Registrar Information for Faculty

The Office of the Registrar's home page provides a host of registrar-related information, including the academic calendar and final exam information. Below you will find helpful faculty-specific content for key registrar functions. Contact the registrar's office (315-228-7408 or registrar@colgate.edu) if you have questions that are not covered here. 

Online Forms

(Information and Tutorials)

Electronic permission forms are hosted through OnBase. These forms help facilitate registrar-related permission/approval processes between students and faculty and replaces paper forms that required faculty signatures. 

Please note that these online forms are not intended to replace the usual advising process that faculty signatures were designed to facilitate. Students are still encouraged to have conversations with faculty prior to submitting the forms, though it's reasonable to expect that some of the conversations may now take place after the form is submitted and before you take action. 

Students are expected to reach out to the faculty member they hope to have serve as their adviser PRIOR to submitting a declaration form. If you receive a declaration form from a student you haven’t previously spoken to, feel free to reach out to them prior to acting on their request.

You will receive a notification email when a major or minor declaration form has been submitted that requires your attention. The email will contain a link to access the form so you can take action.

View our video tutorial or review the instructions below for acting on major/minor requests.

Instructions for Advisers:

  • Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
  • If prompted, log in using your Colgate credentials
  • If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
  • You may need to adjust your screen to better view the bottom pane containing declaration information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
  • After you've reviewed the information and had any relevant discussions with the student, you can take action by clicking the "Review and take action" button, located just above the mid divider bar. This will open your action options in the top pane. Again, you can drag the divider bars to adjust your view. 
    • If you decide you are not ready to take action, you can click the Discard and Cancel button on the right. 
  • If you are ready to act, select the appropriate check box to indicate your decision.
    • If you deny, you may leave a comment for the student and click Submit. This will end the workflow and no further action will be available on the request. The student will be notified of your decision and will be instructed to contact you with any questions. 
    • If you approve, you will be prompted to select the appropriate chair or director to have the request forwarded for final approval.
    • You may leave any notes to the student or the registrar’s office, as needed. The chair/director and the registrar’s office will see all notes. Students will only see the notes written to them.
  • Click the “Send to Chair/Director for Approval” button to submit.

    What happens next:
  • You will receive a confirmation email with your decision indicated.
  • You can also view the status of the form by clicking the link in the confirmation email. 
  • If you approved, the chair or director you indicated will be notified they have a form to review
  • If the chair approves, the registrar’s office will be notified and will process the form as soon as possible.  
  • If the chair denies the declaration, you and the student will receive an email notification. The student will be instructed to reach out to you with any questions.
  • Once processed, you will see the student on your advisee list in Adviser’s Dashboard in the portal and the student will receive an email notification.
    • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the chair will be notified. 

      Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

Instructions for Chairs/Directors:

  • View the Chair video tutorial for visual instructions. Written instructions for the chair/director follow very closely to the adviser instructions listed above, the only difference being that they don't have to choose a person to send it to. Select the appropriate decision check box and click submit.
  • If needed, add comments to the student or the registrar's office before submitting. The registrar's office will see all notes, the student will only see notes to them.


What happens next:

  • You will receive a confirmation email indicating your decision. You can also view the status of the form by clicking the link in the confirmation email.
  • If you approved, the registrar’s office will be notified and will process the form accordingly
  • Once processed, the student will appear on the adviser’s list in Adviser Dashboard in the portal and the student will receive an email notification.
    • If, for any reason, the registrar’s office is unable to process the declaration, you, the student, and the adviser will be notified. 

OnBase Navigation:

We have tried to optimize the email notifications to make it easier for you to act on each request. However, you can also log into OnBase directly to view all of your outstanding items.

  • After logging in, click on the menu icon () on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
  • Click the arrow (>) to the left of each workflow to expand the selection.
  • If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items. 
  • Click the name of the workflow to display the contents.
  • Click a form to view the information and make a decision.
     

Students are expected to reach out to the instructor and their adviser PRIOR to submitting a withdrawal form. If you receive a form from a student you haven’t previously spoken to, feel free to reach out to them prior to acting on their request.

You will receive a notification email when a withdrawal form has been submitted that requires your attention. The email will contain a link to access the form so you can take action.

Review the instructions below for acting on course withdrawal requests.

Instructions for instructors and advisers:

  • Click the link in the email notification. (Please use a non-mobile device to avoid issues.)
  • If prompted, log in using your Colgate credentials
  • If you have more than one item, you can select the one you want to review by clicking on it in the top pane. 
  • You may need to adjust your screen to better view the bottom pane containing withdrawal information for the student. To do this, hover over the horizontal line splitting the panes and drag your cursor up to expand the lower pane.
  • After you've reviewed the information and had any relevant discussions with the student, you can take action by clicking appropriate button, located just above the mid divider bar: "Withdrawal Approved" or "Withdrawal denied"
  • Once you choose an action button, the form will be removed from your queue and be moved to the next step in the process. You will receive a confirmation email indicating your decision.
  • NOTE: if you click the link and see “No items to display” it means someone else has already denied the student’s request and it is no longer active. In this case, no further action is required by you. After additional discussion with the person who denied the request, the student may decide to resubmit, in which case you will receive another notification.

    What happens next:
  • You will receive a confirmation email with your decision indicated.
  • You can also view the status of the form by clicking the link in the confirmation email. 
  • If all approvals are received, the registrar's office will process the withdrawal on the student's registration record
  • If the instructor or adviser denies the request the student will be notified and encouraged to reach out to them to discuss how to proceed.

    Contact the registrar's office (registrar@colgate.edu or 315-228-7408)  if you have any questions or need additional help.

OnBase Navigation:

We have tried to optimize the email notifications to make it easier for you to act on each request. However, you can also log into OnBase directly to view all of your outstanding items.

  • After logging in, click on the menu icon () on the top left and choose "Open Workflow." This will bring up a new window displaying all of the workflows you have access to.
  • Click the arrow (>) to the left of each workflow to expand the selection.
  • If you have an outstanding item, the relevant workflow will be bold and show a count of remaining items. 
  • Click the name of the workflow to display the contents.
  • Click a form to view the information and make a decision.
     

Coming soon

Registration

Registration for spring 2021 begins the week of November 9, 2020.

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.

Students may make schedule changes beginning during their start time during registration week and ending on January 3. The January 3 deadline includes adds by instructor permission. 

Event Date
Registration week November 9 - 12
Waitlist processing and other registration changes November 16 -December 4

Advising Tool

As an adviser, DegreeWorks is an important tool available to assist in the advising process. It is designed to help monitor progress toward degree completion.

Student Resources

Your advisees should refer to the registration pages if they have any questions about registration. These pages hold a wealth of information to assist students with the entire registration process.

Students now have access to the Plan Ahead feature in Banner Self-Service. This feature allows students to build possible schedules as they plan for registration and then register directly from them during their time slot. They can find a tutorial on the tool and how to register from it on our Registration Help and Tutorials page.

Registration PINs

If you are an adviser, PINs are available in the portal in Adviser Dashboard under Faculty Toolbox . 

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.

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 for courses that they can't register for online without an override. 

Registration Restriction Overrides:

New for Spring 2021:

Students who submit a Registration Restriction Override request (link coming soon) to the instructor and are approved will have their record coded to allow them to bypass the restrictions and let them register themselves online.

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
  • Permission: For "Instructor Permission Required" courses only
  • Capacity: To enable a student to over enroll the course

 

B: Pre-register a student

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 instead prompt the student to submit a Registration Restriction Override request (described above).

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 forward this email to the registrar's office (registrar@colgate.edu) as soon as possible, but no later than 4:30 on November 4, to be officially registered for the course." 

    Please do not send or copy the email to the registrar’s office. We need the student to forward it as confirmation that they want to register. 

    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.

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 maintained by the registrar's office:

  • Waitlists maintained by the registrar’s office will be managed through December 4. Students will be notified via e-mail if a seat becomes available.

  • Faculty should not grant an override to 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. You should state that the student has permission to register (including subject, course number, and section) and instruct the student to forward your email to the registrar's office (registrar@colgate.edu) for processing no later than January 3.

  • The registrar's office will not register anyone for a closed course unless the student sends proof of permission to our office. 
     

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.

Fall Grades

All final grades must be submitted online via Faculty Dashboard in the portal. 

Fall 2020 Grade deadline –Monday, 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. 

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 (x7409 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.

After grades are rolled, a faculty member can access the Grade Change request form or submit an Incomplete grade through the portal. 

  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. 
  4. In the class list (not the submit grades roster), use the Grade Change link (last column, next to the student email address) to access the available options for the student:
  • Options:
    • If the student has a grade recorded, you will have the option of printing the Grade Change form. Please print, complete, and physically sign it, then send to your chair/director for approval. After your chair/director approves, please forward it to the Associate Dean of the Faculty for Curricular Affairs for final approval. The ADOF will send it to the registrar's office once it is approved. 
    • If the student has an I (Incomplete) recorded, you will be taken to the Incomplete Grade workflow. Please enter the grade using the "Revised Grade" drop down box and click the "Approve and Submit" button. You will receive a confirmation email after you submit. 

 

Email registrar@colgate.edu or call 315-228-7408 if you have any questions.

Drop/Add for Fall 2020

The fall 2020 term will have two Drop/Add periods

Drop/Add Period 1: Sunday, August 9 - Friday, August 21

  • Student start times will be staggered, based on class year and last name (schedule in link below)
  • Students can add open courses online for the duration of this period (unless course is coded as instructor permission required)
     

Drop/Add Period 2: Wednesday, August 26 - Tuesday, September 8.

  • This period will open at 8:00 a.m. (EDT) for all students in all class years.
  • Students can add open courses online through Wednesday, September 2. After that date, all courses (open or closed) will require instructor permission through September 8.


Drop/Add Request form: To facilitate instructor permissions remotely, the registrar's office has developed a new Drop/Add request form. The form will be available to students during drop/add. See the Drop/Add Request Processing section below for tutorials and more information on how to approve/deny these requests.
 

Instructional Method Details: If you would like to provide students with additional details about your instructional method for your fall courses, please complete this form no later than Wednesday, August 5 so the registrar's office can add it to the course offerings before the start of drop/add.

​ 
Additional Drop/Add Information 

Click here to code your course "Instructor Permission Required During Drop/Add." Students will not be permitted to add your course online, even if seats are available.

Things to Note:

  • While it may be appropriate for upper-level courses to be restricted, we encourage faculty members to leave introductory-level and CORE courses available for online drop/add.

  • If you choose to code your course, the above form should be completed by noon on Thursday, August 6 to give the registrar's office time to process all coding requests. If you have any questions, please contact Sue Burdick (sburdick@colgate.edu or 315-228-7409).

  • If you choose to have your course coded, no student will be able to add open seats online in either drop/add period. You will be responsible for granting student permission, as appropriate. (See "Granting Permission" below for details.)

Ways to Grant Permission:

Approve a Drop/Add Request

The registrar's office has developed a new online form for students to submit Drop/Add requests to faculty. See the next section for tutorials on how to manage these requests.

Note: 

  • If you approve a student's drop/add request to register and your course is not coded as instructor signature required during drop/add, you run the risk of over enrolling your course.
  • If you approve a student's drop/add request we will register them regardless of any restrictions, pre-requisites, or enrollment caps. If this is a concern, please consider option B (Code an Override), detailed in the next section.

 

Code an override

With your permission, the registrar's office can code overrides for students who don't meet the requirements so they can register themselves online. 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. Overrides allow the student to register online if seats are available so this option is not appropriate for any course coded as instructor signature required.

Contact the registrar's office 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

 

Students are expected to use the Drop/Add Request form to request permission to register for a course they cannot add online. This replaces emailed permissions. Please encourage any student requesting permission to submit the Drop/Add Request form. 

  • Students will begin submitting Drop/Add Requests by Sunday, August 9. You are encouraged to take action as soon as possible. 
  • Students must submit the form no later than 4:30 p.m. (EDT) on the last day of each period. At the end of the drop/add periods, faculty will have an additional 24 hours to take action any last minute requests. Any requests not approved within that 24-hour window will not be processed and, if appropriate, students will have to petition for a late add through CSAS. 

How to approve/deny Drop/Add Requests:

You will receive a notification email for each request. Watch our video tutorial and/or read the instructions below to learn how to approve/deny these requests.

Accessing Drop/Add Requests in OnBase:

  1. Easy: Click the link in the email notification to open Workflow. Sign in using your Colgate credentials. If the list forms don’t show up automatically in the top right pane, click the appropriate bucket on the left (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
  2. Moderate: Log into OnBase, click the menu icon next to “Custom Queries” at the top left,  select “Open Workflow,” click the arrow next to “REG-Drop/Add” to expand the section. Click on the appropriate bucket (e.g., Lecture Only Faculty Approval) to bring up the available forms for review.
     

Processing:

  1. Click on the form you want to review. (If needed, drag the divider bars to adjust the pane views to your liking.)
  2. After you click on a form, the student’s submission is visible in the bottom pane. This information includes basic student information (name, class, etc.), the reasons why the student is requesting permission, and any notes they may have written.
  3. Once you are ready to take action, click the “Drop/Add Lecture Request Review” button, located at the bottom of the top pane:

  1. Once you click, your action form will open in the top pane. (Drag the divider bars to adjust your view again, if needed.)
    1. If you decide you aren’t ready to make a decision after you’ve clicked the Review button, you can close the review by clicking “Discard and Cancel” on the right. You will be taken back to the form list. Once you are ready, you can click the Review button again.
  2. Indicate your decision by clicking the appropriate boxes, located under the course information
  3. You can include a note to the student, if desired, in the box provided.
  4. Click submit. You will be taken back to the workflow and the finalized request will be gone. You can then take action on any additional requests that might be in your workflow – or close out of the window if you are done.
    1. If you approved the request, the registrar’s office will be notified and will code the appropriate overrides as soon as possible, typically within one business day.
      1. Once the registrar’s office has coded the specified overrides, the student will receive confirmation that they are eligible to register for the course online. The student will not be officially registered until they go online and add themselves to the course. 
    2. If you deny, the student will receive an email with the decision and be told to contact you with any questions. (If you subsequently decide to allow the student to register, they will have to submit a new request.)
  5. Contact the Registrar’s Office with any questions: registrar@colgate.edu or 315-228-7408

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.