Purpose - Arizona State University



Quick EnrollBusiness Process Guide For Academic Support Specialists (Advisors)Contents TOC \o "1-3" \h \z \u Purpose PAGEREF _Toc456344155 \h 3Overview PAGEREF _Toc456344156 \h 3Navigation PAGEREF _Toc456344157 \h 4Search for Student, Career and Term PAGEREF _Toc456344158 \h 5Enroll a Student in a Class PAGEREF _Toc456344159 \h 7Drop a Class PAGEREF _Toc456344160 \h 8Swap a Class PAGEREF _Toc456344161 \h 9Class Blocks PAGEREF _Toc456344162 \h 11Enroll in a Class Block PAGEREF _Toc456344163 \h 11Drop a Class Block PAGEREF _Toc456344164 \h 12Results PAGEREF _Toc456344165 \h 14Success PAGEREF _Toc456344166 \h 14Message PAGEREF _Toc456344167 \h 14Errors PAGEREF _Toc456344168 \h 14Semester enrollment calendar recap PAGEREF _Toc456344169 \h 15 PurposeThe purpose of this guide is to show advisors how to:Add a class for a studentDrop a class for a studentSwap a class for a studentAdd or Drop a Class BlockDeal with ErrorsOverviewQuick Enroll is the process used by advisors to help a student with the enrollment process.The student must already be admitted and term activated for the term in which you are attempting the enrollment actions. The student must also have a personal data record and be activated in an academic program.If a student has a hold on their record there will be an icon that is shown on the top of the page.NavigationUsing quick enroll to help a student enroll for the semester is done in PeopleSoft. PeopleSoft can be accessed from the Quick Links section of My ASU () or directly at get to PeopleSoft from My ASU, scroll over the Quick Links section and hit either CS. You will be redirected to a page that looks similar to the picture below.Click Classic Home and you will be taken to the PeopleSoft homepage.Search for Student, Career and TermThere are two ways to access the Quick Enroll screens. The first is to pull up the student’s service center. The navigation is: Campus Community > Student Services CenterYou can search for a student using their student ID, Campus ID, National ID, or Last Name and First Name. In this example we knew the student’s ID so when we click Search the student’s information will automatically pull up.Click on the Academics tab. You will want to make sure that the student is active in a program and has no holds.You can scroll down to view the student’s current list of enrolled, dropped, and wait listed classes. Here you will be able to click on Quick Enrollment.The second option to use quick enroll for students is: Records and Enrollment > Enroll Students > Quick Enroll a Student.Here you will need to enter the Affiliate ID of the student, the academic career, and term for the student, then click Add. It is not recommended to use the search feature for the Affiliate ID, as the search feature will take a long time to load.NOTE: You should first add the student ID before filling out the Academic Career and Term fields. Otherwise the search option for these fields will not populate with suggestions.Once you have pulled up the student, you will be able to Enroll, Drop, or Swap classes for the student here.Enroll a Student in a ClassHere you will be able to enroll a student in classes if they are eligible to be enrolled in classes. That is to say, the student must not have any holds and must be term activated prior to class enrollment. To begin, select the Enroll option from the Action dropdown menu.In the Class Nbr field you will want to enter the class number for the course the student needs to enroll in. If you do not know the class number you can look it up using the magnifying glass. The Related 1 and Related 2 fields should be used for labs or recitations. Use the magnifying glass to see the available recitations and labs for the class number you have chosen.You can add a new row to your enrollment by clicking the + icon. This will allow you to add another class to enroll the student in without having to complete two actions.NOTE: It is better to complete a Swap action rather than one row of Enroll and one row of Drop.The Units and Grade tab will allow you to select either Standard Grading (GNA) or Audit grading (AUD). It is not recommended to place values in the Grade Input or Repeat Code fields.The Other Class Info tab has the option to choose an Independent Study Instructor. If the class you are enrolling the student in requires an Independent Study Instructor, you would fill in the required field.When everything is set, click Submit.Drop a ClassThe process for dropping a class is very similar to how you enrolled a student into a class. Once you are in the Quick Enrollment page, you will select the Drop option from the Action dropdown menu.If you know the code for the class the student is wanting to drop, you can enter that in the Class Nbr field. Otherwise you can use the magnifying glass to look up the current list of classes the student has enrolled in or dropped for the semester. Make sure you select a class with the Status Enrolled.Once you have selected the class you want to drop, click Submit. If you need to drop more than one class at a time, click the + icon to add a new row.Note: It is not recommended to do complete a drop and enroll action in the same submission. Instead use the Swap action.Swap a ClassThe Swap action will allow you to drop a class and enroll into a new class in one action. The benefit of doing this instead of having a Drop row and an Enroll row is that PeopleSoft will attempt to enroll in the class first, and if successful will drop the class. Otherwise no action is taken. The current class the student is enrolled in will be entered into the Class Nbr field. You can select from a list by using the magnifying glass. The Change To field will contain the class the student wants to be enrolled in. You can use the magnifying glass to search for a specific class number.The Related 1 and Related 2 fields should be used for recitations or labs that are attached to the class in the Change To field.Once you are ready you can click Submit to swap the classes. Class BlocksYou can use the Quick Enroll process to enroll or drop a student from a class block rather than specific classes. To do so, navigate to Quick Enroll a Student and select the student you want to enroll or drop.Enroll in a Class BlockTo add a class block, select the Class Block Add option near the bottom of the Quick Enroll options.If you know the Class Block code, enter it into the Select a Class Block Code field and click Attempt Class Block Enrollment.If the student was enrolled in the class block, you will see a success message. If the enrollment was unsuccessful an error message will appear with reasons as to why the enrollment failed.If you do not know the Class Block code, you can click Fetch All Eligible and all class blocks that the student can enroll in will populate in the Class Blocks section. Once you have found the class block you are looking for you can click Select This Class Block and then Attempt Class Block Enrollment.Drop a Class BlockTo drop a class block, select Class Block Drop option on the Quick Enroll page.If a student was in class blocks, they would be listed in the Currently Enroll Cohorts section. Once here, you will want to select the class block you want to drop by clicking Select For Drop.Once you have selected the right class block, click Drop Selected Cohort. You will either get a success or error message once you have clicked Drop Selected Cohort. The error message will explain what went wrong in the drop process.ResultsThere are three possible results from clicking on the submit button.SuccessThe enrollment request was a Success. No further action is necessary. Though it is not necessary to record, it is helpful to know that when any enrollment action request is submitted a “Request ID” number is generated. You can view it on this page just under the Quick Enrollment heading. MessageThe request has been successful and there is a Message associated with your enrollment request. Click on “Messages” to review the message. Usually the message is “The Requirement Designation Options was set to “YES” by the enrollment process.” In ASU terms this means that this class satisfies a General Studies requirement. The transaction was successful.ErrorsAn Error has occurred and the enrollment request was not processed. To review the details of the error, click on “Errors”.IMPORTANT: For every error, fix the underlying problem and then start a new request. An easy way to do that is to click on the student center link and then (once you are there) click on the Quick Enrollment link to return to a fresh request.Semester enrollment calendar recapFor the Fall and Spring semester: Current Students are TERM ACTIVATED: For a given term, we run term activation process for all students at the same time, and then continue running it nightly to pick any students who have recently been admitted, etc. Students must be term activated for the advisors to be able to signoff on them on the advising pages, so we try to do term activation about 1 month before the enrollment appointments begin, but depending on last minute changes from within the University, doing it a month ahead sometimes isn’t possible. That’s our goal though. Students must be term activated before they can get an appointment and enroll. Enrollment appointments are given out: Appointments are only used for Fall and Spring terms. For Spring, appointments generally start around Nov. 1, last anywhere from 3 – 5 weeks, and the first day of classes is around mid-January. For Fall, appointments generally start around March 1, last until July/early August, and the first day of classes is around mid-August. Before we run appointments for the term, the Provost’s Office reviews the schedule as adjusts as needed based on feedback from prior terms.Then Open enrollment starts:Open enrollment (student self service and advisor quick enroll) for Regular session classes for Fall/Spring continues through the Sunday after the first week of classes. Enrollment in classes in other sessions that may start later in the term may continue past the first week of the term, but in general enrollment ends by the 21st day. Nothing is black and white anymore. I will be glad to provide more detail if you’re interested. Students can drop and add classes without penalty until the end of the first week of classes. For Fall and Spring this is true for classes in the Regular session. Shorter sessions have shorter number of days after the session starts to do drop/add. Also, students who are not registered in any classes before the first day of the term get charged a late registration fee when the register.After the first week of classes – you just can’t enroll or drop? ?Or swap. You can “drop” a class with “penalty” which assigns the W grade. We call this class withdrawal. To enroll/add after first week of classes, students must do in person with approval paperwork from department. ?We’re not opening up drop with penalty for advisors but students can do that online. And the first week of classes statement is for Regular session only. ................
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