Online Course Override Process

Transcription

1 1 Online Course Override Process General Information: The online course override process will work much like last semester. All department chairs and coordinators now will receive all override requests in their workflow queue. The requests will be informative only if an instructor is listed for the course. Informative notifications will appear at the bottom of the workflow queue. The instructor of the course will receive the request and will have to act on it with a decision. See legend of notification icons below: Notification Icon Definition Request has been escalated based on the number of days (3) since submission. Notification is informative only. Notification is active and needs to be acted on. Request has been placed on hold. Instructor approval for capacity and restrictions can be separate decisions. One can make a decision to approve a request to override restrictions but not a capacity override. There will be four approval options as explained below. Restrictions that are lifted when you approve an override request. Approved: overrides all listed reasons for override and capacity Approved excluding capacity override: overrides all listed reasons for override request but not capacity Information regarding the workflow process can be found at take a few minutes to watch the instructional videos for both students and faculty. There is very important information regarding the workflow process and how one will access their workflow site.

2 There will no longer be paper forms for course overrides for most registration restrictions. There are two exceptions as follows: o Time Conflict Restrictions: students will complete the time conflict override form found at: o Level Restrictions: students will complete the level restriction override form found at: Level Restriction will be used by Undergraduate students requesting enrollment in a graduate course Graduate students requesting enrollment in an undergraduate course Other than for the two exceptions noted above, there should not be any manual overrides done for students. All other overrides will be handled via the online process through workflow. Restrictions Overrides that are part of the online override workflow: Restriction overrides that might be requested from students via the online request form include: o Instructor Permission o College o Degree o Program o Major, Minor o Campus o Class o Repeat Time o Repeat Hours o Department o Capacity Workflow Access: Log in at myhome@ithaca.edu On the left-hand side of the screen under the IC Services listing you will find the IC Workflow icon. Click on the IC Workflow icon. You then will sign into your workflow account with your username (without and your password. You will find in your workflow queue a listing of all pending (new and those requests that you previously placed on hold ) course override requests. You will receive a nightly digest updating you of submissions. You will not receive an each time a student submits an override request. 2

3 Current Override Forms: Override forms that were used in previous semesters should be discarded/recycled. These forms will no longer be used. Please do not give students paper override forms; all override requests are to be reviewed via the online process. Departmental administrative assistants will no longer be lifting restrictions for course overrides. Restrictions that are lifted when you approve an override request: When you receive a student s request for an override, the form will list the restrictions that the student encountered while attempting to register for the class during their online registration access time. o You have the option of four actions in response to the request: You may approve the request. You may approve listed restrictions but not capacity. You may not approve the request. You may hold the request. A hold action is not a final decision. Before the end of the semester a final decision of approve or not approve must be submitted. With all these actions, you may include comments with your response to the student s request. Students also have the option of including comments on their override request forms. When you use the hold option, it is recommended that you include within the comment section the approximate date when you will get back to the student with a final decision of approve or not approve. If there are multiple restrictions, all will be listed on the override request form. 3 If there is a prerequisite restriction, before making the override decision, you might want to refer to the student s degree evaluation to determine if other coursework taken (i.e., transfer credits, special topics courses, etc.) will be appropriate as a substitute for the stated prerequisites. There is a

4 4 tab on the override request form through which you can easily access the degree evaluation. At the time you receive the course override form via workflow, all the course restrictions that the student received at their on-line registration time will appear on the form. o If only one restriction is listed, you will be approving only that restriction. For example, if the restriction is class standing and you approve the override, only the class standing restriction is lifted. Subsequently, when the student goes to Homer to actually register for the course and it is then at capacity, the capacity restriction will not be lifted because it was not on the original approval. In this case, if the student still wanted to enroll in the class, s/he would have to submit a course override form for a capacity restriction for your consideration of approve, not approve, or hold. Note that when you receive the course override form in your workflow mailbox, the form will include a notation of the current course enrollment and the fire code cap for the room in which the course is scheduled. The course enrollment listed is the enrollment at the time the student attempted to register for the course. As such, by the time you receive/review the request, the enrollment is likely to have changed given the dynamic nature of the online registration process. I strongly encourage you to check the actual enrollment of your course each time you consider a course override form. Timely review of the requests will be especially important with respect to course capacity restrictions. FAQ s: Does the override approval register the student for the course? This form does not register the student for the course--it lifts the restrictions so that the student is able to register. The student must still register on Homer Connect using the course CRN within the add/drop screen. The students should not use the search function within Homer Connect to add the course.

5 5 When is the online form available to students? The Online Course Override Form becomes available concurrently with a student's time-ticket for registration. How is the student notified of the override request decision? No matter the decision (approve, not approved or hold) the student will receive an and you will have an option to enter comments. Questions/Concerns/Suggestions: As we continue to improve this is a new process for the College, we do want to receive your questions/concerns/suggestions to ensure that we have the best process possible. I would like to know what worked well for you/your department, what might not have worked so well, and any suggestions you have for improvements. Comments can be submitted to academicworkflow@ithaca.edu K. Lucas 10/2014