Registration Help for Faculty and Staff

Instructions specific to faculty and staff are below. Additional details and explanations for registration can be found at the general Registration Help site.

Self-Service, Advising, and Registration

Using the Advising pages in Self-Service, advisers can access advisee information to provide guidance and feedback on their academic planning. Go to Self-Service at go.wlu.edu/selfservice. Advisers continue to authorize students for registration through WebAdvisor.

In the Self-Service Student Planning software, students can perform academic planning activities such as searching for courses, planning courses and schedules for terms, and registering for classes.

Training videos: All of the information in the following videos is contained within the various webpages linked from go.wlu.edu/studentplanninginfo. For closed captioning, use the YouTube closed caption (cc) functionality.

March, 2017: Adviser Self Service Training video

First-Year Introduction to Self-Service
First-Years: Course Planning with Self-Service
First-Years: Scheduling a Term with Self-Service

First-Years: Registering for Classes with Self-Service

March, 2017: Student Course Planning video 1
March, 2017: Student Scheduling Classes video 2
March, 2017: Student Registering for Classes video 3

Training document: Available at https://intranet.wlu.edu/registrar/Registration/Adviser_Training_Handout_March_2017.pdf

Training: Three fall academy sessions are offered in August to introduce faculty and advisers to Self-Service.

Calling all Faculty and Advisers: Using Self-Service for First-Year Registration, Grading Online, and More
Thursday, August 24, 10:30-noon, SciA 214
Tuesday, August 29, 3:00-4:30pm, SciA 214
Thursaday, August 31, 1:30-3:00pm, SciA 214

Ellucian Self-Service is the replacement for WebAdvisor (which is slowly phasing out). You can login at go.wlu/self-service or access Self-Service from your WebAdvisor Faculty menu.

Advisers: For first-year (2021), sophomore (2020), and junior (2019) students, advisers use Self-Service for the following functionalities:

  • View advisee final and midterm grade reports (do not have to use Entrinsik Informer for this)
  • View advisee 'Progress' (degree audit)
  • View advisee academic course history in pdf format
  • Review advisee course plan for future terms
  • Compose notes that are shared with advisees and other advisers
  • Archive student plans
  • View advisee test scores screen

Faculty: Beginning in September for Fall Term, 2017, faculty will use Self-Service for the following functionalities:

  • View class rosters
  • Submit midterm and final grade rosters
  • Submit instructor consents

WebAdvisor processes that will remain active during the 2017-18 academic year include:

  • adviser registration authorization for advisees
  • managing waiting lists
  • section maintenance (managing active course limit)
  • grade change request link
  • department/program head proxy screens

Ellucian Self-Service Student Planning is the registration module used by students, as the replacement for WebAdvisor (which is only used by seniors (2018) during 2017-18).  Current first-year, sophomore, and junior students will use Student Planning for course planning, viewing 'My Progress' (their degree audit), and register for classes with Fall 2017 registration. Students can perform academic planning activities such as searching for courses, planning their terms, and scheduling and registering for course sections.

Why move to Self-Service?

  • WebAdvisor is phasing out and this is the Ellucian replacement
  • To improve registration and course planning for students
  • More modern web interface and usability features

Quick overview of registration

Registration in Fall and Winter terms

  • Students register for a full-time load during their class-year registration window. Students will have 'Pick One' followed by a  'Pick Three' window by class year.
  • Students may add to waiting lists, but no waitlist offers are made during initial registration.

Adviser Electronic Authorization for Advisees

  • Authorization is made by advisers by clicking an authorization check-box in WebAdvisor and clicking through the confirmation screen.
  • Department Head Registration Authorization Proxy is back-up to all department faculty and their advisees.

Instructor Consent

  • In Self-Service, Individual instructors will submit the names of students who will be either a). granted consent to take a specific course section, or b). for whom the instructor is approving for an override to the prerequisite or a registration restriction, such as class-year or major-only requirements.
  • For example, if a course description states: Prerequisites: ECON 101, sophomore standing and instructor consent; then the Instructor Consent process will override all three requirements.
  • Instructors manage this by entering student IDs on the Self-Service Instructor Consent screen.
  • What instructor consent does NOT do: It is not online consent for a student to be added to a closed course or to be enrolled from the waiting list into a class. Instructor consent does not register a student in the class, it allows the student to register if their window is open and there is a seat available. It also allows them to waitlist on a course.

Waitlisting in Fall and Winter terms

  • Students can add their name to a waiting list for any course section once a section has closed during registration.
  • During initial registration (windows opening by class year), waiting lists are created once the active course limit for that class year has been reached. If a seat opens, even when a waiting list has started, a student can register into it. When the next class year window has opened, and if the active course limit has been increased, then students can enroll in the course even though a waiting list has started. Allowing students to enroll into waitlisted sections is turned off after initial registration for all class years as concluded.
  • Students can only add to a waiting list if they would have been able to register in the class. So if "Instructor consent" is required for registration in the course, then they must have instructor consent to add to a waiting list.
  • Instructors are encouraged to manage their waiting lists (if they wish) after class-year registration windows have closed and before waitlist offers are made (noon on Monday after registration).
  • Note: There is no immediate or 'automatic' process by which a faculty member can 'click in' a student. Faculty can only re-rank students on their waiting lists.
  • The process of offering seats to students on a waiting list will begin the Monday at noon after class-year registration and continue through the beginning of the term online drop-add.
  • As a seat becomes available, and waitlist processing occurs, students on the waiting list for a course will receive an email indicating that that they have been offered a seat in the course and this gives them permission to register for the course.
  • Students are given a deadline by which to process a registration change after which the seat is offered to the next student on the list.
  • Students cannot add onto the waitlist, unless they are eligible to register in the course.
  • Students can waitlist on only one section of a multi-sectioned course.
  • Department Heads can view and adjust waitlist ranks through the Dept Head/Program Waitlist Proxy link. Only the department head can adjust the active course limit for a section, in order to actively have an offer be made to the top-ranked student on the waiting list.

Section Maintenance

  • Department or Program Heads maintain section capacities and the instructor consent flag on course sections for your department or program. Instructors can manage their active course limit, if permitted by the department and not above the expected capacity.
  • The Current Active Limit or Registration capacities (live caps utilized during registration) can be changed as registration windows open to allow different number of seniors, juniors, etc. into a course. Expected capacities are noted on the course offering list, so that students can project the number of students who will ultimately be allowed in the course.
  • Only administrative assistants or the University Registrar's office can manage the global capacity limit set for cross-listed courses. It is important that the department head not adjust the active course limits for these sections, but have them managed through Colleague UI 4.3 and the administrative assistant. See the instructions for this.

Administrative Assistants - if desired by the department or program head, academic administrative assistants can be trained through the Colleague WebUI program to be the back-up for all of these processes (except adviser registration authorization).

Registration for First-Year Students during Orientation

Detailed schedule here

  • FY students will be trained on the Self-Service Student Planning registration system on Tuesday of Orientation.
  • On Tuesday students will enjoy the Academic Fair then meet with advisers over lunch and further into the afternoon if the adviser wishes.
  • On Tuesday afternoon at 3:30 p.m. the "Pick One" registration window will open and allow FYs to register for their highest priority course (actually up to 4 credits for laboratory courses).
  • On Wednesday morning, students will meet one-on-one with their advisers at assigned times: 9:00, 9:30, 10:00, 10:30 or 11:00 and complete a full-time load (min. 12 credits). Adviser 'authorization to register' in WebAdvisor will be part of the Wednesday morning registration process and advisers are encouraged to authorize registration one FY advisee at at time in case a student does not show up for their registration appointment. Waitlisting processes are suspended during FY registration.
  • Students who do not have a full-time load by Wednesday at noon, will be invited to meet with the deans for registration clean-up from 1:00-3:00 p.m. in Elrod Commons 206 (Chavis Boardroom).
  • Students are not able to register for a conflicted schedule. FY can add to waiting lists after noon on Wednesday.
  • Drop/Add for all students begins on Wednesday at 5 p.m.