Adding and dropping students in bulk (SFAMREG)

We use SFAMREG to add students into or drop students from a CRN.

SFAMREG handles the following scenarios:

• Moving students from one CRN to another CRN

• Performing a mass add of students into a CRN

• Performing a mass drop of students from a CRN

• Performing a mass add to a CRN and a mass drop from another CRN

Open

Add/drop best practices

• The class roster has information that should be reviewed before proceeding with the mass add/drop. As a safety measure you should extract the data on SFASLST, the class roster, and save it before you make any changes. Refer to instructions on “Extracting Banner data”. Or save a class roster from the Gibson Self Service reports.

• The course should not be graded, specifically if the course will be dropped. Mass add drops usually occur before the semester begins, or shortly thereafter. As an example, TIDB courses from fall are graded, when moving students to spring, but that is OK, because the fall course registration will not be dropped.

• Review the default Grade Mode for students on the class roster. You will need this in SFAMREG.

• Check for student Status of WL=Waitlisted. If any student is waitlisted, the student must be entered manually, in the existing order. Due to the added complexity, best processed by the Registrar’s Office Class Scheduler.

• Level should also be considered in case you have a student that was permitted to enroll in the non-defaulted level for the course. SFAMREG should provide a message, as level cannot be viewed on SFASLST.

Using manual population selection

Adding

Load the IDs

If you have a list of IDs and prefer not to paste them in on the Results tab, upload your manual population selection. Loading IDs from a .csv for bulk processing (GJAJFLU/GJAPCTL/GJRPSIM/GLAEXTR)

This works best if you have a list of more than 30. Otherwise, it likely makes more sense to copy and paste ID numbers.

Search tab

Enter the Registration Term.

In the Population Selection section:

• Application: STUDENT

• Selection ID: the selection ID from your load

• Creator ID: your username in all caps

Update tab

In the Registration Course Add Values block, enter the CRN. Confirm the Grade Mode and Level; update if needed.

Error Checking tab

Fatal = if error is present for student, it will not register

No check = error will be overridden

Can alter which errors to check for based on your needs, OK to select No Check for ALL options

Ensure error check selections are accurate before moving to next tab. If you backtrack to previous tabs before final save (on Results tab), error check info will return to default selections.

Results tab

In Results block, click Select All next to Results.

In the Submission block, check the Submit box. Save.

Dropping

• Before dropping students, export the roster from SFASLST so you have a snapshot of the current state in case you need to restore a record.

• The course should not be graded. Bulk drop/adds usually occur before the semester starts or shortly thereafter.

• Note the default Grade Mode for students from the class roster.

• Check for students with statuses of WL. If any student is waitlisted, they must be entered manually in the existing order. It’s best to refer these to Class Schedule.

• Level should also be considered in the event you have a student who was allowed to register in the non-default level. Level is not on the SFASLST roster, but SFAMREG will give a message.

Search tab

Enter the search Term. Enter the CRN.

Update tab

Enter the CRN in the Registration Course Drop Values. DD will auto-fill as the Registration Status.

Check the Remove Registration Record box.

Results tab

You will see a list of students registered in the course. Select the students to drop by checking the respective box in the Select column.

Next block. Check the Submit Box. Save.

Copying and pasting ID numbers

Adding

Search tab

Enter the Registration Term. Do not enter any other values in any other field on this tab.

Update tab

In the Registration Course Add Values block, enter the CRN and press the Tab key on your keyboard to auto-fill the additional fields. Confirm the Grade Mode and Level; update if needed.

Error Checking tab

Fatal = if error is present for student, it will not register

No check = error will be overridden

Can alter which errors to check for based on your needs, OK to select No Check for ALL options

Ensure error check selections are accurate before moving to next tab. If you backtrack to previous tabs before final save (on Results tab), error check info will return to default selections.

Results tab

To add a student, click Insert. Check the Select box, tab, enter the student ID. You can insert multiple lines at once, then copy + paste TUID.

Press the down arrow on your keyboard or click Insert to enter additional records.

In Results block, click Select All next to Results.

In the Submission block, check the Submit box. Save.

Understanding the results

Look to Message column to see If processed correctly. Click icon to read full message. If correct, message will display ‘Registration request successfully processed.’ Troubleshoot errors based on error message.

To verify all students are registered, you can compare your list to the class roster in SFASLST. (See also: Viewing and exporting a course roster (SFASLST))

Dropping

• Before dropping students, export the roster from SFASLST so you have a snapshot of the current state in case you need to restore a record.

• The course should not be graded. Bulk drop/adds usually occur before the semester starts or shortly thereafter.

• Note the default Grade Mode for students from the class roster.

• Check for students with statuses of WL. If any student is waitlisted, they must be entered manually in the existing order. It’s best to refer these to Class Schedule.

• Level should also be considered in the event you have a student who was allowed to register in the non-default level. Level is not on the SFASLST roster, but SFAMREG will give a message.

Search tab

Enter the search Term. Enter the CRN.

In the Population Selection area:

• Application: STUDENT

• Selection ID: Your selection ID in all caps.

• Creator ID: Your username in all caps

Update tab

Enter the CRN in the Registration Course Drop Values. DD will auto-fill as the Registration Status.

Check the Remove Registration Record box.

Results tab

You will see a list of students registered in the course. Select the students to drop by checking the respective box in the Select column.

Next block. Check the Submit Box. Save.

Moving students from one CRN to another

Students can be moved from one CRN to another, whether for the same term or a different term.

Search tab

In the Search window enter the registration term you are registering students in, the registration date is defaulted in. Enter the Search Term=Term in which the students are currently registered in.

Enter CRN= CRN for section students are currently registered in.

Open

Update tab

Use this Tab to add or drop a course for the students selected in the previous Search Tab. In the following scenario we are adding a course in a future term and not dropping the course from the prior term.

Enter the term you want to register the student for. Use the Registration Course Add Values section to enter the CRN to be added. Values for other fields are defaulted.

Add the grade mode for the course. The drop down arrow provides the grade modes available for the course.

In most instances you will select S=Standard.

However, as part of the extracting of SFASLST, you should have reviewed the defaulted grade mode.

Error Checking Window allows you to change student and section registration error checking options (rules are defaulted from SOATERM).

Students enrollment in the initial course has been validated, for this reason it is OK to Indicate No Check for all options. Fee Assessment Options, select Create Assessment Collector Record.

Results Tab

This window is used to view the mass entry results and then submit the results for immediate update processing.

Click on Select all. All Students will be selected. Click Submit.

After clicking the Submit button, Save record. See message “Mass Entry processing has been completed”. Go to SFASLST or Gibson self service reports to verify results through a class roster.

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