Introduction
This article contains registration information for Faculty and Staff and includes the following categories: Registration General Information, Commonly Asked Student Registration Questions, Just in Time (JIT)/ Totally Individualized Study (TIS)/Cross Registration, Educational Planning, and Veteran Information.
Table of Contents
Registration General Information
Term & Session Labeling
General Registration Deadlines
After Add/Drop
How to request an Override (capacity)
How to request a Credit Overload (over 16 credits)
How to access your Class Roster (this will open a separate article)
Commonly Asked Student Registration Questions
Course Selection Issues
Registration Issues
Just in Time (JIT)/ Totally Individualized Study (TIS)/Cross Registration
JIT Instructions
TIS Instructions
Cross Registration Instructions
How Students Register for their TIS/JIT/Cross Registration Placeholder
Educational Planning
Veteran Information
Registration General Information
Term & Session Labeling
Terms Labels - Please Note: the year indicated in the label is always the term year
Fall = 202180
Spring = 202210
Summer = 202250
Session Labels
Express Term One-8wk = first 8 weeks
Express Term Two-wk = last 8 weeks
Full Term = full 15 weeks
The Term Guide can be sorted by selecting which session you would like to view:
Registration Deadlines
Students can register for a course until the end of the add/drop period. However, students will incur a late registration fee if they register for their first course during the add/drop period.
Any reigstration changes that need to occur for the term must be completed during our add/drop week. No registration changes should be made after the add/drop week for the term.
*Any late registration will need to be completed through the online Late Registration Request Form*
After Add/Drop
If a Late Registration is needed after the add/drop period, please follow the steps provided in the Late Registration Request Student Guide.
How to Request an Override (capacity)
To request capacity overrides, primary mentors and advisors will need to complete the online request form found on Self-Service Banner (SSB). Once in SSB, select the Faculty Services block, and then the Capacity Override Request block.
Complete the form:
The request will automatically be sent to the department chair for review. The student and requestor will receive confirmation of the approval or denial. Please allow 1-3 business days for review time.
If approved, the student will need to take the action to register into the course. Please note that if the section has a waitlist, it will influence the decision.
If you have any questions, please contact Registrarsoffice@sunyempire.edu.
How to Request a Credit Overload (over 16 credits)
To request a credit overload, the primary mentor needs to obtain permission for the credit overload from their Department Chair.
If approved, the primary mentor needs to forward the student’s name, ID number, the total number of credits needed for the semester, and proof of Department Chair's permission (email is sufficient) to the Registrar’s Office, Registrarsoffice@sunyempire.edu.
Once the credit overload is processed, the student and primary mentor will receive confirmation that the student is now able to register for the additional credit hours.
Commonly Asked Student Registration Questions
Course Selection Issues
- Your student says, “It says the course is offered, but there are no sections listed.”
The student is likely viewing Browse Course Catalog instead of Browse Term Guide. While courses in the Course Catalog will show sections if they are offered in the selected term, courses that are not offered in the selected term will not display any results. The best way to view current course section offerings is to use the Browse Term Guide option.
- Your student says, “I don’t know the level of the study.”
Levels, both in terms of introductory/advanced or school, can be determined by the course number:
Undergraduate: 1000-4999
Introductory: 1000-2999
Advanced: 3000-4999
Graduate: 6000-7999
- Your student says, “The course is full. Can I get on a waitlist?”
Waitlists are available for School for Graduate Studies courses and select undergraduate studies.
How it works: If the student is using the waitlist option, they'll be notified by an automated email once a seat becomes available. The student will then have 48 hours to register for the course. If the student does not register within that 48 hour window, the next person on the waitlist will be given the opportunity to register for that open seat.
Registration Issues
- Your student says, “The course is pending.”
The student needs to click SUBMIT in order to fully process the registration.
- Your student says, “You registered me for classes, but they do not show up.”
The student is likely confused about Plan Ahead, and the student will need to register for the courses.
- A JITS or a TIS was submitted for your student but the student does not see it on their registration.
A confirmation email is sent to the student, primary mentor, and instructor once the JIT or TIS is processed. This email contains the CRN the student will need to use when registering. The creation of a JIT or TIS does not include automatic registration in the course.
- Your student receives a restriction error.
There are several possible reasons for a restriction error, but in all instances it is because the student is attempting to register for a course they are not eligible to take for a specific reason.
Restriction type can be found by viewing the Class Details in the Course Description:
1. Attribute or Cohort Restrictions: SUNY Empire State University has numerous partnerships or groups that require their own sections of courses. Common partnerships include the Black Male Initiative (BMI), Center for Allied Health Education (CAHE), and SUNY Online (SON). Registration is limited to students who have this specific attribute on their record.
2. Major Restriction: Like the Attribute and Cohort restriction, some courses are limited to specific programs. This is often seen with Nursing and Graduate programs. This information is also provided in the Term Guide in the class details section.
3. Level Restriction: This restriction will occur only if the student is an undergraduate attempting to register for a graduate course.
Undergraduate studies: 1000-4999
Graduate courses: 6000-7999
Just in Time (JIT)/ Totally Individualized Study (TIS)/Cross Registration
Submit a Course Section Request form for all JIT, TIS, and cross registration sections. Instructions can be found here: How to Complete the Course Section Request Form
Just in Time Study (JIT)
A JIT section can be created if the course is already in the course catalog but is not offered in the term guide or in the needed mode of study. To request a JIT, mentors must submit a Course Section Request form. Instructions can be found here: How to Complete the Course Section Request Form.
Note:
- The number of credits and the course level must be the same as in the course catalog
- If the course in the catalog meets GenEd, the section will also meet GenEd.
- Students in an Educational Planning JIT cannot be merged with other JIT sections or the prebuilt sections. If you need an 8-week section created, please contact the Registrar’s Office.
- If your JIT will be connected to a Brightspace shell, you will need to fill out the Request a Brightspace Shell form (login required). https://airtable.com/applG0IOk5KHUCnxx/shrKYl2piH0ZYZjYK
Totally Individualized Study (TIS)
A study created for and with a student in response to a student’s particular interests, goals, and learning needs. A TIS may afford the student the opportunity to help devise the study’s learning objectives/outcomes and/or learning activities in dialog with a faculty member” (from undergraduate LC policy).
To request a TIS, mentors must submit a Course Section Request form. Instructions can be found here: How to Complete the Course Section Request Form.
A TIS section can be created if the course is not in the catalog or if the course will differ in credits or level from what is offered in the catalog.
Note:
- A TIS cannot be designated as meeting GenEd.
- When created, a TIS can vary in credit, and must have at least three learning obejectives and a course description of at least 50 words
- All TIS sections will use one of the following course numbers:
- Introductory: 1998, 2998
- Advanced: 3998, 4998
- Graduate: 6998, 7998
- If your TIS will be connected to a Brightspace shell, you will need to fill out the Request a Brightspace Shell form (login required). https://airtable.com/applG0IOk5KHUCnxx/shrKYl2piH0ZYZjYK
Cross Registration Instructions
- If the cross registration is between two SUNY institutions, the student must submit a request through the SUNY online portal. No paper forms are needed.
- If you approve of your mentee’s cross registration, create a “placeholder” course by submitting a Course Section Request form. Instructions can be found here: How to Complete the Course Section Request Form.
- Note: The cross-registration request will not need additional approvals.
Visit the SUNY Empire cross registration webpage or cross registration knowledgebase article for more information.
How Students Register for their TIS/JIT/Cross Registration Placeholder
A confirmation email will be sent to the student, the instructor, and their primary mentor. The student needs this email to register themselves through Self Service Banner, as it contains their individual CRN.
Note: Creating the TIS/JITS does not register the student; they must do that themselves.
When entering a CRN, students must use the “Enter CRN” tab (see screenshot below). The default “Find Classes” tab will bring them to courses offered in the Term Guide, which will not list their TIS or JIT.
Educational Planning
How to find your Educational Planning (EDPL) sections CRNs (Mentors)
Beginning with the Fall 2022 term, mentors will be given a course registration number (CRN) for each of the following EDPL course numbers:
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EDPL 1005, Educational Planning: Introductory I, 2 credits
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EDPL 1010, Educational Planning: Introductory II, 4 credits
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EDPL 3005 Educational Planning: Advanced I, 2 credits
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EDPL 3010 Educational Planning: Advanced II, 4 credits
Mentors will be notified by email of their CRNs and should keep these at hand for use. However, if CRNs are lost, no need to worry. Please visit our EDPL CRN search page: EDPL Section List. Enter the term and your name to filter down to your personalized CRNs.
Important notes:
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Mentors are responsible for sharing the CRNs with their mentees when a student needs to register for their EDPL course.
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The sections created will be for the full 15-week term.
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If an Express Term section is needed for a single student, please follow the just-in-time (JIT) process.Please remember that a JIT section cannot be combined into another LMS shell.
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If an Express Term section is needed for a group of students, please contact the Office of the Registrar.
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The seat capacity for each section will be 100, allowing for plenty of space for registrations.
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The CRNs will change every term for each mentor.
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If you see a student that has registered for your section and is not your mentee, please email RegistrarsOffice@sunyempire.edu.
Suggested practice if using the Plan Ahead function
Find the EDPL course number you want the student to take:
Add the course to the Plan Ahead
In the Note column, click on the note icon.
Enter the CRN in the note space and click save.
This note is saved for the student. The student can then pull the CRN and register for the course using the Enter CRNs tab. Instructions for student can be found here: Register Using the Plans Tab (Plan Ahead)
Suggested canned response to student if sending the CRN by email
SUBJECT: Action required: term educational planning registration information
BODY:
Dear
As discussed, to register for your 15-week educational planning (EDPL) course, please follow the directions below.
Your Course Reference Number (CRN) required for registration is:
Course information details: EDPL , Educational Planning: , credits
How to register using a CRN:
1. Go to MySUNYEmpire.
2. Click on Registration and Course Offerings icon
3. Click on Begin or Modify Registration (sometimes labeled Register for Classes)
4. From the drop-down, select the term for registration.
5. Click on Enter CRN tab.
6. Enter the CRN in the field and click "Add to Summary".
7. Be sure to click the Submit button at the bottom of the page to finalize your registration.
Additional registration guidance can be found in the Registration Quick Guide and our Registration FAQs.
Veteran Information
Special Note for Mentors with Veteran Mentees:
If you have a veteran student using VA benefits, the student’s current coursework must be reflected on their Degree Plan in order for their coursework to be certified with the VA. If their coursework is not on their DP, this can delay or prevent certification and payment of their benefits. Please have the DP updated with the student’s upcoming term’s coursework prior to their registration.
We have updated our veteran certification processes. Veteran students must now fill out the Veterans Certification Request Form prior to every term to request us to certify them with the VA.
This form should be returned to vco@sunyempire.edu
Visit the Veteran Benefit page for more information.