HUB: Add a Class Section to a Multiple Component Course Already on the Schedule

Transcription

1 HUB: Add a Class Section to a Multiple Component Course Already on the Schedule We will cover adding additional sections to a course already on the schedule. From the Main Menu, click Curriculum Management Next. Click on Schedule of Classes Click on Maintain Schedule of Classes Last Updated: May 28,

2 Add a Class Section You will arrive on the Maintain Schedule of Classes Search page. The system automatically enters the Academic Institution as UBFLO. If it is not entered, please enter UBFLO. Enter a four digit Term number, or you can use the Look Up icon to search for a term. For our example, we will search for Spring 2013 or type For the subject, you enter a subject you are searching for. For our example, we are looking for Math or MTH. We will use the Look Up icon to help us find the subject. Finally, you will enter the catalog number you are searching for. Our example calls for us to search for 141. You will see the search results under the search criteria box. Click on the 141LLB link. Last Updated: May 28,

3 Basic Data Page Use the Basic Data page to define sections, add specific class fees, topics, attributes, and designate a course administrator. For our example, our intention is to add a class section after the schedule has been published. We ll see from our example, we only have one section of this Math class. We want to add another. To do this, click the + (Plus) sign. Last Updated: May 28,

4 Session Class Section Component The Session field represents the type of Session to which the class sections of this course offering belong. If you need to find a type of Session, use the Look Up function (Magnifying Glass). This will already be defaulted to 1 for a Regular 15 week session. The Class Section field represents a unique alphanumeric designator for a class section. For example, the MTH 141 Lecture class could have 20 sections; each would have a unique section number. In this example we are going to add a MTH 141 Laboratory (Component: Laboratory). We are going to identify this Laboratory as C3. (There already exists a C, C1, and a C2). Enter the desired information into the Class Section field. Enter a valid value such as C3. If there is a pre existing class section, follow the alphanumeric scheme. The other Class Section had C. So, we ll type C3. If we were going to add a third section we would type C4. Make sure that there are no duplicate values from the other sections. The system populates the Component field by default to the graded component on the Catalog Data page (such as Lecture, Laboratory, and Discussion) of the course. There can be multiple Components and sections within a course offering. This will already be defaulted LEC for Lecture. For multiple component classes, we ll use the Look Up function to select Laboratory. Last Updated: May 28,

5 The Class type field displays which section is the primary section at enrollment time. The Class type of Non Enrollment is used to indicate that the section choice is the student s secondary enrollment option, or that the section is used in auto enrollment. Within a class, only one component type can possess the Class type of Enrollment. Class Type In this example, MTH 141 has a Lecture and Laboratory component. Let s say that there are 2 Lectures and 15 Laboratories for MTH 141 in any given semester. The Laboratory sections would have a Class Type of Enrollment. The Lecture would have a Class type of Non enrollment section. In this instance, the non enrollment section will be associated to the enrollment section of the course. For our example, we will keep the defaulted value of Enrollment. By using Associated Class numbers you link class sections that constitute a single course offering. For example, you can gather a certain number of Lecture, Lab, and Recitation sections into one Associated Class number to indicate the three Components are related to one another. Associated Class If you are scheduling a new section, the system populates the Associated Class field with 1 by default. When you schedule the first section of a course offering and use the prompt box, the system will display this default value. You can use a prompt value, or you can manually enter any new one to four digit number into the field. Upon saving the page, the system extracts the necessary course data from the Course Catalog, creates a row in the Class Associations Component for this class association number, and populates the row with the appropriate Course Catalog data. When a student enrolls in a class, the system verifies that the student has enrolled in a section with all required components of the course from within the same associated class number. This field needs to change each time on a single component course and it needs to match on multiple component courses. This will already be defaulted to 1. For our example, we ll want to change this to 5 to associate it to the Lecture part of the course.. Note: Do not use association # s as they are reserved to designate non billable classes Last Updated: May 28,

6 Campus Location Course Administrator Academic Organization Academic Group Holiday Schedule Instruction Mode Primary Instr Section Start/End Date Various Checkboxes The system populates the Campus field by default from the Course Catalog Offerings page, indicating the Campus that offers the course. If a specific campus was not identified in the Course Catalog and does not default, then you can, on a sectionby section basis, schedule classes at various campuses. The Location field values are linked to campuses on the Campus Table page. A Campus must be specified before you select a Location. This field should be blank The system populates the Academic Organization field by default from the Course Catalog Offerings page. The Academic organization refers to the organization (department) that offers the class. The system populates the Academic Organization field by default from the Course Catalog Offerings page. The system populates the Holiday Schedule field by default from the Course Catalog Offerings page. This will already be defaulted to UBSHS for UB Standard Holiday Schedule and should not be changed. The Instruction Mode field indicates how the class is taught, such as in person, interactive TV, the world wide web, or correspondence. The system populates this field from the course catalog. You can override this value if needed. This field will populate from the Class Section field The Start/End Date field indicates when the new course will begin and end. The system populates this field by default to the Start/End dates of the Session for the corresponding Term. Only check the Schedule Print checkbox to have the course show in the Course Catalog. Click on the Meetings Tab Last Updated: May 28,

7 Meetings Tab The Meetings page is used to define class meeting patterns and facilities, link instructors to classes, and specify room characteristics. Facility ID You ll need to enter the facility that the class is located. If you do not know the Facility ID, use the Look Up function to select/find a UB building and room. If you want centrally scheduled space, type CSS. If you are going to use locally scheduled space, you can type the local information in this field. Capacity Pat This shows the capacity of the room Always use the Pat filed to schedule a meeting pattern as query procedures pick up on this field rather than the checkboxes in #6. To select a meeting pattern use the Pat (Meeting Pattern) field or the Look Up function. In this example, we want to schedule this Component to meet on Saturday. Last Updated: May 28,

8 Mtg Start Mtg End Days Topic ID Instructor ID Add or Delete Instructors Room Characteristic Click the Mtg Start field and enter a valid value of when the class will start. For our example, we ll start it at 5:00 PM. The system will populate a time for the Mtg End after you have entered a Mtg Start based on the normal class duration defined for this meeting pattern. You will change this as necessary. You ll also see that the system automatically checks the appropriate day for the meeting when Pat field (#3) is filled in. You should never use this field Use the Look Up function to identify the primary instructor for the class section. If you have more than one instructor for the class section, use the +(Plus) button to add a new row. You ll then use the Look Up function to select an additional instructor. We do not use this field. All other fields on this page can be left as is. Click Save when you are done completing this form. Let s click on the Enrollment Cntrl tab located at the top of the page. Last Updated: May 28,

9 Enrollment Cntrl Tab The Enrollment Control page is used to set enrollment limits and capacity requirements and to identify sections for which you want the system to auto enroll students. There are only two fields that you need to be concerned about on the Enrollment Ctrl tab. Requested Room Capacity Enrollment Capacity 1 st Auto Enroll Section The Requested Room Capacity can be different than the Enrollment Capacity because the system stores two separate capacity values. This field enables you to manipulate the room capacity without affecting enrollment capacity. You ll use this field to indicate registration room size prior to seating. The system populates the Enrollment Capacity by default from the default section size on the Course Catalog Components page. Use this field to indicate the section capacity. Should be populated with corresponding non enrollment section. C indicates lecture section you are associating to. Click Save when you are done completing this form. Next, click the Reserve Cap tab located at the top of the page. Last Updated: May 28,

10 Reserve Cap Tab (Optional) This is optional. Complete as necessary. See the Reserve Seats in a Class job aid. Click on the Notes Tab. Notes Tab (Optional) Use the Notes page to link existing class notes or free form text notes to class sections. Class Notes are printed in the Schedule of Classes to provide students with information on the class. You may select Not Nbr (preconfigured notes) or Free Format Text (free form). If you select Last Updated: May 28,

11 Preconfigured Note and then Copy Note it will move the note to the free form and you can edit it. Note Nbr Note Nbr Note box Free Format Text Note box Use the Look Up feature to see preconfigured notes. From the list, we ll select $70 Fee link Once you have selected the Note Nbr, you ll see that this box is filled in with the complete description of the preconfigured note. If you want to edit the note, click the button and the preconfigured text will move to the Free Format Text Note box. You can just freely type text here as well. Click Nbr. to clear the notes from both boxes and the Note Click Save when you are done completing this form. Next, click the Exam tab from the top of the screen Exam Tab The Exam page is view only. Note: The Final exam assignments are done via a batch process and must be done so to reserve Centrally Scheduled space. All subsequent updates are manual Last Updated: May 28,

12 Exam Time Code Combined Exam Exam Date Exam Start Exam End Class Exam type Facility ID This field is generated from the Exam Code Table. This is checked to allow for sharing of a room This is populated from the Exam Time Code Table This is populated from the Exam Time Code Table This is populated from the Exam Time Code Table This is populated from the Exam Time Code Table This is assigned through the batch process You have now completed the procedure for adding a class section. Last Updated: May 28,