Student Lifecycle Support and Development

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


Confidential – For UoG Only. Printed copies are uncontrolled.

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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’

http://www.gla.ac.uk/services/studentlifecycle/resources/userguides/registrationenrolment/#tabs%3D3



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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


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




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



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.




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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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.





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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.


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.

http://www.gla.ac.uk/services/studentlifecycle/resources/userguides/records/



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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

Student Lifecycle Support and Development

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