Registration Limits Settings
Use the Registration Limits to set various parameters for students. Several settings include options for what happens when students exceed the limits.
Tip
Because the settings may have an impact on many users and records, most settings have instructions and reminders on the settings page and a Learn more link for more information. Most settings have an Edit this section button to allow you to make and save changes safely.
Warning
Changes to registration settings can impact current and historical student records and other important information. Before making changes, make sure you have a consensus of stakeholders, and make sure you have data backed up. Experiment with a play database before making changes in your live database.
Settings on the Page
Dual-Enrollment Credit-Hour Limits per Term
Developmental Credit-Hour Limits
Repeat Limits Settings
Use these settings to limit the number of times students can repeat courses and to select what happens when they exceed the limit.
Limit the number of repeats for a course: Select the checkbox to limit the number of times a student can repeat a course. Leave it unselected to allow unlimited repeats. When the checkbox is unselected, all the other fields are unavailable.
Repeat limit: Enter a number from 1 to 99. Your state or other governing organization may have limits or guidelines.
How should the limit be enforced? Select an option from the drop-down
Warning: The system allows the registration, but with a warning that it exceeds the repeat limit.
Stop: The system blocks the registration.
Year / Terms to Include in Count: Determine whether to include all year/terms in the repeat count or to limit the count to the year/terms starting with the selected one.
All year / terms
The selected year / term and all following
Year / Term: Select the first year/term to include in the repeat count.
Options When the Limit Is Exceeded: Determine whether exceeding the limit affects the State Funded field and/or the Reason Not Funded field.
Update the State Funded field on the Manage Student Section Record page: When this checkbox is selected, and the student exceeds the limit, the State Funded field on the Manage Student Section Record page is set to No.
Tip
Select this checkbox if you want the system to reflect that when a student exceeds the repeat count for a course, that course is not state funded.
Update the Reason Not Funded field as follows: Select an option from the drop-down. The options come from the Not-State-Funded Reason Definitions page. When a student exceeds the limit, this field is updated on the Manage Student Section Record page.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Limit the number of repeats for a course | configuration_tabl where char_cde = 'USE_RPT_LIMIT' |
Repeat limit | configuration_tabl where char_cde = 'RPT_TIMES'' |
How should the limit be enforced? [radio button group] | configuration_tabl where char_cde = 'RPT_WARN_STOP' |
Warning | Value: W |
Stop | Value: S |
Year / Terms to Include in Count [radio button group] | Settings where InternalName = 'CBEIncludePreviousTerm' |
All year / terms | Value: A |
The selected year / term and all following | Value: B |
Year / Term | Data comes from configuration_tabl where char_cde = 'RPT_YR_BEGIN' and also from char_cde = 'RPT_TRM_BEGIN' Options come from year_term_table ordered by year_def.yr_sort_order then by year_def.yr_cde then by term_def.trm_sort_order then by term_def.trm_cde. |
In Desktop, registration repeat limits are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
In the Repeat Limits section, click the Edit this section button.
In Limit the number of repeats for a course, select the checkbox (unless you want students to be allowed unlimited repeats).
In Repeat limit, enter a number from 1 to 99. Your state or other governing body may have limits or guidance.
Under How should the limit be enforced?, select either Warning or Stop. A warning allows registration above the repeat limit. With a stop, the system prohibits a repeat registration above the limit.
Under Year/Terms to Include in Count, you can include All year/terms or reduce the time range to only more recent years. If you want to reduce the time range, select The selected year/term and all following. Then select a starting Year / Term.
Under Options When the Limit Is Exceeded, you can select the checkbox and/or drop-down options or neither.
Update the State Funded field on the Manage Student Section Record page: If you select this checkbox, then when the student exceeds the limit, the State Funded field on the Manage Student Section Record page is set to No.
Update the Reason Not Funded field as follows: Select an option from the drop-down. When a student exceeds the limit, this field is updated on the Manage Student Section Record page.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Reserved Courses Settings
Use these settings to determine how long a student can reserve a seat in a course section under various conditions.
Automatically drop students from reserved courses after payment or approval deadlines: When this checkbox is selected, the system drops students automatically when Reserved status expires. When the checkbox is unselected, students with an expired Reserved status must be dropped manually. (When the checkbox is unselected, all the other fields in this section are unavailable.)
How often (in minutes) should the process enforce the deadlines? Must be a positive integer.
Unpaid must-pay courses: Select this checkbox if you want restrictions applied to reserved must-pay courses that are unpaid.
Number of hours a must-pay course can stay reserved: Must be a positive integer.
Unapproved courses requiring advisor approval: Select this checkbox if you want restrictions applied to reserved courses that require advisor approval.
Number of hours a course requiring advisor approval can stay reserved: Must be 0 or a positive integer.
Email student to warn of impending drop of reserved course: Select the checkbox to automatically warn students when reserved courses will be dropped.
Send the email this many hours before the deadline: Must be 0 or a positive integer.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Automatically drop students from reserved courses after payment or approval deadlines | configuration_tabl where char_cde = 'AUTODROPRESRVDO' |
How often (in minutes) should the process enforce the deadlines? | configuration_tabl where char_cde = 'RESERVECHECKMIN' |
Unpaid must-pay courses | configuration_tabl where char_cde = 'MUSTPAYDO' |
Number of hours a must-pay course can stay reserved | configuration_tabl where char_cde = 'MUSTPAYHRS' |
Unapproved courses requiring advisor approval | configuration_tabl where char_cde = 'ADVAPPROVALDO' |
Number of hours a course requiring advisor approval can stay reserved | configuration_tabl where char_cde = 'ADVAPPROVALHRS' |
Email student to warn of impending drop of reserved course | configuration_tabl where char_cde = 'AUTOEMAILDO' |
Send the email this many hours before the deadline | configuration_tabl where char_cde = 'AUTOEMAILHRSBEF' |
In Desktop, registration reserved courses settings are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the Reserved Courses anchor link, or scroll down to the Reserved Courses settings section.
Click the Edit this section button.
For Automatically drop students from reserved courses after payment or approval deadlines, select the checkbox (unless you want courses whose Reserved status has expired to be dropped manually). If the checkbox is unselected, none of the other fields are available.
Under How often (in minutes) should the process enforce the deadlines?, enter a positive integer.
For Unpaid must-pay courses, select the checkbox if you want restrictions applied to reserved must-pay courses that are unpaid. Then enter a positive integer in Number of hours a must-pay course can stay reserved.
For Unapproved courses requiring advisor approval, select the checkbox to apply restrictions to reserved courses that require advisor approval. Then enter 0 or a positive integer in Number of hours a course requiring advisor approval can stay reserved.
If you wish, select the checkbox to Email students to warn of impending drop of reserved course. Then enter 0 or a positive integer in Send the email this many hours before the deadline.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Dual-Enrollment Credit-Hour Limit per Term Settings
Use these settings to limit the number of dual-enrollment credit hours a student can take in a term.
Limit the number of dual-enrollment credit hours per term: When this checkbox is selected, you can set the number of dual-enrollment credit hours a student can attempt in a term before triggering either a warning or a stop. When unselected, dual-enrollment credit hours in a term are not limited, and the other fields in this section are not available.
Dual-Enrollment Credit-Hour Limit per Term: This number of hours must be a whole number from 1 to 99.
How should the limit be enforced?
Warning: The registration for the repeat course can take place, but a warning explains that the limit is exceeded.
Stop: The system doesn't allow the repeat course to be registered.
Options When the Limit Is Exceeded
Update the State Funded field on the Manage Student Section Record page: When this checkbox is selected, then when a student exceeds the repeat limit, the State Funded field on the Manage Student Section Record page is set to No.
Update the Reason Not Funded field as follows: Select an option from the drop-down. The options come from the Not-State-Funded Reason Definitions page. When a student exceeds the limit, this field is updated on the Manage Student Section Record page.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Limit the number of dual-enrollment credit hours per term | configuration_tabl where char_cde = 'USE_DUE_LIMIT' |
Dual-enrollment credit-hour limit per term | configuration_tabl where char_cde = 'DUE_HOURS' |
How should the limit be enforced? [radio button group] | configuration_tabl where char_cde = 'DUE_WARN_STOP' |
Warning | Value: W |
Stop | Value: S |
Update the State Funded field on the Manage Student Section Record page | configuration_tabl where char_cde = 'DUE_ST_FUNDED' |
Update the Reason Not Funded field as follows | Data comes from configuration_tabl where char_cde = 'DUE_UNFUND_RSN' Options come from ST_UNFUNDED_REASON_DEF ordered by display_order. If any have Active = 'N', put 'Inactive' in parens at the end. |
In Desktop, dual-enrollment credit-hour limit settings are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the anchor link for Dual-Enrollment Credit-Hour Limit per Term or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Developmental Credit-Hour Limits Settings
Use these settings to limit the number of developmental credit hours a student can take.
Limit the number of developmental credit hours: When this checkbox is selected, you can set the number of developmental credit hours a student can attempt before triggering either a warning or a stop. When unselected, developmental credit hours are not limited, and the other fields in this section are not available.
Developmental credit-hour limit: This number of hours must be a whole number from 1 to 99.
How should the limit be enforced?
Warning: The registration for the repeat course can take place, but a warning explains that the limit is exceeded.
Stop: The system doesn't allow the repeat course to be registered.
Year / Terms to Include in Count: Determine whether all year/terms are included in the count or the count is limited to more recent year/terms.
All year / terms
The selected year / term and all following:
Year / Term: Select an option from the drop-down. This will be the starting year/term for the repeat count.
Options When the Limit Is Exceeded
Update the State Funded field on the Manage Student Section Record page: When this checkbox is selected, then when a student exceeds the repeat limit, the State Funded field on the Manage Student Section Record page is set to No.
Update the Reason Not Funded field as follows: Select an option from the drop-down. The options come from the Not-State-Funded Reason Definitions page. When a student exceeds the limit, this field is updated on the Manage Student Section Record page.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Limit the number of developmental credit hours | configuration_tabl where char_cde = 'USE_DEV_LIMIT' |
Developmental credit-hour limit | configuration_tabl where char_cde = 'DEV_HOURS' |
How should the limit be enforced? [radio button group] | configuration_tabl where char_cde = 'DEV_WARN_STOP' |
Warning | Value: W |
Stop | Value: S |
Year / Terms to Include in Count | configuration_tabl where char_cde = 'DEV_CRS_INCLUD' |
All year/terms | Value: A |
The selected year /term and all following | Value: B |
Year / Term | Data comes from configuration_tabl where char_cde = 'DEV_YR_BEGIN' and also from char_cde = 'DEV_TRM_BEGIN' Options come from year_term_table ordered by year_def.yr_sort_order then by year_def.yr_cde then by term_def.trm_sort_order then by term_def.trm_cde. |
Update the State Funded field on the Manage Student Section Record page | configuration_tabl where char_cde = 'DEV_ST_FUNDED' |
Update the Reason Not Funded field as follows | Data comes from configuration_tabl where char_cde = 'DEV_UNFUND_RSN' Options come from ST_UNFUNDED_REASON_DEF ordered by display_order. If any have Active = 'N', put 'Inactive' in parens at the end. |
In Desktop, developmental credit-hour limit settings are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the anchor link for Developmental Credit-Hour Limits or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Last Withdraw Passing Date
Use these settings to opt in to using the Last Withdraw Passing Date and to set its parameters.
Use Last Withdraw Passing Date: When this checkbox is selected, the settings for withdraw-passing deadlines become available. When unselected, the other fields in this section are unavailable.
Tip
We recommend selecting the checkbox if your school receives state funding and students can't receive state funding for dropped or withdrawn courses after they've exceeded the withdrawal limit.
Compare which date to the Last Withdraw Passing Date? Select which milestone you'll use to compare to the deadline.
Last attendance date
Withdrawal date
What happens with withdrawals after the Last Withdraw Passing Date? Select an option.
Allow only withdraw-failing grades: The system allows withdrawals after the deadline, but instructors must enter withdraw-failing grades.
Don't allow withdrawals: The system prevents students from withdrawing after the deadline.
Require a withdrawal reason for withdrawal grades: Select Never or Always from the drop-down.
Drops
Don't allow drop dates after the census date: Select this checkbox to restrict drop deadlines.
On the Drop Course Settings pop-up, compare which date to the census date? Select which milestone you'll use to compare to the census date.
Last attendance date
Drop date
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Use Last Withdraw Passing Date | configuration_tabl where char_cde = 'USE_LW_PASS_DTE' |
Compare which date to the Last Withdraw Passing Date? | configuration_tabl where char_cde = 'COMPARE_DATE' |
Last attendance date | Value: L |
Withdrawal date | Value: W |
What happens with withdrawals after the Last Withdraw Passing Date? | configuration_tabl where char_cde = 'WF_GRD_OR_STOP' |
Allow only withdraw-failing grades | Value: G |
Don't allow withdrawals | Value: S |
Require a withdrawal reason for withdrawal grades | configuration_tabl where char_cde = 'REASON_REQ' |
Don't allow drop dates after the census date | configuration_tabl where char_cde = 'DISABLE_DROP' |
On the Drop Course Settings pop-up, compare which date to the census date? | configuration_tabl where char_cde = 'DISABLE_DROPDTE' |
Last attendance date | Value: L |
Drop date | Value: D |
In Desktop, withdraw-passing settings are on the Registration Configuration window, Configuration Table tab in the Last Withdrawal Passing Date section.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the anchor link for Last Withdraw Passing Date or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Developmental ESOL Credit-Hour Limits Settings
Use these settings to limit the number of credit hours students can earn from developmental ESOL.
Limit developmental ESOL credit hours: When this checkbox is selected, you can set the number of developmental ESOL credit hours a student can attempt before triggering either a warning or a stop. When unselected, developmental credit hours are not limited, and the other fields in this section are not available.
Developmental ESOL credit-hour limit: This number of hours must be a whole number from 1 to 99.
How should the limit be enforced?
Warning: The registration for the repeat course can take place, but a warning explains that the limit is exceeded.
Stop: The system doesn't allow the repeat course to be registered.
Year / Terms to Include in Count: Determine whether all year/terms are included in the count or the count is limited to more recent year/terms.
All year / terms
The selected year / term and all following:
Year / Term: Select year/term from the drop-down. This will be the starting year/term for the repeat count.
Options When the Limit Is Exceeded
Update the State Funded field on the Manage Student Section Record page: When this checkbox is selected, then when a student exceeds the repeat limit, the State Funded field on the Manage Student Section Record page is set to No.
Update the Reason Not Funded field as follows: Select an option from the drop-down. The options come from the Not-State-Funded Reason Definitions page. When a student exceeds the limit, this field is updated on the Manage Student Section Record page.
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Limit developmental ESOL credit hours | configuration_tabl where char_cde = 'USE_ESOL_LIMIT' |
Developmental ESOL credit-hour limit | configuration_tabl where char_cde = 'ESOL_HOURS' |
How should the limit be enforced? [radio button group] | configuration_tabl where char_cde = 'ESOL_WARN_STOP' |
Warning | Value: W |
Stop | Value: S |
Year / Terms to Include in Count of Developmental ESOL Credit Hours | configuration_tabl where char_cde = 'ESOL_CRS_INCLUD' |
All year / terms | Value: A |
The selected year / term and all following | Value: B |
Year / Term | Data comes from configuration_tabl where char_cde = 'ESOL_YR_BEGIN' and also from char_cde = 'ESOL_TRM_BEGIN' Options come from year_term_table ordered by year_def.yr_sort_order then by year_def.yr_cde then by term_def.trm_sort_order then by term_def.trm_cde. |
Update the State Funded field on the Manage Student Section Record page | configuration_tabl where char_cde = 'ESOL_ST_FUNDED' |
Update the Reason Not Funded field as follows | Data comes from configuration_tabl where char_cde = 'ESOL_UNFUND_RSN' Options come from ST_UNFUNDED_REASON_DEF ordered by display_order. If any have Active = 'N', put 'Inactive' in parens at the end. |
In Desktop, developmental ESOL credit-hour limit settings are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the anchor link for Developmental ESOL Credit-Hour Limits or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.
Course-Withdrawal Limits Settings
Use these settings to determine how many times students can withdraw from courses and what happens when they exceed the limit. This applies both to staff withdrawing students on J1 Web and students withdrawing themselves in the Campus Portal.
Tip
There are many facets to course withdrawals and many factors affecting how they happen and what happens to student records. See the Withdrawal Overview topic for details.
Limit number of course withdrawals: When this checkbox is selected, you can set a limit and determine what happens when students exceed the limit. Otherwise, the system allows all student withdrawals without warning. When not selected, the system doesn't limit withdrawals, and the other fields in this section are not available.
Withdrawal limit in all selected divisions: This is available only if the Limit number of course withdrawals checkbox is selected. Enter a whole number 1 to 99.
Note
Your state or funding agency may have withdrawal limits that influence your decision here.
How should the limit be enforced? Select Warning to allow the withdrawal after the user is warned that the limit will be exceeded. Select Stop if you want the system to make withdrawals fail if they will exceed the limit.
Entrance Year / Terms for Enforcing Withdrawal Limits
Any entrance year / term: This default option tracks withdrawals for students with all entrance year/terms (as stored on the Student Master table).
The selected entrance year / term and all following: When this radio button is selected, the limits aren't enforced for students who entered before the selected year/term.
Year / Term: Select a year/term to start enforcing the limit.
The information is stored on the Configuration Table table.
Label | Database Location |
|---|---|
Limit the number of course withdrawals | configuration_tabl where char_cde = 'USE_LIMITS' |
Withdrawal limit in all selected divisions: | configuration_tabl where char_cde = 'LIMIT_FOR_UG' |
How should the limit be enforced? | Data comes from configuration_tabl where char_cde = 'WARNING_STOP' |
Warning | Value: W |
Stop | Value: S |
Entrance Year / Terms for Enforcing Withdrawal Limits | configuration_tabl where char_cde = 'WD_CRS_INCLUD' |
Any entrance year / term | Value: A |
The selected entrance year / term and all following | Value: B |
Year / Term | configuration_tabl where char_cde = 'START_YEAR' and also from char_cde = 'START_TERM' Options come from year_term_table ordered by year_def.yr_sort_order then by year_def.yr_cde then by term_def.trm_sort_order then by term_def.trm_cde. |
In Desktop, these settings are found on the Registration Configuration window, Registration Configuration tab. The main checkbox is labeled Use Course Withdrawal Limit.
The permission needed is "Can manage enrollment settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
From the Registration Administration hub options, select Settings.
Click Registration limits. The Registration Limits settings page opens.
Scroll down, or click the anchor link to the Course-Withdrawal Limits section.
To edit, click the Edit this section button.
To allow all withdrawals without warning: Deselect the checkbox labeled Limit the number of course withdrawals.
To limit the number of course withdrawals, select the checkbox.
Enter a number 1 to 99 for the number of withdrawals allowed.
Select an enforcement type—Warning or Stop—to either allow allow withdrawing past the or not.
Select a starting option for enforcing withdrawal limits—either beginning with the earliest entrance year/term in your system or beginning with the entrance year/term you select.
If you want to abandon your changes, click the Cancel button. Otherwise, click the Save this section button. Your edits are saved.
Education Success Requirements Settings
Use these settings to turn Education Success requirements on, and to determine how many Education Success courses the affected students must take.
Note
These settings are designed for Texas state reporting, but any school can use them. To make them work, there's more setup with Education Success definitions and advising requirements. Your school designates which students have Education Success requirements and how they fulfill them.
Use Education Success requirements: When this checkbox is selected, the system requires Education Success courses for Education Success students. When unselected, the other fields in this section are unavailable.
How many Education Success courses must Education Success students take? Select an option.
One
One in each of the student's required Education Success types
Data is stored in the Configuration Table table (configuration_tabl).
Field | Database Location |
|---|---|
Use Education Success requirements | configuration_tabl where char_cde = 'USE_ED_SUCCESS' |
How many Education Success courses must Education Success students take? | configuration_tabl where char_cde = 'ED_SUCCESS_REQ' |
One | Value: 1 |
One in each of the student's required Education Success types | Value: A |
In Desktop, Education Success requirement settings are on the Registration Configuration window, Configuration Table tab.
The permission needed to view and edit these settings is "Can manage registration limits settings". It's available in the Registration Settings section of the Registration Module Manager role or roles copied from it.
On the Registration Administration hub, click Hub options.
Select Settings and then Registration limits. The Registration Limits settings page opens.
Click the anchor link for Education Success Requirements or scroll down to the section.
Click the Edit this section button.
Make changes to editable fields as needed. See the Fields section above for guidance.
To abandon your changes, click the Cancel button. Otherwise, click the Save this section button.