Online Hours Change Process (Advisors and Administrators)

Students may request to change credit hours online by obtaining required authorizations, or administrators and advisors can initiate hours request changes on behalf of a student. This process replaces the paper hours change forms used in previous sessions.

When are online hours change requests available in MyUI?

Full session fall and spring courses: Beginning the 6th day of fall and spring semesters
Summer and winter session: Beginning the 1st day of summer and winter sessions
Off-cycle courses: Beginning the 1st day of off-cycle courses

Other Registration Change Help Pages

Grade Option Changes Section Changes Manage Course Adds

Hours Change Permissions and Deadlines

Increase in Hours

Permissions

Instructor/department
Advisor
- Advisor permission is not required for students who are admitted to the Tippie College of Business after their first year.

Collegiate Deadline (Last day to add without collegiate approval) - mimics add rules

Undergraduates: degree- and nondegree-seeking students need collegiate approval from the college that the course is offered in.
Graduates: degree- and nondegree-seeking students need collegiate approval from the Graduate College.
Professional: need collegiate approval from the college student is enrolled in.

Decrease in Hours

Permissions

Instructor/department
Advisor
- Advisor permission is not required for students who are admitted to the Tippie College of Business after their first year.
International (if applicable) - Start of Course
Athletics (if applicable) -Start of Course

Collegiate Deadline

Undergraduates: degree- and nondegree-seeking students need collegiate approval from the college that the course is offered in. (Drop a Course - Last Day – Undergrad)
Graduates: degree- and nondegree-seeking students need collegiate approval from the Graduate College. (Drop a Course - Last Day - Graduate & Professional)
Professional: need collegiate approval from the college student is enrolled in. (Drop a Course - Last Day - Graduate & Professional)

Credit Hours to Audit (0 s.h.)

Permissions

Instructor/department
Advisor
- Advisor permission is not required for students who are admitted to the Tippie College of Business after their first year.
International (if applicable) - Start of Course
Athletics (if applicable) -Start of Course

Collegiate Deadline (Last day to add without collegiate approval)- mimic add rules

Undergraduates: degree- and nondegree-seeking students need collegiate approval from the college that the course is offered in.
Graduates: degree- and nondegree-seeking students need collegiate approval from the Graduate College.
Professional: need collegiate approval from the college student is enrolled in.

MAUI Users Who Can Authorize/Deny Using the Registration Change Authorization Panel

Any advisor can approve a registration change authorization for any student.

Those staff members assigned an athletics registration change authorization role in MAUI (registrar.athletes).

Those listed as a collegiate administrator. Any collegiate administrator can authorize for department, advisor, and collegiate approval for any student.

Administrators: those academic departmental administrators assigned to the administrative home of the course (academic.dept.admin) scoped to academic unit).
Instructors: those instructors assigned to the credit hour section of the course.

Those staff members assigned an ISSS registration change authorization role in MAUI (registrar.isss).

Authorize/Deny Using the Instructor Panel

Administrators: use Registration Change Authorization panel, not the class list panel.
Instructors: those instructors assigned to the credit hour section of the course.

Notification Email Types

Registration Change Emails

Sent to advisors and departments at 5 a.m. each morning.
Department: email sent to the registration email for the academic unit of the admin home of the course.
Advisor: email sent to all primary advisors regardless of a student's program of study.

Student Notification - Hours Change Request Approved

When all required authorizations have been provided, the student automatically receives an email indicating their hours change has been approved, with information indicating they must login to MyUI to finalize the hours change.

Student Notification - Hours Change Request Denied

When an hours change request is denied, the student automatically receives an email indicating the request was denied. The email includes the reason for denial and the contact information for the individual or department denying the request.

Access Hours Change Requests in MAUI

Log-in to MAUI with your HawkID and Password
Locate the student using the Person Search feature in the top yellow banner by typing in a name, HawkID, or University ID number, then click "Search"

In the upper right-hand corner of the student record, select Registration Change Authorization in the tabs area

Tabs dropdown in person search with registration change authorization selected.

Access Hours Change Requests via Reports

View all reg reports link on Registrar tab.

Two registration change report links in MAUI reports.

Change requests by Program:

Change requests by Course Department:

Additional information is available in the Reports section on this page.

Initiate Hours Change for Student

Steps to Initiate Hours Change for Student

Registration Change Authorization in Tabs area

Choose new credit hours for hours change and save.

Hours change request is now listed under Registration Changes for the student in MAUI.

Authorize Hours Change Request

Steps to Authorize Online Hours Change via Person Inspector

Reg auth panel shows hours change has been authorized.

Deny Hours Change Request

Steps to Deny Hours Change Request

This information will populate in a notification email to the student when the hours change request is denied.

Admin must provide denial reason and contact information in MAUI.

Reports

The following reports will help departments track registration requests and review registration contact information for their courses.

Course Subjects Email Report

Course Subjects Emails Report link

Fields to choose report parameters requiring College and subject choices.

This report can be exported by clicking on the floppy disc icon.

Course subject email report returns based on choices made when setting report parameters.

Registration Change Requests by Program Report

Registration Change Requests by Program report link

Location of registration requests by program report link.

Registration Change Requests by Course Department

Registration Change Requests by Course Department report link

Location of link to access reg change requests by department report.

My Advisees Registration Change Requests

My Advisees Registration Changes report link on Advising tab in MAUI.

How to Add Registration Contact Information

When students initiate registration changes in MyUI, they are provided multiple pieces of information before they are able to complete the initiation of the course add or drop.

The department's registration email is listed for the student's use.

Registration email listed in MyUI when student initiates add or drop.

A new Registration Contact Information field has been created in MAUI which allows departments to provide additional information.

If this optional field is used, the information in that field will display in MyUI along with the registration email.

Information in the Registration Contact Information field should not duplicate the department's registration email.

Steps to Add Registration Contact Information

Choose a college from the list on the academic org panel.

View Course Subject link on college page.

You will only be able to add or edit registration contact information for subjects you have security rights to edit.

Click pencil to edit subject information.

Help text for registration contact info text field.

Updated reg contact info panel shows text field to enter information and instructions regarding field use.

Reg Contact Info now displays on course subject summary page in academic orgs.

Additional Help With Registration Change Requests

Registration (UI Service Center)

Registration

registrar@uiowa.edu

319-384-4300

MAUI Help

Online Hours Change Process (Advisors and Administrators)

Topics

Other Registration Change Help Pages

Hours Change Permissions and Deadlines

Increase in Hours

Decrease in Hours

Credit Hours to Audit (0 s.h.)

MAUI Users Who Can Authorize/Deny Using the Registration Change Authorization Panel

Authorize/Deny Using the Instructor Panel

Notification Email Types

Registration Change Emails

Student Notification - Hours Change Request Approved

Student Notification - Hours Change Request Denied

Access Hours Change Requests in MAUI

Access Hours Change Requests via Reports

Initiate Hours Change for Student

Steps to Initiate Hours Change for Student

Authorize Hours Change Request

Steps to Authorize Online Hours Change via Person Inspector

Deny Hours Change Request

Steps to Deny Hours Change Request

Reports

Course Subjects Email Report

Registration Change Requests by Program Report

Registration Change Requests by Course Department

My Advisees Registration Change Requests

How to Add Registration Contact Information

Steps to Add Registration Contact Information

Additional Help With Registration Change Requests

Registration (UI Service Center)

Online Hours Change Process (Advisors and Administrators)

Topics

Other Registration Change Help Pages

Hours Change Permissions and Deadlines

Increase in Hours

Decrease in Hours

Credit Hours to Audit (0 s.h.)

MAUI Users Who Can Authorize/Deny Using the Registration Change Authorization Panel

Advisor

Athletics

Collegiate Approval

Departmental or Instructor

ISSS

Authorize/Deny Using the Instructor Panel

Department or Instructor

Notification Email Types

Registration Change Emails

Student Notification - Hours Change Request Approved

Student Notification - Hours Change Request Denied

Access Hours Change Requests in MAUI

Access Hours Change Requests via Reports

On the Registrar tab, click on "View all Registrar reports"

Select either the Registration Change Request by Department or Program report

Enter report parameters to view add requests

Initiate Hours Change for Student

Steps to Initiate Hours Change for Student

In the Tabs dropdown select Registration Change Authorization

On the Registration Change Authorization panel, click the pencil next to the chosen course

Select Correct Enrollment, Course Section, Choose New Hours and Save

The hours change request is now present on the Registration Change Authorization panel

The student will now see the hours change request on their Courses/Registration page in MyUI

After all authorizations are granted the student receives a message with instructions for completing the hours change

Authorize Hours Change Request

Steps to Authorize Online Hours Change via Person Inspector

In the upper, right-hand corner of the student's record, select Registration Change Authorization in the Tabs area

Within the Registration Changes table, locate the course for hours change authorization

Select Authorize under the appropriate signature area

The Registration Change panel is updated with timestamps and HawkIDs for individual(s) who authorized the hours change

When the last required authorization is granted the student receives an email notification and they login to MyUI to complete the hours change

Administrators can also Revoke their authorization should they need to do so

Deny Hours Change Request

Steps to Deny Hours Change Request

In the upper, right-hand corner of the student's record, select Registration Change Authorization in the Tabs area

Select Deny under the appropriate signature area

Provide a denial reason, provide contact information and click "Deny and send email"

Student receives email indicating registration change denial with reason and contact information

Once denied by one individual, another individual cannot then approve the request, and a new request would need to be initiated

The student's registration panel in MAUI shows a timestamp of when the hours change was denied, along with a comment including reason for denial

The student's MyUI Courses/Registration page shows the hours change has been denied

Reports

Course Subjects Email Report

On the Registrar tab click "View all Registrar reports"

Select "Course Subjects Email" report

Choose Managing College(s), Course Subject(s) and "View Report"

Report includes General Email, Registration Email, Registration Contact Info (if entered) and a list of Academic Department Admins for the chosen course subject(s)

Registration Change Requests by Program Report

On the Registrar tab click "View all registrar reports"

Select "Registration Change Requests by Program" report

Select Session, Reg Change Type, College, Program, and click "Go"

Registration Change Requests by Course Department

On the Registrar tab click "View all Registrar Reports"

Select "Registration Change Requests by Course Department" report

Choose required report parameters and click "View Report"

My Advisees Registration Change Requests

This report is available to advisors

On the Advising tab in MAUI, click on My Advisees Registration Change Requests

Results default to show all registration changes and can be filtered by registration change type

This report will show registration changes for the current academic session only

How to Add Registration Contact Information

Steps to Add Registration Contact Information

On the Registration tab in MAUI click on Academic Organizations

Choose a College

At the top right click on "View Course Subjects"

Locate your Course Subject and click "View"

Review the information and guidelines at the top of the Registration Contact Information panel

Enter Registration Contact Information but do not duplicate the registration contact email already in place and click "Save"

The information entered now displays in the Registration Contact Text column for the course subject

If used, information in this field will display in MyUI when students initiate the process for adding, and in some cases dropping courses

Additional Help With Registration Change Requests