How to process the enrolment of a course with a maximum?

Osiris is set up in such a way that every student who wants to enrol in a course with a maximum number of participants is placed on a waiting list. The student will be automatically notified of this.

The registration period for students to enrol in a maximum course ends one week before the regular registration deadline, i.e. five weeks before the start of the period. After the closure, it is up to the coordinating chair group to consult the waiting list as soon as possible, to enrol the correct students, and to inform the others that they are not enrolled.

Students are enrolled in the course on the basis of the following prioritization as described in the OER (ATTENTION, the most recent version of the OER is always leading, even if something else is stated here):

  1. Students for whom the course is compulsory are always admitted;
  2. Students for whom the course is a limited elective have priority, above
  3. other interested parties who want to follow the course.

If there are still places left after enrolling students with priority 1, those places will be allocated by drawing to students with priority 2. If there are still places left, other students (3) will be discussed.

Mind you that there might be students on the waiting list who want to resit the exam (or certain other parts) and do not need to follow the whole course. Keep that in mind in deciding who to enrol for the course.

For this task, to apply the priority correctly, it is necessary for the course coordinator to know which programmes his/her course is a compulsory course or restricted optional for. You can find this in the EMC-tool, see this manual: How do I know for which study programmes my course is compulsory or a restricted optional?

Info for secretariat and course coordinator: after the deadline for waiting list courses, students can still place themselves on the waiting list, until the regular deadline for courses. They will then only receive the message from the system: "you are on the waiting list", but they are too late to claim priority rights. This kept in place for courses that are not yet fully booked in the week before the absolute registration deadline.

This manual describes how to enrol students from the waiting list, based on a selection made by the course coordinator.

The image above shows a waiting list as it can be obtained from OSIRIS-Lecturer by the course coordinator or examiner.

The following processes are discussed:

Not described:

  • sorting the list of students and the draw (e.g. in Excel)

When you receive the list (of students that have to be enrolled) from the course coördinator, first follow steps 1 - 5 of this manual. Then continue where it applies to your situation.

1. Click Student > Enrol Education > Course waiting list
or fill in menu bar go to menu “2.4.07”

Select the course

2. Enter the course code in the Course search field
or search for a course via the magnifying glass under Course. For detailed intermediate steps, follow How do I find my course in Osiris Basis?, Steps 3 to 7

NB. The correct academic year has already been entered

3. Click on the black Search button

4. Click on the arrow in front of the course code in the green bar

Process the waiting list

Depending on the situation, you can continue at the step that is relevant to you:

  • Will all the students on the waiting list have to be enrolled?
  • Do you have approximately 20 students or less to enrol?
    • Then we advice you to manually add the students, by selecting them from the list one-by-one --> Go to Step 18
    • Tedious, but least complicated (prone to manual error, however)
  • Do you have (much) more than 20 students, and is this your first time adding students from a waiting list?
    • Then we advice you to set-up filters for yourself to be able to filter the students on the waiting list based on their degree programme* --> Go to Step 5
    • *This will only help if there are clear groups of students from the same programme that need to be allowed. If that's not the case --> Go to Step 18
    • Takes a while to set-up, but allows you to add students in bulk, per degree programme or specialisation
  • Do you have more than 20 students, and did you previously add students from a waiting list to a course?
    • Then you can apply the filter you already made and add students by group --> Go to Step 13

Add more than 20 students, and first time adding students from a waiting list (prepare filters - one-time entry)

Prepare filters (only necessary once)

5. To filter the students based on education, click on the funnel with a pencil next to it: Advanced search

NOTE: You will see the search screen, which is set to Default selection OSIRIS (OSIRIS), but this does not allow you to search by training. You will first need to create and save your own search / filter screen so that you can do this (steps 16 to 22). If you have already done this, you can go directly to step 16

6. Click MAINTENANCE --> Add a filter

7. Enter “degree”, press enter and select Degree programme from the appeared searches.
8. Click on Add
9
. Repeat steps 6 to 9 for “specialisation”.

NOTE: At the bottom of the search screen, the two additional searches have now been added

10. Click on MAINTENANCE --> Save As
11. Enter a logical name for your own new standard filter in the appeared screen
12. Click on Save and go to Step 14

Filter waiting list based on education and specialization

13. To filter the students based on education, click on the funnel with a pencil next to it: Advanced search

14. Select your own saved standard filter from the drop-down menu and scroll down for the search fields Degree programme and Specialisation.
15. Enter the three-letter abbreviation of the study program you are looking for in Degree programme (e.g. MBI for Master Biology), or look up the code with the magnifying glass.
16. Enter the code for the specialization in Specialisation or look it up with the magnifying glass. Tip: in that search screen you can enter and search for the three-letter training code, after which the corresponding specializations for that program will appear.
17. Click on Search

Enroll students (filtered) from the waiting list

If you came to this step without setting up filters, you can manually select multiple students by holding the CTRL-key and clicking on the names of the students you want to enroll. To avoid having to start over a lot, we advise not selecting more than about five at a time, before clikcing the Action: Enroll from waiting list-button

18. Once you have filtered the students, or in case you want to enroll all the students listed, select them by clicking View --> Select All Rows
On the other hand, if you have not filtered the students, you can manually select students in the Course Waiting List screen using the ctrl and shift keys

19. Click on Action: Register from the waiting list

20. Click on Remove all checks.

21. Click on Register in the next screen and repeat these steps (from 13 or 18) for other (groups of) students that you want to register from the waiting list

NB. Students who are placed in this way will be automatically informed about this by the system.

The students who remain on the waiting list (because they did not pass the draw, for example), you can send the following email.

NL-Mail student for whom there was no place in the waiting list course

You wanted to register for the course <course> and were placed on a waiting list. The waiting list has now been processed. Unfortunately you have not been placed for this course. Your name will remain on the waiting list. You can also register for another course. If you exceed the maximum of 18 credits with that registration, you can register via the secretariat of the chair group.

Student number: <student number>
Course: <course>
Name: <course short name>
Academic year: <college year>

EN-Mail student for whom there was no place in the waiting list course

You wanted to register for the course <course>. Unfortunately, you were not placed for this course. Your name will stay on the waiting list. In addition, you can register for another course. If you happen to exceed the maximum of 18 credits then you can register via the chair group's secretary.

Student number: <student number>
Course: <course>
Name: <course short name>
Academic year: <college year>

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