student lifecycle support and development
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TRAINING GUIDE
Student Lifecycle Support and Development
MyCampus – Quick Enrolment
Document Control
Title: Quick Enrolment
Version: V 2.1
Owner: Dawn McKenzie, Paul Smith
Review Action: Repeat code information added
Publication Date: June 2015
Review Date: June 2016
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Table of Contents
1. Introduction .....................................................................................................3 2. Enrol students in classes....................................................................................3 3. Exams Only Enrolment.......................................................................................8
3.1 Enrol student as ‘Exams Only’ ......................................................8
4. ‘Audit Only’ Enrolment ..................................................................................... 11 4.1 Enrol student as ‘Audit Only’ ...................................................... 11
4.2 Update an Existing Enrolment to be ‘Audit Only’ ......................... 12
4.3 Update Grade Roster ............................................................. 15
5. Drop a course ................................................................................................ 17 5.1 Drop a course……………………………………………………………………………..17
5.2 Swap a course / class…………………………………………………………………..18
6. Resolve Errors ............................................................................................... 21
6.1 Time Conflict ........................................................................... 21
6.2 Not Eligible to Enrol .................................................................. 22
6.3 Negative Service Indicator (SI)................................................... 23
6.4 Enrolment Requirements............................................................ 23
6.5 Class Closed ............................................................................ 24
Appendix A. Audit Grade Basis ............................................................................ 25 Appendix B. Overrides........................................................................................ 26
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1. Introduction
An Adviser or Course administrator may use this ‘Administrative Enrolment’ option
to enrol individual students onto courses. This is most often used in the following
cases:
for outgoing Mobility students (Study Abroad/Erasmus)
for incoming Mobility students where pre- or co-requisites prevent them from using
the self- service option
for students who are enrolling as ‘exams only’
where students are enrolling for audit-only purposes. It may also be used where students are having unable to enrol through self-service for any reason.
This document also describes the following associated processes:
Drop a course
Resolving Errors
Appendix A details the over-rides which may be applied when enroling students on courses
and classes.
Where groups of students need to be enrolled in the same course/s by a member of staff
the ‘Block Enrolment’ option should be used. See user guides:
http://www.gla.ac.uk/services/studentlifecycle/resources/userguides/registrationenrolment/#tabs=3
2. Enrol students in classes
1 Action
Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students for all cases except ‘exams only’
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2 Action Enter the Student ID into the ID field.
3 Action Enter the Academic Career or click Look up Academic Career to
select the relevant career from the list.
4 Action Click Add.
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Information
The action defaults to Enroll.
5 Action Enter the Class number, if known, or click Search to select from list.
6 Action Continue to add further classes as required for the student.
7 Action Click Submit
Information
‘Success’ should appear in the table to confirm the student is successfully
enrolled in the class.
If Errors appears, click on this link, and it will take you to the Enrollment
Message Log and a message of “A required related class (Component
XXX) must also be Selected. There is an additional component required
for enrolment that is missing”. Choose the missing component, and then
click submit again.
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Information
The Related Classes now show in a pop up window. Clicking on Related 1
shows all related Classes. For added information there is a Class Detail
link where you can also see if the Class is Open or Closed
Click the Class Details link to view this information.
Information
A link to View Student Timetable is available from this screen. This view, if
selected, will default to the week the student’s courses start. This view can
also be used to identify a suitable timeslot in the student’s timetable which
assists with selecting suitable classes.
8 Action
Click View Student Timetable.
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3. Exams Only Enrolment The Code of Assessment provides for students to ‘normally be permitted not more than
one further attempt at each component of the assessment in which a grade lower than the
threshold grade has been awarded.’
A student will be permitted to attempt an examination as ‘first-sitting’ at the Resit Diet, if
they have ‘good cause’ for missing May Diet. If the student fails the examination in
August they will be entitled to a resit opportunity at the next available Diet (May the
following year). In this case, the student is deemed to be enrolled on the course as Exams
Only.
A student will usually be enrolled on the ‘Exams Only’ course in addition to their full-load of
courses. Their Academic Load status will therefore not be changed.
Students will not be able to enrol as ‘Exams Only’ through Self-Service so Advisers
or Course Administrators will undertake this task.
As an Exams Only student, they will not be expected to attended Classes. The student will
be enrolled onto the ADM Class Section, which will allow them to be graded but not
included in Class Rosters/Attendance Rosters.
Exams Only enrolments will be denoted by an ‘Exams Only’ Transcript Note. 3.1 Enrol student as ‘Exams Only’
1 Action
Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students
2 Action Enter the Student ID and career.
Click Add
3 Action Search for the relevant Class Number using the
look-up. Search for the Admin section for the
course.
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4 Action
Copy the Admin code.
Click on Return to Exams Only Enrolment.
Add the code into the Class Nbr field and tab out
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Information
The To be Assessed as Resit box will be ticked by default. This
will also automatically populate the Grading Basis.
If this box is ticked the course will be assesed as a Resit and the
appropriate Grading Basis will be applied. If unticked the Grading Basis
will be the first sitting Grading Basis specified in the Course Catalog.
5 Action
Click Submit to complete the enrolment.
If the process has run successfully ‘Success’ will appear. If the
process has encountered errors a hyperlink ‘Errors’ will appear and
explain the error, which can then be corrected.
Information
The transcript note to indicate the student is taking the course as Exams
Only will automatically update.
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4. ‘Audit Only’ Enrolment Students are sometimes allowed to enrol on classes for audit purposes only (they will
not sit the assessments and they will not gain any credit). There is a specific grade
basis (AUD) created for this purpose (see Appendix A).
4.1 Enrol student as ‘Audit Only’
1 Action
Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students
2 Action Enter the Student ID and career.
Click Add
3 Action Select the Units and Grades tab.
4 Action Select the Audit Grading Basis from the look up menu.
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Information
It is important that the Grade Basis is set to AUD as this will allow
‘Audit Only’ students to be easily identified and also the student should
be graded with the AUD grade (this ensures that student does not earn
credits for the course).
5 Action
Click Submit to run the enrolment request process.
Information
If the process has run successfully ‘Success’ will appear. If the process has
encountered errors a hyperlink ‘Errors’ will appear and explain the error which
can then be corrected.
4.2 Update an Existing Enrolment to be ‘Audit Only’ If a student has previously enrolled on a course as a ‘standard’ student and needs to be
amended to ‘audit only’ this can also be done using the Quick Enrol page. This will allow
the student’s Grading Basis to be updated to ‘Audit Only’.
Information
If the Grade Roster for the course has already been created it will be
necessary to re-create the Grade Roster using the ‘override’ option to
replace the previous Grading Basis on the roster (see 4.3 below).
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6 Action Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students
7 Action Enter the Student ID and career.
Click Add
8 Action Select Norm. Maintenance from the drop down list in the Action box.
9 Action Search for the course to be amended.
Information
This will display all the courses and classes a student is currently enrolled on.
10 Action
Tick the box next to the course for which the student is to be
enrolled as Audit Only.
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Information
At this point you will be returned to the Quick Enrol page and the Class
Number you selected will be populated.
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11 Action Click on the Class Overrides tab and tick the Grading Basis box.
12 Action
Click on the Units and Grade tab. The Grading Basis box will be
available to change.
Select AUD from the drop-down list.
13 Action
Click Submit to run the enrolment request process.
If the process has run successfully ‘Success’ will appear. If the
process has encountered errors a hyperlink ‘Errors’ will appear and
explain the error, which can then be corrected.
4.3 Update Grade Roster The Grade Roster should reflect the Grading Basis under which each student was enrolled.
However if the Grade Roster was created prior to the Grading Basis being amended it will
be necessary to
‘re-create’ the Grade Roster to reflect this change. This functionality is only available to staff with Grade Roster permissions.
1 Action
Navigate to: Curriculum Management > Grading > Grade Roster
2 Action Select the appropriate Term and Course.
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3 Action Select Final Grade Roster in Grade Roster Type.
Tick Override.
Click Create
Information
This will create a full, new Grade Roster for the course and will reflect any
changes to Grading Basis.
Note: This process will also delete any grades previously entered into the Grade
Roster. Therefore you should try to ensure that all Grading Basis values are
correct before grades are entered.
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5.1 Drop a course This is a similar process to when enrolling students. Using the drop-down, change the
default Enroll to Drop. Use the look up button to provide a list of courses that the student
is enrolled on, then click on the tick against the course to be dropped.
1 Action Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students
2 Action Enter the Student ID and career.
Click Add
3 Action Select: Drop from the Action list
4 Action Use look up to generate list of all courses the student is enrolled on.
5 Action Tick against the course to be dropped.
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6 Action Click Submit
5.2 Swap a Course/Class
This is a similar process to dropping students. Using the drop-down, change the default
Enroll to Swap. Use the look up button to provide a list of courses that the student is
enrolled on, then click on the tick against the course to be swapped.
Please note that when swapping classes Enrolment sections (the primary section selected
when enrolling) cannot be swapped; only Non-Enrolment sections (the secondary
sections selected during enrolment) are available to swap. If a student wants to change
to another Enrolment section the whole course must first be dropped before the student
is re-enrolled on the alternative section.
1 Action Navigate to: Records and Enrolment > Enroll Students
Select: Quick Enroll Students
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2 Action Enter the Student ID and career.
Click Add
3 Action Select: Swap from the Action list
4 Action Use look up to generate list of all courses the student is enrolled on.
5 Action Tick against the course to be swapped.
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6 Action Select: Change To
7 Action Either: Change course – use look ups to generate list of all courses the student is enrolled on to swap to a completely different course (Option a). OR Change class - add in the same Class Number to select the same course, but select different class times to swap the non-enrolment classes (Option b).
.
8 Action Add in Related 1 and Related 2, if applicable.
9 Action Click Submit
Option A
Option B
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6 Resolve Errors When using the quick enrol function various errors may occur. This section describes
the errors and how to resolve them.
6.1 Time Conflict
If a student has a timetable clash with their selected classes the Enrollment Message Log
will display the following message:
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1 Action
Over-ride the time clash ticking the relevant box in the General
Overrides tab, if appropriate.
2 Action
Select another class option if the time conflict is not permissable.
6.2 Not Eligible to Enrol If a student has not Academically Registered for the session, it will not be possible to
enroll the student onto courses. Information about their registration status is available
on their Student Summary
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6.3 Negative Service Indicator (SI)
If a student has a negative SI on their record, this symbol will be displayed: .
A hold may be placed on their record preventing enrolment onto classes. If this is the
case, the Enrollment Message Log will display the message
"Hold on record, Add not processed. There is a hold on this record, preventing the add from being
processed. The hold must be removed to process the add transaction"
This process for managing SIs is documented in the user guide available at:
http://www.gla.ac.uk/services/studentlifecycle/resources/userguides/records/ . Only
staff with appropriate security will be able to remove SIs.
6.4 Enrolment Requirements
There are 2 types of enrolment requirements which may be associated with a course
and students must meet these requirements in order to be able to enrol on that course.
Pre-requisites: are requirements that students must meet in a previous year. If a student
has not met course pre-requisites, the Enrollment Message Log will display the message:
“Requisites not met for Class, not enrolled. Requirements have not been met to enroll in the
specified class. The enrollment transaction was not processed.”
Co-requisites: are courses which a student must take in the same year of study. If a
student has not enrolled on course co-requisites for the year, the Enrollment Message Log
will display the message:
"Requisites not met for Class, not enrolled. Requirements have not been met to enroll in the
specified class. The enrollment transaction was not processed.”
In either case if the Adviser deems it appropriate this requirement can be over-ridden for
the individual student in order to allow them to enrol on the course.
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6.5 Class Closed If a class is full and you submit a student enrollment, you will be taken to the course, but
it will show as Closed. You will need to start a new search for an alternative.
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Appendix A. Audit Grade Basis
The AUD (Audit) grade basis has been defined so that the student can be easily identif ied as
‘Audit Only’ and also the only grade available (AUD) does not earn credit.
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Appendix B. Overrides
General Overrides tab Only overrides that you are authorised to access are available to you.
Field Comment
Unit Load Select to override the maximum number of
credits a student would normally be expected to take.
Time Conflict Select to allow a student to enrol on classes
which are flagged as showing a time conflict
Career Select to override academic career and career pointer exception rules for the student's
academic career.
Requisites Select to override an requirements against a course as defined in the Enrollment Requirement Groups (e.g. pre/co-requisites)
Class Overrides tab
Only overrides that you are authorised to access are available to you.
Field Comment Closed Class Select to override an enrolment cap on a class
– this should only be carried out with Course Coordinator consent
Class Links Select to allow students to add and drop class sections without having to do likewise for the
required related component sections in a class association group, for instance if a student is taking a lecture but is not required to attend the associated tutorial
Class Units Select to override the number of credits a student is taking on a course. Once this override is selected, go to Units and Grade to enter the agreed number of credits
Grading Basis Select to allow students to enroll into a class with a
grading basis other than the one established for the class. The Grading Basis field becomes available for edit so that you can select a different grading basis for the class enrollment.
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Class Permission Select to override general permission and student- specific permission requirements,
academic career pointers, and career pointer exception rules.
Wait List Okay Select to allow the student to wait list into a class section even if the class section, combined section,
and reserve capacity are full provided that space is available on the wait list and the last date to wait list has not passed
Wait List Pos (wait
list position)
Click this link to access the Wait List Position
page, where you can view the student's position on the wait list. This link is available only for enrollment requests in which the student is
already on the wait list for the specified class section.
Units and Grade tab
Repeat Code
Field Comment Repeat allowed Select to override blocking enrolment in a
course already previously taken
Future repeat allowed
Select to allow student to enroll for a repeat
attempt at this course in future
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