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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/Permission - Classes are sometimes restricted to students who are officially enrolled in the school offering the course, such as Business or Nursing. Class notes often provide this guidance. Also see "class details" when searching for classes to view the Bulletin Description of the Course for noted pre/co requisites. 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 grant appropriate permissions allowing you to attempt to register for the course. School authorization does not always guarantee students a seat in the class, it simply permits the student to enroll should a seat be available.
    Students can view their class permissions by navigating to One.IU, clicking on the search box and typing Student Center then clicking on the Student Center task icon. Then go to View Class Permissions.
  • 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

a

  1. Enter Academic Institution.
  2. 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.
  3. 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).
  4. 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.
  5. Click b 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

c

Note: Check your enrollment capacity for the class section so you do not create more
permissions than you have available.

  1. Review Student Specific Permissions. Defaults from the Schedule of Classes – BasicData page.
  2. 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.
  3. Click to add a permission number.
  4. Review Sequence Number. The system generates a sequence number and assigns it to each permission based on the order you create the permissions.
  5. 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”.
  6. 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.;
  7. 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.'
  8. 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.
  9. Enter ID. This is the identification number of the student whom you are assigning
  10. Click d 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 over enrolled classes with “A” Permissions
  • All classes have the SSP checkbox checked On the Schedule of Classes – Basic Data page (except IUEAA)