Require Academic Advisor Approval Before Registration
- Chris Barrett
- Blake Palmer
- 1 About prior approval
- 2 Prerequisites
- 3 Required permissions
- 4 Turn on advisor requirement
- 5 Configure approval if advisor changes
- 6 Message shown to students
- 7 Approve students for registration
- 8 Lock student schedules
- 9 Unlock a student’s schedule
- 10 View advisor approval history
- 11 Rescind advisor approval history
- 12 Change registration date
About prior approval
You can require that students meet with their advisor prior to registering for classes. You can also require an advisor to approve any changes a student makes to their class schedule.
If you want Campus Cafe to set class registration appointment dates by class level (freshman, sophomore, junior, senior) you must set up advisor approval. If you don’t want individual advisors to approve students, an administrator approve all or some students on their behalf.
Although you can assign four advisors to a student, only the first two advisors can be part of the advisor approval process.
Prerequisites
Create advisors and assign them to students. If requiring the primary advisor approval, the advisor must be in the first slot. If both or either advisor if required, the advisors must be in slots 1 and 2.
For each academic period (semester, quarter, etc.) advisors are allowed to approve classes, in Registration Control select Allow Advisor Approval. However, if the advisor has permission #699 set to NA they will be able to approve any semester.
Required permissions
Module | Number | Description |
|---|---|---|
System Admin | 293 | Turn on advisor approval requirement |
System Admin | 465 | Set message shown to students informing them of advisor approval requirement and subsequent outcome |
My Info | 284 | Student must have this permission to see message informing them of advisor approval requirement |
Student | 283, 974 | Allow advisor to accept (lock) courses |
Student | 211, 973 | Allow advisor to approve students for registration |
Student | 944 | Can approve students for registration and accept their courses even if not their advisor |
Student | 396 | Unapprove courses for registration |
Student | 377 | Unapprove students for course registration |
Student | 1153 | See who approved a student for registration |
Student | 1153 | Rescind advisor approval for registration for individual student |
Student | 1153 | Change approved registration time for individual student |
Turn on advisor requirement
Go to Admin > Custom Control.
In Search enter WEBREGAPPR.
Click the pencil.
In Parameter Value 1 enter P if only the primary advisor’s approval is required, E if either of the student’s first two advisors may approve or B if both advisors (the student’s first two advisors) must approve. Advisors three and four aren’t used in the advisor approval process.
Click Save.
Go to Admin > Refresh Data Cache.
Configure approval if advisor changes
If a student's advisor changes after they approve a student’s classes, Campus Cafe needs to know whether to continue to allow the student to register or whether to require approval of the new advisor.
Go to Admin > Custom Control.
In Search enter ADVCHGPERM.
Click the pencil.
In Parameter Value 1 enter N if the new advisor must approve the student for registration; enter Y if the previous approval remains valid after an advisor change.
Click Save.
Go to Admin > Refresh Data Cache.
Message shown to students
Campus Cafe displays a message to students letting them know advisor approval is required before registering and messages letting them know about approval. Students will only see this message if they belong to a permission group with access to permission #284.
Write the messages
Go to Admin > Adjustable Text.
In Search enter CCRS_PEND_PRIMARY_MSG.
In Value enter the message to show students when their primary advisor approval is pending.
Click Save & Back.
In Search enter CRS_PEND_SECOND_MSG.
In Value enter the message to show students when their primary advisor approval is pending.
Click Save & Back.
In Search enter CRS_APRV_PRIMARY_MSG.
In Value enter the message to show students when their primary advisor approves their courses.
Click Save & Back.
In Search enter CRS_APRV_SECOND_MSG.
In Value enter the message to show students when their secondary advisor approves their courses.
Click Save & Back.
Approve students for registration
The student’s advisor or advisors must approve the student’s ability to register.
Once approved for registration, the Campus Cafe locks the registration date for the student based on the student's class level or, if the student has no class level, the Registration Term Control start date. Once approved, adjusting the dates in Registration Term Control don’t alter registration dates for previously approved students.
Go to Filters > Students.
Use the filters to return the students you wish to approve for registration.
Click Advisor Mode.
To the right of Advisor Mode select a semester.
To the right of the semester select whether to see all students, only students already approved for registration or only students not approved for registration.
Click Submit.
Select which students to approve.
To allow the selected students to register click Approve Students > For All.
Lock student schedules
Locking student class schedules prevents them from making changes to their registered classes. Before you do this, you have to approve students for registration so they can select their courses.
Go to Filters > Students.
Use the filters to return the students you wish to lock schedules for.
Click Advisor Mode.
To the right of Advisor Mode select a semester.
To the right of the semester select whether to see all students, only students already approved for registration or only students not approved for registration.
Click Submit.
Select which students to lock schedules. Optionally click Column Visibility and show the columns Course Actions 1 and Course Actions 2 to see if students schedules are already locked. You will only see information in these columns after you select a semester and group of students and click Submit (steps 4-6).
To allow the selected students to register click Accept (Lock) Courses of Approved Students > For All.
Unlock a student’s schedule
After you lock a student’s schedule they can’t make changes. However, you can release the lock so they can modify their class registrations.
Go to Filters > Students.
Use the filters to return the students you wish to unlock schedules for.
Click Advisor Mode.
To the right of Advisor Mode select a semester.
To the right of the semester select whether to see all students, only students already approved for registration or only students not approved for registration.
Click Submit.
Click Column Visibility and show the columns Course Actions 1 and Course Actions 2. You will only see information in these columns after you select a semester and group of students and click Submit (steps 4-6).
For each student to unlock courses click Unaccept (Unlock) Courses.
View advisor approval history
Campus Cafe records who granted the student permission to register.
Go to the student’s profile.
Go to Person Selected > Advising History.
Rescind advisor approval history
This allows the student to register on the Registration Term Control Start Date.
Go to the student’s profile.
Go to Person Selected > Advising History.
Click the pencil next to the semester to edit.
Click Delete.
Change registration date
You can change when a student is allowed to register.
Go to the student’s profile.
Go to Person Selected > Advising History.
Click the pencil next to the semester to edit.
Adjust the Start date to reflect the date the student is permitted to register.
Adjust the End date to reflect the last day of the add/drop registration window.
Click Save.
