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Waitlisting is an optional feature in the registration system that allows a student to "get in line" (i.e., get on the waitlist) for classes that are filled/closed.

Classes must meet specific criteria before a waitlist can be added by the class schedule builder. Provided that required criteria is met, departments can assign a waitlist to a section in Banner INB. During registration, students are able to add themselves to the waitlist for a waitlisted course when all of the available seats have been filled. An automated process will notify the first student on the waitlist, via Bearmail, when a seat has opened up, prompting that student to register for the class. The student has exactly 24 hours after the notification is sent to register for that class. If the student does not register for that class, the next student on the waitlist receives a notification. The order of the waitlist is first come, first served.

When can students use the waitlist?

If a section of a class has been given a waitlist, students can register for that waitlisted section beginning the first day of registration.

The Office of the Registrar will close waitlisting at 5:00pm on Wednesday of the first week of class. This will allow any students that received a notification on Wednesday to have their 24 hours to register for the class. On Thursday, the Office of the Registrar will notify departments of any students that remain on the waitlist and provide options to allow those students into the closed class. Early Friday, the Office of the Registrar will purge the waitlist, removing all remaining students from the waitlist. Any seats that are open in the class(s) will be open to all students, and registration will be first come, first serve.

What criteria must a class meet in order to have a waitlist?

Classes must meet ALL of the following criteria to have a waitlist:

  • Section must be a Full Semester or First Block class for spring/fall or a Session 1 summer class.

  • Section must have credit hours and be gradable.

  • Section cannot be cross-listed.

  • Section cannot have reserved seats.

Lab sections that do not have credit hours cannot be waitlisted unless express permission is granted by the Office of the Registrar. All other parts of term cannot be waitlisted.

What does the notification look like that students receive?

This is an example of the email that is sent to waitlisted students when they are notified of an open seat. This notification is sent to their Bearmail account. Students must register within 24 hours of receiving a notification.

 

Step-by-step guide

Setting the Waitlist Maximum Enrollment (Adding a Waitlist to a class)

  1. Open SSASECT.

     


  2. Enter the term and CRN.
  3. Next Block.
  4. Click on the Section Enrollment Information tab. 
     


  5.  This page already shows the maximum enrollment set for the class. In the middle of the screen, you will see the waitlist information.

     

  6. In the Waitlist Maximum field, enter the number of students you want to allow to waitlist for this section. If you want to allow an unlimited number of students to waitlist this section, this field can be set as high as 999.

  7. Save.

As students waitlist the section, the Waitlist Actual number will increase. This is a quick way to see how many students have waitlisted the class.

 

Once a class has students on the waitlist, you can use the tools below to view who is on the waitlist, where they are on the waitlist, which students have received notifications, etc.


Setting the Waitlist Number for Lecture/Lab Classes

When setting up a waitlist for classes that are linked, only one section should have the waitlist. That is the section that has the credit hours and is marked gradable. In a majority of cases, this is the lecture section. Set the waitlist number for the graded class using the instructions found in the section titled Setting the Waitlist Number. DO NOT set a waitlist on the non-graded section.

It is important that the number of seats in the lab (non-graded) sections be the same or greater than the number of seats in the lecture section(s). If a student tries to register in a lab while waitlisting the lecture, the system will block the registration. If/when the student gets a notification that the lecture section has a seat open; there should be a corresponding lab seat available. The student will be required to register in both of those classes.

Viewing Students on the Waitlist in INB

  1. Students cannot view their position on the waitlist. That is confidential information.

     

  2. Open SFAWLPR.

  3. Enter the term and CRN of the course you want to look at.

  4. Next block.

  5. The number under Waitlist Priority shows the order in which the students will receive notifications. In this example, Boomer Bear will get the first notification for the first seat that comes available.

  6. Next block. The number under Sequence shows the order in which the students have registered for the waitlist. If two students have the same number in the Waitlist Priority column, the Sequence number is used as the tie breaker.

Viewing Students that have Received Notification in INB

  1. Open SFIWLNT.
  2. Enter the term and CRN of the course you want to view.
  3. Next block.


  4. This shows that Boomer Bear was sent a notification. You can see when the notification was sent and when it expires.

Viewing Students that have Received Notification and are Still on the Waitlist in One Place

Once a student has been sent a notification of an open seat, they will now appear on the SFIWLNT form in INB but no longer appear on the SFAWLPR form for the term and CRN. Two avenues have been created that combine viewing students on the waitlist with students who have received notification for the same term/CRN combination.

Through MyMissouriState

  1.  Log into MyMissouriState and go to the Teaching & Advising tab.

  2. Locate the "Faculty Services" channel on the far left side.


  3. Locate the "Rosters and Evaluations" heading.

  4. Click on Class Lists with the subtitle "Use for email/Excel options and to verify grade submission."

  5. Choose to view a class list from one of the five options.

  6. If you choose to "View my classes", "View all sections for a course" or "View classes for another instructor," you are provided with a list of available section options. Choose the class to view by selecting the Course/Section link.    

  7.  If you choose to "View specific CRN" or "View specific Subject / Number / Section," you are taken directly to the class' waitlist.

  8.  If you choose to "View my classes", "View all sections for a course" or "View classes for another instructor," you are provided with a list of available section options. Choose the class to view by selecting the Course/Section link 

  9.  On the Wait List page, you can see a list of the students who are on the waitlist and who have been notified of an open seat, including the notification date/time and expiration date/time. You can see all students' waitlist priority ranking, class, student type and primary major.

Through Bear Intelligence Argos Report

  1. Log into Bear Intelligence and click in the Academic Departmental Lists and choose Course Related Lists.


  2. Locate the "Waitlisted Students by Section" header and choose Waitlisted Students by Section Report. (This can also be found directly in Argos under Student > Campus-wide Student > PROD - Waitlisted Students by Section)

  3. Choose your criteria and click Show Data.


  4. Waitlisted students display in the window pane below. Data include student name, BearPass number, class, type, primary major, institutional hours earned and GPA, overall hours earned and GPA, registration status and date, notification status, date and expiration date, advisor name and student's University email address.

  5. Click the Green Sprocket to extract the data to Excel. Additional data extracted include secondary and tertiary majors and any minors for each.

Re-Ordering Students on the Waitlist

Departments have the ability to re-order students on the waitlist, but only through INB

  1.  Open SFAWLPR.
  2.  Enter the term and CRN.
  3. Next block.


  4. Find the student you want to move to the top of the list. In this example, we want to move Boomer Bear to the top of the list.
  5. When notifications are sent, the student with the lowest number in the Waitlist Priority column will get the notification. To make sure Boomer gets the notification, we need to make sure his "Waitlist Priority" number is the lowest.

  6. Go to the Waitlist Priority for Boomer Bear. Type a number less than 1.00000. This can be a decimal number. 0.500000 is a good place to start. This will allow other numbers to be entered on either side if future students need to be entered.

  7. Save.
  8.  Roll back and next block. The students have now been re-ordered on the screen. Notice that even though Boomer Bear has a Sequence number that is higher, he is at the top of the list because his Waitlist Priority is lower
     

     

It is very important that you NOT give students a close level override if there is a waitlist on a section. This could cause a "race" between the student who receives the override and the student who receives the notification if a student drops.

Troubleshooting Waitlist Issues

The department approves a student to register for a closed class but the class has a waitlist.

Normally, a student that needs to get into a closed class can request/receive a closed level override in order to get into the closed class. However, closed overrides cannot be given when there is a waitlist for a class.  Giving a closed level override will cause a conflict between the student who receives the override and a waitlisted student who would receive a notification when that override is given.

If a student needs to be added to a waitlisted class, follow these steps.

  1. Have the student register for the waitlist.  They will be added to the bottom of the waitlist.  If the waitlist is closed, raise the waitlist maximum before the student waitlists the class.
  2. The department should then reorder the waitlist to put the student to the top of the waitlist.
  3. Raise the “Enrollment Maximum” of the course by one.  A notification will go to the student, and they can then register in the course.

Department would like to waitlist the lab section instead of the lecture section.

When setting up a waitlist for classes that are linked, only one section can have the waitlist and that section must be the one that has the credit hours and is marked gradable. In the majority of cases, this is the lecture section. Set the waitlist number for the graded class using the instructions found in the section titled Setting the Waitlist Number. DO NOT set a waitlist on the non-graded section. If you feel that you need to waitlist the zero credit/non gradable section (usually lab), please contact the Coordinator in the Office of the Registrar. This request must have prior approval before a waitlist can be added.

Student is trying to waitlist and register for a linked lab/lecture class but is getting errors.

If a student tries to register in a linked lab while waitlisting the lecture, the system will block the registration. If/when the student gets a notification that the lecture section has a seat open; the student will then register for both the lecture section (based on the notification) and an open lab section. The Office of the Registrar will not override this requirement. Students must wait to register for the lab section until they receive the notification that a spot has opened in the lecture section.

When you are waitlisting the lecture section(s), it is important that the number of seats in the lab (non-graded) sections be the same or greater than the number of seats in the lecture section(s). If the number of seats in the lab sections is not the same or greater, students will have an issue trying to register for the lab/lecture combination once they receive the open lecture seat notification.

Both sections, lab and lecture, can never be waitlisted at the same time. If approval is given by the Office of the Registrar to put a waitlist on the zero credit/non gradable (lab) section, the lecture section cannot have a waitlist.

A student missed registering in the 24 hour period after they received notification.

If a student does not register in the 24 hour notification period, the notification will expire and the next student on the waitlist will be notified. There is no way to reverse this action. If the department decides the student that missed registering should be given a seat in the class, please follow the instructions above on adding a student to a full class with a waitlist.

A student receives a notification, but is experiencing registration issues.

All the registration rules still apply when a student tries to register after receiving an open seat notification for a class they waitlisted. If a class is linked (lecture/lab), the student must register for both classes at the same time. Prerequisites and Holds are checked BEFORE a student can waitlist a class. In other words, if the student does not meet the prerequisite for the class or has a hold on their account, the system will not let them waitlist the class in the first place.

If a student is experiencing registration issues during the 24 hour notification period, it is imperative that the student contact the Office of the Registrar promptly. Once the notification expires, the student loses the opportunity to register for that open seat.

 


For questions or comments, contact the Computer Services Help Desk
HelpDesk@MissouriState.edu
417-836-5891