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Pre-requisite Processing How it all works

Contents:

A. Enrollment Management Tools for Pre-requisite Processing (How it all works)

Most pre-requisites are established through the course approval process. Course and Score pre- requisites can only be set in this way. Major limitations, Level limits and Instructor/Department approval can be specified for a quarter during the Schedule proof process, as long as they are more restrictive than the pre-requisites set for the Master Course Approval.

B. Course Pre-requisites

1. Pre-requisite override by the department controlling the subject area of the required course.

If the student is denied admission for failure to meet the pre-requisites, but they have taken the course equivalent at another school. The student should take either a transcript or a grade report from the other school showing completion to the department that monitors the required course. Math pre- requisites should go to the Math department., etc. The Math department can enter via the "Y" screen that the student has met the equivalent of a specific Math class at "XYZ" school. By virtue that the Math department has entered the data, it is good for any course that has that Math course as a pre- requisite now and in the future.

To designate another school’s course as equivalent to UCSB’s, for pre-requisite purposes only:

  • From STAR Menu, Select the "Y" screen, enter.
  • Enter the student’s perm. number, enter. (This will take you to a screen that shows prior department approvals for that student)
  • Designate the other school or a starting letter of alphabet, enter. (A selection screen will appear with the schools alphabetical from the letter you selected.
  • Select the school from the list, enter. (This will take you to the Add Course screen (same as hitting PF4))
  • Under the school you just selected at the top, enter the course ID of equivalent course at the other school.
  • Go down to the UCSB credit area and enter UCSB’s Course ID and your Dept. abbreviation,
  • Enter PF2 to return
  • After course equivalent is entered, Student can use GOLD to register.

To record the pre-requisite equivalent without specifying the source school:

  • From STAR Menu,Select the "Y" screen, enter
  • Enter the student’s perm. number, enter (This will take you to a screen that shows prior department approvals for that student)
  • Go to Add Course (PF4)
  • Go down to the UCSB credit area and enter UCSB’s Course ID and your Dept. abbreviation, enter (Your department abbreviation will cover all subject areas listed for your department)
  • PF2 to return
  • After course equivalent is entered, Student can use GOLD to register.

2. Pre-requisite override by the department controlling the course.

The department that teaches the course may also allow the student into the class by three methods.

  1. You can designate pre-requisite course approvals for individual students via the "Y" screen according to the instructions above.If your department does not control the subject area for the required course, your override only applies to pre-requisites for courses taught in your department.

  2. You can designate approval for a group of students via the "C" screen. , PF4 key (Instructions below.)

  3. You can give the student an Approval code for your class. (Instructions below.)

3. Provisional Enrollment

Students will be provisionally enrolled in a course if they are currently enrolled in the pre-requisite for the class. Lists will be prepared for the departments showing students who were provisionally enrolled. At the end of Final grade processing, students will be dropped from classes in which they were allowed provisional enrollment if they failed to make the required grade.The student will also be dropped if No grade is reported or an incomplete is recorded.Departments will be sent lists showing all students that were dropped. The student is notified of the drop by mail.A student who is given an Approval code, or an approval via the STAR "C" screen, will not appear on provisional list.

4. Pre-requisite status

The "Student Pre-requisite Status" report can be run by the department at any time from the STAR reports menu. Provisional Pre-requisite lists show students who were admitted either because they are currently enrolled in the pre-requisite for your course or because they took the pre-requisite a previous quarter and got a failing grade. The provisional lists will not show students that were admitted to the class via approval codes, by "C" screen approval or those that legitimately met the pre-requisite requirements in previous quarters. At grade processing, when drops occur, any student that had failed in that graded quarter or in a previous quarter will be dropped. Running the list after the 5th day of instruction can show you students that are newly registered since the drops have occurred. These may be students who have re-registered after being dropped or students who registered late and had failing grades in pre-requisites previously. Department representatives should use these lists as an enrollment tool. Students who have failing grades from previous quarters should be advised to drop unless they are expecting a grade change soon. Department representatives may also drop these students via STAR.

C. Score Pre-requisites

Scores work the same as taking a course for a grade.To enroll the student must have > = a given score on a designated test or placement exam.

Below is a small sample of Score Types and Areas. For any others not listed below review the tables in STAR.

TypeAreaTranslation

UCSB ADAlgebra Diagnostic Test
UCSB BA Ballet Placement
CEEB CH Chemistry
UCSB CH Chinese Language Placement
AP 31Computer Science A
AP 33Computer Science AB
AP 36English Lang. & Comp.
AP 37English Literature & Comp.
UCSBFRFrench Language Placement
AP 66Mathematics — Calculus AB
AP 68Mathematics — Calculus BC
AP 69Mathematics — AB Sub score
UCSBM3BA Music: Freshman Audition
ACTSSSocial Studies
TOEF WAWriting Ability

Scores can be tracked on individual students by going to the "E" screen, "Student Exams" or by going to the STAR — Admissions Menu.

Updating Scores for students through STAR

Selective individuals in certain departments will be granted update capability for Scores, Placement Exams and Auditions. These department representatives will be able to Add or Change their Scores directly in STAR. Scores are updated as follows:

  • From the STAR main menu, select the E "Student Exams" screen, enter
  • Enter the student’s Perm. number
  • To Change an existing Score, From the "Exams Display" screen, select the UCSB exam your department controls from the list, Enter
  • From the Exam Maintenance screen, you may change the score, Enter to update, PF9 to delete
  • To Add a new Score, After entering the student’s Perm number, From the "Exams Display" screen select PF4 Add exams.
  • From the "Exam Maintenance" screen,

      1. Enter your Test type (UCSB in most cases)
      2. Enter your Test Area (Your 2 letter abbreviation provided by the Registrar’s office, FR for French, SP for Spanish, Etc.)
      3. Enter the Exam date, (Month ,Year)
      4. Enter the Score (For language placements, enter scores that represent the placement level, not the exam score.)
      5. Press Enter to update
      6. PF5 to return

    Once the pre-requisite score has been entered, the student may use GOLD to register.

    To submit an electronic list of scores, instead of individually entering them, send your Email with the attachment to Dick Bush in the Registrar’s office.

D. Instructor or Department Approval Requirements

1. Approval required prior to registration.

Any time there is an "I" or a "D" symbol on a course, pre-requisite checking will not go any further even if courses are coded in the pre-requisite table."I" and "D" symbols always require an approval code for admission to the class.

2. Approval required to finalize registration.

If you want the Pre-requisite tables to work for you and you also want to have the students appear on approval lists for you to finalize their registration, we can change an "I" symbol to a "2" or a "D" symbol can be changed to a "3". These changes can be made without a new Master Course Approval. Symbols "2" and "3" do not require approval codes. These only warn students that you will be checking and that they are subject to being dropped if the pre-requisites are not met.

E. Level Limitations

Level limits are designated in Master Course and enforced through Curriculum. This designation will only effect a student’s ability to enroll. A student will not be dropped due to class level once they are enrolled.

"Upper Division Only" allows the following class levels to be admitted:
JR, SR, LM, SB, SP, SS, MA, UC, PF, P1, P2.

"Freshmen only" allows the following class levels to be admitted:
FR, SP, LM, SS

" Seniors only" allows the following class levels to be admitted:
SR, LM, SB, SP, SS, MA, UC, PF, P1, P2

"Not open to Freshmen" allows the following class levels to be admitted:
SO, JR, SR, LM, SB, SP,SS, MA, UC, PF, P1, P2

For other definitions contact the Registrar’s office at extension 4174.

In some situations, where the pre-requisite is to be "a certain class level or to have taken a certain course", these class levels will be coded in the pre-requisite tables.

F. Major Limitations

You can restrict enrollment based on major, both in your Master Course Approvals and you can be more restrictive than the Master Course in your Schedule proof. In your Schedule proof, you can specify majors to be admitted, (eg. +Math, +Econ) or majors to be excluded, (eg. —Math). You can never mix pluses and minuses. Don’t forget to include pre-majors as a separate major code if it is appropriate. Pre-requisite checking will look at the specific major abbreviations that are coded to determine which majors are allowed in. Major and department abbreviations can be viewed on the STAR Table menu. Like class levels this designation will only effect a student’s ability to initially enroll. If the student is allowed into the class via approval code or by "C" screen approval, they will not be dropped later for failure to meet the pre-requisite.

G. Approval Overrides

1. To designate approval override for a group of students or for an individual:

This type of approval overrides all pre-requisites for the course including courses, scores, majors, levels and Dept./Instructor approvals.

  • Select "C" screen from the Star menu, enter
  • Enter the course Enroll code, PF1 update (This will bring you to the "Course Section Update" screen)
  • Select PF4 list (this takes you to the "Pre-Requisite Approval Override" screen)

  • Enter student perm. numbers, enter to update
  • Verify your names in case you miskeyed a perm. number.
  • PF5 to return
  • After it is entered the student can go away and use GOLDto register.

2. Approval codes

  • An approval code will override all course limitations including, pre-requisites for the course, closed classes and full classes.

  • Approval codes are distributed to the department teaching the course prior to registration. (Approval codes come on sheets printed by the Registrar’s office or they can be produced 1 at a time directly at the department office)

  • Once the student has an approval code he can use GOLD to register.

Ordering Additional Approval codes on STAR

Approval codes are initially ordered on the Schedule proof. Star can be used for supplemental orders.

  • Select "C" screen from the Star menu, enter
  • Enter the course Enroll code,PF1 update. (This will bring you to the "Course Section Update" screen)
  • In the field designated "Approval Codes", you may increase the number of approval codes for a class up to 10% over the maximum capacity of the room.This is determined by the following formula:

Current enrollment (Registered students)
+ Approval codes not already used
+ New codes you wanted

Total can’t be more than 10% over capacity of the room

  • The Registrar’s office will print new Approval codes periodically and look for changes in this field. Departments will be called to pick up the new approval codes.

  • To order an individual Approval Code for 1 student, Use PF6- 1 approval. A pop up window will appear with an approval code designated. Copy the number down for the student. When you are finished you will see that the number of approval codes issued for the class has increased by one.

Seeing which approval codes have been used and canceling approval codes.

  • Select "C" screen from the Star menu, enter
  • Enter the course Enroll code,PF1 update. (This will bring you to the "Course Section Update" screen)
  • Select PF8 Approvals
  • A list will display showing the students that have used approval codes. (You can cancel approval codes from this screen as well.)
  • To cancel unused codes, put a "Y" in the cancel column next to the code, then enter.
  • PF5 to return

H. Course Alias

The course Alias file keeps track of previous and ‘other’ names for courses. These relationships are primarily identified during the Course Approval process (Courses renamed, Cross-listed courses, etc.). Approved Aliases are used for more than pre-requisite checking. They are also used for Repeats and Degree requirements.If you have an Alias that is appropriate for pre-requisite purposes only, i.e. enough content overlap for pre-requisite satisfaction, but not a true Alias, contact Dolores Estrada, in the Office of the Registrar (Estrada-d@sa.ucsb.edu).

If your pre-requisite is coded with a particular Course ID, the program is designed to also look at the course alias table to see if the student has taken the alias for that course. If he has, it will let him enroll in the class. The Course Alias file is viewable on STAR from the Table menu (T Screen#5).

I. Checking your Pre-requisites on STAR

You may view your pre-requisites as we have coded them on STAR. You can either run the report "Courses with enforced Pre-reqs"or you can check them course by course through the Schedule of Classes option , "C" screen , on STAR. (This report only shows the course and 3 course pre-requisites)

Courses in which the pre-requisite is upper or lower division standing, consent of the instructor or department or in which specific majors are designated were coded separately in curriculum. Those things are not viewable through the pre-requisite screens but are viewed under the MCA (PF7 key).

Concurrent listings:

A course that can be taken concurrently is designated in STAR as Concurrent = Yes or Same Qtr = Y depending on where you are looking.

If you indicate that concurrent is ok, and you also designate an operand and a grade,you are allowing the student to be either enrolled in the pre-requisite simultaneously or if they have already taken the pre-requisite, it will screen the students out that don’t meet the grade that you have indicated.

We are unable to code concurrent enrollment in the lecture and lab at the same time. Only one of the two can be coded as concurrent. The student must enroll in the lecture first and then concurrently enroll in the lab.If they try to enroll in the lab first, they will get the message "Pre-requisite not met".

Course Alias:

Course Alias can be viewed from the Table menu on STAR.

Grade designations:
If the pre-requisite course requires a grade of C or better, we will assume agrade of P or better. If no grade is designated, we will only check to see if the student has taken the pre-requisite course.

If the pre-requisite course requires a grade of C or better, we will assume agrade of P or better. If no grade is designated, we will only check to see if the student has taken the pre-requisite course.

Shortcuts in pre-requisite coding:
To streamline the computer processing, you may find that we reduced the number of courses that may need to be searched for. For example, if the pre-requisite for Course "B" is completion of Course "A" and the Pre-requisite for Course "C" in the same series is completion of Courses "A" and "B",we will designate the pre-requisite for Course "C" as Course "B" only. It will be assumed that the student completed Course "A" in order to get into Course "B".

Wildcard searches:

To allow the program to search for any course within range, we developed a wildcard search technique. Examples:
Psy * stands for any lower or upper division Psych course.
Chem1* stands for any upper division Chem course.

If you have any questions about your courses and why they have been coded the way that they are or if you feel that a mistake has been made, please contact Dick Bush at x4174, or by E-mail at Bush-D@sa.ucsb.edu .

J. GOLD Messages

Pre-requisites screen out students attempting to enroll through the web via GOLD. Students attempting to enroll without the pre-requisites you have indicated, will not be allowed in the class and will be given the message: "According to our records, you do not meet the pre-requisite for this course. If you believe this is an error, please see the department." If the student is currently enrolled in the pre-requisite and is registering for a future quarter, the system will allow the student to register. The message these students get is: "Enrollment in this course will be provisional pending completion of pre-requisite courses."

K. Dealing with students, some examples.

Example 1.

In this example, the student took a Math class at Allan Hancock, which is a pre-requisite for a Physics class. The student went to the Physics department representative to get into the class. Physics could go to the "Y" screen and could override the course pre-requisite for that individual student. Because Physics did it instead of Math, it would only apply to courses taught by the Physics department.

Example 2

In this example, a student is a few units short of being classified a junior, because some of their transfer units have not been recorded yet. He wants to get into a Music class that is for upper division students only. He needs to go to the Music department and can be put into the class by either the "C" screen, or he can be given an approval code.

Example 3.

In this example, the student took a Chemistry class at SBCC, which is a pre-requisite for his MCDB and EEMB classes. The student went to the Chemistry department representative to get this class approved as a pre-requisite. Chemistry could go to the "Y" screen andcould enter that this course is equivalent to a UCSB course. Because Chemistry did it instead of MCDB, it would apply to any other courses, no matter what department.

Example 4.

In this example, the student has taken courses at a foreign university. He wants to enroll in a French class that has a pre-requisite. He goes to the French and Italian department and they verify that a combination of the courses he has taken will meet the pre-requisite for the course. Since the course equivalency is pre-requisite for future French classes he plans to enroll in, as well as the current class, they enter the data on the "Y" screen, rather than give him an approval code. Since it is not one course that is equivalent but several, they enter their approval without designating courses for the original school.

Example 5.

In this example, the student wants to enroll in a Music course that requires an Audition as well as completion of a particular course. He goes to the Music department to arrange for the audition. Assuming he has already completed the course requirement, once the audition is completed, the Music department will send the Registrar’s office an Email indicating the Audition score. Once that score has been recorded in the student’s score file he can register. A department can track student’s scores from STAR (Admission’s Menu or the Student Exam Menu).