Faculty Add/Drop Procedures

Starting in Fall 2020, the add/drop process has been moved from paper to digital formatting. This was a result of the significant disruptions (i.e. COVID-19 pandemic) that affected the day-to-day processes for the entire SMC Community this past spring. Some of our old processes are no longer sustainable, especially since instruction for many students will be delivered remotely and we have to practice social distancing. The information and resources below will aim to provide you with the tools you need in order to shift to this new add/drop process.

Students who have not registered in a course by the end of the add/drop period, and have not made suitable alternative arrangements with the Registrar, are ineligible to be enrolled or to participate in the course in any way. This includes attending, completing assignments, taking exams or receiving credit for the course at a later time.

If there are any students who do not attend your class, please e-mail the Office of the Registrar at: RegOff@stmarys-ca.edu  and we will drop them from your class.

Important Deadlines:

  1. First day to add or drop a class: 08/24/2020

  2. Last day to add or drop a class: 08/28/2020

  3. Overload Request: 08/28/2020

Tutorial Videos:

  1. Course Permissions:

    1. Requisite Waiver (course specific): use this when students need a requisite waived before being allowed to take the course. This varies by course and is determined by the individual instructor. Depending on your course, not all students will need this so you might not be required to fill this portion out on the new course permissions tab in 2.0.

      1. Tutorial video

    2. Instructor's Consent (course specific): use this when students need an instructor's consent before being allowed to take the course. This varies by course and is determined by the individual instructor. Depending on your course, not all students will need this so you might not be required to fill this portion out on the new course permissions tab in 2.0.

      1. Tutorial video

  2. Add Authorization: use this to give students permission to add a course during the add/drop period. All students will need this during add/drop week.

    1. Tutorial video

FAQs:

  1. I gave my student permission to add the course on GaelXpress 2.0, but they can't seem to register. How do I fix this? 

    1. Different factors could affect this:

      1. If you gave them the wrong permission. For example, you gave them instructor's consent instead of add authorization.

      2. When students cannot register online, they will be given an error message. The more information they provide you as to why they cannot register, the better you can determine the issue.

        1. "Faculty add authorization is required to add the section at this time."

        2. "The following required prerequisite for the course is not started.Take...minimum grade C-..."

        3. "Student requires instructor's consent to register in..."

        4. "Registration in...puts students in overload for...term. Petition is required."

  2. Can I allow a student to "sit" in my class while they figure out their registration issue(s)? 

    1. No. Students should be directed to our office for further assistance if this is something outside of a "permissions" issue. For example, if they have a hold on their account, they need to resolve that hold with the respective department. 

  3. Can you explain how the process looks from a student/instructor perspective from start to finish? 

    1. A student logs into GaelXpress to add a course.

    2. The system gives them an error message (e.g. requisite, add authorization, instructor consent).

    3. Student emails their advisor and the instructor for the course.

    4. Instructor grants permission on GaelXpress 2.0 (e.g. requisite, add authorization, instructor consent) and replies back to the student and advisor.

      1. As mentioned above, the add authorization will definitely be required during add/drop week, whereas the requisite waiver and instructor's consent might not be depending on your particular course.  

    5. Student then logs back in and registers for the course. 

Document(s):