How Do I Manage Student Specific Permissions?

January 17, 2023

Introduction

Throughout the registration period, students may need to obtain permission for certain types of classes, including but not limited to: independent study, directed study thesis, internships, etc. One way this permission is granted through the assignment of Student Specific Permission.

Academic Calendar Timeline

Student Specific Permissions require that a faculty or a department representative add the student's ID directly to the list of allowed students in the course. No permission codes will be generated or distributed.

Student Specific Permissions can be assigned before the registration period begins and can be used by a student once their registration window opens through the Schedule Adjustment deadline.

Note: there is no change to the use of Student Specific Permissions after the 5th day of instruction when the waitlist process ends.

Class permissions override conditions such as requisites and limits. These permissions allow students to add or drop a course as long as the permissions have not expired.

Permission Type Usage Responsible for Enrolling with Permission?
Student Specific Permissions Add students to a list, and they will self-enroll with no permission number. Faculty and/or Staff

Instructions

  1. Access the NavBar tool on the right hand side of your screen.

    NavBar menu
    Navigate with the following navigation path:
    Menu > Records & Enrollment > Term Processing > Class Permissions

  2. Enter in the class criteria to search for the course for which you wish to create permissions. Use the search icon to identify and select fields.

    Class permissions Note: If the class has not been enabled for student specific permission numbers, you may only issue general permission numbers.

    If the class was set up with general permission numbers, then the Permission page will only allow you to generate permission codes. The student will use that permission code to enroll in the class.

  3. Select the course you wish to create permission numbers for.

  4. Then, you will be redirected to a page that contains two tabs: Permission to Add and Permission to Drop.

  5. (A) Ensure you are on the Permission to Add tab.
     

    (BConfirm that the Student Specific Permissions box is checked.

    (C) Add the Expiration Date.

    (D) Add the individual student's EMPLID into the ID field. To find student EMPLIDs ID, please use the ID Lookup tool.

    Student Specific Permissions Guide
    To add any additional student permissions, select + at the end of the row to add another line and enter another ID.

  6. Select Save once the EMPLID(s) are added.

    Once the student EMPLID (ID) has been entered, and the code has been given to the student, the student can proceed with enrolling in the class.

    Note: To find student EMPLIDs, use the ID Lookup tool.

    If the class has registration requirements (i.e. prerequisites) and the student has not met the prerequisites, then enrollment will be stopped and the student will need an exception memo to enroll in the class. 

    If adding a student to a section that is not published on the class schedule (i.e. supervision, variable unit, etc.), communicate to the student which class number they were added to.

Adding Additional Permissions 

If you wish to assign any additional permissions or comments for a specific student or permission number, you can do so with the Permissions and Comments tabs.

Permission tab and Comments tab

  • Permission Tab: You are able to select which permissions are assigned to each code.
  • Comments Tab: The comment boxes are free form and you are able to leave comments regarding the circumstances of issuance of codes here.
  • Select “Save” after generating or editing any of these pages. 
    Save button
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