ENROLLMENT PREPARATION CHECKLIST

When preparing for enrollment, these are some things you will want to consider:

Review Variable Credit Sections.

VerifyGraded Component Check.
The graded component determines the section(s) for which the grade roster will be available.

Review Association Numbers for Independent Study and Repeatable Courses.
Association numbers cannot be changed onceenrollment has occurred.

Review Combined Section Course Information.

Set ‘Consent of Instructor’ on desired classes.

Set Enrollment Capacities.
Departments set individual class section enrollment capacities.
Combined Section capacities are set by the primary department.
Classes with zero enrollment capacities (including optional components) are considered ‘closed’ by web enrollment.

Enter Student Specific Permissions.

Review Courses/Sections offered for Honors (Requirement Designation) before enrollment begins.

Attach Enrollment Requirement Groups (controls) before enrollment begins.
Verify Honors Only sections have the “honors students only” requirement group attached to the Class Association to restrict enrollment.

CancelEnrollment Sections, if needed.

Detail regarding each of these items can be found on the following pages.

Review Variable Credit Sections

Path:>UW-Madison Applications >Timetable and Enrollment >Inquire >View Class Associations -
|Class Associations| tab.

Prior to enrollment beginning, verify that all sections of your variable credit courses reflect the correct number of credits for which students should be enrolling. If a change needs to be made, your Timetable Representative has the capability to modify this. In combined section situations, the primary department is responsible for contacting any secondary members to make adjustments on their side.

If you need to change the credit after enrollment has taken place, please contact Pam Weaver at .

Verify Graded Component Check

The graded component determines the section(s) for which the grade roster will be produced.
Before enrollment occurs, check to make sure the graded component for your course is set as desired.
Path:UW Madison Applications>Timetable and Enrollment>Inquire
View Class Associations- |Class Components| tab.

If a change needs to be made, contact TACS at 262-6345.

Once enrollment occurs, the graded component cannot be changed.

Note: 9999 class association sections cannot be graded components at this time.

Review Association Numbers for Independent Study and Repeatable Courses

Unique association numbers identify separate enrollment packages, thus allowing students to enroll for multiple sections within the same ‘repeatable’ course. Students who enroll in multiple sections under the same course, may want to drop one section and keep the other. Unique association numbers will facilitate dropping only the one section.

Path:>UW Madison Applications >Timetable and Enrollment >Inquire >View Class Sections - |Class Status|
Note:Timetable representatives can change association numbers as long as no one has enrolled.

Review Combined Section Course Information

  • Enrollment Requirement Groups (Controls) for combined section courses-see the section entitled ‘Attach Enrollment Requirement Groups’in this document.
  • Permissions allow students to enroll when the class requires permission; class is full/closed; and when the student does not meet requisites. Reference ‘Enter Student Specific Permissions’ section on the next page for more detail.
    Path:>Manage Student Records >Establish Courses >Use >Class Permission Numbers

Permission must be given by the department for which the student wishes to enroll.
If the primary department is Sociology and Psychology is secondary, and the student wishes to enroll for the Psychology offering, then Psychology must enter the permission. It is important for departments to communicate regarding the best plan for managing enrollment limits and granting permissions in combined section courses.

  • Enrollment Capacities are set by the primary department using the Combined Sections page.
    Path:UW-Madison Applications>Timetable and Enrollment>UseCombined Sections.
    Each department must make sure that individual department’s enrollment capacities are EQUAL to the Combined Section Capacity set by the primary department. Primary departments can see if secondary department capacities do not equal the Combined Section EnrollmentCapacity and should call the respective departments to have the capacities set appropriately.
    Note: The combined Enrollment Capacity ‘term rolls’ from the previous like semester.
  • Combined Section IDs can be found on the Class Sections page. Use the following path
    Path: Manage Student Records>Establish Courses>Use>Class Sections -|Class Enrollment Limits|
    -OR-UW Madison Applications>Timetable Enrollment>UseClass Sections-|Class Enrollment Limits|
    and then click on theCombined Section link and locate the Combined Sections ID.
    This is helpful for departments to determine who is ‘primary’, and for the primary department to lookup Combined Section ID numbers.

Set Consent of Instructor

Classes that require Consent of Instructor (I) or Department Consent (D) can be restricted by using this path:
Path: >UW Madison Applications >Timetable and Enrollment>Use>Class Sections- |Class Status| tab.

Note: The Instructor/Department Consent Indicator ‘term rolls’ from the previous like term.

Set Enrollment Capacities

Set enrollment limits using the Class Sections page for non-combined section classes.

Path: Manage Student Records>Establish Courses>Use >Class Sections - |Class Enrollment Limits| tab.
-OR-UW Madison Applications>Timetable Enrollment>UseClass Sections - |Class Enrollment Limits|

Tip:Did you know that when the Timetable Update Switch is OFF for the term, you can update your enrollment limits and Consent of Instructor through UW Madison Applications>Timetable and Enrollment>Use>Class Sections?

Enter Student Specific Permissions

Permissions allow students to enroll when the:

  • class requires permission/consent of instructor
  • class is full/closed (room capacities are ignored when permission is given)
  • student does not meet the requisites (enrollment controls)

The Schedule of Classes-Basic Data page contains a Student Specific Permissions checkbox that ‘sets up’ the section for the ability to enter Student Specific Permissions. The default is for this box to be checked. This checkbox does not require students to have permission to enroll for this section.

Enter permissions on the Class Permission Numbers page.
Path:>Manage Student Records >Establish Courses >Use >Class Permission Numbers
Please obtain from the student their Campus ID number. Click on the ‘Lookup’ button to search for the student’s ISIS ID. Enter the student’s Campus ID in the Campus ID field and click on ‘Lookup’.

Tip:Searching by student’s Last Name is not recommended because students may have multiple ISIS ID records and you may select an ID that is not valid for enrollment.

Note:Sections that are cancelled no longer allow permissions to be entered. The notation “Cancelled Section” displays to the right of the Class Status. If permissions were present at the time of cancellation, the permissions are “deleted”. If the cancelled section is re-activated, the “deleted” permissions will re-appear.

Review Courses/Sections offered for Honors (Requirement Designation).

Prior to enrollment beginning, verify that sections allowing students to enroll for honors have a requirement designation of HIA, HOP or HON.

Path:>UW Madison Applications >Timetable and Enrollment >Inquire >View Class Associations –
[Class Components] tab.

If a change needs to be made, your Timetable Representative has the capability to modify this. In combined section situations, the primary department is responsible for contacting any secondary members to make adjustments on their side. These designations need to be placed on the course/sectionbeforestudents enroll.

If you need to change the requirement designation after enrollment has taken place, please contact Pam Weaver at

Attach Enrollment Requirement Groups (Controls)

Note:The Requirement Group placed at the Class Association level ‘term rolls’ from the previous like semester.

In order to Attach/Write Requirement groups, you must have Enrollment Controls Update security access.
Create enrollment requirement groups (Manage Student Records>Establish Courses>Setup>Enrollment Requirement Groups) and attach the appropriate enrollment requirement group at the Class Association level for the appropriate term (>Manage Student Records >Establish Courses>Use>Class Associations- |Class Requisites|tab). For combined section courses, primary departments must notify secondary departments to place the same enrollment requirement group at the Class Association level.

Please be considerate when modifying Enrollment Requirement Groups. This is a campus shared setup table and often requirement groups are shared. The ‘un-catalogued’ requirements that appear at the top of the requisite listing are standard, commonly shared requirement groups; please do not modify.

Requests for Enrollment Requirement Groups to be placed at the Course Catalog Level can be sent to - please include the Enrollment Requirement Group Number and Course Number the requirement should be attached to. If placement at the Catalog Level is requested, and the course is cross-listed, the enrollment requirement group will be placed on all members of the cross-list group.

Honors Only Sections

Path:>Manage Student Records >Establish Courses >Use >Class Associations- |Class Requisites| tab.

Attach the “Honors Students Only” requirement group at the Class Associations level. This requirement group will restrict enrollment to only students in an honors program.

The ‘H’ designation in the Timetable will not restrict enrollment; therefore, attachment of the “Honors Students Only” requirement group is required. (This does NOT automatically happen!)

Exception:The “Honors Students Only” requirement group is automatically placed at the Course Catalog level for all Middle digit-8 courses.

Canceling Enrollment Sections

Note:In order to do this you must have Timetable Update security rights.
Path:>Manage Student Records >Establish Courses >Use >Schedule of Classes- |Enrollment Cntrl| tab.

Reminder: Always cancel classes after Timetable has been published for the term; Delete before published.

Canceling Enrollment Sections will not drop students from all course sections the student is enrolled in. All relevant sections must be cancelled. If it is not possible to cancel all relevant sections, i.e. a non-enrollment section is shared with other sections that are not being cancelled, please notify in Enrollment Services that students from the cancelled enrollment section will need to be dropped from the non-enrollment section (see example below). Non-enrollment sections can be cancelled and students will be dropped from the cancelled non-enrollment section; however, the student will remain enrolled in the ‘enrollment’ component section if it has not been cancelled. Please contact Enrollment Services if you have a question regarding canceling a section and whether students will be dropped from the section and how the enrollment system will react. Do not delete sections- always Cancel.

In this example, both Discussions 301 and 302 have 10 students enrolled in each and those students auto-enroll into Lecture 001. If disc 302 is cancelled, students will only be dropped from that section, not Lecture 001. Lecture 001 cannot be cancelled because students in discussion 301 would also be dropped. In this scenario, please notify Enrollment Services that Disc 302 students need to be dropped from Lecture 001.

Discussions auto-enroll

to Lecture 001.

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