Best Practices in Course and Class Permission Granting · • Course/Class Permission...

Best Practices in Course and

Class Permission Granting

April 3, 2012

Presenters Jerry Montag

University Registrar

Grand Valley State University

montagj@gvsu.edu

Katie Humphreys

Interim Registrar

University of Nevada, Las Vegas

Katie.humphreys@unlv.edu

Diana Maul

Registrar

Teachers College at Columbia University

maul@tc.edu

Presentation Overview

• Course/Class Permission Granting Defined Katie Humphreys

• Course/Class Permission Granting-Banner School Jerry Montag

• Course/Class Permission Granting-PeopleSoft School Katie Humphreys

• Course/Class Permission Granting-Banner School Diana Maul

• Your Experiences or Questions Jerry Montag

Permission Granting

Defined • Student-specific permission to enroll in restricted courses

• May include: pre-req. overrides, instructor consent, full course, career

restrictions, outside of regular add/drop parameters

• May be handled in the Registrar’s Office, at the Academic Department, by the

student, etc.

• May be handled differently according to what the SIS can accommodate

• “Course” permission may apply to any section

• “Class” permission may be for a specific section

Automation of

Permit Overrides in Banner

Grand Valley State University

What do you do if a student needs to register for a

class that has a registration restriction

• Prerequisite

• Major

• Student level

• UG or GR

• Permit restriction

• Vocal, recital, portfolio

• Closed

• Conflicts with another course

And what do you do if

the student tells you….

• I am a transfer student and am taking that

class right now at my home institution

• I will be taking the ACT or CLEP test to

meet that prerequisite

• I am intend to take the dept. placement

exam

• I know I could pass this course without the

prerequisite

Course Override Form

Closed Class Permit

Perquisite implementation

enforcement begins….

• Approved by university officials to begin to check for prerequisites BEFORE allowing a student to register for a specific course

• Automate the process

• Set up a process to identify students who fail to meet the prerequisite requirement after they register for the course

• Set up the infrastrure by creating a procedure to notify these students informing them to drop the class

• Develop the communication plan

A faculty process is developed…. Click on Faculty & Staff

Click on myBanner

Login in to Internet Native

Banner

Banner

Banner Self-Service (including e~Print)

Internet Native Banner (INB)

GVSU Faculty/Staff Additional Student Information

(Advisee List, Student by Major List, Class List, View

Midterm and Final Grades by Student, and Grade Report)

Banner Workflow

Banner Faculty Training Manuals

Simplicity

• Login to Internet Explorer

• Login to your Internet Native Banner

Account

• Go to the “SFASRPO” screen

• Enter the Students Banner G# and Term

• Enter the correct permit type

• Save

Login to your account

• Login to the SFASRPO Screen

Enter the student’s Banner G#

Enter the appropriate term

Next Block - Enter the permit type

• SFASRPO Screen

SFASRPO Screen

• SFASRPO Screen

Entering the Override Codes

• G#

• Term

• Permit type

• CRN Course Reference Number

• You may also just enter the subject, course

number without the section

• SAVE

Entering the Override Codes

• G#

• Term

• Permit type

• CRN Course Reference Number

• You may also just enter the subject, course

number without the section

• SAVE

Removing the override code • To remove override that was entered in error or change an override, you need to

record remove the override.

• Highlight the permit-override that you wish to remove.

• To Delete a Record (Toolbar Function) or Shift + F6 (Keystroke Option) or

Record/Remove (Menu Option).

• SAVE (Toolbar Function) or F10 (Keystroke Option) or File/Save (Menu

Option).

The process to administratively drop

a student from a class

• Email sent to student

• Student drops class(not always)

• Follow-up phone call and letter from dept.

• Recommendation approved by dept. head

and dean to administratively withdraw a

student from a class

• Forwarded to Registrar to process and

notify student

Permissions in PeopleSoft

University of Nevada, Las Vegas

Permissions in PeopleSoft

Permission granted by department when:

Instructor consent required

Pre-requisite waiver needed

Class is full and instructor allowing overfill

Student adding/dropping after normal add/drop period

Permission granted by Graduate College/Law School when:

Undergraduate student enrolling in a graduate course

Graduate student enrolling in a Law course

Permission granted in the Registrar’s office when:

Student needs a credit overload

Student has a time conflict

Permission Time Period for dynamic dated courses

C/CPG @ a PeopleSoft School

Permission Granting

Teachers College, Columbia University

Total Course Offerings – approx. 1800

per Autumn and Spring term

Over 60 percent require special

permission

Of the remaining 40 percent, 50

percent have another type of

restriction: major restriction, degree

restriction, etc…

Academic departments and programs enter

special permission directly into Banner using

the SFASPRO form.

Special permission will override special

permission, degree restriction, major

restriction, corequisite requirement and

prerequisite requirement.

It does not override time conflicts or closed

classes.

Time conflicts require written

permission of both instructors

and approval from the Associate

Registrar or the Registrar.

Closed classes – special code for

overriding closed classes.

Requires a signed form.

This override is entered by the

Registrar’s Office.

Special Notes:

-Registrar’s Office provides training on

entering special permission codes in

Banner. Offered as needed.

-Academic departments can enter

special permission 4 to 6 weeks prior

to the start of registration.

Your Experiences? Questions?