Best Practices in Course and Class Permission Granting April 3, 2012
Best Practices in Course and
Class Permission Granting
April 3, 2012
Presenters Jerry Montag
University Registrar
Grand Valley State University
Katie Humphreys
Interim Registrar
University of Nevada, Las Vegas
Diana Maul
Registrar
Teachers College at Columbia University
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?