PRE-REGISTRATION FAQ FOR ADVISORS
- Once the student has submitted a POI request, where should the course be in the student's plan?
POI courses should be in 5A & 5B or unranked in the "Additional Courses" list. 5A/B will be included in scheduling program, while student will need to click "Enroll" during Adjustment for unranked POIs.
- What do I do if an advisee has Oversubscribed Subjects and/or Categories?
Students should review their EP>Student>Wesleyan Career>Credit Analysis Report, as well as contact their Class Dean, as they will be able to provide information and assistance. The Class Deans can be contacted at x2600 or on the 2nd floor of North College Hall.
- How can the number of Oversubscribed credits be different in the Summary and Subject tables?
A single course can cause oversubscription in multiple subjects/categories. However, that course's credit will only count against a student once. Therefore the Summary table lists the number of credits that are unusable. The Subject table lists the number of instances of oversubscribed credits. If you have additional questions, please contact the student's Class Dean, as they will be able to provide information and assistance. The Class Deans can be contacted at x2600 or on the 2nd floor of North College Hall.
- What do I do if the "The student must confirm his or her current classes and schedule before continuing" text is appearing?
Students are required to confirm their current term course schedule in order to participate in Pre-Registration Planning for the next term. So, please encourage your advisees to confirm their schedules within EP>Student>Wesleyan Career>Current Classes & Schedule. Please note that students will NOT be able to build a plan until confirmation.
- Should First-Year Pre-Reg courses ("Already Registered") be ranked in the pre-reg plan?
NO. The student is already enrolled in these courses, so do NOT include them. However, students are encouraged to wait until meeting with you until dropping a Sum Reg enrolled course.
- How can I reach the registration help line?
The registration help line will be open each semester from the time that pre-registration opens until it ends, during normal business hours, Monday through Friday from 8:30 a.m. to 5 p.m. The phone number of the registration help line is x3222, or (860) 685-3222 (860) 685-3222 if you are dialing from off-campus. You will be able to leave a message after hours.
- What are students expected to do during the planning period?
Students should use the planning period to identify courses that they have an interest in and to build a course plan, which their advisors must approve. Students will meet with their advisors during the planning period to discuss their course plan and to have it finalized.
- How do I navigate to pre-registration in my electronic portfolio?
Navigate to Advisees under Advising in your portfolio and click on the link in the pre-registration column next to your advisee's name. This will open up a page with your advisee's pre-registration course plan.
- Can I view my advisees' course selections without meeting face-to-face with them?
Yes. Navigate to Advisees under Advising in your portfolio and click on the link in the pre-registration column next to your advisee's name. You will be able to view your advisee’s plan in progress. This action does not require your advisee to be present.
- Why are there two lists of ranked course selections?
In addition to submitting a course plan with five choices, ranked in order of preference, your advisee may also submit a back-up plan of an additional four courses. This allows students the flexibility of selecting a different plan in the event that they do not receive their first choice course. Each course plan consists of a first choice course and two lists of four additional ranked courses. During the scheduling program, if your advisee is assigned his/her first choice then the scheduling program will continue to attempt to schedule courses from list A. If your advisee does not get his/her first choice course then the scheduling program will attempt to schedule the courses from list B.
- When will I meet with my advisees to approve their course selections?
You will need to meet with your advisees to approve their course selections during the planning period. Advisors must approve an advisee's course plan before it can be included in the scheduling program.
- How do I approve my advisees' course selections?
Your advisee will need to be present. Navigate to Advisees under Advising in your portfolio and click on the link in the pre-registration column next to your advisee's name This will open up a page with your advisee's pre-registration course plan. Select the “student login” button. The system will prompt for your advisee's password. If adjustments needs to be made to your advisee's course plan before you agree to approve it, they can be made once the student has logged in.To approve your advisee's schedule you must select the "finalize" button, which will appear once the student has logged in. Once your plan has been finalized, the words "(Student Name)'s plan has been finalized" will appear in the left-hand corner of the course plan and the "finalize" button will disappear. Once a course plan has been finalized, no additional planning may be done.
- What is the difference between adjusting an advisee's course selection plan and approving it, during the planning period?
You and your advisee may make adjustments to the course plan once your advisee has logged in. Approving (finalizing) the course plan locks the plan so that it can be included in the scheduling program.
- After the pre-scheduling period, will I be able to view the courses that my advisees were assigned to?
Yes. Once the pre-scheduling program has completed, students and their advisors will be given 48 hours to view their schedules before the adjustment period begins. Courses that weren't scheduled during the pre-scheduling period will appear under "Courses Not Scheduled" in the course plan. Once students have been assigned a date to begin adjusting their schedule, this information will appear above the course plan. By clicking on the Plan Rank next to each course, students may view an explanation at to why the course was not scheduled. After the scheduling program has run and before adjustment has opened for a student, the student can add to, delete, or re-order the courses that appear under "Courses Not Scheduled"; in preparation for adjustment.
- When will my advisees be able to make adjustments to their schedules?
The adjustment period will allow students to alter their schedules and to submit ranked drop/add requests for those courses that they were closed out of. The adjustment period will open to students in a staggered fashion. Students who were assigned to two or fewer credits during pre-scheduling will be granted access on the first day, students who were assigned to three credits or less will be granted access on the second day, and the remaining students (who were assigned to more than three credits) will be granted access on the third day of the adjustment period. Advisors must approve individual drops and adds during the adjustment period.
- How do I monitor advisees' schedules during the adjustment period and take an action?
Navigate to Advisees in Advising in your portfolio. The rows that are highlighted in gray indicate advisees who have made adjustments to their schedules. Your advisees do not need to be present. Rows that require an action will appear in green in the course plan. You may "approve" the add or drop, "disapprove" the add or drop, or choose "see me" to indicate that a meeting with the student is necessary to discuss the request. You can take an action by selecting one of these three choices from the drop-down menu that appears next to the course. You must then confirm the action by clicking on the "submit" button next to the drop-down menu. If you do not click on the "submit" button to confirm the action and subsequently navigate away from your advisee's course plan page, the action will not be recorded.
- How do I approve or disapprove a course that an advisee has added during adjustment?
Use the pull-down menu to select "approve" or “disapprove" and click the “submit” button. The action ("advisor approved" or “advisor disapproved”) will appear next to the course in your portfolio and in the student’s portfolio. If you have disapproved a course add, the student will be removed from the course.
- How do I approve or disapprove a course that an advisee has dropped during adjustment?
Use the pull-down menu to select "approve" or "disapprove" and click the "submit" button. The action "advisor approved" or "advisor disapproved") will appear next to the course in your portfolio and in the student's portfolio. If you have disapproved a course drop, you and the student would need to explore the student’s being readmitted to the class. If a seat is still available during the adjustment period, the student will be able to re-add the course. However, if a seat is no longer available, the student will need to submit a drop/add request and attempt to be re-added by the instructor during the drop/add period.
- I would like my advisee to come see me to discuss a course that was added or dropped during adjustment, before I approve it. What should I do?
Use the pull-down menu to select “see advisor" and click “submit” to confirm the action. “See advisor” will appear in your portfolio and in the student’s. If a student has multiple advisors, only the advisor who places a "see advisor" on the course will subsequently be able to approve or deny the request.
- How do I override the credit limit for my advisee?
During pre-registration, the system will enroll an undergraduate student in no more than four courses that carry a value of 1.00 or greater (excluding private music lessons and all partial-credit courses). You will be able to raise the credit limit for your advisee during the drop/add period.
- Why is there a need for backup advising?
The pre-registration system requires advisor approval before students' course selections can be included in the scheduling program. Additionally, individual drops and adds must be approved by the advisor during the adjustment period. The electronic system will only allow faculty advisors assigned to the students in the computer to approve pre-registration transactions. Students cannot seek this approval randomly from another faculty member should their own advisor be unavailable. However, if advisors become unavailable for legitimate reasons (e.g. illness, travel to conferences, family emergencies, etc.) we need to provide for backup advising in the system.
- What is the role of a backup advisor?
If the primary advisor will be unavailable to perform their advising duties, then the primary advisor will contact the backup advisor. It is only under these circumstances that the backup advisor will be required to approve advisees’ pre-registration transactions. Advisees should not contact the backup advisor unless the primary advisor has instructed them to do so.
- How will backup advisors be assigned?
Students are assigned a primary advisor and a backup advisor in the computer system. For students who have declared a major the primary advisor is assigned by the department administrative assistant through the portfolio and the backup will default to the department chair. First/second year advisors will be paired with other first/second year advisors. The electronic assignments of primary and backup first/second year advisors are done by the Registrar’s Office at the time students are admitted to Wesleyan. Subsequent assignments for primary first/second year advisors are handled by the Dean’s Office.
- Can a primary advisor change their backup advisor assignment?
Yes! The primary advisor may, after consulting with a fellow faculty member, assign a new backup advisor to their advisees through the electronic portfolio system.
- Will advisees know who their backup advisors are?
Yes! The primary and backup advisors will be visible to advisees in their electronic portfolio. Advisees will be informed that they are only to contact their backup advisor if they have been instructed to do so by their primary advisor.