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Enrollment Management Tools for Prerequisite Processing (How it all works)
Course Prerequisites
Score Prerequisites
Instructor or Department Approval Requirements
Level Limitations
Major Limitations
Approval Overrides
Course Alias
Checking Prerequisites on STAR
GOLD Messages
Dealing with students and some examples
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A. ENROLLMENT MANAGEMENT TOOLS FOR
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PREREQUISITE PROCESSING (HOW IT ALL WORKS)
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Most pre-requisites prerequisites are established through the Master Course Approval process. Course and Score prerequisites can only be set in this way. Major limitations, Level limits and Instructor/Department approval can be specified for a quarter during the Schedule production process, as long as they are more restrictive than the prerequisites set for the Master Course Approval.
B. COURSE
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PREREQUISITES
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1.
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PREREQUISITE OVERRIDE BY THE DEPARTMENT CONTROLLING THE SUBJECT AREA OF THE REQUIRED COURSE.
If the student is denied admission for failure to meet the prerequisites, but they have taken the course equivalent at another school. The student should take either a transcript or a grade report from the other school showing completion to the department that monitors the required course. Math prerequisites should go to the Math department., etc. The Math department can enter via the "Y" screen that the student has met the equivalent of a specific Math class at "XYZ" school. By virtue that the Math department has entered the data, it is good for any course that has that Math course as a prerequisite now and in the future.
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The department that teaches the course may also allow the student into the class by three methods.
Designate pre-requisite prerequisite course approvals for individual students via the "Y" screen according to the instructions above. Departments should note that the override will only apply to prerequisites for courses taught in that department. They will not apply to courses not under the control the subject area for the required course
Designate approval for a group of students via the "C" screen by pressing the PF4 key (See instructions below.)
Provide the student with an Approval code for the class. (See instructions below.)
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Students will be provisionally enrolled in a course if they are currently enrolled in the prerequisite for the class. Lists will be prepared for the departments showing students who were provisionally enrolled. At the end of Final grade processing, students will be dropped from classes in which they were allowed provisional enrollment if they failed to make the required grade. The student will also be dropped if no grade is reported or an incomplete is recorded. Departments will be sent lists showing all students that were dropped. The student is notified of the drop via Umail. A student who is given an Approval code will not appear on provisional list.
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PREREQUISITE STATUS
The "Student Pre-requisite Prerequisite Status" report can be run by the department at any time from the STAR reports menu. Provisional Pre-requisite Prerequisite lists show students who were admitted either because they are currently enrolled in the pre-requisite prerequisite for a course or because they took the pre-requisite prerequisite during a previous quarter and got a failing grade. The provisional lists will not show students that were admitted to the class via Approval codes or those that legitimately met the pre-requisite prerequisite requirements in previous quarters. At grade processing, when drops occur, any student that had failed in that graded quarter or in a previous quarter will be dropped. Running the list after the 5th day of instruction will show students that are newly registered since the drops have occurred. These may be students who have re-registered after being dropped or students who registered late and had failing grades in pre-requisites prerequisites previously. Department representatives should use these lists as an enrollment tool. Students who have failing grades from previous quarters should be advised to drop unless they are expecting a grade change soon. Department representatives may also drop these students via STAR.
C. SCORE
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PREREQUISITES
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Scores work the same as taking a course for a grade. To enroll the student must have a >/= score on a designated test or placement exam.
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From the STAR main menu, select the E "Student Exams" screen, and press enter
Enter the student’s Perm number
To Change an existing Score, from the "Exams Display" screen, select the UCSB exam controlled by the department from the list, and press enter
From the Exam Maintenance screen, change the score, press enter to update or PF9 to delete
To Add a new score, after entering the student’s Perm number, from the "Exams Display" screen select PF4 (Add exams)
From the "Exam Maintenance" screen,
Enter the Test type (UCSB in most cases)
Enter the Test Area (2 letter abbreviation provided by the Registrar’s office, for example: FR for French, SP for Spanish, etc.)
Enter the Exam date, (Month ,Year)
Enter the Score (For language placements, enter scores that represent the placement level, not the exam score.)
Press Enter to update
PF5 to return
Once the pre-requisite prerequisite score has been entered, the student may use GOLD to register.
To submit an electronic list of scores, instead of individually entering them, send an email with the scores attached to the Registrar’s officeto regsystems@sa.ucsb.edu.
D. INSTRUCTOR OR DEPARTMENT APPROVAL REQUIREMENTS
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Any time there is an "I" or a "D" symbol on a course, pre-requisite prerequisite checking will not go any further even if courses are coded in the pre-requisite prerequisite table. "I" and "D" symbols always require an approval code for admission to the class.
Approval required to finalize registration.
For the Pre-requisite Prerequisite tables to work and for students to appear on approval lists to finalize their registration, change the "I" symbol to a "2" or a "D" symbol to a "3". These changes can be made without a new Master Course Approval. Symbols "2" and "3" do not require approval codes. These only warn students that departments will check and that they are subject to being dropped if the pre-requisites prerequisites are not met.
E. LEVEL LIMITATIONS
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For other definitions contact the Registrar’s office at extension 4174the Office of the Registrar - regsystems@sa.ucsb.edu.
In some situations, where the pre-requisite prerequisite is to be "a certain class level or to have taken a certain course", these class levels will be coded in the pre-requisite prerequisite tables.
F. MAJOR LIMITATIONS
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Departments can restrict enrollment based on major through the Master Course Approvals and, when more restriction is needed, on the Schedule Proof. On the Schedule Proof, departments can specify majors to be admitted (ex. +Math, +Econ) or majors to be excluded (ex. -Math). Departments cannot mix pluses and minuses (ex. +Econ, -Math). Pre-majors must be listed separately. Pre-requisite Prerequisite checking will look at the specific major abbreviations that are coded to determine which majors are allowed. Major and department abbreviations can be viewed on the STAR Table menu. Like class levels, this designation will only effect a student’s ability to initially enroll. If the student is allowed into the class via approval code or by "C" screen approval, they will not be dropped later for failure to meet the pre-requisiteprerequisite.
G. APPROVAL OVERRIDES
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1. TO DESIGNATE APPROVAL OVERRIDE FOR A GROUP OF STUDENTS OR FOR AN INDIVIDUAL:
This type of approval overrides all pre-requisites overrides all prerequisites for the course including courses, scores, majors, levels and Dept./Instructor approvals.
Select "C" screen from the STAR menu and press enter
Enter the course enroll code, press PF1 (update mode) to go to the "Course Section Update" screen
Select PF4 (List) to go to the "Pre-Requisite Prerequisite Approval Override" screen
Enter student perm numbers, press enter to update
Verify student names and press enter again to save
Press PF5 to return
Once entered, the student can use GOLD to register.
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An approval code will override all course limitations including, pre-requisites prerequisites for the course, closed classes and full classes.
Approval codes are distributed to the department teaching the course prior to registration. (Approval codes come on sheets printed by the Registrar’s office or they can be produced 1 at a time directly at the department office)
Once the student has an approval code they can use GOLD to register.
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The course Alias file keeps track of previous and ‘other’ names for courses. These relationships are primarily identified during the Course Approval process (Courses renamed, Cross-listed courses, etc.). Approved aliases are used for more than pre-requisite prerequisite checking. They are also used for repeats and degree requirements. For an alias that is appropriate for pre-requisite for prerequisite purposes only, i.e. enough content overlap for pre-requisite prerequisite satisfaction, but not a true alias, contact the Office of the Registrar - graduationmatters@sa.ucsb.edu.
If a pre-requisite prerequisite is coded with a particular Course ID, the Course Alias program is designed to also look at the course alias table to see if the student has taken the alias for that course. If s/he has, it will allow enrollment in the class. The Course Alias file is visible in STAR from the Table menu (T Screen, #5).
I. CHECKING
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PREREQUISITES ON STAR
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Departments can view how course pre-requisites prerequisites are coded in STAR by either running the report "Courses with enforced Pre-reqsPrereqs" or by checking course by course through the Schedule of Classes option ("C" screen). This report only shows the course and 3 course pre-requisitesprerequisites.
Courses in which the pre-requisite prerequisite is upper or lower division standing, consent of the instructor or department, or in which specific majors are designated are not viewable through the pre-requisite prerequisite screens but are viewed under the MCA (PF7 key).
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Designating concurrent along with oper$% and a grade will allow the student to be either enrolled in the pre-requisite prerequisite simultaneously or, if they have already taken the pre-requisiteprerequisite, it will screen the students out that don’t meet the grade that you have indicated.
Departments cannot code concurrent enrollment in the lecture and lab at the same time. Only one of the two can be coded as concurrent. The student must enroll in the lecture first and then concurrently enroll in the lab. If they try to enroll in the lab first, they will get the message "Pre-requisite Prerequisite not met".
Course Alias:
Course Alias can be viewed from the Table menu on STAR.
Grade designations:
If the pre-requisite prerequisite course requires a grade of C or better, the system will assume a grade of P or better. If no grade is designated, the system will only check to see if the student has taken the pre-requisite prerequisite course.
Shortcuts in pre-requisite prerequisite coding:
To streamline the computer processing, the system will reduce the number of courses that may need to be searched. For example, if the pre-requisite prerequisite for Course "B" is completion of Course "A" and the Pre-requisite Prerequisite for Course "C" in the same series is completion of Courses "A" and "B", we will designate the pre-requisite prerequisite for Course "C" as Course "B" only. It will be assumed that the student completed Course "A" in order to get into Course "B".
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Students attempting to enroll without the designated pre-requisites prerequisites will not be allowed in the class and will be given the message: "According to our records, you do not meet the pre-requisite prerequisite for this course. If you believe this is an error, please see the department." If the student is currently enrolled in the pre-requisite prerequisite and is registering for a future quarter, the system will allow the student to register. The message these students get is: "Enrollment in this course will be provisional pending completion of pre-requisite prerequisite courses."
K. DEALING WITH STUDENTS AND SOME EXAMPLES
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In this example, the student took a Math class at Allan Hancock, which is a pre-requisite prerequisite for a Physics class. The student went to the Physics department representative to get into the class. Physics could go to the "Y" screen and could override the course pre-requisite prerequisite for that individual student. Because Physics did it instead of Math, it would only apply to courses taught by the Physics department.
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In this example, the student took a Chemistry class at SBCC, which is a pre-requisite prerequisite for his MCDB and EEMB classes. The student went to the Chemistry department representative to get this class approved as a pre-requisiteprerequisite. Chemistry could go to the "Y" screen and could enter that this course is equivalent to a UCSB course. Because Chemistry did it instead of MCDB, it would apply to any other courses, no matter what department.
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In this example, the student has taken courses at a foreign university. He wants to enroll in a French class that has a pre-requisiteprerequisite. He goes to the French and Italian department and they verify that a combination of the courses he has taken will meet the pre-requisite prerequisite for the course. Since the course equivalency is pre-requisite prerequisite for future French classes he plans to enroll in, as well as the current class, they enter the data on the "Y" screen, rather than give him an approval code. Since it is not one course that is equivalent but several, they enter their approval without designating courses for the original school.
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