Add/Drop eForm Overview for Staff/Faculty - YouTube

The Add/Drop form is used by students to modify their class enrollment after registration

has closed.

Students should NOT use this form if registration is still open.

To begin, a student will access the form from the Registrar eForms tile.

The student can then select a semester and program.

If the semester is passed, they cannot select it.

They will then select whether they want to add, drop, swap classes or modify the semester

credit hours for a variable credit class.

In this example, we will perform a swap, since it allows you to see the add section and the

drop section simultaneously.

If a student selects to add a class (or swap a class), a warning appears to the student

when they have holds impacting enrollment.

The student can still submit the form, even though this section appears.

However, the Office of the University Registrar may deny the request if the hold(s) are not

removed.

When a student goes to drop a class, they will be prompted to select a class from a

drop down.

The drop down contains all classes the student is currently enrolled in.

Once they make their selection, details of the class will appear.

If a student is an undergraduate student, they will be required to select a reason for

the drop.

This section is also used when a student wants to modify the credit hours of a variable credit

hour class.

The form will allow the student to select the class from the drop down and then modify

the semester credit hours.

To select a class to add, the student will click the magnifying glass look up icon.

They can then search by subject, catalog number, or title and select a class from the results

list.

After they have made a selection, more details about their selection appear.

Note that a student will not be able to find a class that they are currently enrolled in.

If the class is a variable unit class, the student will have the ability to adjust the

credit hours.

Students may attempt to add a class after the census date.

However, these requests will be denied when they reach the Office of the University Registrar.

Exceptions to this will be clinical enrollments, like those used for 4th year rotations in

the School of Medicine.

Should you need to enroll a student after the census date, contact the Office of the

University Registrar for assistance.

Also, if at any time the student attempts to select a class to drop or add that has

already been submitted, the student will receive an error message.

As soon as the student submits the form, it will route to the Course Director for approval.

The course director is determined by the set-up of faculty and staff in Maintain Schedule

of Classes.

We consider a Course Director to be a faculty member that is coded as ‘Primary Instructor’

or ‘Course Coordinator Non-Teaching’.

If no Course Director has been designated when a form is submitted, a registrar representative

will be reaching out to the school or program to have this information input into the Schedule

of Classes.

As soon as the Schedule of Classes has been updated, the Registrar office will need to

administratively ‘resubmit’ the form so that the workflow can be updated.

When a Course Director goes to approve the form, the form will require the Course Director

for the dropped class to indicate whether or not the student attended class.

If the student did attend class, a last date of attendance will be required.

As soon as a form routes to the Course Director, a notification is automatically sent to everyone

on the Schedule of Classes who is listed as ‘staff’.

No approval is required by staff.

They will receive a link that they can use to go and view the form.

After all Course Directors have approved the form, the form routes to the Program Authority.

The program authority approver is determined by each school or program in advance.

The electronic form determines the Program Authority by looking at a student’s ‘academic

plan’ and possibly even ‘subplan’ in My Student Center.

Examples of plans are: Doctor of Medicine, Master of Science in Dental Hygiene, or Bachelors

of Science in Emergency Health Sciences.

The program authority approver can even be determined by a student’s ‘subplan’

or ‘track’, such as is the case with the IBMS program in the Graduate School of Biomedical

Sciences, though sometimes the program authority will be the same regardless of subplan or

track of the student.

You can contact the Office of the Registrar to find out who has the authority to approve

registrar eForms on behalf of your program.

As soon as a form routes to the Program Authority, individuals designated to receive notifications

will receive a link informing them that they can go and view the form.

The Dean Office Authority approves the form after the Program Authority.

If the student holds an F1 or J1 visa, the Office of International Services will review

the form.

Finally, the form will route to the Office of the University Registrar for final review

and processing.

An email will go out to the student and to everyone who approved the form as soon as

the form has been processed by the registrar.

If the form is denied or administratively withdrawn, the student and all prior approvers

will also receive an automatic email notification.

Should you have any questions about the Add/Drop form, please contact the Office of the University

Registrar.