Business Process Guide

/ Student Records – Quick Enroll
Arizona State University

Quick Enroll

Business Process Guide

For

Academic Support Specialists (Advisors)

C:\Documents and Settings\alhurst\Desktop\BPG_QuickEnroll_Advisors.doc

Quick Enroll

TABLE OF CONTENTS

PURPOSE 2

ACCESS THE SYSTEM 2

QUICK GUIDE 3

PREREQUISITES AND ASSUMPTIONS 3

HELPFUL HINTS 3

SEARCH FOR STUDENT, CAREER AND TERM 4

ENROLL A STUDENT IN A CLASS 6

DROP A CLASS 8

SWAP A CLASS 9

RESULTS 10

SUCCESS 10

MESSAGE 11

ERROR 12

COMMON ERROR MESSAGES AND THEIR FIXES 13

SEMESTER ENROLLMENT CALENDAR RECAP 15

Purpose

The Quick Enroll function is used by Advisors to Add, Drop or Swap a class for a student that is already admitted and term activated for the term in which the desired transaction is performed. Enrollment functions should only be performed using approved business practices.

Quick Guide

Quick Enroll

Navigation:

· Preferred: Campus Community > Student Services Center

· Records and Enrollment>Enroll Students>Quick Enroll

Prerequisites and Assumptions

Before you can successfully perform any enrollment action, it is assumed that each of the following conditions has been met.

ü You have attended the instructor-led Quick Enroll class. You can register for a course at http://dlt.asu.edu/workshop. If you don’t find a quick enroll class, please email .

ü The student for which you will be performing the enrollment action must have already been admitted and term activated for the term in which you wish to perform the action.

ü You have the PeopleSoft role of SR Enrollment Advisor Access.

· Instructions for viewing your current roles are here: http://help.asu.edu/node/140

· Tips for applying for access to PeopleSoft are here: http://help.asu.edu/node/621

Helpful Hints

ü To submit an enrollment transaction for a student, the student must:

· Have a personal data record

· Have been activated in an academic program within the academic career to which the classes belong

· Have been activated in the necessary term for that same academic career.

ü When a student has a hold on his or her record, the system displays the corresponding icon at the top of the page. Click the icon to view the details.

Search for Student, Career and Term

There are two ways to the Quick Enroll screens.

The first is to pull up the student’s service center.

Navigation:

Campus Community>Student Services Center

Search for the student, and when the student services center displays, make sure that the student has no holds.

Click on the Academics tab.

Make sure the student is active in the program and has no holds.

Scroll down to below their list of classes.

Click on Quick Enrollment.

Navigation:

· Records and Enrollment>Enroll Students>Quick Enroll

· You can also quick enroll from the main menu

Enter the Affiliate ID of the student (100…), career, and term for the student, then click Add.

Next, ADD, DROP or SWAP a class for the student.

Enroll a Student in a Class

Enroll a student in one or more classes using this screen. The student must not have any holds, and must be term activated.

Select Enroll from the Action menu.

Enter the 5 digit class number of the class into the Class Nbr field. Search by clicking on the .

If the class has a lab or recitation, put the class numbers in these fields. Search by clicking on the.

Add more than one class by clicking on the + sign icon.

Click Submit to submit your enrollment request.

On the second tab, you can change the course from normal grading (GNA) to audit, if desired.

Do not put any values in the “Grade Input” or “Repeat Code” fields.

On the third tab, choose the instructor for the course, if the course is set up to use that feature. Do not put values in any of the other fields.

When everything is set, click Submit.

Drop a Class

Drop a class from a student’s schedule using this screen. The student must be enrolled in the class.

Select Drop from the Action menu.

Enter the 5 digit class number of the class. Choose from the list of classes that the student is enrolled in clicking on the

The will display a list of classes that the student is currently enrolled in. Click on the check box of the class to drop.

Since this also shows classes that have been dropped or withdrawn, be sure that both the Status and Reason columns indicate “Enrolled”.

Click Submit

Swap a Class

Swap a current class for a new one in the student’s schedule. Swapping will retain the student in the current class until the new class is successfully enrolled, then it drops the current class. This is much safer than dropping and adding.

Choose Swap from the Action field.

Input the class number of the current course the student is enrolled in. Select from the list of enrolled classes by using the .

Type in the class number of the class you want to change to. Search by using the.

If the new class includes a lab or recitation, enter the section numbers in the “related 1” and “related 2” fields. You can search by clicking on the.

Click Submit to swap the classes.

Results

There are three possible results from clicking on the submit button.

Success

The enrollment request was a Success. No further action is necessary.

Though it is not necessary to record, it is helpful to know that when any enrollment action request is submitted a “Request ID” number is generated. You can view it on this page just under the Quick Enrollment heading.

You can review all enrollment requests for a student via the enrollment request search screen. (Records and Enrollment > Enroll Students > Enrollment Request Search).

Message

The request has been successful and there is a Message associated with your enrollment request. Click on “Messages” to review the message. Usually the message is “The Requirement Designation Options was set to “YES” by the enrollment process.” In ASU terms this means that this class satisfies a General Studies requirement. The transaction was successful.

Error

An Error has occurred and the enrollment request was not processed. To review the details of the error, click on “Errors”.

IMPORTANT: For every error, fix the underlying problem and then start a new request. An easy way to do that is to click on the student center link and then (once you are there) click on the Quick Enrollment link to return to a fresh request.

Common Error Messages and Their Fixes

These are the common error messages you will encounter. The messages are listed alphabetically.

Remember that if you are going to re-submit your enrollment request (drop, add, swap), please make a new request, instead of modifying or resubmitting your first attempt. This helps ASU track the history of the enrollment requests for the students.

Messages / Cause/ Fix /
Invalid Access to Override Appointment Times. / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Override Career. / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Override Class Limit / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid access to Override Class Links / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Override Class Permission / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Override Class Units / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Override Enroll Action Date / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Override Grade Basis / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Override Requirement Description / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Override Requisites / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Override Time Conflict / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Override Unit Load / Start a new request. Make sure all checkboxes on the “General Overrides” tab are unchecked.
Invalid Access to Update Grade Basis / Start a new request.
Only select actions of “Drop, Add or Swap”. Do not enter a “Grade Base” in the “Units and Grade” tab.
Invalid Access to Wait List function / Start a new request. Make sure all checkboxes on the “Class Overrides” tab are unchecked.
Invalid Access to Drop With Permission Transaction. / Trying to drop a class after the drop/add (student self-service) period. / Contact the registrar office.
Invalid Access to Enrollment Transaction. / PS access not set correctly. / Check to see that you have the role.
Class Number xxxxx Not in Active Status. Cannot Enroll. / The class has been cancelled by the department. / Pick a different one
Maximum term Unit Load exceeded / The class would put the student over the maximum limit. Drop a class, or increase the maximum units allowed.
PS role of SR Course and Class Permissions required.
Start a new request.
Multiple Enrollment not allowed for course, add not processed. / Student is already enrolled in this course for this term.
Not Enrolled, Class xxxxx Full. / If no other section is available, secure permission to add the student from the instructor. Grant the student a permission override from the class permission screen. (Records and Enrollment > Term Processing > Class permission > Class Permission assignment)
You must have the PS role of SR Course and Class Permissions
Requisites not met for Class, not enrolled / If needed, grant the student a requisites override from the class permission screen. (Records and Enrollment > Term Processing > Class permission > Class Permission assignment)
You must have the PS role of SR Course and Class Permissions.
Start a new request.
Time Scheduling Conflict for class xxxxx and xxxxx, not enrolled. / The class conflicts with a currently enrolled class. Find a new class, or, if needed, grant the student a time conflict override from the class permission screen. (Records and Enrollment > Term Processing > Class permission > Class Permission assignment)
You must have the PS role of SR Course and Class Permissions.
Then start a new request.
The Requirement Designation Options was set to ‘YES’ by the enrollment process. / This is a success message. This means that the class satisfies at least one General Studies areas.

Semester enrollment calendar recap

For the Fall and Spring semester:

Current Students are TERM ACTIVATED:

For a given term, we run term activation process for all students at the same time, and then continue running it nightly to pick any students who have recently been admitted, etc. Students must be term activated for the advisors to be able to signoff on them on the advising pages, so we try to do term activation about 1 month before the enrollment appointments begin, but depending on last minute changes from within the University, doing it a month ahead sometimes isn’t possible. That’s our goal though. Students must be term activated before they can get an appointment and enroll.

Enrollment appointments are given out:

Appointments are only used for Fall and Spring terms. For Spring, appointments generally start around Nov. 1, last anywhere from 3 – 5 weeks, and the first day of classes is around mid-January. For Fall, appointments generally start around March 1, last until July/early August, and the first day of classes is around mid-August. Before we run appointments for the term, the Provost’s Office reviews the schedule as adjusts as needed based on feedback from prior terms.

Then Open enrollment starts:

Open enrollment (student self service and advisor quick enroll) for Regular session classes for Fall/Spring continues through the Sunday after the first week of classes. Enrollment in classes in other sessions that may start later in the term may continue past the first week of the term, but in general enrollment ends by the 21st day. Nothing is black and white anymore. I will be glad to provide more detail if you’re interested.

Students can drop and add classes without penalty until the end of the first week of classes. For Fall and Spring this is true for classes in the Regular session.

Shorter sessions have shorter number of days after the session starts to do drop/add. Also, students who are not registered in any classes before the first day of the term get charged a late registration fee when the register.

After the first week of classes – you just can’t enroll or drop? Or swap. You can “drop” a class with “penalty” which assigns the W grade. We call this class withdrawal. To enroll/add after first week of classes, students must do in person with approval paperwork from department. We’re not opening up drop with penalty for advisors but students can do that online. And the first week of classes statement is for Regular session only.

Document Information
Module / Student Records
Author / Christine Hoffman
eReference

Revisions

Document History
Date / By / Action / Pages
August 29, 2006 / 1st Draft / 18
September 12, 2006 / Edited (comments - Janice Garcia/Linda Jark) / 19
September, 2006 / Edited (comments - Carole Andres) / 19
October , 2006 / Edited (comments – Darella Banks) / 20
October, 2006 / Edited (comments- Eric Parsons) / 20
November 1, 2006 / Edited (final comments –Darella, Linda) / 25
October, 2008 / Paul Stoll / Functionality trimmed, error message resolution added / various
March 16, 2010 / Amber Hurst / Revised to show a new type of class where an instructor can be picked from a list of instructors / various
Quick Enroll / Page 3 of 16