Student Records Training Level IIA
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- Dana Tucker
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1 ` Student Records Training Level IIA Assigning Overloads... 2 Assigning Student Specific Permissions... 4 Assigning Class Permission Numbers... 6 Changing Classes to Pass/Fail... 8 Adding a Class Swapping a Class Dropping a Class Adding to Waitlist Adding to Waitlist Swapping to Waitlist Looking Up a Student... 38
2 Assigning Overloads To allow a student to take more than the maximum number of hours for a semester (i.e., assign the student an overload), 1. Go to Records and Enrollment > Student Term Information > Term Activate a Student. 2. Look up the student, and you will see the Term Activation page. Note If you need help looking up a student, see page Click the Enrollment Limit page (below). 4. Make sure you re overriding the correct student academic career (below). Updated March 29,
3 5. Check Override Unit Limits (below). 6. Type the Max Total Units and the Max No GPA Units that the student needs (below). 7. Click, and you will have assigned an overload for the student. Updated March 29,
4 Assigning Student Specific Permissions To manually add student s ID to a class, 1. Go to Records and Enrollment > Term Processing > Class Permission > Class Permission Numbers. 2. Type (or look up) the Term Subject Area Catalog Number Career 3. Click and you will see the Class Permission Numbers page. Updated March 29,
5 4. Enter the student ID that you would like to add to the class (below). 5. Add a row, and enter the ID of each student you need to add to the class. 6. Click. Updated March 29,
6 Assigning Class Permission Numbers To manually add permission numbers to a class, 1. Go to Records and Enrollment > Term Processing >Class Permissions > Class Permission Numbers. 2. Type (or look up) the Term Subject Area Catalog Number Career 3. Click and you will see the Class Permission Numbers page. Updated March 29,
7 4. Type the number of permission numbers you would like to add to the class and click Generate 5. Click and you will have added permission numbers for that class. 6. Press the arrow on the blue status bar. 7. Repeat steps 5-7 to add more permission numbers. Updated March 29,
8 Changing Classes to Pass/Fail To change a student s class to P/F ( pass or fail ), 1. Go to Records and Enrollment> Enroll Students > Enrollment Request. 2. Type (or lookup) The student s EmplID The student s Academic Career The Academic Institution The Term (below) 3. Click, and you will see the Enrollment Request page with a new row. 4. Choose Normal Maintenance from the Action dropdown box (below). 8 Updated March 29, 2013
9 5. Click to pull up the student s class schedule (below). 6. Click next to the class you want to change to P/F (below). Updated March 29,
10 7. Check Grading Basis Override (below). 8. Click (below) to look up the code for P/F. 10 Updated March 29, 2013
11 9. Click Stdnt P/F (below), and you will see it filled in for you back on the Enrollment Request page. 10. Click (below). 11. Wait until you see a Success message. If you see any Error messages, research them at the bottom of the page. 12. Click Study List at the bottom of the page to see the student s schedule. Below is an example of a class that has been changed to P/F: Updated March 29,
12 Adding a Class To add a class to a student s schedule, 1. Go to Records and Enrollment > Enroll Students > Enrollment Request. 2. Type (or lookup) the Student s EmplID Student s Academic Career Academic Institution Term (below) 3. Click, and you will see the Enrollment Request page with a new row. 4. Click to search for a class number (below). Note You can type the class number if you already know it. 12 Updated March 29, 2013
13 5. Type the subject abbreviation and catalog number of the class you want to add (below). 6. Click, and you will see a list of classes that match your search. 7. Click next to the class you want to add (below). Updated March 29,
14 Note You ll see that the class is in Pending status until you submit it. To add another class, 1. Click to add another row. 2. Repeat steps 4-7 above before you submit. A. If the class is variable credit, change the number of hours in the units taken box (below). B. If any additional overrides are necessary, click on the box to the left of the override (below). 14 Updated March 29, 2013
15 C. If a related component (lab or recitation) is needed, click next to the Related Class 1 box to see the available sections (below). 1. Click the appropriate section (below). 8. Click (below). Updated March 29,
16 Making Sure You Added the Class To make sure you added the class, 1. Look at the status messages (below). 2. Scroll to the bottom of the page. 3. Research any errors or message comments that you see. 4. Click Study List to see the student s complete schedule (below). 16 Updated March 29, 2013
17 Swapping a Class To swap one class for another, 1. Go to Records and Enrollment > Enroll Students > Enrollment Request. 2. Type (or lookup) the Student s EmplID Student s Academic Career Academic Institution Term (below) 3. Click, and you will see the Enrollment Request page with a new row. 4. Choose Swap Courses from the Action dropdown list (below). 17 Updated March 29, 2013
18 5. Click next to the Class Nbr box to see the student s current schedule (below). 6. Click next to the class you would like to swap (below). You ll see the class number filled in for you back on the Enrollment Request page. 18 Updated March 29, 2013
19 7. Click next to the Change To box. Note You can type the class number in the Change To box if you already know it. 8. Type the subject and catalog number of the class you d like to swap for (below). 9. Click, and you will see a list of classes that match your search. Updated March 29,
20 10. Click next to the class you want to swap (below). A. If the class is variable credit, change the number of hours in the units taken box (below). B. If any additional overrides are necessary, click on the box to the left of the override (below). 20 Updated March 29, 2013
21 C. If a related component (lab or recitation) is needed, click next to the Related Class 1 box to see the available sections (below). 1. Click the appropriate section (below). 11. Click (below). Updated March 29,
22 Making Sure you Swapped the Class To make sure you swapped the class, 1. Look at the status messages (below). 2. Scroll to the bottom of the page. 3. Research any errors or message comments that you see. 4. Click Study List to see the student s complete schedule (below). 22 Updated March 29, 2013
23 Dropping a Class To drop a class from a student s schedule, 1. Go to Records and Enrollment > Enroll Students > Enrollment Request. 2. Type (or lookup) the Student s EmplID Student s Academic Career Academic Institution Term (below) 3. Click, and you will see the Enrollment Request page with a new row. 4. Choose Drop from the Action dropdown menu (below). 23 Updated March 29, 2013
24 5. Click next to Class Nbr (below), and you will see a list of classes in which the student is enrolled. Drop Note You can type the class number if you already know it. 6. Click the next to the class you want to drop (below). Note To drop another class, 1. Click to add another row. 2. Repeat steps 4-6 above before you submit. 7. Click (below). Drop 24 Updated March 29, 2013
25 Making Sure You Dropped the Class To make sure you dropped the class, 1. Look at the status messages (below). 2. Scroll to the bottom of the page. 3. Research any error or message comments that you see. 4. Click Study List at the bottom of the page to see the student s complete schedule (below). Updated March 29,
26 Adding to Waitlist To add a student to a class waitlist: 1. Go to Records and Enrollment > Enroll Students > Enrollment Request. 2. Type (or lookup) the Student s EmpID Student s Academic Career Academic Institution Term (below) 3. Click and you will see the Enrollment Request page with a new row. 4. Click to search for a class number (below). Note You can type the class number if you already know it. 26 Updated March 29, 2013
27 5. Type the subject abbreviation and catalog number of the class you want to waitlist. Be sure you have unselected the Show Open Classes Only criteria so the Wait List courses will be included in your search results. 6. Click and you will see a list of classes that match your search. 7. Click next to the class you want to waitlist (below). Class Status will be displayed as: Updated March 29,
28 8. Select Enroll & check the Wait List Okay checkbox. Enter the course information for the class you are going to add the student to the Wait List. Note You ll see that the class is in Pending status until you submit it. To add/waitlist another class: 1. Click to add another row. 2. Repeat steps 4 8 above before you submit. 9. Click (below). 28 Updated March 29, 2013
29 Making Sure You Waitlisted the Class To make sure you waitlisted the class: 1. Look at the status messages (below) and scroll to the bottom of the page. 2. You should have one message comment confirming the waitlist has processed and it tells you the position number of the student on the Wait List (below). 3. Research any additional messages or errors, if present. 4. Click Study List to see the student s complete schedule (below). 5. MUST Check the Show Waitlisted Classes & and Refresh Class Schedule to see results. Updated March 29,
30 6. Scroll to the waitlisted class. The status should be Waiting (below). 30 Updated March 29, 2013
31 Dropping from Waitlist To drop a waitlisted class from a student s schedule: 10. Go to Records and Enrollment > Enroll Students > Enrollment Request. 11. Type (or lookup) the Student s EmpID Student s Academic Career Academic Institution Term (below) 12. Click and you will see the Enrollment Request page with a new row. 13. Choose Drop from the Action dropdown list (below). Click ) next to the Class Nbr box to see the student s current schedule (below). **Note You can type the number if you already know it. 31 Updated March 29, 2013
32 14. Select the waitlisted class you would like to drop (below). 32 Updated March 29, 2013
33 15. You ll see the class number filled in for you back on the Enrollment Request page. Click Submit. Making Sure You Dropped from the Waitlist To make sure you dropped the class: 7. Look at the status messages to make sure it was Success. Can also verify on the Study List. Updated March 29,
34 Swapping & Wait List The Swap action can be used to drop a student from a currently enrolled course and add them to a Wait List for another course. 1. Go to Records and Enrollment > Enroll Students > Enrollment Request. 2. Type (or lookup) the Student s EmpID Student s Academic Career Academic Institution Term (below) 3. Click and you will see the Enrollment Request page with a new row. 4. Select Swap action. Enter the enrolled course you are wanting to drop. Then enter the course information for the class you are adding the student to the Wait List. (Can use to search for appropriate classes). 34 Updated March 29, 2013
35 5. Click and you will see a list of classes that match your search. 6. Click next to the class you want to waitlist (below). Class Status will be displayed as: 7. Hit Submit after entering the course information as seen below. Updated March 29,
36 Making Sure You Swapped Classes To make sure the Swap processed appropriately: 8. Click Study List to see the student s complete schedule (below). MUST Check the Show Waitlisted Classes & Show Dropped Classes and Refresh Class Schedule to see results. 36 Updated March 29, 2013
37 You should see the original course dropped (student no longer enrolled) and the new class that the student is now on the Wait List for. Updated March 29,
38 Looking Up a Student Whenever you need to look up a student s EmplID, you can click the to the ID box. You will then see the Find an Existing Value page. next Note This page can look different depending on the procedure you are doing. To look up a student, 1. Type one of the following: The student s EmplID The student s assigned ID (000-52x-xxxx) The student s social security number The student s last and first names 2. Click, and you will see a list of students who match your search at the bottom of the page. Note If you ve searched for a student using his or her EmplID, National ID, or Campus ID, sometimes you will go directly to the screen you need without having to select the student from a list. 3. Click the name of the student you need, and you will have looked up the student. 38 Updated March 29, 2013
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