Late Enrollment

Operational Standard/Purpose

This standard provides clear guidelines on the late enrollment policy pertaining to students enrolling in classes at Illinois Central College.

The purpose of the standard is to articulate what is considered late enrollment and define the timeline, as well as the policy and procedures students must follow in order to enroll.

Scope/Applicability

This standard applies to Illinois Central College Enrollment Services staff, academic advisors, department administrative assistants, academic deans and students enrolling in classes.

Procedures

The late enrollment policy goes into effect at the start of classes for the semester and includes specific procedures for enrollment until the add/drop date (refund date).

1. Late Enrollment:
   1. 16 week courses: During the first week of the semester, students not enrolled at the end of the regular enrollment period must have the permission of the instructor to late enroll. During the second week of the semester and until the add/drop date (refund date), students must have the permission of the instructor and the academic department dean or designee to late enroll. Permission can be written or through electronic approval (e.g., email from the instructor or dean’s ICC email account.)
   2. 4 week, 8 week, 12-week courses:For 4-week, 8-week, 12-week, and short courses, students must have the permission of the instructor to late enroll prior to the second class meeting. After the second class meeting and until the add/drop date (refund date), students must have the permission of the instructor and the academic department dean or designee to late enroll. Permission can be written or through electronic approval (e.g., email from instructor or dean’s ICC email account.)
   Other considerations for enrollment: If the above criteria have been met, the following parameters must also be considered.
2. Full Classes: If a class is full, students are referred to the instructor and academic dean. Both signatures (or electronic approval) are required to enroll.
3. Department Approval: If a class requires special permission from the department to enroll, the program coordinator, academic department dean’s or designee’s signature (or electronic approval) is needed.
4. Full-time: For students who have less than a cumulative 2.0 GPA, a signature is needed for full-time enrollment from the Director of Advisement.
5. Overload Enrollment: The signature (or electronic approval) of the academic department dean or designee from the student’s program is needed for 19 or more hours during Fall or Spring terms, or 10 or more hours during Summer term.
6. Enrollment Blocks: A student may have an enrollment block for various reasons (financial obligation, academic standing, etc.) preventing them from enrollment. They must see the appropriate department to get the issue resolved. Depending on the issue, students may be referred to the following departments:
   • Athletic Department
   • Advising
   • Student Financials
   • Campus Police
   • Learning Resource Center (Library)
   • On-Campus Housing
7. Time Conflict: Occasionally, students will have two classes whose time schedules conflict with each other. An instructor’s signature (or electronic approval) from both classes is required to allow the student to enroll.
8. Prerequisite Not Met: When a prerequisite is stopping a student from enrolling, the academic department dean’s (or designee’s) signature (or electronic approval), placement test, or appropriate score on ACT or SAT is needed to enroll. If an override is being done due to the score not being loaded into the system yet, an advising note should be made indicating the reason for the prerequisite override and, if possible, the documentation attached to the note. If the student has the appropriate score in the system, but the system is not reading the scores correctly, the academic dean should be notified to work on correcting the prerequisite programming. The student’s name, ID number, and class prerequisite issue should be sent to the appropriate academic dean.

Enrollment Procedure: Students are advised to contact the instructor for permission to be added late to the course. The instructor should send their approval/denial to the academic department with the student information. The department dean or designee will then complete the enrollment for the student. In the case of enrollment blocks, the department representative will contact enrollment services for assistance in completing the enrollment.