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Registering students for courses

There are several ways to register students for courses:

  1. If you've set up online enrollment periods, students can register themselves for courses for which they've met the prerequisites.
  2. You and the student's advisor(s) can also access her Profile > Registration view, which accounts for prerequisites, waiting lists, and registration locks.
  3. Academic Admins, Registrars, and the student's advisor(s) can update her courses on the Profile > Student view.
  4. Academic Admins and Registrars can add individual students or import groups of students on the Course > Roster view. If the course's enrollment setting permits faculty, course faculty can also manage enrollment up until the course's add-drop date.
  5. Academic Admins and Registrars can enroll students using the Data Slicer.

This article covers the latter four registration options.

Profile > Registration

The Profile > Registration view appears when you've set up an online enrollment period that includes the student. It lets Academic Admins, Registrars, and Advisors submit enrollment requests on behalf of the student for courses—to enroll in, audit, or join the waiting list.

Let's get oriented

  • Selected Courses are those for which the student has registered (or wishes to).
  • Courses Offered are those which the student may attempt an enrollment request. The courses you see here depend on your selections from the drop-downs:
    • Enroll/Audit: Toggle between courses which the student can enroll in or audit.
    • Show Available courses with no conflicts: This is the default view. It shows courses from the student's program and campus for which she has fulfilled the prerequisites (or is currently enrolled in a prerequisite, corequisite, or equivalent) and with which she has no schedule conflicts. Additionally, if there is a term max enrollment limit, it shows courses which fall within that constraint.
    • Show Available courses: These courses include the above together with courses that have schedule conflicts and max enrollment conflicts.
    • Show All courses: This shows every course offered in the term, whether or not the student can be registered for it.
  • Each course includes the salient details:
    • Name, faculty, and schedule.
    • Whether the course is available for enrollment and/or auditing, how many openings, and credits/hours.
    • Conflicts appear in red: schedule, prerequisites, and term max enrollment constraints.
    • If the student has passed a course for which retakes do not count in earned credits, you'll see a notice that she's already passed it. This does not prevent you from registering her for that course.
  •   lets you register the student for that course.
  •   lets you request a spot for the student on the course waiting list.
  •   indicates that the student cannot be registered for this course because of a conflict with schedule, max enrollment, or unmet prerequisites.

Registering the student

  1. Using the drop-downs, choose whether to Enroll/Audit the student and which Offered Courses you'd like to see.
  2. Click   next to the course you'd like to add. Click   to request a spot for the student on the course waiting list.
  3. Review the details in the enrollment request and click Add to confirm. A few things will happen when you do this:
    • The course will be added to Selected Courses with an "Unsaved" badge. A notice will display above Selected; you can either Save the registration changes or Undo them.
    • Offered Courses will switch back to show Available Courses. In all likelihood, new schedule and max enrollment conflicts will appear. If you've enrolled her in a course that is a concurrent prerequisite to another course, those other courses will become available for enrollment.
    • If you enroll her in a course that requires enrollment in a corequisite course, you'll be asked to also add the corequisite to Selected Courses.
    • If you've made a mistake, click   to remove the course.
  4. Repeat the above steps as often as necessary.
  5. When you're ready to submit the changes, click Save.

After you save the student's registration, the following will happen:

  • The student will appear on the various course rosters. (If you've set up a delay or lottery, this won't happen until registration has been processed.)
  • If you're using enrollment agreements, Populi will email her a link to sign the agreement.
  • If they're set up, tuition, fees, and other charges will be generated for the student on Profile > Financial > By Term.

Waitlist over-enrollment

If you've enabled Waitlist Over-enrollment in Academics > Settings > General, you'll have two new options when adding students to course waiting lists:

  • You can register a student in courses that conflict with her schedule or the term max enrollment limit.
  • After saving these registrations, you can choose which courses the student will drop should a spot open up in one of the waitlisted courses.
  1. Click   to request a spot for the student on the course waiting list.
  2. Click add to list the course under Selected Courses.
  3. When you Save the registrations, you'll see the Waiting List Priorities dialog.
    • Under each waitlisted course, check the radio buttons next to the courses the student would be willing to drop if a spot opens.
    • Drag   to put the chosen courses in the order in which the student would be willing to drop them (the top course would be dropped first, etc.).
  4. Click Save to finish.

Here's how things will work in the waitlist priority pictured above:

  1. A spot opens up in ART355-1 (which meets 1:45 - 3:45 on Fridays).
  2. Populi checks to see if dropping GRE302-1 will resolve the schedule conflict. Turns out it won't.
  3. Populi checks to see if dropping MUS252-1 will resolve the conflict—which it does.
  4. The student is dropped from MUS252 and enrolled in ART355.

A similar process would happen for sorting out a conflict with the term max enrollment limit.

In case the conflicts cannot be resolved by dropping any of the chosen courses, Populi will drop the student from the waitlisted course and then repeat this process for the next student on the waitlist.

Profile > Student > Courses panel

On the Profile > Student view, you can add and modify courses for any term using the Courses panel in the right column. This option lets you completely bypass prerequisites, meeting time conflicts, and enrollment limits (although you will receive friendly notices indicating when you do so).

Registering for Courses

  1. Click edit next to Courses.
  2. Click the arrows until you're in the correct academic term.
  3. Begin typing in the search field and select the course from the results.
  4. You can register the student as Enrolled or as an Auditor.
  5. Edit the enrolled date, if necessary.
  6. Repeat these steps as often as you wish.
  7. Click   to delete a course (this removes the course from the student's file altogether; use this option only to correct mistakes, and not, for example, to withdraw the student).
  8. When you're finished, click Save.

Course Roster

You can add students to courses by going to the Roster. It lets you add students both individually and by importing groups of students from other courses. The roster gives you the option to bypass enrollment requirements (prerequisites, et. al.).

Add students by name

  1. Click Add students and select Add students by name.
  2. Start typing a student's name in the Search/Add field and select from the results.
  3. When you select a student, you may see warnings about the student's enrollment (Prerequisites not met, et. al.).
  4. Click   to delete a student; only use this option to correct a mistake!
  5. Select Enrolled or Auditor for a status and modify the date, if necessary.
  6. Repeat the above until you have all the desired students listed.
  7. Click Save.

When you save, the students will be listed under the default course name.

Import students from another course

  1. Click Add students and select Import students from another course.
  2. Select the term and then the course from which you wish to import students.
  3. Check if you wish to ignore enrollment requirements.
  4. Check off the students you wish to import.
  5. Select Enrolled or Auditor for a status and modify the date, if necessary.
  6. Click   to delete a student; only use this option to correct a mistake!
  7. Click Save.

When you save, Populi will take a few moments to update the Roster. It will send you an email with the results of the import:

  1. If you elect to ignore enrollment requirements, all of the students you selected will be listed under the default course name. The email will contain information regarding which requirements were ignored in order to add those students.
  2. If you elect to respect enrollment requirements:
    • Students who pass all requirements will be added under the default course name.
    • Students on leave of absence or who have not completed prerequisite courses or equivalents will not be added.
    • Students enrolled above the max. enrolled (if any) will be put on the waiting list.

Data Slicer

You can add students to courses by going to the Data Slicer. It gives you the option to bypass enrollment requirements (prerequisites, et. al.).

  1. Go to Academics > Reporting > Data Slicer.
  2. Run or load a report in the filter tool.
  3. Click Actions and select Enroll Students.
  4. Select the term in which you wish to enroll these students.
  5. Then, select the course.
  6. Check if you wish to ignore enrollment requirements.
  7. Click Save.

When you save, Populi will take a few moments to update the course enrollment for these students. It will send you an email with the results of the import:

  1. If you elect to ignore enrollment requirements, all of the students you selected will be listed under the default course name. The email will contain information regarding which requirements were ignored in order to add those students.
  2. If you elect to respect enrollment requirements:
    • Students who pass all requirements will be added under the default course name.
    • Students on leave of absence or who have not completed prerequisite courses or equivalents will not be added.
    • Students enrolled above the max. enrolled (if any) will be put on the waiting list.
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3 Comments

  • 0
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    Traci Morris

    When registering students using the edit option on their profile, does it show when courses conflict in time?  I get the notification for prerequisites not being met, but I haven't seen anything about conflicting times.

  • 0
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    Brendan O'Donnell

    Traci,

    No, there isn't a notification about time conflicts when you use the Profile Course Selector. Those notifications are present in Course Rosters and the main Registration screen. It may be that they need to be added to the Profile, as well. We'll see about that soon.

    thanks!

    -brendan

  • 0
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    Test Student

    Are we able to mass register students for a course? For example I need to enroll all freshman in a required course.

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