Registration Tab (Student Registration Window)

The Registration tab on the Student Registration window displays information about the selected student or about a course for a selected year and term.

When the tab is initially opened, the default year and term are used as criteria for students and courses. (You set the default on the Control tab of the Student Registration window in fields labeled Default Year/Term for Register Student in Another Course.) If no Year and Term are set in the Control tab, the Current Year and Term set in the Registration Configuration window is used.

Register Subtab

This subtab displays registrations by Student or by Course, depending on the radio button selected in the Registration group box.

· If you selected Student, you can click on the specific year and term in the Courses group box to display a listing of courses for which the student has registered. When you select a specific course, information for that course displays in the Student Registrations group box.

· If you selected Course, you can select a student registered for the course in the Courses group box, which displays information for that specific student in the Course Registrations for <Year/Term> group box.

The Controls for Adding Registrations and Select Courses/Students for Registration group boxes may not be available to you depending on whether you have the proper permissions.

Courses

The Courses panel displays Courses by Year and Term or Students by Year, Term, and Course, depending on whether you selected the Student or Course radio button.

Student/Course Registrations for <Year/Term>

The Student/Course Registrations for <Year/Term> panel displays the Part Time and Full Time Status and Credits and Courses Number and Credits displayed in the grid. When a student or course is selected in the grid, the following buttons may be available, depending on permissions you have been granted in the Registration Permissions window.

This button opens Notepad. If multiple courses or students are selected, they will be accessible in Notepad.

This button opens the Add Action window. Before opening the window, a prompt window asks you if you want to add this Action for all or selected courses/students.

This button opens the Item Description window and allows you to add a Note for the students or courses selected. Before opening the window, a prompt window asks you if you want to add this Note for all or selected courses/students. If a course is selected and if Web functionality is active, you can indicate whether to apply this Note to the course description on their Web page. When a note is added, courses and students are notified by an icon.

If Registration by Student is selected, the Delete button will delete a selected course(s) from the system. If Registration by Course is selected, this button will delete or drop the student(s) from the course, depending on which options are selected in the Apply Conditions to Retrieved Records group box on the Manage tab.

When you click the Generate Charges button, the Billing Statement Pop-up window opens with two group boxes activated by checkboxes.

If you select the Generate Charges checkbox, you can select a Transaction Date, Create a Charges Report, and opt for Preliminary Mode.

To select billing periods, click the link or the Select Billing Period(s) button under Billing Period. The Select Billing Period(s) window pops up. Select billing periods and click OK.

To select which billing periods are available for generating charges in RE, go to the Billing Periods window, and use the Allow RE Billing? checkboxes for each billing period.

If you select the Print Statements checkbox, you then choose the Subsidiary Group Code, the Statement Due Date, the Period End Date, and the Payment Plan Month. You can choose to Bill Remaining Balances, as well.

The statements will print when you save the registration for the selected ID number and move to the next student or when you close the Student Registration window.

This button will print a schedule on the default printer for the selected student or course.

If you right-click on a row in the Student/Course Registrations for <Year/Term> grid, the following options are available from the right-click or Options menu:

This report displays course information for the course selected in the Student Registrations for <Year/Term> grid.

Reserved Status

A course can be in Reserved status only if it's awaiting advisor approval and/or payment.

To change a course status to Reserved on the Register subtab (or the Manage tab | Student Records subtab), either of these conditions must be true on the Student Course Details subtab:

When you select Adv Approval Req, the Adv Approval Ready box gets selected automatically.

If you deselect Adv Approval Req, then its related columns are automatically cleared, too:
Student is ready for Approval, Approved, Date Approved

If a course is Current and marked Must Pay Paid, you can???t change the status to Reserved.

If a course is Reserved, you can???t deselect both Adv Approval Req and Must Pay.

Controls for Adding Registrations

This group box contains controls for how the student will be added to the course.

Use this drop-down to select the appropriate year for which you want to register the student.

Use this drop-down to select the appropriate term for which you want to register the student.

Select how you will register students, either by Local Detail, Local Summary, Transfer Detail, or Transfer Summary.

Registration by Local Summary allows you to register the student for non-standard courses that are not listed in the Course Search Window or Catalog. If you are registering by Student, you can enter course information in the Select Courses for Registration group box. If you are registering by Course, you can select students in the Select Students for Registration group box and enter any non-standard information in the columns provided.

The Transfer Detail option is commonly used to enter course information for transfers from schools that have courses listed in the Course Search window or the Catalog window. Registration by Transfer Detail allows you to enter information on courses taken at other institutions that are accepted for credit at your institution. Enter the institution in the Organization box or click the ... button to access the Organization Master Lookup window. If you chose to register by Student, you can select courses for the student in the Select Courses for Registration group box. If you chose to register by Course, you can select students for the course in the Select Students for Registration group box.

The Transfer Summary option is commonly used to enter course information for transfers from schools that do not have courses listed in the Course Search window or the Catalog window. Registration by Transfer Summary allows you to directly enter information on courses that were taken at other institutions that are accepted for credit. Enter the institution in the Organization box or click the ... button to access the Organization Master Lookup window. If you chose to register by Student, you can enter course information in the Select Courses for Registration group box. If you chose to register by Course, you can enter students in the Select Students for Registration group box. You can enter any non-standard information in the columns provided.

Select the Organization from which the courses/credits were taken/received. For Record Types of Local Detail and Local Summary, this should be *LOCAL. For Record Types of Transfer Detail and Transfer Summary, select the organization from which the credits were received. You can access the Organization Master Lookup window by clicking the ... button.

Select whether you will register the student by Course or by Catalog. Click the Search... button to find a specific course (Course Search window) or catalog entry (Catalog Lookup window).

Once you have selected a course or student in the Select Courses for Registration or Select Students for Registration group boxes, click the Register button to register a student. Any holds that exist or errors that are generated are displayed, and the button label changes to "Override" if you have permissions to override the displayed errors. To override . To override the error or warning, select the error and click the Override button in the Controls for Adding Registrations group box.

Select Courses for Registration/Select Students for Registration

This group box provides information related to the options you selected in the Controls for Adding Registrations.

If you are registering by Student, the Select Courses for Registration group box displays course information on the courses selected the student selected in the ID # column. If you selected courses from the Catalog Lookup window, the Organization Code and Course Code (from the Catalog Master table) for the selected courses will default back to Select Courses for Registration. The Transfer Repeats prompt window will be displayed if you add transfer courses via the Catalog Lookup window that are repeats of courses in the selected student's Student Course History record.

If you are registering by Course, the Select Students for Registration group box displays information on students who can be registered into the course for the selected Year/Term/Course.

Registration Warnings

The Registration window displays warnings when you attempt to register a student for a course for which the student may not be allowed to register. Some of these warnings regard financial aid; they occur automatically and are not impacted by the limits set on the Registration Configuration window | Configuration Table tab.

Financial Aid Warnings

The course may be disqualified from financial aid for reasons in any of these categories:

To meet federal regulations that indicate the student should be warned at the time of registration that a course may not be eligible for financial aid, this warning appears by default when the course does not contribute to the student???s program.

If your school has not yet implemented the Advising module, and students would get this warning for every registration, you can turn the function off in the Registration Configuration window | Configuration Table tab | Registration Controls group box.

The student attempts a second repeat after passing a course.

The Grade Table window has a new checkbox for the school to indicate that the grade is passing for financial aid.

The course would cause the student to exceed the financial aid 30 credit-hour limit for developmental courses.

Education Success and Developmental Course Requirement Warnings

If a student attempts to register for a course before meeting requirements for Education Success or Developmental Course requirements, a warning appears.

Student Course Details Subtab

Inquiry Subtab

Scholarship GPA Subtab

If your school has the Georgia CHECS license, you can also jump to the details of a Scholarship GPA History row. Right-click the row, and select Show GPA/Checkpoint Import Data. The GPA/Checkpoint Import Batch window opens with the selected row already retrieved.

How To

See Withdraw Student from Term Window to learn how to withdraw a student from all courses at once.
Following are steps for dropping or withdrawing a student from individual courses.

Dropped courses aren't counted as repeats. When a course is dropped,

the State Funded field resets to the value on the section in the Courses window (Section Master), and
the Unfunded Reason field resets to null.

Open the Student Registration window.
Select the Registration tab.
Select either the Student or Course radio button in the Registration group box in the header.
Select either a Student ID or a Course in the drop-down columns. The registrations for the selected student or for the selected course are displayed in the Retrieved Records for <> grid. The Status drop-down on each Registration row includes Drop and Delete Course if the user has rights to Delete and Drop on the Registration Permissions window in the Registration Status Permissions group box.
If you wish to change the status of a registration to Dropped, select Drop from the drop-down list. If you wish to delete a registration from the database, select Delete Course from the drop-down list.
The Drop Course Settings window is displayed to allow you to modify the Last Date of Attendance and the Drop Date. J1 checks whether either of these dates is after the Census Date for the course. If either date is after the Census Date, then a warning appears, and the Withdraw button is enabled.
Click either Drop or Withdraw.

If you have selected more than one registration to be dropped, you have the option to apply the Drop Date to all of the registrations.
If you click the Drop button, the status is saved to Dropped.
If you click the Withdraw button, the Withdrawal Details Entry window displays, and you have to provide a W grade.
The Delete Course button deletes the Registration row from the Student Course History table. The button is enabled if

you have rights to delete courses, and
neither the Last Date of Attendance nor the Drop Date is after the Census Date for the course, the Registration row is deleted from the Student Course History table. If the Drop Date is after the Census Date.

If either the Last Date of Attendance nor the Drop Date is after the Census Date, then both the Withdraw and the Delete Course buttons are enabled.

Open the Student Registration window.
Select the Manage tab.
If you have permissions granted in the Permissions window, you can select one of the following radio buttons:

Mark Status to Dropped, Update Drop Flag and Date
Delete Record from Student Course History

You can either set the New Status column on the Registration rows to dropped by selecting Dropped in the drop-down list on each row or you can select Dropped in the New Status drop-down in the header and then click the Set Status button.
When you click the Update Registrations button at the bottom of the window, the drop or delete action is based on the Dropped/Delete Record radio button selected in the subtab header.
The Drop Course Settings window is where you can modify the Last Date of Attendance or the Drop Date. These are compared to the Census Date for the course.

If you have selected more than one registration to be dropped, you have the option to apply the drop date to all of the registrations.

If the Controls for Adding Registrations and Select Courses for Registration group boxes do not appear at the bottom of the window, click the expand button on the bottom right of the window. If you do not have an expand button, you do not have permission to register students.

1. Open the Student Registration window.

2. Select the Registration tab.

3. Select Student in the Registration group box.

4. Select the Student ID.

a. Information on the student's current registrations for the most recent year and term will appear in the Courses group box and the Student Registration group box.

b. Part Time/ Full-Time information will appear in the PF/FT group box.

c. The number of courses and the total number of credits will appear in the Courses group box.

5. In the Controls for Adding Registrations group box:

a. Select the Year and Term.

b. Select the Record Type:

i. Use Local Detail to register the student in a course listed in J1 Desktop. This is the option you will most likely use for all standard registrations.

ii. Use Local Summary to register a student for courses not listed in J1 Desktop.

iii. Use Transfer Detail to register students in a course listed in J1 Desktop for the purposes of transfer entry.

iv. Use Transfer Summary to enter course information for transfers from schools that do not have courses listed in the Course Search window or Catalog window.

6. Select the Organization:

a. If you selected Local Detail or Local Summary as the Record Type, the Organization must be *LOCAL.

b. If you selected Transfer Detail or Transfer Summary as the Record Type, enter the Organization or click ... to select an Organization from the Organization Master Lookup window.

7. Select a Course:

a. If you selected Local Detail as the Record Type, click Search... to select a course from the Course Search window or select the course code in the drop-down list in the Select Courses for Registration group box.

b. If you selected Local Summary, Transfer Detail, or Transfer Summary, select the Course radio button to select a course from the Course Search window or select the Catalog radio button to select a course from the Catalog Lookup window. You may also select a course using the course code drop-down list in the Select Courses for Registration group box. If you choose to search on the Course Search window or Catalog Lookup window, you can select multiple courses.

8. In the Select Courses for Registration group box:

a. If you selected Local Detail or Transfer Detail, enter credit information for all variable-credit courses.

b. If you selected Local Summary or Transfer Summary, enter all appropriate information for the course.

9. If you need to remove any courses, click the Remove button for that course in the Select Courses for Registration group box.

a. Click Register in the Controls for Adding Registrations group box.

b. Any errors or warnings will be displayed in the Registration Errors/Warnings group box. Select each error or warning, and click Override to register the student (if you have permission to override for the errors shown). Click Return to Add to go back to the Select Courses for Registration group box. Otherwise, go back and correct the errors shown. See Student Registration Process for more information on registration errors.

c. Click Save.

10. Repeat steps for each course for which the student is to be registered.

1. Open the Student Registration window.

2. Select the Registration tab.

3. Select Course in the Registration group box.

4. Select the Year, Term, and Course Code.

a. Information on current registrations for the course will appear in the Courses and Course Registrations group boxes.

b. Part Time/Full Time information for the selected student will appear in the PF/FT group box. By default, information will be displayed for the first student listed in the Course Registrations group box.

c. The number of courses and the total number of credits for the selected student will appear in the Courses group box.

5. In the Select Students for Registration group box, select the Student ID that is to be registered for the course.

6. Click Register in the Controls for Adding Registrations group box.

7. Any errors or warnings will be displayed in the Registration Errors/Warnings group box. Select each error or warning, and click Override to register the student (if you have permission to override for the errors shown). Click Return to Add to go back to the Select Students for Registration group box. Otherwise, go back and correct the errors shown. See Student Registration Process for more information on registration errors.

8. Click Save.

9. If you need to remove any students, click the Remove button for that course in the Select Courses for Registration box.

10. Repeat steps for each student to be registered for the course.