Revised 9/22/2016

Add Code Management Tutorial for Faculty & Staff

As of spring 2016, a new process for adding classes will be implemented. Instructors will now be able to assign Add Codes

to students and students will be able to add themselves to a class through WebAdvisor. High school students will still be

required to add classes in person at the Admissions & Records office, instructors should provide the high school student with

an Add Code slip.

Admission & Records will initially assign batches of 25 unique Add Codes (unique to an individual section and can only be

used once) that the instructor will be able to hand out to students in class. We will also be providing a padded form to

facilitate the assignment of the Add Code (example attached). If you use all 25 Add Codes, you may request additional Add

Codes through the Admissions & Records Office. Add Codes will be available on Class Rosters a couple of days before flex day and

will continue to be updated for short term and late start classes, and will be effective as of the first day to add for each section. They are

valid for the entire add period for the section. Remember, Add Codes can also be emailed to students for online classes. Please define the

term and section number for the student to assist in the needed information to add.

For Students, the requirements are as follows:

1) Students must log into WebAdvisor and select “Register for Class Using Add Code” under the Registration menu to register. 2) Students will need to enter the term, section # and add code to register. The registration process is the same. 3) Prior to using the add code, students must be sure to complete an application and clear any prerequisites or holds. The Add Code process will not

override any current registration restrictions built into the system.

The following page is an example of the WebAdvisor screen visible when you log into your Faculty WebAdvisor page and pull up a

class roster. You will see the roster and then the block of unique add code assignments below the main roster. Student names and

information have been removed.

Angelica Torres

Marian Wouters

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(Example only)

New! Add Code listing block

To the left, you will see the standard page, with populated Add Codes. We, however, have added some expiration dates, at ran-dom. When you assign an expiration date the system will automatically populate the start date with the start date of the class.

You can hide your Add Code assignments block by checking this box, they will reappear if you uncheck this box. This will allow you to isolate the roster from the Add Code listings.

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Faculty – WebAdvisor Class Rosters

Class Rosters for Faculty on WebAdvisor have been enhanced with the following:

Unused add codes appear on the bottom of the form. Add codes will be displayed for all sections in a cross listing, sorted by section then by add

code.

Unused add codes may be optionally assigned to a particular student by faculty and may have their expiration date changed, after the start date

of the class but not to exceed the regular late add period for that class section.

When a student uses an add code to register, the student name will then be listed next to add code assigned.

Viewing available add codes

Add codes (4-digit number) that have not been used are displayed on the bottom of the Class Roster. See screenshot below.

Updating the Expiration Date of an Add Code

The expiration date of an add code can be updated by entering a date or removing an existing date. Once expiration dates have been updated, click the

Submit button to save them. The date must be after the start date of the add code.

Note: The only restriction on the expiration date is that it is after the Start Date of the add code. However, sections are always constrained by the

registration dates of the term (or the override registration dates of the section). Therefore, putting an expiration date after the “add period” of a section

will not allow the student to enroll after the add period. The only way to enroll a student after the add period is to have Admissions & Records perform

Revised 9/22/2016

the add (generally by filling out a late add petition). A pop-up message will let you know the expiration date you have assigned is after the last day to add

for your section. Date for Late Start or Short Term classes will be updated regularly on the WebAdvisor Homepage which can be found at

http://www.napavalley.edu/webadvisor/Pages/testwahome.aspx.

Assigning an Add Code to a Student (Optional)

To assign an Add Code to a student, put their student ID in the “Assigned To” box and click the Submit button at the bottom of the form. If the

assignment was successful you should now see their Student ID in the “Assigned To” box and their name in the “Student Name” column. If there is an

error it will be displayed at the top of the form. Please note that this only assigns an add code to a student, it does not enroll them in the class. The

student is still required to add the class through WebAdvisor.

Note: this form does not allow putting a student’s name in the box, only their Student ID.

Un-Assigning an Add Code to a Student

To un-assign an Add Code to a student, remove the student’s name and ID from the “Assigned To” box and click the Submit button at the bottom of the

form. If the un-assignment was successful you should now see a blank value in the “Assigned To” box. If there is an error it will be displayed at the top of

the form.

Downloading Add Codes

There is currently no specific way to download rosters and add codes from WebAdvisor, however, you can print your class roster directly from

WebAdvisor at approximately 125% and it will generally give you the type of print out that follows (see attached) to include the listing for Add Codes and

a space to write in the student’s name or a creative staff member came up with a workaround that can be used by downloading the document as HTML,

opening in Word and extracting the rosters into Excel. This same method should work for retrieving the add codes.

Contact Information

Angelica Torres – atorres@napavalley.edu or (707) 256-7208 - Angelica will be issuing additional add codes for instructors. Please email with required

amount needed. She can also help you with general information.

Marian Wouters – mwouters@napavalley.edu or (707) 256-7203 – General information and back-up for issuance of add code batches.

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Students – Registering with an Add Code (This instruction piece has been added to help instructors, who actively help their students with registration, understand the new add code form that has been added to WebAdvisor.)

A new form called “Register Using an Add Code” has been added to WebAdvisor for students. It is located at the bottom of the ‘Registration’ menu.

Step #1: Enter the Term, Section Number and Add Code

The student will need to know the term, section number (also known as synonym) and Add Code for the section they want to enroll in. If any of these are

invalid the student will receive an error. If the add code is not valid for the date range, has already been used by another student or has been assigned to

a different student, they will also receive an error.

At the bottom of this form there is also a place to enter the section number and add code for a corequisite. This is required when registering for sections

that must be registered simultaneously (i.e. a lecture/lab scenario where the lecture and lab are different sections).

Step #2: Choose Registration Option and Optionally Modify Credits

The next screen looks nearly identical to the screen that is used for normal registration, except with a few less options. The student can choose to register

or register as Pass/No Pass from here. The student can also change the number of credits they are enrolling in if the section is variable unit. Note that

these two options are already available on the normal registration form even if they are seldom used.

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Note that any conditions other than the class being full that would normally prevent a student from registering will still be triggered at this point. For

example, if the student has a hold or other restriction on file, they will not be able to register even if the add code is valid. Note that it is possible to

specify which restrictions apply to adds using an add code separately (see Appendix A: Setting up RGCT / RGUS).

Step #3: Success

If the student has no holds or other restrictions, they will be sent to the same success form as a normal registration.

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Frequently Asked Questions

Question: Can more than one student use an add code?

Answer: No. Once an add code is used it is assigned to the student who used it and no other student may use it.

Question: Can a student use an add code more than once?

Answer: Yes. If the student uses an add code, then drops, the student may re-enroll in the course with the same add

code as long as it has not expired. Note that the add code will at this point be assigned to the specific student so no

other student would be able to use the add code

Question: Who can assign add codes to students?

Answer: The faculty assigned (via the Class Roster).

Question: How Unique Are Add Codes?

Answer: Add codes are random 4-digit numbers and different sections may have the same add code. However, to avoid

any confusion, there will be no duplications of add codes in sections in a cross listing. Additionally, there are no add

codes starting with the number zero so as to avoid any confusion to the student.

Question: Is an add code required to accompany an Audit form?

Answer: No. The Audit form is a standalone form and does not require and add code. And Audit can only be registered at

the counter in Admissions & Records. You cannot enroll in a class and designate an audit on WebAdvisor.

Question: Is an add code required for a Late Add/Drop Petition?

Answer: No. The Late Add/Drop Petition requires the signature of the instructor to endorse the student’s attendance in

class. Please make sure when the form is filled out that you put the first date of attendance in the instructor dialog, sign

and date with the current date.