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Registration Guidelines for Returning Students

the Portal

ONLINE REGISTRATION CHANGES STARTING WITH PREREGISTRATION FOR SPRING 2019
as of 4/30/18

Online registration could be stressful each semester when the Portal couldn't handle all students clicking to register at the same time. 

The Curriculum Oversight and Administration Committee (COA), which has faculty, staff, and student representation, recently explored options that reduce the number of students selecting courses at one time.  Based on initial discussions in the Committee, we asked current students to respond to a brief survey.  COA shared five scenarios (including the status quo) with students and received overwhelming support for a system that prioritizes seniors choosing each day.  We will implement this new process during the 2018-19 academic year.  

During each of the four days of online registration, registration-eligible students will be divided into three registration groups based on anticipated graduation class year.  Each group will have a designated time to register.

On each of the four days of online registration for Spring 2019 in November, the priority groups will be:
·         Seniors at 7:20 am
·         Sophomores at 7:30 am
·         Juniors and First Years at 7:40 am

In Spring 2020 when we do preregistration for Fall 2020 in April, the priority groups will be:
·         Juniors (rising seniors) and returning seniors at 7:20 am
·         First Years (rising sophomores) at 7:30 am
·         Sophomores (rising juniors) at 7:40 am

Prior to each registration period in November and April, each registration-eligible student will be notified via their Beloit email account about their class year and designated registration time.  The general groupings will also be posted on the Portal and on this web page.

The number of units for which students may register on each of the 4 days of online registration remains the same:
·         On Day 1 students may add up to 1.00 unit of credit.
·         On Day 2 students may add up to a total of 2.00 units of credit.
·         On Day 3 students may add up to a total of 3.00 units of credit.
·         On Day 4 students may add up to a total of 4.75 units of credit.   

NOTE:  These new processes do not change the fact that some courses have fewer seats than the number of students who want to take the course. This proposed scenario for fall and spring will change who ends up with those seats, compared to the current registration process (where randomness in timing and portal function results in some students registering seconds after other students).  None of these scenarios propose a change in how incoming first-year students, Porter Scholars, exchange students, certain students studying abroad, and certain students with disability accommodations register for courses, which currently happens outside of the 4-day online registration.

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FALL 2018 REGISTRATION: 

  • All continuing, off-campus study, and current vacation term students intending to return for the Fall 2018 term must register in April.

  • PROCEDURE FOR FALL 2018 REGISTRATION:

    o   You must get approval from your major advisor (or if you are undeclared, from an FYI or Transfer or Exchange advisor) in order to enroll in classes during online registration in April.  First-years and sophomores who have declared a major may be cleared for registration by either their FYI or major advisor.  So, schedule a meeting with an advisor no later than April 6!

    o   Your advisor will clear you for registration after your advising meeting.

  • Check the Courses/Registration window in the Portal before online registration begins to make sure your advisor has cleared you to register; there will be a message in the middle of the window telling you if you’ve not been cleared.

    If you are currently on an off-campus program or a vacation term, you should correspond with your advisor via email.  Also watch for an email in the second half of March from the Registrar with additional details about registration.

  • May I enroll in more than 4.75 units?  No, not prior to the first day of classes in the Fall.  On or after the first day of classes (August 27, 2018), students wishing to elect units in excess of 4.75 may do so with the written authorization of both the major advisor and the Registrar. Such approval requires that the student have a minimum grade point average of 3.200 and no incompletes, and shall be made only after evaluating the student's academic progress and the reasonableness of his or her program.  No student may register for more than 5.5 units in either the fall or the spring term. Students seeking an exception to this policy may petition the Academic Performance Committee.  For information, deadlines, and the procedure to request an exception, go to course overload policy
  • Attend activities during Advising Practicum, Friday, March 23.
  • Schedule a meeting with your academic advisor between Monday, March 26 and Friday, April 6.
  • Go to the Portal to peruse the course offerings for the upcoming term, before your advising appointment. 
  • Register yourself online via the Portal: REVISED SCHEDULE for April 12 & 13!!

              o   Tuesday, April 10, Day 1, beginning at 7:30 am: up to 1.00 unit of credit.

              o   Wednesday, April 11, Day 2, beginning at 7:30 am: up to a total of 2.00 units. CANCELLED

              o   Thursday, April 12, Day 3, beginning at 7:30 am: up to a total of 2.00 units.

              o   Friday, April 13, Day 4, beginning at 7:30 am: up to a total of 3.00 units.

              o   Friday, April 13, Day 4, beginning at 12:45 pm: up to a total of 4.75 units.

                   NOTE: Online registration closes at 9:00 pm on Friday, April 13.

  • ONLINE REGISTRATION RE-OPENS on Monday, April 16, at 8 a.m. and will remain open until Wednesday, May 15, at 5:00 p.m.

      • ADD-DROP
        You may add/drop online during this timeframe, if you need to change your course selections or were unable to register during the April 10-13 week of online registration.

        If you are intending to be full-time for the Fall term, make sure you are registered for at least 3 units before you leave for summer break. 
        No student may register for more than 4.75 units until August.


        You may continue to add/drop courses after May 15, using a paper add/drop card with advisor and instructor signatures.

        NOTE ABOUT CROSSLISTED COURSES: Some courses are listed in more than one way (from 2-4 different ways), e.g. Intro to Literary Study is listed both as ENGL 190 02 and CPLT 190 02.  You can sign up for the course either way, but to see the combined total enrollment in the course, click on the course code link for course details; right below the description is information about the enrollment, including waitlist count.


      • WAITLIST UPDATE

        So long as any student is waitlisted for a course, no student may enroll in that course without instructor authorization, even if the enrollment has dropped below the cap.  Instructors may authorize both waitlisted and non-waitlisted students to enroll above the enrollment cap or by waiving the prerequisite.  These are separate authorizations; either one or both may be added by the instructor for a student.


        IMPORTANT: If you are on a waitlist and the instructor authorizes you to enroll, you still need to go to the drop/add window in the Portal to actually enroll in the course. You will need to drop the course and then re-add it, or you may receive a prompt to change your status to enrolled.


        IMPORTANT: If you are not on a waitlist and the instructor authorizes you to enroll, you still need to go to the drop/add window in the Portal to actually enroll in the course.  You will need to add it.


        IMPORTANT: If you no longer want to be on a waitlist, then please drop yourself.

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      Should you need to make a change in your schedule after classes start in August, see Drop-Add Procedures.


  “WHAT IF….? TIPS to help you successfully register”

1)   I cannot sign up for a course because it says I’ve not fulfilled the prerequisite, but I have transfer credit that qualifies or I have instructor permission to enroll.

Ask the professor to “authorize” your enrollment in the Portal, which will then enable you to register yourself.

2)   What do I do if I failed a course and am planning to repeat it this coming term?

You cannot register for the course online.  Contact the Registrar's Office for assistance.

3)   How do I sign up for a special project, an internship, or TA credit?

You cannot do that online. You must complete a Special Project Contract form for a special project, an Internship Registration form for an internship, and an add/drop card to register for TA credit.

4)   I want to take a vacation term next term:

Contact the Dean of Students Office to schedule an Exit Interview.

5)   I am currently studying off campus.  How do I register?   

Follow the same procedure as on-campus students.  Contact your advisor via email.  If you think you may have a problem connecting to the Portal from your remote location, then email a prioritized list of your course selections to registrar@beloit.edu no later than Friday, April 6, and the Registrar's Office staff will take care of registering you for courses.  Watch for an email from the Registrar for additional details in the second half of March.

If you need to make changes in your schedule during the online add/drop period following the initial online registration week, you can do that yourself, or you can contact registrar@beloit.edu for assistance. 

6)   I am currently on a vacation term.  How do I register? 

Follow the same procedure as on-campus students.  Contact your advisor via email, unless you are in the Beloit area and can set up a personal appointment.

7)   I have approval to study off campus next term.  Do I need to register?

You should register for the appropriate “SAB” (study abroad) or “OFFC” (domestic) program. Some “SAB” programs require enrollment in the corresponding IDST 288 (Cities in Transition) course as well. If your plans change, promptly notify OIE and also email registrar@beloit.edu.

8)   I see that some courses are listed in different ways in the Portal.  What does that mean?  How do I know if the course is full?

Some courses are listed in more than one way (from 2-4 different ways), e.g. Intro to Literary Study may be listed both as ENGL 190 02 and CPLT 190 02.  These are called crosslisted courses.  You can sign up for the course either way, but to see the combined total enrollment in the course, click on the course code link for course details; right below the description is information about the enrollment, including waitlist count.  The "parent" course controls the combined total enrollment.  Both the "parent" and "child" courses will show as "full" in the course list once the parent cap has been reached.

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