10.2 Internal Registration Procedure

Adding, Dropping, or Withdrawing Transactions:

CCHE FTE guidelines indicate that the student must be “officially registered” by the course census date otherwise we cannot count the course registration credit.

Adding a student to a class:

When a student is registering for a class (“adding”) before the “last day to add”, the administrative assistant, department chair, or Student Success Office completes the “add” transaction from the student’s course registration form by signing and dating it upon receipt, and entering the add on SFAREGS.

If the student is registering after the “last day to add” the student and instructor must sign and date the form before it can be entered on SFAREGS.  The registering offices will be accountable for the instructor and student signatures before processing the add.

The student will not be able to enroll in the course past the course’s census date.

Adding a short term course:

The general rule for a short term course is 1 to 5 sessions.

The purpose of the census date is to assure that the student is enrolled in the course prior to that time in order to gain full advantage of taking the course.  Due to the geographic location of some of our outreach sites and the fact that some of our courses are short-term, we believe the actual enrollment form should supersede Banner in validating their enrollment.  In some cases, it would be impossible to have the students entered in Banner prior to the course census date.  In those instances the student’s signature and date on an enrollment form will serve as proof of their enrollment prior to the course census date. 

It should be noted that in some cases, the student is applying for admission and enrolling for a course at essentially the same time.  The college will process the application first to verify the residency status and then the registration form in a timely manner. 

The course registration form must be completed in entirety, signed and dated by the person admitting the student in the course.  It is our intent to enter such enrollments in the Banner system within a two week window of time from the date of the class.  The “absolute” deadline for entering courses and enrollments into Banner would be two weeks before the end of term.  The college would not seek FTE reimbursement for any enrollments after that date for that semester.

Dropping a student from a class:

If a student is dropping a class before census date, they have two options.  The student can drop the class online or they will need to complete an add/drop/withdrawal form.   The student must sign and date the form, and it is strongly recommended that student speaks directly with the instructor of the class before the drop is processed.  Dropping a class can be done within the academic offices, Student Success Office or records office.  The person who is dropping the class in Banner also needs to initial and date the form once the class has been dropped. 

The student will be able to “drop” (discontinue the course without charge) up until the census date.

Withdrawing a student from a class:

The student is informed and is responsible for understanding his/her financial and educational options and obligations.  A student who wishes to discontinue a course after the census date is financially responsible for the course, as well as understanding that he/she will receive the grade of “W”.

If a student is withdrawing from a class after the census date, they have two options.  The student can withdraw from the class online or they will need to complete an add/drop/withdrawal form.  The student must sign and date the form, and it is strongly recommended that the student speaks directly with the instructor of the class and his or her advisor before the withdraw request is processed.  A withdrawal can be done in the records office, and the person who is withdrawing the class in Banner is required to initial and date the form once the class has been withdrawn.