Advising & Course Enrollment Information - For Faculty

Click here for a list of useful faculty advisor resources.

Overview

Advising for spring 2017 (1172) is scheduled for March 20 through Friday, March 31. The first week is often reserved for students who have declared a major and the second week is often saved for for those who have not yet declared a major. You may, however, advise either group in either week. SIS will open for course enrollment on Monday, April 3.

All non-majors and many majors will first need to see their faculty advisor who will release their advising hold allowing them to enroll in classes.

NOTE: Some major departments do not place a hold on their majors. Only the department who placed the hold should remove the hold. Students should check their Student Center to see whether they have an advising hold or a hold from another University office. Those who have an advising hold must see their advisor.

Students are initially permitted to enroll in 15 credits; on August 7 the maximum will be raised to 17 credits. Students who wish to take 18 or more credits need the permission of their Association Dean and should file the Credit Hour Overload Request Form which is available in 101 Monroe Hall.

Detailed instructions on course enrollment, fee payment and account deactivation are available on the UREG homepage. The Schedule of Classes (the SOC) will be available by mid-March.

All departments should have fall 2017 course descriptions posted online by mid-March.

Direct questions about the selection of fall courses as follows:

Questions about SIS Access Rachel Most; 4-8873; rm5f@virginia.edu
Advising Procedures Kirt von Daacke, 4-8986; kv2h@virginia.edu
Department Procedures and Policies Undergraduate Program Directors
Adjustments to Department Course Data rooms@virginia.edu
College Policies Rachel Most, 4-8873; rm5f@virginia.edu
Faculty Advisors contact the student's Association Dean
SIS Help 924-HELP

General Information

Faculty members control the number of students in their courses by setting the authorized enrollment and by determining class section restrictions. Briefly, the differences between the wait list and the permission list are as follows and there are three options:

1. Unless otherwise specified a wait list will be automatically created when a class fills. Students wanting to add a class that is full will be directed to the wait list. The wait list runs each night and no work is required by the Faculty member teaching the class.

2. Instructors who wish to control their class enrollments after a class fills should request that BOTH the wait list and the permission list be turned off. Once the class fills, the instructor must then send a message to permission@virginia.edu requesting that the permission list be activated. The instructor must then check the permission list daily and invite students to enroll as space permits.

3. For a "true instructor permission only" class (where all enrollments are granted by the instructor) arrange to have your permission list turned on before course enrollment begins.

Once enrolled in a course a student may not be excluded by the belated imposition of course restrictions. Enrolled means enrolled unless a student has ignored prerequisites listed in the Course Catalog and/or published in the University Record. Faculty are obliged to accept students who add into their courses through SIS.

Faculty who wish to enroll a student who is not on their wait list or permission list can use the Ad Hoc Permission function in SIS. This could result in a class being over-enrolled so caution is advised.

Adding students via either of these methods could result in over-enrolling a class. That is, course action forms and ad hoc permissions do not alter the authorized enrollment. The total enrollment of the class will be any student permitted to add via paper course action form and ad hoc permissions PLUS the system enrollment of the class.

As a matter of equity NO CAFs OR AD HOC PERMISSIONS SHOULD BE PROCESSED OR GRANTED PRIOR TO August 7.

Every College student has a Faculty advisor. Students can verify the name of their advisor(s) in their Student Center in SIS. Students will seek out the advisor in the SIS as of March 17; those students with no advisor should contact their Association Dean.

Enrollment is limited to 15 credits until all students have gained access to SIS; on August 7 students will be able to enroll in 17 credits.

Once "in" the SIS, a student may return to make changes until the add and drop deadlines. Check the College calendar for the drop, add and withdrawal deadlines.

Students who have enrolled in classes, paid their bills and have no enrollment holds will be considered "here" and enrolled. Students who plan to be on leave during the upcoming semester must complete the Leave of Absence Form BEFORE the first day of classes or they risk being charged and responsible for the full or parial tuition amount.

Students with any kind of a hold in place on the first Friday of the semester will be disenrolled and dropped from all their classes. As applicable, their University of Virginia ID card will be deactivated, and UVA Housing, UVA Dining, Cavalier Advantage and all other student privileges will be unavailable.

Undergraduate students wishing to enroll in College courses beyond the 5999-level should complete the "6000 Form" for the appropriate semester. Forms are available in Monroe Hall. Students will need to seek permission from the instructor, the Director of the Undergraduate Major Program, their advisor and Association Dean; all signatures are required on the form. Courses in other schools must be approved by the instructor and the department chair. Signed forms should be submitted to Monroe Hall for final approval.

Class section restrictions and authorized enrollments originate when departments submit courses to UREG. Departments can make changes and authorize closing enrollments by notifying UREG (rooms@virginia.edu).

The Advising Newsletter is available year-round. Changes or additions are welcome, and the web page will be updated throughout the semester as new information becomes available. Please e-mail material to Abigail Holeman.

College Calendaring and Communication Tool

All advisors have access to the College's calendaring and communication tool. This can be used to email advisees as a group or by sub-groups (e.g., year, major). DUPs may also request access to this tool by emailing Abigail Holeman.

Directions for Major Advising

Departments determine and announce all instructions for advising their majors. Please plan to have well-publicized the instructions for advising majors at least one week before the start of the offcial advising period (see the calendar for specific dates). Program Directors may use the DUP Advising System to e-mail all majors. (If you are a DUP and unable to access the system, please contact Abigail Holeman.)

Departments may also determine policies concerning enrollment. If a student neither calls the instructor in advance nor appears at the first class meeting, the student's enrollment may be canceled, for example. Common to all such policies is wide publicity in Department newsletters and course descriptions before course enrollment begins.

Please schedule expanded office hours during the weeks of April 3 through April 6 . Please also make arrangements with those advisors who for whatever reason are unable to meet their advisees as expected. Faculty are encouraged to use the appointment scheduling tool in the online advising system.

For those major departments that have placed an advising hold on majors, those students may not select their courses until they meet with their advisor and the hold is lifted. The College (Monroe Hall) will not intrude in Department procedures by lifting advising holds. Only the department who placed the hold should remove the hold.

Directions for Lower Division (Non-Major) Advising

Faculty use SIS to access the Academic Requirements (AR) and transcripts of their advisees. You may find it helpful to ask each advisee to bring an AR report or their laptop with them when they meet with you. You may make this request when you contact your advisees to inform them of your office hours.

Please schedule expanded office hours during the two weeks of advising so that students can sign up for an appointment. We encourage Faculty to use the online calendar to schedule office hours. In the event students fail to come by during your expanded office hours, it is suggested that you schedule one or two subsequent group meetings rather than schedule individual meetings.

DO NOT RELEASE ADVISING HOLDS TO YOUR ADVISEES WITHOUT FIRST MEETING WITH THEM IN PERSON.

course selection worksheet and course enrollment time schedule worksheet are available for students to help them plan their schedules, but it can also be useful for Advisors to keep track of student enrollments and plans.