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Registering students for courses

There are four ways to get students registered for courses:

  1. If you've set up online 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 shows you the courses the student would see if she was self-enrolling. This view is only available if you've set up an online enrollment period that includes the student. The courses you'll see here match the student's academic program(s). The only courses in which the student can be enrolled are those for which the student has fulfilled any prerequisites (or is currently enrolled in a prerequisite course or equivalent).

This view lets Academic Admins, Registrars, and Advisors register the student for courses keeping the above in mind. You'll see the same courses the student would see, as well as courses that do not permit online registration (which the student would not see).

Registering the student

First, let's get oriented:

  • My Courses shows any courses for which the student is already registered for that term.
  • Available Courses shows the courses for which the student may be registered.
  • indicates that the student has already passed this course. This only appears for courses which are set to not count retakes in earned credits. It does not prevent you from registering the student for that course.

To register the student:

  1. Find a course under Available Courses and click in either the Enroll or Audit column.
  2. If you see in either column, the student can't be registered for that course. Reasons include:
    • The Max Enrolled or Max Auditors setting for the course is set to None.
    • The student has not fulfilled the prereqs to enroll in the course (the audit option may still be available in such cases).
    • The student has already registered for another section of that same course.
  3. As you select courses, the information for Available Courses updates:
    • The meeting times for courses having schedule conflicts with My Courses turn red.
    • The enroll/audit options for alternate sections of My Courses deactivate .
    • Hours/credits turn red if those courses would cause the student to run afoul of the term's Max Hours/Credits limit.
    • If you enroll the student in a course with no openings, her My Courses enrollment status will show Waiting List. You can manage the waiting list on the course roster, or wait for other enrollment changes to automatically move the student off the waiting list.
  4. To remove the student from a course, click under My Courses.
  5. Click Save to finish. You can also click Undo Changes to erase any changes you made since you last saved registration.

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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