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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 PREREQUISITE PROCESSING (HOW IT ALL WORKS)
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Most 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.
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B. COURSE PREREQUISITES
1. PREREQUISITE OVERRIDE BY THE DEPARTMENT CONTROLLING THE SUBJECT AREA OF THE REQUIRED COURSE.
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The "Student Prerequisite Status" report can be run by the department at any time from the STAR reports menu. Provisional Prerequisite lists show students who were admitted either because they are currently enrolled in the prerequisite for a course or because they took the 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 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 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.
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C. SCORE PREREQUISITES
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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To submit an electronic list of scores, instead of individually entering them, send an email with the scores attached to regsystems@sa.ucsb.edu.
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D. INSTRUCTOR OR DEPARTMENT APPROVAL REQUIREMENTS
Approval required prior to registration.
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For the 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 prerequisites are not met.
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E. LEVEL LIMITATIONS
Level limits are designated in Master Course and enforced through Curriculum. This designation will only effect a student’s ability to enroll. A student will not be dropped due to class level once they are enrolled.
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In some situations, where the prerequisite is to be "a certain class level or to have taken a certain course", these class levels will be coded in the prerequisite tables.
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F. MAJOR LIMITATIONS
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. 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 prerequisite.
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G. APPROVAL OVERRIDES
1. TO DESIGNATE APPROVAL OVERRIDE FOR A GROUP OF STUDENTS OR FOR AN INDIVIDUAL:
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Select "C" screen from the Star menu, enter
Enter the course Enroll code, PF1 update. (This will bring you to the "Course Section Update" screen)
Select PF8 Approvals
A list will display showing the students that have used approval codes. (You can cancel approval codes from this screen as well.)
To cancel unused codes, put a "Y" in the cancel column next to the code, then enter.
PF5 to return
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H. COURSE ALIAS
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 prerequisite checking. They are also used for repeats and degree requirements. For an alias that is appropriate for prerequisite purposes only, i.e. enough content overlap for prerequisite satisfaction, but not a true alias, contact the Office of the Registrar - graduationmatters@sa.ucsb.edu.
If a 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).
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I. CHECKING PREREQUISITES ON STAR
Departments can view how course prerequisites are coded in STAR by either running the report "Courses with enforced Prereqs" or by checking course by course through the Schedule of Classes option ("C" screen). This report only shows the course and 3 course prerequisites.
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For questions about course alias, please contact graduationmatters@sa.ucsb.edu.
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J. GOLD MESSAGES
Students attempting to enroll without the designated prerequisites will not be allowed in the class and will be given the message: "According to our records, you do not meet the prerequisite for this course. If you believe this is an error, please see the department." If the student is currently enrolled in the 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 prerequisite courses."
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K. DEALING WITH STUDENTS AND SOME EXAMPLES
EXAMPLE 1.
In this example, the student took a Math class at Allan Hancock, which is a 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 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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