Student Lifecycle
Support and Development
REFERENCE GUIDE
MyCampus - Quick Enrolment
1. Enrol Students in classes
1.1 Enrol Students
Navigate to: Records and Enrolment >
Enroll Students
1.2 Related Classes
Select: Quick Enroll Students for all
cases except ‘exams only’
Related Classes show in a pop up window.
Clicking on Related 1 shows all related
Classes. There is also a Class Detail link
where you can see if the Class is Open or
Closed.
Enter the Student ID into the ID field.
Click Class Details link to view this
information.
Enter the Academic Career or click Look
up Academic Career to select the relevant
career from the list.
Click Add.
The action defaults to Enroll.
1.2 View Student Timetable
A link to View Student Timetable is
available from this screen.
Click View Student Timetable.
Enter the Class number or click Search to
select from list. Continue to add further
classes as required for the student.
Click Submit.
‘Success’ should appear in the table to confirm
the student is successfully enrolled in the class.
If Errors appears, click on this link, to the
Enrollment Message Log. Message - “A
required related class (Component XXX)
must also be selected. There is an additional
component required for enrolment that is
missing”. Choose the missing
component, and then click Submit.
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2. Exams only enrolment
2.1 Enrol Student as exams only
Navigate to: Records and Enrolment >
Enroll Students
Select: Exams Only Enrolment.
Enter Student ID and career.
Click Add.
Search for Class Number using look-up.
Search for Admin section for the course.
Copy the Admin code.
Click Return to Exams Only
Enrolment.
Add the code into the Class Nbr field and
tab out.
To be Assessed as Resit box will be
ticked by default and Grading Basis will
be automatically populated.
If box is ticked course will be assessed as
Resit and appropriate Grading Basis will
be applied.
If box unticked the Grading Basis will be
the first sitting Grading Basis specified
in the Course Catalog.
Click Submit.
A hyperlink will appear if there are any
Errors which can be then be corrected.
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3. ‘Audit Only’ enrolment
3.1 Enrol Student as ‘Audit Only’
Navigate to: Records and Enrolment >
Enroll Students
Select: Quick Enroll Students.
Enter Student ID and career.
3.2 Update existing Enrolment to be
‘Audit Only’
If the Grade Roster for the course has
already been created it will be necessary to
re-create the Grade Roster using the
‘override’.
Click Add.
Navigate to: Records and Enrolment >
Enroll Students
Select Units and Grades tab.
Select: Quick Enroll Students
Select Audit Grading Basis from the
look up menu.
Enter Student ID and career.
Click Submit.
A hyperlink will appear if there are any
Errors which can be then be corrected.
Click Add.
Select Norm. Maintenance from drop
down list in the Action box.
Search for the course to be amended.
Tick the box next to the course for which the
student is to be enrolled as Audit Only. You
will be returned to the Quick Enrol page.
Click on Class Overrides tab and tick
Grading Basis box.
Click on Units and Grade tab.
Select AUD from the drop-down list.
Click Submit.
A hyperlink will appear if there are any
Errors which can be then be corrected.
3.3 Update Grade Roster
Navigate to: Curriculum Management >
Grading > Grade Roster
Select the appropriate Term and Course.
Select Final Grade Roster in Grade Roster
Type.
Tick Override.
Click Create.
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4. Drop a Course
4.1 Drop a Course
4.1 Drop a Course
Navigate to: Records and Enrolment >
Enroll Students
Navigate to: Records and Enrolment >
Enroll Students
Select: Quick Enroll Students.
Select: Quick Enroll Students.
Enter Student ID and career.
Enter Student ID and career.
Click Add.
Click Add.
Select Drop from the Action list.
Select Swap from the Action list.
Use look up to generate full list of all
courses student is enrolled on.
Use look up to generate full list of all
courses student is enrolled on.
Tick the box against the course to be
dropped.
Tick the box against the course to be
dropped.
Click Submit.
Select: Change To.
Either:
Change course – use look ups to
generate list of all courses the student is
enrolled on
Or
Change class – add in the same Class
Number to select the same course but
select different class times to swap the
non-enrolment classes.
Add in Related 1 and Related 2 if
applicable.
Click Submit.
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5. Resolve Errors
5.1 Time Conflict
5.4 Enrolment Requirements
Over-ride the time clash (if appropriate) - tick
the relevant box in the General Overrides
tab.
There are 2 types of enrolment requirements
–
Pre-requisites: requirements students must
meet in a previous year.
If not permissible select another class option.
5.2 Not Eligible to Enrol
If student has not Academically Registered
for the session it will not be possible to enrol
the student onto courses.
5.3 Negative Service Indicator (SI)
If a student has a negative SI on their record
this symbol will be displayed.
A hold may be placed on their record
preventing enrolment onto classes; Enrollment
Message Log will display message –
Co-requisites: course which a student must
take in the same year of study.
In either case if the Adviser deems it
appropriate this requirement can be overridden for the student to allow them to enrol.
5.5 Class Closed
If a class is full and you submit a student
enrolment, you will be taken to the course
but it will show as Closed.
You will need to start a new search for an
alternative.
"Hold on record, Add not processed. There is
a hold on this record, preventing the add from
being processed. The hold must be removed
to process the add transaction."
See User Guide –
http://www.gla.ac.uk/services/studentlifecycle
/resources/userguides/records/
Only staff with appropriate security will be
able to remove SIs.
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Appendix A
Audit Grade Basis
The AUD (Audit) grade basis has been defined so that the student can be easily identified as ‘Audit
Only’. The the only grade available (AUD) does not earn credit.
Appendix B – Overrides
General Overrides Tab & Class Overrides Tab
Only overrides that you are authorised to access are available to you.
General Overrides tab
Field
Unit Load
Comment
Select to override the maximum number of credits a student would
normally be expected to take.
Select to allow a student to enrol on classes which are flagged as showing a
time conflict
Select to override academic career and career pointer exception rules for the
student's academic career.
Select to override an requirements against a course as defined in the
Enrollment Requirement Groups (e.g. pre/co-requisites)
Time Conflict
Career
Requisites
Class Overrides tab
Field
Closed Class
Comment
Select to override an enrolment cap on a class – this should only be carried
out with Course Coordinator consent
Class Links
Select to allow students to add and drop class sections without having to do
likewise for the required related component sections in a class association
group, for instance if a student is taking a lecture but is not required to
attend the associated tutorial
Class Units
Select to override the number of credits a student is taking on a course. Once
this override is selected, go to Units and Grade to enter the agreed number of
credits
Select to allow students to enroll into a class with a grading basis other than
the one established for the class. The Grading Basis field becomes available for
edit so that you can select a different grading basis for the class enrollment.
Grading Basis
Class Permission
Wait List Okay
Wait List Pos
(wait list
position)
Select to override general permission and student- specific permission
requirements, academic career pointers, and career pointer exception
rules.
Select to allow the student to wait list into a class section even if the class
section, combined section, and reserve capacity are full provided that space is
available on the wait list and the last date to wait list has not passed
Click this link to access the Wait List Position page, where you can view the
student's position on the wait list. This link is available only for enrollment
requests in which the student is already on the wait list for the specified class
section.
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