Registration Term Control
- Robert Lenk
- Chris Barrett
- Miranda Thomas
About registration control
By default, Campus Cafe labels this function Registration Semester Control. Because you can change “semester” to another word such as trimester or quarter, you may see different wording when working with registration control.
Registration control governs when students and advisors may register for courses. Permissions may be set by permission group to allow overriding these dates during registration.
Settings here also determine whether the semester appears in various other locations of Campus Cafe, such as in placements or housing.
The control also determines whether Campus Cafe bills in real time by applying temporary charges to students as they register.
Prerequisites
The semester you wish to control is created.
Custom control LABEL_SEMESTER, Seq. 1, Parameter 1 controls the name of this function.
If enabling real-time billing, configure billing rules.
If enabling advisor approval before registration, configure the process.
Required permissions
Module | Number | Description |
|---|---|---|
Registration | 226 | Access registration control |
System Admin | 293 | Configure registration control by class year |
System Admin | 293 | Configure registration control by class site |
Add registration control and control registration
Before students can register or you can use a semester in your billing or housing processes, you must create a registration control. You only need to complete this once per semester through you may have unique controls for each subsemester, allowing you to, for example, have different registration windows for modules within your semester.
Go to Registrar > Registration Semester Control. Your institution may have replaced the word “semester” with another word such as trimester or quarter.
Click Add.
Semester Active if selected (checked) means the semester is available in the semester drop downs. If a user doesn’t have No Access Restriction placed upon 670 in the global module, all semesters are available regardless of whether they are active. In the student module if No Access is assigned to restriction 669, this will also control pick semester there as well.
Temporary Billing Active if selected (checks) enables real-time billing based on class registration. Group billing always works regardless of if this is selected.
Allow Advisor Approval if selected (checked) means advisors have the ability to approve students for registration for this semester. The pick semester drop down in the advisor listing will only include semesters for which this box is checked provided No Access Restriction is not placed upon 669 in the advisor module.
Field Placement Active if selected (checked) enables administrative access to a placement term. This does not apply to student’s registration ability.
Display Housing On Contact Info Page if selected (checked) shows the housing assignment for the semester on the student’s profile on the sessions tab. This provides you a way to assign housing without showing the assignments until the process is completed while still allowing the student to see past assignments.
In Semester select the academic period you wish to control. For example, Fall 2024.
In Sub Semester optionally select an academic period that falls within the semester. For example, the first eight-week module within Fall 2024. Before creating controls for sub semesters, you must create a control for the parent semester without any sub semester.
In Start Date enter the first day of the class registration window. This date is not the start date of the semester; the begin date for the semester is set on Semester Dates Listing.
In End Date: enter the last day of the class registration window, inclusive of a drop period. It is not the last date of the semester; the end date for the semester is set on Semester Dates Listing.
Optionally control registration for specific student cohorts.
Freshman Start Date: Is the first date students with a class level of 1 ("freshman" by default) will be allowed to register provided they are explicitly approved to register by an advisor. If a student is not explicitly approved to register by the advisor, the student will be able to register beginning on the Start Date. The class level will be the actual class level unless custom control WEBUSEASSU is set to Y, in which case the class level will be the assumed class level.
Sophomore Start Date: Is first date students with a class level of 2 ("sophomore" by default) will be permitted to register provided they are explicitly approved to register by an advisor. If a student is not explicitly approved to register by the advisor, the student will be able to register beginning on the Start Date. The class level will be the actual class level unless custom control WEBUSEASSU is set to Y, in which case the class level will be the assumed class level.
Junior Start Date: Is the first date students with a class level of 3 ("junior" by default) will be permitted to register provided they are explicitly approved to register by an advisor. If a student is not explicitly approved to register by the advisor, the student will be able to register beginning on the Start Date. The class level will be the actual class level unless custom control WEBUSEASSU is set to Y, in which case the class level will be the assumed class level.
Senior Start Date: Is the first date students with a class level of 4 ("senior" by default) will be allowed to register provided they are explicitly approved to register by an advisor. If a student is not explicitly approved to register by the advisor, the student will be able to register beginning on the Start Date. The class level will be the actual class level unless custom control WEBUSEASSU is set to Y, in which case the class level will be the assumed class level.
Optionally enter Max Courses Less Than 3 Credits as the number of courses a student may enroll in that are fewer than 3 credits. If a student tries to register for more than this number of under 3 credit courses an error message will appear.
Optionally enter Max Courses Greater than/equal to 3 credits as the number courses a student may enroll in that are 3 credits or more. If a student tries to register for more than this number of 3+ credit courses an error message will appear.
Optionally enter Minimum Required Credits as the number of credits a student must be enrolled in during the semester. If not set to 0, students will get an error when they attempt to drop course that brings them under this level.
Enter the Maximum Credits this semester a student can be enrolled in during the semester.
Optionally enter a Comment for the semester that will appear in various Campus Cafe places.
Control when class grades are visible:
Deficiency Grade View Date is when deficiency (often midterm) grades can be viewed.
Final Grade View Date is when final grades can be viewed. Prior to this date course grades will appear as IP (In Progress) on Transcripts, Degree Audits, and Class schedules/grades.
Year Grade View Date is when grades entered on a yearly basis may be viewed, if applicable. Prior to this date courses graded on a yearly basis will appear as IP (In Progress) on Transcripts, Degree Audits, and Class schedules/grades.
Select a Room View Date for when rooms will appear on Class schedules/grades, course listings and faculty schedule. This allows you to wait until all your room assignments are complete prior to releasing this information.
Select a Faculty Schedule View Date when instructors can see their schedules. Be sure to add the Registration Term Control record and set this date prior to copying the schedule for future semesters. If the record for the semester does not exist and the courses are copied, faculty will be able to view their schedule.
Select a Student Schedule View Date when students can view their classes.
Optionally control viewing of schedules for specific student cohorts. If you don’t select specific dates, the Student Schedule View Date is used.
Student Schedule Freshman Override View Date is the date for freshman to view their schedules. A freshman is a student whose class level=1.
Student Schedule Sophomore Override View Date is the date for sophomores to view their schedules. A sophomore is a student whose class level=2.
Student Schedule Junior Override View Date is the date for juniors to view their schedules. A junior is a student whose class level=1.
Student Schedule Senior Override View Date is the date for seniors to view their schedules. A senior is a student whose class level=1.
Optionally select how grades may be entered.
Mid-Term Grade Restriction controls the locking of the mid-term grades. If Allowed, the Mid0-Term Grade field is shown on course rosters. If Required, the submit-lock of the comments will confirm that the grade is entered before comments are permitted to be locked. If Not Allowed, the Mid-Term Grade field won’t be shown on course rosters.
Mid-Term Comment Restriction controls the locking of comments. If Not Allowed, the Mid-Term Comment field won’t be shown on course rosters. If Mid-Term Comment is required, the submit-lock of the comments will confirm that a comment is entered for each record before comments are permitted to be locked.
Final Grade Restriction controls the locking of the final grades. If Not Allowed, the Final Grade field will be read only on course rosters. If Required, the submit-lock of the comments will confirm that the grade is entered before comments are permitted to be locked.
Final Comment Restriction controls the locking of comments based upon the parameter entered here. If Not Allowed, the Final Comment field won’t be shown on course rosters. If Required, the submit-lock of the comments will confirm that a comment is entered for each record before comments are permitted to be locked.
Year Grade Restriction controls the locking of year grade. If Not Allowed, the Year Grade field will be read only on course rosters. If Year grade is required, the submit-lock of the comments will confirm that the grade is entered before comments are permitted to be locked.
Year Comment Restriction controls the locking of comments. If Not Allowed, the Year Comment field will not be shown on the course roster screen. If Required, the submit-lock of the comments will confirm that a comment is entered for each record before comments are permitted to be locked.
Click Save.
Control registration by class year
Campus Cafe supports different registration times for up to four distinct populations of students based on earned credits. The specific dates are set in Registration Control, but as a prerequisite, the levels must be defined and the process to calculate class year turned on.
Configure class years
Class years may vary by major.
Go to Admin > Majors.
Next to the major to set class years, click the pencil.
In Credits to Graduate, enter the total credits required to graduate.
In the Year 1 Credits Per Semester leftmost box enter the number of credits a full-time student should complete by the end of his or her first semester of the first year.
In the Year 1 Credits Per Semester second to leftmost box enter the number of credits a full-time student should complete by the end of his or her second semester of the first year.
In the subsequent Year 1 Credits Per Semester boxes to the right enter the number of credits a full-time student should complete by the end of his or her third, fourth, fifth, sixth, seventh, eighth and ninth semester of the first year. Use only boxes that apply to your institution.
If applicable to the major, repeat the credits for Years 2-5.
Click Save.
Activate class year calculation process
The class year calculation process calculates the class year by summing earned credits and comparing the total to the major setup. The process runs nightly.
Go to Admin > Custom Control.
In Search enter GPA_LINE.
Click the pencil.
In Parameter Value 1 enter Y.
In Parameter Value 2 enter 0.
Click Save.
Permissions
Permissions 348 and 567 controls whether the user must respect the class level registration restriction.
Permissions 530 and 566 controls whether the warning dialog box appears.
Control registration by site
Limiting course registration by site is useful if you have a group of students who are dedicated to a fixed selection of courses. The sites don’t need to be physical locations but could be a way to separate day and evening students, continuing education and traditional students, or online and on-campus students.
The process works by first evaluating the permission of the person attempting the registration. Permission 516 in the global module controls whether the user must abide by the rule set. If the permission is set to NA the user will not have the course list restricted by site. Otherwise the courses will be restricted by the ruleset.
Campus Cafe evaluates the student site on the student’s current degree and the course site associated with the course being added. If a rule exists, the only courses displayed will be those in the ruleset. If a student is associated with a site not in the ruleset, the student will be able to see and register for courses at all sites.
Impact on public course listing
The Public Course Listing is subject to the permissions in group WEBDEFAULT. If permission 516 is configured as to filter courses by site in the WEBDEFAULT, then the Public Course Listing will not display any courses because the site of the user is unknown. If restricting registration by site and a public course catalog is desired, it is recommended that the students be in a group other than WEBDEFAULT, so as not to affect the Public Course Listing.
Set site rules
GO to Admin > Custom Control.
In Search enter WEBREGSITE.
Click the pencil.
Each parameter value represents one site rule. Enter the site number, followed by a colon followed by the site or sites the student may register for. Multiple sites should be separated by a comma. For example, to allow site 1 to register for sites 2 and 3, enter 1:2,3
Campus Cafe supports a maximum of 10 rules.Click Save.
Control registration by advisor approval and class level
You can require students meet with their advisors prior to being able to register. And you can have advisors lock student class schedules.
And if you want to assign class registration dates by class level (freshman, sophomore, junior, senior) you must follow this step. But if you don’t want individual advisors to have to approve students for registration you can have an administrator approve students for class registration.
To set this up, assign students to advisors and then refer to Require Academic Advisor Approval Before Registration.
