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Registrar

The Add/Drop Period: Information for Faculty

During the Add/Drop period students may register for a course section only if there is an open seat and then ONLY if the student has been granted permission by the instructor of record via WebAdvisor.

Important dates

January 8 - 12 – Faculty make pre-semester requests to change caps. (Requests can also be made once the add/drop period begins but faculty are encouraged to make these changes prior to the start of the semester.) Please note that changes to caps are temporary and apply during the current semester add/drop period only. Caps will revert to the official standard course cap in future semesters.  (Please note that caps for freshman sections will only be changed after they have completed registration during the NSO week.)

  • January 5 – Faculty will be notified that wait-lists will be deleted to facilitate on-line registration.  Faculty and/or department administrative assistants are responsible for making copies of the lists if needed for reference.* 
  • January 11 – Wait-lists are deleted.*
  • January 16 - 26 – Permission to add course sections is given via WebAdvisor by the instructor of record.  There are no exceptions for standard registrations.  (See below for non-standard registration.) Note that students will be allowed to add only if there is an available seat. 

Important forms and links

  • Request for Section Cap Increase – use  this google form to request that the cap for your course section be increased for the duration of the add/drop period in order to accommodate additional students. Students cannot register if there is not an open seat - even if you provide permission. Thus you may need to raise your section cap if you wish to allow additional students to enroll.
  • Grant permission for a student to register for an open seat during add/drop by using the same procedure used to override prerequisites and/or restrictions during regular registration:
    • WebAdvisor Faculty Menu / Student Course Permissions / Specify term / Choose the course section / look up the student and choose the student / confirm the permission
    • There are full instructions (with screen shots) for granting WebAdvisor permission for a student to register during the add/drop period here.

Wait-lists – what happens to them?

Course sections with wait-lists allow only students on the wait-list to register for an open seat.  In order to allow on-line registration by permission, we must delete the waitlists.  Please note that they are not recoverable once they have been deleted – even by staff in the Registrar’s office.  They are, quite literally, gone.  If you believe that you need a copy of the wait-list for reference, please be sure to print that wait-list, or ask your departmental AA to print that wait-list before the deletion date.

How do faculty request that a cap be increased for the add/drop period?

Use the Request for Section Cap Increase google form to request that your cap be increased.  Please note that in order to track and verify the cap increases we are making, we regretfully cannot accept requests by email.  Please use the google form.

Note that your requested total enrollment cannot exceed the fire-code capacity for your assigned room.

How will students register for open seats during the add/drop period?

Students will register via WebAdvisor, but registration during the add/drop period is by permission only.  If you have open seats, or have raised your cap to create open seats, you can give permission via WebAdvisor to any student to register for one of the open seats. Keep in mind that “open seats” means seats officially open via your WebAdvisor roster. If non-attending students are still officially enrolled, the seats you plan to give to other students may still be taken. You may need to ask the registered student to drop – students can drop at will via WebAdvisor.  Alternately, the instructor of record may ask the Registrar’s office to drop a non-attending student in order to allow another student to register for that seat.  (See Attendance policy for information about when a faculty member can request a student be dropped.)

  • Instructions for granting WebAdvisor permission for a student to register during the add/drop period  (This is exactly the same process as you would use during regular registration to grant permission for students who do not meet prerequisites.)
  • Request that a student be dropped for non-attendance by sending an email to reg@lclark.edu.  Be sure to include:
    • Name and ID of student
    • Course and section number of class
    • State that you wish to have the student withdrawn for non-attendance.  (See attendance policy for guidelines.)
    • Include the last date of attendance – or state student never attended.  This is required for financial aid purposes.  We cannot drop the student without this information.

How do I revoke permission that I gave previously?

You can see which students have already received permission from you by looking in “Student Course Permissions” on WebAdvisor.  (See full instructions.)  Please keep in mind that any student that has permission can register for an open seat. 

If you gave a student permission during regular registration, and you no longer want that student to be able to take a seat during the add/drop period, you must revoke the permission.

Currently this is a manual process that must be completed by the staff in the Registrar’s Office. To revoke a student’s permission, send the following information from your LC account to reg@lclark.edu with the subject “revoke permission”.

  • Course number and section -  Example: BIO-100-02
  • Semester - Example: Spring 2018
  • Name and ID number of student
  • Text that states “please revoke the permission to register for this student in this section” or something to that effect.

Our staff will revoke permission as soon as possible, but please be advised that open seats can be filled by any student that has permission during the add/drop period. We encourage you to revoke permission the week prior to the beginning of the add/drop period.

What sticky details should I keep in mind?

  • While faculty can now give permission on-line at any time of the day or night, and students can register once permission is received, this will not be a panacea for students who procrastinate.  Students with holds must still address those issues with individual offices during regular business hours, and must complete their business by 4pm on the last day of the add/drop period. 
  • With the exception of independent study forms and internship forms (and special program students), all permission to add a course section must be done via WebAdvisor.  There will be no other exceptions.  It is not possible for the Registrar’s Office to manually track registration and caps while simultaneously allowing on-line registration. 

Will any paper forms be required?

Yes - Some irregular registration will require a paper component in addition to WebAdvisor permission.

The following forms are used to supplement the on-line process which cannot currently manage separate permissions.  (We anticipate some of these will be resolved when/if the college purchases the upgraded replacement for WebAdvisor.)

  • Overloads

Instructors should give permission via WebAdvisor as with all other courses.  However, students must additionally obtain advisor permission to overload on a paper Overload form.  The advisor’s physical signature is required.

  • Time conflicts

Time conflicts are not encouraged, but those deemed necessary (and that fall within the authorized maximums) are allowed for sophomores, juniors and seniors.  (Please note that freshmen are not allowed to register for courses with time conflicts.)  Involved faculty members must provide WebAdvisor permission to register for the courses. In addition, the student and both instructors must complete and physically sign the Time Conflict form.

All such forms must be brought to the Registrar’s office by the student in order to complete the registration. They are all due before 4pm on the last day of the add/drop period. 

Are there any registrations which are purely paper based?

Yes – those for which a course section does not currently exist, and those for which students do not necessarily have access to web registration.

  • Independent Study or Internships

Because each section is created according to a unique learning agreement, the course section is not set up until we receive the approved and completed paper learning agreement. You can find more information about Independent study and Internship opportunities in our Catalog.

  • Special program students

Students such as Templeton High School students, Alliance Cross-Registration students or staff do not typically have access to web registration functions.  Permission to register will be given via paper forms provided by the Admissions office or on forms specifically designed for Alliance cross registration.

All such forms must be brought to the Registrar’s office by the student in order to complete the registration. They are all due before 4pm on the last day of the add/drop period.

What should I know about security?

As the IT department states on its password information page, “NEVER give your password to anyone, even if you are asked for it.”  Please do not give your login and password information to another person in order to allow them to provide permission in your place. It is not sanctioned and allows inappropriate access to student data and grades. Not only does it defeat the integrity of our historical data and authorization system, it may put you at risk for identity theft.  Sending your private information through email, or having another person save the information to a hard-drive (or tape it to some other insecure location such as the bottom of a keyboard) can make you vulnerable to the types of payroll and other scams experienced by this college in recent years.

Who should I call if I have questions?

Feel free to contact the Registrar’s Office with any questions about on-line add/drop processes.
reg@lclark.edu or 503-768-7335

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* Please note that in preparation for the fall semester only,  wait-lists for freshmen sections will not be deleted until the NSO registration period has concluded.

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