VIII--Undergraduate Degree Regulations and Procedures
Note: These procedures may change with the new student information system.
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 Director, Undergraduate Program Services, 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 Director, Undergraduate Program Services, 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 Director, Undergraduate Program Services, for action. To facilitate the approval of the deletion list, the reasons for the deletion must be provided on the list.
Selection Criteria
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 Undergraduate Program Services, Office of Registrarial Services, 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.
Procedures
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 Undergraduate Program Services 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 Director, Undergraduate Program Services, 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 Undergraduate Program Services, 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.
Chair's Responsibilities
At the request of the Assistant Director, Undergraduate Program Services, 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 Director, Undergraduate Program Services, 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 Director, Undergraduate Program Services, 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.
Dean's Responsibilities
The dean reviews the departmental requests for enrolment limits, considers the justification provided, confirms the limits and advises the Associate Vice-President (Academic) and Registrar of any necessary adjustments.
Associate Vice-President (Academic) and Registrar Responsibilities
The Associate Vice-President (Academic) and Registrar reviews proposed limited enrolment courses for upcoming semesters, consults with departments and colleges if necessary, approves the limits and notifies the Assistant Director, Undergraduate Program Services.
1998-99 Undergraduate Calendar
VIII--Undergraduate Degree Regulations and Procedures |
Last revised: May 31, 1998.