user guide my campus quick enrolment · user guide my campus ... (lb01), and lecture (lc01). only...

MyCampus Support, Development & Infrastructure

User Guide

My Campus – Quick Enrolment Document Control

Title: Quick Enrolment

Version: 1

Owner: MSDI Student Records

Publication Date: August 2019

Review Date: July 2020

MyCampus User Guide Quick Enrolment v1 page 2 of 24

Contents

1. Quick Enrolment ...................................................................................................................... 3

1.1 Quick Enrol a Student ................................................................................................................... 3

1.2 Quick Drop a Student .................................................................................................................... 5

1.3 Quick Swap a Student ................................................................................................................... 7

1.4 Audit Only Enrolment ................................................................................................................... 9

1.5 Exams Only Enrolment ................................................................................................................ 11

1.6 Student Repeating a Year............................................................................................................ 13

2. Quick Enrolment Overrides ..................................................................................................... 14

3. Quick Enrolment Processing Errors ......................................................................................... 16

3.1 Required Related Class................................................................................................................ 17

3.1 Time Scheduling Conflict ............................................................................................................. 19

3.3 Closed Class ................................................................................................................................. 21

3.4 Enrolment Requirements ............................................................................................................ 22

3.5 Not Eligible to Enrol .................................................................................................................... 23

3.6 Negative Service Indicator (SI) .................................................................................................... 23

A. Appendix: Process Flow ......................................................................................................... 24


1. Quick Enrolment When to Use Quick Enrolment

An Advisor or Course Administrator can use Quick Enrolment to complete the following actions:

1. Enrol individual students onto courses 2. Drop an individual student from a course 3. Swap a student from one course to another 4. Enrol a student on a course on an Audit Only basis 5. Enrol a student on a course on an Exams Only basis

Where a group of students are to be enrolled on the same course, the Block Enrolment process should be followed. Please refer to the Block Enrolment User Guide.

1.1 Quick Enrol a Student 1.1.1 Quick Enrol Checklist

Before you process the enrolment, ensure you have everything you require.

1. Student Details - Student ID - Academic Career - Term

2. Course Details - Course Code (subject and catalogue number) - Required Related Components. If the course has more than one teaching component, such

as Tutorials or Seminars, then the student will have to be enrolled on all of them. - Ensure any required amendments have been processed in CMIS, (capacity, event cancellations

or time changes etc.). You will have to wait 1-day for the changes to be reflected in MyCampus.

1.1.2 Process the Enrolment

Navigation

Records and Enrolment > Enrol Students > Quick Enrol a Student

Steps ▪ Select the Add a New Value tab. ▪ Enter the student’s ID, Academic Career and the Term. ▪ Click Add.


Steps ▪ The Action defaults to Enrol. ▪ Use the Class Nbr look-up icon to search for the course onto which you want to enrol. ▪ Enter the Subject and Catalog Number to search for the required course. Information

All matching Class Sections for the course will be displayed. e.g. Admin (AD01), Laboratory (LB01), and Lecture (LC01).

Only one Class Section will have a select button next to it. This is the Enrolment Section for the course.

This is the course component set as Enrol when the course is first scheduled, and it is the main Class Section onto which students are enrolled for the course. Steps ▪ Click Select next to the Enrolment Class Section.

▪ If you want to enrol the student onto more than one course, add more rows by clicking +. ▪ If required use the Related 1 and Related 2 look-ups to select any additional teaching components

(Tutorial, Seminar etc.). See 3.1 Required Related Class for more guidance. ▪ Click Submit.

▪ Once complete the Status should be Success. The student will be enrolled on the course, your

Quick Enrol is now complete. ▪ If the Status is Errors, click the red link to see a detailed description in the Enrolment Message Log. ▪ Resolve the error and click Submit again to process the enrolment.

For help resolving enrolment errors see: 3. Quick Enrolment Processing Errors


1.2 Quick Drop a Student 1.2.1 Quick Drop Checklist Before you process the drop, ensure you have everything you require.


2. Course Details - Course Code (subject and catalogue number)

1.2.2 Process the Drop Navigation

Records and Enrolment > Enrol Students > Quick Enrol a Student Steps ▪ Select the Add a New Value tab. ▪ Enter the student’s ID, Academic Career and the Term. ▪ Click Add.

▪ Select Drop from the Action drop-down. ▪ Use the look-up icon to select the course from which you want to drop the student. ▪ Click the tick next to the course to be dropped. All class sections for the course will be dropped.


▪ Go to the Other Class Info tab. ▪ Use the look-up icon to select an action reason.

- To perform an administrative drop, where there are no fee implications for the student (i.e. the student should not be charged), select ADVS. This will prevent a fee being generated.

- To perform a student drop on behalf of a student, where there should be fee implications for the student (i.e. the student should be charged), select DROP. If applicable, a fee will be generated. A Quick Drop will always default to an Action Reason of DROP if no reason is selected.

▪ If you need to drop the student from more than one course, use the + to add as many rows as you require, select the required courses and add the action reasons.

▪ Click Submit. ▪ Once complete the Status should be Success. The student will be dropped from the course, your

Quick Drop is now complete. ▪ If the Status is Errors, click the red link to see a detailed description in the Enrolment Message Log. ▪ Resolve the error and click Submit again to process the Drop.



1.3 Quick Swap a Student 1.3.1 Quick Swap Checklist Before you process the swap, ensure you have everything you require.


2. Course Details - Course Code you are dropping - Course Code you are enrolling on. If you are swapping classes within a course (changing

tutorial groups for example), you will only have one course code. - Ensure any required amendments have been processed in CMIS, (capacity, event cancellations

or time changes etc.). You will have to wait 1-day for the changes to be reflected in MyCampus.

1.3.2 Process the Swap Navigation



Steps ▪ Select Swap Courses from the Action drop-down. ▪ Use the Class Nbr look-up icon to select the course from which you want to drop the student. ▪ Use the Change To look-up icon to search for the course onto which you want to enrol the student.

▪ If you are swapping a class within a course (TU01 to TU02 for example), you will select the same

course for Class Nbr and Change To. In Related 1 select the class you want the student to be enrolled on.

Note: You can only swap non-enrolment class sections in this way. If you want to swap classes within a course, and the class component is the Enrolment section for the course, you will have to perform a drop action to drop the student from the whole course and then process an enrolment.

▪ Click Submit. ▪ Once complete the Status should be Success. The student will be dropped from one course or class

and enrolled on the other Your Quick Swap is now complete. ▪ If the Status is Errors, click the red link to see a detailed description in the Enrolment Message Log. ▪ Resolve the error and click Submit again to process the Swap.



1.4 Audit Only Enrolment

Information Students are sometimes allowed to enrol on a class without gaining any credit or sitting any assessments. This is known as an Audit Only Enrolment.

Navigation


▪ The Action defaults to Enrol. ▪ Use the Class Nbr look-up icon to search for the course onto which you want to enrol. ▪ If you want to enrol the student onto more than one course, add more rows by clicking +. ▪ If required use the Related 1 and Related 2 look-ups to select any additional teaching components

(Tutorial, Seminar etc.). See 3.1 Required Related Class for more guidance. ▪ Select the Class Overrides tab. ▪ Tick Grading Basis.


▪ Select the Units and Grade tab. ▪ Use the look-up icon to select Audit as the Grade Base. This ensures the student will not receive

credit for the course.

▪ Click Submit. ▪ Once complete the Status should be Success. The student will be enrolled on the course on an

audit only basis. Your Audit Only Enrolment is now complete. ▪ If the Status is Errors, click the red link to see a detailed description in the Enrolment Message Log. ▪ Resolve the error and click Submit again to process the Enrolment.


1.4.1 Change an Existing Enrolment to Audit Only Steps ▪ Follow the process just as it is above but from the Action drop-down select Normal Maintenance. ▪ If the Grade Roster has already been created for the applicable course, it will need to be recreated

to override the previous Grading Basis. For more information, see the Grade Roster user guide.


1.5 Exams Only Enrolment Information

Students are normally only permitted one further attempt at an assessment in which they received an original grade that was below the threshold.

If a student had ‘good cause’ for missing the May Exam Diet, that student may be permitted to attempt the examination as ‘first-sitting’ during the Resit Diet. If the student then fails the examination, they will be entitled to a resit opportunity at the next available Diet (May the following year). In this case, the student needs to be enrolled on the course as Exam Only.

A student cannot enrol themselves onto a course as exams only, a member of staff must enrol them.

Note: This is different from a student who is repeating the entire year as ‘exams only’. Exams Only Year

A student may be permitted to enrol on all courses for an Academic Year as ‘exams only’ thereby retaking assessments for all the courses, without attending classes. In this instance the student on an ‘Exams Only Year’, is not required to attend classes and will be charged a reduced Exams Only Year tuition fee.

This student will be enrolled on the courses as exams only and will also have their Term Record updated to show them as ‘Exams Only Year’. Navigation

Records and Enrolment > Enrol Students > Exams Only Enrolment Steps ▪ Enter the student’s ID, Academic Career and the Term. ▪ Click Add.

▪ Use the Class Nbr look-up icon to search for the course onto which you want to enrol as exams

only, by Subject and Catalog Number.


Information

All Class Sections for the course will be displayed. e.g. Admin (AD01) and Lecture (LC01). For exams only enrolment, it is the Admin section (AD01) you need to use. Steps ▪ Copy the Class Nbr of the Admin Section. (Do not click Select next to the Enrolment Section) ▪ Click Return to Exams Only Enrolment.

▪ Paste the Admin Class Nbr into the Class Nbr field and HIT TAB to tab out of the field. The Description, Component, Subject, Catalog Number, and Class Section will populate. ‘To be Assessed as a Resit’ is ticked as default and the Grading Basis populates as RST. If the exam is to count as the student’s first sitting, this must be unticked.

▪ Click Submit. ▪ Once complete the Status should be Success. The student will be enrolled on the course on an

exams only basis. Your Exams Only Enrolment is now complete. ▪ If the Status is Errors, click the red link to see a detailed description in the Enrolment Message Log. ▪ Resolve the error and click Submit again to process the Enrolment.


1.6 Student Repeating a Year Information

A student repeating a year will be unable to enrol on their courses, as they have already taken them in the previous year. To enable the student to enrol themselves on their courses for the current/coming term, you must set the courses for the previous year to allow a future repeat. Navigation

Records and Enrolment > Enrol Students > Quick Enrol a Student Steps ▪ Select the Add a New Value tab. ▪ Enter the student’s ID and Academic Career. ▪ Enter the Term the student originally took the courses in. ▪ Click Add.

▪ Select Normal Maintenance from the action drop-down. ▪ Use the Class Nbr look-up icon to select a course the student will be repeating. ▪ Use the plus sign (+), to add further rows and select all the courses the student will repeat.

▪ Select the Units and Grade tab. ▪ Use the Repeat Code look-up to select Future Repeat Allowed (RFYR) ▪ Click Submit.

The student will now be able to enrol on those courses again for the coming session


2. Quick Enrolment Overrides Access

Please note: you may not have access to any or all override functions, depending on your functional role and permissions.

Overrides should be used with caution and only when necessary. For further advice regarding the use of Overrides, please contact MSDI Student Records. Units and Grades

Field Overrides:

Repeat Code

RALL (Repeat Allowed) Allowing a student to be enrolled on a course they have previously taken.

RFYR (Future Repeat Allowed) Allowing a student to enrol on this course in the future.

Other Class Info

Field Overrides:

Action Reason

ADVS (Advisor Change) No fee implications for the student – this is an administrative change.

STDN (Student Added Class) No override function – student change.


General Overrides

Class Overrides

Tick-box Overrides:

Closed Class Enrolment cap on a class. Course Co-ordinator consent required.

Class Links Related course components, allowing students to enrol/drop class sections without also having to enrol/drop required related components. (e.g. Enrolling on a lecture but not enrolling on an associated tutorial).

Class Units Number of credits a student is taking on a course. Once selected, you can edit the Units and Course Count fields in the Units and Grade tab.

Grading Basis Grading basis for the course. Once selected, you can edit the Grading Base in the Units and Grade tab.

Class Permission General and student-specific permission requirements, including career exception rules for a student’s academic career.

Dynamic Dates Not used at UofG.

Wait List Okay Allowing a student onto the waiting list, provided there is space on the waiting list and the last date to wait list has not passed.

Wait List Pos (Waiting List Position)

Click this link to view student’s position on waiting list. Only available when the student is already on the Wait List.

Tick-box Overrides:

Appointment Not used at UofG.

Unit Load Maximum number of credits a student is normally expected to take.

Time Conflict Time conflicts on a student’s timetable.

Action Date Effective date of Quick Enrolment, i.e. when the enrol/drop should take place. Once selected, an Action Dt field appears.

Rqmt Designation Not used at UofG.

Career Career exception rules for student’s academic career.

Service Indicator Service indicators/holds placed on a student’s record.

Requisites Enrolment Requirement Groups pre/co-requisites.


3. Quick Enrolment Processing Errors Information

If after clicking Submit the status is Errors, this means there has been an error in processing the enrolment action.

A more detailed description of the Error will be displayed by clicking the red Errors link to view the Enrolment Message Log.

Steps ▪ Take a note of the Enrolment Request ID. This is the reference for the enrolment process, which

you can use to search for your Quick Enrolment request, if you have navigated away. ▪ The Error Message will explain what caused the error and how to resolve it. Read the Error

Message carefully and take appropriate action:

a) Carry out the steps suggested to resolve the error

b) Use an Overrides function to override the restriction causing the error. Overrides should only be used when appropriate and must be used with caution. See 2. Quick Enrolment Overrides.

▪ Once you have resolved the error, if you navigated away from your enrolment, select the Find Existing Value tab on the Quick Enrol a Student screen, and search using the Enrolment Request ID.

▪ Re-run the enrolment process by clicking Submit. There are many reasons why Errors may occur, some of the most common are described below.


3.1 Required Related Class Information

There is another teaching component that must be selected as part of the enrolment. In the example below, the student cannot be enrolled in ACCFIN4013 because a Tutorial [TU] component must also be selected.

How to Resolve the Error Steps ▪ Go to the Class Enrolment tab. ▪ Use the Related 1 look-up to select the class section required. In the example below TU01 has

been selected. ▪ The Class Details link can be used to view detailed information about the Class Sections available.

This can help resolve scheduling conflicts as the scheduled meeting times can be viewed. ▪ If a second class is required, repeat these steps for the Related 2 field. (A Workshop for example). ▪ Click Submit to process the enrolment.


How to Override the Error Information

If the student you are enrolling is not required to take the Required Related Class, you will need to use the Class Links Override. For more details regarding Enrolment Overrides, see 2. Quick Enrolment Overrides. Steps ▪ Go to the Class Overrides tab. ▪ Tick Class Links. ▪ Click Submit to override the Required Related Class and process the enrolment.


3.2 Time Scheduling Conflict Information

This means the enrolment would cause a clash in the student’s timetable.

In the example below, the student cannot be enrolled in BIOL2020 because the Lecture for BIOL2006, a class they are already enrolled on, is scheduled to take place at the same time. This is a Scheduling Conflict.

How to Resolve the Error If there is another Class Section that you can chose for your enrolment this may clear the scheduling conflict. If the clash is caused by a Related Class Section ▪ Use the Related look-up to select a different class section. ▪ Use the Class Details links to review the scheduling information for the classes. ▪ Click Submit to process the enrolment.


If the clash is caused by the Enrolment Section ▪ If there is only one Enrolment Class Section (normally LC01), the student cannot be enrolled on

the course, as they cannot attend two classes at once. If the student is dropping the other course, this must be processed first. See Quick Drop or Quick Swap.

▪ If there is more than one Enrolment Class Section to choose from (LC02 for example). Use the Class Nbr look-up to select another class.

▪ Click Submit to process the enrolment.

How to Override the Error If the Scheduling Conflict is permissible, then you will need to use the Time Conflict Override. This should be used with caution as the student will be unable to attend all their classes. It must be agreed between the student and advisor. For more details regarding Enrolment Overrides, see 2. Quick Enrolment Overrides. Steps ▪ Go to the General Overrides tab. ▪ Tick Time Conflict. ▪ Click Submit to override the Scheduling Conflict and process the enrolment.


3.3 Closed Class

Information

This means the selected class has reached its enrolment capacity, so is now full and closed.

How to Resolve the Error

Option 1: Enrol the student in a different class with a remaining enrolment capacity. For example, if TU01 is full TU02 may be available.

Option 2: Increase the capacity of the course and class: School/College procedures must be followed when deciding if a course capacity can be increased. If the change is approved the capacity must be amended in CMIS before 2pm for the change to show in MyCampus the next day. Once the capacity has transferred from CMIS to MyCampus you can process the enrolment.

How to Override the Error

Option 1: Add to a Wait List: If Wait Lists are available for the course, the student can be added to the Wait List for the Closed Class. This does not guarantee the student a place in the class.

Steps (Add to Wait List) ▪ Go to the Class Overrides tab. ▪ Tick Wait List Okay. ▪ Click Submit to add the student to the wait list for a class. They will be enrolled if a space becomes

available.

Option 2: Use Closed Class override: If you override this error, you are enrolling over the set capacity for the class. School/College procedures must be followed when deciding if a course capacity can be increased. If the change is approved the capacity must be amended in CMIS for the change to show in MyCampus the next day.

Steps (Closed Class) ▪ Go to the Class Overrides tab. ▪ Tick Closed Class. ▪ Click Submit to process the enrolment.


3.4 Enrolment Requirements Information

This means the student has not met the enrolment requirements for the course (e.g. in the example below, entry to the course is restricted to Honours students or others with subject approval).

There are two types of enrolment requirements that a student must meet to be eligible to enrol in a course:

1. Pre-requisites: Requirements that students must meet from a previous year.

2. Co-requisites: Courses that a student must take in the same year of study. How to Override the Error If an Advisor deems that is appropriate that the Enrolment Requirement(s) can be ignored, then you will need to use the Requisites Override. For more details regarding Enrolment Overrides, see 2. Quick Enrolment Overrides. Steps ▪ Go to the General Overrides tab. ▪ Tick Requisites. ▪ Click Submit. ▪ This will Override the Enrolment Requirements and process the enrolment.


3.5 Not Eligible to Enrol If a student has not Academically Registered for the session, it will not be possible to enrol the student onto courses. Information about their registration status is available on their Student Summary

3.6 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 Enrolment 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" The process for managing Service Indicators 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 Service Indicators.

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


A. Appendix: Process Flow

Quick Enrolment

Quick Enroll/Drop Audit Only Exams OnlyAdditional/optional

steps

Yes

Yes

Drop

Use Overrides?

Add More Courses?

Use Overrides

Add More Courses

Enroll Exams Only

Audit Only

No

No

Yes

No

Quick Enrolment Complete

ResolveProcessing Errors

Processing Errors?

ProcessQuick Enroll

Audit Only? Yes

No

Change Existing

Enrol

NewEnroll

New or Change?

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