Add Code Management Tutorial for Faculty

As of spring 2016, a new process for adding classes will be implemented. Instructors will now be able to assign Add Codes to students and students will be able to add themselves to a class through WebAdvisor. High school students will still be required to add classes in person at the Admissions & Records office, instructors should provide the high school student with an Add Code slip.

Admission & Records will initially assign batches of 25 unique Add Codes (unique to an individual section and can only be used once) that the instructor will be able to hand out to students in class. We will also be providing a padded form to facilitate the assignment of the Add Code (example attached). If you use all 25 Add Codes, you may request additional Add

Codes through the Admissions & Records Office. Add Codes will be available on Class Rosters on Flex Day 1/19/2016, and will be effective as of the first day to add for each section. They are valid for the entire add period for the section. Remember, Add Codes can also be emailed to students for online classes.

For Students, the requirements are as follows: 1) Students must log into WebAdvisor and select “Register for Class Using Add Code” under the Registration menu to register.2) Students will need to enter the term, section # and add code to register. The registration process is the same.3) Prior to using the add code, students must be sure to complete an application and clear any prerequisites or holds. The Add Code process will not

override any current registration restrictions built into the system.

The following page is an example of the WebAdvisor screen visible when you log into your Faculty WebAdvisor page and pull up a class roster. You will see the roster and then the block of unique add code assignments below the main roster. Student names and information have been removed.

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Angelica Torres

Marian Wouters

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To the left, ou will see the standard page, with populated Add Codes. We, however, have added some expiration d tes, at ran-dom. When you assign an expiration d te the system will automati ally populate the start date with the start date of the class.

You can hide your Add Code assignments block by checking this box, they will reappear if you uncheck this box. This will allow you to isolate the roster from the Add Code listings.

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Faculty – WebAdvisor Class Rosters

Class Rosters for Faculty on WebAdvisor have been enhanced with the following:

Unused add codes appear on the bottom of the form. Unused add codes may be optionally assigned to a particular student by faculty and may have their expiration date changed. When a student uses an add code to register, it will be listed along with the student on the top portion of the form.

Viewing available add codes

Add codes that have not been used are displayed on the bottom of the Class Roster. See screenshot below.

Updating the Expiration Date of an Add Code

The expiration date of an Add Codes can be updated by entering a date or removing an existing date. Once expiration dates have been updated, click the Submit button to save them. The date must be after the start date of the add code.

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Note: The only restriction on the expiration date is that it is after the Start Date of the Add Code. However, sections are always constrained by the

registration dates of the term (or the override registration dates of the section). Therefore, putting an expiration date after the “add period” of a section

will not allow the student to enroll after the add period. The only way to enroll a student after the add period is to have Admissions & Records perform the

add (generally by filling out a late add petition).

Assigning an Add Code to a Student (Optional)

To assign an Add Code to a student, put their student ID in the “Assigned To” box and click the Submit button at the bottom of the form. If the assignment was successful you should now see their Student ID in the “Assigned To” box and their name in the “Student Name” column. If there is an error it will be displayed at the top of the form.

Note: this form does not allow putting a student’s name in the box, only their Student ID.

Un-Assigning an Add Code to a Student

To un-assign an Add Code to a student, remove the student’s name and ID from the “Assigned To” box and click the Submit button at the bottom of the form. If the un-assignment was successful you should now see a blank value in the “Assigned To” box. If there is an error it will be displayed at the top of the form.

Downloading Add Codes

There is currently no specific way to download rosters and add codes from WebAdvisor, however, you can print your class roster directly from WebAdvisor at approximately 125% and it will generally give you the type of print out that follows (see attached) to include the listing for Add Codes and a space to write in the student’s name or a creative staff member came up with a workaround that can be used by downloading the document as HTML, opening in Word and extracting the rosters into Excel. This same method should work for retrieving the add codes.

Contact Information

Angelica Torres – atorres@napavalley.edu or (707) 256-7208 - Angelica will be issuing additional add codes for instructors. Please email with required amount needed. She can also help you with general information.

Marian Wouters – mwouters@napavalley.edu or (707) 256-7203 – General information.

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SECTION #

ADD CODE

EXPIRATION DATE (Optional)

Spring 20 _____Napa Valley College

ADD CODE

• Log into WebAdvisor• Go to “Register using an Add Code,” under the Registration menu• Enter Term, Section # and Add Code to register

Any questions, call Admissions & Records at (707) 256-7201

Student instruction on how to add with an add code:

Please be sure you have completed an application and cleared any prerequisites or holds.

Be sure to include section # for students

(Please review this material with your students prior to handing out add code slips.)