SIS - Enrollment Prep Checklist

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This document outlines the items staff members should review in SIS prior to enrollment beginning for each term.

SIS Enrollment Prep Checklist for Staff


Review Variable Credit Sections

Navigation Path: > Curriculum Management > Schedule of Classes > Adjust Class Associations - |Class Associations|

Prior to enrollment beginning, verify that all sections of your variable credit courses reflect the correct number of credits/units for which students should be enrolling. If a change needs to be made, your Curricular Representative has the capability to modify this. In combined section situations, the primary department is responsible for contacting any secondary members to make adjustments on their side.

If you need to change the credit after enrollment has taken place, please contact Curricular Services.


Verify Graded Component Check

Navigation Path: > Curriculum Management > Schedule of Classes > Adjust Class Associations - |Class Components|

The graded component determines the section(s) for which the grade roster will be produced. Before enrollment occurs, check to make sure the graded component for your course is set as desired. If a change needs to be made, contact Curricular Services.

Once enrollment occurs, the graded component cannot be changed.

Note: 9999 class association sections cannot be graded components.


Review Association Numbers for Independent Study and Repeatable Courses

Navigation Path: > Curriculum Management > Schedule of Classes > Update Sections of a Class - |Class Status|

Unique association numbers identify separate enrollment packages, thus allowing students to enroll for multiple sections within the same "repeatable" course. A student who enrolls in multiple sections under the same course may want to drop one section and keep the other. Unique association numbers will facilitate dropping only the one section.

Note: Curricular Representatives can change association numbers prior to enrollment beginning. Association numbers cannot be changed once enrollment has occurred.


Review Combined Section Course Information

Enrollment Requirement Groups (Controls) for combined section courses

See "Attach Enrollment Requirement Groups" below.

Permissions

Permissions allow a student to enroll when the class requires permission, the class is full/closed, or when the student does not meet requisites. See "Enter Student Specific Permissions" for more detail.

Navigation Path: > Curriculum Management > Schedule of Classes > Class Permissions

Permission must be given by the department for which the student wishes to enroll. If the primary department is Sociology and Psychology is secondary, and the student wishes to enroll for the Psychology offering, then Psychology must enter the permission. It is important for departments to communicate regarding the best plan for managing enrollment limits and granting permissions in combined section courses.

Enrollment Capacities

Enrollment Capacities are set by the primary department using the "Combined Sections" link off the "Update Sections of a Class" page.

Navigation Path: > Curriculum Management > Schedule of Classes > Update Sections of a Class |Class Enrollment Limits| (department capacity), Combined Section (combined section capacity)

Each department must make sure that their enrollment capacity is EQUAL to the Combined Section Capacity set by the primary department. Primary departments can see if secondary department capacities do not equal the Combined Section Enrollment Capacity and should contact the respective departments to have the capacities set appropriately.

Note: The combined Enrollment Capacity “term rolls” from the previous like term.

Combined Section IDs

Combined Section IDs can be found on the "Combined Section Detail" page.

Navigation Path: > Curriculum Management > Schedule of Classes > Update Sections of a Class - |Class Enrollment Limits| > Combined Section

After navigating to the proper page, locate the "Combined Sections ID." This is helpful for departments to determine who is primary and for the primary department to look up Combined Section ID numbers.


Set Consent

Navigation Path: > Curriculum Management > Schedule of Classes > Update Sections of a Class - |Class Status|

Classes can be set up to require Consent of Instructor (I) or Department Consent (D); therefore, no one can enroll until they get permission.

Keep Add Consent at "D" or "I" for IND courses when the catalog number is <=699.

Note: The Add Consent indicator "term rolls" from the previous like term.


Set Enrollment Capacities

Departments set individual class section enrollment capacities. Combined Section capacities are set by the primary department. Classes with zero enrollment capacities (including optional components) are considered "closed" by web enrollment.

Navigation Path: > Curriculum Management > Schedule of Classes > Update Sections of a Class - |Class Enrollment Limits|

Set enrollment limits using the "Update Sections of a Class" page for non-combined section classes.


Enter Student Specific Permissions

Navigation Path: > Curriculum Management > Schedule of Classes > Class Permissions

Permissions can be set to allow students to enroll for one or all of the options below:

  • The class requires permission/consent of the instructor or department
  • The class is full/closed (room capacities are ignored when permission is given)
  • The student does not meet the requisites (enrollment controls)

The "Maintain Schedule of Classes-Basic Data" page contains a "Student Specific Permissions" checkbox that "sets up" the section for the ability to enter Student Specific Permissions. The default is for this box to be checked. This checkbox does not require students to have permission to enroll for this section.

Enter permissions on the "Class Permissions" page

To limit use of permission, uncheck "Permission Valid" for options. Please obtain the student’s Campus ID number. Click on the ID "Lookup" button. Enter the student’s Campus ID and click [Lookup].

Tip: Searching by a student’s last name is not recommended due to multiple students with the same name.

Note: If a class section has been cancelled, the notation “Cancelled Section” displays to the right of the "Class Status." If permissions were present at the time of cancellation, they will continue to display after the class is cancelled. If the cancelled section is re-activated, the permissions will still be valid.


Review Courses/Sections Offered for Honors (Requirement Designation)

Navigation Path: > Curriculum Management > Schedule of Classes > Adjust Class Associations – |Class Components|

Prior to enrollment beginning, verify that sections allowing students to enroll for honors have a Requirement Designation of HIA (%), HOP (!), or HON (H).

If a change needs to be made, your Curricular Representative has the capability to modify this. In combined section situations, the primary department is responsible for contacting any secondary members to make adjustments on their side. These designations need to be placed on the course/section before students enroll.

If you need to change the requirement designation after enrollment has taken place, please contact Curricular Services.


Review Instruction Mode

Navigation Path: > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes |Basic Data|

Verify that all course sections reflect the correct Instruction Mode: Classroom Instruction, Online Only, Online-some classroom. If a change needs to be made, your Curricular Representative can modify this.


Attach Enrollment Requirement Groups (Requisites)

Note: The Requirement Group placed at the Class Association level "term rolls" from the previous like term. In order to attach Requirement groups, you must have Enrollment Controls Update security access.

Enrollment requirement groups are attached at the Class Association level for the appropriate term.

Navigation Path: > Curriculum Management > Schedule of Classes > Adjust Class Associations - |Class Requisites|

If you need to create a new enrollment requirement group or edit an existing requirement group, you should contact Sherrán Pak at Curricular Services: sherran.pak@wisc.edu.

Requests for Enrollment Requirement Groups to be placed at the Course Catalog Level can be sent to jessica.baran@wisc.edu. Please include the Enrollment Requirement Group Number and Course Number the requirement should be attached to. If placement at the Catalog Level is requested and the course is cross-listed, the enrollment requirement group will be placed on all members of the cross-list group.

Honors Only Sections

Navigation Path: > Curriculum Management > Schedule of Classes > Adjust Class Associations - |Class Requisites|

Attach the “Honors Students Only” requirement group (#000003) at the Class Associations level. This requirement group will limit enrollment to only students in an honors program.

The HON (H) Requirement Designation will not limit enrollment; therefore, attaching the “Honors Students Only” requirement group (#000003) is required. This does NOT automatically happen!


Canceling Sections

Note: To do this, you must have Curricular Update security rights (SC_TTBL2).

Navigation Path: > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes - |Enrollment Cntrl|

ALWAYS cancel classes after a term’s Schedule of Classes has been published online.

ONLY delete sections prior to a term’s Schedule of Classes being published.

If students are enrolled, Curricular Services will need to be involved in making the cancellation. In these situations:

  1. Begin by first printing the enrolled and waiting class roster(s).
  2. Bring the enrollment and wait list capacities to zero (0).
  3. Email all enrolled students to let them know that the section will not be offered and they will be dropped (if you haven’t already).
  4. Finally, contact your representative at Curricular Services. They will audit for any unique circumstances, then cancel the section and drop the students for you. They’ll let you know once the update has occurred.

Optional: Activate Wait Lists

If you want to use Wait Lists, activate them before or during enrollment. Reference SIS/Managing Your Enrollment - Wait List Course Setup Expectations.



Keywordsadd, change, course (courses, class), course search and enroll, degree (degrees, degree planner), drop, hold, honors, indicators, name, permission, requisite (prerequisite), schedule (scheduler), sis (SIS)   Doc ID2976
OwnerLogan R.GroupOffice of the Registrar
Created2004-06-23 18:00:00Updated2024-01-02 11:58:29
SitesDoIT Help Desk, Office of the Registrar
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