Schedule of Classes: Adding and removing terms from display in SIS, igps, and College Scheduler

Transcription

1 Overview Students only see specific terms in the SIS Class Search, igps Course Search, and the College Scheduler tool called Scheduler Builder. In order to specify which terms are available and when they can be seen by students, the Registrars must take a few steps to add the terms to SIS Class Search and College Scheduler. When a term should no longer be displayed to a student in the SIS Class Search, igps Course Search, or College Scheduler, the Registrars must take a few more steps to remove the terms from the students display. Updates from SIS to igps can take several hours. A term released today will not appear in igps until tomorrow. The security role needed to make these changes is SR IU Update Query 1. Steps When a term should be available to students: Step 1: IU Schedule of Classes Release to Class Search The IU Schedule of Classes Release page is used to specify which terms should appear in the SIS Class Search and igps Course Search and when they should appear. You should release the Schedule of Classes for a term once the schedule is stable and mostly finalized. This is done on the IU Schedule of Classes Release page. 1. Navigate to: IU Panels > IU Sched of Classes Release. 2. To add a row, click the Add a New Value tab Indiana University Page: 1

2 3. Enter Institution and Term. 4. Select a future Effective Date. This defaults to the current date. 5. Click Add. Rows can be added with the Release Schedule of Classes to Class Search checkbox selected (see below) with a future effective date that will take effect on that date. 6. Select the Release Schedule of Classes to Class Search checkbox. 7. Click Save Indiana University Page: 2

3 Step 2: College Scheduler Terms The College Scheduler Term Settings page is used to specify which terms should appear to a student after clicking the Scheduler Builder button in igps. The Build Schedule button appears in igps when 1) the schedule of classes has been released for the term (see step 1), and 2) the student is term activated for that term. 1. Navigate to: IU Panels > College Scheduler > College Scheduler Terms. 2. A term must be listed and the Active checkbox selected to appear in Schedule Builder. 3. Click + to add a new row. All historical terms will remain listed, but should not be marked as Active. 4. Enter a Term. 5. Select the Active checkbox. 6. Click Save. NOTE: There is no way to delete a term from this page. If the term was entered in error, it can be updated or if it should no longer be active, the Active checkbox can be unchecked Indiana University Page: 3

4 Step 3: College Scheduler Class Import for Active Term/s The College Scheduler Processes page is used to run the batch process that imports classes for active terms into College Scheduler/Schedule Builder. If this process is not run for an active term on the IU Schedule of Classes Release page/college Scheduler Term Settings page, students will not be able to use Schedule Builder for that term. There is a batch process to update the course catalog data in in College Scheduler that runs at 10:00 a.m. and 4:00 p.m. There is a batch process to update the Schedule of Classes data in College Scheduler that runs at 9:00 a.m., 1:00 p.m., and 5:00 p.m. However, it s best to run it manually immediately after releasing a term to ensure the data is available as soon as possible. 1. Navigate to: IU Panels > College Scheduler > College Scheduler Processes. 2. Click Add a New Value to enter a Run Control ID or find an existing value if you have already created a run control. 3. On the Run Control Parameters page, enter the Institution for which you want to run the import. 4. Click Run Indiana University Page: 4

5 The import process will run for all terms for your institution that are marked Active on the College Scheduler Term Settings page. 5. Select both the Course Catalog Build and CS Course Listing Build processes by selecting the check boxes in the first column. Leave the output Type and Format as the default values of Web and TXT. 6. Click OK. 7. Click the Process Monitor link to verify the status of the process Indiana University Page: 5

6 8. Click Refresh to update the Run Status. The process is complete when the lines in the Run Status column indicate Success. After this process runs for the first time for a term, incremental updates will send changes to classes in the term to College Scheduler. If there are multiple active terms, there is no way to run the import for a single term. Running the import additional times for the same term will not cause issues. When a term should no longer be available to students: Step 1: IU Schedule of Classes Release Remove Terms from Class Search To specify when a term is no longer active and students should not see it in the SIS Class Search or igps Course Search, you should go into the IU Schedule of Classes Release page and add a new effective dated row for the term to uncheck the Release Schedule of Classes to Class Search checkbox. Since this row can be future dated, this can be done at any time. 1. Navigate to: IU Panels > IU Sched of Classes Release. 2. Click Add a New Value. 3. Enter the Academic Institution, Term, and Effective Date when the term should no longer be displayed to students. 4. Click Add Indiana University Page: 6

7 5. Leave the Release Schedule of Classes to Class Search box blank. 6. Click Save. Step 2: College Scheduler Turning off Terms You use the same page to turn off terms in College Scheduler as was used to include terms. Once a term is turned off on the IU Release Schedule of Classes page (unchecking the Release Schedule of Classes to Class Search checkbox, see step 1), you should come back to this page and uncheck the Active checkbox. Unchecking the box means that the term will no longer be available for a student to select in Schedule Builder. Showing past terms in Schedule Builder would be confusing for the student and possibly lead to schedules being created for the incorrect term. 1. Navigate to: IU Panels > College Scheduler > College Scheduler Terms Indiana University Page: 7

8 2. Deselect the Active checkbox. 3. Click Save Indiana University Page: 8