W AITLIST T UTORIAL WAITLIST AND RESERVED SEATING F OR A DVISORS & S TAFF W aitlist | T exas T ech U niversity W aitlist allows a student to add themselves to a waitlist on a class that has met its maximum enrollment R eserved S eating allows an academic department to save seats for a specific group of students

W hat is W aitlist?  B ased on a First-Come, First-Served basis  I s not a registration into the class  D oes not guarantee a seat  S tudent in the first position is notified via the Preferred when seat becomes available  A fter notification, student has 24 hours to complete the registration process  W aitlist is a manual process, not automatic  R egistration Rules and Registration Holds apply to the Waitlist Process  L ast day to Waitlist is the last day to Add a class  All students still on Waitlist will be purged

W hat this means for A dvisors?  W aitlist eliminates the need to set ENROLLMNT permit codes on courses that are set up as Waitlist  Courses not set with the Waitlist option will follow the normal guidelines on setting the ENROLLMNT permit on SFASRPO  New INB Waitlist forms | SFAWLPR and SFIWLNT  New Raiderlink links | Detail Wait List and Summary Wait List

H ow it W orks?  S tudent attempts to enroll in a Closed Class that has the Waitlist option  S tudent receives the “Closed – There are # student(s) on the Waitlist for this Class” message  S tudent then has the option to select “Waitlist” If student decides to add the class to the Waitlist, the student is NOT enrolled in the class they are on the Waitlist  I f a student currently enrolled drops the class a seat becomes available Student in the first position is notified via their Preferred Student then has 24 hours to enroll in class Student completes the Registration process on Raiderlink on the Adds or Drop Classes link  I f student takes no action T ime expires, the student next in line is notified via

W aitlist D emonstration The last portion of the Tutorial will go over Reserved Seating | Raiderlink | FAQs This Waitlist Tutorial will Demonstrate: H ow to Add Waitlist on Raiderlink R egistration Error Messages W here to view the Waitlisted Section on the Student’s Schedule H ow a student is notified once a open seat becomes available T he completion of the Registration process

W aitlist D emo | A dd the CRN On the Add or Drops Classes link on Raiderlink Add CRN Student enters the CRN in the CRNs field Then click Submit Changes

W aitlist D emo | W aitlist O ption The Action drop-down provides two options:  Select Waitlist  To be added to Waitlist  Select None  To remove the class When the student attempts to register into a section that has Waitlist, they receive a message that the class is closed and if the Waitlist is available Closed - There are 0 student(s) on the Waitlist for this class Closed - There are 2 student(s) on the Waitlist for this class Closed - The Waitlist is Full Open – Reserved for Waitlist

W aitlist D emo | N ot A dd to W aitlist Student would need to follow the normal registration process and attempt to register into a different class To Not Add the Waitlisted Class Add or Drop Classes link Click on the Action drop-down arrow Select None Then click Submit Changes

W aitlist D emo | A dd to W aitlist To Add the Waitlisted Class *Registration Rules will prevent the student from adding the Waitlisted class. A message will display if the student does not meet the criteria for taking the class (i.e. pre-req, co-req, link, time conflict, major restriction, college restriction, etc.) **When a student adds the class as a Waitlist, this DOES NOT mean the class is registered *Maximum Credit Hours will not prevent the student from adding the Waitlisted class. It will, however, prevent the student from completing the registration if a seat becomes available. Add or Drop Classes link Click on the Action drop-down arrow Select Waitlist Then click Submit Changes

W aitlist D emo | R egistration A dd E rror M essages Registration Rules apply to the Waitlist process The inability to be added to a waitlist may be due to one or more registration restrictions This list does not include all restrictions Registration ErrorWhat it means… Pre-Requisite & Test ScoreStudent is required to complete a course(s) and/or test score prior to enrolling in the class Co-RequisiteStudent must take one or more classes together during the same term LinksStudent must take a class that is tied together with a link code (i.e. lecture and discussion) MajorSection is limited to only students in a specific major Student LevelSection is limited to only students in a specific level (UG, GR, LAW, etc) Time ConflictStudent is attempting to register into a section that is at the same time as a section they are already registered in

W aitlist D emo | M aximum Hours Exceeded A student can Waitlist but is not allowed to complete the registration if they are at the Maximum Credit Hours Unlike the Waitlist Registration Rule restrictions, the student is given the opportunity to add a class to the Waitlist even if it goes over their maximum credit hours allowed. It does not, however, allow the student to enroll in the course once a spot becomes available. The student will need to continue normal processes of either dropping a course currently on their schedule, or contact their Academic Dean’s for permission to exceed the maximum credit hours allowed

W aitlist D emo | S tudent’s C urrent S chedule The Student’s Current Schedule will display the date the Waitlisted class was added Waitlist on Jan 26, 2011 means they are on the Waitlist and will be notified if a seat becomes available Student is NOT enrolled in Class The student’s only option at this point is to drop the Waitlisted course, they can not register into the course until a seat becomes available

W aitlist D emo | E mail N otification If a currently enrolled student drops the class, a seat will become open which the student in the first position on the Waitlist will immediately receive an The student has exactly 24 hours to follow-up and register into the class (CRN) listed on the If the student takes no action within the 24 hours, they will be removed from the Waitlist and the next student in line will receive an

W aitlist D emo | R egistration A dd P rocess Once the student is notified via the Preferred that a seat is available, they have the option to register into the section 1 Go to the Add or Drops Classes link Click on the Action drop-down arrow 2 Select Registered on Web Then click Submit Changes 3 Status changes from “Waitlist on…” to “Registered on…”

W aitlist D emo | R egistration D rop P rocess The student has two options if they decide not to register in to the class Option 1 Do Nothing Let the system automatically drop the class after 24 hours Option 2 Drop the Class Go to the Add or Drop Classes link Click on the Action drop-down arrow Select Drop-Delete on Web Then click Submit Changes

Waitlist Forms INB F orms  SSASECT | Course Section  SSASECQ | Schedule Section Query  SFAWLPR | Waitlist Priority Management (new)   Students on the Waitlist  SFIWLNT | Waitlist Notification Query (new)   Students who were notified of an open seat and their registration status  SFASLST | Class Roster  SFAREGQ | Registration Query  SZAREGS | Student Course Registration  SFARHST | Student Registration History  SFASTCA | Registration Audit

SSASECT | O verview of Form Not all Sections will be set up with the Waitlist Option SSASECT Click on the Section Enrollment Information tab Then on the Enrollment Details tab Class Enrollment M aximum - The maximum number of students allowed in the Class A ctual - The actual number of students in the Class R emaining - The number of seats still available in the Class Waitlist Enrollment W aitlist Maximum - The maximum number of students allowed on the Waitlist W aitlist Actual - The actual number of students on the Waitlist W aitlist Remaining - The number of seats still available on the Waitlist

SSASECT | O verview of Enrollment Details  5 students allowed on Waitlist  2 students on Waitlist  3 spots still available on Waitlist  Maximum Enrollment is set to allow 25 students in class there are 25 students actually enrolled in class class is full  Class will allow 5 students on the Waitlist **Once 5 students have been added to Waitlist, no other student will be allowed on Waitlist until there is an open spot Known Issue: If the class is full and a waitlisted student is within the 24 time limit to register, the current version of Banner will allow other students to add themselves to the Waitlist even if it has reached its waitlist maximum limit. Waitlist Remaining will be displayd as -1, -2, -3. Example shows the Class is Full and has reached its maximum enrollment

Waitlist Forms | SSASECQ – Schedule Section Query SSASECQ is a section query form that will display course information, and Enrollment and Waitlist numbers  5 students allowed on Waitlist  4 students on the Waitlist  1 spot still available on Waitlist Use SSASECQ to search for Waitlist numbers This query will show the number of students on the WaitlistThis query will show the number of students allowed on Waitlist

Waitlist Forms | SFAWLPR – Priority Management (new) SFAWLPR is used to view the students on the Waitlist and their position number FieldWhat is means… StatusWL - means the student is on the Waitlist Registration Date-TimeThe date & time the student was put on the Waitlist Waitlist Priority , is the student’s position in line on the Waitlist Students are in chronicle order in line for the course -- at times there could be two students with a or User www2_user - means the course was added to the Waitlist on Raiderlink SFASTCA will display if the course was added by the student (www2_user), or by the Advisor (oracle id)

Waitlist Forms| SFIWLNT – Notification Query (new) SFIWLNT is used to view the students who were notified of an open seat and their waitlist status into the Class FieldWhat it means.. StatusRW – the student is registered in the course WL – student has been notified a seat is available & has 24 hours to complete the registration process Registration Date-TimeThe date and time when the student was add to the Waitlist Waitlist StatusRegistered – student is registered into the course Pending – student has not completed the registration process Dropped – student did not register within the 24 hour time limit and was removed from Waitlist Waitlist Notified DateThe date the student was notified a seat was available Notification ExpiresIf the student does not enroll by the notification expires date and time, they will not be able to register into the course and the next student in line will be contacted

Waitlist Forms| SFASLST – Class Roster SFASLST is the class roster SFASLST displays students Enrolled and students on the Waitlist Note: SFAALST will also display the waitlisted students on the roster FieldWhat it means… StatusRW – student is registered in class WL – student is on the Waitlist Status DateThe date the student was registered or added to the Waitlist

Waitlist Forms| SFAREGQ – Registration Query SFAREGQ is the student’s registration schedule and displays the courses the student is enrolled in, as well as any Waitlisted courses RW – means Registered on Web WL – means the course is Waitlisted * WL will change to RW if the student is registered in course Note: Since AAEC is only on the Waitlist, the credit and billing hours are displayed as.000, which means the courses is not calculated into the Credit and Billing hours

Waitlist Forms| SZAREGS – Student Registration SZAREGS will display the courses the student is enrolled in, as well as any Waitlisted courses RW – means Registered on Web WL – means the course is Waitlisted * WL will change to RW if the student is registered in course Note: The credit and billing hours are displayed as.000 on Waitlisted courses, which means the course is not calculated into the Credit and Billing hours

Waitlist Forms| SFARHST - Registration History SFARHST will display the courses the student is registered in as well as the Waitlisted Courses SFARHST also displays the final and midterm grades Registration History is also located on Raiderlink

Waitlist Forms| SFASTCA - Registration Audit SFASTCA will display an audit of all the Waitlist and Registration activity Sequence # Reading the Audit 166Student attempts to register but receives the “Closed - There are 4 student(s) on the waitlist for this class” message 167 &168System drops the registration attempt & the error message 169Students attempts to add themselves to the Waitlist 170Student was added to Waitlist This is one example of an audit trail

Waitlist Links R aiderlink  A dd or Drop Classes  R egistration History  S tudent Detail Schedule  C oncise Student Schedule  C lass Schedule  D etail Class List (Detail Roster)  D etail Wait List (new)   S ummary Class List (Summary Roster)  S ummary Wait List (new)   S chedule Search Tool  L ook Up Classes

R aiderlink | Add or Drops Classes Add or Drop Classes link is used to process the registration and will display the courses registered and the courses on the Waitlist The Waitlisted courses are not calculated into the Total Credit and Billing hours Waitlist on Feb – is the date the student waitlisted into the course STUDENT IS NOT ENROLLED IN COURSE The only option the student has on the Waitlisted course is to select Drop-Delete on Web to drop the Waitlisted course Once student is notified of an open seat, the Registered on Web option is available to register into the course

R aiderlink | Registration History Link Registration History link will display the courses the student is registered in as well as the Waitlisted Courses FieldWhat it means… Credits the waitlist does not get calculated into the credit hours since the student is not enrolled in the course Waitlist Jan The date the student was added to the Waitlist

R aiderlink | Student Detail Schedule Student Detail Schedule link will display the total credit hours, the classes the student is enrolled in, classes that are Waitlisted, and the student’s Waitlist Position FieldWhat it means… StatusWaitlist on Feb The date the student was added to the Waitlist, the student IS NOT enrolled in the course Registered on Web on Nov the date the course was registered Waitlist Position Waitlist Position 0 the student was notified of an open seat, and has 24 hours to complete registration process Waitlist Position 1 the student is first in line for an open seat Waitlist Position 2 the student is second in line for an open seat Notification Expires Feb 26, :48 am the student has until this date and time to complete the registration process, if they miss the deadline, student in next in line will be notified of an open seat

R aiderlink | Concise Student Schedule Concise Student Schedule link is the student’s registration schedule, it displays the registered courses and the waitlisted courses Waitlist courses are noted as credit hours. Important Be careful to not confuse Waitlisted and non-credit courses Discussions and non-credit labs that are registered will also have listed as well

R aiderlink | Class Schedule Link Class Schedule link will display the number of students on the Waitlist under the Detail Class Information link Click on the course title hyperlink to get to the Waitlist information on the Detail Class Information link  5 students allowed on Waitlist  3 student on Waitlist  There are 2 spots still available on the Waitlist

R aiderlink | Detail Class List Detail Class List link displays a detail view of student currently enrolled in the course What the Information means… Enrollments Counts displays Maximum, Actual, and Remaining counts on Enrollment, Waitlist, and Cross List. Notification Expires This student had been on the Waitlist and received an that a seat was available, the notification expires date & time was the deadline the student had to register Detail Class List (link) displays the currently enrolled students the class Toggle to Detail Wait List (link) Click on the Wait List enrollment counts or the Wait List hyperlinks at the bottom of the screen to view students on the Waitlist Click on Wait List to view students on Waitlist 3 students are on the Waitlist 2 spots still available on Waitlist

R aiderlink | Detail Wait List (new) Detail Wait List link displays detail information about the students on the Waitlist and their Waitlist Position as well as Enrollment, Waitlist, and Cross List counts How to Navigate to Detail Wait List Getting to Detail Wait List Click on Detail Class List (Detail Roster) Click on [Enter in CRN Directly] Enter CRN in the CRN field | Submit Once on the Detail Class List  Two ways to get to the Detail Wait List # 1 Click on the Waitlist Hyperlink under Enrollment Counts # 2 Scroll to the bottom of the class list Click on the Wait List Hyperlink Once the student receives the notification of an open seat, the Notification Expires shows the 24 hour deadline the student has to complete their registration process

R aiderlink | Summary Class List Summary Class List link displays students enrolled, the Enrollment, Waitlist, Cross list Counts, the Students enrolled, & the Notification Expires date

R aiderlink | Summary Wait List (new) Summary Wait List link will display a condensed view of the students on the Waitlist and their position as well as the Enrollment, Waitlist Counts What the Information means… Enrollments Counts displays Maximum, Actual, and Remaining counts on Enrollment, Waitlist, and Cross List. Summary Wait List displays the students currently on the Waitlist and their Waitlist position number Toggle to Summary Class List Click on the Enrollment or Summary Class List hyperlinks to view all students enrolled in the class This student was notified of an open seat and has until Feb 24 at 1:57 to enroll in the course – if they miss the deadline, they will be dropped from the Waitlist and the next student in line will receive the notification

R aiderlink | Schedule Search Tool Link Schedule Search Tool link is used to look up classes that are open, closed, and displays Waitlist enrollment numbers FieldWhat it means… Wait CapacityThe maximum number allowed on Waitlist Wait CountThe number actually on the Waitlist Wait AvailThe remaining number allowed to be on the Waitlist Schedule Search Tool is an excellent resource to look up and review course information

R aiderlink | Look Up Classes Link Look Up Classes link is used by the student to look up classes that are open, closed, and displays Waitlist enrollment numbers Field What is means… Select C – means class is closed - means the class is open, the student can select course & add to worksheet Cap The maximum number of students allowed in class is 25 Act There are 25 students actually enrolled in the course Rem The course is full, student would need to add themselves to the Waitlist WL Cap 5 students are allowed on the Waitlist WL Act There are 3 students actually on the Waitlist WL Rem The waitlist will allow 2 more student on the waitlist

S ummary In Summary, the basic Waitlist process includes: 1Student attempts to register for a closed class that has the Waitlist option 2If the student meets the course requirements, the system gives the student the Waitlist message and the option to add the class to the Waitlist  Student IS NOT enrolled in course 3If a seat becomes open, the student who is first in line on SFAWLPR receives an notification and has 24 hours to enroll 4Registration Status is set to Pending on SFIWLNT 5Student registers the Waitlisted class  Status on SFIWLNT changes to Registered Student does not register the Waitlist class  Status on SFIWLNT changes to Dropped after 24 hours  Next student in line is notified and the process starts over If no seats become available after the last day to add a class, the Waitlisted course will be dropped

S ample of R egistration R ule M essages Registration Rule MessageWhat it means… Maximum hours exceeded The student is attempting to exceed the maximum number of credit hours allowed to take in the term Time Conflict with CRN ##### The student is attempting to register into a course that conflicts in time with a course the student is already enrolled in Prerequisite and Test Score Error The student must have completed a class and/or test score prior to enrolling in the class Linked course required (no credit lab) The student must enroll in a corresponding lab that goes along with the section. For example: AAEC & AAEC Linked course required (lecture) The student must enroll in a corresponding lecture that goes along with the section. List does not include all Registration Error Messages Refer to the Registrar or AFISM web site AFISM AFISM : Job Aids  Registration  Registration Error Messages

S ample of W aitlist M essages Waitlist MessageWhat it means… Registered on Web on April 10, 2011 This means the student was registered into the course on April 10, 2011 Waitlist on May 10, 2011 The means the student was added to the Waitlist on May 10, 2011 Closed – there are 0 student(s) on the waitlist for this class Student is attempting to register into a Waitlisted course that has 0 students on the Waitlist, this means they would be the 1 st person in line for an open seat Closed – there are 3 student(s) on the waitlist for this class Student is attempting to register into a Waitlisted course that has 3 students on the Waitlist, this means they would be 4 th in line for an open seat Closed – Waitlist Full Student is attempting to register into a course that is set up with Waitlist but the Waitlist maximum enrollment has reached its limit Open – Reserved for Waitlist Student is attempting to register into a course that is setup up with Waitlist that has an “open” seat waiting for a student on the Waitlist to register into the course. This message will allow a student to add themselves to the Waitlist even if the Waitlist is full. Waitlist Notification Expires May 20, :50 am The student has until May 20, 2011 at 10:50 am to complete the registration process on the Waitlisted course, if the student misses the deadline, the student’s status will change from Pending to Expired and the next student in line will receive the notification of an open seat

R eserved S eating

 R eserved S eating is a feature which allows academic departments to save seats for a specific group of students.  Students who meet the reserved seating rule will be allowed to register into an open seat for the course without a registration permit.  Once the Reserved Maximum has reached its limit, no other students within that criteria can enroll in the course unless the Overflow Indicator box is checked.  Reserved Seating can be used alone, or with the Waitlist process W hat is R eserved S eating?

R eserved S eating SSASECT is used to create the Reserved Seating Rule The reserved seating rules could be based on: Attribute Class Field of Study type (major, minor, concentration) Campus Cohort College Degree Level Program Department Curricula (primary, secondary) The Reserved Seats box has a Y on SSASECQ which means the class is set up with Reserved seating Need to Run a Query? Enter a “%” or “Y” on SSASECQ to pull up all courses that have reserved seats Click on the Section Enrollment Information tab Then on the Reserved Seats tab

R eserved S eating | How it Works? SSASECT - The Maximum Enrollment is set to 10 Of those 10 seats: 5 - are reserved for students in the VP-BA-DAN program 5 - are open to all other students  Once the 5 VP-BA-DAN reserved seats are full, no other VP-BA-DAN students can enroll in course, they will receive a message of “Reserved Closed”  Unless Overflow Indicator is checked – see below  Once the 5 Open Seats are full, the next student will receive “Reserved Closed” O verflow I ndicator If the Overflow Indicator box is checked, this will allow additional VP-BA-DAN students to enroll in an open seat

R eserved S eating | SSASECT This shows the OPEN seats available to the public (not reserved) Reserved Maximum = 5 - means the section is set up to allow 5 OPEN seats to students who are NOT in the VP-BA-DAN program Reserved Actual = 2 - means 2 student enrolled in OPEN seats Reserved Remaining = 3 - means 3 OPEN seats still available

R eserved S eating | SSASECT This shows the Reserved Seating rule Reserved Maximum = 5 - means 5 seats are reserved for VP-BA-DAN program Reserved Actual = 1 - means 1 student in the VP-BA-DAN program is enrolled Reserved Remaining = 4 - means 4 seats still reserved for VP-BA-DAN program

R eserved S eating | SSASECT Reserved Seat Totals Maximum = 10 - means the maximum allowed is section is 10 total for both Open & Reserved Actual = 3 - means there are 3 students enrolled in class in both Open & Reserved Remaining = 7 - means there are 7 seats still available in both Open & Reserved Waitlist The Total Waitlist Maximum, Actual and Remaining would be filled in if the section was also set up with the Waitlist Option

R eserved S eating | SSASECT This course has five seats that are OPEN to the public and five seats that are RESERVED for only VP-BA-DAN program Reserved Seats tab

S ample of R eserved Seating M essages Waitlist MessageWhat it means… Reserved Closed The section is full. The section is set up with reserved seating and the section (Reserved or Open) has reached it’s maximum enrollment limit Reserved Closed - There are # student(s) on the Waitlist for this class This section is set up with both Reserved Seating and the Waitlist option. The "0, 1, 2, 3" number would display how many students are currently on the Waitlist for the class. Reserved Closed - Waitlist Full The Reserved Seating and the Waitlist maximum are full. Reserved Open - Waitlist Filled The section has Reserved Seats still available, but the number allowed on the Waitlist is full. Reserve Open - ??? On Waitlist

FAQs Once on Waitlist, does that mean the student is enrolled? No! If a student adds themselves to the Waitlist they are NOT enrolled in the course, they are ONLY on the Waitlist. Does Waitlist guarantee a seat? No. Waitlisting does not guarantee a seat in the class. The student should check their positions regularly on the waitlist. If they are not moving up on the waitlist, they should find an alternate course to schedule. What is the Time Limit after the notification? Once the student receives the notifying them a seat is available, they will have exactly 24 hours to complete the registration, after that time, they will be dropped off the Waitlist and the next student in line will have 24 hours.

FAQs Does Maximum Credit hours restrict the student from Waitlisting? The Maximum credit hours will NOT restrict the student from adding themselves to the Waitlist. It will, however, restrict the student from actually registering into the course is a spot becomes available. The student will receive a message of “Maximum hours exceeded” if they attempt to register into the Waitlisted course. Does Registration Restrictions restrict the student from Waitlisting? Yes. The following registration rules continue to work with Waitlisting. Pre-requisites, co-requisites, links, time conflicts, and maximum credits Major, degree, student level, class level, and campus Special approvals from the instructor, departments, and honors Can Advisors add a student to the Waitlist Yes. Advisors who assist students in the registration process on Raiderlink will also be able to add a student on the Waitlist with the same Waitlist processes as the student follows.

FAQs What happens with Non-Payment of tuition? If a student does not make a tuition payment by the scheduled due date, all classes including any class on the waitlist will be cancelled. Are all Departments using Waitlisting? Each academic department will evaluate whether they want to utilize Waitlisting on all, some, or none of their courses. Is there an audit of Waitlist? SFASTCA will display the waitlist and registration activity that occurred. Refer to the AFISM Knowledge Base for additional FAQs

J obs Aids | K nowledge B ase Refer to the AFISM web site for additional resources regarding Waitlisting Click on web sites to open up URL Knowledge Base (FAQs) Job Aids

Click to return to the beginning of tutorial c N eed to review T utorial again? Click to return to Waitlist Demonstration Click to return to Reserved Seating Click to return to Waitlist Forms & Links Click to return to FAQs

W aitlist F orms & L inks INB Forms | R aiderlink

Waitlist Forms & Links B anner INB  SSASECT | Course Section  SSASECQ | Schedule Section Query  SFAWLPR | Waitlist Priority Management (new)  Students on the Waitlist  SFIWLNT | Waitlist Notification Query (new)  Students who were notified of an open seat and their registration status  SFASLST | Class Roster  SFAREGQ | Registration Query  SZAREGS | Student Course Registration  SFARHST | Student Registration History  SFASTCA | Registration Audit R aiderlink  Add or Drop Classes  Registration History  Student Detail Schedule  Concise Student Schedule  Class Schedule  Detail Class List (Detail Roster)  Detail Wait List (new)  Summary Class List (Summary Roster)  Summary Wait List (new)  Schedule Search Tool  Look Up Classes

Waitlist Forms| SSASECT – Course Section Waitlist Enrollment  W aitlist Maximum The maximum number of students allowed on the Waitlist  W aitlist Actual The actual number of students on the Waitlist  W aitlist Remaining The number of seats still available on the Waitlist Class Enrollment  M aximum The maximum number of students allowed in the Class  A ctual The actual number of students in the Class  R emaining The number of seats still available in the Class SSASECT is used to build the course as a Waitlist and set enrollment limits