Faculty - Permission Requests

Introduction

There are several reasons why a student may require permission in order to enroll in a class, such as not having met the requisites or a class is closed. See the full list of permission types and statuses.

The following steps apply to instructors who need to grant, deny, or revoke students’ permission requests to enroll in their class section(s).

Review Permission Requests

1. Log in to SIS with your CWRU ID and associated passphrase. From Faculty Home, click the My Schedule & Rosters tile.

   You’ll see two permission items on the menu to the left: Permission Requests (Add) and Permission Requests (Drop).

   Note: Permissions to drop a class are used only on a small number of classes so this menu option may never need to be used.

2. To review requests that students have submitted to enroll in your class, click Permission Requests (Add).

3. A new window or tab will appear. Select one of the available terms.

4. On the left, you’ll see a list of the permission statuses along with the total number of requests for each category for that term. Requests that are pending instructor permission are displayed on the right.

   To select a different status, click the status on the left.

   Click the Change button at the top to select a different term.

5. The grid containing the permission requests displays the following information:

   • The student’s name and ID number (hover over the student’s name to view the student’s reason for requesting permission, or click for more student information)
   • The class, section number, and class number for which the student is requesting permission (hover over the class for the meeting days of the class, or click for more class information)
   • The permission(s) requested
   • The enrollment status which indicates if the student is already enrolled in this section of the course, enrolled in another section of the same course, or not enrolled in the course
   • The date the student used the permission, if applicable
   • The last date and time the request was updated and by whom The permission status and expiration date, if applicable
   • A button to initiate granting, denying, revoking, or updating the request

6. Click the Filter icon to filter the list if needed. Select the desired filters and click Done.

   Note: To remove all filters, click the Filter icon, click Reset, then click Done.

   The following information is available for filtering:

   • Class
   • Permission Requested
   • Student Program
   • Student Plan
   • Admit Term
   • Expected Graduation Term
   • Enrollment Status

7. Click the Sort icon to change the sort order of the list. Click any field once to sort in ascending order. Click the field again to sort in descending order.

   Note: Only one field can be actively sorted at a time.

8. Click the Update Status button to grant, deny, or revoke a permission request.

   A window opens that shows all permissions that were requested by the student, as well as any new permissions that may now be required for the student to enroll, such as a Closed Class permission if a class has closed since the student submitted the initial request. The reason for requesting the permission that the student entered is included.

9. Uncheck the box next to a permission type if you do not want to grant it.

   Note: Because career restrictions are managed by school registrars or administrators, you will not be able to uncheck a career restriction permission. Once actions are completed on a request that includes a career restriction, the request will be forwarded to the appropriate administrator for further action.

10. Optionally, add a comment to the student to be included in the email confirmation and in SIS.

    Note: Comments are required when granting requisites not met permission for some Engineering classes.

11. If needed, change the expiration date which, by default, is set to the last day of the term.

12. Once updates have been completed, click Grant to grant the student’s request or Deny to deny the request.

13. If a request has already been granted, click Revoke to revoke the request.

    Note: If the student has already enrolled, this will not remove the student from the class.

Grant Permissions En Masse

If you need to grant permissions to more than one student at a time and do not need to add a unique comment for each student, you can grant them all at once.

14. Use the Actions menu to grant, deny or revoke permission requests en masse. Click the checkbox to the left of the student’s name or click the checkbox at the top of the column to select all students. Then, click the Actions icon, and select the action to execute.

    A confirmation page will display where comments to the students or an expiration date, if applicable, can be selected.

15. Click the Grant, Deny, or Revoke, as appropriate, to complete the process.

    The action will be applied to all selected students, where possible. A message will appear if the action cannot be applied to any of the selected students.

    The new status will be reflected immediately if the action is successful, and the student will be removed from the list currently being viewed.

16. If needed, email one or more students from the Actions menu. Select the student(s) and click Notify Selected. Enter the message to be sent to the students and click Notify.

Add a Permission Manually

If a student contacts you directly to request permission for a class, and you would like to grant the request before the student attempts to register, you can manually add a permission for a class.

17. To manually add a permission for a student, click the Add Permission Request button at the top of the page.

18. Enter the student’s ID number in the Student ID box or click the look up icon to search for the student.

    When the results appear, locate the correct student, and click anywhere on the student’s row.

19. Enter the four- or five-digit class number in the Class Nbr box or click the look up icon to search for a class. Permissions may only be added for a class you are teaching.

    If using the class lookup, click any column header to sort the results.

20. Locate the correct class, and click anywhere on the class row.

21. After the student ID and class number have been selected, click Add. Permissions that are required for the student to enroll in the class are displayed.

22. Enter comments to the student, select an expiration date, and then click Grant. A message is displayed if no permissions are required.

    The student receives an email when the status of a permission request changes. Granting permission does not enroll the student in the class.

This completes the process of reviewing permission requests.