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Course Election Reference Guide: Faculty

• Detailed Course Election Instructions

  • Before Course Election
  • During Course Election
  • After Course Election
    
    
• Guide to Assigning Permissions/Overrides - Web
• Quick Reference Guide - Assigning Permissions/Overrides (PDF)
• Course Election FAQ

 

Before Course Election

1. Faculty provide the Department/Program Administrator any course priorities that they require for courses that have limited enrollment, along with other course information for the term.  See termly memo from the Registrar’s Office and your Department/Program Administrator for the available options.  In addition, textbook information for each course must be entered to meet Federal HEOA requirements.
2. All permissions/overrides are entered electronically in Banner. Each Department/Program decides who within the Department/Program has the authority to grant each type of permission/override to students.  Generally it is the instructor however it may be that a proxy, such as the Department/Program Administrator is given the authority to apply certain types of permission/overrides.
   
   Permission/override types include:
   
   • Instructor Permission
   • Prerequisite
   • Enrollment Limit 
3. As requested by multiple Chairs, the Department/Program Administrator will have proxy access in Banner, and will be able to perform any Banner function in support of the Faculty in their Department/Program.
4. If Chairs wish to request proxy access for additional Department/Program staff, they may contact the Registrar’s Office (e-mail registrar@dartmouth.edu).
5. Department/Program Administrators have received training and should be the first point of contact if Faculty require assistance with the permission/override function.  E-mail registrar@dartmouth.edu if your Administrator is unable to assist.  For directions on how to apply an override, click here.

During Course Election

Instructor Permission courses

1. A student will not be able to elect a course requiring instructor permission without first obtaining a permission/override to gain entry. (If s/he tries to elect it in Banner without having first obtained a permission/override from the instructor, s/he will receive an error message).
2. A student contacts the Instructor/Proxy and requests a permission/override.
3. The student is granted permission by having the Instructor/Proxy place an instructor permission override on his/her record using the Banner permission/override function.
   • When Instructor/Proxy grants instructor permission, it also overrides enrollment limits.
4. Once the student has been granted this permission/override, the student receives an automated email confirming that the permission/override has been granted.
   
   Important – Students register for all courses.  Faculty grant permission only and do not register students.
   
   
5. The student may then elect the course in DartHub. 

Courses with Prerequisites

Please note that not all Departments/Programs are using Banner Prerequisite Checking. Click here to see departments that are using Banner Prerequisite Checking.

1. If a Department/Program is using Banner prerequisite checking, and the student does not have the required prerequisites, s/he will not be able to elect the course and will receive an error message. 
2. Sometimes a student, who receives the prerequisite error message, still wishes to gain entry.  S/he  contacts the Instructor/Proxy and requests a permission/override to elect the course without the required prerequisites.
3. The student may be granted a permission/override by having the Instructor/Proxy place a prerequisite override on his/her record using the Banner permission/override function.
4. Once the student has been granted this permission/override, the student receives an automated email confirming the permission/override has been granted. 
5. The student may then elect the course in DartHub.
6. The Registrar's Office maintains a listing of departments and programs using Banner prerequisite checking that is also available from the Timetable.
   
   Note:  This permission/override remains on the student record into the add/drop period if the student decides to adjust his or her record.  *click here for more information on add/drop and multiple section courses*

Other permissions/overrides

1. The same basic concept operates for all types of permissions/overrides.  Therefore whenever a student may not gain entry into a course due to any of the above listed restrictions, the instructor/proxy may allow the student to gain entry during both course election and the add/drop periods by applying the appropriate permission/override.  Please note that students may sometimes have more than one barrier to entry, and thus receive more than one error message.

All Courses

1. Students elect all of their courses using DartHub. For more information see below:

Course Election Reference Guide: Students

Student Guide: How to use DartHub to Register for Courses 

Frequently Asked Questions

Note:  This permission/override remains on the student record into the add/drop period if the student decides to adjust his or her record.

After Course Election

1. Course Election and Priority processing occurs in the Registrar’s Office. (Please note that if a student has obtained a permission/override to *elect* a course  it is not the same as registering for a course. Some students will get permissions/overrides and then not gain access into a course based on the priorities set by the faculty.)
   
   • In both the schedule adjustment period and add/drop periods, permission to gain entry into Instructor Permission courses, and permission to add courses for which the student does not have the prerequisites follows exactly the same process as in course election.
2. The Registrar’s Office provides Departments/Programs a report which shows students’ course elections for their Department/Program before registration is finalized. This audit report is provided to allow Departments/Programs and Deans the opportunity to make course section adjustments for their oversubscribed limited enrollment courses, if required or possible, before concluding the processing and the publication of the information to students.
3. Departments/Programs communicate to the Registrar’s Office any adjustments, the final processing is completed, and the course election period ends.
4. If the Department/Program has not already indicated that they wish to place Instructor Permission on a course or course section(s) immediately following course election, this is communicated to the Registrar’s Office and put into place for those section(s).  This is a way to manage enrollments within the Department/Program and to balance sections during the add/drop period. Please note that there are two models for managing enrollment with Instructor Permission:
   • Instructor Permission *with* blanket overrides applied - this model allows students enrolled in the course to get back in should they drop while making course and section changes. Students not initially enrolled must still seek an Instructor Permission override.
   • Instructor Permission *without* blanket overrides applied - this model requires all students seeking entry into the course to obtain an Instructor Permission override, whether or not they were initially enrolled. This form of Instructor Permission management allows the Department/Program full control of the course's enrollment.
5. Bounce lists for any oversubscribed courses are available on Banner, viewable by Departments/Programs (but not students).  These are students who attempted to gain entry into courses that were oversubscribed. They appear in the same multiple formats as class roster lists.  As before they may or may not be used as determined by each department and program. 
6. After the add/drop period ends, permissions/overrides are no longer valid.