Registration from Abroad

Registration from Abroad

I. IMPORTANT INFORMATION REGARDING REGISTRATION
II. BEFORE REGISTRATION
III. DECIDING WHETHER TO SELF-REGISTER
IV. COMPLETING EITHER WAIVER A OR WAIVER B
V. SIXTH COURSE INSTRUCTIONS
VI. REGISTRATION DAY - SELF-REGISTERING
VII. REGISTRATION DAY - OFFICE OF INTERNATIONAL PROGRAMS REGISTERS YOU
VIII. CHANGING COURSE SCHEDULES AFTER REGISTRATION TIME - WHAT TO DO
IX. FORMS, LINKS, AND RESOURCES
X. CONTACT INFORMATION

I. IMPORTANT INFORMATION REGARDING REGISTRATION

NOTE: Your registration time and number will be posted on WebAdvisor on or around October 12. You may have to decide to self-register or have the Office of International Programs (OIP) register you without having this information.

Complete ALL 4 forms for registration

Whether you decide to register yourself or have OIP register you, all students will need to complete the 3-page Spring 2012 Undergraduate Registration Form for Study Abroad Students (which includes the Registration Form, the Course Alternate Form, and the Courses Taken Abroad Form) and Waiver Form A or Waiver Form B and email ALL 4 forms to international@loyola.edu by October 10, 2011.

Reasons why to complete all forms – if you choose to have OIP register you

The Waiver B Form indicates your decision to have OIP register you.
By submitting the Spring 2012 Undergraduate Registration Form for Study Abroad Students, the Course Alternate Sheet Form and the Courses Taken Abroad Form, you will have the best chance of obtaining a full course load if one or more of your first five course choices is either closed or cancelled.
We can override prerequisites if you complete the Courses Taken Abroad Form.
If you do not complete ALL 4 forms AND you have elected to have OIP register you for courses, you run the risk of not getting a full course load for the spring, and you will have to add/drop via email with the Academic Advising and Support Center.

Reasons why to complete all forms – if you choose to self-register

The Waiver A Form indicates your decision to self-register.
If you run into any technical difficulties (e.g., system goes down abroad), and you decide you want OIP register you instead, we will have all of your forms and we can step in to register you.
Students will be registered on a first come, first served basis, and depending on the volume of requests, it may be later in the day or the following day before students experiencing technical difficulties abroad are registered.
If you cannot register for a course that has a prerequisite you are taking abroad, we can verify you are taking the prerequisite(s) abroad by having and looking at the Courses Taken Abroad Form.
If you do not complete ALL 4 forms, you are taking full responsibility if anything goes wrong when you self-register.

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II. BEFORE REGISTRATION

Know your registration number, date and time

The Spring 2012 registration date for the Class of 2012 is October 19; Class of 2013 is October 26; and the Class of 2014 is November 2.
On or around October 12 you will be able to find your time and number by going to inside.Loyola.edu -> WebAdvisor -> Reg/Appointment Permission.

Find all course information for registration

All course-related information is available via inside.Loyola.edu -> Quick Links -> Course Listings OR WebAdvisor -> Search for Sections (click the hyperlink under the Section Name and Title column for additional section information, including prerequisites, co-requisites and restrictions, and course descriptions).
You can use Course Listings to save sections to your preferred sections list.
Be sure to place courses on the WebAdvisor (WA) preferred sections list prior to registration day.
You can do this through WebAdvisor or through Course Listings (must be signed in).
Doing so eliminates searching for courses during your registration period, but it does not guarantee you space in courses.

Know where you can register for courses and who will give you electronic permission to register

You can only register through WebAdvisor. You cannot register through Course Listings.
The Office of International Programs will give you electronic permission; not your major advisor. You will not be able to see our permission on WebAdvisor.
EXCEPTION: Sociology majors must receive electronic permission from their major advisor.

Confirm you are not on financial hold

Students on financial hold will not be allowed to register for courses. Therefore, you should check if you are on financial hold by going to inside.Loyola.edu -> WebAdvisor -> Reg/ Appointment Permission.
Sometimes holds are added just prior to registration, so be sure to check this screen the day before you register.
If you are on hold, you should contact Student Administrative Services (SAS) at SAS@loyola.edu or call 1-410-617-5047 to resolve the matter before registration.

Check ALL courses you plan to take to see if they have a prerequisite(s) or need electronic permission from the instructor

The computer will not allow you to register for courses if you have not satisfied the prerequisites.
Prerequisite courses taken abroad this fall will not be recognized by the system, so you will not be able to register for the subsequent course.
If you took a course over the summer but did not have the official transcript sent to the Records Office for processing, you will not be able to register for a course(s) that has the summer course(s) as a prerequisite(s).
If a course needs electronic permission from the instructor, it is your responsibility to contact the instructor before your registration date and time to receive the electronic permission.
You must receive the permission in advance of your registration date.
Email permission from the instructor will be accepted, BUT you will need to send the email permission BEFORE your registration date to your program director in the Office of International Programs AND OIP will have to register you for the course(s).
Email permissions from instructors must be sent to OIP by October 15.
If you do not receive electronic or email permission, you will not be able to register for the course(s).

Check to see if your course selections are still open or running

Make sure to check WebAdvisor after the class ahead of you registers to ensure that the courses you are registering for are still open.
If you submit your registration forms to OIP but discover one or more of your sections are closed or cancelled, you must submit a new Registration Form with updated information to OIP.
Send the updated form to your program coordinator in OIP no later than October 15.

Check the times and professors for the courses you want to take

Make sure times and/or professors have not be changed since you started to review the spring 2012 course offerings on WebAdvisor or through inside.Loyola.edu.
Try not to create time conflicts. Use the block schedule form to help you create a schedule without time conflicts.

Contact your major advisor to discuss your course selections

Discuss your course selections with your major advisor. Determine if there are courses you must take in the spring.
Sociology majors must receive advisor permission to register for spring courses.
Inform your major advisor of what you are currently taking abroad and how those courses are working in your degree program.
Determine if you need to register for a sixth course.
Discuss any changes in your major that may impact your spring schedule.
If you need to take a sixth course, your advisor will need to give you electronic permission to register for a sixth course.
Electronic permission to register all other courses will be given by the Office of International Programs, not by your major advisor. The only exception is Sociology majors.
Sociology majors must receive advisor permission before registering.

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III. DECIDING WHETHER TO SELF-REGISTER

Self-Registration – Things to Consider

From your registration time up to 4:00 pm EST, you will be able to register yourself, add and drop courses.
You are in control of your schedule.
Do not attempt to register earlier than your registration time according to the official time on the registration menu. If you do, you will receive an error message that says you cannot register at this time. You will then have to begin again.
If your schedule does not include any courses that require prerequisites, you should be able to register for the courses you want.
However, you may not be able to register for a course(s) due to the following reasons: course closed; time conflict; course cancellation, missing prerequisite(s), missing permission from the instructor, do not meet restrictions, or did not qualify on the placement exam.
If you cannot register for a course because you are taking the prerequisite(s) abroad, transferred a prerequisite course or have taken a course substitution, you should register for the courses you can, and send an email to your program director in the Office of International Programs asking them to register you for the courses you cannot register for in the spring. If we can verify you have fulfilled the requirement(s), then we will be able to do it. If we cannot, then we will not be able to register you and you will have to select another course.
If you encounter registration problems with WebAdvisor registration, you may have to wait for assistance before someone can respond to your email or phone call. You will be assisted on a first come, first served basis and depending on the volume of requests, it may be later in the day or the following day before you are registered.

Other Considerations

Before making a final decision, you should investigate how reliable your internet connection is abroad. You must keep in mind that not all study abroad programs have the same computer access, speeds or capabilities.
If you encounter technical difficulties with web registration from overseas, you must decide whether you would like to try registering yourself again later in the day, or have OIP register you. Instructions on how to have the OIP register you are below.
You should not miss class to register for courses. So if you are in class during your registration time, the Office of International Programs should register you. Complete Waiver Form B to give us permission to register you.
If you will be traveling and not near a computer, the Office of International Programs should register you. Complete Waiver Form B to give us permission to register you.
If you are taking a course abroad that is a prerequisite for a course you want/need to take in the spring, you will NOT be able to register for this course(s). We do not have your transcript from the fall yet, so the system does not have this information to allow you to register for it. The Office of International Programs will have to register you for the subsequent course(s). Complete Waiver Form B to give us permission to register you.
If you transferred a course or took a substitution course as a prerequisite for a course you want to register for in the spring, you may not be able to self-register for that course(s) you want/need to take in the spring. The system may not recognize those courses as fulfilling prerequisites. Complete Waiver Form B to give us permission to register you.
Registration is based on Eastern Standard Time Zone. You will need to take the times differences into consideration.
You may encounter technical difficulties. If so and you would like OIP to register you, you must email international@loyola.edu with your full name, Loyola Student ID number, program information and written verification that you would like OIP to register you instead. Example: John Smith, 00000, Ghana Program, I chose to self-register but now I would like for OIP to register me. Put in the subject heading of the email, “Registration Difficulties.”
Students will be assisted on a first come, first served basis, and depending on the volume of requests, it may be later in the day or the following day before students experiencing technical difficulties abroad are registered.

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IV. COMPLETING WAIVER A OR WAIVER B

Complete either Waiver A or Waiver B

If you choose to self-register, you must confirm your intent by reading, initialing and submitting Waiver A to international@loyola.edu by October 10, 2011.
If you want the Office of International Programs to register you, you must confirm your intent by reading, initialing and submitting Waiver B to international@loyola.edu by October 10, 2011.

Submit your registration forms to the Office of International Programs.

Before you can register, you must complete AND submit ALL of the registration forms to the Office of International Programs.
We must have your forms by the stated deadlines before we can give you electronic permission.
The Office of International Programs will give you electronic permission to register whether you self-register or give us permission to register you for courses.
You will not be able to see our permission on WebAdvisor.

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V. SIXTH COURSE INSTRUCTIONS

You can register yourself for a sixth course on WebAdvisor starting November 11, 2011 at 9:00 am EST.
Your major advisor must give you electronic sixth course permission on WebAdvisor.
Any 1 or 2 credit courses that you are registering for do not count as a sixth course. You can add them to your regular registration form. You can register for them or OIP will be able to register you for them.
If you are registering for a sixth course and are completing the prerequisite(s) for that course abroad, you should complete a sixth course form, submit it with your registration materials to international@loyola.edu. However, you will still need sixth course WebAdvisor permission from your major advisor.
Since sixth courses will not be registered until after all classes have registered (exception seniors), you should check WebAdvisor on the evening (after 6:00 pm EST) of November 10, 2011 to make sure that your sixth course selection is still open.

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VI. REGISTRATION DAY – SELF-REGISTERING

If you are self-registering, you should begin at your exact time or later.
If you know you will not be able to register for a course because you are taking the prerequisite(s) abroad, you can register for all other courses yourself. Next, contact your program director in OIP to ask him/her to register you for the course in question.
Send your program director in OIP an email to say you are no longer in your student record and you want him/her to register you for the course(s) you cannot enter.
MAKE SURE YOU ARE LOGGED OUT OF YOUR STUDENT RECORD WHEN YOU REQUEST YOUR PROGRAM DIRECTOR TO REGISTER YOU FOR THE COURSE(S) YOU CANNOT ENTER YOURSELF.
In addition, your program director in OIP must have confirmation (the Courses Taken Abroad Form) that you are indeed taking the prerequisite course(s) abroad.
Therefore, if you did not turn in the registration forms as requested, your program director will not be able to register you for it.
If you experience technical difficulties from overseas while registering, you will have to decide if you want to try registering yourself again later in the day, or whether you would like OIP to register you on your behalf.
If you encounter technical difficulties and would like OIP to register you, you must email international@loyola.edu with your full name, Loyola Student ID, program information, and written verification in an email saying you now want OIP to register you due to technical difficulties.
If you are having difficulty registering for a particular course(s), before contacting OIP, check to see if
       1) you have satisfied ALL of the prerequisites for the course in question.
       2) the desired course(s) section(s) is not closed.
       3) you have permission from the instructor (if necessary).
The above are all common reasons that some courses may not be available.
If you are running into registration problems and it is not one of the reasons above, you should send a detailed email describing the problem to international@loyola.edu using “Registration Issues” in the subject line.
Be as detailed as possible in describing the registration problem that you are encountering, including the course title, number and section for every course you are having difficulties registering.
Remember: Students will be assisted on a first come, first served basis, and depending on the volume of requests, it may be later in the day or the following day before students experiencing problems registering for certain courses are registered.

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VII. REGISTRATION DAY – OFFICE OF INTERNATIONAL PROGRAMS REGISTERS YOU

We will register you at your assigned time and on your assigned day.
If you elected to have OIP register you, you cannot go on WebAdvisor to register yourself! This could jeopardize your registration. ONLY ONE PERSON CAN BE IN A STUDENT’S RECORD AT A TIME. IF YOU GO INTO YOUR RECORD AFTER YOU HAVE GIVEN OIP PERMISSION TO REGISTER YOU, THIS WILL LOCK YOUR RECORD AND YOU WILL NOT BE REGISTERED FOR COURSES.
You should wait at least 15 minutes after your registration time to see your course selections.
Remember: Two people cannot be in the same record at the same time. It will cause the record to lock and this will delay your registration. This is why you must wait at least 15 minutes after your registration time to check your course schedule.

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VIII. CHANGING COURSE SCHEDULES AFTER REGISTRATION TIME – WHAT TO DO

Most students should have a full course load (5 courses/15.0 credits) once they have registered through WebAdvisor or through OIP.
If you elected to have OIP register you and you want to make changes to this schedule, you need to email Ms. Shannon Woods at scwoods@loyola.edu in Academic Advising. Ms. Woods will be assisting students with add/drop.
You will need to send her an email outlining the specific course you want to drop and the course you want to add. You need to give the course number, course title and course section.
Requests will be handled in the order that they are received.
If you self-registered, you have until 4:00 pm EST on your registration day to add and drop. Once it is closed, you will need to send your course schedule changes to Ms. Shannon Woods at scwoods@loyola.edu in Academic Advising.
ALL students (whether you self-registered or had OIP register you) have the option of changing their schedule using WebAdvisor. WebAdvisor add/drop opens on Friday, November 11, 2011 at 9:00 am EST.

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IX. FORMS, LINKS, AND RESOURCES