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How to Swap a Class

When dealing with a student's enrolment problems, you may need to swap a student from one class to another.

You can swap a class for another from the Admin Center's Academics tab using the Quick Enrolment link.
Admin Center's Academics tab with Quick Enrolment link under Term Summary section

List of Undergraduate terms under Term Summary section

  1. Click the check-box beside the applicable Term.
  2. Scroll down and click the Quick Enrolment link.

Quick Enrolment page with Action drop down menu and option to search for the Course Number
This is the main screen used for enrolment, dropping and swapping of classes. There are two ways you can do this:

  • One class at a time – details of the class are entered and submitted for processing.
  • Multiple classes – details for several classes are entered and then submitted for processing all at the same time.

The first time you come to this page there will be one row available with a default action of Enrol. If you want to enter more rows, click
Add to add a new class-entry line.

  1. Select Swap from the Action drop down box.
    Quick Enrolment page with Swap selected in Action drop down menu
  2. Click Search icon beside the Class Nbr box.

Enrolment Listing showing student's list of current classes
This shows a list of all the classes the student is currently enrolled in.

  1. Click the check-box to the left of the class you want to swap.
    Quick Enrolment page with option to search for the Course Number
  2. Click Search icon beside the Change To box.

Enter Search Criteria window with options to include Course Subject. Number, and Career
This is where you enter your search criteria. You can do a simple search by selecting a Course Subject, Course Number and Course Type.

Admin Note:

If you want a more advanced search, click the Additional Search Criteria link. You can then search on items like class schedule, location, instructor, etc.

  1. Enter the 3 or 4-letter code for the Course Subject from the academic calendar.
    For example:
    • ENG – for Undergrad English courses
    • CENG – for Continuing Education English courses

Enter Search Criteria window with box to enter Course Number

  1. Enter the Course Number.

Admin Note:

If you want to include all classes including those classes closed for enrolment in your search, click the check-box beside Show Open Classes Only to de-select this option.

  1. Click SEARCH.

Search Results window with options to View All Sections and button to select class
This shows all the classes that meet your search criteria. You can browse the list and select the one that best meets your needs.

If the list of classes is long, only a partial list displays. Click View All Sections to see the whole list.

  1. Click select class beside the class you wish to choose.
    Quick Enrolment page with Action and Course Number ready to submit
  2. Click Submit button

Admin Important:

The Save button at the bottom of the page does not perform the enrolment. It only saves the request.

Quick Enrolment page with success status displayed
Your submission is evaluated and assigned a Status that is shown in the column next to the Section column. Possible values for status are:

  • Success – the student was dropped from one class and enrolled in another with no errors.
  • Messages – the student was dropped from the class and enrolled in another but warning message(s) about possible problems were generated. Click the Messages link to see them.
  • Errors – errors occurred and the student was not dropped from the class nor enrolled in the other. Click the Errors link to view the error message(s).
    • You may be able to deal with the error by overriding one or more of the requirements.
    • See the How to Enrol a Student in a Class job aid for instructions on how to override a requisite.

To swap another class, click
Add to add a new row.