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. 

Search field for courses

Edit Waitlist button on the Offerings Planner > Edit Waitlist/Registration Status page

Column where waitlist plan changes are selected.

Location of Save button which will retain waitlist plan changes

E-mail Selected Students

Administrators are able to email members of the waitlist for a course section. 

Location of MAUI Waitlist link to waitlist panel

Email students link on the waitlist panel

Your options are to Check All or click into the individual boxes to the left of each student's information. 

Boxes where individual students can be selected to receive waitlist email

Boxes where individual students can be selected to receive waitlist email

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
Panel where email is composed to send to selected waitlist members, as well as the Send button

Panel where email is composed to send to selected waitlist members, as well as the Send button

A green confirmation banner will display briefly after the message is sent. 

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.

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.

Location of Registration Status update link

Location of the Optimum Enrollment link

Location of the Edit Optimum Enrollments link

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. 

Text field where optimum enrollment can be changed

Location of Return to Summary link

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.

Registration Status changed to Open and updated enrollment count

Returning to the MAUI Waitlist panel shows the Pending waitlist offer count. 

Pending waitlist offer count

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. 

Pending the section will prevent any possible waitlist offers from going out while priorities are being updated. 

Location of Registration Status update link

MAUI Waitlist link

Location of Edit Priorities link

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. 

Priority text field with priority numbers added for each student on the waitlist

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.

Waitlist Panel with updated waitlist order and confirmation message that changes were saved

Location of Return to Summary link
Registration Status changed to Open

 

Administrative Add/Seed Waitlist

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 move students from other section waitlists for that course to the new section waitlist. Please review the provided steps for this process.

Registration Status link where the status must be changed to Pending in order to seed the waitlist.

The "seed waitlist" link will only activate when the Registration Status is Pending and MAUI Waitlist has been chosen.

MAUI Waitlist link which must be clicked in order to seed the 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.

Location of Seed Waitlist bar. Clicking on the bar will seed the waitlist.

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. 

Notification that the waitlist was seeded, including number of students

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.

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 button which opens up the panel to edit waitlist order and remove students from waitlist

Edit Priorities/Remove students panel:

Fields where priorities and waitlist removal occur

Warning message after clicking Remove:

Confirmation of student removed from waitlist

Ok removes the student from the waitlist, Cancel makes no changes. 

Click on "Send Seeded/Administratively Added Waitlist Notification" link, which will trigger email, MyUI messages and text notifications.

"Send Seeded/Administratively Added Waitlist Notifications" link

A green alert message will confirm the number of students notified:

Email sent confirmation message

Example e-mail:

Notification email student receives when they have been administratively added to a waitlist.

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.

Registration Status changed to Open and Current Enrollment based on waitlist offers sent.

Things to Note about Waitlist Seeding

Seeding brings over course identity if the course is cross-referenced.
Same section type seeding: discussion to discussion, lecture to lecture, etc.
Logic will look at multiple waitlist membership, priority number, and timestamp.

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. 

If multiple students have the same priority number, seeding is based on timestamp.
Seeding brings over texting notification choice student made with previous waitlist.
Students seeded onto a new waitlist are not programmatically removed from other waitlists.
Seeding a waitlist for a summer course will seed students on the waitlist for other sections of that course, regardless of sub-session.

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. 

Reports

Information coming soon!

Additional Help with Waitlist Administration

Person with question mark icon.

Registrar MAUI Support

Assists faculty and staff with processes in MAUI under the Registrar tab, including Administrative Registration, Section Offerings, Grades and more.