Manfred Kuechler


Quick guide:  Granting permissions to register for a specific class/section


These "quick guides" are produced quickly with little attention to formatting and fitting everything on a letter size page for printing.  More elaborate guides will be made available at a later point. These guides are meant to get you started -- following an introductory hands-on session.  Or, for the more adventurous,  to guide self-study.


Update: 14 January 2014   (includes  new "all sections" functionality and a work around for a current glitch)

Important Context


Preliminary step: Obtaining the ID for the student

If the student is around, just ask (low tech  solution), but she/he may not know. In the future, all students will have Hunter OneCards which prominently display the 8-digit ID. These don't need to be kept confidential (mine is 10867095), they are neither used as "user names" nor as  "passwords" anywhere (unless you make an unwise decision yourself). Unfortunately, the new Hunter OneCards are slow in coming; it may be a while till everyone gets a new Hunter OneCard.  We will try to impress on students that it is important to know their CUNY ID  (store it somewhere on your smart phone) especially when communicating with a faculty advisor., but what do you do when they simply not know?

The actual permission page (discussed below) provides a "look up" option, but due to very inefficient programming it takes a very long time to produce the look up screen (here is screen shot if you are curious). So, we strongly recommend not to use this lookup option, but rather obtain the student ID via another page:

So, turning to the tech solution now (this uses a very recently released access right which all faculty advisors should have been assigned; if you don't see it on your menu contact the help desk or me directly.)



Simply enter first and last name and then click the "Search" button. Note that you can also search using part of the "National ID" aka SSN if you have this information available. It will be helpful to get straight to the specific student bypassing the "search results".  Make sure to change "begins with" to "contains" if you use the last 4 digits on the SSN.
Also, note that only currently active students and only Hunter students are shown.  Using other student search forms in CUNYfirst, you will get results based on all students at CUNY and/or all students in the system; with no * markers (as in SIMS) indicating a currently active student.

Copy the ID from the search results or from the following page (and to be safe, write it down, or paste it somewhere  easily accessible):




Going to the permission page



Remember, you need to locate the class/section first, so fill out the search form accordingly:
For subject area, use the abbreviation you already know from SIMS, like SOC for sociology. You can also use the "magnifying glass" icon to search for an abbreviation. Keep in mind that some abbreviation are no longer used used today, but they are kept in the system  for courses in the past:


Once selected from the "Search Results" list, it will entered into the system automatically. But, as a faculty advisor, you usually know the abbreviations for the courses in your department.

Note:  In contrast to how things were set up in the training environment earlier, your search will fail (" no results found")  if you select a subject area outside your own department.   Just like in SIMS before you cannot give permissions for classes outside your area.  If you had access to SIMS (SUS-SPE) before, we have ported the subjects area to which you have access. Contact the registrar's office if you cannot get access to a class  you should be able to grant permissions for.




Note that we get only one result as we have entered a specific 'Catalog Nbr'; the different sections are shown on the next page.



Use the arrow buttons to bring up other sections of this course:



Note that the class has been set up for "student specific permissions" (at Hunter, we do not use the alternative system Cf offers, handing out "permission numbers")/

The "Defaults" box show the five separate permissions you can grant.  To clarify what a check mark  means:
Closed Class –  if checked you give permission for that student  to be "overtallied" into the course

Requisites Not Met – if checked you give permission to waive that student’s pre-requisites for the course

Consent Required – usually graduate students need this box checked (this is general permission to take course)

Career Restriction – if checked you give permission for a graduate student to take an undergraduate course or for an undergraduate student to take a graduate course

Permission Time Period -- a very technical issue related to Cf. We ask that you do not check this box as there are problems with this specific permission.
 

Unfortunately, all boxes are checked by default. So, you need to take away what you do not want to grant. I would have preferred to see these boxes empty, forcing you to check what you want to grant.
By the way, whatever you set up in the "Defaults" box carries over to each row you add  in the "Class Permission Data" box  -- by clicking the "+" button in the lower right corner.  (In case you want  to enter permissions for several students at the same time.)

After selecting/deselecting the specific permissions,  enter (paste) the student ID into the box at the bottom.
You can also change the expiration date of the permission  (click on icon next to date box).



Note that there are three tabs to the last panel (where you enter the student ID):



On the second tab, you can double check whether these are the permissions you want to grant. On the third tab, you can enter a comment, e.g., to explain your decision to a co-advisor.
In contrast to SIMS (where my initials "MPK" are added to each permission I enter), the permission giver is not identified automatically in Cf.   Departments may want to consider an agreement among their advisors to use the "Comments" tab to enter the initials of the permission giver.



At the end click the "Save" button and watch the upper right corner of your screen where you should see (briefly) a "Saved" button as acknowledgment.

NEW functionality (added by CUNY Central in early May  2013 -- they did not notify us and we found out accidentally)

After clicking the "Save" button, you will see a pop up window and you can select  to the unsaved permissions applied to all sections of this class.  Click  "yes" or "no".





Note: There is currently a glitch in the system after you press the save button on any section which is not the first section, the display reverts back to the first section for the class. To confirm the permission, you will need to navigate to the section which you were on.

If you want to enter additional  students, click the + button to produce a new row:




Note that you can monitor if and when a student  has used the permission  to register.  Check "Status" from the "General Info" tab:



As long as a permission has  not been used, you can modify the permission, e.g.,  to  expand or restrict it.  

You can delete the duplicate record to avoid confusion and/or for the list of permissions becoming messy -- all depends how many permissions will entered for a given class/section, but it won't matter for the student. Use the  "- " button to delete a row. If only one row is left, the row will stay but all information (including ID)  will be deleted.



If you want to enter a permission for a difference class/section, go back to the search form by clicking on the navigation bar on the left:



If you are suspicious, you can search for the same course again and check whether the permission you have entered is till there ....

Make sure that you go to the correct section, though. Don't panic when section 1 comes up and you see no permissions. You may have entered the permission for section 2.