Enrollment Authorization Departmental Guide
Overview / Types of
Restrictions / Types of Permission /
How to Grant Students Authorization to Enroll /
Summary
Overview - While
building the Schedule of
Classes departments may at their discretion place enrollment restrictions on
courses to ensure students meet a certain enrollment criteria in order to
register in the course. Students not meeting these enrollment restrictions are
instructed to contact the department which offers the course to determine
eligibility. This document is designed to orientate you to both restrictions and
permissions while providing instruction on granting students authorization to
enroll.
Types of Restrictions:
- Class Permissions - During registration any course which has
"PERM" next to the class number requires specific approval for the student
to enroll. The students are instructed to contact the department which
offers the course to determine if you are eligible. Should the
department approve your eligibility, it will load an appropriate code to
the registration system which allows you to
register.
- School Code Authorization - Any section which has a school code
listed beside it (i.e. 11213 BUS) is restricted to students who are
officially enrolled in the school offering the course, such as Business or
Nursing. If you are not enrolled in the school and wish to enroll in the
class, contact the school or department which offers the course to determine
if you are eligible. Should the department approve your eligibility, it will
load an appropriate code to the registration system which allows you to
attempt to register for the course. School code authorization does not
guarantee the student a seat, it simply tells the registration system to let
the student enroll should a seat be available.
- Class Standing Restriction - In some cases departments require
students have a certain class standing (sophomore, junior, etc.) In order to
enroll in a particular course. This restriction is typically listed in the
course note in the Schedule of Classes. If your class standing does not meet
the minimum requirement, call the department offering the course to
determine if you are eligible. Should the department approve your
eligibility, it will load an appropriate code to the registration system
which allows you to attempt to register for the course. Class standing
authorization does not guarantee the student a seat, it simply tells the
registration system to let the student enroll should a seat be available.
- Career (Level) Restriction - Undergraduate students are
restricted from registering in Graduate-level courses without specific
permission from the Graduate course department. This restriction is to guard
against the following:
- Transcript statistics are sorted by student level (career):
Undergraduate, Graduate, Medical, Dental, Law. If an Undergraduate student
enrolls in a graduate-level course, that course would sort to the
Undergraduate portion of the official transcript and be calculated in those
hours earned and GPA. Generally, students would want a graduate-level course
included in their Graduate GPA summary.
- Undergraduate students pay less in tuition and fees than do graduate
students so they are restricted to undergraduate courses as part of the
registration system.
note: Departments may also use class
permissions, on occasion, to give a student permission to enroll in a closed
class.
Types of Class Permission - Class permissions are numbers that you can associate with a class and
assign to students to use at enrollment time.
- “A” Permission – Gives student permission
to enroll in any class regardless of Class Capacity
- “P” Permission – Gives student permission
to enroll in a class if space is available
How to Grant Students Authorization to Enroll:
- On the Class Permission Numbers page, enter the ID Numbers of students who
have permission to enroll in a specific class
- If a student’s name has been entered on the Class Permission Number page
for a
particular class, at enrollment time the student can enroll in the class and
the
system automatically allows him or her entrance provided that he or she
enrolls
prior to the Expire Dt (Expire Date) of the permission
- Once the student enrolls in the class, the system records the permission
as used
and records the use date
- The status of the permission and the use date are displayed on the Class
Permission Numbers page
Find an Existing Value
Navigation: Home>Manage Student Records>Establish Courses>Use>Class Permission
Numbers
- Enter Academic Institution.
- Enter Term. An administrative time period, within which sessions are defined,
students
are billed and statistics are accumulated for individual students as well as for
the entire
school.
- Enter Subject Area. Subject Area=legacy Department abbreviation with the
alpha
character prefix from the legacy Course Number (e.g., IUIS = ENG, SIS = ENG-W).
- Enter Catalog Nbr. Catalog Number = legacy Course Number without the alpha
character prefix (e.g., IUIS = W131, SIS = 131). This will narrow your search
results.
- Click
to get a list of classes that have already been scheduled for the term you
selected. Click any of the links on the class you wish to create the permission
numbers.Create Student Specific Class Permission Numbers
Note: Check your enrollment capacity for the class section so you do not
create more
permissions than you have available.
- Review Student Specific Permissions. Defaults from the Schedule of Classes – BasicData page.
- Enter Default Date. This is the default expire date for each permission. When
you addpermissions for a class, the system populates the Expire Dt (Expire Date) column
with
the Default Date value.
- Click to add a permission number.
- Review Sequence Number. The system generates a sequence number and assigns it
to
each permission based on the order you create the permissions.
- Review Permission Used. When you create a permission, the system displays the
status
of the permission as “Not Used”. When the student enrolls in the class, the
system
changes the status to “Used”.
- Review Use Dt. The date the student used the permission. When a student uses
a
permission number, the system updates the Class Permission Numbers page by
displaying the name of the student who used the permission, the status of
“Used”, and the
Use Dt.;
- Enter Expire Dt. For each student, enter the date the permission expires.
When you
enter new permissions, the system populates this field by default to the Default
Date
field value. If the student does not use the permission by the expire date, the
student no
longer has permission to enroll in the class.'
- Enter Perm Type. (Enter “A” or “P”) The system populates the permission type
field to
“Add” by default for students enrolling in a class. This field is editable only
for those
classes where the Student Specific Permission check box is selected on the Basic
Data
page.
- Enter ID. This is the identification number of the student whom you are
assigning
- Click
to save the permissions you created.
Summary
- Class permissions are numbers that you can associate with a class and
assign to
students to use at enrollment time
- The enrollment engine enrolls the student with a permission number into
the class he
or she requests
- Permission Numbers
- “A” Permission – (“A” Authorization in legacy) Gives student permission to
enroll in any class regardless of Class Capacity
- “P” Permission – (“P” Authorization in legacy) Gives student permission to
enroll
in a class if space is available
- Permissions management will be important for “A” Permissions
- Use the IUIE edit to identify overenrolled classes with “A” Permissions
- All classes have the SSP checkbox checked On the Schedule of Classes –
Basic Data
page (except IUEAA)
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