Internal Work Flow for Late Registration Requests

Relevant to: faculty and staff

This article contains information considered accurate at the time of publishing. Technology updates, changes in University security practices, policies and procedures may affect the information in this article - updates to articles are scheduled on a periodic basis and will address any required changes.

Introduction

The following article details the workflow steps for processing Late Registration requests for students.

Workflow for Late Registration Requests

Defining Acronyms

  • RO - Registrar's Office
  • WF - Workflow
  • WL - Work list

Important Tips for Processing Late Registration Requests

  • The goal is a 24-48 hour approval and processing time.
  • One add or one add/drop per request.
  • The WL will be a combination of grade change requests, registration change requests, and credit overload approval requests. Only approve the items in the queue that have your last name listed next to DC. The column named “Activity” will specify the contents of the request.
  • Instructors of the course additions are not part of this WF. If a Department Chair needs to review a request with the instructor, they will need to do so outside of the WF, prior to approving or denying.
  • Save & Close will only save your inputs and keep the request in your WL queue.
  • Must click on Complete to move the WF.

Step 1 - Student Action

  • Student signs into MySUNYEmpire to authenticate.
  • Selects Registrars from the drop-down.
  • Under the Quicklinks header, selects Late Registration Request.
  • Student reads acknowledgements, fills out, and submits.

Step 2 - Internal Actions

  1. WF automatically checks for any barriers (registration or account holds). If a student has a barrier, an auto email is sent to the student through WF and the process ends.
  2. No barrier, the request goes to the Department Chair WL queue. The request is cross-walked to the course division, and an email notification email is sent to the Department Chair through WF.
    • Department Chair approves WF - sends an auto email to the mentor/advisor and the request appears in RO WL.
    • Department Chair denies - WF sends an auto email to the student and the process ends.
  3. If approved by the Department Chair, the request stays in the RO WL and awaits response from mentor/advisor via RegistrarsOffice@sunyempire.edu.
    • Mentor/Advisor approves - RO manually completes the registration in Banner Admin, and sends the student an auto email via WF (cc: mentor/advisor and student accounts).
    • Mentor/Advisor denies - RO enters the denial into the WF, an email sends to the student automatically via WF and the process ends (cc: mentor/advisor).

Special Cases

EDPL Course Addition - UG Only

  • If there is an EDPL approval needed, the WF pushes the student’s submission directly to the RO WL queue to register the student and finish the WF. A notification is sent to the student (cc: mentor and student accounts). Mentor approval is not required for EDPL courses.

Request Needs an Overload Approval

  • If there is an overload approval needed (UG > 16 credits, GR > 12 credits), RO will send a separate email to the Department Chair  and mentor, requesting approval.

Non-Degree Seeking Students

  • Follows WF process and bypasses the mentor/advisor approval.
Print Article