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Permissions Needed to Register, Drop, and Withdraw Students

Several roles include permissions to register, drop, and withdraw students. Of course, registration is governed by many factors, including term dates and course dates, holds, clearance and approval, academic plans, enrollment status, registration control groups (tel/web groups), and overrides (authorizations). But a good start is knowing which roles hold key permissions you can turn on and off.

Registration Roles

Course Information - Access to All Courses

The Course Information role doesn't have permission to register, drop, or withdraw students. But it has the following permissions that affect a student's ability to register:

  • Grant overrides

    • Course full

    • Course requisite

    • Registration permission required

    • Schedule conflict

Department Head Course Access

The Department Head role doesn't have permission to register, drop, or withdraw students. But it has the following permissions that affect a student's ability to register:

  • Grant overrides

    • Course authorization

    • Course corequisite

    • Course full

    • Course prerequisite

    • Course prohibited

    • Course repeat

    • Schedule conflict

Faculty - Access to Courses and Students by Course

The Faculty role doesn't have permission to register, drop, or withdraw students. But it has the following permissions that affect a student's ability to register:

  • Grant overrides

    • Course full

    • Course requisite

    • Registration permission required

    • Schedule conflict

  • Clear to register

  • Perform registration approval

  • Edit academic plans and approve student edits

Registrars

  • Grant overrides

    • Course full

    • Course requisite

    • Registration permission required

    • Schedule conflict

    • Grant overrides after census date

  • Registration related

    • Generate charges

    • Lock repeat student sections

    • Grant registration clearance

  • Registration

    • Register students

    • Register external students

    • Register in another section

    • Drop student section records that do not have History status

    • Drop student section records that have History status

    • Withdraw student section records that do not have History status

    • Withdraw student section records that have History status

    • Transfer sections

Registration - Access to All Students

This role has no permissions related to registering, dropping, or withdrawing students.

Registration Override and Access Control

This role is important especially regarding overrides and waitlisted courses.

  • Waitlist

    • Overenroll as Waitlisted

    • Overenroll as Current or move Waitlisted to Current

  • Overrides

    • Student errors

      • Hours overload

      • Student holds

      • Student warnings

    • Course errors

      • Corequisite

      • Course not found

      • Minimum / maximum credit

      • Prerequisite

      • Prohibited course

      • Repeat (course already taken)

      • Schedule conflict

      • Student registration location

    • Other errors

      • Advisor approval required

      • Advisor registration clearance

      • Course authorization required

      • Course limit (for registration control groups [a.k.a tel/web groups])

      • Developmental credit hour limit

      • Dual credit hour limit

      • Education success requirement

      • Group limit (for registration control groups [a.k.a tel/web groups])

      • Individual course "allow drop"

      • Must pay course

      • Repeat limit

Registration Module Manager

  • Registration settings

    • Register by Plan Days Before Add / Drop to Open My Schedule Calendar Tool

    • Campus Portal (JICS)

    • CBE

    • Registration limits

    • Enrollment

    • Repeat, Transcript, and GPA

    • Copying user-defined fields

    • IPEDS

  • Registration related

    • Generate charges

    • Lock repeat student sections

    • Grant registration clearance

  • Registration

    • Register students

    • Register external students

    • Register in another section

    • Drop student section records that do not have History status

    • Drop student section records that have History status

    • Withdraw student section records that do not have History status

    • Withdraw student section records that have History status

    • Transfer sections

Registration Process Manager

This role has no permissions related to registering, dropping, or withdrawing students.

Registration Reporting Manager

This role has no permissions related to registering, dropping, or withdrawing students.

Advising Roles with Permissions to Register

For advisors to register their advisees for courses, they need the "Can register advisees" permission. For advisors to drop courses for their advisees, they need the "Can drop courses for advisees" permission.

Both permissions are available in the following roles (and roles copied from them):

  • Primary Advisor - Access to Assigned Students

  • Secondary Advisor - Access to Students by Academic Program

  • Secondary Advisor - Access to Students by Athletic Roster

  • Secondary Advisor - Access to Students by Campus Location

For more information about Advisors registering and dropping students, see the Roles to Allow Advisors to Register and Drop Students topic in the Advising help.