Registration

and Grades
REGISTRATION
CONTENTS

REGISTRATION COURSE MAINTENANCE 19

THE FLOW 04 REPORTING 20

ACADEMIC SESSION CREATION 05 GRADES

DAY/TIME ASSIGNMENTS 06 GRADES ACCESS 22

REGISTRATION AUTHORIZATION 07 ATTENDANCE/MIDTERMS 23

REGISTRATION HOLDS 08 FINAL GRADES 24

MAX/EXCESSIVE HOURS 09 GRADES WORKFLOW 25-26

MyUI 10 REPORTING 27

RESTRICTIONS 11 COURSE OFFERINGS 28

SEAT RESERVATIONS 12 GRADE RUNS 29

PREREQUISITES 13-14 CONTACT INFORMATION 30

SPECIAL PERMISSION 15-16

WAITLISTS 17-18
 THE FLOW

General Catalog

Create New
Section Offering
Planner Closed Courses Available Student Student Grade
Course Approval Course Offering for Editing in MyUI Registration Entry
Replicate Section
Offering
Prepare for Student Registration • Attendance
Degree Audit 1. Academic session is created • Midterm
2. Assign special permission • Final
3. Registration Authorization
4. Registration day & time
assignments posted
ACADEMIC SESSION
CREATION

◦ Academic Session Creation

◦ Programmatically occurs the Friday after census counts
◦ Listed on Academic Calendar as “Create Academic Session”
◦ Manually created via student Session Detail panel

◦ An academic session is created for students:

◦ Currently enrolled
◦ Admitted for the next two sessions
◦ Not currently enrolled but who can return without going through
Admissions
◦ Who do not have a Degree Application on file

◦ The creation of the academic session allows:

◦ Registration authorization
◦ Special permission
◦ Creation of Student Health Holds (SHIM)
◦ Registration day & time assignment
DAY/TIME
ASSIGNMENT
◦ Registration times for most undergraduate students are based on total hours earned. 
◦ Total hours earned calculation: University of Iowa credit earned (including exam credit) plus
transfer credit earned. Total hours earned does not include any courses indicated as in-progress
(IP),
I (incomplete), O (no grade reported), or F (failed).

◦ The start of early registration day & time processing is indicated on the Academic Calendar
as Registration Setup. 10 day timeframe for Fall & Spring; 5 days for Winter & Summer.

◦ Exceptions:
◦ Undergraduate students required to attend Orientation will have their day & time assignment
posted two days prior to their Orientation date.
◦ International students new to the University
◦ RN-BSN students new to the University
◦ Professional MBA Program students

◦ Once registration day & times are posted, students can view their day & time assignment
information on the MyUI Registration screen. This information can be found on the
“Registration Authorization” panel for administrators.

◦ Students in the Colleges of Dentistry, Law, and Pharmacy, and the Carver College of
Medicine begin registration in their collegiate deans' office at a time announced by their
deans.
REGISTRATION
AUTHORIZATION

◦ New students are required to be authorized by their advisor with the exception of
those in the Colleges of Law, Pharmacy, and School of Management.

◦ All students advised in the Academic Advising Center require authorization past
their initial session of enrollment.

◦ Programs of study indicated in the authorization bypass table are not required to
seek advisor authorization past their initial session of enrollment.

◦ Registration authorization is given via the Registration Authorization panel within

the student’s record.

◦ If authorization is revoked, student is unable to make any changes in their

enrollment via MyUI.
REGISTRATION HOLD

◦ Placed on student record preventing student from enrolling

◦ Most common:
◦ Student Health (SHIM)
◦ Other student specific registration restrictions: U-bill

◦ There are some registration holds that will block enrollment starting the first
day of the session.

◦ Holds can be updated by unit/college responsible for hold

◦ If student has more than one hold, all must be removed before enrollment
can occur.
MAX HOURS, EXCESSIVE HOURS, &
PROGRAM CREDIT HOUR LIMIT

MAXIMUM (MAX) CREDIT HOURS

Fall & Spring

◦ 18 sh - undergraduate students (19 sh) - College of Engineering undergraduate students
◦ 15 sh - graduate students (& School of Management students with exceptions indicated
below)
◦ 16 sh - full-time MBA students
◦ 9 sh – Professional MBA students
◦ Hours may vary for professional colleges

Winter
◦ 3 sh

Summer
◦ 12 sh (across all sessions)

EXCESSIVE HOURS
◦ Use to override max credit hours

PROGRAM CREDIT HOUR LIMIT

◦ Limits total number of sh students can take in particular program of study. Field should
typically be null on Excessive Hours panel.
MyUI
Course updates from MAUI to MyUI
Course search
◦ Prerequisite Permission Form requires log-
in
◦ Unreserved seats available
◦ Additional course related information
(section description, etc.)
Independent study
◦ Instructor added to offerings planner 0IND
section.
◦ Section auto created when student chooses
instructor from MyUI list.
Schedule Builder
MyUI open for registration
◦ Early registration/Orientation
◦ 11:59 pm the night before the 6th day of the
semester for Fall & Spring; 11:59 pm day prior
for Winter, Summer subsessions, and off-cycle
courses.
◦ Exceptions: International students and
athletes.
◦ Last day of semester/session for drops unless
dropping all courses
MyUI closed for registration
◦ Academic Calendar date
◦ Change of Registration Form
◦ Course deadline look-up
RESTRICTIONS

Restriction and Seat Reservations are used to control the population able
to register for course section.
◦ Added to a section to allow only a certain population to register for a section

◦ Restrictions apply to all seats in the section.

◦ Restrictions will only apply to students enrolling in the section after the restriction has been
placed on the course. It will not retroactively go back and check registration.
◦ Most commonly used and recommended: “Restricted for All”

Creating a New Restriction

◦ New restrictions should be requested through the Office of the Registrar using the form below.

New Restriction Request Form

◦ Restriction must receive prior authorization by your collegiate dean’s office. This is done
through the form’s routing process.
◦ Once submitted, it is subject to review by the Office of the Registrar. Our office takes into
account the number of students, population affected, courses affected, and rationale of request .
SEAT RESERVATIONS

◦ Seat Reservations use restrictions to hold a specific number of seats aside for a
course.
◦ Can be used to gradually open seats within a section.
◦ There can be more than one reserved seats entry per section.
◦ Seat Reservations are added administratively by Reg-MAUI-Support and Kari
Yankey, in Academic Advising Center.
◦ The Sort Order field controls the enrollment process.
◦ For courses with mandatory relationships, seat reservations should only be
placed on the credit hour bearing discussion/lab section and not the lecture
unless they are part of a One-Click Option.
 PREREQUISITES
(UI COURSEWORK)
A prerequisite is generally a course that students must complete before enrolling in a more
advanced course. Sometimes a student is given a choice of prerequisites to complete.

Updates made via course library and posted within course offerings.

UI Coursework
The prerequisite check will run within a few days of the UI grade becoming final for the
prerequisite course.

◦ Prerequisite course has been met with a passing grade, prerequisite special permission
updated, and student remains in course.
◦ Prerequisite not met with passing grade, prerequisite special permission updated to “not
met”, and student dropped from enrolled course requiring prerequisite.
◦ If a student feels they have been dropped from the course in error, then they should speak
with the department associated with the enrolled course.
◦ Student receives an I or O grade after the final grades come in, not dropped until three
business days prior to the start of the semester.
PREREQUISITES
(NON-UI COURSEWORK)

Non-UI Coursework (including transfer work)

For coursework outside of UI, proof is required by submitting a Prerequisite Proof of
Completion Form available through MyUI. No longer available 5 business days prior to start of
semester.
The prerequisite check runs three business days prior to the start of semester. Please see the
Academic Calendar for semester-length prerequisite drop dates.

◦ A prerequisite check runs nightly to evaluate any transfer work that may have come in
during the day.
◦ If final grade is not available three business days prior to the start of the semester, students
must provide proof of completion to the department and the prerequisite special
permission given
(met – proof provided).
◦ Failure to provide proof of completion changes the prerequisite special permission to “not
met” and student is dropped from course.
◦ Student unable to re-enroll in course until prerequisite permission has been update to
“met – proof provided” or “permanent”.
◦ If a student feels they have been dropped from the course in error, they should speak with
the department associated with the enrolled course.
SPECIAL PERMISSION

Special Permission Types

◦ Entered in offerings planner special permission panel or with appropriates access roles
through the student record special permission panel

Prerequisite
◦ Conditional: student needs to provide proof prerequisite has been successfully satisfied.
Status set by workflow.
◦ In Progress UI coursework: student currently enrolled in prerequisite at UI and needs to
successfully complete course.
◦ Met - proof provided: necessary proof has been received for successful prerequisite
completion.
◦ Permanent: no further prerequisite action required.

Course Level 
◦ Overrides course restriction & allows student to enroll in any section of course.
◦ Does not override prerequisite.

Section Level
◦ Overrides restriction & prerequisite. Allows student to enroll in specific section of course.
SPECIAL PERMISSION

Special Permission Numbers

◦ Office of Registrar creates special permission numbers at either course or section level for
departmental distribution to students.

◦ Either a single special permission number can be created for many students or multiple
special permission numbers for use by each student. Multiple numbers may be preferred to
prevent students from sharing code.

◦ Student enters special permission number in MyUI at time of enrollment.

◦ Department should send email request to Reg-MAUI-Support indicating course or section

level special permission code. Please also specify preference for single or multiple numbers.

◦ Special Permission Numbers can only be used until the first day of the session.
WAITLISTS

◦ Within offerings, the Waitlist Plan field will indicate “MAUI Waitlist”.

◦ Functional until 11:59 pm the night before the sixth day of the semester for Fall & Spring;
for Winter, Summer sub-session associated with course, and off-cycle courses, waitlists
function until 11:59 pm the day prior.

◦ MAUI waitlist not indicated for mandatory lecture section or unlimited enrollment
sections.

◦ Change “Summary” to “Waitlist” to view, add, reprioritize or remove students.

Reprioritization at department’s discretion.

◦ Viewing options: Active, Pending, Accepted, Expired, Declined.

◦ Enrollment counts: current enrollment count includes enrolled plus offered (pending)
seats. Increasing optimum enrollment count offers the number of seats made available
to the next students on the waitlist.

◦ If section has seat reservations, waitlist will not activate until all seats expire.

◦ Instructor view: via class roster in My Courses and MAUI Managed Waitlist link. Instructors
should not sign Change of Registration Form if waitlist is functional.
WAITLISTS (STUDENTS)

◦ Students add to the waitlist via MyUI and do not see their position on the list.

◦ All registration checks, including restrictions, are done prior to add to waitlist.

◦ Notified when seat becomes available and have 24 hours (including weekends and holidays)
to either accept seat & accept offer or decline.

◦ Reminded again at 12 hours and 6 hours. If no response within 24 hour timeframe, seat
offer expires.

◦ Students must complete two steps to accept a waitlist offer. First they must Accept the Seat
and review their schedule. Then they must Accept the Offer. Only then will they be added to
the course.

◦ If offered a seat for a lab or discussion section (which carries the hours), program
automatically saves seat in lecture.
 COURSE MAINTENANCE

Cancelling a Course with Students Enrolled

• Set the Section to Pending to prevent any new students from enrolling.
• Email all enrolled students to let them know the section will be cancelled. If they do not drop on
their own, they will be administratively dropped from the course upon cancellation.
• Email Reg-MAUI-Support@uiowa.edu to request that the course be cancelled. Be sure to include the
Session and full course number. Indicate that enrolled students have already been notified.
• If 10 or more students are enrolled, please seek permission to cancel the course from your Dean
prior to emailing Reg-MAUI-Support.
• Reg-MAUI-Support staff will administratively drop the students and cancel the section. You will be
notified via email when the process is complete.

Administrative Drops
• Administrative Drops can be used when the student has not met the course prerequisites or other
requirements.
• Administrative drops can be submitted by departments before a session begins and if necessary
through the 6th and 7th days of the spring or fall session. (allows time to check changes that
happen the first 5 days of session in MyUI)
Summer and winter admin drops must be turned in before the session (course) begins.
• For more information, please visit the Registration Support page on our webpage. Please contact
registrar@uiowa.edu with these requests.
REPORTING

Helpful Reports

01. STUDENTS BY PROGRAM OF STUDY 05. PREREQUISITE REPORTS

◦
Method of Meeting Prerequisites Report
Prerequisite Special Permission Report
02.
◦

CLASS LIST REPORT

03. GEN ED ENROLLMENT REPORT 06. WAITLIST REPORTS

04. COURSE ENROLLMENT CROSS-TAB

COMPARISON
GRADES
GRADES ACCESS

Maui Instructor- Users have the ability to edit and submit grades for courses they instruct as
well as view their courses under Grades Administration Workflow.

Academic Instructor Delegate- Departmental users who can edit and submit final grades or
initiate a grade change on behalf of an instructor for any course under the academic unit(s) for
which they have this role. User additionally has the ability to VIEW same courses under Grades
Administration Workflow.

Academic DEO Delegate-User can approve grades and grade changes at the DEO level under
Grades Administration Workflow for courses under the Academic Unit(s) for which they have
this role. This role additionally has the ability to reject grades or reopen if in “Approved” status.
Either option requires the grades be resubmitted.

Collegiate Grades Approver-User can approve grades for academic units that require
collegiate approval under Grades Administration Workflow. Users have the ability to approve
non I/F grade changes on behalf of the Dean of a College. This role additionally has the ability
to reject grades or reopen if in approved status. Either option requires the grades be
resubmitted.
ATTENDANCE &
MIDTERM
 FINAL GRADES

Final Grade Submission

Final grades open up 10 business days prior to final grades being due.
Final grades are to be submitted via MAUI and be in "Approved" status within seventy-two hours (excluding weekends and
holidays) after close of examination week (fall and spring semesters); or after close of the four-week or 1st six-week
summer session, regular summer session, or winter session.
Grades can be entered into MAUI manually or exported from ICON to MAUI.

Grade Runs
Grades are automatically applied by MAUI to all sections during a Grade Run. If grades are not in an “Approved” status by
the time a Grade Run begins, then “O” placeholder grades are assigned. Individual grade changes are required to update
grades from “O” grades to letter grades.
Final Grade Runs take place at the end of each session.
Additional supplemental grade runs are scheduled for off-cycle courses that end after the final grade run
Early grade runs take place the third Wednesday of each month. Early grade runs stop 10 days prior to the final
Grade Run, and resume after the final grade run is complete. Early grade runs do not take place during the winter
and summer sessions.

Status Definitions:
Saved: Applied by any instructor delegate assigned to the academic unit, or an instructor "allowed to save grades"
assigned in Course Offerings. Slip will not enter workflow until grades are submitted.
Submitted: Applied by any instructor delegate assigned to the academic unit, or an instructor "allowed to submit grades"
assigned in Course Offerings. The slip enters workflow into the 'Course Grade DEO Approval Basket' with an 'Active'
status. 
Approved: Applied by any DEO Grades Approver. The slip remains 'Course Grade DEO Approval Basket' but has an
'Approved' status.
Final: Automatically applied by MAUI to all sections during a Grade Run.
GRADES
WORKFLOW
Instructor or Instructor Delegate Saves Grades in MAUI
Slip has not been created in Workflow

Instructor or Instructor Delegate Submits Grades to Workflow

Active Status

Workflow Slip is Approved by Course Supervisor(Only if a course Supervisor is assigned)

Active Status

Workflow Slip is Approved by DEO

Slip will change to Completed Status

Slip Rejected or Reopened by DEO

This step will require the instructor to resubmit the grades submission to workflow again. The grades
will not be captured during the grade run IF the new submission is not in an “Approved” status by the
deadline

Next Scheduled Grade Run will process grades for all courses in a completed status
Slip changes to a Final Status

Supplemental Grade Runs

Will take place to capture grade submissions for off-cycle courses ending after the Final Grade Run

Grade Change
Will take place after a Grade Run when a grade has been placed in a “Final Status”
 GRADES
WORKFLOW

Rejected vs Reopen vs Grade Change:

Rejected: Approvers must reject a workflow slip if it's still within routing. Only those approvers with the
form in their workflow basket can reject the workflow slip. 

Reopen: If the workflow slip has already gone through the workflow process and is currently in
"Approved" status, then a DEO or DEO Delegate can reopen the course grades from the Course Grades
Page. 

Grade Change: Grade changes can only occur once a course's grades are in "Final" status.
We recommend that you not reject or reopen grades on the final grades deadline unless the DEO is
prepared to approve the request again before the deadline expires. 
Workflow Status Definitions:

Active: Assigned by MAUI once the slip is created by an instructor delegate assigned to the academic
unit, or an instructor with ability to submit grades.

Completed: Assigned by MAUI once the slip is approved.

Rejected: Assigned by either a) a user with administrative access rejects the slip, or b) assigned to the
earliest slip by MAUI whenever a subsequent slip is issued
 Administrative Tools

Administrative Tools reside under Grade Administration on the Registrar tab of MAUI. The
following reports and tools are available to you:

01. Grade Distribution Report- Distribution of

Grades in Courses. (How many As were given
in a course?)

Academic Calendar- Attendance, Midterm

02. and Final Grade Dates for a given session.

03. Grade Administration Summary- This

report is located under Grade Administration
on the Registrar Tab. This report shows a
summary of Final Grade Submission Status’
for the current session. Additional details are
available under the hyperlinks totals in each
column.
04. Course Grades- Class list, Midterm, and Final
Grade Lists can be viewed on this dashboard.
Grade changes can be initiated, and e-mails
to entire class can be sent.
 Course Library and
Offerings Planner
01. Special Grading- Special grading instructions are added to a course that require additional grading
options.
Example: A course may fulfill a requirement for Med students but the course is not managed
under CCOM. When the course is submitted through the Course Library, special grading
instructions should be added.
 If the course does not have the appropriate grading options available when final grades are due,
a course revision form (through Course Library) needs to be submitted, approved and updated
before the special grading instruction can be added.

02. Assigned Instructor- Instructors are assigned through Offerings Planner. Access to submit grades
is also managed through here. Multiple instructors can be assigned with the ability to submit
grades.
 If a Course Supervisor is assigned to the course, the Course Supervisor will be required to
approve grade submissions at the end of the session prior to the submission being routed to
the DEO.
 Grades can’t be submitted for a 0 credit section of a course. T.A.s or Team Teachers need to
submitCourse
Off-Cycle the grades through
Dates- thestart
Course credit
andbearing section,
end dates or collaborate
should with the
reflect all weeks instructor
in which for
academic
03. the credit
activity occurs.bearing
Weeks section of theadditional
that require course projects or papers should be taken into
consideration when submitting your course to Offerings Planner. Accurate course dates will
improve grade processing.
 Grade Runs

Grade Runs process grades for courses in the current session that are in a
completed status, and do not have grades in a final status.

 Early Grade Runs- take place the third Wednesday of each month. Early grade runs stop running 10
business days prior to the final grade run.

 Final Grade Runs- Take place 3 business days after Final Exam Week.

 Supplemental Grade Runs- Take place after the final grade run. Supplemental Grade Runs capture
grades for off-cycle courses that have end dates after the last day of the session.

 Grade runs do not capture grades outside of the specified session.

 Example: Spring Supplemental Grade Runs will not process grades for Summer courses in
a completed status.

Changes to Grade Runs to come in the future.

 REGISTRATION AND GRADES
CONTACTS

REG-MAUI-SUPPORT REGISTRAR’S SERVICE CENTER

2 JESSUP HALL 17 CALVIN
reg-maui-support@uiowa.edu registrar@uiowa.edu
Alysha Ahlf- (319) 335-0241 319-384-4300
Jessica Alberhasky- (319) 384-1288
Jolene Cole- (319) 335-2376
Elissa Thoman- (319) 335-0237