Administrative Student Registration

Welcome to the Administrative Student Registration Page

The release of the Vergil Student Registration Engine includes access to direct Student Registration Management via the Student's Academic Records page, Student Lookup, Administrative view of relevant Student Registration pages(Planner, Schedule/Registration, Course Search, etc.), and more. 

This page is a resource for all topics related to Vergil Administrative Student Registration and contains detailed information on: 

  • Viewing Students Records across various Vergil pages. 
  • Registration and Drops via the Student Record. 
  • Batch Student Registration via Student Lists.
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Administrative Student Registration Quick Guide - Class Rosters
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Administrative Student Registration Quick Guide - Student Academic Records

Navigate to and View Student Record(s)

The Student Academic Record and other Student Registration pages are easily accessible from within the Class Roster. Please Note: Admins will only have access to the Academic Records page( Students enrolled under their specific School/Department/Program. 

To navigate to the Student Academic Record Page: 

  1. Click on the arrow in line with the student's information on the Class Roster to open the Student Enrollment History window on the right hand side of the page.
This image has two arrows. This first one on the page has a #2 and point to the Student Enrollment History Window
  • Within the Enrollment History Window, Select: 
    • 'View in Academic Record' to navigate directly to the Student's Academic Record Page OR 
    • Click 'Navigate to' to open a window with more navigation options 
      • From there, select 'Academic Records'

 

Selecting the Navigate to button opens a secondary window where users can navigate to the Academic Records page or any other registration page in Vergil

To navigate to a student's Academic Records page from the dashboard, simply use the their Name/UNI/PID/EMAIL in the Student Search box on the Vergil Dashboard and press Search. This will open the Student Search window where you can navigate to the Academic Records page:

the green arrows highlight which buttons to click to open the navigation window at the base of the page where users can click 'Academic Records'

Registration Via the Student Academic Record

Enhancements have been made to the Academic Records pages to allow direct Registration to classes for the current term, and prior terms for those with access to do so. To Register a Student for a class within their Academic Record page, simply:

  • Click 'Add Classes' at the base of the Enrollment History or within the expanded Term Enrollment History window
To add a class to a student's schedule click the 'Add Classes' button that the arrows are pointing to
  • Clicking Add Class(es) will open an 'Add Class(es)' window where you can search for a class via:
    •  Call Number(12403)
    •  Class Identifier (ACTU5840K001)
    • Class ID (1253398). 

  • Once you locate the desired Class(es), click the Plus (+) sign next to the class information to add it to the shopping list of classes. These classes will be queued for Registration to the Student Record.

Please Note: An Admin will only be able to search for classes under their School/Department/Program to Register a Student enrolled in their School/Department/Program to within their Academic Records page. For Instance, an Actuarial Science Department Admin will only be able to access Actuarial Science Student Records and register ACTU Students to Actuarial Science Classes.

There are three arrows pointing to the plus sign next to the classes that have been added to the shopping cart list of classes to be registered to the student(s) schedule

If a Student has any Registration conflicts preventing their enrollment into the Class, a second window titled 'Skip Registration Conflicts' will appear.

  • Select the Conflict(s) for the system to bypass and Register the Student

Please Note: Registration Holds cannot be skipped. For Assistance with Holds, please contact The Registrar's Office or Student Financial Services. 

The Skip Registration Conflicts window where registration conflicts can be selected to be bypassed by the system and register the student

Dropping classes from a Student's Record in Vergil has been simplified and updates across all systems. To Drop a class from a Student's Academic Record Page: 

  • Click on the three stacked dots to view the 'Drop Class(es)' option
  • From there, click on 'Drop Class(es)' to open the drop window 
To drop classes from a studen't record click the three stacked dots, and then click the 'Drop Class(es) option - both steps are highlighted in the picture

Once the Drop Class(es) window opens, you will be able to select 1+ class(es) to drop from the window and the most relevant Drop code.

  • DR
  • D*
  • W...

Please note: Classes with Assigned Grades cannot be dropped. Contact The Registrar's Office for assistance with dropping classes with assigned grades. 

The Drop Class(es) window allows you to select 1+ classes, a drop reason/code, and proceed with dropping classes to finalize the drop.

Registration Via the Class Roster

Adding Student(s) to Class Rosters

Students can be added to Class Rosters in a few different ways:
  • Via an Autofill Wait List when a seat becomes available in the class
    • Students will be automatically added to a class roster when they are on an Autofill wait list.
  • Via Course Instructor or Admin approval from an Instructor-Managed Wait List 
    • Once a Student is approved from an Instructor Managed Wait List they will be added to the Class Roster.
    • Class Rosters with Instructor Managed Wait Lists will allow 10% over the enrollment cap. For instance, if the enrollment cap is 20 students, and the class roster currently has 20 enrolled students- 2 more students can be approved from the Instructor Managed Wait List to bring the total number of enrolled students to 22. 
  • Via the 'Add Students' Button in the Class Roster
    • Click the Blue 'Add students' button to open a Student Search Window and lookup students via Uni, PID, First Name Last Name, or Last Name, First Name
This page illustrates the 4 steps to add a student to a Class Roster. arrow one points to the 'Add Student' button, arrow 2 is the student search box, arrow 3 is the add button, and arrow 4 is the proceed to registration button

If a Student has any Registration conflicts preventing their registration to the Class Roster, a second window titled 'Skip Registration Conflicts' will appear. Student Registration Conflicts such as a missing prerequisite or Class Rules restrictions can be bypassed to allow the students' enrollment to the class. 

 

Please Note: Registration Holds cannot be skipped. For Assistance with Holds, please contact The Registrar's Office or Student Financial Services. 

The Skip Registration Conflicts window where restrictions barring students from registering can be skipped. One or more conflicts can be selected and bypassed to allow the student's enrollment to the class

Complete the students' registration by clicking the 'Proceed with Adding Student(s)' button. 

 

Dropping Student(s) from Class Rosters

Drop Students from Class Rosters in three easy steps: 
  • Step 1: Select the Student(s) to drop from the Class Roster and click the 'Drop Student(s)' button
  • Step 2: In the Drop Students Window: 
    • Confirm the students to be Dropped 
    • Select a Drop Code(DR, D*, or W) from the dropdown list
  • Step 3: Click the 'Proceed with Dropping Student(s)' button to complete the Drop Transaction

*The Drop Student(s) window has an option 'Notify Student(s)' checkbox. If checked, the students being dropped from the class will receive an email notification of the action. If left unchecked students will still be dropped, but will not be notified of their new drop status. 

The Drop Students window where authorized users can confirm the selected student(s), select a drop code from the drop down, and then click the proceed with Dropping Student(s) button

Emailing Students from the Class Roster: 

Emailing students from the class roster is an identical process to dropping students from within the class wait list. For detailed instructions on how to Email Students on a Wait List or Class Roster, please review the 'Send Email to Wait Listed Students' section of this page, linked here. 

The Roster Activity Log contains a historical record of all Registration transactions taken in the Class Roster. 

The log captures the data points below and can be filtered by Course, Action, etc. 

Columns can be customized for view and/or export by clicking 'Manage Columns.' 

The Activity Log can be filtered and exported using the buttons above the list of records, highlighted in the image below. 

To Export a file with fewer columns than those listed, click 'Manage Columns' to select the preferred columns, and then click 'Export.' 

The Roster Activity Log and arrows signifying the two buttons required to export a copy of the log. First Manage Columns to customize the file, and then Export to download it to your device.

The Export function allows you to download a .CSV file containing the visible columns on the Roster and the list of enrolled students to your device at the click of a button. 

A yellow arrow point to the export button within the Class Roster