Section K: Registration Override Request System

Transcription

1 Section K: Registration Override Request System 1. REGISTRATION OVERRIDE SYSTEM INTRODUCTION CARLETON CENTRAL PAGES INFORMATION PAGE REGISTRATION OVERRIDE REQUEST SUMMARY PAGE REGISTRATION OVERRIDE REQUEST FORM SZASRPO FORM CROS REQUEST TAB TIMETABLE LINK/FULL SESSION COURSES TAB RESTRICTIONS TAB RESERVED SEATING TAB PREREQUISITES TAB ENROLMENT TAB PROGRAM TAB LOCKS TAB HOW TO PROCESS A CROS REQUEST SUBMITTED ONLINE STEPS TO PROCESS A REQUEST AUTOMATIC APPROVE A REQUEST PARTIAL APPROVAL CANCEL A REQUEST PENDING DEPARTMENTAL APPROVAL DENY A REQUEST HOW TO GRANT AN OVERRIDE IF THE STUDENT HAS NOT APPLIED THROUGH CARLETON CENTRAL MASS OVERRIDES HOW TO LOCK A COURSE CROS REPORTS RO_CROS_WORKSHEET RO_CROS_REQUEST RO_CROS_STATS REG_PERMIT_LIST RECOMMENDED MESSAGE TO STUDENTS OVERRIDE REQUESTS RELATED POLICIES HELP FOR STUDENTS FOR ACADEMIC DEPARTMENTS: DOCUMENTATION INSTRUCTIONAL VIDEOS... 53

2 1. REGISTRATION OVERRIDE SYSTEM 1. 1 INTRODUCTION A registration error message is generated when a student s attempt to register in a course is unsuccessful due to any one of the following circumstances: Course restrictions The course has reached its full capacity (i.e. it is full) The student does not meet the prerequisite requirements The course requires departmental approval Academic departments have the ability to override some of the registration errors using SZASRPO form in Banner. Prior to the implementation of the Registration Override System, students had to manually submit override requests to the department offering the course. Each department had their own procedure to follow and their own form to fill. The Registration Override Request System (CROS) was introduced in June 2009 in order to standardize and streamline the process of handling registration override requests. The Registration Override Request System consists of the following elements: Registration Override Request Form in Carleton Central (electronic application form) SZASRPO form in BANNER (request processing facility) SZACROK form in Banner (course locking facility) GREPORTs: o RO_CROS_WORKSHEET (override requests for a selected term in Excel format) o RO_CROS_REQUEST (details of a single request + student academic history) o RO_CROS_STATS (Registration Override Request System stats) 2

3 2. CARLETON CENTRAL PAGES The Registration Override Request System is represented in Carleton Central with the following pages: Registration Override Request System Information page Registration Override Request Form Registration Override Request Summary page 2.1 Information Page The Registration Override Request System Information page was created to provide students with general information on the system and request processing timeline. Students must go through the Information page in order to access the summary page or request form. The text of the Information page is provided below: Students seeking permission to register in a course that has reached its capacity or a course for which they lack prerequisites should provide the required information using the Registration Override Request Form. Please note: 1. Submitting a request does not guarantee a space in the course. The department offering the course will review requests within 5 business days and make a decision based on student need and space availability. 2. If you are eligible to register in the requested course (e.g. you meet the course prerequisites and restrictions) but the course is full, please continue trying to register in the course while you request is being processed by the department. Space may become available as students make registration changes. 3. You can check the status of your request on the Registration Override Request Summary page. When the decision is made, an automatic will be sent to your Connect address. 4. If your request is approved, you will be granted a registration override. Please note that the override has an expiry date assigned by the department. If you do not use the override to register in the course before it expires, you will have to submit a new request which may not be granted the second time. 5. The Registration Override Request Form is open during registration and will close 48 hours prior to the close of registration. 6. If you need help, please contact the Registrar's Office by phone at (613) or by at registrar@carleton.ca. Please note that the Registrar's Office can only act on 3

4 requests sent from your MyCarleton account. Prerequisite waiver: If you believe that you have obtained the necessary prerequisites at a previous institution, please describe your prerequisite knowledge on the Registration Override Request Form and indicate whether you will be submitting relevant non-carleton transcripts to the department to support your request. Please note that in this case your request will be processed within 3-5 business days from the day the transcripts are received by the department. Continue to check the status of you request on the Registration Override Request Summary page, as the department may ask you to provide more information. To proceed press on the CONTINUE button. 2.2 Registration Override Request Summary Page The Registration Override Requests Summary page is accessible from the Registration menu: 4

5 The Registration Override Request Summary page lists registration override requests submitted by the student in the selected term. The Current CROS Requests table displays the status of the submitted request and the message to student entered by the department or the system. The Registration Override Request Summary page provides students with the following options: view a request cancel a request submit a new request 2.3 Registration Override Request Form The Registration Override Request Form is accessible from the Add or Drop Classes page and from the Registration Override Request Summary page (Submit a Request button). 5

6 Student selects a course from the drop down menu or enters a CRN and presses the GO button. The application form displays the student and the selected course information (course description, registration error and departmental approval requirement). Registration error not available means that the student had not attempted to register in the course. If the course has a linked component, student must select a component from the drop down menu. Reason for applying is also a mandatory field. If no reason on the menu applies, Other reason should be selected, and comments entered in the Comments and Explanation field. If "I am lacking a prerequisite" reason is selected, the student must describe the prerequisite knowledge and indicate whether additional non-carleton transcripts will be submitted to the department. 6

7 If request submission is successful, the following confirmation text appears as the page updates: Thank You for your request. The department offering the course will review the requests within 5 business days and make a decision based on student need and space availability. To view the status of submitted requests, or to cancel a request, go to the Registration Override Requests page. If the submission is unsuccessful, an error message is displayed. Table 2: CROS Error Messages Error Message You must select a reason from the pick list provided. You have selected OTHER as a reason for submission but have not provided an explanation. Action Student must select a reason for applying and resubmit the request. Student must enter a brief explanation and resubmit the request. 7

8 You have selected the prerequisite reason but have not provided a description of prerequisite knowledge or equivalent courses. You have indicated that the reason for your submission is prerequisite related but have not indicated if you have/will be submitting additional transcript. The course you have requested an override for has linked courses. You must select one linked course from each group. The request you are submitting already exists in the system. Student must enter a description of prerequisite knowledge and resubmit the request. Student must indicate whether additional non- Carleton transcripts will be delivered to the academic department and resubmit the request. Student must select a linked course and resubmit the request. Student should consider selecting another section of the course or a different tutorial. Upon successful submission students have an option to: return to Add or Drop Classes page to continue registration go to the Registration Override Requests Summary page make another request change the term and make a request for another term 2.4 Registration Override Request System and WAITLIST (new) It is not recommended to grant overrides for a course that has a waitlist as overrides may interfere with the waitlist operation. Consider the following situation: a space in the course has become available and was offered to the top student on the waitlist by the waitlist mechanism. At the same time an override was granted to another student in SZASRPO. If the student with an override attempts to register in the course BEFORE the top student on the waitlist uses their offer, the student with the override will be able to register successfully, but the waitlist student will lose their chance to register AND their space on the waitlist. Therefore, waitlist functionality works best non-mandatory courses that fill on the first come first served basis and do not require overrides. When a student attempts to submit a CROS request for a course that has a waitlist, the following message is displayed on the Registration Override Request form: If you are submitting this request because the course is full and otherwise you meet the course restrictions and prerequisite, please put yourself on the waitlist on the Add or Drop Course page by entering the CRN, pressing Submit Changes and then selecting "waitlist" from the Action menu AND pressing Submit Changes again. Otherwise, proceed with your request. 8

9 Note: 1. Students have the ability to submit a CROS request for a waitlisted course unless the course is locked in SZASCROK. 2. A new column is added to RO_CROSWORKSHEET: Registration Status. This will allow departments to identify students on the waiting list. WL status means that the student is on the waitlist for the course section. 3. SZASRPO FORM SZASRPO form displays Registration Overrides requests made by the student in the term specified. To access a particular request, enter the Request Number and click Next Block. To view all requests submitted by the student for a particular department (Subject) in the term specified, enter Term, Student ID and Department (Subject) and click next block. The oldest request is the first one to be displayed. Scroll to the bottom to get to the newest request. 9

10 To move from request to request use the scroll bar located beside the right border of the Primary Request block (see below). SZASRPO form consists of two blocks: Primary Request and Students Permits and Overrides. NOTE! In the old version of SZASRPO the Primary Request and Students Permits and Overrides blocks were not linked, and the Students Permits and Overrides block displayed all overrides entered for the student in the term specified. In the new SZASRPO form the Primary Request and Students Permits and Overrides blocks are linked. Hence, the Students Permits and Overrides block displays overrides that correspond to the request currently displayed in the Primary Request block. 10

11 The Primary Request block displays seven tabs: Link/Full Session Courses, Restrictions, Reserved Seating, Prerequisites, Enrollment, Program and Locks. 3.2 CROS REQUEST TAB The CROS Requests tab displays request data submitted by student online and the decision made by the department on the request. Table 3: CROS Request tab fields Field Name Description Request No Submit Date Status Unique number given to the request by the system Date when the request was submitted by the student in Carleton Central Status of the request (Application Received, Pending Transcript, Pending Departmental Approval, Cancelled by Student, Cancelled by 11

12 Status Date Updated By Transcripts will be submitted Transcripts Received Course Reason Reason Details Denial Reason Departmental Approval Required Error Message Comments (for office use only) Message to student Department, Cancelled by System, Expired Override and Locked Course) Date when the request was submitted by the student in Carleton Central Name of the person who updated the status of the request Indicates whether the student will be submitting additional Non- Carleton transcripts to prove their prerequisite knowledge. Indicates whether additional Non-Carleton transcripts to the department have been received by the department. CRN of the requested course Reason for submitting the request Student comments Reason for denying the request (mandatory, if the status of the request is Denied) Indicates whether the course requires Departmental Approval (Special Approval field in SSASECT has the code of DP) The registration error message the student received when attempted to register in the course. No error available means that the student has not attempted to register. Comments made by departmental staff. A message to student entered by departmental staff. The Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. Note that you can select a message from the list AND extend it by typing additional text. Request status represents the stage of request processing and the decision made. Table 4: Status chart Status Description Application Received Pending Transcript Pending Departmental Approval Approved Partial Approval The request has been successfully submitted. The request has been successfully submitted. The student is lacking a prerequisite and will submit additional transcript(s) to the department to prove prerequisite knowledge. The department needs more time process the request. Possibly to send the request to the instructor or lab coordinator. The request has been approved. Not all elements of the request have been approved. Alternatives suggested. 12

13 Cancelled by student Cancelled by department Denied Cancelled by System Expired Override Locked Course The request has been cancelled by the student The request has been cancelled by department The request has been denied. The request has been cancelled by the system due to successful registration of the student in the requested course. The override granted for the request was automatically removed from SZASRPO since it had not been used before the expiry date. The student may reapply. The course has been locked by the department. The request does not have to be viewed or processed by the department. 3.3 TIMETABLE The CROS Requests tab has the View Timetable button. Click on the button to open a printable version of the student timetable in a new window. Scheduling conflicts and unscheduled courses, if any, are displayed at the bottom of the page. The timetable is the exact replica of the timetable the student sees in Carleton Central: 13

14 New! When there is a course conflict, the improved Timetable function in SZASRPO shows the day and time of the course in conflict. 14

15 3.3 LINK/FULL SESSION COURSES TAB The Link/Full Session Courses tab lists course components requested by the student, such as labs and tutorials. Also, for full session courses the tab displays winter sections of course and requested course components. In order to display the course information such as error message, restrictions and reserved seating, for the requested course components (lecture, lab, tutorial, etc.), two internal tabs have been added to the Link/Full Session Courses tab. Highlight a component and click on the Restrictions tab to see course restrictions or on the Reserved Seating tab to see reserved seating information. 15

16 3.4 RESTRICTIONS TAB Restrictions tab displays restrictions imposed on the requested course. 3.5 RESERVED SEATING TAB Reserved Seating tab shows Reserved Seating Information for the selected course. 3.6 PREREQUISITES TAB Prerequisites tab displays prerequisites as set up in SSAPREQ and shows whether the student meets the prerequisites. 16

17 Prerequisites field displays the courses prerequisites and shows whether the student has successfully completed this course (test). If the Prerequisite Met box is checked, the student meets the course prerequisites. 3.7 ENROLMENT TAB The Enrolment tab displays maximum, actual remaining capacity of the course. 3.8 PROGRAM TAB 17

18 The Program tab displays the student academic information: degree, program, major(s), minor(s), concentration(s), level and class. 3.9 LOCKS TAB A new functionality has been added to SZASPRO form: the ability to stop an individual student from submitting further requests for a selected Subject. 1) Click the Locks tab in SZASRPO 2) Enter a Subject and a Message to Student 3) SAVE. The student would not be able to submit any more requests for the Subject but would instead receive the message entered by the department. To remove the lock, click on the subject, do Record > Remove. Please indicate in the Message to Student that the student s request did not go through and provide instructions on what needs to be done next. For example: Your request did not go through. Please contact the department. 18

19 4. HOW TO PROCESS A CROS REQUEST SUBMITTED ONLINE 4.1 STEPS TO PROCESS A REQUEST 1. Run the RO_CROS_WORKSHEET for your department (refer to the RO_CROS_WORKSHEET of the document) 2. View the request information on the RO_CROS_WORKSHEET report 3. Go to SZASRPO form in Banner 4. Review the request and student data and make a decision 5. Record the decision 6. Create an override (if the decision is to approve the request) Table 5 summarizes actions that need to be performed in order to process a CROS request submitted online. Table 5: Processing a request Status Pending Departmental Approval Approved Partial Approval Actions 1. Change the status of the request to Pending Departmental Approval. 2. Type a Message to Student or select a message from the Message to Student list. Note that you can select a message from the list AND extend it by typing additional text. 3. Save. 1. Change the status of the request to Approved. 2. Type a Message to Student or select a message from the Message to Student list. Note that you can select a message from the list AND extend it by typing additional text. 3. Create the override(s) for the course and course components (if any) in the Student Permits and Overrides block. 4. Save. 1. Change the status of the request to Partial Approval. 2. Type a Message to Student or select a message from the Message to Student list. Note that you can select a message from the list AND extend it by typing additional text. 5. Create the override(s) for the course and the alternative course components in the Student Permits and Overrides block. 19

20 Cancelled by department Denied 3. Save. 1. Change the status of the request to Cancelled by Department. 2. Type a Message to Student or select a message from the Message to Student list. Note that you can select a message from the list AND extend it by typing additional text. 3. Save. 1. Change the status of the request to Denied. 2. Click on the arrow beside the Denial Reason field and select a reason for denying the request 3. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. Note that you can select a message from the list AND extend it by typing additional text. 4. Save. 4.2 AUTOMATIC An automatic is sent to the student when the status of the request is changed from outstanding (Application Received, Pending Transcript, Pending Departmental Approval) to final (Approved, Cancelled by Department, Partial Approval, Denied). The system has been recently modified to send an automatic if the status of the request is changed from Locked Course to Approved. In all other cases, it is responsibility of the department to contact the student. For example, if the status of the request is changed from Application Received to Denied, an auto is sent to the student. Another example: the status of the request is changed from Denied to Approved. In this case an auto is not sent and the department should contact the student to inform about the status change. Table 6: Automatic New Status Approved Partial Outstanding Approval Status Cancelled by department Pending Departmental Approval Denied Application Received Pending Transcript Pending Dep. Approval Locked Course 20

21 4.3 APPROVE A REQUEST Watch the instructional video on how to approve a CROS request at To approve a request: 1. Login to Banner and go to SZASRPO form. 2. There are two ways to access a request: Enter the Request Number and click Next Block or Enter the Term, Student ID and Department, click Next block, and scroll down until the request is displayed. 3. Change the status of the request to Approved (click on the arrow beside the Status field and select Approved) 4. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. 21

22 Note: a. You can select a message from the list AND extend it by typing additional text. b. If the Message to Student field already contains a text message AND you select a message from the drop down menu, the selected message will be appended to the original text message. If you do not want the selected message to be appended, delete the original text message. c. The Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. 5. Double click on the Permit field in the Student Permits and Overrides block and select a type of the override Note: a. Overall and Capacity override types would allow the student to register in a closed section, thus, increasing the maximum enrollment of the section. To avoid the problem consider other override types or their combination. b. Refer to Table 2 below for more information on override types. Table 7: Override Types Code Description Notes Registration Error message CAPACITY Capacity and The Capacity Permit allows automatic override of Closed Section or Reserve Closed registration error checking if the student registers Reserve Closed for a section of a course and the maximum capacity of seats has been exceeded. DEPAPP Dept. Approval Overrides the Special Approval required rule set and Duplicates for a CRN in SSASECT or when the department grants permission to register in two different sections of the same course Requires Department Approval or Duplicate Course DEPOVR Registration Restrictions Will override the rules set in SSARRES for a specific CRN: College, Level, Campus, Program, Class, Degree, Field of Study Faculty Restriction, Field of Study Restriction, Level Restriction, Year-In-Program- 22

23 Restriction, Program Restriction, Degree Restriction PREREQ Prerequisite Override Overrides prerequisite rules in SSAPREQ Prerequisite Error OVERALL Overrides All Overrides all rules All messages 6. Type the CRN of the course. Note that instead of CRN you can type Subject and Course Number. In this case the student will have access to all sections of the course, including tutorials. 7. Double click on the expiry date field and select an expiry date (optional). Note: a. Leaving the Expiry field blank will keep the override in effect until the end of registration for the term. b. If the override is not used by the student by the expiry date, it will be removed from SZASRPO by the system. c. You can view the details of the override in the REG_PERMIT_LIST report. d. The status of the request associated with the expired override will automatically change to Expired Override. e. The student will be allowed to re-apply for the override through Carleton Central. 8. If the course has a tutorial, click on the Link/Full Session Courses link to obtain the CRN of the tutorial. Create an override for the tutorial in the Student Permits and Overrides block as described in (6) (8). 23

24 Note: a. There is no need to provide an override for the Winter section of a full session course. As soon as the override for the Fall section of a full session course is saved, a dummy request for the Winter section of the course is created by the system and the override for the Winter section of the course is provided automatically. The dummy request would have the word AUTO in the Updated By field. b. Changes to a request for full session courses should be applied to the Fall section of the course. The system will automatically copy the changes to the dummy Winter request. 24

25 9. Save. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request has been approved. Dear Jane Doe, This is to inform you that your registration override request number has been approved. Request details: Winter CRN: 15134, Course: ANTH1001B Current status of the request: Approved Comments: Please register for the course using the CRN number on the Add/Drop Classes page of Carleton Central. Overrides granted: CRN: 15134, Course: ANTH1001B, Expiry Date: No Expiry Please note that if the CRN above is not specified ( none ) you may register in any section of the course. It is important to register in this course before the override's expiry date. After the expiry date the override is no longer valid. If your override has expired and you are still interested in the course, please submit a new override request. How to Register: Please register for the course using the CRN number (e.g ) or the subject/course code/section (e.g. PSYC1001A) on the Add/Drop page of Carleton Central. For linked courses, remember to register for the lecture and the tutorial, lab or discussion group at the same time. For full session courses, please register in the Fall term only, you will be automatically registered in the Winter portion of the course. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. Note that if the original status of the request was Locked Course and the status has been changed to Approved, the following is sent to the student. 25

26 Dear Jane Doe, Our records indicate that you have attempted to submit an override request for the locked course below. This is to inform you that your registration override request number has been reviewed by the department, due to your circumstances, and has been approved. Request details: Winter CRN: 15134, Course: ANTH1001B Current status of the request: Approved Comments: Please register for the course using the CRN number on the Add/Drop Classes page of Carleton Central. Overrides granted: CRN: 15134, Course: ANTH1001B, Expiry Date: No Expiry Please note that if the CRN above is not specified ("none") you may register in any section of the course. It is important to register in this course before the override's expiry date. After the expiry date the override is no longer valid. If your override has expired and you are still interested in the course, please submit a new override request. How to Register: Please register for the course using the CRN number on the Add/Drop page of Carleton Central. For linked courses, remember to register for the lecture and the tutorial at the same time. For full session courses, by registering in the Fall term portion, you will automatically be registered in the Winter term portion. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 4.4 PARTIAL APPROVAL Partial Approval status means that not all elements of the request have been approved. For example, you have a space for the student in the lecture component of the course, but the lab section that the student requested is full. You can enter an override for the lecture only and advise the student through the Message to Student to submit a new request for a different lab. Or, 26

27 you can enter two overrides (one for the lecture and one for the lab that fits the student s schedule) and communicate the decision to the student through the Message to Student field. To partially approve a request: 1. Login to Banner and go to SZASRPO form. 2. There are two ways to access a request: Enter the Request Number and click Next Block or Enter the Term, Student ID and Department, click Next block, and scroll down until the request is displayed. 3. Change the status of the request to Partial Approval (click on the arrow beside the Status field and select Partial Approval) 4. Follow the instructions on how to approve a request provided in 4.3. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request has been partially approved. 27

28 Dear Robin McCorkell, This is to inform you that your registration override request number has been partially approved. Request details: Fall CRN: 31613, Course: ENGL1000A Current status of the request: Partial Approval Comments: Overrides granted: CRN: 31613, Course: ENGL1000A, Expiry Date: No Expiry It is important to use your override to register in the course before the override's expiry date. After the expiry date the override is no longer valid. If your override has expired and you are still interested in the course, please submit a new override request. How to Register: Please register for the course using the CRN number (e.g ) or the subject/course code/section (e.g. PSYC1001A) on the Add/Drop page of Carleton Central. For linked courses, remember to register for the lecture and the tutorial, lab or discussion group at the same time. For full session courses, please register in the Fall term only, you will be automatically registered in the Winter portion of the course. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 4.5 CANCEL A REQUEST Departments have the ability to cancel a request. Note that the student will be able to reapply for the same course. To partially approve a request: 1. Login to Banner and go to SZASRPO form. 2. There are two ways to access a request: 28

29 Enter the Request Number and click Next Block or Enter the Term, Student ID and Department, click Next block, and scroll down until the request is displayed. 3. Change the status of the request to Cancelled by Department (click on the arrow beside the Status field and select Cancelled by Department) 4. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. Note: a. You can select a message from the list AND extend it by typing additional text. b. If the Message to Student field already contains a text message AND you select a message from the drop down menu, the selected message will be appended to the original text message. If you do not want the selected message to be appended, delete the original text message. c. The Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. 5. Save. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request has been cancelled. 29

30 Dear Gabriella Ienzi, This is to inform your registration override request has been cancelled. Please read the comments below. Request details: Fall CRN: 36453, Course: ALDS4709A Current status of the request: Cancelled by Department Comments: This course is not full; you should have no problem registering. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 4.6 PENDING DEPARTMENTAL APPROVAL If the academic department needs more time than 5 business days to process a request, the Pending Departmental Approval Status may be assigned to the request. To assign the Pending Departmental Approval status: 1. Login to Banner and go to SZASRPO form. 2. There are two ways to access a request: Enter the Request Number and click Next Block or Enter the Term, Student ID and Department, click Next block, and scroll down until the request is displayed. 3. Change the status of the request to Pending Departmental Approval (click on the arrow beside the Status field and select Pending Departmental Approval) 4. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. Note: a. You can select a message from the list AND extend it by typing additional text. b. If the Message to Student field already contains a text message AND you select a message from the drop down menu, the selected message will be appended to the original text message. If you do not want the selected message to be appended, delete the original text message. 30

31 c. The Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. 5. Save. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request is pending departmental approval. Dear Taylor Butler, This is to inform you that the status of your registration override request number has changed to Pending Departmental approval. Please read the comments below. Request details: Fall CRN: 36164, Course: ANTH1003A Current status of the request: Pending Departmental Approval Comments: To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 31

32 4.7 DENY A REQUEST Watch the instructional video on how to deny a CROS request at To deny a CROS request: 1. Login to Banner and go to SZASRPO form. 2. There are two ways to access a request: Enter the Request Number and click Next Block or Enter the Term, Student ID and Department, click Next block, and scroll down until the request is displayed. 3. Change the status of the request to Denied (click on the arrow beside the Status field and select Denied) 4. Click on the arrow beside the Denial Reason field and select a reason for denying the request 5. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. Note that you can select a message from the list AND extend it by typing additional text. If the Message to Student field already contains a text message AND you select a message from the drop down menu, the selected message will be appended to the original text message. If you do not want the selected message to be appended, delete the original text message. 6. Also note that the Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. 32

33 7. Save. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request has been denied. Dear Gabriella Ienzi, This is to inform you that your registration override request number has been denied. Request details: Fall CRN: 34910, Course: ACCT5001B Current status of the request: Denied Reason for denying: Class is full and at room capacity Comments: At this time this course cannot accommodate any more students. Please continue to check for space as students make registration changes. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 33

34 5. HOW TO GRANT AN OVERRIDE IF THE STUDENT HAS NOT APPLIED THROUGH CARLETON CENTRAL If the student has not applied for the override online, you must create a new CROS record in SZASRPO. Watch the instructional video on how to grant an override for a student who has not applied online at 1. Login to Banner and go to SZASRPO form 2. Enter Term, Student ID and Department, click Next block Note: If there is no CROS request in the system for the student, the following message will pop up: FRM-10350: Query caused no records to be retrieved. Click OK. Note that there is no need to use Record > Insert in this case. A new CROS request has been already generated by the system. The Request Number field has been automatically populated with the new request number and the Status of the request is automatically set to Approved. The Reason will also automatically be set to Requested on behalf of the student. Go to step If there is at least one request for the student in the system, check that the request that you are about to create does not already exist in the system. 34

35 Note that the system will not allow you to save a CROS request if a request for the same course already exists in the system. 4. If a request for the course already exists in the system, use it to grant the override. For example, if there is a request for ECON 1000 A and ECON 1000 A01 (tutorial) in the system and the student requests an override for ECON 1000 A and ECON 1000 A02, use the existing request to grant the override. Change the status of the request to Partial Approval. Keep the override for ECON 1000 A and remove the override for ECON 1000 A01. Enter the override for ECON 1000 A If there is no request for the course in the system, click on Record and select Insert. The system will generate a new CROS record with the Status automatically set to Approved. The Reason will also automatically be set to Requested on behalf of the student. 6. Click on the arrow next to the Course field and scroll down to select the course from the drop down menu. Click OK. 35

36 7. Type a Message to Student or click on the arrow next to the Message to Student field and select a message from the list. Note: a. You can select a message from the list AND extend it by typing additional text. b. The Message to Student drop down menu displays messages that correspond to the current status of the request. Each status has its own set of predefined Messages to Student. 8. If the course has tutorials, click on the Link/Full Session Courses tab. Click on the arrow next to the CRN field and select a tutorial. 9. Double click on the Permit field in the Student Permits and Overrides block and select a type of override 10. Type the CRN of the course. Note that instead of CRN you can type Subject and Course Number. In this case the student will have access to all sections of the course, including tutorials. 11. Double click on the expiry date field and select an expiry date (optional). Note: a. Leaving the Expiry field blank will keep the override in effect until the end of registration for the term. b. If the override is not used by the student by the expiry date, it will be removed from SZASRPO by the system. c. You can view the details of the override in the REG_PERMIT_LIST report. 36

37 d. The status of the request associated with the expired override will automatically change to Expired Override. e. The student will be allowed to re-apply for the override through Carleton Central. 12. Create an override for the tutorial in the Student Permits and Overrides. Note: There is no need to provide an override for the Winter section of a full session course. As soon as the override for the Fall section of a full session course is saved, a dummy request for the Winter section of the course is created by the system and the override for the Winter section of the course is provided automatically. The dummy request would have the word AUTO in the Updated By field. 37

38 Changes to a request for full session courses should be applied to the Fall section of the course. The system will automatically copy the changes to the dummy Winter request. 13. Save. Note that as soon as the record is saved, an auto is sent to the student to notify the student that the request has been approved. Dear Gabriella Ienzi, This is to inform you that your registration override request number has been approved. Request details: Fall CRN: 34650, Course: AFRI1001A Current status of the request: Approved Comments: Please register for the course using the CRN number on the Add/Drop Classes page of Carleton Central. Overrides granted: CRN: 34650, Course: AFRI1001A, Expiry Date: No Expiry CRN: 37385, Course: AFRI1001A07, Expiry Date: No Expiry Please note that if the CRN above is not specified (?none?) you may register in any section of the course. It is important to register in this course before the override's expiry date. After the expiry date the override is no longer valid. If your override has expired and you are still interested in the course, please submit a new override request. How to Register: Please register for the course using the CRN number (e.g ) or the subject/course code/section (e.g. PSYC1001A) on the Add/Drop page of Carleton Central. For linked courses, remember to register for the lecture and the tutorial, lab or discussion group at the same time. For full session courses, please register in the Fall term only, you will be automatically registered in the Winter portion of the course. To see the details of your request, please login to Carleton Central, click on the Registration Override Requests link under Student Services and select the term of the request. 38

39 6. MASS OVERRIDES SZACROM form allows mass granting of DEPAPP overrides for courses that require departmental permission (DP in the Special Approval field in SSASECT). Use the form if you have a course that requires departmental permission and you keep a list of students who would like to register in the course. Recently improved SZACROM form offers two ways of granting mass DEPAPP registration overrides: by CRN or by Subject and Course Number (NEW) - provides the student with the ability to register in any section of the course How to use the form Enter a term and select a course from the CRN pick list or a Subject and Course Number combination from the Subject & Course pick list. Note: Only courses that have DP in the Special Approval field in SSASECT are displayed in the pick list. For full session courses you need to grant mass overrides for Fall term only. Overrides for the corresponding Winter portion of the course will be provided automatically by the system. Enter Student IDs and press the Grant Overrides button. Click Ok on the pop up window. 39

40 As a result of a mass override a new CROS request will be created is SZASRPO for each student listed in SZACROM. The new request will have the following data: Status = Approved Reason for applying = Departmental permission required. Comments = Group override Message to Student = Departmental Permission has been granted If a CRN is selected, a DEPAPP override will be automatically entered for each student for the CRN and the term selected. If a Subject and Course Number combination is selected, a DEPAPP override will be automatically entered for each student for the Subject and Course number and the term selected. The override will provide departmental permission to register in any section of the course. Each student will receive an auto informing them that departmental permission has been granted for the course. 40

41 7. HOW TO LOCK A COURSE Watch the instructional video on how to lock a course or a group of courses at 1. Login to Banner and go to SZACROK form. 2. Enter Term and Department (or Subject) and click Next Block 3. The form consists of three blocks: the Course section, the Course Lock Information and a facility to lock multiple courses. To check whether the course is locked or not: 1. Highlight the course in the Course section. 2. The Course Lock Information block will display the lock information: the lock start and end date, the message to student and the name of the person who locked the course. 3. Note that if the Lock end date has passed, the course is no longer locked. 4. If the course has never been locked, the lock start and end date, the message to student and the user name fields will be blank. 41

42 To lock an individual course: 1. Highlight the course in the Course section 2. Double click on the Lock Start Date in the Course Lock Information block and select a start date. 3. Double click on the Lock End Date and select an end date. 4. Enter a Message to Student. If the Message to Student field is left blank, the following default message will populate the field upon saving: The course has been locked by the department. No further requests will be accepted for the course. SAVE. 42

43 To lock a group of courses: Departments have the ability to lock multiple courses (for example, all first year courses). 1. Select a level in the left section of the bottom block. 2. Double click on the Lock Start Date and select a start date. 3. Double click on the Lock End Date and select an end date. 4. Erase the default Message to Student and enter your own or keep the default message. 5. Press the Lock Multiple Courses button. An attempt to submit a request through Carleton Central for a locked course will be unsuccessful. The student will see the Message to Student entered into the system when the course was locked. Although the request will go through for statistical purposes, it does not have to be viewed or processed by the department. The status of the request will be Locked Course. If for any reason you need to see the requests of the type, run the RO_CROS_WORKSHEET report. To unlock an individual course: 1. Highlight the course in the Course section 2. Click on the Lock Start Date in the Course Lock Information block. 3. Go to Record 4. Select Remove 5. Save To unlock a group of courses: 1. Select a level in the right section of the bottom block. 2. Press on the Unlock Multiple Courses button. 43

44 8. CROS REPORTS 8.1 RO_CROS_WORKSHEET RO_CROS_WORKSHEET report contains a list of registration override requests from the CROS system based on the criteria that the user enters when running the report. The report produces an Excel spreadsheet that is ed to the user. To run RO_CROS_WORKSHEET report for your department: 1. Go to GREPORT 2. Double click on the name of the report (RO_CROS_WORKSHEET) 3. Enter the current term and your department 4. Double click on the Status field and select Outstanding 5. Make sure that your address is correct 6. Press on the Deselect All button and select columns you wish to appear on your report (optional) 7. Click Submit 8. The report will be delivered to you via 44

45 Note: Outstanding status includes Application Received, Pending Transcript and Pending Departmental Approval statuses. If you leave the Status field blank the report will list all requests submitted by the students including requests that have been already processed (Approved, Denied, Cancelled by Department) and requests that no longer need to be processed (Cancelled by Student, Expired and Cancelled by System). RO_CROS_WORKSHEET report displays cross listed courses that the department hosts. For example, HIST 3305 is cross-listed with LAWS Requests for HIST 3305 and LAWS 3305 will be displayed on the RO_CROS_WORKSHEET run for the Department of History and the Department of Law. It is up to the departments to decide which department will be processing CROS requests for the courses. Term is the only mandatory parameter for report. Refer to the table below for more information on how to use other parameters. Table 1: RO_CROS_WORKSHEET parameters The report can be run for a student instructor faculty CRN level subject department subject + course subject + course + section The report will display all requests submitted by the student in the selected term all requests for courses taught by the instructor in the selected term all requests for the faculty in the selected term all requests for the CRN in the selected term all requests submitted by students that belong to the selected level (graduate, undergraduate) all requests for courses that belong to a particular subject in the selected term all requests for courses that belong to a particular department in the selected term all requests for courses that have the selected subject and course number in the selected term all requests for courses that have the selected subject, course number and section in the selected term Parameters to use Term, Student ID Term, Instructor ID Term, Faculty Term, Level, Department (optional), Subject (optional) Term, Subject Term, Department Term, Subject + Course Term, Subject + Course + Section 45

46 NEW! RO_CROS_WORKSHEET now has the following default field selections as they are the most common: Request Number, Status, Student ID, Full name, Program, Program Description, Minor 1 Description, Minor 2 Description, Year in Program, CRN, Subject, Course Number, Section, Error Message, Reason for Applying, Student Comments, Request Date, Prerequisites Met? NEW! When a student used to choose Other reason and type an explanation in the Comments & Explanations box on the request form in Carleton Central, the old version of RO_CROS_WORKSHEET report displayed the explanation in the Reason for Applying column. In the new version of RO_CROS_WORKSHEET the explanation will be displayed in the Student Comment column and Reason for Applying will say Other. 46

47 NEW! RO_CROS_WORKSHEET has a new column: Request X of Y where Y is the number of requests submitted by the student in the selected term (for all subjects). RO_CROS_WORKSHEET has another new column: Registration Status. The column replaces the old Registered? column. The change has been made to identify student currently on the waitlist (WL status). 8.2 RO_CROS_REQUEST You can run the report by Request Number OR Student ID, Request Term and Request Course. Enter Student ID and Term and double click on the Request Course field to view the list of requests submitted by the student in the selected term. Select a request and click the Submit button. 47

48 The functionality and reporting features of the REG_ACADEMIC_HISTORY report have been combined with the functionality of RO_CROS_REQUEST report. New and improved RO_CROS_REQUEST displays student academic history and details of a single request. Since the report is in PDF form it can be easily mailed to instructors and lab coordinators. Request Information: 48

49 Student Academic History: 8.3 RO_CROS_STATS RO_CROS_STATS report displays the following information for every course that has at least one CROS request: of requests with the Application Received status # of requests with the Approved status # of requests with the Denied status # of requests with the Partial Approval status # of requests with the Pending Departmental Approval status # of requests with the Pending Transcripts status # of requests with the Cancelled by Student status # of requests with the Cancelled by Department status # of requests with the Cancelled by System status Total number of requests # of active overrides (currently in SZASRPO) # of used overrides # of expired overrides 49

50 # of granted overrides # of unused overrides Actual enrollment Max enrollment You can run the report by Faculty, Department or Subject. The report is in Excel format. Note that the report displays courses that have at least one CROS request in the system. 50

51 8.4 REG_PERMIT_LIST REG_PERMIT_LIST report has been modified to display both active (currently in SAZSRPO) and expired (deleted from SAZASRPO and archived) overrides. Note that you can request REG_PERMIT_LIST for a course only if at least one override has been granted for the course. If a course is not in the pick list, no overrides have been granted for the course. Updated REG_PERMIT_LIST report displays the expiry date, the name of the person who removed the override and the date when the override was removed. 51