Registrar Module


Administrative or Student portal use:

  • Registration order is controlled by School and Class level of student
  • Prioritize courses selected during advisement
  • Enforce pre, co and pre/co requisites for courses registered
  • Enforce closed sections, course time conflicts and credit maximums for term
  • Post student’s Financial Aid package for registration term (if allowed)
  • Rule based tuition and fees – based on rules for School, Campus, Class, Full-Time
  • Flexible Tuition and Fees get posted during registration
  • Provisional or Uncleared registrations are allowed but are monitored and cancelled.If certain criteria are not met in time – financial or academic issues involved

Student portal use ONLY:

  • Cannot override certain aspects allowed in administrative Registration: Such as requisite checking, time conflict
  • Portal registration by student allowed only if advised and paid up

Kiosk Registration

In CAPS, Kiosk Registration is a stricter version of the registration program used by administrative staff, with the following criteria applied (not optionally, as is the case with the admin. version):

  • Selection of each course and section is by dropdown only.
  • If a course has one or more co-requisites, or a chain of implied co-requisites exists, a cascade of selections is mandated, requiring a choice of section from each course in the co-requisite list.
  • A course with an unmet pre-requisite is not available to a student using Kiosk registration.
  • The addition of a course-section (or a change of section of an ongoing course) must not result in a time conflict with either a course-section being added, or an existing course-section.
  • Advisor approval is required for a student to register for a semester, unless the student’s home campus is exempted (or if a student flag override is set). Sometimes a term contains multiple semesters and a student may register for any courses within that term concurrently.

To access Kiosk Registration, a student may sign on to the Welcome Page Message Board page. Prior to the next start registration date-time, a countdown timer is visible, displaying a number of days, hours, minutes and seconds. When zero time remaining is reached, the online registration button is provided by an automatic page refresh.

A student may kiosk register for courses when the following conditions apply:

  • Student has met with her advisor (or student’s home campus is exempt from advisor approval requirement, or a registration flag override exists).
  • No ‘bad holds’ apply (such as academic, bursar, collection, default, conduct or probation holds).
  • Current day and time is within a semester’s registration period (class-level based fields).
  • Course sections with places available exist in the term timeframe with no time conflict among them.
  • International students without an I-20 visa are not allowed to kiosk register.
  • A student’s campus may imply that normally e-payment for course registration would be required unless the requirement is waived due to the existence of a corporate reimbursement flag or a payment plan flag. Payment using some or all of the student’s financial aid award is possible, if the student’s current balance plus financial aid award is not negative and e-payment is enabled (an attribute of home campus, which may be set in campus table maintenance).
  • If a missing documentation flag exists, registration changes are limited to existing semesters only.

The registration page allows two types of changes for ongoing (ungraded) courses:

  • Course drop, resulting in tuition fee liability according to the liability schedule (usually there is no liability incurred when a course drop is prior to the first day of class).
  • Change of section – where alternate sections exist with places remaining, subject to time conflict checking.

New course/sections may be lined up as a validated list and processed together with course drops or section changes.

When addition of new course sections and changes to existing courses is completed, the Update button will be active unless a time conflict exists. Resolving all time conflicts enables the update button, to enable the session to move forward to the confirmation screen summarizing course changes and fees, prompting the user to click either the confirm button (‘Accept Changes’) or the ‘cancel’ button (do not accept changes). If the student decides to ‘Accept Changes’ the registration process completes and a printable summary is generated.


Available Seats


The Available Seats program provides a list of all course sections by semester, with additional filters by school, department, faculty name, day-of-week, start time, end time, location (building or/and room) and course status (all sections, open sections only, closed sections only, or cancelled sections only). On changing school, year or term selectors, data for semester session, department and faculty dropdown is loaded dynamically. The available course list is generated after specifying School, Year and Term, plus optional filters, and clicking the “Go” button.

Course section list data is presented as a datatable, with sortable columns and instant search. List data includes, for a given course section, the number of places available, places taken, places remaining, number of course credits, location and times of class meetings, course title, faculty name, and any course messages or schedule messages.

Sections with a non-zero number of places taken include a link on Course Title, navigating to the Mini Roster screen for that course section, where all students taking that course section are listed (including also those who have withdrawn). A button to facilitate sending email to the whole class is provided. Double clicking on a student’s last name navigates to that student’s Transcript screen.


Students' Flag


Authorized administrative users are able to set any number of flags on a student’s account. Each flag may have some or all flag attributes true by default. Flag attributes restricting or blocking certain types of functional changes are hold flags. Some holds by default block new course registration, or prevent course drops. A flag is in effect when the start date is in the past and the end date is still in the future. To discontinue a flag, a user may set the end date to be today (or a date in the past). Alternatively if the flag attribute blocking some functionality is overridable, the truth of such an attribute may be set to false so as to discontinue a blocking flag, although more typically the end date would be changed from being in the future. No flags are ever deleted, resulting in a complete history trail of flag changes.

Besides 'blocking' type flags (holds), there are also assignable flags enabling such features as online student access to Kiosk, or enabling/requiring e-payment for course registration. Other non-hold flags include those indicating such concepts as ‘do not call’, corporate reimbursement, GED Pending, Library-loaned materials of concern, or “student is deceased”. Some flags are not user settable, but instead are implicitly derived from related data, e.g. nonresident alien flag (if no I-20 visa and has an overseas residential address).


Student Transcript Sample Transcirpt downlord

Provides a screen view of a student’s degrees, consisting of a concurrent list of semesters (for each degree listed), each semester containing a list of all courses either already taken by the student and graded, or ongoing (ungraded) courses, or dropped courses (grades W or WX).

Transfer credits – college accreditation from other institutions - may be entered directly by selecting a Transfer Type as per the following:

  • AP: Advanced Placement High School courses, transfer courses carrying college level credits associated with a High School CEEB code.
  • CP: College Board CLEP exams, also provide college level transfer credits, associated with a College CEEB code.
  • T: regular transfer course credits from other institutions of higher education, associated with a College CEEB code.
  • V: Validation credits, School of Nursing (SON) only, courses in file VALCRS and not listed as a degree advisor required course.
  • WV: waiver override of a course requirement with zero credits, usually selecting from a degree advisement course dropdown, to meet advisement level requirements.
  • [GT]: Grade Table courses: college credits from other institutions, with assignment of regular grades, counting towards the student’s GPA.

Worker Authorization

Student Transcript has a number of Field Level Overrides (FLOs) for conferring additional program functionality to the authorized user, including the following:

  • Ability to assign a grade or to change an existing grade (non-transfer course only).
  • Ability to change degree-level information e.g. Matriculation Date, degree campus, paper record, Honors type, Grad. Status ( Yes/Candidate/No), Grad. Date, School/Degree/Major/Concentration/Certificate/Certificate Date/Major2/Minor/Minor2
  • Change of a course title e.g. an Independent Studies courses is named ‘IS:’ generically by default and later renamed to be more specific.
  • Ability to R-suppress a re-taken course.
  • Able to generate an unofficial copy of the student’s Hardcopy Transcript as a PDF.
  • Able to invoke Ethnic Window to view or modify ethnicity data and racial categories.
  • Able to change course matriculation status.
  • SNR competency score history
  • Can read/set/modify course satisfied (CNR course equivalent) of a Transfer course.

Noteworthy Features

  • A degree may be added after specifying SDMCC data, matriculation date and a degree campus.
  • Courses may be moved all-at-once between open (non-graduated) degrees by nominating an ‘inter-school transfer’ target degree, checking off selected courses to transfer and invoking update.
  • A single course may be moved between open degrees using drag-drop of a course code, dropping onto the degree description heading its row of degree semesters.
  • Right-click on a semester pops up a Course Schedule browser window for that semester.
  • Right-click on a CNR course code navigates to Mini Roster for that course and section. Double clicking a student’s last name on the course mini-roster navigates back to Transcript.
  • Campus change: clicking on a degree campus blue ball sets Home campus to the degree campus. Degree or/and Home campus may be changed by switching to edit degree mode and clicking the underlined campus value to generate a dropdown containing all valid campus values from which to select.
  • Sort features: courses may be sorted by semester (with semester and thru’ credit and GPA summary data), by course (with GPA summary by course type), by grade and by R suppress, by clicking on the appropriate column header (semester, course etc.).
  • Use of AJAX and custom javascript event handlers to set/override default action of Enter key, escape key, back key etc., and control of browser refresh event (prevention of duplicate form submission).
  • Possible hook for audio user help messages.
  • Selection from advisement ‘smart dropdown’ for course equivalent of a transfer course when advisement data exists, otherwise dropdown selection of course by department, or manual/keyboard entry are the possible user input options.
  • Prompt to remind user if navigating away to a different page, with unsaved changes, allows user to return and save any changes
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