Faculty
Waitlist
User Guide
This guide will assist Faculty in viewing and managing
waitlist options for their classes.
8/19/2014
Updated on 5/7/2015
Contents
What is a Waitlist and How Does it Work? ............................................................................................... 2
Faculty Generated APCs ........................................................................................................................ 2
Waitlist Management Workflow .............................................................................................................. 4
Waitlist Management Guide ..................................................................................................................... 4
Setting Waitlist Options ........................................................................................................................ 5
Viewing Classes with Waitlist Options .................................................................................................. 6
The Student Experience ............................................................................................................................ 7
Workflow............................................................................................................................................... 7
Viewing Classes with Waitlist Options .................................................................................................. 8
Enrolling in Waitlisted Classes .............................................................................................................. 8
Viewing Waitlists ................................................................................................................................... 9
Glossary ................................................................................................................................................... 10
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What is a Waitlist and How Does it Work?
A waitlist is a service that allows students to sign up on a list for classes that have closed, and it automates
the process of adding those students to the class prior to the first class meeting. The waitlist system
replaces the Priority Add List (PAL) with enhanced functionality designed by a team of faculty, staff, and
students.
Faculty will use the Waitlist Management screen to manage the waitlist options for their assigned classes.
A Waitlist Option (discussed below) is displayed to the students in the online schedule when a section is
Full or Closed. The Waitlist Management screen is disabled when the first student is added to the waitlist
to ensure that all students for that class are treated consistently and fairly.
When a seat opens in a class that is waitlist-enabled the class will remain closed and an APC is generated
and sent to the first student on the list. The APC may only be used by the designated student and it will
expire at 11:00 PM the day after it is issued. The waitlist system will stop generating APC’s 48 hours
before the class begins to allow previously issued APC’s to be used, and the instructor to download an
accurate roster. If the closed class does not have a waitlist, or there are no students on the waitlist, then
the class will simply reopen.
Students are notified via email when:

They sign up for a waitlist.

A seat in a waitlisted class opens up and an APC is issued to the student. A text message is also
sent if the student opted in for this delivery method.

The student is removed from a waitlist. This could occur if:
o
Student removed him or herself from the waitlist.
o
The issued APC expired without being used.
o
Class cancellation.
o
By the prerequisite dropper.
Students will also have a waitlist management page where they can monitor their placement on their lists.
Faculty Generated APCs
The waitlist system generates APCs to automatically add students to your class up to 48 hours prior to the
first class meeting, but nothing in the waitlist system changes the way you manage your own APCs for
your classes. You will still need to generate and distribute APCs to add students from the waitlist once
your class begins. You may also give any student an APC before the class begins and he/she will be able
to enroll in the class, regardless of their presence on (or absence from) the waitlist. This should be done
with great caution since it could be unfair to the students already on the waitlist.
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Generating APCs from the Waitlist (new feature added on 5/29/2015)
Beginning in summer 2015 you will be able to generate APCs for students directly from the waitlist roster.
In MySite navigate to My Work -> Faculty Services -> Current Schedule and click on the “Download” link
in the “Roster” column. As you can see in the screen shot below checkboxes will appear next to each
student on the waitlist roster. You simply have to check the box(es) next to the student(s) you wish to
give permission to add and click on the “Generate” button. After you confirm your selection APCs will be
generated for those students and they will immediately be notified they can add your class.
Please note that students notified using this feature will follow the normal waitlist APC instructions and
they will have to use the APC by the following day at 11:00 PM. If you want to provide them a different
deadline or instructions you will have to generate an APC through the “Manage APC Codes” link under
“Faculty Services”. The ability to generate APCs from the waitlist roster is disabled one day prior to the
last day to add with instructor permission.
Figure 1 – Waitlist Roster APC Generation Screen
Figure 2 –Confirmation Panel after Pressing “Generate” Button
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Waitlist Management Workflow
Waitlist Management Guide
This section describes how to manage and view waitlist settings.
These settings include:

Waitlist Option (This will default based on your division/school or department preference.)
o

Waitlist Enabled

Waitlist End Date (Defaults to the 1st day of instruction)

Apply APC to Co-requisite (Will appear only if class has a coreq)
o
No Waitlist – Contact Instructor
o
No Waitlist – Attend First Meeting.
Instructor Comment (Optional)
In addition to setting waitlist options, you will be able to view classes with waitlist options in the online
Class Schedule (Figure 3).
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Setting Waitlist Options
Navigate to My Work  Faculty Services  Current Schedule.
1.
Choose a Ticket from your current Class Schedule (Figure 1), and click the Waitlist link. This
launches the Waitlist Management screen (Figure 2).
Figure 3 - Current Class Schedule
Figure 4 - Waitlist Management Screen
2.
The Waitlist Management screen (Figure 2) is where you set your waitlist values:
a.
Waitlist Option field is set by default to the option selected by your division/school or
department. No action is needed unless you decide to change the option.
b. Waitlist End Date field defaults to the 1st day of instruction for your class. To set a
different date, you can modify it but you may not set it later than the last day to add with
instructor permission. This is the last day students can add themselves to the waitlist.
c.
Apply APC to Co-requisite field only appears on this screen if your class has been set up
to be co-requisite with another class. If you want the coreq class to have the APC applied,
then check the box.
d. Instructor Comment (optional) field is a freeform field that allows you to enter
comments for your students to read regarding waitlist information for this class. These
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comments will appear in the online Class Schedule Details page and in the registration
system when the students are deciding whether to add themselves to the waitlist.
3.
Click the Submit button to accept your changes. If no changes were made, no further action is
required.
Viewing Classes with Waitlist Options
IMPORTANT: For performance reasons the class schedule uses a database independent of MySite. The
systems are kept in sync, but it may take up to 5 minutes for your changes to appear in the class schedule.
Navigate to www.saddleback.edu or www.ivc.edu and click on Class Schedule. This launches the online
Class Schedule (Figure 3).
1) Locate your ticket or tickets that have been set up for waitlist. Under the Status column, waitlist
values are displayed. Click the Details link, which will launch the Class Details (Figure 4) page to
view any comments you have made from the Waitlist Management screen and waitlist count for
the class.
Figure 5 - Online Class Schedule
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Figure 6 - Class Details
The Student Experience
Workflow
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Viewing Classes with Waitlist Options
The online Class Schedule (see Figure 3) will display waitlist information for students if the class is
Full/Closed and can be accessed using the Saddleback or IVC college websites under Class Schedule.
Students can click the Details link (see Figure 4) on the online Class Schedule to view how many other
students are on the waitlist along with Instructor notes for a class.
Enrolling in Waitlisted Classes
To enroll in waitlist for a waitlisted class, students Register for Classes in MySite. If a class is Full/Closed,
then a pop-up message (Figure 5) will appear and ask the students if they want to be added to the waitlist
for that class. The option to sign up for text messaging is also available through this screen.
Figure 7 - Example Pop-up Message
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Students may enroll in a class and choose to remain on a waitlist for other classes for the same course in
which they just enrolled. However a batch removal pop-up screen (Figure 6) appears allowing the
students the ability to easily remove themselves from the other waitlists. The default is to be removed
from all the waitlists.
Figure 8 - Batch Removal of Waitlists
Viewing Waitlists
The Waitlist screen (Figure 7) provides waitlist position, status, and other relevant information regarding
waitlists and allows the students to remove themselves from a waitlist. Students can access the waitlist
screen by going to MySite My ClassesWaitlists. Students can also sign up for text messaging in this
screen.
Figure 9 - Waitlist Screen
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Glossary

APC (Add Priority Code)
o
An automatically generated code used for students to register for a Full class or any class
after the first day of instruction. Students must use the APC in concurrence with a ticket
number to register. These codes can also be manually issued by faculty.

Class/Section/Ticket
o
All three terms have the same meaning and are used interchangeably. A section ID is an
instructional term used by scheduling staff; whereas, ticket and class are the terms
generally used by the students and faculty.

First Day of Instruction
o

Date of first class meeting as defined in the class scheduling system.
PAL (Priority Add List)
o
Existing system used when a class is Full/Closed. The PAL system will not be used after
Summer 2014.

Waitlist End Date
o
The date at which students can no longer add themselves to the waitlist. It defaults to
the First Day of Instruction but can be modified in the Waitlist Management Screen.
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