Department scheduling officers help ensure that every class offered in a semester is correctly set up in ConnectCarolina. Access to the course scheduling pages in ConnectCarolina is granted after staff have completed the ConnectCarolina Course Management Access training offered by the University Registrar. Classroom scheduling is handled outside of ConnectCarolina, in a system called 25Live. Access to this system is granted after staff have completed the Course Management training AND the 25Live training. Both trainings are mandatory for staff who need to set up, edit, or manage course schedule and classroom data as part of their job duties.
Do you have a question you want us to include? Send it to the CAS SSM at email@example.com.
Information entered on the Basic Data, Enrollment, Reserve Capacity, and Notes tabs rolls from semester to semester. Instructors, meeting days and times, and classrooms do not roll. Now that the university has multiple approved modes of instruction (MOI) departments should check that modes on rolled courses are accurate. The default mode for all classes at UNC should be In-Person (IP). Requests to teach classes Remote Synchronous (RS) and Remote Asynchronous (RA) must be approved by the department chair and senior associate dean for the division in the College, and by the dean of the school for professional schools.
Requests to schedule new classes during Extended Course Schedule Maintenance should be submitted to the Scheduling team via a Formstack request.
Please refer to page 10 of the Student Services Reference Guide, available on the Office of Undergraduate Curricula website, for a table of changes that can be made without submitting a Formstack request during Extended Course Schedule Maintenance. If you are ever in doubt about making a change, please submit a Formstack request.
Courses that are officially cross-listed in the Catalog are set up in ConnectCarolina using the Combined Section table. This is a back-end table managed by the Scheduling team. Courses that are cross-listed and were set up as combined sections in a prior term will roll; to edit rolled combined sections use the ‘Schedule Class Meetings’ page in ConnectCarolina. To set up a new section of a cross-listed course during Course Maintenance, use the ‘Schedule New Course’ page. If you want to set up a new section of a cross-listed course in your semester during Extended Course Maintenance, submit a Formstack request to the Scheduling team.
Classrooms are assigned by the Registrar after Course Maintenance ends. Departments with access to priority scheduling rooms can assign these rooms in 25Live during Course Maintenance. When Extended Course Maintenance begins, departments can submit room change requests to the Scheduling team via a Formstack request.
During Course Maintenance and Extended Course Maintenance, departments can freely edit course instructors on the ‘Meetings’ tab in Maintain Schedule of Classes. Note: in order to assign an instructor to a class section, the instructor must have been assigned to the instructor table in ConnectCarolina for your unit and/or subject code. You may encounter this issue when attempting to add new faculty hires or new graduate students as instructors. Requests to add instructors to the instructor table should be submitted via the UNC Service Portal and are routed to the Registrar’s Office.
Department scheduling officers help ensure that students who wish to enroll in classes offered by the department can do so, while also ensuring that department enrollment needs are addressed in a timely and appropriate manner. Access to student registration and enrollment pages in ConnectCarolina is granted after staff have completed the Student Records – Registration and Enrollment training offered by the University Registrar. This training is mandatory for staff who need to assist students with enrolling in classes and making changes to their schedules as part of their job duties.
Do you have a question you want us to include? Email it to the CAS SSM at firstname.lastname@example.org.
Staff can process enrollment actions for students using the Quick Enroll page up until the census date for a given semester. To process a Quick Enroll action, you need the student’s PID, their career (UGRD or GRAD) and the term code. Your Student Records training will have covered when and how to use Quick Enroll. Enrollment requests after census require the submission of an add/drop form to the Registrar’s Office.
Students can only be enrolled by staff if they have a valid enrollment appointment OR it is open enrollment for a given semester. Staff retain their ability to manually enroll students through 5pm on the census date for the semester. To find a student’s enrollment appointment, open Quick Enroll and click the blue “Enrollment Appointments” hyperlink or go to the Student Center and click “Enrollment Dates” and then “Details.” Open enrollment dates are listed on the Registrar’s Academic Calendar. After open enrollment ends, all enrollment actions will need to be submitted to the Registrar via an add/drop form.
Fillable PDF versions of these paper forms are available on the SSM Teams site. Both paper and digital forms are accepted by the Registrar’s Office; for faster processing times, please submit a digital form to email@example.com. NOTE: if the student is enrolling in an independent study after census, the add/drop process is slightly different. An overview and instructions can be found on the Undergraduate Curricula website.
Generally, students can enroll themselves in classes during their enrollment appointment(s) and during open enrollment. Students require assistance in cases where a) the course is closed/full; b) there is a restriction on the class the student doesn’t meet; or c) the student has a hold on their account.
Certain kinds of holds prevent students from freely registering for classes. If you receive an error trying to enroll a student, open the student’s student center and click the service indicator icon (red star) at the top of the home page, or by checking the “Holds” box on the right side of the student center. Any holds that prevent registration will be shown there. Department staff cannot normally clear financial or academic holds; financial holds should be directed to the UNC Cashier’s Office and academic holds should be directed to either the Dean of the student’s professional school, or Academic Advising in the College.
A reserve capacity is a tool in ConnectCarolina that allows departments to set aside (or reserve) a subset of seats in a class section for a specific group of students (e.g. majors, sophomores, honors students, etc.) during certain times. For more information about reserve capacities and how to use them, please refer to the Course Setup playbook on the Registrar’s website.
Permission numbers are unique codes that can be distributed to students to help them enroll in a class that has an instructor or department consent flag on it. They should be requested by departments from the Registrar’s Office for specific class sections in advance of student registration. For more information about permission numbers and how to use them, please refer to the Course Setup playbook on the Registrar’s website.
Instructor permission is required if a student does not meet the requisites or enrollment restrictions for the class and/or the class is closed/full. Instructors are responsible for ensuring students succeed in their classes, so checking in with them before processing enrollment requests in these scenarios is best practice.
Yes, but only if you have confirmed the classroom has space for the additional student AND the instructor is fine with having more students than originally intended. Best practice is to confirm the room capacity first, then the instructor’s permission.
No. The student should speak to the student services manager in the department offering the class for enrollment assistance. While you can process a Quick Enroll action for a class that isn’t under your jurisdiction, best practice is to refer the student to the offering department since you may not be aware of enrollment policies and procedures specific to that department. A searchable table of roles that includes SSMs is available on the Office of Undergraduate Curricula website.
Yes, these are all types of overrides available to staff in the Quick Enroll function. Your Student Records training will have covered the use cases for each type of override. The Registrar’s Office has a training guide for overrides in their document repository for those needing a refresher.
These kinds of requests should be processed by staff using the ‘Swap’ function in Quick Enroll and by students using the ‘Edit’ function. These actions will only work provided there are open seats in the recitation/lab the student wants to change into. Please note that students cannot swap into a section that is waitlisted at the time of the swap. All best practices regarding enrollment in closed classes and the use of manual staff overrides apply.
Students receive a prompt to select the number of credit hours when initially enrolling in a variable credit class. Department staff can edit the number of credit hours a student takes for a variable credit class using the ‘Unit Taken’ field under the ‘Units and Grades” tab of the Quick Enroll page. Credit hours should be adjusted when the student is initially enrolled. If a student is already enrolled, the department should drop them from the class and re-enroll them with the correct number of credit hours. These adjustments can only be made by department staff during a valid enrollment appointment or open enrollment before the census date. If you notice this issue after the census date for the semester an add/drop form is required; if you notice this issue at the end of the semester a post-semester add/drop form is required.
Additional resources that may be useful for student services staff. This is not a comprehensive list, but a subset of resources that are relevant to both scheduling and registration.