Google+
ITS and UVa logos for printed output

Student Information System (SIS)

SIS Wait Lists, Permission Lists, & Ad Hoc Permission

Wait List vs. Permission List

 

WAIT LIST

PERMISSION LIST

What is it? A running list of students who want to enroll in a full class. The wait list requires no maintenance by the instructor. A list of students who have requested to enroll in a class. The class must be marked as 'Instructor Consent'. The permission list must be maintained by the instructor.
How does the list work? Once a class becomes full, students who meet the class requisites may add themselves to the wait list, and, if eligible, are enrolled in a first-on, first-off manner when a seat becomes available. The wait list process runs 4 times a day. Students may not enroll unless the instructor grants permission. The instructor selects students who may enroll.
Why would a student on the wait list be bypassed? Students will be bypassed on the wait list if adding a class would cause a time conflict or credit limit error. Direct the student to use Edit to designate a "drop if enroll" class.

If the class has an associated lab or discussion, a spot must open up on both the lecture and lab/discussion wait lists for the student to be enrolled.
 
How do I set it up? UREG or the school adds a wait list to a class when scheduling classes. If a class has an existing wait list, it will be automatically added each semester. UREG or the school registrar adds a permission list to a class when scheduling classes. If a class has an existing permission list, it will be automatically added each semester.
How will student be notified of enrollment from the list? The student will receive an automated email. The student will receive an automated email.
Can students add themselves to more than one list? Yes, the student may add up to 17 credits to the wait list. Yes, the student may add up to 17 credits to the permission list.
Can a student see his/her “position” on the list? Yes. A student can see the wait list position for the lecture only. No.

View Your Wait List

  1. Log into SIS and click the Instructor tab to view the Faculty Center.
  2. From the Faculty Center, click the Class Roster icon for the desired class, as show.
    Class Roster icon
  3. The Class Roster page defaults to show the enrolled students as shown. Use the Enrollment Status dropdown menu to select Waiting. Select All to see a combined list of enrolled and waitlisted students.
    Combined list of enrolled and waitlisted students
  4. Each student on the wait list is displayed, sorted by their position on the list. To sort the list alphabetically or by Program/Plan, click on the appropriate column heading. From here, you can check the Notify buttons to send an email to the waitlisted students.

Manage Your Permission Lists

Classes with permission lists that require instructor consent require that you manage the permission list regularly.

  1. Log into SIS and click the Instructor tab to view the Faculty Center.
  2. From the Faculty Center, click the Class Permissions icon for the desired class. The clock icon also displays whenever you have pending requests as shown.
    Class Permissions icon
  3. On the Class Permissions page, you can:
    1. review the major, year, and personal message from the students who have made requests.
    2. contact the student(s) for more information using the links at the bottom of the page.
    3. add or deny the student to the class by changing the Permission Status to Granted or Denied respectively.
    Once your decision is made, click OK (or Apply) to send an automated email to the student(s) notifying them of your decision as shown below.

Permission List Tips

  • Permissions are valid for two weeks before the start of the semester, or for one day when granted after the semester begins. Permissions cannot be granted after the add deadline.
  • If a student who is granted permission fails to enroll before the permission expires, the student must delete the expired permission in their Student Center, then submit a new request.

Grant Ad Hoc Permission

This method allows you to add students who may not be able to enroll otherwise. You can grant it whether or not the class is full or if students meet the requisites. If your class has a wait list, see also how to Avoid Inadvertently Overloading Your Class.

  1. Log into SIS and click the Instructor tab to view the Faculty Center.
  2. From the Faculty Center, click the Class Permissions icon for the desired class as shown below.
    Class Permissions icon
  3. In the Student Requests and Ad Hoc Permissions box, click the plus sign (+) to add a new row to the table as shown below.
    Class Roster icon
  4. To search for a student by name, click the Looking Glass icon next to the Empl ID box in the new row.
    Search student by name with Looking Glass icon
  5. On the search page, click the Advanced Lookup link to open a window that allows you to search by name.
    Search by name with Advanced Lookup
  6. Back on the Class Permission page, click OK (or Apply) to send the email that you've granted permission to enroll. Note the ad hoc permission displays in the justification box.

Ad Hoc Permission Tips

  • If you give a wait listed student ad hoc permission to add, the student must first drop the wait list request before enrolling.
  • If ad hoc permission is granted and the student does not enroll in the class, you cannot grant a new ad hoc permission. Contact your department or UREG to have the permission administratively re-activated.

Avoid Inadvertently Overloading Your Class — Important!

If your class requires instructor consent (i.e., has a permission list) or you grant ad hoc permission to student(s) to add the class, follow these tips to avoid inadvertently overloading your class.

  • Actively manage your permission list and track the number of pending enrollments.
    Remember that a student who receives permission may not always enroll immediately. Factor in how many spaces you have already given when deciding to grant future students permission to add. Permissions are valid for two weeks before the start of the semester, or for one day when granted after the semester begins.
  • Grant ad hoc permission sparingly if at all for wait listed classes.
    If your class has a wait list and you grant ad hoc permission for a few students, it's likely the number of students in your class will exceed enrollment. As students drop your class and space becomes available, there is nothing to control the order in which students are added; students on the wait list could be added before the students who received ad hoc permission enroll. Also, students on the wait list can see they have been bypassed and may feel the process is unfair.

    Remember the classroom capacity when granting ad hoc permission. If your enrollment exceeds the room capacity, your department scheduler will be in the difficult position of having to find you another room on Grounds due to fire regulations.

Need Help?

If you have questions about how your class is set up, contact the scheduler within your department or school. If you are an instructor in the College or Graduate School of Arts and Sciences, email them for further help.

  Page Updated: Thursday 2018-03-01 12:37:09 EST