SIS/Managing Your Enrollment - Class Permissions

The Class Permissions page allows you to give a student the ability to enroll for a certain section of a course as well as set/change an expiration date for their enrollment in that section.

Types of Class Permissions

There are two types of class permissions. A section can only have Student-Specific OR Generated Permissions. The subject's Curricular Representative sets up the permission type while building the schedule of classes for a term.

  • Student-Specific Permissions -Permissions associated with a specific student.  The student name and/or ID must be obtained to enter this student's permission in the system. 

  • Generated Permissions - These are generated numerical codes that can be distributed to any student; however, there is not tracking to identify which and to whom Generated Permission numbers have been assigned.  These numbers may get lost or used by the incorrect person. Therefor, it is advised to keep a written log of who is issued what number or use the Permissions Comments Tab.

You are merely giving students permission to enroll. They still need to take action to enroll themselves. They will not get an automatic notification that permission has been granted. The person entering the class permissions is responsible for student communication. You may wish to use a standard email template that includes relevant class information to make it clear to the student what their permission is for. 

Example: You have been given permission to enroll in Marketing 310, Lecture 002, Discussion 314 (#65244) for the Spring 2023 term. Please use Course Search & Enroll to enroll in the class at your earliest convenience. The permission will expire at 11:59pm on 2/3/2023.

Once a student enrolls using the student specific permission, they may drop and re-enroll through their Expiration Date. 


Permissions Overview

  • In most cases, class requisites and enrollment limits will determine if a student is eligible to enroll in a class. If a student is unable to enroll in a class on their own, they may contact a departmental Enrollment Representative to seek permission to enroll.
  • Departmental permissions are valid during certain dates only. After the session's "Drop Deadline", students seeking to enroll must complete a Course Change Request Form to seek instructor and Academic Dean approval for a late add. For additional information related to dates and deadlines, see this class permission dates and deadlines content.
  • Permissions may override:
    • Course Requisites
    • Instructor or Department Consent
    • Class Enrollment Limits
    • Room Capacity 
      • Be sure the scheduled room can accommodate the total number of students.
  • Initially, new sections default as Student-Specific Permissions.  After that, the term roll process copies the current setting from the previous like term. To turn Student Specific Permissions off, contact your curricular representative to uncheck Student Specific Permissions here: Curricular & Enroll Rep WorkCenter >Maintain Schedule of Classes. 

  • Permissions should only be entered on an active, enrollment section.

  • Members of combined sections will need to set up their own permissions. A student's permission will need to entered in the subject through which the student intends to enroll. 

  • The expiration date defaults to the add deadline of the session. It can be changed to an earlier date or a later date, but it won't work for enrollment beyond the session's drop deadline.

  • Once a student used the permission, it may not be deleted and the expiration date cannot be changed.

  • You can view class permissions for any course in any subject. Your SIS security access will determine the subjects for which you can edit class permissions. 

Section Changes

  • For students already enrolled in a course, departments should enter class permissions for students requesting a section change. If the Add Deadline has passed, the student’s Expiration Date will need to be adjusted. The student can then use the ‘Swap’ feature through Web Enrollment to complete the section change. Using class permissions to accomplish section changes will be available through the Drop Deadline of the session the course is offered. 

Student-Specific Permissions

To add a student-specific permission, follow the steps below.

Step 1

From Home, select: Curricular & Enroll Rep WorkCenter > Class Permissions. The Find page will display

Tip: Menu navigation: > Records and Enrollment > Term Processing >Class Permissions >Class Permissions

Step 2

Use the Find page to locate the course you want to give the student permission to enroll in and select "Search".

Class Permissions Find Page

Step 3

On the Permission to Add tab, find the Active, Enrollment Section for which the student wants permission to enroll.

Step 4

Verify that the Student Specific Permissions box is checked.

Class Permissions Landing Page

Step 5

If desired, change any Defaults for new permission rows. Changing the defaults will impact any new permissions you enter this session. You may also change override options one student/row at a time after entering a student (Step 9).

Consent Required, Career Restriction, and Permission Time Period typically remain checked. 

Keep "Closed Class" checked if you'll allow the student to enroll even if the class is closed (class enrollment limit met).

Keep "Requisites Not Met" checked if you'll allow the student to enroll even if they don't meet the requisite.

Step 6

If ID field is filled in, select last |+| Add row.

Step 7

Select blank ID field’s magnifying glass look up. Search for the student you want to add a permission for by entering their Campus ID# in the "Campus ID" field. Other search fields can be used, but Campus ID is the value you're most likely to know and its use will ensure you're accessing the correct student record. Select "Look Up" and then select the student from search results. 

Step 8

If needed, change Expiration Date to the date through which student can use this permission.

Navigation Tip for Steps 9-10: If you prefer to view all the tab data at once instead of navigating one tab (General Info, Permission, Comments) at at time, click on the table icon to combine the three tabs into one:

Class Permissions Table Icon to Combine Tabs

Step 9

If you need to change the permission’s use conditions,  select |Permission| tab, and check the conditions when the permission can be used. Checking a box means you're overriding that feature. 

Keep "Closed Class" checked if you'll allow the student to enroll even if the class is closed (class enrollment limit met).

Keep "Requisites Not Met" checked if you'll allow the student to enroll even if they don't meet the requisite.

Class Permissions Condition Check Box Options

In row 1 above, the student can enroll even if the class is closed, but they will still need to meet the class requisite. In row 2 above, the student can enroll if they don't meet the class requisite, but the class will still need to remain open when they make their enrollment attempt. in row 3 above, the student can enroll even if the class is closed and they don't meet the class requisite. Row 3 is the most common setup when entering a permission, but there may be times when you want to customize the conditions.

Step 10

If you want to add comments to an individual’s permission, select |Comments| tab, and type Comments. Students won't see the comments, but other staff with access to the Class Permissions page will.

permission notes

Step 11

Select |Save|.

To add permissions for additional students, repeat steps 6-11 for each student.


Generated Permissions

Step 1

From Home, select: Curricular & Enroll Rep WorkCenter > Class Permissions. The Find page will display

Tip: Menu navigation: > Records and Enrollment > Term Processing >Class Permissions >Class Permissions

Step 2

Use the Find page to locate the course you want to give the student permission to enroll in and select "Search".

Step 3

On the Permission to Add tab, find the Active, Enrollment Section for which the student wants permission to enroll.

Step 4

Verify the Student Specific Permissions field is NOT checked & the section has an active field for Assign More Permissions.

If not, contact your curricular representative to uncheck Student Specific Permissions here: Curricular & Enroll Rep WorkCenter > Maintain Schedule of Classes. 

Step 5

If desired, change any Defaults for new permission rows. Changing the defaults will impact any new permissions you enter this session. You may also change override options one student/row at a time after permission numbers have been generated (Step 8).

Step 6

Enter the number of permissions needed in the Assign More Permissions field. 

Step 7

If you want to mark all permissions granted as ‘issued’, check  "Set All Permissions to Issued". Note: A student can use a permission even if it is  not ‘issued’. 

Step 8

Select [Generate].

    • The number of permission numbers requested display as ‘Not Used’.  As these numbers are given to students, keep a record of which have been assigned. This could be done on the ‘Comments’ tab. When a student uses a permission number, the page displays the name and ID of the student using the permission number and the status changes to ‘Used’.

Class Permissions Generated Permission Example

Step 9

Modify any of the other page tabs.

Step 10

Select [Save].

Once you given a student a generated permission number, they will need to enter it in Course Search & Enroll before saving the course to their cart.

Class Permissions Student Enter Permission in Course Search & Enroll


Permission to Drop Bundled Co-Requisite Courses

You will only use this page to grant a student permission to drop a course that is part of a bundled set of co-requisite courses, like FIGs (first year interest groups) or courses that required concurrent enrollment through the drop deadline of the session the course is offered.

When NOT to use: A student can drop a ‘standard’ course using their student center through the drop deadline of the session the course is offered. After the drop deadline, the student should contact their current academic dean’s office to request a policy exception for a late drop.

Step 1

From Home, select: Curricular & Enroll Rep WorkCenter > Class Permissions. The Find page will display

Tip: Menu navigation: > Records and Enrollment > Term Processing >Class Permissions >Class Permissions

Step 2 

Use the Find page to locate the course you want to give the student permission to drop and select "Search".

Step 3

Select |Permissions to Drop| tab. 

Step 4

Find the Active, Enrollment Section for which the student wants permission to drop.

Class Permissions Drop Permission

Step 5

If desired, change Default Expiration Date and/or permission conditions for new rows.

Step 6

If ID field is filled in, select last |+| Add row.

Step 7

Select blank ID field’s magnifying glass look up. Search for the student you want to add a drop permission for by entering their Campus ID# in the "Campus ID" field. Other search fields can be used, but Campus ID is the value you're most likely to know and its use will ensure you're accessing the correct student record. Select "Look Up" and then select the student from search results. 

Step 7

If needed, change Expiration Date to the date through which student can use this drop permission. 

Step 8

If you want to add comments to an individual’s drop permission, select |Comments| tab, and type Comments. 

Step 9

Select [Save].

See Also:




Keywords:registrar, Office of the Registrar, RO, SIS, class permissions   Doc ID:119259
Owner:Ellen C.Group:Office of the Registrar
Created:2022-06-23 13:41 CSTUpdated:2023-01-18 08:42 CST
Sites:Office of the Registrar
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