This page provides instructions associated with MAUI Waitlist processes.
Topics
Student Waitlist Information
Administrative Waitlist Panel
The Administrative Waitlist Panel allows bulk entry of waitlist statuses for a course on one panel, thus eliminating the need to update the waitlist status on each section.
How to Use the Waitlist Panel
1. In Offerings Planner, search for the course, excluding the section number, then click View
2. Click on Edit Waitlist/Registration Status
3. Make Adjustments to Waitlist Plan (MAUI Waitlist or No Waitlist)
4. Click Save
E-mail Students on Waitlist
Administrators are able to email members of the waitlist for a course section.
Steps to Email Students on Waitlist
1. In Offerings Planner, View the course offering, then click on MAUI Waitlist
2. Within the MAUI Waitlist area, click on Email Students
3. Choose the student(s) you wish to email
Your options are to Check All or click into the individual boxes to the left of each student's information.
4. Click Compose Email
5. Populate all required fields
Examples of times a department may wish to contact waitlist members:
- Department is going to open more seats in the waitlisted section
- Department is cancelling the section students are on the waitlist for
- Department is creating a new section and wishes to notify waitlist students of a new enrollment option
6. Click Send
A green confirmation banner will display briefly after the message is sent.
Add Students to Waitlists
The department is able to administratively add students to waitlists.
A time this would be done is if a section is being cancelled and the department wishes to offer a student a seat in another section. In this case, the student would be added to the waitlist and then the waitlist would be reprioritized. Another example is if a student wishes to section change before a course is underway, and the course is full.
Steps to Add Students to Waitlists
In Offerings Planner search for and view the course section
Click on MAUI Waitlist
Click on "Add student to waitlist"
Enter student's UID or HawkID and click "add"
A green confirmation bar appears indicating student has been added to the waitlist
Use the "Email Students" link to notify student they have been added to the waitlist
Compose notification email to student and click "Send"
Trigger Waitlist Offers
When a department decides to increase the number of seats in a full course and the course has a waitlist, the Administrator can make changes to the course offering which will trigger waitlist offers to go out.
Steps to Trigger Waitlist Offers - Single Section
1. Change Registration Status to Pending
If the department needs to re-prioritize the waitlist prior to increasing the seat count it is imperative that the Registration Status be changed to Pending to prevent waitlist offers from being send prematurely.
Best practice is to pend the section in all cases as a safeguard to unintended waitlist offer triggers.
2. (Optional) Click on MAUI Waitlist and re-prioritize waitlist
3. Click on Optimum Enrollment
4. Click on Edit Optimum Enrollments
5. Adjust Optimum Enrollment number and Save
Be sure to review the capacity for the room assigned to the section. If more seats are needed than are available for the assigned room, please contact Classroom Scheduling to discuss options.
6. Click Return to Summary
7. Change Registration Status to Open
Opening the section will trigger waitlist offers. The Current Enrollment now reflects the new Optimum Enrollment count and includes students who have been offered a seat.
Returning to the MAUI Waitlist panel shows the Pending waitlist offer count.
Switching Sections Within a Full Course
Scenario: A course with multiple sections is not yet underway and the course is full. A student already enrolled in one section of the course seeks a section change, but cannot do so in MyUI because all sections are full.
In this case, the department can make changes to the course via optimum enrollments and waitlists, which will allow a waitlist offer to be sent.
Steps to Trigger Waitlist Offers - Switching Sections Within a Course
Change the Registration Status of both sections to Pending
Add student to Waitlist for the section they wish to change into
Email student via Waitlist panel
Lower Optimum Enrollment of section student moves out of (if needed)
If the department wishes to retain the same total number of seats in the course, the department should lower the optimum enrollment of the section a student is moving out of by one seat
Increase Optimum Enrollment of Section Student wants to move to
Change Registration Status of both sections from Pending to Open
Student will have 24 hours to accept the waitlist offer
Switching Sections Within a Full Course - Related Sections
Prior to a course being underway, if a student wishes to change discussion/lab sections and the course is full but the department does not wish to increase overall seats, there is a process by which the department can send out a waitlist offer to the student, maintaining the same overall enrollment in the course.
Information coming soon on this topic. Please email reg-maui-support@uiowa.edu for information on how to complete this process.
Steps to Trigger Waitlist Offers - Lecture/Discussion or Lab Related Sections
From the course section panel, change the registration status for the discussion from MAUI Waitlist to Pending using the Actual Registration Status column
Add the student to the waitlist for the discussion section and prioritize them to the top of the waitlist
Email Student notifying them they have been added to the waitlist
From the course section panel, increase the opt enrollment for both the discussion and lecture by one seat and save
Returning the registration status to open will trigger a waitlist offer to go to the student, and they will then have 24 hours to accept the waitlist offer
Change Registration Status of discussion or lab section from Pending to Open
Returning the registration status to open will trigger a waitlist offer to go to the student, and they will have 24 hours to accept the waitlist offer.
If department wishes to maintain the same enrollment, adjust the discussion/lab and lecture sections down by one seat after the offer has been sent
Re-prioritize Waitlists
A department may wish to change the order in which students are listed on the waitlist (re-prioritize). Please review the provided steps for this process.
Steps to Re-prioritize Students on Waitlists
1. Change Registration Status to Pending
Pending the section will prevent any possible waitlist offers from going out while priorities are being updated.
2. Click on MAUI Waitlist
3. Click on Edit Priorities
4. Re-prioritize the Waitlist
In this example, we will be moving the student in position #4 to position #1. Type "1" in that student's priority column. You must then also type "2", "3", and "4" and so on above and below the student being reprioritized.
A red asterisk will appear next to the students whose priorities will be updated.
5. Click Update Priorities
Students will now appear on the waitlist in the order you've chosen. A green bar with a message confirmation changes were saved displays at the top of the panel.
6. Return to Summary and change Registration Status to Open
Populate (Seed) Waitlist for New Course Sections
Administrators can bulk add students to Pending course sections via this tool. For example: a department will create a new course section and wishes to add unenrolled students from other section waitlists to the waitlist for the newly created section.
Please review the provided steps for this process.
Steps to Populate New Section Waitlists
1. Set Registration Status to Pending
2. Click on MAUI Waitlist
The "seed waitlist" link will only activate when the Registration Status is Pending and MAUI Waitlist has been chosen.
3. Click Seed Waitlist
MAUI will copy over non-enrolled students who are Active on another waitlist for the course with the same Section Type. This occurs regardless of Management Type.
4. The Waitlist is Seeded
Students are added to the seeded waitlist if they meet registration rules. The same rules apply as if the student were adding themselves to the waitlist.
5. Error message will display for those not seeded
If students do not meet registration rules or are already enrolled in another section of the course, they will not be seeded and an error message will display.
6. Review Seeded Waitlist, click Edit Priorities to remove students
If there are any students who should be removed from the seeded waitlist, do so at this time. You as the administrator are prompted to notify or not notify the removed student. We suggest not notifying them since they are not yet aware they were added to the new waitlist.
You can also make waitlist priority changes at this time, if needed.
Edit Priorities button:
Edit Priorities/Remove students panel:
Warning message after clicking Remove:
Ok removes the student from the waitlist, Cancel makes no changes.
7. Send e-mail notification
Click on "Send Seeded/Administratively Added Waitlist Notification" link, which will trigger email, MyUI messages and text notifications.
A green alert message will confirm the number of students notified:
Example e-mail:
8. Change section Registration Status to Open
Changing the Registration Status to Open will trigger waitlist offers to be sent. The maximum number of waitlist offers sent will be determined by the optimum enrollment set for the section.
Please Note: if enrollment count does not increase after opening the section, please do the following:
You may need to touch the optimum enrollment area to trigger the waitlist offers to go out.
To do so, click on Optimum Enrollment, click on Edit Optimum Enrollment, enter the same number of seats, and click Save.
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Seeding brings over course identity if the course is cross-referenced.
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Same section type seeding: discussion to discussion, lecture to lecture, etc.
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Logic will look at multiple waitlist membership, priority number, and timestamp.
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Example: A student is on two waitlists, in position #3 on one and position #4 on another. They would be seeded as #3 on the waitlist.
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If multiple students have the same priority number, seeding is based on timestamp.
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Seeding brings over texting notification choice student made with previous waitlist.
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Students seeded onto a new waitlist are not programmatically removed from other waitlists.
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Seeding a waitlist for a summer course will seed students on the waitlist for other sections of that course, regardless of sub-session.
Things to Note about Waitlist Seeding
Waitlists and Seat Reservations
Information about waitlists and seat reservations will be added soon. In the meantime, please visit the Office of the Registrar website for information.
Waitlists and Registration Holds
If a student has any registration holds in place, they are not able to add themselves to waitlists.
Additionally, if a seat becomes available and the next student on the waitlist has any registration holds, the student will not be notified that a seat is available. If/when the hold is resolved, the student would then receive a waitlist offer should a seat become available.
Reports
Course Waitlist Report
This report displays a list of students who are on waitlist of selected courses. It also allows the users to jump to the MAUI waitlist page. The report is based on warehouse data.
Using the Course Waitlist Report
Select your report parameters
Report displays multiple data points which allow a department to identify how many students are on waitlists and also provides information about the students
This report can be particularly helpful if a department wishes to reprioritize waitlists based on program or classification. Users can then go to the course section and reprioritize waitlists if needed.
The report can be exported by clicking on the floppy disc icon
Downloading this report will allow the user to filter and organize information in a way that is most helpful for their particular needs.
Additional Help with Waitlist Administration
