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Registration

General Registration information

Registration for spring 2018 begins the week of November 6, 2017.

Course Offerings
Comprehensive student registration information

Registration is done by class, with seniors first and first-year students last. Within each class, alphabetic groups are rotated each term in order to give all students a fair and equal opportunity in course selections. The schedule for each term can be found in the student information linked above.
Registration Advising / PINs
In order to register themselves online using Banner self-service, students must obtain a six-digit “registration PIN” from their faculty adviser. If you are an adviser, PINs are available on Adviser Dashboard or in AdviseStream, both accessible from the portal.

Students cannot register until they receive advising and obtain their PIN from a faculty adviser. The registrar’s office does not give out PINs. Students are directed to contact their adviser during the two weeks prior to registration. Although it is expected that students meet with you and receive their PIN well in advance of their registration night, you are encouraged to be available during the week of registration for questions or concerns the students may have during or after registration.
Granting permission to register
Students are expected to register online during their assigned registration time. However, we understand that some students may need special permission to register. Please use the following guidelines to permit students to register outside of the normal circumstances.

Ways to grant permission:

  1. Code an override

  2. With your permission, the registrar's office can code overrides for students who don't meet the requirements to register online. Overrides allow the student to register online if seats are available during their registration time. This is the best way to permit a student to register without running the risk of over enrolling your course or giving them an unfair advantage.

    Contact the registrar's office, preferably before registration begins, and ask to have the appropriate override coded. We need to know the student's name, the course (subject, course number, and section), and which override needs to be coded.

    Available Overrides:
    • Pre-requisite: A student doesn't meet one or more of the pre-reqs
    • Class year: The student's class year prevents registration
    • Major restriction: The course is only available to coded majors or minors
    • Repeat: A student previously earned a grade of  C+ or lower
    • Signature: For "Instructor Signature Required" courses only
  3. Pre-register a student

  4. As the phrase implies, this takes place prior to registration. By pre-registering a student, you are granting the student permission to register before their registration time, regardless of pre-reqs, restrictions, and capacity. This should only be used sparingly and should most often be used for majors or minor within your department or for compelling extenuating circumstances. If your only intention is to permit a student to register without a pre-req or other restriction, you should consider using the override coding noted in section A.
       
    Pre-registration options:

    1. Include the student's name on the department/program pre-registration list (due the Wednesday prior to registration). Please note that not all departments/programs pre-register. Check with your AA.

    2. Email the student to grant permission. Be sure to include the specific subject, course number, and section in your email.

      Suggested wording: "[Student name], you have permission to register for [Subject, course number, section]. Please bring this email to the registrar's office as soon as possible to be officially registered for the course."

      Please do not send or copy the email to the registrar’s office. If a student is off campus for the term, please email the student as indicated above and instruct them to forward the email to registrar@colgate.edu.

      Reminder! If you are including more than one student in an email, make sure to Bcc (blind copy) the students and do not list their names in the body of the email. Alternatively, you can send individual emails.

    3. You may sign the student’s “Obtain instructor’s signature” form (copies also available in our office) and instruct them to bring it to our office for processing before the start of registration.
  5. "Signing a student in"

  6. Similar to pre-registration but occurs after registration has begun. Faculty can grant permission in one of two ways:
    1. Email the student to grant permission. Be sure to include the specific subject, course number, and section in your email.

      Suggested wording: "[Student name], you have permission to register for [Subject, course number, section]. Please bring this email to the registrar's office as soon as possible to be officially registered for the course."

      Please do not send or copy the email to the registrar’s office. If a student is off campus for the term, please email the student as indicated above and instruct them to forward the email to registrar@colgate.edu.

    2. You may sign the student’s “Obtain instructor’s signature” form (copies also available in our office) and instruct them to bring it to our office for processing before the start of registration.

    3. NOTE:If you grant a student permission to register after registration has begun, you run the risk of over enrolling your course. If a student brings your signature or email to our office, we will register them regardless of any restrictions, pre-requisites, or enrollment caps. If this is a concern, please consider option A (Code an Override) listed above.
FERPA during registration
All university employees are required to abide by FERPA regulations.

Best practices to stay FERPA compliant during registration:

  • Schedules: Do not provide anyone with a student's schedule or discuss enrollment status in particular courses.

  • Email: Always blind copy or use an email distribution when emailing more than one student, and never include student names or other identifiable information in the body of the email.

  • PINs: Don't post PINs in a public place or give to anyone else other than the student (this includes AA's, parents, or any other staff member).

  • When in doubt, contact the registrar's office for guidance and/or clarification (registrar@colgate.edu or 315-228-7408).
Waitlists
Waitlists maintained by the registrar's office:
  • Waitlists maintained by the registrar’s office will be managed through the end of the current term. Students will be notified via e-mail if a seat becomes available.

  • Faculty should not "sign in" any student while the registrar's office is managing the waitlist or you run the risk of over enrolling your course. Contact the registrar's office during registration if you wish to manage your own waitlist.
Waitlists maintained by departments/individual faculty:
  • Some departments or individual faculty choose to maintain their own waitlists. In these cases, the faculty member should contact the student directly. If done by email, you should state that the student has permission to register (including subject, course number, and section) and instruct the student to bring your email to the registrar's office for processing as soon as possible. (No need for them to print your email. They can show it to use on their phone or other device.)

  • The registrar's office will not register anyone for a closed course unless the student brings proof of permission to our office. (Students off-campus for the semester may forward your email to us, rather than bringing it in person.)
All waitlists will be deleted prior to the start of Drop/Add to allow online access to open seats. A reminder will be sent prior to the start of drop/add.

FERPA


Grades

Fall 2017 Final Grade Deadlines

Deadline: Thursday, December 28, 9:00 a.m.

This is a firm deadline. Late grades create considerable problems for students and university offices, and can delay the academic review and petition processes.

All final grades must be submitted online via Faculty Dashboard in the portal. (See instructions below.)

Instructions for submitting grades online

Access Banner Self-Service final grade entry from the Colgate portal (portal.colgate.edu).

  1. After logging in (using your network log in and password), click on Faculty Toolbox at the top of the page and choose Faculty Dashboard.

  2. In the Faculty Dashboard, the current term should be the default term. (If not, please select the current term from the drop-down menu.) Your courses will appear under the Course Listing for [Term] heading.

  3. Click on the course title to bring up the class list. Select Submit Grades, which appears in blue at both the top and very bottom of the class list page. This will bring you into the Banner Self-Service grade entry form.

  4. On the Final Grade Worksheet page select the grade for each student from the drop-down Grade menu. Please enter a standard letter grade for each student. If needed, the registrar’s office will convert standard letter grades to S/U, as appropriate, before posting grades to the students’ records.
    You should leave the “Last Attend Date” and “Attend Hours” fields blank. 

  5. For team taught courses: Only the primary instructor is permitted to enter grades. If you do not have access to the drop-down Grade menu, it is because you are not coded as the primary instructor. Please call or email the registrar’s office (x7676 or sburdick@colgate.edu) if this needs to be changed.

  6. Please click Submit (at the bottom) every few minutes to save your entries. If you want to confirm that the grades have been saved, you can exit the Final Grade Worksheet to return to faculty dashboard, then re-select the course to verify final grade entry. Saved grades will display in the class list.

Allowable Grades

Grades are to be reported as follows: A+, A, A-, B+, B, B-, C+, C, C-, D+, D, D-, or F. Please note item 4 above concerning S/U grading. For a complete description of Colgate’s grading policies, see the current University Catalogue  or the Faculty Handbook.

Incompletes

Grades of I (incomplete) cannot be submitted online. Incompletes are reported to our office by the administrative deans. An incomplete is given only when the cause is judged to be sufficient, such as the result of an illness or an absence due to an emergency, and only after consultation with the student’s administrative dean. If a student in your course has been approved for an incomplete and it does not appear on the online grade roster, please contact the student’s administrative dean.

Questions?

If you have questions or concerns, please contact Kristyn Russell (x7419 or krussell@colgate.edu) or Tori Carhart (x7409 or tcarhart@colgate.edu).


Registrar's Office Staff

If you have a question for the registrar's office but are not sure who to contact, please see our Contact Information page for responsibility details for each staff member.