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Faculty & Staff > Academic Advising For Faculty > Registration

Registration

Registration Process
Registration Appointment Times for Students
Resources for Student: Enrollment Checklist
Resources for Student: UMC Catalog
Student Responsibility in Registration Process
How to Register: Web or In-Person Registration
Petition for Registering in Nineteen or More Credits
Guidelines for 1000/3000 Level Courses
Gaining Admission to a Closed Course
Course Repeat Policy
Drop and Add Courses
Change Registration
Course Substitution Approval

Registration Process

This section of the Advising Handbook contains information that will assist advisors with helping students effectively register for courses. Information in this section provides advisors with guidance in regards to advisor and student responsibilities in the registration process.

Contacting Advisees
Prior to official semester registration dates (fall and spring):

  • Email your advisees to identify yourself as their advisee (obtain advisee names and email list from UMC Management Reports). Regardless of their class standing (freshman, sophomore, junior, or senior), encourage advisees to schedule a time to meet with you to ensure that they are registering for the appropriate courses on their path to graduation.
  • If you haven’t already done so, inform students of your role as their academic advisor and the importance of your academic relationship in relation to their success
    • Full-time students (12 or more credits) are assigned to a faculty member in the department of the student's major interest for advisement purposes.
    • Part-time students (fewer than 12 credits) may request a faculty adviser by contacting the department head or program director of the area in which they intend to concentrate their studies.
    • Faculty advisors assist with program planning, setting and reviewing educational objectives, registration, career planning, and other matters of an academic nature.
    • Students should make an appointment for this purpose. Students are encouraged to visit with their advisor as often as they wish.
  • To ensure ease of scheduling advisee meetings, post a schedule of times that you’re available on your office door. In your email message to advisees, instruct students to come by your office and schedule an appointment with you on the posted schedule. Students should meet with you within one week before their assigned registration date.

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Registration Appointment Times for Students

Management Reporting has reports that provide you with information about your advisee's registration appointment times.

  1. Simply logon to Management Reporting
  2. Enter "Advisees" in the Search field and then select: My Active Advisees – Registration Appointment Times

Provides registration appointment times for students on the My Active Advisees Roster. Report includes registration appointment times, service indicators that hold registration and enrollment status for the term. The term displayed is the most recent term where appointment times have been generated in PeopleSoft (excluding summer terms).

Priority Registration
Priority registration allows a student with a documented disability to register at the beginning of the registration queue. Requests for priority registration may be made by the student or the student’s academic adviser to the Office for Students with Disabilities. For more information, contact the office at 218-281-8587. TDD users may call 218-281-8565 or use the Minnesota Relay Service at 1-800-657-3529.

  • In the email message to advisees, encourage students to prepare for their meeting with you by reviewing their APAS report and Class Schedule and identifying courses that they want to register for (checking the online Course Section Status for available times, identifying prerequisites, etc.).

Online (Section E90) Course Registration
Permission numbers for online courses are no longer needed. During queued registration stages 1-9 distance delivered courses designated by Class Section = E90, P90, or T90 will only be open for registration to students officially enrolled in distance education sub-plans (Online, Distance, BMM Metro, BMM Roseau, BMM Warroad). Beginning with open registration, registration in distance delivered courses will be open to all students.

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Important Resource for Students – Enrollment Checklist

To help students with the registration process, provide them with the following helpful “Enrollment Checklist” by copying and pasting into your email to students or printing off and providing to students during your office meeting.

Students should run through this check list before registering on the web or before going to Registrar’s Office with a completed Registration Form. Students will be able to avoid frustrating delays by following these hints:

  • Meet with your faculty adviser to discuss your program needs, review your course selections, and finalize your planned schedule. Make an appointment with your adviser to do this at least one-week before your scheduled registration time. Although an adviser's signature is not required for web self-registration it is strongly recommended that you consult with your adviser to insure appropriate course selections.
  • Access your APAS report to determine courses you need to complete to fulfill graduation requirements. Go to the OneStop Web site and select "View APAS Report".
  • Use Graduation Planner - to explore majors and minors, plan for the courses you need to take to graduate, and work with your adviser to plan for your degree. Remember that your academic adviser is the most reliable source for degree-planning information – always work with your adviser as you plan your University career. Your adviser will be able to view and comment on the plan you create.
  • Review the class schedule -and /or use the web Course Search - to identify courses appropriate to your needs. Carefully read about the course: What’s it about? What prerequisites do you need? What liberal education requirements does it fulfill? When is it offered? When should you take it?
  • Complete a sample Schedule Worksheet - including possible alternative courses to substitute for closed sections/courses. You can check to determine if classes are "open" or "closed" by reviewing the section status reports.
  • Do you need any class permission numbers? (Remember -- Permission numbers for online courses are no longer needed.) Is instructor approval printed in the prerequisite statement of your course? Is it after the first week of classes? Permission numbers will be issued by the instructor and/or department. All class permission numbers expire at the end of the second week of the semester.
  • Clear any "holds" at the appropriate office.
  • Do you know the name, telephone and policy number of your hospitalization insurance company or your HMO? Unless you provide this information on the Student Hospitalization Insurance form, or provide or verify this information when registering yourself, you will automatically be charged for University-sponsored hospitalization insurance - if you are a degree-seeking student enrolled in six (6) or more credits) automatically assessed the Student Services Fee.
  • Go to the registration Web site. Sign on using your Internet ID and password (e-mail username and password).

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Important Resource for Students – University of Minnesota, Crookston Catalog

Encourage students to have a copy of the UMC Catalog (or direct them to find it online). The catalog describes degree programs and their requirements, as well as descriptions of courses that are offered. A printed copy can be obtained from Office of Admissions, 170 Owen Hall. An online version is posted at. The catalog includes information on admission requirements, application procedures, expenses, financial aid, academic and general policies, registration, course descriptions, degree programs and their requirements, and courses for all programs offered at UMC.

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Student Responsibility in the Registration Process

When advising new students, it’s important to advise students that by registering for classes, they enter into a legally binding contract to pay all tuition and fees, including any non-refundable fees. Instruct students to become aware of this responsibility by thoroughly reading the University Catalog and Class Schedule. The policies in the online Class Schedule directly affect their registration. Students are responsible for all the information: instruct students to avoid potential problems by reading carefully through the various sections and by checking the prerequisites of all the courses. Students can receive credit only for those courses for which they are properly registered. Likewise, students must pay for any course for which they register unless they officially cancel online or submit a completed Registration Form at the Office of the Registrar during the 100% refund period. If students cancel after the 100% refund period, they must pay for any portion of the course for which they do not receive a monetary credit. In addition, if students attend a class without registering for it, they will be considered an auditor in the course and will be billed for full tuition and fees.

Ultimately, registration is the student’s responsibility. The advisor provides guidance and suggestions as well as the necessary information and resources they need to understand and complete registration that helps them progress towards graduation. After registering for specific courses for the coming term and paying fees, the student has a contract with UMC whereby the college agrees to make certain instruction and facilities available and the student agrees to fulfill certain course requirements. Errors, late registration, failure to observe established procedures, or excessive changes in registration not only cause an imposition on others, but also are costly and time-consuming for the individual and the college. Registration dates are listed in the academic calendar section of the UMC Class Schedule. Students should make sure they have completed specific prerequisites before registering for a course.

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How to Register

The University provides two methods of registering for courses: (1) self-registration using online resources and (2) completing a Registration Form, with advisor assistance and signature, and submitting the form to the Office of the Registrar. Student self-registration using the World Wide Web is available to most students. In-person registration is available to all students at the Registrar’s Office, 9 Hill Hall. The following information provides a description of both registration methods and describes the student and advisor roles and responsibilities associated with each method. As an advisor, it’s important to share this information with students.

Eligibility for Self-Registration
Students must meet two criteria in order to be eligible to self-register using the web:

  1. Students must be an officially admitted degree-seeking student (PSEOA, Adult Special, and College in the High School students are NOT eligible), and
  2. Students must have a UMC cumulative GPA of at least a 2.00 or be in your first term of enrollment at UMC. All other students MUST register in-person. All in-person registrations require adviser approvals.

General Information for Self-registration
Registration is available on the World Wide Web, on or after the student’s scheduled registration time, using Internet Explorer or Netscape Navigator, version 4.X or higher. Students and advisors can find out the student’s scheduled registration time by logging on to the web registration site, or by referring to the Registration Queue. Web self-registration is available Monday - Thursday from 7:00 a.m.-12:00 midnight, Friday from 7:00 a.m.-10:00 p.m., and on Saturday from 8:00 a.m.-6:00 p.m., except on official University holidays. To use Web registration, students will need to enter their Internet ID and password. If students have forgotten their password, have any problems logging on to Web registration, or are bumped off the system, instruct them to contact the Help Desk at 281-8000. In-person registration is available at the Office of the Registrar, 9 Hill Hall, 8:30 a.m.-4:00 p.m., Monday - Friday.

WEB REGISTRATION
Web registration
For assistance with web registration, encourage students to use the help buttons listed on the registration screens. Web registration can be an easy process if they follow these simple steps.

  1. Students should clear at the appropriate office any “holds” they have on your record (e.g., unpaid bills, academic probation, etc.). Students can determine if they have any holds by logging on to the web registration site.
  2. Students should review the class schedule to identify courses appropriate to their needs. The class schedule is available online.
  3. Students need to make sure they have completed specific prerequisites before registering for a course.
  4. Encourage students to complete a sample Schedule Worksheet including possible alternative courses to substitute for closed sections/ courses to assist them in the registration process. Students can check to determine if classes are “open” or “closed” by reviewing the section status reports online.
  5. If students are going to self-register by using web registration, encourage students to meet with you to discuss their program needs, review their course selections, and finalize their planned schedule. Encourage them to make an appointment with you at least one-week before your scheduled registration time. Although an advisor’s signature is not required for self-registration it is strongly recommended that students consult with their advisor to insure appropriate course selections.
  6. Students may need class permission numbers if the course requires instructor approval, if students are trying to register for a closed course, or if it is after the first week of class. In these cases, students must have a class permission number to successfully register for a course. A class permission number is a random number available from the instructor that allows students to register in the course. It is the instructor’s decision to give permission numbers to students. If students need a permission number from an instructor, direct them to immediately contact the instructor for the course they need to respectfully request a permission number.
  7. Students need to know the name, policy number, and telephone number of their health insurance company or HMO when web-registering. Unless students provide this information on the Student Health Insurance Application/Waiver Card, or provide or verify this information when registering, they will automatically be charged for the University-sponsored health insurance program if they take six or more credits.
  8. Students can register at the University Web site by signing on using their Internet ID and password (e-mail username and password). If students have not already set up this account, direct them to visit the Account Initiation link and authenticate themselves. Once they enter this information, they click submit. A screen will come up telling student that they have successfully logged on. Instruct students not to not close this screen—they will need to keep this screen active while they register (instruct them to minimize it).

If students need help with the web-registration process, provide them with the following information on the steps to get help:

  • To have their password reset, they can call the Help Desk at 218-281-8000.
  • For help with advising or planning their schedule, they should contact their Department office or advisor.
  • If they have trouble accessing the Web, they can call the Help Desk at 218-281-8000 for assistance.

IN-PERSON REGISTRATION
To register in-person, you MUST approve and sign the student’s registration form before they present it at the Office of the Registrar.

  1. Encourage students to review the class schedule to identify courses appropriate to their needs before they meet with you. Students should also make sure they have completed specific prerequisites before registering for a course.
  2. Encourage students to draft a sample Schedule Worksheet including possible alternative courses to substitute for closed sections/courses. Students can find the Schedule Worksheet form at the back of the Class Schedule.
  3. Encourage students to meet with you to discuss their program needs, review their course selection, complete the registration form, and secure approval for registration. Direct students to make an appointment with you at least one-week before your registration appointment. Please note that non-degree students may not have an assigned adviser.
  4. Students may need class permission numbers if the course requires instructor approval, if students are trying to register for a closed course, or if it is after the first week of class. In these cases, students must have a class permission number to successfully register for a course. A class permission number is a random number available from the instructor that allows students to register in the course. It is the instructor’s decision to give permission numbers to students. If students need a permission number from an instructor, direct them to immediately contact the instructor for the course they need to respectfully request a permission number.
  5. Students need to know the name, policy number, and telephone number of their health insurance company or HMO when web-registering. Unless students provide this information on the Student Health Insurance Application/Waiver Card, or provide or verify this information when registering, they will automatically be charged for the University-sponsored health insurance program if they take six or more credits.
  6. After meeting with the student and completing the Registration Form, instruct them to bring the completed form to the Office of the Registrar at or after their scheduled appointment time to register. If the student is registering at UMC for the first time, direct them to contact the Admissions Office for admission requirements and then call the Office of the Registrar, 218-281-8548, for registration information.
  7. Inform students that they need to pay their fees before the advertised deadline date for fee payment. Registration is not completed until fees are paid. Open Registration. Contact the Office of the Registrar, 9 Hill Hall, 218-281-8548 for appropriate hours and dates. The office is open 8:00 a.m. to 4:30 p.m. Monday through Friday.

If students have questions related to their registration (credit load and financial aid, billing, etc.), direct them to the appropriate office.

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Petition for Registering in Nineteen or More Credits

Students planning to register for more than 19 credits during the fall and spring semester, and 9 credits during the summer term must secure permission from the Academic Standards and Policy Committee. Student petition for an exception to administrative policy form for approval of an overload of credits are available in the Office of the Registrar. To carry more than 19 credits, students should have a minimum 3.00 cumulative GPA.

MULTI-INSTITUTION ENROLLMENT

Attendance at another University of Minnesota Campus -- Twin Cities, Morris, Duluth, Rochester, and Crookston
A consortium agreement exists among the five campuses of the University of Minnesota that enables students to attend another campus. Students are allowed to attend for one term during an academic year without losing status or jeopardizing their eligibility for student financial aid at their home campus. NOTE: This policy does NOT apply to students required to complete courses offered at another UM campus as part of the degree requirements (e.g., Agricultural Education, Equine Industries, Psychology). Consult with the academic department head for more information.
Multi-institutional students fall into two categories:

  1. Students who are enrolled on two campuses for one term. (For example, student is enrolled on his/her home campus but want to take a distance learning course from a co-campus.)
  2. Students who want to enroll on a co-campus instead of his/her home campus. (For example, student wants to take courses not offered on his/her home campus.)

UMC students who are interested in applying to attend a co-campus should contact the Office of the Registrar at (218) 281-8548 to request an application. Students are expected to complete the application one month before the start of the term.

Financial Aid Approval- If students are receiving any grants, loans, work-study, or scholarships, the student must discuss his/her plans with a financial aid officer. Written approval from the financial aid officer is required. Financial aid can only be used for courses in which students are registered through the University.

Tuition and Fees- A Board of Regents' policy caps tuition and fees for students at the home-campus at the 13-credit tuition plateau. If students take classes at more than one campus simultaneously, the student will receive bills from each campus. Students will be charged separate tuition and fees for classes taken on each campus. If the total tuition students are charged by all campuses exceeds the 13-credit tuition plateau, the amount will be pro-rated so that the total tuition charge is equal to the home-campus tuition cap. If the total tuition charge from all campuses is less than the home-campus 13-credit tuition plateau, students will be billed for the full tuition amount for the credits students are registered in from each campus. If students are assessed student service fees from more than one campus, they are to contact the Office of the Registrar at his/her home campus, or the visiting campus, to have one set of fees removed. The Duluth and Twin Cities campus may assess non-resident tuition rates if students are not a Minnesota resident. Residents of North Dakota, South Dakota, and Wisconsin may need to submit reciprocity forms in order to receive the reciprocity tuition rate.
Please click here for a Multi-I Enrollment Form: Multi-I Application (pdf)

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Guidelines for 1000/3000 Level Courses

Students must have completed 30 or more semester hour credits to take upper division (3000 or 4000 level) courses

  • 0xxx—courses that do not carry credits toward any University degree, do not carry grade points and are not included in GPA calculations. All 0xxx courses shall be graded on the satisfactory-no credit (S-N) system unless explicitly authorized by the Faculty Assembly.
  • 1XXX Courses primarily for students in their first year of study.
  • 2XXX Courses primarily for students in their second year of study.
  • 3XXX Courses primarily for students in their third year of study.
  • 4XXX Courses primarily for students in their fourth year of study.
  • 5XXX Courses primarily for graduate students but third and fourth year students may enroll.

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Gaining Admission to a Closed Course

In general, students should first go to the department offering the course, where they may be put on a waiting list or be referred to the instructor for permission to register. Direct students to attend the first class meeting if they are on a waiting list or need the instructor’s permission, to see if more students will be admitted. To register for a closed course, students must obtain a class permission number from the instructor.

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Course Repeat Policy

A student may repeat a course only once. When a student repeats a course, (a) both grades for the course shall appear on the official transcript, (b) the course credits may not be counted more than once toward degree and program requirements, and (c) only the last enrollment for the course shall count in the student’s grade point average. The preceding sentence of this policy shall not apply to courses using the same number but where students study different content each term of enrollment; all such courses falling under this provision must be approved by the appropriate academic department.

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Changes in Registration - Drop and Add Courses

Subject to certain limitations, students may add or cancel classes or may change grading options. Course additions and changes to or from S-N grading are allowed for 15-week term courses without penalty during the first two weeks of the semester or before. Courses cannot be added after the second week of classes. Procedures for adding or canceling are different if students use web self-registration than if they are required to register in-person. Deadlines are different for part-term courses.

Tuition Charges and Refunds for Course Additions and Cancellations
Full tuition is charged on a per credit basis for all changes in registration that increase the student’s credit load. However, no additional tuition is charged when any course addition is balanced at the same time by a course cancellation, i.e., a cancellation equal to the number of credits being added. (Online courses qualify as replacement courses only if the course being added is also an Online course offered during the same session.) Refunds are issued on a per credit basis according to the refund rate that applies to the date of cancellation. Direct students to the Financial Aid Office to understand how these changes will impact their specific financial aid package.

Retroactive Tuition Refund
In a very limited number of circumstances (e.g., medical, military duty, attendance at another institution) retroactive cancellation may be possible. If retroactive cancellation is authorized within one semester of the term in question and no later than August 31 of that fiscal year, students may be entitled to a tuition refund. Petitions for retroactive tuition refund based on a failure to cancel or nonattendance will not be approved. Direct students to check with the Office of the Registrar in 9 Hill Hall for more information and a petition form.

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Change Registration

To change course load or grading system, direct students to do the following:

  1. Make changes online.
  2. Meet with you to complete a Registration Form if canceling in person. Check the box indicating cancel/add and note the number of credits the student will have after this change.
  3. Depending on the change, the student will need to obtain the necessary instructor, advisor, or Academic Standards & Policy Committee approval if required.
  4. Turn in the Registration Form (and all required class permission numbers) at the Office of the Registrar where students will receive a revised study list. Any assessment or credit amount that results from a change in registration is posted to the student’s account at Student Accounts Receivable. New assessments will appear on the student’s next billing statement.

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Course Substitution Approval

Under special circumstances, such as the institution not offering the course as scheduled and, thus, preventing a student from graduating that semester, a student may be given approval to substitute a required course with another. The Approval for Course Substitution form must be completed and approval must be granted by the program advisor and the appropriate department head and submitted to the Office of the Registrar.

First Day: Mandatory Attendance
You must attend the first class meeting of every course in which you are registered, unless you have obtained the instructor's approval for your intended absence BEFORE THE FIRST MEETING. Instructors have the option of dropping students who do not show up for the first day of class; however, they are not required to do so. If you wish to remain in a course in which you were absent the first day without prior approval, contact your instructor as soon as possible. Instructors have the right to deny you admission if the course is full.

General Attendance
Instructors are responsible to give students written statements of the Attendance Policy to be observed in each course. Each instructor determines the attendance policy so all requests for absences must be made directly to the instructor. Students may be required to verify absences for illness. All assigned coursework should be arranged with the instructor in advance when anticipating absences for official college activities.

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