PRE-REGISTRATION FAQ FOR FACULTY
- Course Registration Timeline
Refer to the Academic Calendar for each semester's timelines and dates.
Pre-Registration: Planning Period
- BA Undergraduate students enrolled in the current semester, and those students returning from leave can participate. BLS students approaching their final semester may also participate in planning.
- Students submit ranked requests for the upcoming semester using the pre-registration system.
- Students and their advisors discuss course selections and finalize plans electronically.
- All plans MUST BE FINALIZED before the close of pre-reg planning.
- After scheduling runs, students can review their scheduled courses.
- Only students who had finalized plans will have schedules.
- All undergraduates and graduate students can participate.
- Students will access the system, in a staggered order, based on the number of credits scheduled.
- During this period, students can adjust their schedules and submit ranked Drop/Add Enrollment requests.
- Advisors approve changes electronically.
- All students enrolled in the current semester can participate.
- Students can submit enrollment requests, drop courses, and register for tutorial courses.
- All course enrollments require instructor approval.
- Accessing Pre-Registration
Advisors access each student’s Pre-Registration page by navigating to the list of advisees in their WesPortal. Clicking the link in the column titled “Pre-Reg” will open the advisee’s plan.
- Student Schedule Confirmation
Students are required to confirm their current term course schedule in order to participate in Pre-Registration Planning for the next term. Therefore, students are NOT able to build a plan until confirmation. Students who have NOT confirmed their current term schedule will only see the “You must Confirm your current classes and schedule before continuing” text in the lower frame. They may mark their schedule as incorrect to clear the hold.
- Pre-Regisration Holds
If a student has a hold preventing them from participating in pre-registration, they need to follow the instructions to clear the hold. Any questions about a hold should be directed to the department that placed the hold. Only the department who placed the hold can release the hold.
- Full-Course Credit Limit
During pre-registration student schedules will have a maximum of four full-credit classes, and any number of partial credit classes. The credit limit cannot be raised until drop/add, and should only be raised if a student will be taking more than four full-credit courses, excluding private music lessons and tutorials, which do not count towards the full-credit limit.
- Backup Advising
If you will not be available to advise students during pre-registration, you can either assign a backup advisor or re-assign a student's advisor.
- For major advisees, the academic department can assist with re-assigning advisors.
- For Liberal Arts advisees, Academic Affairs can best assist with re-assigning advisors.
- Finalizing Plans
All students must have their pre-registration plan finalized to be included in scheduling.
- Only major or Liberal Arts advisors can finalize plans.
- Minor, certificate, and special student advisors cannot finalize plans or take action on individual course transactions.
- Oversubscription
Pursuant to Academic Regulations, there are limits on the number of credits students can count toward the total of 32 course credits required for the Bachelor of Arts. Students who exceed the established limits are classified as “Oversubscribed,” and subsequently the credits causing oversubscription cannot be counted towards the 32 credit requirement.
The Pre-Registration lower frame will show students their current oversubscription status. A single course can cause oversubscription in multiple subjects/categories. However, that course's credit will only count against you once. Therefore the Summary table lists the number of credits that are unusable. The Subject table lists the number of instances of oversubscribed credits.
For further information, students should review their WesPortal>Academics>Credit Analysis Report for more detailed information. Additional questions about oversubscription can be addresses by the student's class dean or the Registrar's office.
- POI Courses
When necessary please follow these steps to take action on Permission of the Instructor courses with the
electronic POI submission process:
- Students will request a POI through WesPortal, which will display a text box above student of instructor information detailing approval process (dates, times, locations, contacts, etc). This information pulls from the Additional Requirements and/or Comments section of WesMaps. If you need to update this text, please work with your department to submit a change via CourseLeaf-CLSS.
- If a POI has been requested for your course, the nightly process will send you a nightly notification
- email.
- The students’ requests can be viewed and approved/disapproved in WesPortal.
- Under Courses, click on Course Management. Please make sure that you select the correct term in the drop-down menu on the upper left. Then click on the POI Requests link on the page.
- Use the scroll down box to select your action and then click submit & confirm. You also have the option to click ‘email student’ to request a meeting and/or information.
- Please note that a student can only be enrolled if the request is approved.
- Reminder: a Permission of Instructor Approval guarantees enrollment in the course, so be careful not to approve more students than your enrollment capacity.
- It is the student’s responsibility to initiate contact with the instructor and fulfill all approval processes.
- Pre-Requisite Override Requests
When necessary please follow these steps to take action on Prerequisite Override requests with the electronic pre-requisite override submission process:
- Students will request a Prerequisite Override and submit a typed justification note thru WesPortal.
- If a PreReq has been requested for your course, the nightly process will send you a nightly notification email.
- The students’ requests can be viewed and approved/disapproved in WesPortal. Click "View" within the Justification column to access student submissions.
- Under Courses, click on Course Management. Please make sure that you select the correct term in the drop-down menu on the upper left. Then click on the Pre-requisite Requests link on the page.
- Use the scroll down box to select your action and then click submit & confirm. You also have the option to click ‘email student’ to request a meeting and/or information.
- Please note that a student can only be enrolled if the request is approved.
- Reminder: a Prerequisite Override does NOT guarantee enrollment in the course.
- It is the student’s responsibility to initiate contact with the instructor and fulfill all approval processes.
- Advice for Creating Pre-Registration Plans
- Students should completely fill their ranked list, ranking seven courses, to have the best chance of obtaining a full schedule when scheduling runs.
- Be sure a student ranks a course in the #1 slot.
- Be sure a student's first ranked course does not have zero seats set aside for their class year/major. The scheduling program will not consider it. These courses are identified in WesMaps with “0” in the seat designation.
- Students are not eligible for courses in which a student is excluded from a course (an X in their class year/major bin)
- Avoid ranking the same course twice, as it will not increase chances of getting into the course.
- For courses with multiple sections, it's highly recommended to click the "Section" button next to the course and choose one, multiple, or any section.
- Select courses with a variety of meeting times. The system does not permit time conflicts, including courses that end and start at the same time.
- Encourage students to
- Plans can be finalized with pending POI or pre-requisite override requests. Instructors can still approve requests if a plan is finalized. However, only approved requests will be considered when scheduling runs.