Transcript Waitlist - Texas Tech University Departments

WAITLIST TUTORIAL
WAITLIST AND RESERVED SEATING
FOR ADVISORS
Waitlist allows a student to add themselves to a waitlist
on a class that has met its maximum enrollment
Reserved Seating allows an academic department to save seats
for a specific group of students
Waitlist
|
Texas Tech University
What is Waitlist?
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Based on a First-Come, First-Served basis
Is not a registration into the class
Does not guarantee a seat
Student in the first position is notified via the Preferred Email when seat becomes
available
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After email notification, student has 24 hours to complete the registration process
Waitlist is a manual process, not automatic
Registration Rules and Registration Holds apply to the Waitlist Process
Last day to Waitlist is the last day to Add a class
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All students still on Waitlist will be purged
What this means for Advisors?
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Waitlist eliminates the need to set ENROLLMNT permit codes on courses
that are set up as Waitlist
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Courses not set with the Waitlist option will follow the normal guidelines on setting the
ENROLLMNT permit on SFASRPO
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New INB Waitlist forms | SFAWLPR and SFIWLNT
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New Raiderlink links | Detail Wait List and Summary Wait List
How it Works?
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Student attempts to enroll in a Closed Class that has the Waitlist option
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Student receives the “Closed – There are # student(s) on the Waitlist
for this Class” message
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Student then has the option to select “Waitlist”
•
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If a student currently enrolled drops the class a seat becomes available
Student in the first position is notified via their Preferred Email
Student then has 24 hours to enroll in class
Student completes the Registration process on Raiderlink on the Adds or Drop Classes link
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•
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If student decides to add the class to the Waitlist, the student is NOT enrolled in the class they are
on the Waitlist
If student takes no action
•
Time expires, the student next in line is notified via email
Waitlist Demonstration
This Waitlist Tutorial will Demonstrate:
How to Add Waitlist on Raiderlink
Registration Error Messages
Where to view the Waitlisted Section on the Student’s Schedule
How a student is notified once a open seat becomes available
The completion of the Registration process
The last portion of the Tutorial will go over
Reserved Seating | Raiderlink | FAQs
Waitlist Demo | Add the CRN
On the Add or Drops Classes link on Raiderlink
Add CRN
• Student enters the CRN in the CRNs field
• Then click Submit Changes
When the student attempts to register into a section that has Waitlist,
they receive a message stating the class is closed and/or if the
Waitlist is available
•
Closed - There are 0 student(s) on the Waitlist for this class
•
Closed - There are 2 student(s) on the Waitlist for this class
•
Closed - The Waitlist is Full
•
Open – Reserved for Waitlist
The Action drop-down provides two options:
1. Select Waitlist
- To be added to Waitlist
2. Select None
- To remove the class
Waitlist Demo | Waitlisting
To Add the Waitlisted Class
To Not Add the Waitlisted Class
• Click on the Action drop-down arrow
• Select Waitlist
• Then click Submit Changes
• Click on the Action drop-down arrow
• Select None
• Then click Submit Changes
*Registration Rules will prevent the student from adding the Waitlisted class.
A message will display if the student does not meet the criteria for taking the class (i.e. pre-req, co-req, link, time conflict, major
restriction, college restriction, etc.)
*Maximum Credit Hours will not prevent the student from adding the Waitlisted class.
It will, however, prevent the student from completing the registration if a seat becomes available.
**When a student adds the class as a Waitlist, this DOES NOT mean the class is registered
Waitlist Demo | Error Messages
Registration Rules apply to the Waitlist process
The inability to be added to a waitlist may be due
to one or more registration restrictions
Maximum Hours - a student can Waitlist if they are at the Maximum Credit Hours.
It does not, however, allow the student to enroll in the course once a seat becomes available.
Waitlist Demo | Student’s Current Schedule
The Student’s Current Schedule will display the
date the Waitlisted class was added
The student’s only option at this point is to drop the Waitlisted course,
they can not register into the course until a seat becomes available
Waitlist on Jan 26, 2011 means they are on the Waitlist and
will be notified if a seat becomes available
Student is NOT enrolled in Class
Waitlist Demo | Email Notification
If a currently enrolled student drops the class, a seat will become
open and the student in the first position on the Waitlist will
immediately receive an email
The student has exactly 24 hours to follow-up and register into the class (CRN)
listed on the email
If the student takes no action within the 24 hours, they will be removed from the
Waitlist and the next student in line will receive an email
Waitlist Demo | Registration Add/Drop Process
Once the student is notified via the Preferred Email that a seat is available,
they have the option to register into the section
1
• Go to the Add or Drops Classes link
• Click on the Action drop-down arrow
2
• Select Registered on Web
• Then click Submit Changes
3
• Status changes from “Waitlist on…” to
“Registered on…”
•Do Nothing
Option 1
•Let the system automatically drop the
class after 24 hours
• Drop the Class
Option 2
• Go to the Add or Drop Classes link
• Click on the Action drop-down arrow
• Select Drop-Delete on Web
• Then click Submit Changes
To drop the class
The student has two options if they decide not to register in the class:
Waitlist Forms
INB Forms
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SSASECT | Course Section
SSASECQ | Schedule Section Query
SFAWLPR | Waitlist Priority Management (new) 
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SFIWLNT | Waitlist Notification Query (new) 
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Students on the Waitlist
Students who were notified of an open seat and their registration status
SFASLST | Class Roster
SFAREGQ | Registration Query
SZAREGS | Student Course Registration
SFARHST | Student Registration History
SFASTCA | Registration Audit
Waitlist Forms| SSASECT – Schedule (Section)
SSASECT
Class Enrollment
•
Click on the Section Enrollment Information tab
• Then on the Enrollment Details tab
Maximum
- Maximum number of students allowed in the Class
Actual
- Actual number of students in the Class
Remaining
- Number of seats still available in the Class
Waitlist Enrollment
Waitlist Maximum
- Maximum number of students allowed on the Waitlist
5 students allowed on Waitlist
2 students on Waitlist
3 spots still available on Waitlist
Waitlist Actual
- Actual number of students on the Waitlist
Waitlist Remaining
- Number of seats still available on the Waitlist
Maximum Enrollment is set to allow 25 students in class
• class is full with 25 students enrolled
Class will allow 5 students on the Waitlist
Not all Sections will be set up with the Waitlist Option
Known Issue: If the class is full and the Waitlist is full and there is a waitlisted student in the24 time limit to register; the current version
of Banner will allow other students to add themselves to the Waitlist even if it has reached its waitlist maximum limit.
Waitlist Remaining will be displayed as -1, -2, and -3.
Waitlist Forms| SSASECQ – Schedule Section Query
SSASECQ is a section query form that will display
course information, and Enrollment and Waitlist numbers
Use SSASECQ to search for Waitlist numbers
This query will show the number of students allowed on Waitlist
 5 students allowed on Waitlist
 4 students on the Waitlist
 1 spot still available on Waitlist
This query will show the number of students on the Waitlist
Waitlist Forms| SFAWLPR – Priority Management (new)
SFAWLPR is used to view the students on the Waitlist
and their position number
Field
What is means…
Status
WL - means the student is on the Waitlist
Registration Date-Time
The date & time the student was put on the Waitlist
Waitlist Priority
1.000000, 2.000000 is the student’s position in line on the Waitlist
Students are in chronicle order in line for the course -- at times there could be two students with a
1.000000 or 2.00000
User
www2_user - means the course was added to the Waitlist on Raiderlink
SFASTCA will display if the course was added by the student (www2_user), or by the Advisor (oracle id)
Waitlist Forms| SFIWLNT – Notification Query (new)
SFIWLNT is used to view the students who were notified of an
open seat and their waitlist status into the Class
Field
What it means..
Status
RW – the student is registered in the course
WL – student has been notified a seat is available & has 24 hours to complete the registration
process
Registration Date-Time
The date and time when the student was add to the Waitlist
Waitlist Status
Registered – student is registered into the course
Pending – student has not completed the registration process
Dropped – student did not register within the 24 hour time limit and was removed from
Waitlist
Waitlist Notified Date
The date the student was notified a seat was available
Notification Expires
If the student does not enroll by the notification expires date and time, they will not be able
to register into the course and the next student in line will be contacted
Waitlist Forms| SFASLST – Class Roster
SFASLST is the class roster
SFASLST displays students Enrolled and
students on the Waitlist
Field
What it means…
Status
RW – student is registered in class
WL – student is on the Waitlist
Status Date
The date the student was registered
or added to the Waitlist
Note: SFAALST will also display the waitlisted students on the roster
Waitlist Forms| SFAREGQ – Registration Query
SFAREGQ is the student’s registration schedule and displays the courses
the student is enrolled in, as well as any Waitlisted courses
RW – means Registered on Web
WL – means the course is Waitlisted
*WL will change to RW if the student is registered in course
Note: Since AAEC is only on the Waitlist, the credit and billing
hours are displayed as .000, which means the courses is not
calculated into the Credit and Billing hours
Waitlist Forms| SZAREGS – Student Registration
SZAREGS will display the courses the student
is enrolled in, as well as any Waitlisted courses
Note: The credit and billing hours are displayed as .000 on Waitlisted courses,
which means the course is not calculated into the Credit and Billing hours
RW – means Registered on Web
WL – means the course is Waitlisted
*WL will change to RW if the student is registered in course
Waitlist Forms| SFARHST - Registration History
SFARHST will display the courses the student is registered
in as well as the Waitlisted Courses
Registration History is also located on Raiderlink
Waitlist Forms| SFASTCA - Registration Audit
SFASTCA will display an audit of all the
Waitlist and Registration activity
Sequence
#
Reading the Audit
166
Student attempts to register but receives the
“Closed - There are 4 student(s) on the
waitlist for this class” message
167 &168
System drops the registration attempt & the
error message
169
Students attempts to add themselves to the
Waitlist
170
Student was added to Waitlist
This is one example of an audit trail
Waitlist Links
Raiderlink
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Add or Drop Classes
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Registration History
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Student Detail Schedule
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Concise Student Schedule
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Class Schedule
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Detail Class List (Detail Roster)
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Detail Wait List (new) 
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Summary Class List (Summary Roster)
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Summary Wait List (new)
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Schedule Search Tool
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Look Up Classes
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Raiderlink | Add or Drops Classes
Add or Drop Classes link is used to process the registration.
Displays Registered courses and Waitlisted courses
The only option the student has on
the Waitlisted course is to select
Drop-Delete on Web to drop the
Waitlisted course
Once student is notified of an open
seat, the Registered on Web option is
available to register into the course
Waitlist on Feb 23 2011 – is the date the student waitlisted into the course
The Waitlisted courses are not calculated
into the Total Credit and Billing hours
STUDENT IS NOT ENROLLED IN COURSE
Raiderlink | Registration History Link
Registration History link will display the courses the student
is registered in as well as the Waitlisted Courses
Field What it means…
Credits
0.000
the waitlist does not get
calculated into the credit
hours since the student is
not enrolled in the course
Waitlist
Jan 26
2011
The date the student was
added to the Waitlist
Raiderlink | Student Detail Schedule
Student Detail Schedule link will display the total credit hours, the classes
the student is enrolled in, classes that are Waitlisted,
and the student’s Waitlist Position
Field
What it means…
Status
Waitlist on Feb 7 2011
• The date the student was added to the Waitlist, the student
IS NOT enrolled in the course
Registered on Web on Nov 12 2010
• the date the course was registered
Waitlist
Position
Waitlist Position 0
• the student was notified of an open seat, and has 24 hours
to complete registration process
Waitlist Position 1
• the student is first in line for an open seat
Waitlist Position 2
• the student is second in line for an open seat
Notification
Expires
Feb 26, 2011 11:48 am
• the student has until this date and time to complete the
registration process, if they miss the deadline, student in next
in line will be notified of an open seat
Raiderlink | Concise Student Schedule
Concise Student Schedule link is the student’s registration schedule,
it displays the registered courses and the waitlisted courses
Waitlist courses are noted as
0.000 credit hours.
Important
Be careful to not confuse Waitlisted
and non-credit courses
Discussions and non-credit labs that
are registered will also have 0.000
listed as well
Raiderlink | Class Schedule Link
Class Schedule link will display the number of students on
the Waitlist under the Detail Class Information link
Click on the course title hyperlink to get to the Waitlist information on the Detail Class Information link
 5 students allowed on Waitlist
 3 student on Waitlist
 There are 2 spots still available on the Waitlist
Raiderlink | Detail Class List
Detail Class List link displays a detail view of student
currently enrolled in the course
What the Information means…
3 students are on the Waitlist
2 spots still available on Waitlist
Click on Wait List to view
students on Waitlist
Enrollments
Counts
displays Maximum, Actual, and
Remaining counts on Enrollment,
Waitlist, and Cross List.
Notification
Expires
This student had been on the Waitlist
and received an email that a seat was
available, the notification expires date
& time was the deadline the student
had to register
Detail Class
List (link)
displays the currently enrolled students
the class
Toggle to
Detail Wait
List (link)
Click on the Wait List enrollment counts
or the Wait List hyperlinks at the bottom
of the screen to view students on the
Waitlist
Raiderlink | Detail Wait List (new)
Detail Wait List link displays detail information about who is on the Waitlist and
Waitlist Position, and the Enrollment and Waitlist numbers
How to Navigate to Detail Wait List
Getting to
Detail Wait List
• Click on Detail Class List (Detail Roster)
• Click on [Enter in CRN Directly]
• Enter CRN in the CRN field | Submit
Once on the Detail Class List
Two ways to get to the Detail Wait List
Once the student receives the email notification of an open seat,
the Notification Expires shows the 24 hour deadline the student
has to complete their registration process
#1
•Click on the Waitlist Hyperlink under Enrollment Counts
#2
• Scroll to the bottom of the class list
• Click on the Wait List Hyperlink
Raiderlink | Summary Class List
Summary Class List link displays students enrolled, the Enrollment, Waitlist,
Cross list Counts, the Students enrolled, & the Notification Expires date
Click on Summary Wait List to view the students on the Waitlist
Raiderlink | Summary Wait List (new)
Summary Wait List link will display a condensed view of the students
on the Waitlist and their position as well as the Enrollment, Waitlist Counts
What the Information means…
Enrollments
Counts
displays Maximum, Actual, and Remaining
counts on Enrollment, Waitlist, and Cross List.
Summary
Wait List
displays the students currently on the Waitlist
and their Waitlist position number
Toggle to
Summary
Class List
Click on the Enrollment or Summary Class
List hyperlinks to view all students enrolled in
the class
This student was notified of an open seat and has until Feb 24 at 1:57 to enroll in the course – if they miss the
deadline, they will be dropped from the Waitlist and the next student in line will receive the notification
Raiderlink | Schedule Search Tool Link
Schedule Search Tool link is used to look up classes that are open, closed,
and displays Waitlist enrollment numbers
Schedule Search Tool is an
excellent resource to look up
and review course information
Field
What it means…
Wait Capacity
The maximum number allowed on Waitlist
Wait Count
The number actually on the Waitlist
Wait Avail
The remaining number allowed to be on the Waitlist
Raiderlink | Look Up Classes Link
Look Up Classes link is used by the student to look up classes that
are open, closed, and displays Waitlist enrollment numbers
Field
What is means…
Select
C – means class is closed
- means the class is open, the student can
select course & add to worksheet
Cap
The maximum number of students allowed in
class is 25
Act
There are 25 students actually enrolled in
the course
Rem
The course is full, student would need to add
themselves to the Waitlist
WL Cap
5 students are allowed on the Waitlist
WL Act
There are 3 students actually on the Waitlist
WL Rem
The waitlist will allow 2 more student on the
waitlist
Summary
In summary, the basic Waitlist process includes:
1
Student attempts to register for a closed class that has the Waitlist option
2
If the student meets the course requirements, the system gives the student the
Waitlist message and the option to add the class to the Waitlist
 Student IS NOT enrolled in course
3
If a seat becomes open, the student who is first in line on SFAWLPR receives
an email notification and has 24 hours to enroll
4
Registration Status is set to Pending on SFIWLNT
5
Student registers the Waitlisted class
 Status on SFIWLNT changes to Registered
Student does not register the Waitlist class
 Status on SFIWLNT changes to from Pending to Dropped after 24 hours
 Next student in line is notified and the process starts over
If no seats become available after the last day to add a class,
the Waitlisted course will be dropped
Sample of Registration Rule Messages
Registration Rule Message
What it means…
Maximum hours exceeded
The student is attempting to exceed the maximum number of credit
hours allowed to take in the term
Time Conflict with CRN #####
The student is attempting to register into a course that conflicts in time
with a course the student is already enrolled in
Prerequisite and Test Score Error
The student must have completed a class and/or test score prior to
enrolling in the class
Linked course required (no credit
lab)
The student must enroll in a corresponding lab that goes along with the
section. For example: AAEC 3301 001 & AAEC 3301 501
Linked course required (lecture)
The student must enroll in a corresponding lecture that goes along with
the section.
List does not include all Registration Error Messages
Refer to the Registrar or AFISM web site
AFISM:
Job Aids  Registration  Registration Error Messages
Sample of Waitlist Messages
Waitlist Message
What it means…
Registered on Web on April 10, 2011
This means the student was registered into the course on April 10, 2011
Waitlist on May 10, 2011
The means the student was added to the Waitlist on May 10, 2011
Closed – there are 0 student(s) on the
waitlist for this class
Student is attempting to register into a Waitlisted course that has 0 students on
the Waitlist, this means they would be the 1st person in line for an open seat
Closed – there are 3 student(s) on the
waitlist for this class
Student is attempting to register into a Waitlisted course that has 3 students on
the Waitlist, this means they would be 4th in line for an open seat
Closed – Waitlist Full
Student is attempting to register into a course that is set up with Waitlist but the
Waitlist maximum enrollment has reached its limit
Open – Reserved for Waitlist
Student is attempting to register into a course that is setup up with Waitlist that
has an “open” seat waiting for a student on the Waitlist to register into the
course. This message will allow a student to add themselves to the Waitlist even
if the Waitlist is full.
Waitlist Notification Expires
May 20, 2011 10:50 am
The student has until May 20, 2011 at 10:50 am to complete the registration
process on the Waitlisted course, if the student misses the deadline, the student’s
status will change from Pending to Expired and the next student in line will
receive the email notification of an open seat
Reserved Seating
What is Reserved Seating?
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Reserved Seating is a feature which allows academic departments to save
seats for a specific group of students.
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Students who meet the reserved seating rule will be allowed to register into
an open seat for the course without a registration permit.
Once the Reserved Maximum has reached its limit, no other students within
that criteria can enroll in the course unless the Overflow Indicator box is
checked.
Reserved Seating can be used alone, or with the Waitlist process
Reserved Seating
SSASECT is used to create the Reserved Seating Rule
Click on the Section Enrollment Information tab
Then on the Reserved Seats tab
The reserved seating rules could be based on:
 Attribute
 Class
 Field of Study type (major, minor, concentration)
 Campus
 Cohort
 College
 Degree
 Level
 Program
 Department
 Curricula (primary, secondary)
The Reserved Seats box has a Y on SSASECQ which means
the class is set up with Reserved seating
Need to Run a Query?
Enter a “%” or “Y” on SSASECQ to pull
up all courses that have reserved seats
Reserved Seating |How it Works?
SSASECT - The Maximum Enrollment is set to 10
Of those 10 seats:
5 - are reserved for students in the VP-BA-DAN program
5 - are open to all other students
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Once the 5 VP-BA-DAN reserved seats are full, no other VP-BA-DAN students can enroll in course, they will
receive a message of “Reserved Closed”
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Unless Overflow Indicator is checked – see below
Once the 5 Open Seats are full, the next student will receive “Reserved Closed”
Overflow Indicator
If the Overflow Indicator box is checked, this will allow additional
VP-BA-DAN students to enroll in an open seat
Reserved Seating | SSASECT
This shows the OPEN seats available to the public (not reserved)
Reserved Maximum = 5
- means the section is set up to allow 5 OPEN seats to students who are NOT in the VP-BA-DAN program
Reserved Actual = 2
- means 2 student enrolled in OPEN seats
Reserved Remaining = 3
- means 3 OPEN seats still available
Reserved Seating | SSASECT
This shows the Reserved Seating rule
Reserved Maximum = 5
- means 5 seats are reserved for VP-BA-DAN program
Reserved Actual = 1
- means 1 student in the VP-BA-DAN program is enrolled
Reserved Remaining = 4
- means 4 seats still reserved for VP-BA-DAN program
Reserved Seating | SSASECT
Reserved Seat Totals
Maximum = 10
- means the maximum allowed is section is 10 total for both Open & Reserved
Actual = 3
- means there are 3 students enrolled in class in both Open & Reserved
Remaining = 7
- means there are 7 seats still available in both Open & Reserved
Waitlist
The Total Waitlist Maximum,
Actual and Remaining would be
filled in if the section was also set
up with the Waitlist Option
Reserved Seating | SSASECT
Reserved Seats tab
This course has five seats that are OPEN to the public and
five seats that are RESERVED for only VP-BA-DAN program
Sample of Reserved Seating Messages
Waitlist Message
What it means…
Reserved Closed
The section is full. The section is set up with reserved seating and the section
(Reserved or Open) has reached it’s maximum enrollment limit
Reserved Closed - There are # student(s) on
the Waitlist for this class
This section is set up with both Reserved Seating and the Waitlist option. The "0,
1, 2, 3" number would display how many students are currently on the Waitlist
for the class.
Reserved Closed - Waitlist Full
The Reserved Seating and the Waitlist maximum are full.
Reserved Open - Waitlist Filled
The section has Reserved Seats still available, but the number allowed on the
Waitlist is full.
Reserve Open - # on Waitlist
The section has Reserved Seats still available and has some spots available on
the Waitlist. The "#" will display how many students are currently on the
Waitlist.
FAQs
Once on Waitlist, does that mean the student is enrolled?
No! If a student adds themselves to the Waitlist they are NOT enrolled in the course, they are ONLY on
the Waitlist.
Does Waitlist guarantee a seat?
No. Waitlisting does not guarantee a seat in the class. The student should check their positions regularly
on the waitlist. If they are not moving up on the waitlist, they should find an alternate course to schedule.
What is the Time Limit after the email notification?
Once the student receives the email notifying them a seat is available, they will have exactly 24 hours to
complete the registration, after that time, they will be dropped off the Waitlist and the next student in
line will have 24 hours.
Can Advisors add a student to the Waitlist
Yes. Advisors who assist students in the registration process on Raiderlink will also be able to add a
student on the Waitlist with the same Waitlist processes as the student follows .
Is there an audit of Waitlist?
SFASTCA will display the waitlist and registration activity that occurred.
FAQs
Does Maximum Credit hours restrict the student from Waitlisting?
The Maximum credit hours will NOT restrict the student from adding themselves to the Waitlist. It will,
however, restrict the student from actually registering into the course is a spot becomes available. The
student will receive a message of “Maximum hours exceeded” if they attempt to register into the
Waitlisted course.
Does Registration Restrictions restrict the student from Waitlisting?
Yes. The following registration rules continue to work with Waitlisting.
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Pre-requisites, co-requisites, links, time conflicts, and maximum credits
Major, degree, student level, class level, and campus
Special approvals from the instructor, departments, and honors
What happens with Non-Payment of tuition?
If a student does not make a tuition payment by the scheduled due date, all classes including any class
on the waitlist will be cancelled.
Are all Departments using Waitlisting?
Each academic department will evaluate whether they want to utilize Waitlisting on all, some, or none of
their courses.
Refer to the AFISM Knowledge Base for additional FAQs
Jobs Aids | Knowledge Base
Refer to the AFISM web site for
additional resources regarding Waitlisting
Job Aids
Knowledge Base (FAQs)
Click on web sites to open up URL
Need to review Tutorial again?
Click
to return
to the beginning of tutorial
c
Click to return to Waitlist Demonstration
Click to return to Reserved Seating
Click to return to Waitlist Forms & Links
Click to return to FAQs
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