1. Drop the students from the waitlisted course.
  2. Add the course to the students' record using the appropriate override function.

IMPORTANT

The priority code does not affect the sort order. The waitlist option is only available during Early Registration. After Early Registration closes, waitlists are purged and the message "NO WAITLIST FOR THIS CLASS" will appear at the top of the screen for any courses previously set up with the waitlist option.

109 Reg/Drop/Add

On screen 109, you will learn how to view student schedules.

Screenshot Image Available

Displays all course sections for which a student is registered, and provides course information which includes: course ID, course title, days and meeting place.

Procedure

Press the enter key.

What you will see

• All course sections for which the student is registered for the term will be displayed with the status of the student in the course section appearing in the first column.
• The system will also display the course, course title and the meeting days and times of the course.
• The building and room number will be reflected for each course when that data has been posted to the semester section file.

Although all registration/drop/add transactions take place on screen 104, the building and room data for those courses are displayed on screen 109.

112 Registration Status Display

On screen 112, you will learn how to:

• Identify the student's registration information
• Update student's registration status (school deans)

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Identifying Student's Registration Information

1. Enter the INST, appropriate AU, the student's PID number, and the term code in the "TERM" field.
2. Press the enter key.

What you will see

The fields under the heading "REGISTRATION ELIGIBILITY STATUS" indicate whether or not the student failed the registration eligibility checks (university stops).

• The definitions for each of these stops are located in the section describing screen 104.
• If a stop exists on a student, the type of stop is displayed in bold or highlighted on your screen.
• The student must secure clearance before they can proceed with any registration activities.

The student's registration appointment date and time are shown on this screen beside the field labeled "REGIS DATE/TIME." This screen also displays:

• student's enrollment status,
• full-time/part-time status,
• disenrollment reason if the student has been canceled,
• formal concurrent status which relates to whether or not a student is concurrently enrolled in two academic units in a joint-degree program,
• the number of attempted, waitlisted, and active hours for a student.

IMPORTANT

Waitlisted hours count towards the total number of hours a student is allowed to take.

More info on student PIN screen 103 and screen 119.

Updating Student's Registration Status

Screen 112 is also used to update the credit load limit of an individual student who has permission to take a credit hour overload during a specific term. Only the student's school dean may use this update capability after the student has obtained permission from the dean's office.

Procedure

1. Tab to the "CREDIT LOAD LIMIT" field located under the column labeled "REGISTRATION FLAGS/CONTROL"
2. Type in the number of credit hours that the student received permission to take
3. Press the enter key.

159 Registration Audit Display

On screen 159, you will learn to view an audit trail of all drop/add transactions for any student.

Screenshot Image Available

Procedure

1. Enter the INST, appropriate AU, the student's ID number, and the term code in the "TERM" field.
2. Press the enter key.

What you will see

• This screen displays an audit trail of all registration transactions of a specific student that have taken place during a specific term.
• The screen displays:
  • the date and time of the registration transaction
  • the course section ID
  • the previous status code of a course section
  • the new status code of a course section
  • an abbreviated description of the registration function that created the transaction
  • the drop or deny reason pertaining to a drop received after the census date (D) or an official withdrawal where all courses are dropped (1)
  • the source of the transaction
• If the APPL source (of the transaction) is:
  • 104 or SIS, the transaction originated on the registration/drop/add screen and the sign-on ID of the operator who entered the transaction will be displayed under the "OPER/BATCH" column heading.
  • BAT, the registration transaction was a result of batch data entry, and the batch ID will be displayed in this column.
  • WEB, the student registered via web registration.
  • VRR, the transaction was the result of voice response registration (telephone).
  • AUTORL, the student was automatically rolled from the waitlist to the course section
• If you would like to see registration transactions on a specific student by a specific course (instead of viewing the entire audit)
  1. Enter the course section in the "CRS" field.
  2. Press the enter key.
• Only those transactions related to the course section entered will be displayed.
• To go back to viewing all transactions, press the space bar and blank out the course section and press enter. The full registration audit will be displayed again.

We hope that this information is of assistance to you. If you have questions about registration, please contact a Training Specialist at either (919) 962-9838 or (919) 843-3498, or a Student/Faculty Services Representative at (919) 962-3956.