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Using myStudentSystem

STEP-BY-STEP GUIDE

Updated February 14, 2019

YOUR STUDENT CENTER......................................................... PAGE 2

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ENROLLING....................................................................................

DROPPING ENROLLED & WAITLISTED CLASSES..........

SWAP PROCESS...........................................................................

WAIT LIST........................................................................................

REFUND DATE...............................................................................

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1. Log in to myPortal.MacEwan.ca with your Network ID and Password.2. Launch myStudentSystem.3. Navigate to Main Menu > Self Service > Student Center.

Your Student Center Home Page Links to add or drop classes.

From the dropdown menu, view your class schedule, final grades, transfer credit and more.

Your schedule for the current week appears here. Click on the calendar icon to view important dates.

Make an account inquiry to see charges and payments.

Check your account summary for the amount you owe.

Make a payment online.

View your term enrolment and account summary after you choose a term. View how much money MacEwan University will receive from your student loans. Print off your T2202A.

Update your address and phone numbers.

Check the status of any applications.

Watch for enrolment or financial holds on your account.

Find out if you need “To Do” something for admission.

Watch for the date that you can start enrolling.

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LEGEND

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Academics

Finances

Personal Information

Admissions

Holds

To Do List

Enrolment Dates

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Enrolling1. Log in to myPortal.MacEwan.ca with your Network ID and Password2. Launch myStudentSystem3. Navigate to Main Menu > Self Service > Student Center

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Click Enroll.

Click Search.

Leave this field blank.

Choose the term.

Click Continue.

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STEPS

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HELPFUL HINT

STEPS

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Loading

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Choose the course subject from the dropdown menu.

You can enter the Course Number if you know it or you can leave this field blank to find all courses for the subject area.

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Note that “Show Open Classes Only” is checked by default. Check back to see if space becomes available or to add yourself to a wait list. For instructions go to page 21.

Watch for the page loading icon; your search can take a few minutes. Do not refresh your browser.

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Click Search.7

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Review “Reserve Limits in Effect” to ensure your program has access to this section. For Open Studies availability, it must say “Reserve Limits in Effect: 0” or “Rsrvd: Open Studies”

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Click on the small triangle next to the course number to see all class sections.

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STEPS

Choose a section that will fit your schedule.

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Check the status of your class.

Open At least one seat is available.

Wait List No seats are available, but you can select this class to be added to a wait list.

Closed No seats are available.

! You will only see waitlisted classes if the “Show Open classes only” box is unchecked.

Click Select.11

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Reserve limits tell you which programs have access to the class and how many spots they have reserved in them. If a class has more than one Reserve Limit, you cannot tell who the enrolled spots belong to. If all of the spots for your program are taken, you will get an error message at the end of your enrolment telling you the section is full. At that time, you can go back and add yourself to the wait list.

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Choose a section that will fit your schedule.

View the status to confirm seats are available.

Click Next.

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If your class has an additional component such as a lab (LAB) or seminar (SEM) you will need to choose related class sections.

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If you were given a Permission Number, enter it here. Most classes DO NOT require a Permission Number.

If you would like to use the wait list feature, check Wait List if class is full. For instructions see page 21.

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STEPS

Click Next.14

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Click on Proceed to Step 2 of 3.

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STEPS

Your class has now been added to the Shopping Cart. Your Shopping Cart is a planning tool and does not hold your spot in a class or represent your final enrolment. You can repeat steps 1 through 14 to add all of your classes to your Shopping Cart before you proceed.

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If you do not finish enrolling, your classes stay in your shopping cart, a spot is not saved, and you are not enrolled.

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Click Finish Enrolling.16

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Click My Class Schedule to view your timetable.

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HELPFUL HINT

Success Enrolment was successful.

Error Unable to add. Read the message and try another class or contact your program.

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The default is a List View of all your enrolled classes. You can also click Weekly Calendar View for a timetable.

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Choose the term.2

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Dropping Enrolled and Waitlisted Classes1. Log in to myPortal.MacEwan.ca with your Network ID and Password.2. Launch myStudentSystem.3. Navigate to Main Menu > Self Service > Student Center.

If you do not drop your waitlisted classes and choose not to attend MacEwan, you could still be enrolled and therefore be responsible for the tuition, so ensure you drop ALL classes (including waitlisted classes).

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Click Continue.3

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Choose Enrollment: Drop from the dropdown menu.

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Click Finish Dropping.6

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Success This class has been removed from your schedule.

Error Unable to drop. Read the message and contact your program with any questions.

This confirms you have dropped the class. We encourage you to review My Class Schedule before you log out.

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Select the classes that you want to drop.

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Click Drop Selected Classes.

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If you do not use the swap function and simply add yourself to a wait list and then change your mind to swap, you will lose your spot on the wait list. You will need to drop the waitlisted class and then add it again as a swap.

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The swap function is used when you wish to swap one class for another. You can swap different sections, classes and/or components. The swap function will only drop you from your class if it is able to enrol you in the class you have chosen. If the class you have chosen is not available, the swap function will keep you enrolled in your first choice.

The swap function can be applied to enrolled and waitlisted classes.

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Choose Enrollment: Swap from the dropdown menu.

Choose the term you wish to swap a class in and click Continue.

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Swap Process

Swap Process - Scenario A: Swapping one class for another

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Choose the class you wish to swap from the dropdown menu.

Click Search

Choose the section you want. Click Select.

Click Next.

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Search for the class you want to be swapped into.

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Clicking on My Class Schedule lets you see your enrollment and confirm the swap dropped ANTH 101 (for example) and enrolled you in ARTE 101.

Click on My Class Schedule.

Review the swap to ensure it is correct.

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Click Finish Swapping

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When you have selected the class to swap into, check Wait list if class is full.

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Click Next.5

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Click Swap.

Choose the class you wish to swap from in the dropdown menu.

Search for the class you wish to be added to.

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The system will not swap until a spot is available in the waitlisted class.

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Swap Process - Scenario B: Swapping an Enrolled Class for a Waitlisted Class

Remember to uncheck Show Open Classes Only to see waitlisted classes.

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View summary and click Finish Swapping.

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Swap Process is not recommended for classes with multiple components that are waitlisted.

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Review transaction confirmation and click My Class Schedule to check status.

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Review your class schedule.

A: Did you only put the classes into your shopping cart? You will need to go into your shopping cart and complete the enrolment process described on page 7.

Note: Having a class in your shopping cart does not save a spot for you. You must complete the enrolment process to be in the class.

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Q: I enrolled in classes, but why are they not showing in my schedule?

If a spot opens up and you meet the requirements, the system will automaticaly drop you from the class you do not want, and enrol you in the wait list class. You will receive a confirmation email indicating successful enrolment or a warning that you do not meet the requirements within 24 hours. The wait list process is not instant. Student Centre will be updated with the new information within 24 hours.

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Enter the search criteria.

You will choose the lecture you are currently enrolled in as that will not change.

Select the class that has the lab from your schedule.

Search for the class you wish to be added to.

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Example: Current lecture is full and room is available in a different lab that you want. Student wants to change from lab X60L to lab X03L that has space available.

Swap Process - Scenario C: Enrolled in a Multi-component Course and Swapping One Component with Space Available.

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Choose the lab you want to swap into and click Select, confirming there is still space.

Once the new lab is selected, you need to know the section of the lecture you are already enrolled in and select that section so that you can stay in it. Click Next to proceed.

Confirm the swap details and when ready click Finish Swapping.

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The lecture you are enrolled in shows as waitlisted because it is full. Your enrolled spot will not be dropped.

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Lecture is the same as it was and the lab has been swapped because a spot was available.

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Note: Swap functionality is not recommended for any components that are waitlisted. Students are responsible for ensuring enrolment is completed correctly.

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A: Unless there is space available in both components at the same time, you will not get into them. It is highly unlikely that they will both become available at the same time. Waitlisting for multiple component classes is therefore not recommended.

Q: I waitlisted myself for a lecture and a lab, why am I not getting in?

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Wait ListUse the enrol method to be added to a wait list (if there are no scheduling conflicts) or Swap Process (if there is a scheduling conflict, you have exceeded the maximum number of term credits or you would like a different section of the same class). Students are auto-enrolled into the class from the wait list and will receive an email confirming the transaction.

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Under the Search for Classes section, uncheck Show Open Classes Only.

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Click Search.2

WAITLIST DEADLINES

Q: Does a waitlisted class count as a prerequisite?

Q: I’m in Open Studies—when will spots in classes open?

HELPFUL HINT

As of your enrolment date, you can enrol in five classes and request up to three on a wait list each term. Not all classes allow wait lists.

You can add yourself to a wait list three days prior to the add/drop deadline each term. The wait lists are cleared the evening before the add/drop date so you have time to adjust your schedule.

A: No. You must be fully enrolled in a class for it to count as a prerequisite or corequisite.

You must have the class prerequisites or permission number, be eligible to enrol, and not exceed your term credit limit to be added to a wait list.

If you are skipped over on the wait list due to a conflict, you will not lose your spot or be removed. Your position will remain the same until the conflict is resolved and you can be enrolled in the class.

A: The dates that classes may open for all students to enrol are September 1 for the fall term and January 1 for the winter term.

Note: Not all classes open spots for other students. Waitlisted students will be processed to fill any available spots before the class opens to enrollment.

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Check Wait list if class is full.

Click Finish Enrolling on the confirmation screen.

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Click Next.4

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A: Not all classes have wait lists.

Students can only wait list for three classes total.

The wait list may be full.

Q: Why can’t I add myself to a wait list?

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Click My Class Schedule to view classes and status.

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You can see your position number on the waitlist.

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A: No. If you do not get into the class due to an error such as a time conflict, you are skipped over but you do not lose your spot on the wait list. If you fix your error and another spot becomes available, the system will try to enrol you in the class.

Q: I had a wait list error, does this drop me from the wait list?!

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Select Weekly Calendar View.

View the status of the class to see if you are on the wait list or enrolled.

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View your updated Waitlist Position for a class.

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A: Any time a transaction is made with the wait list, you will receive an email to your MacEwan account.

A: No. MacEwan staff do not have the ability to change a student’s wait list position.

A: No. You will need to drop yourself from the wait list and re-add it as a swap. This means you will go to the bottom of the wait list.

Q: How do I know I got into a waitlisted class?

Q: Can my wait list position be changed by MacEwan staff?

Q: I didn’t swap when I added myself to the wait list, can I change it now?

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Check for scheduling conflicts. If there is a conflict and you used swap when enrolling, disregard and go to page 16, step 7. Otherwise, you need to drop the wait listed class and use the swap process on page 15.

The yellow “exclamation” icon indicates a scheduling conflict OR a class that is pending a swap.

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A: No. MacEwan staff do not have the ability to change a student’s wait list transaction.

A: Are you already enrolled in the maximum of 5 classes allowed? Did you use the swap feature or did you add yourself directly to the wait list? Do you meet the prerequisites? Do you meet the reserve limit or is the class restricted to other programs?

Are there any time conflicts with other classes?

Q: I didn’t swap when I added myself to the wait list, can it be changed by MacEwan staff?

Q: Why am I not getting into my waitlisted class?

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Refund DateScreen One

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If you have already enrolled in a class, click on the calendar icon to view important deadlines.

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When enrolling in a class, note the Last Refund Date which is the last day you can withdraw from this class and receive a refund.

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Under Academic Calendar Deadlines, note the Last Refund Date

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