Registration Training for Staff

North Green

Registration Training For Staff

Staff with applicable UDSIS Security may use UDSIS or WebReg to register students.

It is imperative that staff understand the ramifications of registering students during certain timeframes and with any system overrides.

Each enrollment request is recorded in UDSIS and can be tracked. A helpful section on enrollment request errors is available on this webpage, or you can also contact the Registration Team for training or with any issues.

UDSIS Navigation:

Records and Enrollment > Enroll Students > Enrollment Request 

~ or ~

Records and Enrollment > Enroll Students > Quick Enroll a Student > Quick Enrollment

These screens are used to add or update enrollment request transactions for students. The Quick Enroll component has the exact same functionality as the Enrollment Request component. Transactions that you process through the Quick Enroll component can also be accessed through the Enrollment Request component and vice versa. 

reqest lookup

Enter applicable UDIDTermInstitution (UOD01), and Career (UGRD or GRAD) then click “Add” to Add a New Value (enter a new enrollment request).  Select the appropriate Action: Enroll, Drop, Swap or Normal Maintenance (used to update variable credits or grading basis).

request action

Enter the Class Number (Class Nbr) if known, or click the lookup magnifying glass to search for a course.

req class nbr

The Enter Search Criteria page contains both basic and advanced criteria. It defaults to showing open courses only, just uncheck the box to also search for closed courses.

NOTE: Users must have approval from the offering department in order to override a closed course, and the course's room capacity must also be checked in order to insure compliance with building fire codes, etc.

req search

Clicking Additional Search Criteria will provide more search options.

req adv search

If you have selected Swap Courses, you will also enter a course in the Change To field.

(Swap is beneficial because it does not complete an enrollment request unless there are open seats in the selected Change To course. This insures that a student will not lose a seat in their current course if no seats are available.)

req swap

Some courses also require Related Classes (such as lab sections) or for Instructor ID info to be entered (e.g. independent studies).

To search for a desired instructor click the magnifying glass after “Instructor ID”

req relate class

Select the desired instructor to return to Enrollment Request. NOTE: If the desired instructor is not on the list, the academic department's scheduling staff can add instructors.

Verify Grading Basis and Units (Normal Maintenance is used to change grading basis or credits)

req normal maint

Complete the Enrollment Request by clicking the Submit button. The result is noted at the top of the screen - Success, Error or Success/Messages.

req submit

Errors and other messages can be viewed at the bottom of the screen.

An override will need to be submitted (see overrides section below) in order to process requests with errors.

req error msgs

Clicking Study List at the bottom of the screen will take you to a view of the student's schedule.

req study list

You may want to verify that only Show Enrolled Classes is selected.

study list details

Common Registration Overrides (Not all UDSIS users have access to each override):

req overrides

Permission Nbr

Click this override to override courses set to Department or Instructor consent to add or drop.

No number should be entered.

Appointment

If a student has been term activated, but their Enrollment Appointment has not yet been assigned or reached, check this box to override. It is highly unusual to override an enrollment appointment and there should be extenuating circumstances before doing so.

Closed Class

Click this override to enroll a student in a full course, or to override a Reserve Capacity. The course room capacity must be checked before overenrolling a course and approval from the offering department must be obtained.

Prerequisites/Co-requisites

Course requisites are pulled from the Course Catalog. Changes and updates to these requirements must go through the Course Inventory Process. Courses with corequsites must be dropped together or an error message will be returned. Checking this box will override any requisite requirements.

Time Conflict

Overrides class time conflicts. The most common reason to do this is in the case of common exams.

Fields to Avoid

The following overrides need special security and permissions to override.  In general they are only used by Registrar Staff:

  • Override Action Date
  • Action Reason
  • Action Date
  • Repeat Code
  • Course Count
  • Designation
  • Appointment*
  • Career
  • Service Indicator
  • Class Links
  • Unit load

*When processing Enrollment for new studnets during NSO select staff have access to the Appointment override in order to register the incoming class.

In WebReg

Overrides in WebReg work the same way, but the Enrollment Request Actions are entitled Add, Drop, Swap or Edit and appear in the Action column next to each course during registration periods.

reg webreg actions

This WebReg help video will show you the basics of WebReg as students see it. Registration override boxes appear for staff who have additional enrollment security, but not for students.

webreg overrides

A student's selected instructor can be viewed in Study List (link at the bottom of Enrollment Request screen) or on a student's schedule in WebReg. 

Reserve Capacities: Academic departments may restrict enrollment on course sections to certain criteria such as majors, minors or academic levels. The Registrar's office maintains reserve capacities in the Maintain Schedule of Classes>Reserve Capacity tab, or in the Adjust Class Associations area. 

A benefit of using the Reserve Cap tab is that some seats can be left unrestricted. For example, if a department has an enrollment of 25 on a class, but only wants to hold 5 seats for majors, a reserve cap of 5 can be added to the desired section. The Reserve Cap tab also allows departments to turn off restrictions as of a certain date if desired. 

Departments who update enrollment caps should be mindful of the desired total number of seats they wish to be restricted in relation to the total enrollment. 

The benefit of using the Adjust Class Associations area is that every seat in a course section will be held for the desired population, regardless of the enrollment limit in the class, and without worrying about any future changes to the total enrollment capacity. However, caps in this area cannot be dated, so they are either "on" or have to be deleted to be turned off. 

Reserve caps in both areas "roll" when the Registrar Scheduling staff roll the term, so it is important to verify reserve caps when setting up upcoming schedules. 

Requisites: Requisites are determined and approved through the Course Inventory process. Courses can be approved as either prerequisites or co-requisites and are coded in UDSIS at the Catalog level. UDSIS and WebReg then check students' records at the time of enrollment and verify whether or not the requisite requirement has been met. In the case of co-requisites, students will be required to add any required co-requisites in order to complete their enrollment request. 

Working with Enrollment Request Messages

UD Registrar's Office 6.22.12

Modified from PeopleSoft Student Records 9.0 PeopleBook Copyright © 1988, 2012, Oracle and/or its affiliates. All rights reserved

The following may be helpful for UD Employees using the Records and Enrollment > Enrollment Request function in UDSIS. Overrides are only permitted with appropriate authority and users should be certain of the ramifications of, and have proper departmental/college approval for overriding enrollment restrictions before doing so. If you need further assistance, please do not hesitate to contact the Registrar's Office.

Number Severity Message Text Explanation Action
3 Error Not Enrolled in Class, Drop
Not Processed.
The requested drop transaction was not
processed. No enrollment records for the specified
class for this term were found. Verify the class
number and term, and resubmit the request.
Check the student's
class schedule.
4 Error Already In Drop Status. The requested drop transaction was not
processed. The class is already in drop status for
the term specified. Verify the term and class
number, and resubmit the request.
Check student's
enrollment status in
the class.
5 Error Already Enrolled in Class,
Add Not Processed.
The enrollment request was not processed; an
enrollment record already exists for the class and
term specified. Verify class number and term, and
resubmit the request.
Check student's
enrollment status in
the class.
6 Error Class %1 Not Enrolled,
Class And Wait List Are
Full.
The requested enrollment add was not processed.
The enrollment limit for the class has been
reached, and there is no room on the wait-list.
The class enrollment
and wait-list
capacities have been
reached. Override, if
room capacity has
not been reached and
approval by dept is
granted, by clicking
the Closed Class
checkbox
7 Error Not Enrolled, Class %1
Full.
The requested enrollment add was not processed.
The enrollment limit for the specified class has
been reached. To attempt to wait-list, resubmit
the request with the Wait List option selected.
The class enrollment
capacity has been
reached. Override, if
room capacity has
not been reached and
approval by dept is
granted, by clicking
the Closed Class
checkbox.
18 Error Requisites not met for
Class, not enrolled.
Requirements have not been met to enroll in the
specified class. The enrollment transaction was not
processed.
If approved, override
by clicking the
Requisites checkbox.
19 Error Corequisites Not Met For
Class, Not Enrolled.
Corequirements necessary to enroll in the class
have not be met. The enrollment request was
unsuccessful.
The class requires
concurrent
enrollment in another
class. Check the
requisites for this
class. If approved,
override by clicking
the Requisites
checkbox.
Column1 Column2 Column3 Column4 Column5
20 Error Class taken previously,
Repeat not allowed.
Some courses are restricted from being repeated.  
30 Error Maximum term Unit Load
exceeded.
Add transaction not processed. The maximum
term unit load would be exceeded.
If approved, override
by clicking the Max
Term Unit checkbox.
38 Error %1 to Enroll in Class, Add
Not Processed.
Consent is needed to enroll in the class. The add
transaction was not processed.
The student must
have permission to
enroll in this class. If
approved, override by
clicking the
Permission Nbr
checkbox.
48 Error Auto Enroll Not Processed,
Section Not Associated
with the Enrollment
Section.
The class specified for the auto enrollment
function is not associated with the enrollment
section of the add transaction. Auto enrollment
was not performed.
Check the setup on
the Schedule of
Classes component.
All enrollment
sections within the
same class
association must use
the same component.
50 Error Class Number %1 Not in
Active Status. Cannot
Enroll.
The add transaction was not processed. The class
to be added is not in ACTIVE status for enrollment.
Verify the class status
on the Schedule of
Classes - Enrollment
Control page.
53 Error Related Class Enrollment
Not Completed, Section
Not Associated with
Enrollment Section.
The related class enrollment function was not
processed. The related to class is not associated
with the enrollment section of the add transaction.
Check the setup on
the Schedule of
Classes component.
All enrollment
sections within the
same class
association must use
the same component.
59 Message Invalid Access to Override
Class Limit.
User does not have access to override class limits.
The transaction was processed without the
override.
A user's enrollment
access ID determines
override access. The
enrollment engine
typically gives this
message when an
enrollment access
group controls
enrollment security.
The enrollment
access ID attached to
the user's enrollment
access group does
not permit this
override, or the user
does not have time
period access to the
enrollment function.
60 Message Invalid Access to Override
Grade Basis.
User does not have access to override grade basis.
The transaction was processed without the
override.
See 59.
61 Message Invalid Access to Override
Class Units.
User does not have access to override class units.
The transaction was processed without the
override.
See 59.
62 Message Invalid Access to Override
Unit Load.
User does not have access to override unit load.
The transaction was processed without the
override.
See 59.
63 Message Invalid Access to Override
Class Links.
User does not have access to override class links.
The transaction was processed without the
override.
See 59.
64 Message Invalid Access to Override
Class Permission.
User does not have access to override class
permission. The transaction was processed
without the override.
See 59.
65 Message Invalid Access to Override
Requisites.
User does not have access to override requisites.
The transaction was processed without the
override.
See 59.
66 Message Invalid Access to Override
Time Conflict.
User does not have access override time conflicts.
The transaction was processed without the
override.
See 59.
67 Message Invalid Access to Override
Career.
User does not have access to override career. The
transaction was processed without the override.
See 59.
Column1 Column2 Column3 Column4 Column5
69 Error Invalid Access to
Enrollment Transaction.
User does not have access to enrollment
transaction. The transaction was not processed.
The enrollment
access ID does not
permit access to this
function.
70 Error Invalid Access to
Enrollment With
Permission Transaction.
User does not have access to the Enrollment With
Permission transaction. The transaction was not
processed.
See 69.
71 Error Invalid Access to Drop
Transaction.
User does not have access to the drop transaction.
The transaction was not processed.
See 69.
73 Error Invalid Access to Update
Grade Basis.
User does not have access to update grade basis.
The transaction was not processed.
See 69.
74 Error Invalid Access to Update
Units.
User does not have access to update units. The
transaction was not processed.
See 69.
76 Error Invalid Access to the Add
Grade Transaction.
User does not have access to the add grade
transaction. The transaction was not processed.
See 69.
77 Error Invalid Access to Change
Grade.
User does not have access to the change grade
transaction. The transaction was not processed.
See 69.
78 Error Class Table in Use, Not
Available for Add Request.
The Class Table is being used by another process
and is unavailable for updating.
Another user or
process is maintaining
the class number
used for the
enrollment
transaction. Try again
in a few minutes.
79 Error No Valid Appointment
Found And Open
Enrollment Period Has Not
Begun.
The open enrollment period has not begun and no
valid enrollment appointment was found. The
enrollment request was not processed.
If approved,
(normally during NSO
only) override by
clicking the
Appointment
checkbox.
85 Message Invalid Access to Override
Enroll Action Date.
User does not have access to override enroll action
date. The transaction was processed without the
override.
See 60.
86 Error Swap not processed, Hold
on record.
There is a hold on this record preventing the swap
transaction from being processed. The hold must
be removed before the swap is processed.
Check the student's
service indicators.
87 Error Hold on record, Add not
processed.
There is a hold on this record, preventing the add
from being processed. You must remove the hold
to process the add transaction.
Check the student's
service indicators.
Column1 Column2 Column3 Column4 Column5
88 Error A Required Related Class
(component %1) must also
be Selected.
There is an additional component required for
enrollment that is missing.
The class requires
enrollment in a
related component.
Related components
can be selected using
the Related 1 and
Related 2 fields.
89 Message Invalid Access To Override
Service Indicator
The user does not have access to override the
service indicator. The transaction was processed
without the override.
See 60.
90 Message Invalid Access to Override
Appointment Times.
The user does not have access to override the
appointment times. The transaction was processed
without the override.
See 60.
91 Error Maximum Session Unit
Load Exceeded.
The maximum session unit load would be
exceeded with the addition of this class. The add
transaction was not processed.
If approved, override
by clicking the Max
Term Unit checkbox.
92 Error Maximum Term Course
Load Exceeded.
The maximum term course load would be
exceeded with the addition of this class. The add
transaction was not processed.
If approved, override
by clicking the Max
Term Unit checkbox.
93 Error Maximum Session Course
Load Exceeded.
The maximum session course load would be
exceeded with the addition of this class. The add
transaction was not processed.
If approved, override
by clicking the Max
Term Unit checkbox.
116 Message Invalid Access to Override
Requirement Designation.
The user does not have access to override the
requirement designation. The transaction was
processed without the override.
See 60.
123 Error Maximum Term Load
Exceeded, Units Not
Changed.
Units not changed. The maximum term unit limit
would be exceeded.
If approved, override
by clicking the Max
Term Unit checkbox.
124 Error Maximum Session Load
Exceeded, Units Not
Changed.
Units not changed. The maximum session unit load
would be exceeded.
If approved, override
by clicking the Max
Term Unit checkbox.
137 Error Withdrawn from Term -Changes are not allowed The transaction was not processed. The student has been
withdrawn for this
term.
141 Message The Requirement
Designation Options was
set to 'YES' by the
enrollment process.
None. This message appears
when a student is
enrolled in a class
with an optional
requirement
designation such as
DLE, Honors.
         
Column1 Column2 Column3 Column4 Column5
144 Message A Grade of %1 has been
assigned for this Drop
Request.
The drop transaction assigned a grade to the
student, leaving the student in drop enrolled
status. The class has been dropped after free
drop/add and a grade of W was assigned.
.
146 Error Multiple Enrollment not
allowed for course, add
not processed.
Multiple enrollment for this course is not allowed.
The transaction was not processed. A student can
enroll in a the same course only once per term,
unless the course permits multiple enrollments in
a term.
A student can enroll
in a the same course
only once per term,
unless the course
permits multiple
enrollments in a
term.
165 Warning Auto Enroll sections used,
related classes not used.
When specifying both auto enroll sections and
related class sections, only the auto enroll sections
are used for enrollment. The related classes were
ignored.
 
195 Message First Date to Enroll has not
been reached - not
enrolled
The first date for enrollment has not been reached
for the session or from the dynamic class data.
Enrollment not allowed.
 
206 Error Invalid access to the
Requirement Designation
Change Transaction
User does not have access to the change
Requirement Designation transaction. The
transaction was not processed.
See 69.
211 Error Swap not allowed because
the 'swap from' class
would receive a penalty
grade
This swap would result in a penalty grade for the
swap from class, and the swap to class is a
different section of the same course.
This message is given
if the class does not
allow multiple
enrollments in a
term.
213 Error Available Seats are
reserved. Reserved Seat
Requirements are not
met. Student not enrolled
Available seats are subject to reserve capacity
requirements.
Although the class
may appear as open
in Class Search, the
remaining open seats
are subject to one or
more Reserve
Capacity
requirements. If
approved, override by
clicking the Closed
Class checkbox.
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For registration related inquiries, contact us at grading-registration@udel.edu or x2122.