Registration Schedules and
CICS Procedures for
Spring 2008

This guide provides UWF faculty and staff instructions to assist with registration or handle overrides, such as permission to enter a closed class, permission required, etc.  A completed registration form, signed by the student, should be obtained from each student when you process their registration through CICS.  These forms must be submitted to the Office of the Registrar.

Don't forget that social security numbers have been replaced in all cases by the UWF ID.

UWF encourages students to utilize Argus (for currently enrolled students) or LightHouse (for new or readmitted students) for Web Registration.

Web Registration is available 24 hours a day, with the exception of Mondays from
12:45 AM to 6:30 AM and Tuesdays - Fridays from 3:45 AM - 4:30 AM.

SCHEDULE
ADVANCE REGISTRATION
only for degree students enrolled Fall 2007. These students may begin registering by the following schedule. The system will check their classification and last semester of enrollment and give you an error message at the bottom of the screen if it's too early to register them.  

Advance Registration
Monday, November 5 - Sunday, Sunday, November 11
for degree-seeking students enrolled Fall 2007

  Can begin on or after Registrar's Office Hours - Building 18
Graduate Students
(classes 6, 7, or 8)
Monday, Nov. 5 8:00 AM - 5:00 PM
Seniors (class 4) Tuesday, Nov. 6 8:00 AM - 5:00 PM
Students who have earned 60 - 89.99 sh Wednesday, Nov. 7 8:00 AM - 5:00 PM
Students who have earned 30 - 59.99 sh Thursday, Nov. 8 8:00 AM - 5:00 PM
Students who have earned 0 - 29.99 sh Friday, Nov.9 8:00 AM - 5:00 PM
All of the above Saturday, Nov. 10 - Sunday, Nov. 11 closed

SPECIAL PRIORITY REGISTRATION:
The following degree-seeking students, who are identified in the system, can be registered beginning the first day of Advance Registration:
Athletes
Honor Students (University Honors Program)
Student Success Program Students
Students with disabilities

EXCEPTIONS:
Students taking advantage of the following Tuition Waiver Programs are registered only in the Office of the Registrar.
                     
  Senior Citizen Tuition Waiver -- Information for Senior Citizens
                     
  State Employee Tuition Waiver -- Information for State Employees

If you display a student's registration screen and see a message above the course title column indicating the student has previously taken course work using a Tuition Fee Waiver, do not register the student for any courses unless the student indicates he/she is assuming personal responsibility for the payment of fees.  Students wishing to register using a Tuition Fee Waiver should be directed to the Office of the Registrar, Building 18.

OPEN REGISTRATION for current, new, and readmitted students who will be degree-seeking for Spring 2008 and non-degree students registering for off-main campus courses (locations other than 01) or graduate level courses (numbered 5000-8999).  Degree-seeking students who have already registered may drop/add during this registration period. You will get an error message if the student is required to update his/her application or apply for readmission; direct students to Admissions (Building 18, Room 101).

Open Registration
Monday, November 12 - Sunday, December 9
for current, new, and readmitted students who will be degree-seeking for Spring 2008 and non-degree students registering for off-main campus courses (locations other than 01) or graduate level courses (numbered 5000-8999)

Registrar's Office Hours - Building 18
Monday, Nov. 12 closed
Tuesday, Nov. 13 - Friday, Nov. 16 8:00 AM - 5:00 PM
Saturday, Nov. 17 - Sunday, Nov. 18 closed
Monday, Nov. 19 - Wednesday, Nov. 21 8:00 AM - 5:00 PM
Thursday, Nov. 22 - Sunday, Nov. 25 closed
Monday, Nov. 26 - Friday, Nov. 30 8:00 AM - 5:00 PM
Saturday, Dec. 1 - Sunday, Dec. 2 closed
Monday, Dec. 3 - Friday, Dec. 7 8:00 AM - 5:00 PM
Saturday, Dec. 8 - Sunday, Dec. 9 closed

REGULAR REGISTRATION for all degree-seeking and non-degree students, and students cleared for admission or readmission. Degree-seeking students who have already registered may drop/add during this registration period. You will get an error message if the student is required to update his/her application or apply for readmission; direct students to Admissions (Building 18, Room 101).

Regular Registration for All Students for All Courses
Monday, December 10, - Sunday,
January 6

Registrar's Office Hours - Building 18
Monday, Dec. 10  - Friday, Dec. 14 8:00 AM - 5:00 PM
Saturday, Dec. 15 - Sunday, Dec. 16 closed
Monday, Dec. 17  - Friday, Dec. 21 8:00 AM - 5:00 PM
Saturday, Dec. 22 - Tuesday, Jan. 1 closed
Wednesday, Jan. 2 - Thursday, Jan. 3 8:00 AM - 5:00 PM
Friday, Jan. 4 8:00 AM - 5:30 PM
Saturday, Jan. 5 - Sunday, Jan. 6 closed


FIRST DAY OF CLASSES - Monday, January 7
 

DROP/ADD AND LATE REGISTRATION
This registration period is for registered students to change their schedules and for all students cleared for admission or readmission who have not already registered.  The system will assess the appropriate late registration fee automatically.

Drop/Add (schedule changes) and
Late Registration (
late registration fee assessed)
Monday, January 7 - Friday, January 11

Registrar's Office Hours - Building 18
Monday, Jan. 7 - Thursday, Jan. 10 8:00 AM - 5:30 PM
Friday, Jan. 11 8:00 AM - 5:00 PM

NOTE: If you process a registration during the Late Registration period for which a late fee is inappropriate due to extenuating circumstances, direct the student IMMEDIATELY to the Office of the Registrar. The student can then complete a request for a waiver of the Late Registration Fee.

IMPORTANT NOTES
A.    Prerequisites - Instructors of courses with prerequisites may access the Course and Scheduling Tasks channel on the My Office tab in Argus to view lists of students whose record does not contain an exact match for the official prerequisite.
B.    Military/Civil Service - Due to our military relations and regional location, it is important to use the right side of the registration form related to military. Please ask students if they are associated with the military in any way. If so, they should complete the section on military information.
C.    Registration & Drop-Add Forms - Be sure to initial and date each processed registration form. Retain the white copy of the registration and all copies of "Permission" and "Course Annotation" forms. Original copies of these forms must be submitted to Carol Langford in the Office of the Registrar each Wednesday and Friday. All actions and notations must be clearly indicated on the schedule as well as the semester for which the registration was processed.
D.    Financial Aid Flags - Students who have Financial Aid flags will be noted on the REGD with a yellow bar “Financial Aid Warning.” DO NOT IGNORE THIS BAR! When the bar appears, students should be informed that a flag was received.  Students should be referred to Student Accounts (Bldg 20E) if they have questions regarding this warning flag.
E.    Course Load - Check the course load before you print a fee schedule. Undergraduate students enrolling in more than 18 semester hours and graduate students enrolling in more than 12 semester hours must have approval from the Chairperson of their major department. Do not register a student beyond his/her limit without special permission.  Make appropriate notations on the student's registration form when overriding the maximum number of hours allowed.

CICS PROCEDURES
1.   Key in REGD UWF ID 200801 and press ENTER to display student's registration screen.
2.   Students with Cashier's HOLD's for outstanding charges of $100 or less which are not more than 120 days past-due, may register with the understanding that all of these charges must be paid by their first fee payment deadline.  Students should check their account balance through Argus.
3.   If a student has a HOLD on his/her record (indicated as "*****" under HOLDS at the top right of the screen) not covered in the procedure outlined in #2 above, press function key 3 to check the HOLD, and instruct them to contact the appropriate offices to be cleared for registration. If the HOLD message is followed by "Lifted" or "Deleted," that HOLD is not preventing registration and the student should not be directed to the office placing that HOLD. Press function key 12 to return to the student's REGD screen.
4.   Move your cursor to the line under REF#.
5.   To ADD a course enter the four-digit reference number for the course from the student's schedule and press function key 2 (UPD).
6.   Courses which are subject to the repeat course surcharge will appear in "yellow" on the REGD screen at the time the registration is data entered to the system. This will assist you to identify the course/courses to which the surcharge was applied prior to providing the student with a printed copy of the fee schedule.
7.   To DROP a course move your cursor to the first digit of the course's reference number, press the "End" key to remove the reference number, and press function key 2.
8.   To the right of the REGD screen there are columns headed C, P, T, R, L, and H. These columns will be flagged and you will get a red "ERROR" message if there's a problem with registering the student for the course.
9. After student's registration is entered, print fee schedule by pressing function key 10 if you can host print. If you can't provide the student with a fee schedule, direct the student to his/her schedule and account balance in Argus.
10. You may view the student's fee schedule by going to the last field at the bottom of the screen, typing a "Y" and pressing function key 1. When you're finished looking at the schedule, exit the fee schedule by pressing function key 3.

REMEMBER . . .
The computer will tell you if you've made a mistake or if more information is needed. Be sure to check for all error messages before printing a fee schedule.
 

PASS/FAIL AND AUDIT OPTIONS
The pass/fail option is available only to undergraduate and non-degree students; graduate students may not take a course pass/fail. If a student wishes to take a course pass/fail or audit, it should be noted under the type grade column of the registration form. You must key in the proper code on the REGD screen under the "TYPE" column. Enter "P" for pass/fail or "X" for audit. If a student wishes to audit a course and they are classified as a non-resident for fee purposes, he/she may do so at the in-state fee. If an out-of-state student elects to change to the conventional grade system by the deadline for cancellation of audit, out-of-state fees will be assessed for the course. NOTE: Students choosing the pass/fail option should be reminded that no university requirement (Gordon Rule, general studies, etc.) can be met with a course taken pass/fail.

VARIABLE HOUR/INSTRUCTOR COURSES
For directed studies, thesis, action research, and other variable hour courses, enter "FIND" as the reference number, the prefix and course number (note that there is no space between the prefix and number), credit hours, instructor's UWF ID, the term, and location code. Directed studies will also require a title.  Use the RINB screen to find the appropriate instructor's UWF ID for the actual registration process.

Do not record instructors' UWF ID on the student's copy of the registration/drop/add form or special permission form. The instructor's name must be clearly PRINTED on each form as required for registration (i.e., directed studies) or special permission (i.e., thesis).
 
TERMS Begins Ends
Term A = all semester Monday, January 7 Friday, May 2
Term B = first half of semester Monday, January 7 Friday, February 22
Term C = second half of semester Tuesday, March 4 Friday, April 25
Term E = courses with individual beginning, ending, and fee payment dates. (F5--flip) RCSB for beginning/ending/fee payment dates for each Term E course

COMMONLY USED LOCATIONS -- See help screen under LOC on RCSB for additional codes.
01 = Pensacola Campus 09 = Eglin Center OL = OnLine Campus
43 = Fort Walton Beach Campus E7 = Internet  

SUFFIX IDENTIFIERS -- Some courses will have a letter following the course number. 
C - indicates course has a combined lecture and lab (lab may be included within course)
L - identifies a lab

SECTION ERROR MESSAGES ON REGD -- NOTE:  All overrides should be noted on registration form.
Closed column
C


 
Closed class; needs permission to enter closed class--DO NOT OVERRIDE WITHOUT PERMISSION SLIP.
If they wish, these students can be placed on a “Notification List” to be notified if another section of the course is opened. Type an N over the C and update. The student will be added to the Notification List for the Course which can be viewed in Argus in the Course and Scheduling Tasks channel.

If a Z appears as the error message, the student is already on the Notification List for this course.

D/W Closed class with waiting list maintained in the department offering the course; needs permission to enter a waiting list class--DO NOT OVERRIDE WITHOUT PERMISSION SLIP.
Permission column E Admission to Teacher Education required (do not override; refer student to Teacher Education)
F Course is restricted to foreign students; requires special permission
G Requires Admission to Candidacy
M Military transition course (requires permission from Special Education Department)
N Course is restricted to National Student Exchange students; direct student to Linda Johnson, Rebekah Weeden, or Sarah Kuhl in the Office of the Registrar
P Departmentally controlled class; requires special permission

Courses coded with "P" are permission only, and require departmental authorization prior to enrollment.  Faculty and staff can access permission course authorization codes through the Course and Scheduling Tasks channel on the My Office tab in Argus. Students can obtain authorization codes from the instructor or designee in the department offering the course.  The four-digit authorization code can be given to the student verbally (in which case the student should write it on the registration form), via permission form, or written directly on the registration form.  Permission course authorization codes are required only for fixed hour permission courses.  When processing a registration using REGD, the authorization code will be entered in the first four spaces of the INSTR SS#  field.

Registration for theses, directed studies, internships, Service Learning courses, and other variable hour courses will continue to require signature approval, but will not be assigned codes.  Service Learning courses also require permission of the Director of the Volunteer UWF Office.  Students may not register for these types of courses via the web.

Q Student has not met required prerequisite for a course in the College of Business.  Refer student to the academic department offering the course. 
S Course is a Sponsored Institute; direct student to Linda Johnson in the Office of the Registrar
T Admission to Teacher Education and department permission is required (do not override; refer student to Teacher Education and/or department teaching course)
Time Conflict column T Time conflict; the system will display the schedules of the classes that are conflicting at the bottom of the screen; registration for the class with the error message is not processed unless the error is overridden.
X Indicates a combination of courses taught at the same time and days of the week; do not override unless one of the courses is in Term B and one is in Term C or they are Term E courses whose beginning and ending dates do not overlap
Requisite column R Required co-requisite, i.e. science lectures and labs; this can be cleared only by adding the required co-requisite to the student's schedule.
Level column L Level error; indicates level of course inappropriate for student's classification and must be overridden or appropriately typed in the Registrar's Office:
UNDERGRADUATE STUDENT ENROLLING IN GRADUATE LEVEL COURSES
1.   An undergraduate student may enroll for a 5000 level course with the approval of his/her academic advisor. Use the program type "4" in the "PRG" column on REGD screen if a 5000-level course will be used in the student's undergraduate program.
2.   An undergraduate student may enroll for a 6000- or 7000-level course only if he/she has applied and/or been accepted to a graduate program (this must be verified by the RSAC screen).
3.   An undergraduate student may NOT use a 6000- or 7000-level course in an undergraduate program. Override the error message if the course will be used later in a graduate program.
NON-DEGREE STUDENTS ENROLLING FOR GRADUATE LEVEL COURSES
1.   A non-degree student may enroll in a 5000- or 6000-level course.
2.   Inform non-degree students to contact the course department to verify that a 6000-level course is not restricted to students in a graduate program.
GRADUATE STUDENT ENROLLING IN 3000-4000 LEVEL COURSES - A graduate student may register for 3000-4000 level courses two different ways:
1.   For undergraduate credit. The student will not use the course as part of his/her graduate program and does not wish to take the course for graduate credit as a "Graduate Course Substitution." Write "for undergraduate credit" on the registration form by the course and override the level error.
2.   To be used in a graduate program.
A.   Student wishes to include the undergraduate course in his/her graduate program
OR
B.   Student wishes to take the undergraduate course for graduate credit. The student must submit a "Use of Undergraduate Courses in Graduate Programs" form to the Office of the Registrar prior to the end of drop/add -- a student will not receive graduate credit for an undergraduate level course or have an undergraduate level course included in his/her graduate program unless the "Use of Undergraduate Courses in Graduate Programs" form is properly completed, approved, and submitted to the Office of the Registrar prior to the end of drop/add for the semester in which the course is taken.   Upon receipt of a completed "Use of Undergraduate Courses in Graduate Programs" form, the Office of the Registrar will type the course for the appropriate credit. OVERRIDE ERROR AFTER EXPLANATION TO STUDENT.
Honors column H Course restricted to Honors Students in good academic standing (student will be coded "H" in the "HONORS" field near the top of the screen; if student is coded "P" in this field he/she is an Honors student and may be registered early but not for Honors courses; if student is coded "T" in this field he/she has been terminated from the Honors Program)  May override with permission of the instructor.

ERROR OVERRIDE
If you get an error message on a class but have resolved the problem, i.e. the student has a permission slip or you've worked out the time conflict, the override is "O."
 

INFORMATION SCREENS:
The following screens may be helpful in locating specific information:

HOLD UWF ID# -- indicates which office must be consulted to clear hold

RCSB 200801  -- course browse -- schedule, limit/enrollment, instructor, bldg/room

RCSO REF# 200801 -- course offering -- specific information on section and co-requisites

RSAC UWF ID# -- student actions -- classification, status, major

RINB INSTRUCTOR'S LAST NAME -- instructors' UWF ID browse