Internal Work Flow for Late Registration Requests

Relevant to:  Staff and Faculty

Introduction:

The following article details the work flow steps for processing Late Registration request for Students

Workflow for Late Registration Requests

 

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 AD/D. The column named “Activity” will specify the contents of the request.
  • Instructors of the course additions are not a part of this WF. If a dean 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. 

 

Defining Acronyms 

RO - Registrar's Office

WF - Workflow

WL - Work list

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 deans WL queue. The request is cross-walked to the course division, and an email notification email is sent to the dean through WF.

a.   Dean approves WF sends an auto email to the mentor/advisor and the request appears in RO WL.

b.   Dean denies WF sends an auto email to the student and the process ends.

3. If approved by the dean, the request stays in the RO WL and awaits response from mentor/advisor via RegistrarsOffice@esc.edu.

a.   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).

b.   Mentor/Advisor denies RO enters the denial into the WF, and sends the student an auto email via WF, and the process ends (cc: mentor/advisor).

c.   If an approval is needed for an overload of credits, please see special cases below.

****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)*Note* mentor and dean approval is not needed because the mentor must create the EDPL section (this counts as the approval), and the EDPL, being a JIT or TIS, is designed for one student per section.

 

Request needs an overload approval

         

 

  • If there is an overload approval needed (UG>16 credits, GR>12 credits), an extra step is added in order to complete the registration process
  • RO reviews student registration. If the student is at the maximum credits allow, RO enters the mentor’s dean in the WF and an email notification is sent to the dean. If the dean needs the mentor to also approve, a separate email communication will need to take place.
    • Dean denies request WF sends an email notification to the student and the process ends.
    • Dean approves request and it returns to RO for registration and completion.

 

Non-degree seeking students

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

 

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