VIII--Regulations and Procedures
During the annual scheduling process, departments can request enrolment limits based on pedagogical considerations or reasons other than classroom space restrictions (e.g. laboratory capacity, field placements in practicum courses, the need for section monitoring in multi-section courses). The proposed limits must be approved by the Associate Vice President (Academic) and Registrar.
After course selection and up until the end of the add period, the Assistant Registrar, Schedules, may identify additional limited enrolment courses based on lack of suitable classroom space.
In establishing and implementing procedures for limited enrolment courses, the Board of Undergraduate Studies recognizes two principles:
Same Subject and Prerequisite List
The Same Subject and Prerequisite list is provided to assist faculty in the deletion of students from the tentative class list of an over-enrolled LEC course. When applying the selection criteria faculty must attempt to maintain the approximate limit by giving enrolment preference according to the criteria as presented. When limits result in restricted access to the course, the prescribed preference should be maintained. If necessary, the Assistant Registrar, Schedules, can provide a listing of students deleted in the previous semester the course was offered as an LEC. Also provided through the degree audit system is a listing that indicates how the course is used in various programs.
The list of students to be deleted from the tentative class list should be forwarded by the department chair to the college dean, who will then forward the approved list to the Assistant Registrar, Schedules, for action. To facilitate the approval of the deletion list, the reasons for the deletion must be provided on the list.
Upon receipt of the Same Subject and Prerequisite Lists, the chair (or director) selects students for admission to limited enrolment courses. The selection process must be in accordance with the regulations stated below. The list of students to be deleted from a limited enrolment course must be submitted to the Schedules Section, Office of the Registrar, by the deadline date.
In selecting students for a limited enrolment course that has been over-enrolled, preference will be given according to the following sequence of categories:
For 100 level courses where the enrolment is expected to consist mainly of students without an extensive previous academic record, preference will be given within the categories 1-3 by giving first priority to students in semesters 1 and 2 prior to applying the deletion criteria.
Although the University will attempt to ensure that whenever possible the limits placed on 100 level courses will accommodate at least all students within categories 1 and 2, nonetheless it may be necessary to restrict enrolment in some cases. In the case of 100 level courses where none of the above strategies works in enforcing the limits, students may be selected for the course on the basis of a random assignment of those remaining on the list after the initial screening has been done. (A semester level of 1-2 may also be used as the priority for adds to a 100 level course, and a random assignment may also be used to accommodate students wishing to add from a waiting list.)
Reducing the List Further
If the maximum enrolment is exceeded before all of the students in any one of the first three categories are admitted, the decision will normally be based on the academic record of each student in the category, and/or on any enrolment records kept for the course.
When academic records or enrolment records must be used in the decision process the deletion of students will normally proceed as follows:
(When a waiting list is used to accommodate students during the add period, preference will be given to those attending the first class meeting, Special Schedule. If necessary, preference can also be determined according to the selection criteria specified above.)
In all cases noted above, students with the stated prerequisite(s) will have priority over those who have a signed Waiver of Prerequisite.
Because all deletions other than those from a waiting list are performed prior to the start of classes, a student registered in an LEC who attends the first class meeting cannot be removed from the course to allow for the entry of another student.
The procedures for establishing limited enrolment courses are:
First Class Meetings
To accommodate students waiting to add LECs, departments are permitted to remove from LEC class lists the entire group of students who have not appeared at the first class meeting unless these students contact the department prior to that class meeting to confirm that they intend to remain in the course. Removal of those students will permit adds up to the LEC limit.
The deletion of these names from the class lists and the notification of the students are the responsibility of the department during the add period. Students deleted in this way still have recourse to normal add procedures. Students with a full course load who wish to add a replacement course will have to obtain a drop signature for the course from which they have been deleted.
If students receive permission to add or re-add a limited enrolment course after the deletion list has been submitted, they must submit an "Undergraduate Course Request" form to the Academic Records Section with instructor approval.
If the student arrives at the Academic Records Section before the department list, which indicates that he/she was to be dropped, the Academic Records Section will hold the "Undergraduate Course Request" form and match it up to the list when received. In this way the course will be left on the student's computer file (SIS).
At the end of the add period, the department chair must advise the Assistant Registrar, Academic Records, in writing of the students to be dropped and these students are removed from the course lists upon this notification. The list must arrive in the Academic Records Section, hand delivered if necessary, by 4:30 p.m. on the Thursday immediately following the end of the add period. The timely submission of this information is necessary so that the drops can be completed on the Friday, thereby making it possible to run an updated set of class lists over the weekend. This will also ensure that the computer file is accurate for the "Student Verification" form which is now used for MET reporting purposes.
At the request of the Assistant Registrar, Schedules, during the annual scheduling process, the chair compiles a recommended list of courses to be declared as limited enrolment by the department. A limit must be specified and a justification must be provided. The chair submits the recommendations to the Assistant Registrar, Schedules, with a copy to the dean and the Associate Vice-President (Academic) and Registrar for review and approval.
After approval of the limits and receipt of the same subject and prerequisite list, the department is responsible for identifying students to be removed from over-enrolled LECs using the established selection criteria. The chair approves the list then forwards it for review by the dean who will send it to the Assistant Registrar, Schedules, for action.
After the first class meetings, the chair may submit a list of students to be removed from over-enrolled LECs based on non-attendance at first class meetings. See procedures under First Class Meetings.
The dean reviews the departmental requests for enrolment limits, considers the justification provided, confirms the limits and advises the Associate Vice-President, Academic of any necessary adjustments.
Associate Vice President (Academic) and Registrar Responsibilities
The Associate Vice President, Academic, reviews proposed limited enrolment courses for upcoming semesters, consults with departments and colleges if necessary, approves the limits and notifies the Assistant Registrar, Schedules.
During the annual scheduling process the Schedules Section sends reports containing enrolment history, specialization enrolments and LEC history to the department chair and the dean to assist them in the development of the list of limited enrolment courses for the upcoming semesters.
The Schedules Section publishes an up to date list of limited enrolment courses in each edition of the Undergraduate Course Timetable.
The Schedules Section of the Office of the Registrar sends the Same Subject and Prerequisite List to departments after course selection is completed. This is a report of limited enrolment courses where the number of students selecting the course exceeds the specified limit. A deadline is specified for submission of final LEC course lists by departments.
The Schedules Section removes students from limited enrolment courses where indicated by the departments.
Upon the completion of course selection, those courses where the appropriate classroom space is not available are added to the list of limited enrolment courses by the Assistant Registrar, Schedules.
During the add period, courses that become over subscribed may be declared to be limited enrolment by the Assistant Registrar, Schedules, in consultation with the department chair. An up to date list of limited enrolment courses is announced on phone mail (x8731) and posted in the Academic Records Section throughout the add period.
At the end of the add period the Assistant Registrar, Schedules, sends a copy of the final list of limited enrolment courses to the Associate Vice President (Academic) and Registrar, for use in future planning.
Based on procedures outlined under First Class Meetings the Assistant Registrar, Records, drops students from LECs as requested by the chair at the end of the add period.
Students who have not been admitted to limited enrolment courses may need to add an additional course and should follow the drop/add regulations.
LECs are identified on individual timetables as well as in the newspaper addendum provided at the beginning of each semester. Additional LECs may be designated during the add period and will be posted in the Registrar's area.
Students wishing to add or drop a limited enrolment course during the add period will be required to obtain approval (a signature) from the department offering the course.
Students who cannot attend the first class meeting for a limited enrolment course must contact the department prior to that class meeting to confirm that they intend to remain in the course.
|1996-97 Undergraduate Calendar
VIII--Regulations and Procedures
Last revised: August 28, 1996. Contact: email@example.com.