Advising and Course Enrollment Information for Faculty: Spring 2010

Introduction

Advising for spring 2010 is scheduled for October 26-30 for students who have declared a major and November 2-6 for those students who have not yet declared a major.

Spring 2010 course enrollment will take place in the new SIS (Student Information System, formerly ISIS); it will begin on November 9. Most students will first need to see their faculty advisor who will release their advising hold allowing them to enroll in classes.

NOTE: Some major departments will not place a hold on their majors. Students may check their Student Center to see whether they have an advising hold. Those who do must see their advisor.

Students are permitted to enroll in 15 credits until November 23 at which point the maximum is raised to 17 credits.

Detailed instructions on course enrollment, fee payment and account deactivation are available on the UREG homepage. You may access the Spring Schedule of Classes (SOC) beginning on October 23.

All Departments should have spring 2010 course descriptions posted online by October 21.

Senior Residents: Please follow-up on your scheduled meetings with the Association Deans.

Direct questions about the selection of spring courses as follows:

Questions about SIS Access	Janet Crawford; 4-7243 Monroe 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
Help Desk	4-HELP

General Information

Faculty members control the number of students in their courses by setting the authorized enrollment and by determining class section restrictions. Unless otherwise specified a waitlist will be automatically created when a class fills. Students wanting to add a class will be directed to the waitlist.

Instructors who wish to control who can add into their class either before enrollment begins or when their class fills must turn the waitlist off and set the waitlist capacity to ZERO (0) before October 23. For a true "instructor permission only" class (where all enrollments are granted by the instructor) arrange through the course scheduler in your department to have your permissions list turned on now. Faculty who wish to to start using the permission list when a class fills will send an e-mail to when they want to start using the permissions system.

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 SIS.

Faculty who wish to enroll a student who is not on their waitlist or permission list (or who wish to give them priority over other students on a list) can use the Ad Hoc Permissions function in SIS. They may also use a paper Course Action Form (CAFs), now only available online.

Adding students via either of these methods could result in over-enrolling a class. That is, course action forms and ad hoc permissions do not alter the "authorized enrollment'" The total enrollment of the class will be any student permitted to add via paper course action form and ad hoc permissions PLUS the authorized enrollment of the class.

As a matter of equity NO CAFs OR AD HOC PERMISSIONS SHOULD BE PROCESSED OR GRANTED PRIOR TO NOVEMBER 23.

Each College student has an advisor and students were reminded to verify the name of their advisor by checking the Student Center in SIS. Students will seek out the advisor in the data base as of October 21; those with no advisor will gain access on November 23.

Enrollment is limited to 15 credits until all students have gained access to SIS. On November 23 students will be able to enroll in 17 credits.

Once "in" the SIS, a student may return to make changes until the add and drop deadlines. Check the College calendar for the spring 2010 drop, add and withdrawal deadlines.

Students who have enrolled in classes, paid their bills and have no enrollment holds will be considered enrolled. Students who plan to be on leave during the spring 2010 semester must complete a Leave of Absence Form or they risk being charged and responsible for the full tuition amount.

Students with any kind of a hold in place on the first Friday of the semester will be disenrolled and dropped from all their classes. As applicable, their University of Virginia ID card will be deactivated, and UVA Housing, UVA Dining, Cavalier Advantage and all other student privileges will be unavailable.

Undergraduate students wishing to enroll in College courses beyond the 5999-level should complete the "6000 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 Monroe Hall for final approval.

Class section restrictions and authorized enrollments originate when departments submit courses to UREG. Departments can make changes and authorize closing enrollments by notifying UREG (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 at least one week before the start of the offcial advising period (see the calendar for specific dates). Program Directors may use the DUP Advising System to e-mail all majors. (If you are a DUP and unable to access the system, please contact Rachel Most.)

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

All Faculty advising undergraduate majors should post their expanded office hours for the weeks of advising. 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.

For those major departments that have placed an advising hold on majors, those students may not select their courses until they meet with their advisor and the hold is lifted. Garrett Hall will not intrude in Department procedures by lifting advising holds unless notified to do so.

Directions for Lower Division (Non-Major) Advising

Faculty use SIS to access the Academic Requirements (AR) and transcripts of their advisees. You may find it helpful to ask each advisee to bring an AR report or their laptop 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 November 2 so that students can sign up for an appointment. We encourage Faculty to use the online calendar to schedule office hours. 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 ADVISING HOLDS TO YOUR ADVISEES WITHOUT FIRST MEETING WITH THEM IN PERSON.

A course selection worksheet (.pdf) 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.