Enrolment Control Transactions

Help Information for Users
SES Training

About Allow Actions

Used to grant permission and in most cases to allow student self-serve registration. Allow actions record and create an audit trail when permission is granted for exceptional registration circumstances or regulated actions (actions that require consent). Transactions on this component will take effect for the term/maxi-term specified.

There are 13 unique enrolment control allow actions:

AL01

Description: Pre-Requisite Waived

AL02

Description: Co-Requisite Waived

AL03

Description: Approved by Department

AL04

Description: Repeat - Course Approved

AL05

Description: Repeat Recommended

AL06

Description: Approved by Instructor

AL07

Description: Pre-Requisite Met - Past Study

AL08

Description: Permission to Audit

AL09

Description: Drop Approved by Faculty

AL10

Description: Second Withdrawal Approved

AL11

Description: Class Overload Approved

 

AL12

Description: Multi Future Enrolment Approved

AL13

Description: Anti-Requisite/Extra to Degree

Registration function

The table below describes the registration function that each of these allow actions override, who has access to put them up, and important notes about how they work.

Enrolment Control Allow Action

  1. What it Overrides/Allows

    Overrides all requisites (prerequisite, co-requisite, and/or antirequisite)

  2. Who has Access

    Faculty level and Department level staff access

  3. Important Notes

    N/A

  1. hat it Overrides/Allows

    Allows a third attempt (or more) for a course

  2. Who has Access

    Two levels of approval are required for this allow action to work:

    • Those with Department level access can put up the initial approval action (AL04 or AL05)
    • Those with Faculty level access can then check the “Override Repeat Rule” box
    • For non-departmentalized Faculty courses, Faculty level access can put up both levels of approval

  3. Important Notes

    It is not recommended to use AL05, as AL04 shows two levels of approval on the same row

  1. What it Overrides/Allows

    Allows a drop or withdrawal from a course for students in Faculties that require permission to perform these actions

  2. Who has Access

    Faculty level access only

  3. Important Notes

    • Works alongside the last day to drop calendar deadline for the term
    • The date that students/staff perform the drop/withdraw action will determine whether the student is dropped from the course or receives a W grade
    • The allow action does not allow students to drop a course late or withdraw from a course late

  1. What it Overrides/Allows

    Allows for a second withdrawal (or more) from a course

  2. Who has Access

    Faculty level access only

  3. Important Notes

    • Works alongside the calendar withdrawal deadline for the term.
    • The allow action will not allow students to withdrawal late

  1. What it Overrides/Allows

    Allows for registration/overload into a full course

  2. Who has Access

    Faculty level and Department level staff access

  3. Important Notes

    • Will only allow staff to put up the allow if the room is not at capacity
    • If an allow action is up for a student, but student has not yet registered in the course, this will hold an overload spot
    • Must enter all related components of the course (Lec, lab, tut) even if just overloading one component

  1. What it Overrides/Allows

    Allows for registration in the same course more than once in a future term

  2. Who has Access

    Two levels of approval are required for this allow action to work:

    • Those with Department level access can put up the initial approval action (AL12)
    • Those with Faculty level access can then check the “Override Repeat Rule” box

  3. Important Notes

    N/A

  1. What it Overrides/Allows

    • Allows for registration into a course that has an anti-requisite associated to it.
    • Allows for registration into a course that a student has previously taken the anti-requisite course.

  2. Who has Access

    Faculty level and Department level staff access

  3. Important Notes

    Used in conjunction with Anti-requisite report.

Audit Tabs

All permissions posted as allow or block actions including changes and deletions are recorded and can be viewed in the Enroll Cntrl Change History tab. The Class Sec Change History tab details the exact sections that the permissions were applied to (example lab 1, lec 2, tut 2). 

What Allow Actions do not override:

  • Appointment time (or the open enrolment date)
  • The requirement that the class be within the student's career
  • Holds that are present on the record (i.e. negative service indicators which restrict enrolment)
  • Enrolment limit of the class (except for AL12)
  • Reserve capacity restrictions set up for the class (except for AL11)
  • Time conflicts with existing class enrolments
  • Maximum term enrolment limit of the student
  • Any Block Action on the Enrolment Component for the same course (see About Block Actions below for more details)

More about Reserve Capacity - An Allow Action will not override a restriction of this type

Departments can control the access to individual class sections by establishing "reserve capacity" within the enrolment capacity for a class (for example you could have a class size of 50 in which 45 spots are available to non-majors and 5 are reserved for majors). 

When entering the Allow action, you will get a warning message if the course being entered is affected by reserve capacity, but you may still wish to record the Allow Action so that it takes effect on the same date that the reserve capacity restriction is removed.

Applying Allow Actions to Multi-term Courses

When an Allow Action is applied to an 'A' course (PSYC 312A), an Allow Action must also be applied to the 'B' course (PSYC 312B), and vice-versa.

When an Allow Action is applied to an umbrella multi-term course (PSYC 312), the Allow Action applies to the umbrella course (PSYC 312), to the 'A' course (PSYC 312A), and to the 'B' course (PSYC 312B). Therefore, users need only apply the Allow Action once and it will be applied to all sections.

Further Information

View step-by-step instructions by navigating to the Registration job aids >  Allow Actions (also available in Online Training).

About Block Actions

These will be created by staff in Faculty Offices. A Block Action remains in effect until it is deleted from a student's record.

Note: If the option to specify a duration is used, the action will be interpreted by the system to be in effect for the specified term or maxi-term only.