Registration Adjustment Workflow Request - Resources for Administrators and Approvers

Starting on Monday, September 15, 2025, students will be able to request schedule adjustments through a formal Registration request process within Vergil. This process will replace the SSOL Post Add/Drop tool and will be integrated seamlessly into Vergil Registration.

Once submitted, Student requests may require various approvals by advisors and/or instructors as determined by their home Schools. Admins/Advisors/Instructors will be able to review and approve these requests within the Registration Request Log.

Details on the population this will be available to and which functionality is being released in 2025 or coming soon in Spring 2026 are available on the Vergil Registration Adjustment Workflow page.

This page is a resource for all topics related to this new electronic Registration Adjustment process:

Navigating to your Registration Request Log
Managing Student Registration Requests
Approver Roles and Permissions
Appeals and Add/Drop Request Approval Matrix

Workflow Scenarios and Settings Logic

Below is a table outlining various Workflow scenarios, their associated settings, and potential approver(s).

Note: Items in purple are controlled by dates set in the Academic Calendar. For more information contact us at [email protected]

Managing Registration Requests

The Registration Request Log is available on your Vergil Dashboard. This log contains all Pending and Approved/Denied registration requests requesting access into your course(s) or to cross-register into other School courses.

Various Columns and Filters are available to customize your view of the Registration Request Log. You also have the ability to bookmark this view - please see the Bookmarking section for more information.

Registation Request Log Filters

FITLER: Keywords
MEANING: Familiar words that can be found in relevant course titles or UNIs in the log

FITLER

Class Identifier

MEANING

the 12 character Subject Code, Course Number, and section number

ACCEPTED VALUES OR OPTIONS

PHED1001C004

FITLER

Status

MEANING

The current state of the request

ACCEPTED VALUES OR OPTIONS

Pending - Awaiting approval/denial
Approved - Approved by all approvers
Denied - Denied by approvers
Canceled - Registration Request canceled by the student

FITLER

Type

MEANING

The end result of a registration request

ACCEPTED VALUES OR OPTIONS

Add - Once approved, the request will add the course to the student's schedule
Drop - Upon approval, the request will drop the course to the student's schedule
Change - Approving this request will change an existing course on a student's schedule

FITLER

Request Reason

MEANING

The conflict reason the student is requesting to bypass for entry or removal of a course

ACCEPTED VALUES OR OPTIONS

After Last Day to Add
After Last Day to Add (Credits Change)
After Last Day to Add (P/D/F Change)
After Last Day to Drop
Class Full
Class Rules Not Met
Credits Change (After Credits Elect Date)
Drop Request (After Last Day Tuition Refund)
Drop Request (After Last Day W Grade)
Grading Option Change (After P/D/F Elect Date)
Max Class Load
Max Credit Load (Reg)
Max Credit Load (Reg+Wait)
Max P/D/F Class Load
Max P/D/F Credit Load
Pre-Reqs Not Met
Schedule Conflict

FITLER

Requested By

MEANING

The UNI of the student or admin who submitted the request

ACCEPTED VALUES OR OPTIONS

NB3201

FITLER

Student

MEANING

Partial search of UNIs across all available requests in the log

ACCEPTED VALUES OR OPTIONS

FITLER

Student's School

MEANING

The School name or code related to the request

ACCEPTED VALUES OR OPTIONS

Barnard College
Occupational
SBUS

FITLER

Student's Department

MEANING

The Department code or name attached to the request

ACCEPTED VALUES OR OPTIONS

Accounting
HIST

FITLER

Student Program

MEANING

The Program Code, or relevant numerical or character value that can be found in the student program

ACCEPTED VALUES OR OPTIONS

2nd
SHGEN4
Adult Education Research

FITLER

Instructor Assignment

MEANING

The instructor for the course the student is requesting to add or remove from their schedule

ACCEPTED VALUES OR OPTIONS

nb11111
Alexander

FITLER

Advisor Assignment

MEANING

The advisor for the student is requesting to add or remove from their schedule

ACCEPTED VALUES OR OPTIONS

zz000
Charlotte

FITLER: Subterm
MEANING: Year and Term

FITLER

Manage Columns

MEANING

This will change which columns are displayed on the table

ACCEPTED VALUES OR OPTIONS

Student
Status
Type
Requested By
PID
Student School
Student Department
Student Program
Academic Standing
Student Advisor(s)
Requested Date/Time
Request Reason
Class Identifier
Credits
Grading Option
Class Instructor(s)
Required Approvals Met
Advisor / Student School Approval
Student School Initial Approver Approval
Student School Final Approver Approval
Instructor Approval
Class Final Approver
Student Acceptance
Comments
Actions

FITLER: Filters
MEANING: Expand or hide the available filters in the Registration Request Log
ACCEPTED VALUES OR OPTIONS: N/A

Once the Registration Request Log is open, the URL atop the page becomes dynamic, capturing any filters removed/added during that session. This URL can be bookmarked (click the star on the URL bar) to save and return to the current view.

Ex - Fall 2025 pending requests - https://vergil.columbia.edu/?global_status__in=pending&year=2025&term__term_code=3&term=3&view=reg-requests

To Approve/Deny Registration Requests:

Select to on Approve or Deny.
Enter a relevant Comment.
Click on 'Confirm Approval.'

Approvers (Admins, Advisors, and Instructors) will receive two daily email notifications at 9am and 3pm highlighting assigned registration requests pending their approval.

Registration Appeals

Student are able to initiate an appeal for entry into a course when they do not meet a course section's requirements (e.g., prerequisites, class rules, enrollment cap.).

A few things must be in place for an 'Appeal' button to display to the student:

The course must have their Allow Appeals setting set to 'Yes"
The Appeals Start Date for the term or class record in CM must be set to a current or prior date.
The Appeals End Date must be set to a future date.

note: These settings are predetermined by the School/Department that mounts the course.

ROLE full_html: Instructor full_html
IS THIS REQUIRED full_html: Instructor approval will be determined by the Department that owns the Class. once set to 'yes,' all instructor on all class records under the department will be responsible for approving appeals into their respective courses full_html

ROLE full_html: School Final Approver full_html
IS THIS REQUIRED full_html: School final approvers are any Class Admins under the department with access to manage class settings and wait lists. full_html

Add/Drop Requests

Add/Drop Requests are initiated when students initiate a request to add/drop/change a course that violates their School's policy or registration rules (e.g., Unit Rules, p/d/f limits, credit changes, etc.).

An Add/Drop Request can only be initiated if:

It is within the Approval Workflow Start and End Dates
The Student's School allow its students to submit requests for that circumstance
The student's Last Day to Add or Drop is set to a future date

note: Settings related to Adding or Dropping are preset by the Student's School.

Approver Title

Troubleshooting Blocks to Registration Requests

A few things should be considered when supporting a student who is unable to submit an appeal request for a course:

QUESTION(S): Does this student have a Hold, Inactive Registration Appointment, or Unsigned Terms and Conditions?
CONTEXT: Students with Holds will be unable to submit/accept/cancel Registration Adjustment Requests until they resolve it.

A student will be able to accept/cancel existing registration request transactions. However, they will be unable to submit new requests until they have an active/open Registration Appointment.

Students must Sign their Term and Conditions before being able to transact in Vergil. Once it is signed, they will be able to manage/submit registration requests.

If all these terms are met, please view the next question below.

QUESTION(S)

Does the Student's School utilize Add/Drop Workflow? Is it used across all Calendar terms or limited to courses within specific terms?

If Yes, Is it within the Add/Drop period for the student's School?

CONTEXT

Add/Drop Workflow will only be available to:

Undergraduate students.
Most students in the Graduate School of Arts and Sciences.
Students in the School of Professional Studies, the School of the Arts, the School of Social Work, and the Climate School.

These schools have customized Add/Drop workflow Start and End dates. The dates may apply to all term sessions on a School's Calendar or limited to specific subterms, Please contact the Student's School for more information.

If all these terms are met, please view the next question below.

QUESTION(S): Does the school allow students to request to override the registration conflicts on the course (e.g., Unit Rules violations, credit overages, etc.) ?
CONTEXT: If the school has not activated these settings, student will be unable to submit an add or drop request.
If the School does have settings for that conflict enable, please reach out to [email protected]

A few things should be considered when supporting a student who is unable to submit an appeal request for a course:

Registration Appeals

QUESTIONS: Does this student have a Hold, Inactive Registration Appointment, or Unsigned Terms and Conditions?
CONTEXT: Students with Holds will be unable to submit/accept/cancel Registration Adjustment Requests until they resolve it.

A student will be able to accept/cancel existing registration request transactions. However, they will be unable to submit new requests until they have an active/open Registration Appointment.

Students must Sign their Term and Conditions before being able to transact in Vergil. Once it is signed, they will be able to manage/submit registration requests.

If all these terms are met, please view the next question below.

QUESTIONS: Is it within the Registration Adjustment Period? If Yes, Is it within the Appeals Start and End Date on the Class the Student is attempting to Appeal for entry into
CONTEXT: Student will only be permitted to submit Appeals during the Registration Adjustment Period

AND

within the Appeals Start and End Date set for the Class or Term Session assigned to the Class.

Contact the Department who mounted the course for additional information on its Appeal Dates.

If all these terms are met, please view the next question below.

QUESTIONS: Does the student meet the class rules, prerequisites, and/or the enrollment cap has not been met?
OR

is the conflict displayed on the course section related to the student's School Policy (Unit rule(s), p/d/f, Drops)
CONTEXT: If the student meets all the class rules, they will not be able to appeal for entry into the course. This would be considered a normal registration, and a student would have been able to register for this course during the Change of Program Period.
If the conflict is related to student's School Policies and a 'Request Add' button is not displayed to them after clicking the manage Registration button, their school does not allow them to submit registration requests for such circumstances.

QUESTIONS: Are Appeals Allowed for the Department and/or on the Course Record?
CONTEXT: Courses that do not have Allow Appeals set to 'Yes,' allow on new class records will not allow Appeals into the Course

If all these terms are met, please reach out to [email protected] Horizontal line. Press Enter to type after or press Shift + Enter to type before the widget

Registration Adjustment Workflow Request - Resources for Administrators and Approvers

Workflow Scenarios and Settings Logic

Registration Adjustment Workflow Scenarios, Settings & Approvers

Managing Registration Requests

Navigating to the Registration Request Log

Registration Request Log - Columns and Filters

Registation Request Log Filters

Bookmarking the Registration Request Log

Approving/Denying Registration Requests

Email Notifications

Registration Appeals

Registration Appeal Requirements and Settings

Approvers

Add/Drop Requests

Add/Drop Requests

Approvers

Troubleshooting Blocks to Registration Requests

Add/Drop Requests

Registration Appeals

Registration Appeals

Internal Use Only

Registration Adjustment Workflow Request - Resources for Administrators and Approvers

Workflow Scenarios and Settings Logic

Registration Adjustment Workflow Scenarios, Settings & Approvers

Managing Registration Requests

Navigating to the Registration Request Log

Registration Request Log - Columns and Filters

Registation Request Log Filters

**Bookmarking the Registration Request Log**

Approving/Denying Registration Requests

Email Notifications

Registration Appeals

Registration Appeal Requirements and Settings

Approvers

Add/Drop Requests

Add/Drop Requests

Approvers

Troubleshooting Blocks to Registration Requests

Add/Drop Requests

Registration Appeals

Registration Appeals

Internal Use Only

Bookmarking the Registration Request Log