ASDS. Draft. The Schedule New Course component enables you to view all courses from the course catalog that can be scheduled.

Transcription

1 Version 1.0 Document Generation Date 2/22/2008 Date Modified 2/22/2008 Last Changed by ASDS Status Draft Scheduling New Classes Concept The Schedule New Course component enables you to view all courses from the course catalog that can be scheduled. The Schedule of Classes component enables you to view only those courses that have been scheduled for a term. Use the Schedule of Classes component when you want to modify or maintain data for classes that have been scheduled. The functionality of the pages in this component is identical to the Schedule New Course component, but the view of classes is limited to scheduled classes only. Consider this scenario: You have been asked to schedule two class sections for a course. Use the Schedule New Course component to schedule a section using two different meeting patterns for the current term. Last changed on: 2/22/2008 2:23 PM Page 1

2 Procedure To view the online Process Document and Quick Guide, click the icons below. Please refer to: _BP.pdf Please refer to: _QG.pdf 1. Navigate: Curriculum Management > Schedule of Classes > Schedule New Course. Page 2 Last changed on: 2/22/2008 2:23 PM

3 2. When you open the Schedule New Course search page, the system automatically enters any User Default values you set up (Institution, Term, etc). Enter the correct Institution. 3. Enter the desired information into the Term field 4. Enter additional search criteria to identify the course, such as the Subject Area, Academic Career, etc.. 5. Click the Search button. Last changed on: 2/22/2008 2:23 PM Page 3

4 6. A list of all candidate courses is displayed. Click on the course you want to schedule. 7. Use the Basic Data page to define class sections, set permissions requirements, and designate any class attributes. The Class Nbr will be set automatically when you save the scheduled class sections. The Class Number is equivalent to the CRN in the legacy system. The system automatically defines one class section for you. You can use this component to create additional class sections or create them using the Maintain Schedule of Classes component. Refer to the materials on Maintain Schedule of Classes. Page 4 Last changed on: 2/22/2008 2:23 PM

5 8. If the course is set up in the Course Catalog with multiple components for auto creation, clicking the Auto Create Component button will create one class section for each of the remaining components. In this example, PHY 107 has 3 components in the Course Catalog: Lecture, Recitation and Lab. The Lecture component was set up automatically. Click Auto Create Component to add one Recitation section and one Lab section. Last changed on: 2/22/2008 2:23 PM Page 5

6 9. To schedule more class sections (for example, more recitations), use the Add a New Row button. 10. For every class section, you must fill in the required information on all the pages (tabs) except for LMS Data and GL Interface. LMS Data and GL Interface are currently not used. Page 6 Last changed on: 2/22/2008 2:23 PM

7 11. Select the correct session for this class. 12. Each class section of this course must have a unique Class Section number. Your Institution may have a special numbering scheme for class sections of a course. 13. Select the correct Component type for this section. The Class Type of Enrollment indicates which classes a student can enroll in. The class type of Non-Enrollment is used to indicate that the class section is a related component associated with an enrollment section. For example, a course may have a lecture component and a lab component. The lecture is the enrollment component, and the lab is non-enrollment. When a student enrolls, he selects the lecture. If a course has multiple components, when you schedule a set of associated class sections for the components, only one of the sections can be type Enrollment (see Associated Class number below). Last changed on: 2/22/2008 2:23 PM Page 7

8 14. The Associated Class number is used to link class sections. For example, say you have scheduled two lecture sections and two lab sections for this course. You want all the students in lecture 1 to also be in lab 1 and all the students in lecture 2 to be in lab 2. Set the Associated Class numbers for the first lecture and first lab to 1 and the Associated Class numbers for lecture 2 and lab 2 to the number 2. When a student enrolls in a class, the system verifies that the student has enrolled in all the related class sections with the same Associated Class number. If you are scheduling a new section, the system populates the Associated Class field with 1 by default. You can manually enter a different value. When you schedule classes that have multiple components, you tie the components together using the Associated Class number. There is one class section with Class Type "Enrollment" and the remaining component sections have Class Type "Non-Enrollment." You can schedule as many non-enrollment sections as desired, and link them to the enrollment section, using the Associated Class number. In addition, you can assign a non-enrollment section a special Associated Class number of "9999." This associates this class section to any of the scheduled enrollment sections. For example, PHY 107 has 3 components: lecture (the enrollment component), recitation and lab. You schedule two lecture sections, 4 recitations and 4 labs. You want the students in lecture 1 to enroll in recitations 1 or 2, and students in lecture 2 to be in recitations 3 and 4. You don't care which lab the students enroll in. Set the Associated Class numbers for lecture 1 and recitations 1 and 2 to all be 1. Set the Associated Class numbers for lecture 2 and recitations 3 and 4 to all be 2. Set the Associated Class numbers for the labs to be When a student enrolls in lecture 1, he/she will be offered a choice of recitations 1 and 2 and any of the labs. He/she will not see recitations 3 and The system populates the Campus field by default from the Course Catalog entry. You cannot override this default. If the Course Catalog did not specify a Campus, then you must set it here. 16. Click the Look up Campus button. 17. Click an entry. 18. The Location field defaults in based on the Campus value. Page 8 Last changed on: 2/22/2008 2:23 PM

9 19. The Add Fee button is used to create a class fee. Consult with the Student Financials office about using this button. 20. The system populates the Academic Organization field from the Course Catalog. The Academic Organization refers to the organization that offers the class. You can override this value. The Academic Group is populated from the Catalog as well. You cannot change that value. 21. The system populates the Holiday Schedule by default from the Course Catalog. You can change this setting. 22. The system populates the Start/End Date fields to the start and end dates of the Session chosen. You can override these. 23. By default, the system sets the Instruction Mode field to "in person" - P. You can override this. By default, the Primary Instructional Section number is set equal to the Class Section number. Change the Primary Instructional Section number if applicable. This field is specifically used for distance learning classes. You can use this field to indicate in which section the instructor resides. You can use the Primary Instr Section field to associate "receive" class sections with the "broadcast" section. By default, when you create a new class section, the Primary Instr Section number is set to the same number as Class Section. Leave this setting as is for the "broadcast" class section, but on the "receive" sections, which will have different Class Section numbers, change the Primary Instr Section value to equal that of the "broadcast" class. This will identify which receive sections are associated with which broadcast class and will simplify reporting and maintenance of the schedule of classes. 24. The setting of the Schedule Print check box populates by default from the Course Catalog. Select this check box to display the class in the schedule of classes. Select the Student Specific Permissions 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. Last changed on: 2/22/2008 2:23 PM Page 9

10 25. Select the Generate Class Mtg Attendance check box to indicate that you want the system to always generate attendance rosters for this class. The UMS Institutions are not currently using the GL Interface Required checkbox. By selecting the Generate Class Mtg Attendance check box, you flag the class so that when you generate attendance rosters through the Attendance Roster Generator page and you select the Obey Generate Class Mtg Attendance check box, the generator creates attendance rosters only for classes that have this flag selected and that meet your processing criteria. If you clear this check box on the Attendance Roster Generator page, the system generates attendance rosters for all classes that meet your processing criteria, regardless of the check box setting on the Basic Data page. You can generate attendance rosters through the Class Attendance page regardless of this check box value. 26. Enter a Course Topic ID to link course topics to class sections. If you enter a topic ID, the Print Topic in Schedule check box becomes available for entry. 27. The Course Equivalent Group is populated from the Course Catalog. You can override this default. 28. Use the Class Attributes field to link attributes to class sections. The system populates this from the Course Catalog, but you can override the defaults and add more. Use the Class Attribute of "DIST" to have the class be included in the Distance Education Portal for student self service. Select the correct Course Attribute Value for each Attribute. Click the Add a new row button to add another attribute. Page 10 Last changed on: 2/22/2008 2:23 PM

11 29. Click the Meetings link. 30. Use the Meetings page to define class meeting patterns and facilities, link instructors to classes and specify room characteristics. 31. Enter a Facility ID if desired. If you use the lookup button (magnifying class icon) you will see a list of facilities for your Institution. Selecting a Facility expresses a preference which is considered when Schedule 25 is run. There is no guarantee that the request will be successful. Last changed on: 2/22/2008 2:23 PM Page 11

12 32. Your Institution sets up standard meeting patterns. Enter the meeting pattern code in the Pat field. Use the lookup button to see a list of pre-defined patterns for the Institution and Academic Group of the course section. A class can have more than one meeting pattern. To add more meeting patterns, use the Add a Row button. Note. It is important that you enter the most important meeting pattern first. In some places in the system when viewing classes you can only see the meeting pattern which was entered first. Also, the system assigns a final exam code based on the first class meeting pattern. Click the Look up Pat button. 33. Select a meeting pattern. 34. The system selects the meeting days based on the meeting pattern you selected. You can also select the meeting days manually. 35. Enter the desired information into the Mtg Start field. Page 12 Last changed on: 2/22/2008 2:23 PM

13 36. Click in the Mtg End field. Clicking (or pressing Tab) will automatically fill in the meeting end time. You can override this time entry. 37. The system populates the Start/End Date fields automatically for the first meeting, based on the start and end dates of the Session. For additional meetings the default comes from the start and end dates you set on the Basic Data page. You can use the Add a New Row button to add more meetings for this class section. 38. If desired, select a class Topic ID for this class meeting pattern. For example, ENG 299 meets on MW for an hour, and on Friday for two hours. The MW meetings have topic The Mystery Genre, while on Friday, the topic is a student writing workshop. Enter a Free Format Topic if a predefined topic ID does not suit your purposes. Select the Print Topic On Transcript check box for the system to print the class meeting pattern topic, along with the class name, on transcripts. 39. In the Instructors section of the page, enter the ID of the instructor for the course. You can set the Instructor Role and Access level. Add additional instructors by clicking the Add a New Row button. For more details on assigning an instructor refer to the attached note The UMS Institutions are not currently using Instructor Workload. ID Select the ID of the instructor for the course. You can associate one or more instructors with each meeting pattern. Instructor Role Select the instructor role for the corresponding ID number. Insert rows to add multiple instructors and their corresponding instructor roles. The roles are: Primary Instructor, Secondary Instructor and TA. Note. For Independent Study courses for which the student can select one of several instructors, assign multiple instructors the Primary instructor role. The student will be able to choose from the set of Primary instructors. Print Select to display the instructor's name on the Schedule of Classes report. Last changed on: 2/22/2008 2:23 PM Page 13

14 Access Select the grade roster access for this instructor: 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. Contact The values you enter in this field have no impact elsewhere in the system. Informational only. 40. Use the Room Characteristic field to link room characteristics to classes. The Room Characteristic field is used for interfacing to Schedule25. Add more Room Characteristics using the Add a Row button Click the Room Characteristic button. 41. Select a Room Characteristic. Page 14 Last changed on: 2/22/2008 2:23 PM

15 42. Click the Enrollment Cntrl tab. 43. Use the Enrollment Control page to set enrollment limits and capacity requirements, and to identify sections for which you want the system to auto enroll students. This page is also used to change the status of a class. Last changed on: 2/22/2008 2:23 PM Page 15

16 44. Click the Class Status list. 45. The system populates the Class Status field to Active by default. The Schedule of Classes report enables you to select by class status, so that you can print only Active classes. Note: When you select Stop Further Enrollment, Cancelled Section, or Tentative Section, the system sets enrollment status to closed. 46. Click the Cancel Class button to cancel the class in view. The class status must be Canceled Section. The button processes one section cancellation at a time. If you want to cancel multiple sections, you must post your request for each section that you want to cancel. Note: If you want to cancel the section regardless of whether students are enrolled, you must select the Cancel if Student Enrolled check box. Doing so, however, drops any students who are enrolled in the section and requires that tuition be recalculated for those students. 47. Click the Consent list. Page 16 Last changed on: 2/22/2008 2:23 PM

17 48. The system populates the Consent field by default from the Catalog. You can override the value. No Consent means no permission is required to enroll. If you select Instructor (Inst Cnsnt) or Departmental (Dept Cnsnt), consent is granted either by entering the permission number or using the Override Permissions check box on the Enrollment Request page. 49. The system populates the Requested Room Capacity field by default from the default section size on the Course Catalog. Your room capacity can be different than your enrollment capacity. Because the system stores two separate capacity values, this field enables you to manipulate the enrollment capacity without affecting room scheduling. 50. Enter the desired information into the Enrollment Capacity field. If you are using Wait Lists, enter a Wait List Capacity. If a student tries to enroll in this class and the class is full, he/she will be automatically put on the Wait List (assuming it is not full as well). 51. Enter the desired information into the Minimum Enrollment Nbr field. This is the minimum enrollment for the section to be offered. If the minimum enrollment number is not realized you might decide to cancel the section. This field is for informational purposes only. 52. In the Total column, the system displays the current total of students enrolled and on the wait list for the section. 53. Select Auto Enroll from Wait List to enable the Wait List process to move students from the wait list to enrolled status when a space opens up in the section. Spaces become available through enrollment drops or an enrollment capacity increase. Generally, when spaces become available in a section, the class status opens, allowing students to enroll. However, selecting this check box keeps the status closed so that you have time to move students from the wait list into the class by running the wait list process (before other students enroll). If you do not select the Auto Enroll from Wait List check box and you have students on the wait list for the class, when the class status changes to open you cannot use the wait list process to move students from the wait list into the class. You have to move wait listed students into the class manually, and students that are not on the wait list will be able to enroll in the class. Last changed on: 2/22/2008 2:23 PM Page 17

18 54. If a course has multiple components, and you want to automatically enroll a student in associated components when he/she enrolls in the primary component, use the Auto Enroll fields. The association is controlled by the Associated Class Number on the Basic Data page. Enter a section within the same associated class number in which the system should automatically enroll students into the 1st Auto Enroll Section and 2nd Auto Enroll section. The auto enroll section must have a different component from the parent section. Use the Class Section number (see the Basic Data page) to specify sections. 55. In the Resection to Section field, 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. 56. Click the Reserve Cap tab. Page 18 Last changed on: 2/22/2008 2:23 PM

19 57. Use the Reserve Capacities page to assign reserve capacities for class sections. Reserve capacities are enrollment requirement groups that set aside a certain number of seats in a class section for students who meet the requirement group criteria - for example, major, academic level, cumulative GPA, or number of units earned. 58. As you add sets of Reserve Capacity requirements, the system creates the Reserve Capacity Sequence number indicating the order in which it evaluates the sets of requirement groups during enrollment. You can change this number. The Enrollment Total is the total number of students enrolled as part of the reserve capacity sequence. Last changed on: 2/22/2008 2:23 PM Page 19

20 59. In the Start Date field, enter the effective date for your reserve capacity. This date determines when the enrollment capacity requirement group becomes active. Select the Requirement Group for the reserve capacity. Students who attempt to enroll in the class and who satisfy the reserve capacity requirement group that you specify will be assured of enrollment in the class up to the Cap Enrl value. Once the Cap Enrl number is met, students in that Requirement Group have no special enrollment advantage. To add additional Requirement Groups, use the Add a New Row button to add a row. 60. Click the Notes tab. Page 20 Last changed on: 2/22/2008 2:23 PM

21 61. Use the Notes page to attach 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. The system creates a class notes Sequence Number. The number determines the display order of the class notes for a section if there are multiple notes. You can override this number. 62. Select the Print Location of the note, either Before the class listing, or After it. Select a Note Number to reference a preexisting note or type in free format text in the Free Format Text field. Last changed on: 2/22/2008 2:23 PM Page 21

22 63. Select a note if desired. 64. Click Copy Note 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. If you enter a free format note, you can clear the field using the Clear Note button. 65. Click the Exam tab. Page 22 Last changed on: 2/22/2008 2:23 PM

23 66. Use the Exam page to manually schedule exam times for the class sections. Note that final exam assignments can also be made via a batch process. Last changed on: 2/22/2008 2:23 PM Page 23

24 67. Enter the desired information into the Exam Date field. 68. Enter the desired information into the Exam Start and Exam End fields. 69. This completes the set up for the first class section. Repeat these steps for any other sections you have defined. 70. To add more class sections for this course, click the Basic Data tab. Page 24 Last changed on: 2/22/2008 2:23 PM

25 71. Click the Add a new row button. 72. You must repeat the prior steps for this new section. Enter a Class Section number. 73. In the example, the first set of sections - a lecture, a recitation, and a lab - all had Associated Class number 1. If we want to schedule a second set (lecture, etc.) we can use a different Associated Class number to link those components together. 74. By default, the Component is set to the primary component for the course. Make sure the correct Component type is entered.. Last changed on: 2/22/2008 2:23 PM Page 25

26 75. Make sure the correct Class Type is selected. Continue to enter data for the class section on the remaining pages. 76. Once all required data has been entered for the class sections, be sure to click the Save button to save your work. 77. End of Procedure. Page 26 Last changed on: 2/22/2008 2:23 PM