No Students Enrolled - All Colleges

Change the section registration status to "cancelled" in Offerings Planner.

Within the course section find Schedule Builder in the tabs drop-down area to create a list of students who have the to-be cancelled section saved in at least one preferred schedule. If the section is being cancelled close to early registration please consider notifying students. 

Cancellation Email Template (Schedule Builder)

Students are Enrolled

When course sections are cancelled, it is in the best interest of enrolled students to determine if there are other open sections of the course students can be moved to, in lieu of dropping them from the course. If there are no other sections of the course with open seats, we ask departments to provide impacted students with alternative course options, when possible, and encourage students to connect with their advisor should they need help finding alternative courses. 

College of Liberal Arts and Sciences

When a College of Liberal Arts and Sciences (CLAS) department needs to cancel a section with enrollments, the following process must be followed.

Prior to Submitting Course Cancellation Workflow Form
  • Change the registration status to "pending" to prevent additional enrollments. Please do not lower the optimum enrollment of the section. This causes the optimum enrollment to replicate at the lowered number, which likely will require updating by the department for the future session. 
  • DO NOT notify students at this point in the process.
  • If there are other open sections of the course, check student schedules to see if students can be moved instead of dropped.
    • You will be prompted to provide a spreadsheet with information for moving students to other sections of the same course when possible.
  • Check to see if there are other courses to suggest to students being dropped.
  • Submit the CLAS Course Cancellation Workflow Form.

CLAS Course Cancellation Workflow Form

Workflow Routing
  • Step 1: Form routes to the CLAS Dean's Office for review .
    • If the CLAS Dean's Office has any questions or seeks clarification, comments will be posted on the workflow prior to the form being routed to Reg-MAUI-Support.
  • Step 2: If cancellation is approved, form will then route to Reg-MAUI-Support for processing.
Cancellation Notifications
  • REG-MAUI-Support will comment on the workflow form indicating to proceed with notifying students about upcoming course changes.
    • Department then comments on the form to let Reg-MAUI-Support know students have been notified.
  • Reg-MAUI-Support will make enrollment changes and cancel the course section. Reg-MAUI-Support will upload an attachment including information about the administrative enrollment changes made.

All Other Colleges

Change the course section registration status to "pending" in Offerings Planner. Pending the course section prevents further enrollment. Please do not lower the optimum enrollment of the section. This causes the optimum enrollment to replicate at the lowered number, which likely will require updating by the department for the future session. 

Notify the enrolled student(s) the section is being cancelled. This would be a good time to suggest an alternative course section (if applicable).

Reg-MAUI-Support will move enrolled students to another section (if applicable) of the same course if another section does not conflict with their schedule. It is the department's responsibility to check student schedules prior to cancellation, and then send Reg-MAUI-Support information for the students to be moved prior to cancellation. 

Once the student is notified, please send reg-maui-support@uiowa.edu a follow-up email including:

  • Session
  • Course Subject:Course Number:Section Number
  • An explanation that students have been notified
  • Section(s) to move student(s) to, if applicable

Please be aware that Reg-MAUI-Support will only move students if a course is being cancelled. We need a full listing of the students with their HawkIDs, the section they are currently enrolled in, and the section you would like them moved to.

Contacting Students with to-be cancelled section in a saved schedule

Due to the impact for those students who have the cancelled section as part of their preferred schedules in Schedule Builder, please use the tabs area within the course section and select Schedule Builder to view a list of students who have the section saved in at least one preferred schedule. See templates available below.

Section Cancellation Email Template (Schedule Builder)

Dear Student:

You have received this message because you included ABCD:1234:0001 in at least one preferred schedule in Schedule Builder, and the section is being cancelled. You will not be able to enroll from preferred schedules with section 0001 due to its cancellation.

If you wish to enroll in ABCD:1234 and section 0001 is the only section in your course cart filter or if this section is the only one indicated in your preferred schedules, you will need to rebuild your preferred schedules with other sections. However, if you have other sections of ABCD:1234 already indicated in your preferred schedules, please use those preferred schedules to enroll.

Please disregard this message if you are already enrolled in another section of ABCD:1234.