Common questions from Instructors and Department Staff about the course Wait List Process

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This document answers questions about the Wait List functionality and process that are commonly asked.


Overview

  1. What is a wait list?
  2. What does our department need to do to use the wait list functionality?
  3. Will wait listed classes appear in Course Search & Enroll App? 
  4. How will I view students that are on the wait list for my class?
  5. What do ‘requisites’ for a class mean?
  6. Do all classes have a wait list? 
  7. How will departments know who is on the wait list? 
  8. If a student is allowed to enroll from the wait list, how are they notified?
  9. If a student is not allowed to enroll from the wait list, how are they notified? 
  10. If a class is a multiple component class (Lecture; Discussion; Laboratory) and the wait list functionality is used, do all sections in that enrollment package need to have a wait list capacity?
  11. If a student has placed themselves on a wait list and the section is canceled, what happens?
  12. If a student has placed themselves on a wait list and the student withdraws, what happens?
  13. Does placement on the wait list guarantee the student enrollment in the class? 
  14. When is the earliest a student is allowed to place themselves on a wait list?
  15. When is the latest a student is allowed to place themselves on a wait list? 
  16. Why is a student unable to place themselves on the wait list? 
  17. Can a student wait list for a class that has a time conflict with an enrolled class? 
  18. Can a student place themselves on the wait list for more than one section of the same class? 
  19. How many classes can a student wait list for? 
  20. How many credits can a student wait list for? 
  21. Can a student remove themselves from the wait list for a class section? 
  22. Is the student able to see their wait list position number? 
  23. Can a student see other students that have been placed on the wait list for a class section?
  24. Will a student remain on the wait list after they have enrolled for the class?
  25. How can I easily access the email addresses for students on the wait list?

Important Note on the Class Roster page – When selecting the Student Enrollment Status of ‘Waiting’, rows will display in student last name alphabetic order.  Students will NOT display in wait list position number order. However, while on the Email tab and viewing the Waiting students, you will see the date that the student placed themselves on the wait list.


1. What is a wait list?
Wait list is an option within our student enrollment system that allows a department to maintain a list of students who request to wait list in a class that is closed. Students place themselves on the wait list via Course Search & Enroll. If the student is allowed to enroll for the class section, the department will notify them via email to enroll for the class.

2. What does our department need to do to use the wait list functionality?
Once your department determines that you will use the wait list functionality, you will need to decide who in your department will be responsible for maintaining this feature. More information will be included on how to manage your wait list during Managing Your Enrollment and Building Your Schedule of Classes training sessions for curricular and enrollment representatives.

3. Will wait listed classes appear in Course Search & Enroll App?
If a class is closed and the department is using the wait list functionality, class sections will be represented with a yellow triangle within Course Search & Enroll App.

4. How will I view students that are on the wait list for my class?
Wait Listed students will display on the Class Roster page.  In the Faculty Center, you will select your class roster. Within the 'Roster Type' frame, your drop down menu will default to Enrolled students. To view students that are on the waiting list, select 'Waiting' from the drop down menu. These students will display in alphabetic order by last name; students will NOT display in wait list position number order. However, while on the Email tab and viewing the Waiting students, you will see the date that the student placed themselves on the wait list. Enrollment and Curricular Representatives will view and manage these same students on the Wait List Manager page.

5. What do ‘requisites’ for a class mean?
Some departments may enforce that a specific enrollment requirement be met to enroll for a class section. Requisites can be seen in Course Search & Enroll, on each page for a specific course.  If a student does not meet the enforced enrollment prerequisite, they are not allowed to wait list for the class.

6. Do all classes have a wait list?
No, all classes will not have a wait list. Once a class closes, if there is a wait list, students will see a yellow triangle within Course Search & Enroll and throughout enrollment indicating that wait list is available for that section.

7. How will departments know who is on the wait list?
Curricular and Enrollment Representatives will have access to the Wait List Manager page within our student system. Faculty will have access to these students via their Class Roster page within the Faculty Center (will need to change Status on this page to select 'Waiting').

8. If a student is allowed to enroll from the wait list, how are they notified?
If the department allows a student to enroll for the class section, they will place a class permission into our student system and the student will receive the following email.  The class permission is valid until 11:59 PM of the specified expiration date. The subject line will read ‘Permission to Enroll from Wait List, (Term)’:

"You can now enroll in this Fall 2019-2020 wait-listed class — RP & SE 401 (001): “AAC and Assistive Tech” (class number 59539 ).
This permission will expire at 11:59pm on Sep 15.
*Decided not to take this class?
Please remove this class from your wait list via Course Search & Enroll. This can help other wait-listed students get permission faster.
*HOW TO ENROLL IN THIS CLASS
Note: If enrolling in this class would cause you to exceed your maximum allowed credits for a term, you’ll need to swap with one of your currently enrolled classes. Depending on your academic program, adding another class may change your tuition assessment. Please contact the Bursar’s Office with questions about tuition adjustments (bursar.wisc.edu/tuition-and-fees/tuition-adjustment).
  1. Log into Course Search & Enroll (enroll.wisc.edu)
  2. Go to your “Wait list” list in the “My Courses” tab and select the appropriate term
  3. Select the checkbox for the class
  4. Select the “Enroll” button
  5. Review your “Enrolled” list to confirm that you have successfully enrolled
Questions? Please reply to this email for further assistance."

9. If a student is not allowed to enroll from the wait list, how are they notified?
If a department will not be allowing a student to enroll from the wait list, they will remove the student from that wait list and the student will receive the following email.  The subject line will read ‘Removed from Wait List, (Term)’.

Annie Student, you have been removed from the wait list for ECON 475 001 (77088), Economics of Growth, Spring 2012-2013.

You are no longer under consideration to enroll for this section. Please reply to this message if you have any questions.

10. If a class is a multiple component class (Lecture; Discussion; Laboratory) and the wait list functionality is used, do all sections in that enrollment package need to have a wait list capacity?
Yes, all sections of the class should have a wait list capacity indicated. For example, if the class has four discussion sections auto-enrolling into a lecture, the wait list capacity for the lecture must equal the total wait list capacity for all four discussion sections.

11. If a student has placed themselves on a wait list and the section is canceled, what happens?
The class is automatically removed from the student's class schedule and grid.

12. If a student has placed themselves on a wait list and the student withdraws, what happens?
If a student has placed themselves on a wait list and is subsequently withdrawn, the wait listed class section is dropped. The student's name is removed from the wait list and the status of 'dropped' (was wait listed)' is assigned.

13. Does placement on the wait list guarantee the student enrollment in the class?
No, there is no guarantee that the student will be allowed to enroll.

14. When is the earliest a student is allowed to place themselves on a wait list?
Once their enrollment appointment date/time has been reached; the class section is closed; they meet the enrollment requirements of that section; and the wait list capacity has not been reached, they are eligible to place themselves on the wait list for that section.

15. When is the latest a student is allowed to place themselves on a wait list?
Through 11:59PM of the add deadline date for the session in which the class is offered.

16. Why is a student unable to place themselves on the wait list?

• Student has a hold on their record preventing enrollment
• Student's enrollment appointment date/time has not been reached
• Student does not meet the enrollment requirements for the class section
• Instructor or Department Consent is required to enroll for the class
• The wait list capacity has been reached for the class section
• No wait list capacity has been determined by the department for the class section
• Student has reached the maximum number of credits allowed to wait list
• Class section is Open
• The Last Date to wait list has passed
• Student is already enrolled for a different section of the same class

17. Can a student wait list for a class that has a time conflict with an enrolled class?
Yes, students are allowed to wait list for classes that may have a time conflict.

18. Can a student place themselves on the wait list for more than one section of the same class?
Review the document titled ‘Wait List: Course Setup Expectations’.

19. How many classes can a student wait list for?
There is no longer a limit to how many classes a student can place themselves on a wait list for.

20. How many credits can a student wait list for?
A student can wait list for a student's maximum term credit limit:

Undergraduate students can be on up to 18 credits of wait-listed classes in the Fall and Spring terms, and up to 12 credits of wait-listed classes in Summer term. Enrolled credits do not count against the maximum number of wait-listed credits.

Graduate students (not yet dissertating) can be on up to 15 credits of wait-listed classes in the Fall and Spring terms, and up to 12 credits of wait-listed classes in Summer term. Enrolled credits do not count against the maximum number of wait-listed credits.

Other types of students also follow the maximum number of enrolled credits allowed for their program.

21. Can a student remove themselves from the wait list for a class section?
Yes, students can remove themselves from the wait list using the Drop feature within Course Search & Enroll.

22. Is the student able to see their wait list position number?
No. Students will receive a message confirming that they've been placed on the wait, but it will not reveal their wait list position number.

23. Can a student see other students that have been placed on the wait list for a class section?
No, the student can only confirm whether they have been placed on the wait list.

24. Will a student remain on the wait list after they have enrolled for the class?
No, the student will be removed from the wait list once they are enrolled for the class.

25. How can I easily access the email addresses for students on the wait list within the Class Roster?

While viewing your students in 'Waiting' status on the Class Roster page, you can click on the 'Email' tab at the top of the page.  This page will then reflect the email addresses for those students currently on the wait list.

See Also:




Keywords:wait list, waiting list, reserve, course search & enroll, class roster   Doc ID:15168
Owner:Kate K.Group:Office of the Registrar
Created:2010-09-29 18:00 CSTUpdated:2019-12-04 10:31 CST
Sites:Department of Political Science, DoIT Help Desk, Enrollment, My UW-Madison Portal, Office of the Registrar
Feedback:  11   8