SIS/Manage Your Enrollment - Managing Wait Lists

This document outlines the steps for activating and updating Wait Lists


Activate WaitList using Update Sections of a Class

You can set up sections of a course to create enrollment wait lists to the size you specify; you then monitor and determine who can enroll.

  • When you add or change the Wait Capacity, make sure that all impacted components of the enrollment package are changes (e.g. Discussion, Lab and Lecture).
  • If this is a Combined Section, each department must change their Wait Cap to match the combined sections Wait List Capacity.
  • Students can only get on an open wait list until the session’s add deadline date.

Step 1

From Home, select: Curric & Enroll Rep WorkCenter, Update Sections of a Class. The Find page will display.

Tips: Menu navigation: > Curriculum Management > Schedule of Classes > Update Sections of a Class

Step 2

Use the Find page to locate the desired course. Search by: Term, Subject Area, and Catalog Nbr. The course will display on Update Sections of a Class page.

Step 3

Select |Class Enrollment Limits| page tab. The capacities will display for all sections.

Tip: Combined Sections may look open from this page; verify available seats by selecting each section’s Combined Section link.

Step 4

Locate the Wait Cap for the appropriate section(s) and enter the wait list capacity. Make sure that all impacted components of the enrollment package are changed (e.g. Disc and Lecture). The new wait capacity number displays for the section(s).

Tip: To stop further wait listing, decrease the Wait Cap.

Note: If there is a Wait Cap, once the Enrl Cap is met, the Wait Tot will display the number of students on the wait list. The wait list is available to students until the session’s add deadline date.

Step 5

Select [Save].

Step 6

If this is a combined section,

  1. Select Combined Section link for the impacted section.
  2. Change the Wait List Capacity to match section’s Wait Cap.
  3. Select [Save].
  4. Select [Return].
  5. Go back and follow these steps for every Combined Section with a wait list.

Tips: 

  • Primary Subj: Notify secondary subject(s) to update Wait Cap on ‘Update Sections of a Class’ page.

  • To assist with managing combined section wait lists, use this page: Curric & Enroll Rep WorkCenter, Identify Combined Sections. Search using Term, and for the Description, change search parameter to ‘contains’ and enter the subject’s hort description in all caps

  • Remember to review each section to see if there really are seats available


Notes 

  • If a WaitList value has been added to a section it is the responsibility of the department/subject to monitor and manage. 
  • Granting WaitList permission in “Manage WaitList” sends the permission to the “Class Permissions” page. Students still have to enroll on their own.

Manage WaitList Page

Step 1 

From Home, select: Curric & Enroll Rep WorkCenter, Manage WaitList. The Find page will display.

Tip: Men navigation: > Curriculum Management > Wait List > Manage Wait List

Step 2 

Use the Find page to locate the desired course. Search by: Term & Subject Area. The specified Subject’s Course with activated wait lists display.

Note: Combined Seats Available will display a number if this course is combined. A negative Seats Available indicates over enrolled.

Step 3

If a student is on a wait list, Count is an active link; select “Count” for a specific course wait list you want to review. The Wait List Manager will display.

Note: Combined sections will display all subject’s wait lists.

Step 4

If you want to give a student permission to enroll

Note: Permission Expiration Date defaults to 2 days from now and reverts back to this if you Change or Delete or leave the page.

  1. If a different Permission Expiration Date is desired, enter a new date.
  2. Based on your needs, do one of the following.

    1. To allow one student to enroll, select their ADD link
    2. To allow multiple students to enroll, check their Select to Add box and then select [Add Selected].
    3. To allow all students to enroll, select [Select All to Add] and then select [Add Selected].
  3. Select [Yes] to ‘Are you sure’ message.
  4. Automatically  the student is granted a permission that expires as indicated and a comment is added. The student is notified via email to enroll and you are emailed a copy.

If you want to extend an expired permission

Note: The Extend Permission Date column and Extend link will only display if a previously granted wait list permission expired.

  1. If a different Permission Expiration Date is desired, enter new date.
  2. Select “Extend.”
  3. Select [Yes] to ‘Are you sure’ message.
  4. Automatically the student’s original  permission is entered to expire as indicated and a new comment is added. The student is notified via email to enroll and you are emailed a copy.

If you want to delete a student from the wait list

  1. Based on your needs do one of the following

    1. To remove one student, select their Delete link.
    2. To remove multiple students, check their Select to Delete box and then select [Delete Selected].
    3. To remove all students, select [Select All to Delete] and then select [Delete Selected].
  2. Select [Yes] to ‘Are you sure’ message.
  3. The student and you receive an email.

Note: If error regarding a hold displays, contact Curricular Services to delete.

If you want to change a student’s wait list position by section

  1. Select “Change.”
  2. Type New Student Position number.
  3. Select [Change Order].

If you want to view all student’s wait listed classes

  1. Select Name.
  2. Close View Wait List by Student when done.

If you want to view classes students already enrolled in

  1. If you have access, right click on Campus ID’s red triangle.
  2. Select Enrollment Detail.
  3. View this student’s enrolled, waiting, or dropped course sections.
  4. When done, close newly opened tab.

If you want to view class detail

  1. Select Section.
  2. Select “Return to Wait List Manager” when done.

If you want to view student’s major(s)

  1. If you have access, right click on Acad Plan’s red triangle.
  2. Select Acad Prog Summary.
  3. View this student’s current declarations.
  4. When done, close newly opened tab.

If you want to view wait listed student’s Email address

Select Email tab.

If you want to view Wait List Audit page

  1. Select [Wait List Audit] button.
  2. Close Wait List Audit when done.

See Also:




Keywords:sis wait list waitlist enrollment capacity   Doc ID:16160
Owner:Ellen C.Group:Office of the Registrar
Created:2010-12-07 19:00 CDTUpdated:2022-06-16 13:24 CDT
Sites:DoIT Help Desk, Office of the Registrar
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