Vergil User Roles
Listed below are the various user roles in Vergil and their associated permissions.
For information on how to request access to any of the listed roles, visit the Systems Access Request Page.
Roles - by Function
The Proposal Workflow is a way for Schools to manage the creation of new courses and track changes submitted to existing courses. More information on the Course Inventory can be found at https://sishelp.sis.columbia.edu/content/fields-proposal-and-inventory.
- ROLE
- PERMISSION(S)
- Author
- Proposal Authors are able to create a new Course Proposal that will go through an approval workflow. Any additional edits to the Course must be completed by the original author (e.g., Faculty or representative).
- Reviewer
- The Reviewer reviews proposals and verifies that program requirements are met. They can also approve, deny, and send the proposal back to the author for further edits. Review access is typically at the Department level (e.g., department head). Reviewers get notifications of the proposal status, and additional staff members can be added as needed. https://sishelp.sis.columbia.edu/content/reviewing-proposals In some departments, the same person may have the Author and Reviewer roles.
- Secondary Reviewer
(CC/GS/GSAS -only) The second reviewer is typically a Director of Graduate Studies who will approve, deny, and send the proposal back to the author for further edits. This role is needed for graduate-level Courses in the Arts and Sciences (e.g., 4000-level and above).
used for Workflow 4 and Workflow 5 Loading...
- Approver
The Approver Gives the final approval to add a new course to the inventory. Can approve, deny, or send the proposal back to the author for edits. Typically this role is reserved for staff in the Committee on Instruction for a school or faculty.
In some Schools, the same person may have the Reviewer and Approver roles.
- Secondary Approver
(CC/GS/GSAS -only) - Graduate-level courses for CC/GS/GSAS will also need to be approved by the GSAS COI used for Workflow 4 and Workflow 5
- Inventory Administrator
Users with the Course Administrator roles have access to add new, edit existing, and deactivate courses no longer offered directly in the inventory, without using the Proposal Workflow. The users also have the ability to customize workflow email notifications.
The Semester Schedule is the list of course sections offered to students each semester. Departments enter classes into Course Management to make them available for registration. More information on the Semester Schedule can be found at https://sishelp.sis.columbia.edu/content/semester-schedule.
- ROLE
- PERMISSION(S)
- Class Admin
- Class Admins are responsible for managing their department(s)’s Semester Schedules. School-level Class Admins will be able to manage the class schedules of all departments within their School and will be able to make necessary changes to Sessions and Courses. Meanwhile, Department-Level Class Admins will be able to manage and make necessary changes to Sessions and Courses exclusive to their department.
- Class - View Only
- Users with View Only access have the ability to view semester schedules school-wide but cannot make any changes to the Sessions and Courses.
- ROLE
- PERMISSION(S)
- Registrar Admin
- Has the ability to edit all Courses, Classes, and Catalogs
- Course Points Admin
- Can edit points at the class section-level
- Role
- Permission(s)
- Student Administrator - Basic
- This role will grant access to student records based on their School, Department, and/or Program.
Users with this role can see: - Student Contact Information, including alternate email addresses, phone numbers, and emergency contacts - Enrollment and Registration History (excluding grades) - Student Administrator - Full
- This role will grant access to student records based on their School, Department, and/or Program.
Users with this role can see: - Student Contact Information, including alternate email addresses, phone numbers, and emergency contacts - Full Enrollment and Registration History, including grades and GPA
- Role(s)
- Permission(s)
- Registration Administrator
- The Registration Administrator Role allows users to manage student registration administratively. Access is granted based on School and/or Department.
Key functions available to admins assigned this role are:
- View-only access of wait lists and rosters based on the permissions granted.
- Ability to Add Students from any School/Department to any class roster available.
- Ability to Drop / remove Students from the Class Rosters with a D* or DR code.
- Skipping Student Registration Conflicts when Registering Students who have been approved (e.g., student does not meet the prerequisite requirements).
Administrators that also have access to Student Records, will be able to manage Student registration within the Student Academic Records page. Training is required before you can receive the Registration Administrator role within Vergil. To schedule a Vergil Registration and Enrollment training, please contact [email protected]. - Class Instructor
- Class Instructors / Faculty have access to all Wait Lists and Rosters where they are listed as an Instructor of record.
Vergil Registration and Enrollment functions available to this role are:
- Approve, Deny, and Email Students from relevant Wait Lists
- Class Roster and Wait List Activity Logs
- Ability to Email Students on Rosters and Wait Lists
- Manage Wait List settings
- Link to view the Grade Roster in SSOL and share the Class with Students
- Class Admin
- Class Admins are responsible for managing their department(s)’s Semester Schedules (see more information above)
- School-level Class Admins will be able to manage the class schedules of all departments within their School and will be able to make necessary changes to Sessions and Courses.
- Department-Level Class Admins will be able to manage and make necessary changes to Sessions and Courses exclusive to their department.
Vergil Registration and Enrollment functions available to this role are:- Cancel the Class from within the Class Roster or Class record page in Course Management
- Modify the Class Wait List Settings in Course Management or from the Roster
- Approve and/or Deny Students on Instructor Managed Wait Lists
- Email Students on the Class Roster and Wait List
- Download Student Application Attachments and View Admin/Student Comments
- View-only access of Students on the Class Roster
- Wait List Admin
- Wait List Admins manage their School or Department's Wait List.
- School level Wait List Admins can manage wait lists for all Course Sections mounted by their School.
- Department level Wait List Admins can manage wait lists for all Course Sections mounted by their Department.
Vergil Registration and Enrollment functions available to this role are:- Modifying Wait List Settings
- Approving and Denying Students on Instructor Managed (IM) Wait Lists
- View-only access of Class Rosters and the ability to email students on Class Rosters
- View Attachments and Comments submitted by Students as part of their Instructor Managed Wait List Applications
- View-only access of Waitlisted and Registered Student Academic Summaries
- Class Roster Viewer
- Class Roster Viewers can view Class Rosters and the students enrolled in a class.
- School level Class Roster Viewers can view the Class Rosters for all Course Sections mounted by their School.
- Department level Class Roster Viewers can view the Class Rosters for all Course Sections mounted by their Department.
Vergil Registration and Enrollment functions available to this role are:- View-only access of class Rosters and Wait Lists
- View-only access of Waitlisted and Registered Student Academic Summaries
- Class Roster Activity Logs
- Role(s)
- Permission(s)
- Registrar Admin
- Registrar Admins can complete Registration, Wait List, and Roster Transactions for all Students across all Schools/Departments/Programs.
Key functions available to Registrar Admins are:- Viewing Student Records
- Student Registration via the Class Roster and Student Academic Records
- Managing Student Wait Lists: Approve, Deny, and Email students on Wait Lists
- Manage Class Rosters: Add, Drop (Dr, D*, and W1-9), or Email Students on Class Rosters
- View Registration, Roster, Wait List, and Job Processing Logs
- Modify Wait List Settings and Cancel the Class within Vergil
- Modify Student Records: Class Title, Credits, and Grading Option
- Links to View the Grade Roster, Class in the Semester Schedule, and Class in Courseworks
- Barnard Registrar Admin
- Registrar Admins can complete Registration, Wait List, and Roster Transactions for all Barnard Students across all Barnard Schools/Departments/Programs.
Key functions available to users with this role are:- Viewing Student Records
- Student Registration via the Class Roster and Student Academic Records
- Managing Student Wait Lists: Approve, Deny, and Email students on Wait Lists
- Manage Class Rosters: Add, Drop (Dr, D*, and W1-9), or Email Students on Class Rosters
- View Registration, Roster, Wait List, and Job Processing Logs
- Modify Wait List Settings and Cancel the Class within Vergil
- Modify Student Records: Class Title, Credits, and Grading Option
- Registrar Admin - Bulk Student Registration
- A Bulk Registration Registrar Admin can complete Registration, Wait List, and Roster Transactions for all Students across all Schools/Departments/Programs and has access to Bulk Student Adds and Drops.
For more information on Registrar Student Registration permission, refer to the Registrar Admin Section of this table
Key functions available to users with this role are:- Bulk Register Students to Class Rosters via Student Lists
- Batch Drop Students via the Administrative Registration page
- Batch Add Students via the Administrative Registration page
- View the Registration Transaction Log to review all Registration transactions and results across the system
- View the Job Processing Tracker to confirm Registration transaction results
- Registrar Admin - Holds Override
- A Bulk Registration Registrar Admin can complete Registration, Wait List, and Roster Transactions for all Students across all Schools/Departments/Programs and has the ability to Bypass Student Holds.
For more information on Registrar Student Registration permission, refer to the Registrar Admin Section of this table
Key functions available to users with this role are:- Bypass Holds due to Cohort Registration
Bypass Holds at the Hold Owner's Request
- Bypass Holds due to Cohort Registration
- Bulk Registration - Prior Terms
- A Bulk Registration Registrar Admin can complete Registration, Wait List, and Roster Transactions for all Students across all Schools/Departments/Programs and has access to Bulk Student Adds and Drops.
For more information on Registrar Student Registration permission, refer to the Registrar Admin Section of this table
Key functions available to users with this role are:- Add/Drop Students to current and prior term Classes and Class Rosters (e.g., current term:Spring25, prior term:Summer24)
- Approve/Deny Students on current and prior term Wait Lists