How Course Waitlists Ease Registration Frustrations Why Waitlist? How Course Waitlists Ease Registration Frustrations Presenters: Nicole Nicholson and Salanna Holmes

Waitlisting at Wake Tech CC Curriculum course waitlisting was launched in the summer of 2010 for the Fall 2010 registration cycle Implementation Goals: Ease student frustrations with registration once a section reaches max capacity in WebAdvisor (flexibility and equity in an automated process) Provide valuable data to the institution about course demand and available supply (strategic enrollment management)

What is a Waitlist? A waitlist allows students to indicate their interest in enrolling in a section that has reached capacity. Students must still pass eligibility rules and checks before they are allowed to waitlist. When a seat becomes available, the waitlisted student is evaluated again and must pass eligibility rules and checks before they can enroll from a waitlist.

Student WebAdvisor View

Student Notification Colleague identifies open seats when a student drops from a full section (WLAV). Students have 24 hours to enroll after being notified via their waketech.edu email address (Communications Management). Students will use “Manage My Waitlist” thru WebAdvisor to register or remove themselves from the Waitlist.

Student Notification - CM Dear John Smith, A seat in Art Appreciation is now open. You are currently waitlisted for this course. To claim this seat you must register for the course no later than 11:59 pm on 12/05/12. Section: ART-111-2101 Synonym: 048980 Term: 2013SP After 1day, the seat that has been reserved for you will be offered to another student. You can register via WebAdvisor using Manage My Waitlist at : https://webadvisor.waketech.edu/WebAdvisor/WebAdvisor?&TYPE=M&PID=COR E-WBMAIN&TOKENIDX=5148664675 If you need assistance, please contact the Registrar's Office at 919-866-5700

Curriculum Set-Up CRES – Course Restrictions SECT – Section Restrictions Allow Waitlist Waitlist Enroll No Days Waitlist Rules Waitlist Multiple Sections

Curriculum Set-Up

Waitlist Set-Up Waitlist Defaults (WLDF) Course Restrictions (CRES) Course Restrictions by Location (CLRS) Course Waitlist Ratings (CWLR) Registration Controls (RGCT) Registration Parameters (RGPP) Registration Users (RGUS) Registration Web Parameters (RGWP) Section Restrictions (SRES) Waitlist Availability (WLAV)

Waitlist Set-Up

Waitlist Set-Up

Waitlist Set-Up WLAV runs once daily in order for students to be notified of an opening and that they have 24 hours to register. Students are put on the waitlist –first come –first serve-there is no ranking. At WTCC, we turn off waitlisting two weeks before the term start date. This configuration was a local decision.

ITS Checklist for Opening Waitlist Update MTXT record with the current Waitlist cutoff dates Set Up WLAV via the Colleague Process Handler Update the WEB.REGISTRATION.ACTIONS VAL code table and add WL On RGWP, set Display Number of Students on Waitlist to Yes

ITS Checklist for Closing Waitlist Run WLCL to close Waitlist Modify WAIT.STATUS WAIT.LIST for all L and P sections – Answernet 14700.48 - Registration after Waitlist is Closed Run paragraph X890.WL.OFF – Answernet 51619.67 - Waitlisting still allowed after WLCL run on sections with no waitlist Update RGWP Display Number of Students on Waitlist to No Update the WEB.REGISTRATION.ACTIONS VAL code table and remove WL

Enrollment Management Waitlist data can serve as an instrumental component of strategic enrollment management. Evaluating course waitlist frequency has been helpful for course planning, budgeting, and institutional effectiveness. Example: When a course waitlist become overwhelmingly large, WTCC will often open a new section of the course and move WL students to the open section (dependent on money and space). CU Data Mgmt. then uses CM to notify students of the change in their schedule.

Unduplicated Waitlist Student Count WTCC Waitlist Data Term Unduplicated Waitlist Student Count 2011SP 4,520 2011FA 6,359 2012SP 5,318 2012FA 5,237 Notes: This report captures the unduplicated number of students who were active on a waitlist at the time that waitlisting ended for the term.

Begin the Waitlist Discussion We recommend that the discussion of wait listing include all affected stakeholders – Registrar, Student Services, Curriculum Education, and Information Technology Services: What courses does your college want to waitlist? How will linked classes with matching labs be handled? How many days will you give students to register? How will you communicate with students? Will you use waitlist ratings? How often will you run the WLAV process?

Contact Us! Nicole Nicholson Amanda Roberts Senior Manager, Administrative Computing Information Technology Services nwnicholson@waketech.edu Dean, Registration & Student Records Student Services atroberts@waketech.edu or Associate Registrar sdholmes1@waketech.edu Resources: http://www.nccommunitycolleges.edu/CIS_Docs/Training/TrainingDocs/mng_wtlst_in_coll_lg.pdf