There are two ways to access the “Quick Enrollment” component:
- Select “Quick Enroll a Student.” (Main Menu > Records and Enrollment > Enroll Students > Quick Enroll a Student).
- Alternatively, you can access the “Student Services Center,” and click the “Academics” tab for the student you wish to enroll and click the “Quick Enrollment” link in the “Term Summary” section.
Note: To enroll a student who is not your advisee, click the “Student Center” tab. At the bottom of the page you will see a “Return to Search” button. Click this button and search for the student you will be enrolling. Once you have selected him or her, click the “Academics” tab and click the “Quick Enrollment” link.
If you access “Quick Enroll” through the “Student Services Center,” you will be immediately directed to the “Quick Enroll” screen. If you access it through “Records and Enrollment,” you will see a Search page. On this page, enter the student ID number of the student you wish to enroll, as well as the student’s Career (Undergraduate or Graduate) and the Term in which you want to enroll him or her. If you cannot find the desired term or receive errors, you must contact the Registrar’s Office for activation.
On the Quick Enroll screen, make sure that the “Action” drop-down menu is set to “Enroll.” If you know the four-digit code associated with the desired class section (known as a Class Number), you can enter it into the “Class Nbr” field. If you do not know this number or wish to view other classes, click the magnifying glass icon next to the Class number field to enter the “Class Search” component.
In Class Search, you must first select your subject. Click the “Course Subject” drop-down menu and select the appropriate subject. Next, in the “Course Nbr” field you should enter the course number. You can alternatively leave this blank to search for all courses under the given subject.
If you wish to view closed classes, uncheck the “View Open Classes Only” checkbox. Also, if you only wish to select classes in a particular career (Undergraduate or Graduate), you can identify this in the “Course Career” drop-down menu.
To enter additional search criteria, such as days and times, instructor last names, units, instruction mode, or location, click the “Additional Search Criteria” link and enter the appropriate search criteria.
Click “Search.”
The Search Results page will display the meeting times and days as well as the instructor name. If any of these fields display “TBA” or “Staff,” the information has not yet been entered into the system. TO view more information about the class, such as class description, grading basis, current enrollment and available seats, and enrollment requirements, click on the section link for that class (for example 010-LEC Regular).
Select the class by clicking the “Select” button.
Once the class has been selected, you will be returned to the “Quick Enrollment” screen. To add additional courses, click the “Plus” icon. You can also remove courses by clicking the “Minus” icon. Once all courses have been selected and the student is ready for enrollment, you must click the “Submit” button to initiate this request.
If the enrollment was successful, you will see the word “Success” in the Status field. If this field reads, “Messages,” the enrollment was successful, but there may be additional information for you about the enrollment process. Click the “Messages” link to read any messages associated with this particular enrollment.
If the Status field reads “Errors,” the enrollment was not successful. Click the “Errors” link to read the error associated with the enrollment request. Possible errors include time conflict, unit overload, does not meet prerequisite, and hold on record. Once you correct the error, if possible, you must select “Submit” again to send another enrollment request.
To view the student’s current enrollment, along with dropped classes, click the “Study List” link on the Quick Enroll page.
Notes:
A student may encounter errors when he or she tries to enroll. For example, the system will stop a student from enrolling if he or she does not meet the prerequisites for the class. Based on your access, you may be able to override some of these errors using the “General Overrides” and “Class Overrides” tabs.
Possible Overrides include:
- Closed Class – Select this override under Class Override if the class is closed but the student has instructor permission to enter the class.
- Permission – Select this override under Class Override if the class requires departmental or instructor consent and the students has obtained such consent.
- Requisites – Select this override under the General Overrides tab if the student does not meet the prerequisite for the class, but has permission to enroll in it.
Errors and Enrollment Overrides - Quick Reference:
Faculty have access to the following overrides:
| Error | Use this Override |
|---|---|
No Valid Appointment Found And Open Enrollment Period Has Not Begun. (14640,79) | Appointment |
Secretaries, Charis, and Deans have access to the following overrides:
| Error | Use this Override |
|---|---|
No Valid Appointment Found And Open Enrollment Period Has Not Begun. (14640,79) | Appointment |
| Requisites not met for Class, not enrolled. (14640, 18) Requirements have not been met to enroll in the specified class. The enrollment transaction was not processed. | Requisites |
Not Enrolled, Class <class> Full. (14640, 7) The requested enrollment add was not processed. The enrollment limit for the specified class has been reached. | Closed Classed |
| Other special circumstances. | Permission. Must specify a Permission number provided by the Registrar's Office. |
Other Errors:
Error Message: Enrollment is not allowed for this class: It is outside the Career of Study. (14640,32). The Add transaction was not processed. Enrollment in this class is not allowed for this academic career.
Corrective Action:
Make sure you’re using the appropriate Academic Career for the enrollment request. Students pursuing Graduate and Undergraduate degrees (or a Graduate degree and teacher certification) will have 2 active Academic Careers. If the course is being taught at the GRAD level, the enrollment request must be initiated under the student’s GRAD Academic Career. If the course is being taught at the UGRD level, the enrollment request must be initiated under the student’s UGRD Academic Career.
If you’re entering Quick Enroll via Student Services Center, in the Term Summary area of the Academics tab, make sure that you select the term that’s under the appropriate Academic Career before clicking the Quick Enroll link:
Clicking the Fall 2013 term under the GRAD area, then clicking the Quick Enrollment link brings up a Quick Enroll request screen where the career is Graduate:
Likewise, clicking on a term under the UGRD area, then clicking the Quick Enrollment link brings up a Quick Enroll request screen where the career is Undergrad:
