Generating Generic Class Permission Numbers For Individual Class Sections

Brief Overview of Student Specific Permissions vs. Generic Permission Numbers:

The Student Specific Permissions require the department to enter the student ID and then configure which override permissions will be in effect for the student. When the student goes to register there will not be any difference in their registration process. This option is helpful if the department wants to open the door for the student to get into the section, but still gives the student the opportunity of whether or not to actually enroll into the section.

The Generic Permission Numbers require a one-time setup to configure which override permissions will be in effect, and then the distribution of the numbers to students needing them. When the student goes to register they will have an additional step. The student will need to enter the six digit permission number in order to enroll into the section.

Student Specific Permissions / Generic Permission Numbers
Department Representatives: / Configure permission overrides and enter in each Student ID individually. / Configure permission overrides and distribute permission numbers to faculty or students.
Students: / No difference in enrollment experience. / Additional step to enrollment process of entering permission number.

There are two types of Class Permissions, Student Specific Permissions and Generic Class Permission Numbers. Both types of Class Permissions have the ability to override any combination of the five permissions allowing a student to enroll themselves into a section when they would otherwise be prevented from doing so. The five types of override permissions available are: Closed Class, Requisites Not Met, Consent Required, Career Restriction and Permission Time Period.

Each class section may only use one type of class permissions. The Student Specific Permissions and Generic Class Permission Numbers are mutually exclusive. The first step is to determine which type of Class Permissions the department wants to use for a particular section. Next the checkbox on the Basic Data tab for a section will need to reflect the department’s choice. In UAccess Student navigate to Main Menu  Curriculum Management  Schedule of Classes  UA Schedule of Classes Update. On the Basic Data tab locate the checkbox for “Student Specific Permissions”. Check the box for the section to use the Student Specific Permissions. Uncheck the box for the section to use the Generic Class Permission Numbers.

The next step is to configure the permission numbers. In UAccess Student navigate to Main Menu  Records and Enrollment  Term Processing  Class Permissions  Class Permissions and search for the section.

In the “Defaults” area you will need to specify the expiration date for the generic permission numbers. This date should not be greater than the end of the fourth week of classes which is the same deadline for department representatives to be able to enroll students without having a Dean’s signature. For the Fall 2015 semester this date is September 20th, 2015.

Next configure which permission overrides to use. When creating the generic permission numbers by batch process the Office of the Registrar only allows for three of the five permission overrides; Closed Class, Consent Required and Permission Time Period. Below is an explanation about what each override is capable of doing.

  • Closed Class – Under normal circumstances when the actual enrollment of a section is equal to or greater than the enrollment capacity of the section, the class has a closed status preventing any further enrollments. When this permission is used students will be able to enroll themselves into the section even if the class has a closed status.
  • Please Note: Departments will need to be responsible for monitoring that the total enrollment of the section does not exceed the assigned room’s capacity.
  • Requisites Not Met – Under normal circumstances students will need to meet the pre-requisites, or other criteria enforced by a requirement group in order to enroll in the section. When this permission is used students will be able to enroll themselves into the section even if they do not satisfy the criteria enforced by the requirement group.
  • Consent Required – Under normal circumstances when the section requires Department Add Consent students are unable to register themselves. When this permission is used students will be able to enroll themselves into the section even if Department Add Consent is required.
  • Career Restriction – Under normal circumstances students in one career cannot enroll themselves into sections having a different career. When this permission is used students will be able to enroll themselves into a section having a career different than the student’s career.
  • Permission Time Period – Under normal circumstances students have 7 business days to use UAccess to enroll themselves into sections. When this permission is used students will have the ability to use UAccess to enroll themselves into a particular section up until the permission number’s expiration date.

Now that the Default expiration date and override permissions have been set, in the “Assign More Permissions” box enter the number of permission numbers you wish to create. Then click “Generate”. The list of generic permission numbers should now display.

The permission numbers may now be distributed to students needing them. Departments can keep track of which numbers have been distributed by utilizing the “Issued” checkbox and/or the Comments box next to each number.

Individual permission numbers can be edited to have more or less permissions overridden, by navigating to the Permission tab and reconfiguring which checkboxes are checked/un-checked.

Generating Generic Class Permission Numbers For Individual Class Sections

To view all of the information about a permission number you can select the icon to display all of the information found on the General, Permission and Comments tabs in one view.