Student Records Frequently Asked Questions

Below are questions and answers pertaining to the wait list, permission list, and enrollment.

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Wait List/Permission List FAQs

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Enrollment FAQs


What is an overall comparison between wait list and permission list?

FEATURE

WAIT LIST

PERMISSION  LIST

How do I set it up?

Default setup; requires no action

Notify scheduler within your department or school or, if you are an instructor in the College or Graduate School of Arts and Sciences, write to permission@virginia.edu

How the list works

Once class becomes full, students who meet course requisites may add themselves to the list and are enrolled in a first-on, first-off manner

Students may not enroll unless invited; Instructor selects students who may enroll (either from the outset or after an initial period of self service enrollment)

How will student be notified of enrollment from the list?

Automated email notification

Automated email notification

Can student add self to more than one list?

YES (may add to up to 17 credits of wait list and/or permission list)

YES (may add to up to 17 credits of wait list and/or permission list)

Can student add self to list before scheduled appointment time?

NO

YES

Can student see his/her “position” on the list?

YES

NO

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What is the wait list?
When your class reaches enrollment capacity, an automated wait list will become available to students who wish to enroll in and who meet course requisites for the class. Students who meet course requisites will be added to and come off of the wait list in a first-on, first-off manner.

How are students enrolled from the wait list?
An automated process will enroll students from the wait list as space becomes available in your class.  During the add/drop period, the process runs daily at approximately 2:00 a.m. to check for availability.  Students are enrolled in a first-on, first-off manner.  Note that students who have a hold or for whom the class presents a credit limit or time conflict are bypassed until these issues are resolved.

How does an instructor open or close a wait list?
The wait list opens automatically, when the class becomes full, and closes automatically when there is space in the class AND no one is on the wait list.

Can a student add themselves to a wait list before their scheduled appointment time in SIS?
No, students are not able to add themselves to a wait list until their appointment time.

What if a student is wait listed on both a lecture and discussion/lab for a course?
Students are enrolled or wait listed in both the lecture and the lab/discussion. There must be an opening in both before a student is enrolled off the wait list in either. The student can change which lab/discussion is wait listed.

How will a student be notified that he/she has been enrolled from the wait list?
An e-mail notification will be sent to the student automatically.

Can a student see his/her position on a wait list?
Yes, students can see how many other students are on the wait list as well as their position on the wait list.

What is the swap feature and how does it feature work?
If enrollment into a class from the wait list will put a student over the maximum credit limit for his/her respective school, he/she must specify a class to “swap.”  The designated “swap” class will be dropped automatically when the student is enrolled from the wait list.  A unique “swap” class must be designated for each wait list to which the student adds him/herself.

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What is a permission list?
A permission list enables instructors to manage enrollment in “instructor permission” classes.  If the instructor wishes to select which students may enroll in a class (either from the outset or after an initial period of self service enrollment), he/she should notify the class scheduler within the school/department to request that the class be set up with a permission list.

Can a student sign up for permission lists before their appointment times in SIS?
Yes, unlike class wait lists (which are not available until a scheduled appointment time), students may sign up for permission lists before their appointment time.

Can students see their position on a permission list?
No, students cannot see how many other students are on a permission list or where they stand on the list.  Each instructor has different criteria for selecting students; therefore the number of students on a permission list does not necessarily affect or determine who may be invited to enroll.

Can students remove themselves from a wait list or a permission list?
Yes.

Can an instructor invite more students than the class section enrollment capacity?
Yes, however, if all of the students accept the invitations, then the class could exceed the seating capacity of the room.

What is the timeout period for a permission list invitation so long during the pre-registration periods of November and April and when will it be lowered to 24 hours?
During pre-registration periods, the timeout period is two weeks. Students are on a timed release for class section enrollment, so the timeout period has to be long enough to prevent an invitation from expiring before the student is eligible to start class section enrollment. Within two weeks of the first day of classes in August and January, the timeout reduces each day until it is and remains 24 hours. At that point, students will receive an email notification instructing them to enroll in the class within 24 hours; if the invitation has “timed out,” the student should request a re-invitation to enroll.

What happens if there is no instructor listed for a course?
If there is no instructor, students cannot add their name to a permission list.

What happens if a student has trouble getting on to a permission list?
If the class is scheduled correctly, i.e., as an instructor permission course, students should not have a problem getting on the list. If there is a problem, they should contact the school scheduler in the dean’s office, ureg@virginia.edu, or 4help@virginia.edu.

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Enrollment FAQs

When using Block Enroll, I received a message indicating “Requirement Designation is set to ‘yes’”.  Is this an indication that there was a requirement designation attached to the class?
The requirement designation set to "yes" message appears whenever a student enrolls in a course with a requirement designation. This occurs whether it is a single enrollment request or block enrollment.

What is the best way for a student to swap a dependent discussion or lab while remaining enrolled in the same primary lecture section?
If a student wants to swap a dependent discussion or lab, while remaining enrolled in the same primary lecture section, it is easier to use the “Edit” function rather than the “Swap.”

What if an undergraduate student wants to enroll in a 6000 or higher level course?
This requires a Course Action form to be completed by the student, signed by the instructor, and processed by the person in the Dean's Office with the SIS role Local Admin-Schools. (In Arts & Sciences, a "6000 Form" must be picked up in Garrett Hall and completed with signatures and approval, as detailed on the form.)

Is there a way for a student to drop a discussion if it is changed to be an optional component after the student has already enrolled?
If the class has been set up with required components, students will need to enroll in all required components, and they will not be able to drop individual required components.

If the class has been set up with optional components, students will only be required to enroll for required components. However, if a component is made optional after a student is already enrolled, and the student wants to drop the optional component, then the student must drop all components and re-add the required component. This may lead to complication if the class requires instructor consent for enrollment or if there are students on a waitlist, which will require administrative intervention.  In addition, an optional component may still result in a time conflict error with another class if the student remains enrolled in it.

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