w aitlist | t exas t ech u niversity

Waitlist | Texas Tech University

Waitlist allows a student to add themselves to a waitlist on a class that has met its maximum enrollment

Reserved Seating allows an academic department to save seats for a specific group of students

WAITLIST TUTORIAL

WAITLIST AND RESERVED SEATINGFOR ADVISORS

What is Waitlist? Based on a First-Come, First-Served basis Is not a registration into the class Does not guarantee a seat Student in the first position is notified via the Preferred Email

when seat becomes available After email notification, student has 24 hours to complete the

registration process Waitlist is a manual process, not automatic Registration Rules and Registration Holds apply to the

Waitlist Process Last day to Waitlist is the last day to Add a class

All students still on Waitlist will be purged

What this means for Advisors?

Waitlist 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

How it Works? Student attempts to enroll in a Closed Class that has the Waitlist

option

Student receives the “Closed – There are # student(s) on the Waitlist for this Class” message

Student 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

If a student currently enrolled drops the class a seat becomes available

• Student in the first position is notified via their Preferred Email• Student then has 24 hours to enroll in class• Student completes the Registration process on Raiderlink on the Adds or Drop Classes link

If student takes no action • Time expires, the student next in line is notified via email

Waitlist Demonstration

The last portion of the Tutorial will go over Reserved Seating | Raiderlink | FAQs

This Waitlist Tutorial will Demonstrate:

How to Add Waitlist on Raiderlink

Registration Error Messages

Where to view the Waitlisted Section on the Student’s Schedule

How a student is notified once a open seat becomes available

The completion of the Registration process

Waitlist Demo | Add 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

When the student attempts to register into a section that has Waitlist,

they receive a message stating the class is closed and/or 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

The Action drop-down provides two options:

1. Select Waitlist - To be added to Waitlist

2. Select None- To remove the class

Waitlist Demo | Waitlisting

To Add the Waitlisted Class

• Click on the Action drop-down arrow • Select Waitlist• Then click Submit Changes

*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.

To Not Add the Waitlisted Class

• Click on the Action drop-down arrow • Select None• Then click Submit Changes

Waitlist Demo | Error Messages

Registration Rules apply to the Waitlist process

The inability to be added to a waitlist may be due to one or more registration restrictions

Maximum Hours - a student can Waitlist if they are at the Maximum Credit Hours.

It does not, however, allow the student to enroll in the course once a seat becomes available.

Waitlist Demo | Student’s Current Schedule

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 availableStudent 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

Waitlist Demo | Email Notification

If a currently enrolled student drops the class, a seat will become open and the student in the first position on

the Waitlist will immediately receive an email

The student has exactly 24 hours to follow-up and register into the class (CRN) listed on the email

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 email

Waitlist Demo | Registration Add/Drop Process

Once the student is notified via the Preferred Email 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…”

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 To drop the class

The student has two options if they decide not to register in the class:

Waitlist Forms| SSASECT – Schedule (Section)

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 EnrollmentMaximum - Maximum number of students allowed in the ClassActual - Actual number of students in the ClassRemaining - Number of seats still available in the Class

Waitlist EnrollmentWaitlist Maximum - Maximum number of students allowed on the WaitlistWaitlist Actual - Actual number of students on the WaitlistWaitlist Remaining - Number of seats still available on the Waitlist

5 students allowed on Waitlist2 students on Waitlist3 spots still available on Waitlist

Known Issue: If the class is full and the Waitlist is full and there is a waitlisted student in the24 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 displayed as -1, -2, and -3.

Maximum Enrollment is set to allow 25 students in class

• class is full with 25 students enrolled

Class will allow 5 students on the Waitlist

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 Waitlist

This 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

Field What is means…Status WL - means the student is on the Waitlist

Registration Date-Time

The date & time the student was put on the Waitlist

Waitlist Priority 1.000000, 2.000000 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 1.000000 or 2.00000

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)

New

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

Field What it means..Status RW – 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-Time

The date and time when the student was add to the Waitlist

Waitlist Status Registered – student is registered into the coursePending – student has not completed the registration processDropped – student did not register within the 24 hour time limit and was removed from Waitlist

Waitlist Notified Date

The date the student was notified a seat was available

Notification Expires If 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

New

Waitlist Forms| SFASLST – Class Roster

SFASLST is the class roster

Note: SFAALST will also display the waitlisted students on the roster

Field What it means…Status RW – student is registered in

classWL – student is on the Waitlist

Status Date

The date the student was registered or added to the Waitlist

SFASLST displays students Enrolled and students on 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 WebWL – 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 WebWL – 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

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

166 Student attempts to register but receives the “Closed - There are 4 student(s) on the waitlist for this class” message

167 &168

System drops the registration attempt & the error message

169 Students attempts to add themselves to the Waitlist

170 Student was added to Waitlist

This is one example of an audit trail

Waitlist Links Raiderlink

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

Raiderlink | Add or Drops Classes

Add or Drop Classes link is used to process the registration. Displays Registered courses and Waitlisted courses

The Waitlisted courses are not calculated into the Total Credit

and Billing hours

Waitlist on Feb 23 2011 – 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

Raiderlink | Registration History Link

Registration History link will display the courses the student is registered in as well as the Waitlisted Courses

Field

What it means…

Credits0.000

the waitlist does not get calculated into the credit hours since the student is not enrolled in the course

Waitlist Jan 26 2011

The date the student was added to the Waitlist

Raiderlink | 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

Field What it means…Status Waitlist on Feb 7 2011

• The date the student was added to the Waitlist, the student IS NOT enrolled in the courseRegistered on Web on Nov 12 2010 • 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 processWaitlist Position 1• the student is first in line for an open seatWaitlist Position 2• the student is second in line for an open seat

Notification Expires

Feb 26, 2011 11:48 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

Raiderlink | 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 0.000 credit

hours.

ImportantBe careful to not confuse Waitlisted and non-credit

courses

Discussions and non-credit labs that are registered will

also have 0.000 listed as well

Raiderlink | 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

Raiderlink | 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 email 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 Waitlist2 spots still available on Waitlist

Raiderlink | Detail Wait List (new)

Detail Wait List link displays detail information about who is on the Waitlist and Waitlist Position, and the Enrollment and Waitlist

numbersHow 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 ListTwo 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 email notification of an open seat, the Notification Expires shows the 24 hour deadline the student has to complete their registration process

New

Raiderlink | Summary Class List

Summary Class List link displays students enrolled, the Enrollment, Waitlist,

Cross list Counts, the Students enrolled, & the Notification Expires date

Click on Summary Wait List to view the students on the Waitlist

Raiderlink | 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

New

Raiderlink | Schedule Search Tool Link

Schedule Search Tool link is used to look up classes that are open, closed,

and displays Waitlist enrollment numbers

Field What it means…Wait Capacity

The maximum number allowed on Waitlist

Wait Count The number actually on the WaitlistWait Avail The remaining number allowed to be on

the Waitlist

Schedule Search Tool is an excellent resource to look up and review

course information

Raiderlink | 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

Summary

In summary, the basic Waitlist process includes:

1 Student attempts to register for a closed class that has the Waitlist option

2 If 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

3 If a seat becomes open, the student who is first in line on SFAWLPR receives an email notification and has 24 hours to enroll

4 Registration Status is set to Pending on SFIWLNT5 Student registers the Waitlisted class

Status on SFIWLNT changes to RegisteredStudent does not register the Waitlist class

Status on SFIWLNT changes to from Pending 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

Sample of Registration Rule Messages

Registration Rule Message

What 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 3301 001 & AAEC 3301 501

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 MessagesRefer to the Registrar or AFISM web site

AFISM: Job Aids Registration Registration Error Messages

http://www.depts.ttu.edu/afism/referencev2/jobAids.asp

Sample of Waitlist Messages

Waitlist Message What 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 1st 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 4th 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, 2011 10:50 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 email notification of an open seat

Reserved Seating

Reserved Seating 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

What is Reserved Seating?

Reserved Seating 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 tabThen on the Reserved Seats tab

Reserved Seating |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 program5 - 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”

Overflow IndicatorIf the Overflow Indicator box is checked, this will allow additional

VP-BA-DAN students to enroll in an open seat

Reserved Seating | 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 programReserved Actual = 2

- means 2 student enrolled in OPEN seatsReserved Remaining = 3

- means 3 OPEN seats still available


This shows the Reserved Seating ruleReserved 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 enrolledReserved Remaining = 4 - means 4 seats still reserved for VP-BA-DAN program


Reserved Seat TotalsMaximum = 10 - means the maximum allowed is section is 10 total for both Open & ReservedActual = 3 - means there are 3 students enrolled in class in both Open & ReservedRemaining = 7 - means there are 7 seats still available in both Open & Reserved

WaitlistThe Total Waitlist

Maximum, Actual and Remaining would be filled in if the section was also set up with the Waitlist

Option


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

Sample of Reserved Seating Messages

Waitlist Message What 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 The section has Reserved Seats still available and has some spots available on the Waitlist. The "#" will display how many students are currently on the 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 email notification?Once the student receives the email 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.

Can Advisors add a student to the WaitlistYes. 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.

Is there an audit of Waitlist?SFASTCA will display the waitlist and registration activity that occurred.

FAQsDoes 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

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.

Refer to the AFISM Knowledge Base for additional FAQs

Jobs Aids | Knowledge Base

Refer to the AFISM web site for additional resources regarding Waitlisting

Click on web sites to open up URL

Knowledge Base (FAQs)

Job Aids

https://eraider.ttu.edu/signin.asp?redirect=http://neon.tosm.ttu.edu/kb/default.php&&&jsct=1

http://www.depts.ttu.edu/afism/referencev2/jobAids.asp

Click to return to the beginning of tutorial

c

Need to review Tutorial again?

Click to return to Waitlist DemonstrationClick to return to Reserved Seating

Click to return to Waitlist Forms & LinksClick to return to FAQs

3.22.11

w aitlist | t exas t ech u niversity

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