Course Authorization
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Course Authorization feature allows persons with Faculty and/or Advisor roles to pre-approve an override to a registration error. You can choose a course and students for whom to provide authorization to register for the course even if the student has not met a course requisite, the course is full, or the student has a schedule conflict. If you have the proper permissions, the Condition Type errors for which you can provide authorization are Capacity, Requisite, and Section Conflict. You can also indicate your preference of criteria when doing a Name Search.
The Course Authorization feature includes the screens described below.
Course Authorization Course List
The Course Authorization List screen displays the courses that you teach and other courses for which you have permissions to do course authorizations. You can filter the list by selecting a specific term and also by selecting specific divisions and/or departments.
Course Authorization Details
The Course Authorization Details screen opens when you click on a course link. The screen displays data for students for whom authorizations/registration overrides have been granted under the Authorizations Granted heading. The screen allows you to view, add, and remove authorizations, provided you have been given rights to do so.
If you have permissions to manage Course Authorizations, you will be able to select courses based on your rights and will have access to the Remove Authorizations button and the Add New Authorizations link. If you do not have permissions to manage Course Authorizations, you will be able to view information only for the courses you teach.
Add New Authorizations
The Add New Authorizations screen opens when you click the Add New Authorizations link. Following are the conditions (or registration errors) for which a student can be granted authorizations:
Capacity (class size reached)
Requisites (not met)
Schedule Conflicts
Registration Permission Required
Student Search Results
The Student Search Results screen displays the results of Name Search when you click the Search for Name button if more than one name matches the search criteria.
If only one name matches the search criteria, the Course Authorization screen opens and displays the student name in the Selected Name column.
If more than one name matches the search criteria and if you want to select one of the names, click the Select button beside the appropriate student name. This opens the Course Authorization screen and displays the student name in the Selected Name column.
If you don't want to select one fo the names, click the Cancel button.
From the Course Authorization feature, click the Set Options link.
Under the Name Search Options, select one of three options to use when doing a Name Search.
Search Using Phonetic Match: a phonetic or Soundex match
Search Using Primary Name: LAST_NAME, FIRST_NAME, and/or MIDDLE_NAME fields in the ID record
Search Using the Alternate Name Type: NICKNAME, PREFERRED_NAME, BIRTH_NAME, or other name fields in the ID record
Click the Save button.
From the Course Authorization feature, click the Set Options link.
Under Default Authorizations Sort Order, the Sort Column drop-down lists three columns: Student, Condition, and Reason.
Select the column on which you want the Authorizations Granted table to be sorted when the Course Authorizations Details screen opens or when you select a different course.
Click the Save button.
From the Course Authorization feature, click the Course link.
The Course Authorization Details screen for that course displays the following information:
Course Information
Course Authorization Totals
Show (use one of the buttons to filter the list)
Authorizations Granted (Student, ID, Condition, Reason, Date Added, and Added By
From the Course Authorization feature, click the Course List link. The Course Authorization Course List screen appears.
Select a course.
Click any course link.
The Course Authorization Details screen for that course displays this information:
Course Information
Course Authorization Totals
Show (use one of the buttons to filter the list)
Authorizations Granted (Student, ID, Condition, Reason, Date Added, and Added By)
Click the Add New Authorizations button.
The Add New Authorizations screen is displayed. To retrieve the student, enter the ID or the Name in the Add Authorization section and click the Search button. You can also use Advanced Name Search.
If only one student is retrieved:
Select the Add checkbox beside the appropriate Authorization Conditions.
Select the appropriate Reasons.
Click the Add Authorizations button.
If more than one student is retrieved, the Student Search Results screen is displayed.
Click the Select button beside the appropriate student name. The Course Authorization screen is displayed with the selected student's name displayed in the Selected Name column.
Click the Add Row button for this student.
The Add New Authorizations screen displays with the student's name and the Authorization Conditions for which you have permission to add.
Select the Add checkbox beside the appropriate Authorization Conditions, and select the appropriate Reason.
Click the Add Authorization button.
The Course Authorization Details screen displays a message verifying that the authorization has been added.
Click any course link.
The Course Authorization Details screen for that course displays the following information:
Select the checkbox beside the students for which you want to remove authorizations.
Click the Remove Authorizations button. A message notifies you that the student has or has not been removed. If the student is not removed, a reason for not revoking the authorization is displayed.