Course Selection and Enrollment for Faculty: Fall 2008

Introduction

Advising and selection of fall 2008 courses is scheduled for March 24-28 for students who have declared a major and March 31-April 4 for those students who have not yet declared a major.

To gain access to ISIS for spring course selection (which begins on April 7), students will first need to see their faculty advisor who will release (via e-mail) the student's access information to them. This message will contain the unique access code and time of initial access to ISIS; it will also let students know whether they have any registration blocks. Without this information, students lose course selection priority and will not gain access to ISIS until April 14.

Note that students are permitted to enroll in 15 credits until August 1 at which point the maximum is raised to 17 credits.

Detailed instructions on course enrollment, fee payment and Final Registration are available online. The fall 2008 COD will be available online in mid- to late March.

Direct questions about the selection of spring courses as follows:

Questions about ISIS Online	Janet Crawford; 4-7243 Garrett Hall; 4-8864
Advising Procedures	Rachel Most, 4-8873;
Department Procedures and Policies	Undergraduate Program Directors
Adjustments to Department Course Data	Pam Lawson, 2-2303
College Policies	Gordon M. Stewart, 4-8873; Faculty Advisors contact their Association Dean
ISIS Help Desk	4-4122

For Graduate Advisors

Please arrange soon to have meetings with the Association Dean, one per residence hall, during the week of March 24 or March 31 to discuss curricular and procedural questions associated with advising and the selection of fall courses.

General Information

Faculty members control the numbers of students in their courses by setting the Authorized Enrollments, determining restrictions, and closing off the add process when the course is full or when they want to manage the add process themselves (via Course Action Forms). INSTRUCTORS WHO WANT TO STOP ENROLLMENT IN THEIR CLASSES VIA ISIS AND HAVE STUDENTS ENROLL THROUGH A COURSE ACTION FORM ONLY SHOULD CONTACT THE PERSON IN THEIR DEPARTMENT WHO OVERSEES COURSES IN ISIS, OR PAM LAWSON (2-2303).

Many departments now use the University's electronic wait list system. This year the waitlist system will open after March 17. If you (or anyone in your department) are interested, please see the online directions for more information.

Once enrolled in a course a student may not be excluded by the belated imposition of course restrictions. Enrolled means enrolled unless a student has ignored prerequisites published in the University Record. Faculty are obliged to accept students who add into their courses through ISIS.

Course Action Forms (CAFs) are now available only online. Departments may copy them as needed to direct students to the link to print them out. Most departments now enter the CAFs as they are turned in at the Department (until the end of the add period). If your department has not had staff trained to do this, please ask the appropriate persons to contact Janet Crawford, Office of the Registrar, 4-7243. All faculty, staff, and advisors should be aware that CAFs do not alter the "authorized enrollment". Those students permitted to enroll via the CAFs plus the "authorized enrollment" will be the total enrollment in the course. As a matter of equity, this Office will not process CAFs until August 1, after all students, including new first-year and transfer students, have gained access to ISIS. Departments are requested to do the same: no CAFs processed prior to August 1, please. COURSE ACTION FORMS SHOULD NOT BE USED IF A WAIT LIST HAS BEEN CREATED.

Two basic premises of the advising system are (1) that each College student has an advisor, and (2) that each student gains access to ISIS via a unique access number sent to the student by the designated advisor. Students were reminded to verify the name of their advisor by checking ISIS Online. Students will seek out the advisor in the data base as of March 17 in order to receive their access information. Those with no advisor will gain access on April 14.

Enrollment is limited to 15 credits until all students have gained access to ISIS. On Ausgut 1 (after Summer Orientation), students will be able to enroll in 17 credits.

Once "in" the ISIS system, a student may return to make changes by either dropping a class until Friday, September 5 or adding classes through Friday, September 12. Students who have enrolled in classes, paid their bills and have no enrollment blocks will be automoatically final registered. Students who plan to be on leave during the fall 2008 semester must complete a Leave of Absence Form or they risk being charged and responsible for the full tuition amount.

Undergraduate students wishing to enroll in College courses beyond the 599-level should complete the "600 Form" for the appropriate semester. Forms are available in Garrett Hall. Students will need to seek permission from the instructor, the Director of the Undergraduate Major Program and the Dean of the Graduate School of Arts and Sciences whose signatures are required on the form. Courses in other schools must be approved by the instructor and the department chair. Signed forms should be submitted to Garrett Hall for final approval.

COURSE RESTRICTIONS and AUTHORIZED ENROLLMENTS originate when departments submit courses to the Registrar's Office. Departments can make changes and authorize closing enrollments by notifying the University Registrar (Pam Lawson, 2-2303; ).

The Advising Newsletter is available year-round. Changes or additions are welcome, and the web page will be updated throughout the semester as new information becomes available. Please e-mail material to Rachel Most ().

Directions for Major Advising

Departments determine and announce all instructions for advising their majors. Please plan to have well-publicized the instructions for advising majors by Monday, March 17. Program Directors may use the DUP Advising System to e-mail all majors.

Program Directors may use ISIS Online to view the VISTAA forms or transcripts of majors.

Departments may also determine policies concerning enrollment. If a student neither calls the instructor in advance nor appears at the first class meeting, the enrollment may be canceled, for example. Common to all such policies is wide publicity in Department newsletters and course descriptions, starting right away.

All Faculty advising undergraduate majors should post their expanded office hours for the week of March 24. Please make arrangements with those advisors who for whatever reason are unable to meet their advisees as expected. Faculty are encouraged to use the appointment scheduling tool in the online advising system.

Students may not select their courses until they receive their access information via e-mail. This should be sent to the student either by the advisor after a meeting or to all majors by the DUP. If students lose this information, the advisor may resend it. Garrett Hall will not intrude in Department procedures by distributing access numbers.

Directions for Lower Division (Non-Major) Advising

All faculty advising undergraduate students have access to the College's electronic advising system. Faculty log into the system using your e-mail password and login. If you have problems accessing the site, please write to

Faculty use ISIS Online to access the VISTAA forms or transcripts of any student in the College. You may find it helpful to ask each advisee to bring a VISTAA form with them when they meet with you. You may make this request when you contact your advisees to inform them of your office hours.

Please schedule expanded office hours during the week of March 31 so that students can sign up for an appointment. In the event students fail to come by during your expanded office hours, it is suggested that you schedule one or two subsequent group meetings rather than schedule individual meetings.

DO NOT RELEASE ACCESS INFORMATION TO YOUR ADVISEES WITHOUT FIRST MEETING WITH THEM IN PERSON.

To enable advisees to schedule an appointment with you, use either the scheduling tool provided in the Online Advising System or post a sign-up sheet on your door. Be sure to let your advisees know via e-mail how to schedule an appointment with you. Advisors can generate a list of all their advisees and send emails to one or all individuals on that list using the online advising system.

A course selection worksheet (.pdf, 49KB) and course enrollment time schedule worksheet (.pdf, 17KB) are available for students to help them plan their schedules, but it can also be useful for Advisors to keep track of student enrollments and plans.

All Departments should now have fall 2008 course descriptions posted online.