Registration and Grades REGISTRATION - PowerPoint Presentation

Slide1

Registration and GradesSlide2

REGISTRATIONSlide3

CONTENTS

REGISTRATION

THE FLOW

04

ACADEMIC SESSION CREATION

05

DAY/TIME ASSIGNMENTS

06

REGISTRATION AUTHORIZATION

07

REGISTRATION HOLDS 08

MAX/EXCESSIVE HOURS 09

MyUI 10

RESTRICTIONS 11

SEAT RESERVATIONS 12

PREREQUISITES 13-14

SPECIAL PERMISSION 15-16

WAITLISTS 17-18

COURSE MAINTENANCE 19

REPORTING 20

GRADES

GRADES ACCESS 22

ATTENDANCE/MIDTERMS 23

FINAL GRADES 24

GRADES WORKFLOW 25-26

REPORTING 27

COURSE OFFERINGS 28

GRADE RUNS 29

CONTACT INFORMATION 30Slide4

THE FLOW

Prepare for Student Registration

Academic session is created

Assign special

p

ermission

Registration Authorization

Registration day & time assignments posted

Attendance

MidtermFinalSlide5

Academic Session Creation

Programmatically occurs the Friday after census counts

Listed on Academic Calendar as “Create Academic Session”

Manually created via student Session Detail

panel

An academic session is created for students:

Currently enrolled

Admitted for the next two sessionsNot currently enrolled but who can return without going through Admissions

Who do not have a Degree Application on fileThe creation of the academic session allows:

Registration authorizationSpecial permissionCreation of

Student Health Holds (SHIM) Registration day & time assignment

ACADEMIC SESSION CREATIONSlide6

DAY/TIME ASSIGNMENT

Registration times for most undergraduate students are based on total hours earned. 

Total hours earned calculation: University of Iowa credit earned (including exam credit) plus transfer credit earned. Total hours earned does not include any courses indicated as in-progress (IP),

I

(incomplete), O (no grade reported), or F (failed).

The start of early registration day & time processing is indicated on the Academic Calendar as Registration Setup

.

10 day timeframe for Fall & Spring; 5 days for Winter & Summer.

Exceptions:

Undergraduate students required to attend Orientation will have their day & time assignment posted two days prior to their Orientation date.International students new to the University

RN-BSN students new to the UniversityProfessional MBA Program students

Once registration day & times are posted, students can view their day & time assignment information on the MyUI Registration screen. This information can be found on the “Registration Authorization” panel for administrators.

Students in the Colleges of Dentistry, Law, and Pharmacy, and the Carver College of Medicine begin registration in their collegiate deans' office at a time announced by their deans.Slide7

New students are required to be authorized by their advisor with the exception of those in the Colleges of Law, Pharmacy, and School of Management.

All students advised in the Academic Advising Center require authorization past their initial session of enrollment.

Programs of study indicated in the authorization bypass table are not required to seek advisor authorization past their initial session of enrollment.

Registration

a

uthorization is given via the Registration Authorization panel within the student’s record.

If authorization is revoked, student is unable to make any changes in their enrollment via

MyUI

.

REGISTRATION AUTHORIZATIONSlide8

Placed on student record preventing student from enrolling

Most common:

Student Health (SHIM)

Other student specific registration restrictions: U-bill

There are some registration holds that will block enrollment starting the first day of the session.

Holds can be updated by unit/college responsible for hold

If student has more than one hold, all must be removed before enrollment can occur.

REGISTRATION HOLDSlide9

MAX HOURS, EXCESSIVE HOURS, & PROGRAM CREDIT HOUR LIMIT

MAXIMUM (MAX) CREDIT HOURS

Fall & Spring

18

sh

- undergraduate students (19

sh

) - College of Engineering undergraduate students

15

sh

- graduate students (& School of Management students with exceptions indicated below)

16 sh - full-time MBA students9 sh – Professional MBA studentsHours may vary for professional colleges

Winter3 shSummer12

sh (across all sessions)EXCESSIVE HOURS

Use to override max credit hours

PROGRAM CREDIT HOUR LIMITLimits total number of sh students can take in particular program of study. Field should typically be null on Excessive Hours panel.Slide10

Course updates from MAUI to

MyUI

Course search

Prerequisite Permission Form requires log-in

Unreserved seats available

Additional course related information (section description, etc.)

Independent study

Instructor added to offerings planner 0IND section.Section auto created when student chooses instructor from MyUI list.

MyUI

Schedule

Builder

MyUI

open for registration

Early registration/Orientation

11:59 pm the night before the 6

th

day of the semester for Fall & Spring; 11:59 pm day prior for Winter, Summer

subsessions

, and off-cycle courses.

Exceptions: International students and athletes.Last day of semester/session for drops unless dropping all courses

MyUI closed for registrationAcademic Calendar dateChange of Registration FormCourse deadline look-upSlide11

Added to a section to allow only a certain population to register for a section

Restrictions apply to all seats in the section.

Restrictions will only apply to students enrolling in the section

after

the restriction has been placed on the course. It will not retroactively go back and check registration.

Most commonly used and recommended: “Restricted for All”

Creating a New Restriction

New restrictions should be requested through the Office of the Registrar using the form below.New Restriction Request Form

Restriction must receive prior authorization by your collegiate dean’s office. This is done through the form’s routing process.

Once submitted, it is subject to review by the Office of the Registrar. Our office takes into account the number of students, population affected, courses affected, and rationale of request.

RESTRICTIONS

Restriction and Seat Reservations are used to control the population able to register for course section.Slide12

Seat Reservations use restrictions to hold a specific number of seats aside for a course.

Can be used to gradually open seats within a section

.

There can be more than one reserved seats entry per section.

Seat Reservations are added administratively by

Reg-MAUI-Support

and Kari Yankey, in Academic Advising Center.

The Sort Order field controls the enrollment process.For courses with mandatory relationships, seat reservations should only be placed on the credit hour bearing discussion/lab section and not the lecture unless they are part of a One-Click Option.

SEAT RESERVATIONSSlide13

A prerequisite is generally a course that students must complete before enrolling in a more advanced course. Sometimes a student is given a choice of prerequisites to complete.

Updates

made via course library and posted within course offerings

.

UI

Coursework

The prerequisite check will run within a few days of the UI grade becoming final for the prerequisite course.

Prerequisite course has been met with a passing grade, prerequisite special permission updated, and student remains in course.Prerequisite not met

with passing grade, prerequisite special permission updated to “not met”, and student dropped from enrolled course requiring prerequisite.If a student feels they have been dropped from the course in error, then they should speak with the department associated with the enrolled course.S

tudent receives an I or O grade after the final grades come in, not dropped until three business days prior to the start of the semester.

PREREQUISITES

(UI COURSEWORK)Slide14

Non-UI Coursework (including transfer work)

For coursework outside of UI, proof is required by submitting a Prerequisite Proof of Completion Form available through MyUI. No longer available 5 business days prior to start of semester.

The

prerequisite check

runs

three business days prior to the start of semester. Please see the Academic Calendar for semester-length prerequisite drop dates.

A prerequisite check runs nightly to evaluate any transfer work that may have come in during the day.If final grade is not available three business days prior to the start of the semester, students must provide proof of completion to the department and the prerequisite special permission given

(met – proof provided). Failure to provide proof of completion changes the prerequisite special permission to “not met” and student is dropped from course.Student unable to re-enroll in course until prerequisite permission has been update to “met – proof provided” or “permanent”.

If a student feels they have been dropped from the course in error, they should speak with the department associated with the enrolled course.

PREREQUISITES

(NON-UI COURSEWORK)Slide15

Special Permission Types

Entered in offerings planner special permission panel or with appropriates access roles through the student record special permission panelPrerequisite

Conditional: student needs to provide proof prerequisite has been successfully satisfied. Status set by workflow.

In Progress UI coursework: student currently enrolled in prerequisite at UI and needs to successfully complete course.

Met - proof provided: necessary proof has been received for successful prerequisite completion.

Permanent: no further prerequisite action required.

Course Level 

Overrides course restriction & allows student to enroll in any section of course. Does not override prerequisite.

Section LevelOverrides restriction & prerequisite. Allows student to enroll in specific section of course.

SPECIAL PERMISSIONSlide16

Special

Permission Numbers

Office of Registrar creates special permission

numbers

at either course or section level for departmental distribution to students.

Either a single special permission number can be created for many students or multiple special permission numbers for use by each student. Multiple numbers may be preferred to prevent students from sharing code.

Student enters special permission number in MyUI at time of enrollment

.Department should send email request to Reg-MAUI-Support

indicating course or section level special permission code. Please also specify preference for single or multiple numbers.

Special Permission Numbers can only be used until the first day of the session.

SPECIAL PERMISSIONSlide17

WAITLISTS

Within offerings, the Waitlist Plan field will indicate “MAUI Waitlist”.

F

unctional until

11:59

pm

the night before the sixth day of the semester for Fall & Spring; for Winter

, Summer sub-session associated with course, and off-cycle courses, waitlists function until 11:59 pm the day prior.

MAUI waitlist not indicated for mandatory lecture section or unlimited enrollment sections.Change “Summary”

to “Waitlist” to view, add, reprioritize or remove students. Reprioritization at department’s

discretion.Viewing options: Active, Pending, Accepted, Expired, Declined.

Enrollment counts: current enrollment count includes enrolled plus offered (pending) seats. Increasing

optimum enrollment count offers the number of seats made available to the next students on the waitlist.

If section has seat reservations, waitlist will not activate until all seats expire.

Instructor view: via class roster in My Courses and MAUI

Managed Waitlist link. Instructors should not sign Change of Registration Form i

f waitlist is functional.Slide18

WAITLISTS (STUDENTS)

Students add to the waitlist via

MyUI

and do not see their position on the list.

All registration checks, including restrictions, are done prior to add to waitlist.

Notified when seat becomes available and have 24 hours (including weekends and holidays) to either accept seat & accept offer or decline.

Reminded again at 12 hours and 6 hours. If

n

o response within 24 hour timeframe, seat offer expires.

Students must complete two steps to accept a waitlist offer. First they must Accept the Seat and review their schedule. Then they must Accept the Offer. Only then will they be added to the course.

If offered a seat for a lab or discussion section (which carries the hours), program automatically saves seat in lecture.Slide19

COURSE MAINTENANCE

Cancelling a Course with Students Enrolled

Set the Section to Pending to prevent any new students from enrolling.

Email all enrolled students to let them know the section will be cancelled. If they do not drop on their own, they will be administratively dropped from the course upon cancellation.

Email

Reg-MAUI-Support@uiowa.edu

to request that the course be cancelled. Be sure to include the Session and full course number. Indicate that enrolled students have already been notified.

If 10 or more students are enrolled, please seek permission to cancel the course from your Dean prior to emailing Reg-MAUI-Support

. Reg-MAUI-Support staff will administratively drop the students and cancel the section. You will be notified via email when the process is complete. Administrative DropsAdministrative

Drops can be used when the student has not met the course prerequisites or other requirements.Administrative drops can be submitted by departments before a session begins and if necessary through the 6th and 7th days of the spring or fall session. (allows time to check changes that happen the first 5 days of session in MyUI)

Summer and winter admin drops must be turned in before the session (course) begins.For more information, please visit the Registration Support page on our webpage. Please contact registrar@uiowa.edu with these requests.Slide20

REPORTING

STUDENTS

BY PROGRAM OF STUDY

GEN ED ENROLLMENT REPORT

CLASS LIST REPORT

01.

03.

02.

04.

COURSE ENROLLMENT CROSS-TAB COMPARISON

Helpful Reports

05.

06.

PREREQUISITE REPORTS

Method of Meeting Prerequisites Report

Prerequisite Special Permission Report

WAITLIST REPORTS

Slide21

GRADESSlide22

GRADES ACCESS

Academic Instructor Delegate-

Departmental users

who can edit and submit final grades or initiate a grade change on behalf of an instructor for any course under the academic unit(s) for which they have this role. User additionally has the ability to

VIEW

same courses under Grades Administration Workflow

.

Academic DEO Delegate-

User can approve grades and grade changes at the DEO level under Grades Administration Workflow for courses under the Academic Unit(s) for which they have this role. This role additionally has the ability to reject grades or reopen if in “Approved” status. Either option requires the grades be resubmitted.

Collegiate Grades Approver-User

can approve grades for academic units that require collegiate approval under Grades Administration Workflow. Users have the ability to approve non I/F grade changes on behalf of the Dean of a College. This role additionally has the ability to reject grades or reopen if in approved status. Either option requires the grades be resubmitted.Maui Instructor

- Users have the ability to edit and submit grades for courses they instruct as well as view their

courses under Grades Administration Workflow. Slide23

ATTENDANCE & MIDTERMSlide24

FINAL GRADES

Final Grade Submission

Final grades open up 10 business days prior to final grades being due.

Final grades are to be submitted via MAUI and be in "Approved" status within seventy-two hours (excluding weekends and holidays) after close of examination week (fall and spring semesters); or after close of the four-week or 1st six-week summer session, regular summer session, or winter session.

Grades can be entered into MAUI manually or exported from ICON to MAUI.

Grade Runs

Grades are automatically applied by MAUI to all sections during a Grade Run. If grades are not in an “Approved” status by the time a Grade Run begins, then “O” placeholder grades are assigned. Individual grade changes are required to update grades from “O” grades to letter grades.

Final Grade Runs take place at the end of each session.

Additional supplemental grade runs are scheduled for off-cycle courses that end after the final grade run

Early grade runs take place the third Wednesday of each month. Early grade runs stop 10 days prior to the final Grade Run, and resume after the final grade run is complete. Early grade runs do not take place during the winter and summer sessions.

Status Definitions:Saved: Applied by any instructor delegate assigned to the academic unit, or an instructor "allowed to save grades" assigned in Course Offerings. Slip will not enter workflow until grades are submitted.

Submitted: Applied by any instructor delegate assigned to the academic unit, or an instructor "allowed to submit grades" assigned in Course Offerings. The slip enters workflow into the 'Course Grade DEO Approval Basket' with an 'Active' status. Approved:

Applied by any DEO Grades Approver. The slip remains 'Course Grade DEO Approval Basket' but has an 'Approved' status. Final: Automatically applied by MAUI to all sections during a Grade Run.Slide25

GRADES WORKFLOW

Instructor or Instructor Delegate Saves Grades in MAUI

Slip has not been created in Workflow

Instructor

or Instructor Delegate

Submits Grades to Workflow

Active Status

Workflow Slip is Approved by Course Supervisor

(Only if a course Supervisor is assigned)

Active Status

Workflow Slip is Approved by DEO

Slip will change to Completed

Status

Slip

Rejected or Reopened by DEO

This step will require the instructor to resubmit the grades submission to workflow again. The grades will not be captured during the grade run

IF

the new submission is not in an “Approved” status by the

deadline

Next Scheduled Grade Run will process grades for all courses in a completed status

Slip changes to a Final Status

Supplemental Grade Runs

Will take place to capture grade submissions for off-cycle courses ending after the Final Grade Run

Grade Change

Will take place after a Grade Run when a grade has been placed in a “Final Status”Slide26

GRADES WORKFLOW

Rejected vs Reopen vs Grade Change:

Rejected: 

Approvers must reject a workflow slip if it's still within routing. Only those approvers with the form in their workflow basket can reject the workflow slip. 

Reopen:

If the workflow slip has already gone through the workflow process and is currently in "Approved" status, then a DEO or DEO Delegate can reopen the course grades from the Course Grades Page. 

Grade Change:

Grade changes

can only occur once a course's grades are in "Final" status.

We recommend that you not reject or reopen grades on the final grades deadline unless the DEO is prepared to approve the request again before the deadline expires.

Workflow Status Definitions:

Active: Assigned by MAUI once the slip is created by an instructor delegate assigned to the academic unit, or an instructor with ability to submit

grades.Completed

: Assigned by MAUI once the slip is approved.Rejected

: Assigned by either a) a user with administrative access rejects the slip, or b) assigned to the earliest slip by MAUI whenever a subsequent slip is issuedSlide27

Administrative Tools

01.

03.

02.

Administrative Tools

reside under Grade Administration on the Registrar tab of MAUI. The following reports and tools are available to you:

Grade Distribution Report-

Distribution of Grades in Courses. (How many As were given in a course?)

Academic Calendar-

Attendance, Midterm and Final Grade Dates

for

a given session.

Grade Administration Summary-

This report is located under Grade Administration on the Registrar Tab. This report shows a summary of Final Grade Submission Status’ for the current session. Additional details are available under the hyperlinks totals in each column.

04.

Course Grades-

Class list, Midterm,

and Final Grade

Lists can be viewed on this dashboard. Grade changes can be initiated, and e-mails to entire class can be sent.Slide28

Course Library and Offerings Planner

01.

02.

Special Grading-

Special grading instructions are added to a course that require additional grading options.

Example: A course may fulfill a requirement for Med students but the course is not managed under CCOM. When the course is submitted through the Course Library, special grading instructions should be added.

If the course does not have the appropriate grading options available when final grades are due, a course revision form (through Course Library) needs to be submitted, approved and updated before the special grading instruction can be added.

Assigned Instructor-

Instructors are assigned through Offerings Planner. Access to submit grades is also managed through here. Multiple instructors can be assigned with the ability to submit grades.

If a Course Supervisor is assigned to the course, the Course Supervisor will be required to approve grade submissions at the end of the session prior to the submission being routed to the DEO.

Grades can’t be submitted for a 0 credit section of a course. T.A.s or Team Teachers need to submit the grades through the credit bearing section, or collaborate with the instructor for the credit bearing section of the course

03.

Off-Cycle Course Dates-

Course start and end dates should reflect all weeks in which academic activity occurs. Weeks that require additional projects or papers should be taken into consideration when submitting your course to Offerings Planner. Accurate course dates will improve grade processing. Slide29

Grade Runs

Grade Runs

process grades for courses in the current session that are in a completed status, and do not have grades in a final status.

Early Grade Runs-

take place the third Wednesday of each month. Early grade runs stop running 10 business days prior to the final grade run.

Final Grade Runs-

Take place 3 business days after Final Exam Week.

Supplemental Grade Runs-

Take place after the final grade run. Supplemental Grade Runs capture grades for off-cycle courses that have end dates after the last day of the session.

Grade runs do not capture grades outside of the specified session.

Example: Spring Supplemental Grade Runs will not process grades for Summer courses in a completed status.

Changes to Grade

R

uns to come in the future. Slide30

REGISTRATION

AND

GRADES

CONTACTS

REG-MAUI-SUPPORT

2 JESSUP HALL

reg-maui-support@uiowa.edu

Alysha Ahlf- (319)

335-0241

Jessica Alberhasky- (319) 384-1288

Jolene Cole- (319) 335-2376

Elissa Thoman- (319) 335-0237

REGISTRAR’S SERVICE CENTER

17 CALVIN

registrar@uiowa.edu

319-384-4300