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Course Election Reference Guide: Department and Program Administrators

• 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)
• Entering Student Guide - For First-Year and Transfer Student Advisors
• Course Election FAQ

 

Before Course Election

1. Proof the Timetable to make sure all the information you submitted to the Registrar’s Office is correct.
2. Confirm the student permission/override process with your Faculty. Each Department/Program decides who within the Department/Program has the authority to grant each type of permission/override to students.
   
   Permission/override types include:
   • Instructor Permission
   • Prerequisite Override
   • Enrollment Limit
3. As requested by multiple Chairs, the Department/Program Administrator will have proxy access in Banner, and will to be able to do any Banner function in support of the Faculty in their Department/Program.
4. If the Chair wishes to request proxy access for additional Department/Program staff, the Chair may contact the Registrar’s Office (e-mail registrar@dartmouth.edu)
5. Each Department/Program should consider the best way to communicate to students the process their Department/Program is using for obtaining a permission/override. Please let the Registrar’s Office know if we can be helpful in directing students.
6. E-mail registrar@dartmouth.edu if you require any assistance or if you encounter any problems with the permission/override function.

During Course Election

Instructor Permission courses

1. For an Instructor Permission course, a student will not be able to elect the course without first obtaining permission/override to gain entry. (If s/he tries to elect it in Banner without having first sought permission of the instructor, s/he will receive an error message).
2. A student contacts the Instructor/Proxy and requests permission/override to elect a course.
The student is granted permission/override by having the Instructor/Proxy place an instructor permission override on his/her record using the Banner permission/override function.

*click here for directions on how to apply a permission/override*

• When instructor/Proxy grants Instructor Permission, it also overrides enrollment limits.
1. Once the student has been granted this electronic override permission, the student receives an automated email confirming that the override has been granted. 
2. The student then elects the course in DartHub.
   
   Important: Students register for all courses.  Faculty grant permission only, and the student registers. 

 

Courses with Prerequisites using Banner Prerequisite Checking

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 the student, who does not have the required prerequisite still wishes to gain entry.  S/he  contacts the Instructor/Proxy and requests permission to elect a course without the required prerequisites.
3. The student is granted permission by having the Instructor/Proxy place a prerequisite override on his/her record using the Banner permission/override function.  *click here for directions on how to apply a permission/override*
4. Once the student has been granted this permission/override, the student receives an automated email confirming that the override has been granted. 
5. The student then elects 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.
   
   Important: Students register for all courses.  Faculty grant permission only, and the student registers.

 

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 Closes for Students

1. Course Election and Priority processing occurs in the Registrar’s Office according to Faculty policy.
   A few reminders:
   
   • This means that having a permission/override to *elect* a course is not necessarily the same as registering for a course. Some students will receive permission/overrides and then not get 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 courses, if required or possible, before concluding the processing and before 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:
   1. 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.
   2. 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).  They may or may not be used as determined by each Department/Program.
6. After the add/drop period ends, permissions/overrides are no longer valid.