Class Scheduling- Basics

Transcription

1 Class Scheduling- Basics Oct 2006 Rev 2

2 Maintain Schedule of Classes Class Scheduling - Basics Class Scheduling- Basics This course explains how to maintain a schedule of classes in PeopleSoft 8.9 Student Administration Course Objectives This course explains: Create a schedule of classes. Schedule a class section. Add a topics section. Add meeting patterns to a scheduled class. Run a report listing the schedule of classes for a term Page 2 of 78 Last Revised 10/16/2006

3 Class Scheduling Basics Maintain Schedule of Classes Table of Contents Class Scheduling- Basics...2 Course Objectives...2 Table of Contents...3 Class Scheduling Process...4 Maintain Schedule of Class Component...5 Basic Data Page...6 Meetings Page...12 Enrollment Cntrl Page...16 Reserve Capacity Page...20 Class Notes Page...21 Schedule Class Meetings Components...23 Practice I Add New Section to Schedule of Classes...24 Exercise 1-1: Scheduling a Class Section-Verify Course Attributes...30 Exercise 1-2: Scheduling a Class Section Adding a Class Note...32 Exercise 1-3: Scheduling a Class Section-Adding a Free Form Text Note...34 Exercise 1 4: Scheduling a Class Section Special Topics...35 Exercise 1 5: Scheduling a Class Section Off-Campus Location...37 Practice 2 Cancelling a Section...38 Exercise 2.1: Cancelling a Section...42 Adjust Class Association Component...43 Class Association Page...43 Class Components...45 Class Requisites...47 Update Sections of a Class Component...48 Practice 3 Adjust Class Associations, Components and Requisites...50 Exercise 3-1: Adjusting Class Associations...57 Print the Schedule of Classes...58 Print Class Schedule Page...58 Report Option Page...60 Practice 3 Printing the Schedule of Classes...62 Class Roster...69 Class Roster Page...69 Print Class Roster Page...71 Practice 4 Printing a Class Roster...73 Exercise 4-1: Printing a Class Roster-Cancelling Class Section...78 Page 3 of 78 Last Revised 10/16/2006

4 Maintain Schedule of Classes Class Scheduling - Basics Class Scheduling Process Below is the class scheduling process. The boxes shaded in gray indicate the task that will be completed by the Registrars Office or your School/College designated Schedule Manager. Create/Update Courses in Catalog Create/Update Course Equivalencies Create/Update Combined Sections Create/Update Special Topics Copy Prior Term Schedule Maintain Class Schedule Registrar s Office Publish Class Schedule via the Web Page 4 of 78 Last Revised 10/16/2006

5 Class Scheduling Basics Maintain Schedule of Classes Maintain Schedule of Class Component When you set up PeopleSoft Student Records Schedule of Classes for the first time, you will be scheduling new courses. From that point on, you will only use the Scheduling New Course component when a newly approved course is to be scheduled. To make changes to already scheduled courses, you will use the Maintain Schedule of Classes component. This lesson today will cover the components, pages and steps you will use to maintain your Schedule of Classes. The only difference between the functionality of this component and the Schedule of Classes component concerns the list of courses that is present to you when you use a search page. The Schedule New course component only lists all Courses in the Course Catalog that meet the search criteria. The Maintain Schedule of Classes component only lists those courses that already have a section schedule in the Term. Since you will be using the Maintain Schedule of Classes component the majority of the time, the following page shots on the following pages depict this component. Page 5 of 78 Last Revised 10/16/2006

6 Maintain Schedule of Classes Class Scheduling - Basics Basic Data Page You will use the Basic Data page to define sections, add topic, and course attributes. Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes This is the Basic Data Page: Page 6 of 78 Last Revised 10/16/2006

7 Class Scheduling Basics Maintain Schedule of Classes When adding a new section, PS does not increment the Class Section number automatically. They must be added manually These are the Basic Date page fields: Field Class Section group box: Course Offerings Auto Create Component Session Class Nbr Class Section Start/End Date Component Description The system uses the course offering number to distinguish cross-offered courses where the course ID, subject and course number are the same but are offered by more than one campus. Each campus has its own offering number 1 = Tempe, 2 = West, 3 = Polytechnic and 4 = Downtown Phoenix ASU does not use this box. Defaults from Term/Session setup for the career. If a change is needed, select from the pre-defined values established. For example REG (regular session) represents the standard 15 week semester term. Sessions will vary depending on the Term selected. This is similar to the ASU Line Number. Auto-assigned based on the order the class is added to the schedule. First number indicates semester. When the schedule rolls from one term to another, the Class Number will change. Identifies individual sections of the same course offering number. When the schedule rolls from one term to another the Class Section number does not change. Defaults from the session table. If this needs to modified, be sure to make the change on both the class section area and the meetings meeting pattern section (under the meetings page). The system populates this field by default to the graded component on the Catalog Data page (such as Lecture, Laboratory, Discussion, and so on) of the course. Only components that have been setup in the course catalog may be selected. Page 7 of 78 Last Revised 10/16/2006

8 Maintain Schedule of Classes Class Scheduling - Basics Field Event ID Class Type Associated Class Campus Location Course Administrator Description Created when a facility is scheduled if using PeopleSoft scheduling tools. We are not utilizing this feature as all room scheduling will be completed with Ad Astra. Defaults from Course Catalog setup. A class type of Enrollment indicates the primary enrollment section. The class type of Non-Enrollment is used to indicate that that the section is used in auto-enrollment. Within a class, only one component can possess the class type of Enrollment. This number must be different for each section of a class, unless multiple sections of a class constitute a single offering. For example, if you have a lecture and another section that is optional, but linked to the lecture, then both should have the same associated class number. One hint to keep associated class numbers unique is to make the last number of the Class Section and the Associated Class the same. The system populates the Campus field by default from the Course Catalog - Offerings page, indicating the campus that offers the course. You cannot revise this default. If a specific Campus was not identified in the course catalog and does not default, then you can, on a section-by-section basis, schedule classes at various campuses. Locations indicate where the class is taught either on a campus or one of 9 other off campus general locations. The specific site is indicated on the Meetings page. ASU does not use this field. Page 8 of 78 Last Revised 10/16/2006

9 Class Scheduling Basics Maintain Schedule of Classes Field Academic Organization Academic Group Holiday Schedule Instruction Mode Primary Instr Section Schedule Print Description The system populates the academic organization by default from the Course Catalog - Offerings page. The academic organization refers to the organization that offers the class. You can override this value. The system populates the academic group by default from the Course Catalog - Offerings page By default this will always be ASUSR which is updated each term and represents the standard holiday schedule. The system populates this field by default to In Person, but you can override the value. The instruction mode indicates whether the class is taught In Person or using Interactive TV, World Wide Web, Correspondence, and so on. Instruction Mode values are defined on the InstructionalMode page. ASU does not use this field. The setting of this check box populates by default to the setting on the Course Catalog - Offerings page. Select this check box to display the class in the schedule of classes. If you clear this check box, the section does not display in student or visitor class search when accessed through PeopleSoft Campus Self Service. Students can enroll in these classes, but only if they enter the exact class number. Student Specific Permissions Select this check box to set up student specific class permissions. Student specific permission numbers enable instructors or administrators to control section enrollment by granting advance permission to individual students. Page 9 of 78 Last Revised 10/16/2006

10 Maintain Schedule of Classes Class Scheduling - Basics Field Include in Dynamic Date Calc Generate Class Mtg GL Interface Required Class Topic group box: Course Topic ID Print Topic in Schedule Description Equivalent Course group box: Course Equivalent Course Group Override Equivalent Course The system automatically selects this check box whenever you make a change to the class meeting pattern or class dates of a class section within a dynamically dated session because these changes can potentially impact the Dynamic Class Date process calculations. When you run the Dynamic Class Dates process using the Process Scheduler (Dynamic Class Dates page), you have the option to use this field as a parameter. Select this check box to indicate that you want the system to always generate attendance rosters for this class. This value defaults from the Course Catalog - Components page each time that you schedule a new course. ASU will not use class attendance rosters. ASU does not use this field Enter a course topic ID to link course topics to class sections. Select a topic ID for the section. Topic ID values are defined on the Catalog Data page. Additionally, you can also attach topics to specific class meeting patterns. If you enter a topic ID, this check box becomes available for entry. The system selects this check box by default. You can change the setting. If the course is linked to an equivalent course group on the Catalog Data page, the system displays that information in this field and the Override Equivalent Course check box becomes available for entry. Select to override the Catalog Data setting for this class section. Page 10 of 78 Last Revised 10/16/2006

11 Class Scheduling Basics Maintain Schedule of Classes Field Class Equivalent Course Group Class Attributes group box Course Attributes and Course Attributes Value Descriptions Enter another equivalent course group for the class section in this field. ASU will use this field to indicate the course funding code. Initial values default from catalog setup. Do not change unless directed. Page 11 of 78 Last Revised 10/16/2006

12 Maintain Schedule of Classes Class Scheduling - Basics Meetings Page You will use the Meetings page to define class meeting patterns and link instructors to classes. Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes This is the Meetings Page: Page 12 of 78 Last Revised 10/16/2006

13 Class Scheduling Basics Maintain Schedule of Classes These are the fields on the Meetings page: Select a facility from the pre-defined list only if the class is being offered at an off-campus location. All oncampus locations (Tempe, West, Polytechnic, or Downtown) will be scheduled through Ad Astra. Field Description Meeting patterns group box: Event ID The system creates a unique Event ID record in the Event table when you schedule a class with a meeting pattern and Facility ID. ASU will not utilize this feature as all room scheduling will be completed with Ad Astra. Facility ID Capacity Pat (pattern) Mtg Start/End Monday, Tuesday, Wednesday, Thursday, Friday, Saturday and Sunday Start/End Date Topic ID Indicates the building and room where a class is taught if on campus. If off-campus, indicates the site. The system populates this field by default to the setting on the Facility Table page. If the class has a standard meeting day and time, select the pattern from the predefined list and the meeting days will automatically populate for you. Otherwise leave the field blank Enter the start time of the class and Depending on days of week and begin time of class the end time is automatically populated, and can be changed as needed. Additional rows can be added for different meeting days/times. All meeting patterns display to the student. The system populates the meetings days by default based on what is entered in the Pat field. If a Capacity Pat was not chosen to populate these fields, do so manually by clicking the checkbox to indicate the day(s) of the week the class meets. For the first meeting, the system populates these fields to the start and end date from the Session table. For all subsequent meetings you add, the system populates this field from the start and end dates on the Basic Data page. ASU does not use this field. Page 13 of 78 Last Revised 10/16/2006

14 Maintain Schedule of Classes Class Scheduling - Basics Field Free Format Topic Print Topic on Transcript Contact Hours link Course Contact Hours Weeks of Instruction Total Total Course Contact Hrs (Actual) Description ASU does not use this field. ASU does not use this field. ASU does not use this field. ASU does not use this field. This data defaults from the Term/Session table. ASU does not use this field. ASU does not use this field. Instructors for Meeting Patterns group box: Combine Section link ID Name Instructor Role Print This link displays when a class is combined with another section. When a class is combined you cannot change meeting pattern data such as day or time on this page. You must make these changes through the Schedule Class Meetings component. Enter the EMPL ID or select from the predefined list the instructor who will teach this class. Leave blank if is unknown (the field will default to STAFF on the student self service pages). The instructor must be defined in the Instructor/Advisor table. If you need an instructor added to the table please contact your department representative. The instructors name will automatically appear after making the selection above. If an instructor is selected, choose the appropriate instructor role. Primary Instructor is the default. Select to display the instructor's name on the Schedule of Classes report. The system populates this check box by default to the setting on the Course Catalog - Offerings page. Page 14 of 78 Last Revised 10/16/2006

15 Class Scheduling Basics Maintain Schedule of Classes Field Access Description Select the grade roster access for this instructor. The delivered options are: Contact Room Characteristics group box: Room Characteristic Quantity Approve: Instructor can enter grades and approve the grade roster. Grade: Instructor can only enter grades for the class. Post: Instructor can enter grades, approve the roster, and post the grades. ASU does not use this field Select from the predefined list for room needs. Insert a row for each characteristic needed. The room characteristics selected will be used by Ad Astra when selecting a room for the class section. Indicate quantity needed of item selected above. Page 15 of 78 Last Revised 10/16/2006

16 Maintain Schedule of Classes Class Scheduling - Basics Enrollment Cntrl Page You will use the Enrollment Control page to link sections for which you d like the system to Auto Enroll students define the capacity for the Wait List, and define the Minimum Enrollment Number. Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes>Enrollment Cntrl This is the Enrollment Cntrl page: Page 16 of 78 Last Revised 10/16/2006

17 Class Scheduling Basics Maintain Schedule of Classes These are the fields on the Enrollment Cntrl page: Field Description Enrollment Control group box: Class Status Defaults to Active. The class will only display in the class search when the status is Active. Can be changed to the following: Cancel Class Consent Cancelled Section will cancel enrollment in class. Stop Further Enrollment will stop further enrollment in the class Tentative Section - will not allow enrollment in the class. Will only activate when class status is changed to Cancel Section. The system populates this field by default from the Catalog Data page indicating the type of consent (if any) required for students to enroll in the class. You can override the value. If you select Instructor or Departmental, consent is granted either by entering the permission number or using the Override Permissions check box on the Enrollment Request page. Select the Student Specific Permissions check box on the Basic Data page to be able to specify permission by student ID on the Class Permission Numbers page. If Student Specific Permissions is not checked, random permission numbers must be generated and distributed or use the Override Permissions checkbox (not available in Self-Service.) Page 17 of 78 Last Revised 10/16/2006

18 Maintain Schedule of Classes Class Scheduling - Basics Field 1 st Auto Enroll Section 2 nd Auto Enroll Section Resection to Section Auto Enroll from Waitlist Cancel if Students Enrolled Requested Room Capacity Enrollment Capacity Wait List Capacity Description This functionality is used to automatically enroll a student in an associated class component of an enrollment section. The section must have a different Component than the parent section. Reserved for future use. See above. Reserved for future use. Enter the alternative section in which the system automatically enrolls a student if the primary section is full. The component of the primary section and the resection to section class must be the same. For instance, when Section 1 Lecture is filled, the system enrolls students in Section 3 Lecture. Reserved for future use. If this is checked, and wait-listing is used, you can run a process that moves students from the waitlist into a class when room becomes available. Reserved for future use. In order to cancel a class in which students are enrolled, this checkbox must be turned on Defaults from the default section size on the Course Catalog and can be changed here. Defaults from the default section size on the Course Catalog Components page and can be changed here. When enrollment reaches this number, the Class Enrollment Status changes from Open to Closed. Used to enter the number of students who can be on the waitlist for this class. Reserved for future use. Page 18 of 78 Last Revised 10/16/2006

19 Class Scheduling Basics Maintain Schedule of Classes Field Total Minimum Enrollment Number Description The system displays the current total of students enrolled and on the wait list for the section. Enter the minimum enrollment number in order for the section to be offered. This field is for informational purposes only. Page 19 of 78 Last Revised 10/16/2006

20 Maintain Schedule of Classes Class Scheduling - Basics Reserve Capacity Page You can define any number of Reserve Capacity groups for a class. Each of these capacities is associated with an Enrollment Requirement Group, which defines the conditions a student must meet in order to be given a Reserve Capacity seat. Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes>Reserve Cap This is the Reserve Capacity page: The Reserve Capacity page is for administrative use only. Page 20 of 78 Last Revised 10/16/2006

21 Class Scheduling Basics Maintain Schedule of Classes Class Notes Page Class notes can be used to provide additional information about the class section. Class notes are setup on the Class Notes table, and then added to the section on this page. Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes>Class Notes This is the Notes page: Page 21 of 78 Last Revised 10/16/2006

22 Maintain Schedule of Classes Class Scheduling - Basics These are the fields on the Notes page: Field Sequence Number Print Location Description The system assigns the sequence number. This number determines the order class notes display if there are multiple notes. Determines whether the note displays Before or After the class listing. Even if Class Not in Schedule Note Nbr Copy Note Free Format Text Clear Note Identifies individual sections of the same course offering number. When the schedule rolls from one term to another the Class Section number does not change. Select a note number to reference a preexisting note. The note s description appears adjacent to the note number. ASU has populated the Class Note Table with class notes that are not term specific. All term specific notes should be entered into the Free Format Text field. Click to copy the note number text to the free format text. The note can then be modified to accommodate the class section. This eliminates the note number and note text. See additional handout guidelines for entering notes for when it is appropriate to enter a note into this field. Clears any text entered into the Free Format Text box. Page 22 of 78 Last Revised 10/16/2006

23 Class Scheduling Basics Maintain Schedule of Classes Schedule Class Meetings Components Use the Schedule Class Meetings component when you want to modify or maintain data for an individual class section that has been scheduled. This component contains three pages the Meetings page, the Enrollment Cntrl (enrollment control) page, and the Exam page. These pages are the same as those in the Schedule New Course and Schedule of Classes component. Page 23 of 78 Last Revised 10/16/2006

24 Maintain Schedule of Classes Class Scheduling - Basics Practice I Add New Section to Schedule of Classes Add a new section to a course that already exists in the Schedule of Classes for the Fall 2007 (2077) term. Home>Curriculum Management>Schedule of Classes>Maintain Schedule of Classes 1. On the Search Page enter the term Fall 2007 (2077). 2. Enter the Subject Area. 3. Click on the button Page 24 of 78 Last Revised 10/16/2006

25 Class Scheduling Basics Maintain Schedule of Classes 4. Double click on your course with your campus course offering. Please remember to always verify the course offering when selecting a course from the search results page. Page 25 of 78 Last Revised 10/16/2006

26 Maintain Schedule of Classes Class Scheduling - Basics 5. Place your cursor in the Class Section field and press F7 or use the insert row button. 6. Select the Session and assign the new Class Section number. Use the scroll bar to determine the next available section number. Section numbers should be four digits. The PeopleSoft system does not increment the Section numbers. They must be added manually. 7. Enter a new Associated Class number. To keep associated class numbers unique you should make the last number of the Class Section and the Associated Class the same. Page 26 of 78 Last Revised 10/16/2006

27 Class Scheduling Basics Maintain Schedule of Classes 8. Click on the Meetings page tab. 9. Select the Meeting Pattern, Instructor, Instructor Role and Access. 10. Select Room Characteristics and Quantity. Page 27 of 78 Last Revised 10/16/2006

28 Maintain Schedule of Classes Class Scheduling - Basics Page 28 of 78 Last Revised 10/16/2006

29 Class Scheduling Basics Maintain Schedule of Classes 11. Click on the Enrollment Cntrl page tab. 12. Verify the following: Class Status: Active Consent: No Consent 13. Enter the Requested Room Capacity and Enrollment Capacity for the class. 14. Page 29 of 78 Last Revised 10/16/2006

30 Maintain Schedule of Classes Class Scheduling - Basics Exercise 1-1: Scheduling a Class Section-Verify Course Attributes Instructions 1. Select a new course from your organization s schedule. 2. Repeat the steps in Practice 1 through step Go to the Course Attribute Group box. 4. Verify the following information: Funding values are appropriate for class section you selected. If not, write down the business process you would use to make correction or get information to someone else to correct. Page 30 of 78 Last Revised 10/16/2006

31 Class Scheduling Basics Maintain Schedule of Classes Page 31 of 78 Last Revised 10/16/2006

32 Maintain Schedule of Classes Class Scheduling - Basics Exercise 1-2: Scheduling a Class Section Adding a Class Note Instructions 1. Select a new course from your organization s schedule. 2. Repeat the steps in Practice 1 through step Go to the Notes tab. 4. Add a standardized note that is appropriate for your class. Does the note pertain to every section? If so, make sure that you put the note on each section. Did you remember to check Course Offering number before you entered class note? If not, go back and verify the note you just added because you may have it on the wrong class. Page 32 of 78 Last Revised 10/16/2006

33 Class Scheduling Basics Maintain Schedule of Classes Did you add the note to every section of the class? If not, go back and add notes to each section as appropriate for the section. Does the note need adjustment for a specific format or text that is used by your department or school? Go to the next exercise for insertion of a free format note. Page 33 of 78 Last Revised 10/16/2006

34 Maintain Schedule of Classes Class Scheduling - Basics Exercise 1-3: Scheduling a Class Section-Adding a Free Form Text Note Instructions 1. Select a new course from your organization s schedule. 2. Repeat the steps in Practice 1 through step Go to the Notes tab. 4. Add the following note to your class. OASIS - Your Information. Anytime. Anywhere. Page 34 of 78 Last Revised 10/16/2006

35 Class Scheduling Basics Maintain Schedule of Classes Exercise 1 4: Scheduling a Class Section Special Topics Instructions 1. Select a new course from your organization s schedule. 2. Repeat the steps in Practice 1 through step Go to the Basic Data tab. 4. Add a course topic by clicking on the Course Topic ID lookup button and selecting the appropriate topic. Page 35 of 78 Last Revised 10/16/2006

36 Maintain Schedule of Classes Class Scheduling - Basics Don t quit yet!! You are not done.?? Page 36 of 78 Last Revised 10/16/2006

37 Class Scheduling Basics Maintain Schedule of Classes Exercise 1 5: Scheduling a Class Section Off-Campus Location Instructions 1. Select a new course from your organization s schedule. 2. Repeat the steps in Practice1 through step On the Basic Data page, select an off-campus location. 4. On the Meetings page, select an off-campus facility. Page 37 of 78 Last Revised 10/16/2006

38 Maintain Schedule of Classes Class Scheduling - Basics Practice 2 Cancelling a Section Home > Curriculum Management> Schedule of Classes > Maintain Schedule of Classes> Enrollment Ctrl BEFORE For classes without enrollments: 1. Click on the Enrollment Cntrl tab. 2. Change the Class Status field from Active to Cancelled Section. Page 38 of 78 Last Revised 10/16/2006

39 Class Scheduling Basics Maintain Schedule of Classes AFTER Notice that when you select Cancelled Section, the Cancel Class button becomes active. 3. Click the Cancel Class button. 4. Results: The class section has been cancelled. Page 39 of 78 Last Revised 10/16/2006

40 Maintain Schedule of Classes Class Scheduling - Basics Note that Section 1002 has been cancelled and Section 1001 is still active. You must cancel by individual section after scheduling classes has taken place. Page 40 of 78 Last Revised 10/16/2006

41 Class Scheduling Basics Maintain Schedule of Classes For classes with student enrollments: 5. Click on the Enrollment Cntrl tab. 6. Change the Class Status field from Active to Cancelled Section. RESULTS: You receive an error message stating that class can not be cancelled as there are active student enrollments. Option 1: Go to checkbox at bottom of page that reads Cancel if Student Enrolled and turn it on. Now press the yellow Cancel Class button. Results: System now allows you to cancel class. Additional steps must be taken to notify students of cancellation. What is your department or college s business process to manage the administrative cancellation of classes? Option 2: Go to enrollment pages and drop all students from classes. Then attempt cancellations once again. Let s discuss what will happen in real-time. Page 41 of 78 Last Revised 10/16/2006

42 Maintain Schedule of Classes Class Scheduling - Basics Exercise 2.1: Cancelling a Section Instructions 1. Select a class from your organization s schedule. Select a course that typically has multiple sections offered (freshman general education courses are very typical selections in this category). 2. Verify that multiple sections exist for the selected class. 3. Go to the Enrollment Cntrl tab. 4. Change the Class Status field to Cancelled Section. 5. Push the yellow Cancel Class button. For classes without enrollments: Class section is confirmed as cancelled. Results: The class is cancelled. For classes with enrollments: 15. Select assigned class from the list given to you by the instructor. 16. Attempt to cancel class following same steps as above. Results: Error message is displayed warning of student enrollments in class. Do not proceed any further. Page 42 of 78 Last Revised 10/16/2006

43 Class Scheduling Basics Maintain Schedule of Classes Adjust Class Association Component You will use the Class Associations component once you have scheduled your class sections for a Term. The Registrar s Office and Schedule Managers will be responsible for maintaining this component data. All other schedulers will have view access only. Class Association Page Use the Class Association page to modify minimum and maximum units, and to Roll Class information to update currently enrolled students enrollment records. Navigation: Curriculum Management>Schedule of Classes>Adjust Class Association This is the Class Association page: Page 43 of 78 Last Revised 10/16/2006

44 Maintain Schedule of Classes Class Scheduling - Basics These are the Class Association fields: Field Associated Class Class Roll Description The system creates the class association record here when you enter and save the schedule of classes. The associated class number links all class sections that constitute a single course offering. For example, all lab and discussion sections plus the associated lecture sessions have the same Associated Class number. The system populates all of these fields by default from the course catalog. If the class is scheduled and students are enrolled, and you make changes to the fields in the Class Associations component, in most cases this affects student enrollment. You therefore need to update the enrollment records of each student in the class. By clicking this button you initiate the process to update the enrolled student s record. Page 44 of 78 Last Revised 10/16/2006

45 Class Scheduling Basics Maintain Schedule of Classes Class Components This page is used to modify aspects of class components such as grading basis, course components, and requirement designation. Navigation: Curriculum Management>Schedule of Classes>Class Component This is the Class Components page: These are the Class Component fields: Page 45 of 78 Last Revised 10/16/2006

46 Maintain Schedule of Classes Class Scheduling - Basics Field Grading Basis Requirement Designation Description Displays the Grading Basis to use for grading students in the Class Identifies the general studies requirement the course fulfills. Page 46 of 78 Last Revised 10/16/2006

47 Class Scheduling Basics Maintain Schedule of Classes Class Requisites You will use the Class Requisite page to view all requisites attached to a class. You can add a requisite to a specific section of a class on this page and you can deselect the requisite from the Catalog field. Navigation: Curriculum Management>Schedule of Classes>Adjust Class Association This is the Class Requisite page: Page 47 of 78 Last Revised 10/16/2006

48 Maintain Schedule of Classes Class Scheduling - Basics Update Sections of a Class Component In the Class Sections component, you can view and override all Sections of a Class, Enrollment Capacities, and other vital information. Use the Class Control page to view a snapshot summary of Section information for a Class. The page displays one row for each section scheduled for a Course Offering during a Term. Navigation: Curriculum Management>Schedule of Classes> Update Sections of a Class> This is the Class Status page: Page 48 of 78 Last Revised 10/16/2006

49 Class Scheduling Basics Maintain Schedule of Classes This is the Class Enrollments Limits page: Page 49 of 78 Last Revised 10/16/2006

50 Maintain Schedule of Classes Class Scheduling - Basics Practice 3 Adjust Class Associations, Components and Requisites Add new sections to a course that typically would have multiple laboratories or discussion groups available for a single lecture series. Select from existing classes in the Schedule of Classes for the Fall 2007 (2077) term. Adjusting Class Associations: 1. On the Search Page enter the Term and Subject Area. 2. Click on the Search button 3. The Search Results page should appear. 4. Double click on your chosen course with your course offering. Please remember to always verify the course offering when selecting a course from the search results page. You are now viewing your course with Section 1001 which in this example we will classify as the lecture section. Page 50 of 78 Last Revised 10/16/2006

51 Class Scheduling Basics Maintain Schedule of Classes 5. Insert a row and add the appropriate session and section number for your selected laboratory class. 6. Select Laboratory for the component value. 7. Class type should be Non-enrollment. 8. Enter 9999 in the Associated class field to create a 1 to many or many to many relationship between/amongst lectures and laboratories. See PeopleBooks or handout for additional information. Page 51 of 78 Last Revised 10/16/2006

52 Maintain Schedule of Classes Class Scheduling - Basics 9. Go to the Meetings and Enrollment Cntrl pages and update meeting patterns, times, instructors and capacities as appropriate. Page 52 of 78 Last Revised 10/16/2006

53 Class Scheduling Basics Maintain Schedule of Classes Page 53 of 78 Last Revised 10/16/2006

54 Maintain Schedule of Classes Class Scheduling - Basics Add additional sections for labs as needed following all the steps in the practice session Page 54 of 78 Last Revised 10/16/2006

55 Class Scheduling Basics Maintain Schedule of Classes 13. Go to the Update Sections of a Class page. 14. Review the class associations you ve established. Page 55 of 78 Last Revised 10/16/2006

56 Maintain Schedule of Classes Class Scheduling - Basics 15. Change the value for one on the 9999 sections to match to one of your lecture sessions.. What do you think will happen now? Page 56 of 78 Last Revised 10/16/2006

57 Class Scheduling Basics Maintain Schedule of Classes Exercise 3-1: Adjusting Class Associations Instructions 1. Select a lecture class from your organization s schedule. 2. Confirm that there are at least two lecture sections available. If there are not two lecture sections, please add a lecture section first. 3. Add two laboratory sections following the example in the practice session 3. Hint: Please confirm that you have selected the correct course offering number before you save your updates! 4. After verifying that you have created a many to many relationship, change the relationship to a 1 to many for one of your lectures and a one to one for your other lecture. Hint: Do you need to create another lecture or lab to make this scenario work? Page 57 of 78 Last Revised 10/16/2006

58 Maintain Schedule of Classes Class Scheduling - Basics Print the Schedule of Classes The Schedule of Classes report allows you to produce a hard copy of your Schedule of Classes. By using the selection criteria you can print the entire Schedule of Classes or the Schedule of Classes for your specific Academic Organization. You can also have the data printed by Campus or Location. Navigation: Curriculum Management>Schedule of Classes>Print Schedule of Classes Print Class Schedule Page Use this page to specify reporting parameters for your Schedule of Classes report. This is the Print Class Schedule page: Page 58 of 78 Last Revised 10/16/2006

59 Class Scheduling Basics Maintain Schedule of Classes These are the fields on the Print Schedule page: Field Term Academic Organization Node Session Schedule Print Description Select the term for which you want to print the schedule of classes. Select the Academic Organization Node. Select the session for which you want to print the schedule of classes. If you do not enter a specific session, the system prints the schedule for the term you specify Select the schedule print value. Your choices are: Yes: All classes with the Schedule Print check box selected on the Basic Data page appear on the report. No: All classes with the Schedule Print check box cleared on the Basic Data page appear on the report. All: All classes appear on the report, regardless of the Schedule Print check box setting on the Basic Data page Page 59 of 78 Last Revised 10/16/2006

60 Maintain Schedule of Classes Class Scheduling - Basics Report Option Page Use this page to further specify your Schedule of Class reporting options. This is the Report Options page: Page 60 of 78 Last Revised 10/16/2006

61 Class Scheduling Basics Maintain Schedule of Classes These are the fields on the Report Options page: Field Report Option Report Only File Path Description Set the report options to print the information that you want to display on the schedule of classes report Clear this check box to specify that you want to create a Schedule of Classes report and send the Schedule of Classes report to your file path location in csv format. Select this check box to create a Schedule of Classes report, without creating a csv file. If you select this check box, the File Path field becomes unavailable. In addition to sending report output for this process to a file (through setting preferences in the PeopleSoft Process Monitor), you can also send any additional output files created by this process to a file directory. To send the extract output to a file directory, enter a valid directory path that maps to a folder with appropriate Read/Write permission. If you can not locate such a folder, consult your system administrator Page 61 of 78 Last Revised 10/16/2006

62 Maintain Schedule of Classes Class Scheduling - Basics Practice 3 Printing the Schedule of Classes The Schedule of Classes 1. Go to Home>Curriculum Management>Schedule of Classes>Print Class Schedule The Print Class Schedule search page should appear. 2. Click on the Add a New Value link. 3. Enter a name for your file in the Run Control ID: box; you may not use spaces. Click the yellow Add button. Note: This file will be associated with your account only; please give the file a name that is meaningful to you. For instance: yourdepartment_fall2007 Page 62 of 78 Last Revised 10/16/2006

63 Class Scheduling Basics Maintain Schedule of Classes 4. Enter the Term. 5. Select your Academic Organization. 6. Select a Session. If you leave this blank the report will include schedule classes for all sessions within the Term. Page 63 of 78 Last Revised 10/16/2006

64 Maintain Schedule of Classes Class Scheduling - Basics 7. Click on the Report Option tab. 8. Select the options you would like to appear on your report. 9. Make sure to click the Report Only check box. 10. Click the yellow Run button located next to the Process Monitor link. Page 64 of 78 Last Revised 10/16/2006

65 Class Scheduling Basics Maintain Schedule of Classes 11. Click the checkbox next to the Schedule of Classes report 12. Verify that the Type is set to Web. 13. Verify that the Format is set to PDF. 14. Click the OK button. 15. Click the Process Monitor link to check the status.. Page 65 of 78 Last Revised 10/16/2006

66 Maintain Schedule of Classes Class Scheduling - Basics When you initially submit your job, it may have a run status of Queued or Initiated. Click the button periodically until the Run Status reads Success. 16. Click the Go Back to Class Schedule link located near the bottom of the page. Page 66 of 78 Last Revised 10/16/2006

67 Class Scheduling Basics Maintain Schedule of Classes 17. Click the Report Manager link. 18. Click on the Administration tab. Page 67 of 78 Last Revised 10/16/2006

68 Maintain Schedule of Classes Class Scheduling - Basics 19. Click on the Schedule of Classes link next to the report you want to print. The following PDF report should appear: Note: the PDF may open in a different web browser window. 20. Print the Schedule of Classes. Select Print from the file menu or click the Print Icon in the window the PFD appears in. Page 68 of 78 Last Revised 10/16/2006

69 Class Scheduling Basics Maintain Schedule of Classes Class Roster The Class Roster is used to view the students that are enrolled in a class, and/or who have dropped a class. Navigation: Curriculum Management>Class Roster Class Roster Page This is the Class Roster page: Page 69 of 78 Last Revised 10/16/2006

70 Maintain Schedule of Classes Class Scheduling - Basics These are the Class Roster Page fields: Field Enrollment Status Start Date Total Student Detail Name Student ID Grading Basis Units Taken Primary Academic Program Description Select a particular student enrollment status that you want to view for the class. The enrollment status defines the Class Roster Type that the system displays for you. Your choices for enrollment status are Enrolled, Dropped, or Waiting. Enter a date in this field to filter the list of students on the class roster of an OEE class so that the only remaining students are those whose class start date is on a specific date. The total number of students who appear on the class roster. Click to view the Class Detail page, where you can view detail about the class for which you are viewing the class roster The name of the student who is either enrolled in, has dropped from, or is on the wait list for the class The ID of the student who is either enrolled in, has dropped from, or is on the wait list for the class. The grading basis of the student who is either enrolled in, has dropped from, or is on the wait list for the class. The number of units that the student took for the class. The primary academic program of the student who is either enrolled in, has dropped from, or is on the wait list for the class. Page 70 of 78 Last Revised 10/16/2006

71 Class Scheduling Basics Maintain Schedule of Classes Print Class Roster Page Use the Print Class Roster page to print the Class Roster. Navigation: Home>Curriculum Management>Class Roster> Print Class Roster This is the Print Class Roster page: These are the Print Class Roster fields: Field Term Session Description Select the term for which you want to print class rosters Select the session that contains the class rosters that you want to print. Values for this field are delivered with your system as translate values. You can modify these values. Page 71 of 78 Last Revised 10/16/2006

72 Maintain Schedule of Classes Class Scheduling - Basics Field Display Permissions Academic Organizations Subject Area Class Nbr Enrolled Students Dropped Students Description Select to display permissions on the printed class roster. If the class section has permissions, the Class Roster report displays the name of the student assigned the permission, date that the student used the permission, and expire date of the permission. In the Select One of the Following group box, if you want to print class rosters for a specific academic organization, then select a value in this field and leave blank the Subject Area and Class Nbr fields. In the Select One of the Following group box, if you want to print class rosters for a specific subject area, then select a value in this field and leave blank the Academic Organization and Class Nbr fields. In the Select One of the Following group box, if you want to print class rosters for a specific class, then select a value in this field and leave blank the Subject Area and Class Nbr fields. You are prompted by the schedule of classes for the specified term. Select this check box to include in the class roster the students who are enrolled in the class. Select to include in the class roster the students who have dropped the class. Page 72 of 78 Last Revised 10/16/2006

73 Class Scheduling Basics Maintain Schedule of Classes Practice 4 Printing a Class Roster The Class Roster 1. Go to Home>Curriculum Management>Class Roster The Print Class Schedule search page should appear. 2. Click on the Add a New Value link. 3. Enter your class_rosterxx and click Add. 21. Enter the Term. Step note using Step Note style. 22. Select a Session. 23. Select a Sort Option 24. Enter an Academic Organization, a Subject Area or a Class Nbr. 25. In the Students in the Report box select Enrolled Students or Dropped Students. Page 73 of 78 Last Revised 10/16/2006

74 Maintain Schedule of Classes Class Scheduling - Basics 26. Click the Run button. 27. Click the checkbox next to the Schedule of Classes report 28. Verify that the Type is set to Web. 29. Verify that the Format is set to PDF. Page 74 of 78 Last Revised 10/16/2006

75 Class Scheduling Basics Maintain Schedule of Classes 30. Click the OK button. 31. Click the Process Monitor link. When you initially submit your job, it may have a run status of Queued or Initiated. Click the button periodically until the Run Status reads Success. 32. Click the Go back to Print Class Roster link. 33. Click the Report Manager link. 34. Click on the Administration tab. Page 75 of 78 Last Revised 10/16/2006

76 Maintain Schedule of Classes Class Scheduling - Basics 35. Click on the Class Roster link. The following PDF report should appear: Page 76 of 78 Last Revised 10/16/2006

77 Class Scheduling Basics Maintain Schedule of Classes 36. Print the Class Roster report. Page 77 of 78 Last Revised 10/16/2006

78 Maintain Schedule of Classes Class Scheduling - Basics Exercise 4-1: Printing a Class Roster- Cancelling Class Section To complete this exercise, the Instructor will assign you a class section to generate a class roster and cancel the section. Instructions 1. Using the steps in Practice 7 generate a class roster using your assigned class section. 2. View the number of students enrolled 3. Using the steps in Practice 2, cancel the class section. 4. Rerun the class roster to verify that all students have been dropped. Page 78 of 78 Last Revised 10/16/2006