Managing the Schedule of Classes

This chapter gives an overview of the schedule of classes and explains how to:

• Schedule new classes.

• Modify scheduled classes.

• Modify scheduled class meetings.

• View and update class sections.

• Roll data from the course catalog.

• Define class associations.

• Define class permissions.

• Create combined sections.

• Schedule examinations.

• Modify course events.

• View instructor schedules.

• View instructor schedules through self-service pages.

• View facility use for a class.

• Search for an available facility.

• Search for classes.

• Print the Schedule of Classes report.

• Copy classes from one term to another.

• Clearing the Resource Queue table.

Understanding the Schedule of Classes

When you first set up your Student Records system, you schedule new courses for the first time. From that point on, you'll likely roll classes from term to term, add any new courses to your schedule, and if necessary, revise classes that are already scheduled.

Note. Once you set up your course schedule for the first time, you can set parameters along the way that command the system to roll, or copy, certain courses from term to term, and you can request that certain verifications are made against a student's record at enrollment request time. Once you copy a prior term schedule to a new term, you can use the schedule of classes component to move existing courses from time period to time period, to add sections, and so on.

The scheduling features in the Student Records application include the following four components:

1. Schedule of Classes

2. Schedule New Course

3. Schedule Class Meetings

4. Schedule Class Section

The difference between these components is the view of the classes that you see.

• The Schedule of Classes component displays only those courses that have already been scheduled for a term. Instead of having to wade through every course available you can use the schedule of classes component to view just those courses you have already scheduled.

• The Schedule New Course component displays all courses available to schedule.

• The Schedule Class Meetings component displays individual class sections that have been scheduled.

• The Schedule Class Section component displays a snapshot summary of section information for a class. You can use this component to view and make changes to individual class sections so that when you save any changes to a section the system performs the save process faster.

Other features of the class schedule function that we discuss in this section include how you create class associations and student permissions for enrollment. We also move through the “combined sections” functionality so you get an introduction of the power of the tools, and we review instructor schedules and class meeting patterns. Finally, we will explore the facility search capabilities, producing the schedule of classes report, and copying classes from term to term.

Scheduling New Classes

This section provides an overview of new class scheduling, and discusses how to:

• Define basic class data.

• Define class meeting patterns.

• Define auto enroll options.

• Define reserve capacity.

• Link class notes to sections.

• Link exam times to classes.

• Interface class sections with the general ledger.

Understanding New Class Scheduling

Student Records possesses a great feature for easing your data entry in the schedule of classes. There are four primary components: Schedule New Course, Schedule of Classes, Schedule Class Meetings, and Schedule Class Section. The components are identical, except their search mechanisms differ.

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. The Schedule Class Meetings component enables you to view the Meetings page, the Enrollment Cntrl (enrollment control) page, and the Exam page, and make edits without accessing the entire class and all of its sections in the schedule of classes. The Schedule Class Section component enables you view only individual class sections of a course that have been scheduled for a term.

We will review the Schedule New Course component first, since it is where you begin.

Here’s how to schedule a class:

1. Define sections, special class fees, topics, attributes, and course administrator information on the Basic Data page.

2. Enter class meeting times, days, facilities, instructors, and room characteristics on the Meetings page.

3. Define class status, capacity, auto enroll and resection to section numbers on the Enrollment Cntrl (enrollment control) page.

4. Define reserve capacity and enrollment requisites on the Reserve Cap page.

5. Link notes to class sections on the Notes page.

6. If you are manually scheduling exams for class sections, enter exam information on the Exam page.

7. Assign classes (class item types) to specific general ledger accounts on the GL Interface page.

Prerequisites

Before you can schedule a new class, you must:

• Define your academic calendar, repeat rules, and course catalog.

• Define your facility IDs, topic IDs, and your instructor workload assignment types (if applicable).

• Define your reserve capacity enrollment requirement groups (if applicable).

• Define your reserve capacity enrollment requirement groups (if applicable).

• Define your reserve capacity enrollment requirement groups (if applicable).

• Define your note numbers (if applicable).

• Define your exam time codes and exam types (if applicable).

• Define your GL values.

See Also

Preparing for the Course Catalog and Schedule of Classes

Pages Used to Schedule a Class

Defining Basic Data for Class Sections

Access the Schedule of Classes - Basic Data page.

Auto Create Component	Click to have the system automatically create one component for each of the components you have selected to auto create on the Course Catalog - Components page. The system populates the pages in the schedule of classes with the required data for first of each component. This saves you data entry and ensures that one section for each component is scheduled. If you have multiple class sections for each component type, you must still define the remaining class sections manually.
Class Section	For each component that the system creates automatically, enter the class section number. The system defaults into the Class Schedule Entry page the field values of the pre-existing class section. Note. If you have begun to schedule sections of a course and you then click theAuto Create Component button, the process only creates a section for those components that are set to Auto Create on the course catalog and have not yet been scheduled.
Session	Select the type of session to which the class sections of this course offering belong. If you want to schedule open entry/exit class sections, you must define them within an OEE session. Session values are delivered with your system as translate values. You can modify the codes and descriptions of these values except for OEE, where you can modify the descriptions only. Any modification to this code requires a substantial programming effort. In order for students to enroll in the OEE class sections that you define, you must either define the OEE Dynamic Date rule for each class section on the Dynamic Class Dates page or the Course Catalog - Offerings page.
Class Nbr (class number)	The system creates a unique class number identifier that students can use when they enroll in a class. The class number appears on the Schedule of Classes report. The system increments this number automatically, based on the number you specify on the Term Value page.
Class Section	Enter the class section. It must be unique within course offering and session.
Start/End Date	The system populates this field by default to the start and end dates of the session (as specified on the Session Table page). You can override the dates for an individual class.
Component	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. You can have multiple components and sections within a course offering.
Class Type	The class type of Enrollment indicates 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 can possess the class type of Enrollment. For example, at PSUNV Microbiology 240 has Lecture, Laboratory, and Discussion components. There are 5 lecture, 10 laboratory, and 15 discussion sections. We might select the discussion sections as the Enrollment sections, the lecture sections as the Non-Enrollment section using auto-enrollment, and the laboratory sections as Non-Enrollment sections with a student choice of lab section at enrollment time.
Associated Class	Select an associated class number from the list box, or enter an Associated Class value of your own. By using associated class numbers, you link class sections that constitute a single course offering. For instance, in our previous example, we'd gather a certain number of lecture, lab and discussion sections into one Associated Class number to indicate that the three components are related to one another. If you are scheduling a new section, the system populates the Associated Class field to 1 by default. When you schedule the first section of a course offering and use the prompt box, the system only displays 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. If you add a new class associations value to a scheduled class, and you want to make changes to the class association data that the system extracts from the course catalog, you must make your changes on the Class Associations component. A special associated class number, 9999, enables you to associate a section with any other section. However, you can only use this associated class number for non-graded components.
Campus	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. Note. Because you cannot revise the Campus value if one was provided on the course catalog level, it is best if you do not identify a specific campus on the Course Catalog - Offerings page unless absolutely necessary.
Location	Select the location of the campus. Location values are linked to campuses on the Campus Table page. A campus must be specified before you select a location.
Course Administrator	Select the course administrator ID of the person in charge of the course (usually the primary instructor). This field is informational only.
Academic Organization	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.
Academic Group	The system populates the academic group by default from the Course Catalog - Offerings page. Note. You can define global notes by academic group, which can appear on the Schedule of Classes report. In addition, academic group controls the valid meeting pattern values and their corresponding normal class duration values.
Instruction Mode	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 Instruction Mode page. Important! You can generate attendance rosters for only those classes with an instruction mode value of P.
Primary Instr Section (primary instructional section)	Enter 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. This field is for informational purposes only.
Schedule Print	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 (without using the class search feature).
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.
Include in Dynamic Date Calc (include in dynamic date calculation)	Select this check box to include this component of the class section in the Dynamic Class Dates process. The value you select here populates by default from the corresponding field for the course offering component on the Course Catalog - Components page. For non-primary components of a course offering, this check box is optional. You can override the default value on a section-by-section basis. For primary components, however, the system automatically selects and makes unavailable this check box because the Dynamic Class Dates process always uses the scheduled class section of the primary component to calculate the landmark dates on a dynamic academic calendar. The process uses for the primary component the value as defined on the Class Associations - Class Components page. If you decide to include additional components of the class section in the Dynamic Class Dates process calculations, the process includes in its calculations the meeting times that fall within the start date and end date range of the primary component. For example, let’s say that the lecture section is the primary component. The start and end dates for the lecture are ten weeks apart, with the lecture meeting every Monday. Let’s also say for the dynamic class date rule, you use a rule scheme for drop dates that is based on the number of class meetings, and that each subsequent class meeting defines the next level drop deadline. If you include only the lecture in the Dynamic Class Date process calculations, the first drop deadline would be the second lecture, the second drop deadline would be the third lecture, and so on. However, let’s say that you have a discussion component that meets once every Thursday for ten weeks, starting the same week as the lecture. If you select to also include the discussion in the calculations, the first drop deadline would be the first discussion because it is the second class meeting. The second drop deadline would be the second lecture, the third drop deadline the second discussion, and the final drop deadline the third lecture.
Dynamic Date Calc Required (dynamic date calculation required)	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. You can thus, for example, recalculate the landmark academic calendar dates for only the classes in which the class meeting pattern has been changed. See Defining Dynamic Academic Calendars.
Generate Class Mtg Attendance (generate class meeting attendance)	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. By selecting this 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.
GL Interface Required	Select this check box to include this class in the GL Interface process. If you select this check box, the system requires you to enter the necessary data into the GL Interface page of this component.

Class Topic

Equivalent Course Group

Class Attributes

Note. Course attributes are used primarily for institutional research and reporting purposes and to print repetitive text in the course catalog and schedule of classes. Course attributes are not used by the Academic Advisement application.

Enter the charge method for the component of the class. These values are set up in PeopleSoft Enterprise Student Financials tables.

The check box options enable you to specify when the system charges fees.

Select the Class Sub Fees Modal tab to specify detail information for the fee:

Enter the details of the course fee in this page. You are prompted from tables set up in the Student Financials application.

See Also

Defining Class Fees

Defining Class Meeting Patterns

Access the Schedule of Classes - Meetings page.

Note. For institutions that schedule large numbers of sections of a class and have facility conflict check activated, use the Schedule Class Meetings component to schedule facility and meeting pattern information. Because the system only performs edit checks on an individual class section (rather than for all the sections of the class), you benefit from faster performance. To use the Schedule Class Meetings component to schedule facility and meeting pattern information, enter all information for the class, except facility and meeting pattern in the Schedule of Classes or Schedule New Course components. Then go to the Schedule Class Meetings component, enter the subject and catalog number for the class, select the first section, and then update the facility/meeting pattern information one section at a time, using the “Next in List” button on the toolbar to scroll through all the sections for the course.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields common to all views first.

Common Page Information

Assignments Tab

See the Meetings page exhibit for a view of this tab.

Workload Tab

Select the Workload tab.

Assign Type (assignment type)	Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. The system populates the field by default from the Academic Institution 4 page and can be overridden. Only those assignment types current as of the term begin date and with the View on Schedule of Classes check box selected are available.
App Load (apply load)	Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. The check box indicates whether the assignment counts toward an individual’s Total Term FTE %. The field corresponds to the Include Assignment in Workload check box on the Assignment Type page and can not be overridden. The only way to change the setting of this check box is to select a different assignment type.
Load Factor	If desired, you can use this field to divide one course component into multiple assignments across instructors. Inserting multiple rows per course component and assigning each one a load factor (percent) enables you to divide a component into different assignment types among instructors. For example, you can assign instructor A to teach 30 percent of the lecture component, and instructor B to teach 70 percent of the lecture component. It is your responsibility to set the load factor. The total load factor on one course component should equal 100 percent. The system displays a soft warning message if the total does not equal 100 percent.
Work Load	In order to provide maximum ease in assigning workload hours to individuals, the system auto calculates default workload hours when you schedule classes. The system bases calculations on the academic progress units or course component workload hours for the class (set up on the class association and class component pages), multipliers both per subject/component and per instructor, and load factor. The Work Load field stores the resultant workload hours. Manual modifications to work load hours are enabled and effect the Assigned FTE%. See Course Component Workload Hours Formula.
Auto Calc (automatic calculation)	Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. Select this check box if you want to have the workload value recalculated any time the user manually updates assignment type or load factor. The default is selected. Note. Manually entering a value in the Work Load field clears the Auto Calc check box so that the manual entry is not overridden automatically if you change the assignment type or load factor. You can select the Auto Calc check box again; however, doing so recalculates workload.
Assignment FTE% (assignment full time equivalency percentage)	Appears on this page if the Calculate Workload check box is selected on the Academic Institution 4 page. This value represents the particular assignment’s weight based on the 100% weekly workload hours or the 100% OEE workload hours for the assignment type. For example, if assignment type “lecture” has 100% Weekly Workload Hours set to 15, and you assign an instructor to teach a 3 hour lecture component with an assignment type of “lecture,” the Assignment FTE % is 20 (because 3 hours out of 15 makes 20%). It is calculated and can not be modified by the user.

Room Characteristics

Defining Auto Enroll Options and Capacity

Access the Enrollment Cntrl page.

Class Status	The system populates this field to Active by default. Class status values are delivered with your system as translate values. You can override the status to indicate Stop Further Enrollment, Cancelled Section, or Tentative Section. The Schedule of Classes report enables you to select class status, so that you can print only Active classes, or only Inactive classes, and so on. Note. When you select Stop Further Enrollment, Cancelled Section, or Tentative Section, the system sets enrollment status to closed. Classes with class statuses of Stop Further Enrollment, Cancelled Section, or Tentative Section, do not appear in class search. Note. The Class Status of Active has coding attached to it and should not be deleted from the translate table. You can add as many new Class Status values to the translate table as you want, but they will not have coding attached to them.
Cancel Class	Click 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. Warning! If you want to cancel the section regardless 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 you recalculate tuition for those students.
Consent	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.
Auto Enroll from Wait List	This check box is unavailable for open entry - open exit (OEE) classes (classes tied to an OEE session). Select to enable the COBOL/SQL Wait List process (SRCPWAIT) 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. See Moving Students From the Wait Lists to Enrollment. Note. “Enrollment” sections can only auto-enroll “non-enrollment” sections.
1st Auto Enroll Section and 2nd Auto Enroll Section	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.
Resection to Section	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.
Cancel if Student Enrolled	Select for the system to process a request for a canceled class section regardless of whether students have already enrolled in the section. If you do not select this check box and you attempt to cancel a section in which students have enrolled, the system prevents you from posting the change, keeping the class status active. Thus, by leaving the box cleared you prevent inadvertently canceling a section in which students are enrolled.
Requested Room Capacity	Enter the requested room capacity for the class. 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. The system populates the Requested Room Capacity field by default from the default section size on the Course Catalog - Components page. This field is useful for you especially if you use Universal Algorithm’s Schedule25 software. For more information about the interface between Universal Algorithm's Schedule25 software and PeopleSoft Campus Solutions, see your Schedule25 documentation.
Enrollment Capacity	The system populates the enrollment capacity by default from the default section size on the Course Catalog - Components page.
Wait List Capacity	Enter the wait list capacity for the section to indicate the maximum number of students you want to allow to wait list for the class.
Minimum Enrollment Nbr (minimum enrollment number)	Enter the minimum enrollment number in order 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.
Total	The system displays the current total of students enrolled and on the wait list for the section.
Combined Section link	Click to access the Combined Section Detail page, where you can view all of the classes in the combined section. This link only appears for combined classes. Note. Once you combine classes, you must perform updates to meeting pattern and instructor information through the Schedule Class Meetings - Meetings page. Within the Schedule of Classes and Schedule New Course components, the facility/meeting pattern and instructor information is unavailable for entry for combined sections.

Defining Class Reserve Capacity

Access the Reserve Cap page.

Reserve Capacity Sequence	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. If you want to set up more than one requirement group for more than one start date, you must set up each one under its own sequence number. This is important to note because the system does not combine total cap enrollment values within the same Reserve Capacity Sequence. Instead, the system selects and uses only one requirement group per reserve capacity sequence — the one that has the most current effective date.
Enrollment Total	The total number of students enrolled as part of the reserve capacity sequence.
Start Date and Requirement Group	Enter the effective date for your reserve capacity. This date determines when the enrollment capacity requirement group becomes active. If you enter a subsequent row within the same reserve capacity sequence number, the system will reference the row with the current effective date and this row will override all others within the sequence. Select the requirement group for the reserve capacity. Values for requirement groups are defined through the Enrollment Requirement Group component. Students who attempt to enroll in the class and who satisfy the reserve capacity requirement group that you specify will be permitted to enroll in the class up to the Cap Enrl value, (so long as the enrollment does not exceed the total enrollment capacity that you specify on the Enrollment Control page). In order to set various enrollment capacities, or to discontinue the reserve capacity as of a certain date, you can add rows for the same requirement group with a later effective date. For example, if you want to change a reserve capacity for a class on a specific date, you can add a second row to the sequence with a Start Date value equal to the expiration date, and enter a new enrollment capacity for the row. You can also use this method to expire reserve capacities (instead of deleting the reserve capacity sequence and losing your historical data). Under the same reserve capacity sequence, simply insert a new effective-dated row with the date that you want the reserve capacity to expire, then enter the same requirement group number and set the enrollment capacity to 0. Warning! If you expire (set to O) the Cap Enrl field value for any reserve capacity sequence row within the section, the system inactivates all reserve capacity sequence values for the section.
Cap Enrl (capacity enrollment)	The maximum number of seats that you want to reserve for students who satisfy the requirement group parameters. The system does not combine this value with other capacity enrollment values within the same sequence number. The system only combines the most current row for each reserve capacity sequence.

See Also

Setting Up Enrollment Requisites

Linking Class Notes to Sections

Access the Schedule of Classes - Notes page.

Sequence Number	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.
Print Location	Select the print location of the note, either Before the class listing, or After it.
Even if Class Not in Schedule	This check box has no programming tied to it.
Note Number	Select a note number to reference a preexisting note. The note’s description appears adjacent to the note number. Note number values are defined on the Class Notes Table page.
Free Format Text	Enter a free format text note.
Copy Note	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.
Clear Note	Click to clear the free format text.

See Also

Defining Class Notes

Linking Exam Times to Classes

Access the Exam page.

Exam Seat Spacing	If you indicate that a final exam will occur on the Course Catalog - Components page, the system populates the Exam Seat Spacing field by default from that page. It indicates the number of seats between students during the final exam and is for informational purposes only. You can override this number.
Exam Time Code	By entering a predefined exam time code, you save yourself some data entry time for the exam date, time, and facility values. Exam time values are defined on the Exam Code Table page.
Combined Exam	Select to indicate that this exam can share a facility with another exam. Note. Time and facility conflicts with other events, such as regular class meetings, are not permitted—the system performs conflict checking for these. If you do not select the Combined Exam check box, the system verifies that there are no conflicts in room and time period scheduling. The stated room and time period is used for only one class exam.
Exam Date, Exam Start, Exam End, Class Exam Type, and Facility ID	If you do not select an Exam Time Code, you can enter an Exam Date, Exam Start, Exam End, Class Exam Type, and Facility ID field value. The system performs facility conflict checking when you save the page.

Defining LMS Data for Classes

Access the LMS Data page

Provider for Authentication	If your institution utilizes the learning management systems feature with self-service user authentication, enter the LMS Authentication Provider. The provider for authentication appears by default according to the provider assigned on the Components page in the Course Catalog component. For instances in which the Components page has no Provider for Authentication, the system uses the setting on the Academic Institution 3 page. The LMS Authentication is designed to be used with the XML V1.1 LMS Extract File Type. Providers are defined on LMS Provider Setup page. PeopleSoft Campus Self Service will provide a direct link for enrolled students and the instructor to the third-party web site for classes assigned an LMS Authentication Provider.
LMS Extract File Type (learning management system file type)	If your institution utilizes the learning management systems feature, enter the LMS file type that you use as your interface. The file type defaults according to the LMS file type on the Course Catalog - Components page. In instances where the Course Catalog - Components page has no LMS File Type, the system uses the setting on the Academic Institution 3 page. Your choices are XML V1.1, Blackboard CourseInfo 4, and API Input Format. WebCT Campus Edition and Vista both support XML V1.1.
LMS Extract Group ID (learning management system group ID)	When you select an LMS file type, the LMS Group ID field populates automatically to academic institution, subject area, catalog number, and section number. For the XML file type, values are separated by dashes, such as TERM-INSTITUTION-SUBJECT-CATALOG NBR-SEC#. For authentication to work as designed, do not edit this entry. For XML extracts, at run time, the system always appends “term–” to the beginning of the string and —'class number' at the end of the string.
LMS URL (learning management system URL)	If you are using a provider for authentication, do not enter an LMS URL. If you do not want to use LMS authentication, but want to link students enrolled in a class to a designated URL such as an instructor's website, you can specify the website in the LMS URL field. The URL must be preceded by the http:// designation.
Last LMS Class Extract Datetm (class extract date/time)	This field is empty when you first schedule a class, and it automatically populates with a date and time when you extract class data. In addition, the LMS extract process uses this field to distinguish between Snapshot and Update data. Presence of this date means that a class is “ignored” by the extract process if run in update mode and the record is not new or no changes to the class have taken place. No date means that the class is extracted for the LMS update extract and the date is updated to the run date.
Last LMS Enrol Extract Datetm (enrollment extract date/time)	This field is empty when you first schedule a class, and it automatically populates with a date and time value when you extract membership data. In addition, the LMS extract process uses this field to distinguish between Snapshot and Update data. Presence of this date means that enrollment data is “ignored” by the extract process if run in update mode, and the record is not new or no changes have taken place to enrollment status, grading basis, or grade. No date means that enrollment data is extracted for the LMS update extract and the date is updated to the run date.

Note. Currently, the system passes all classes individually to the LMS at the component level, including those that comprise a combined section. Combined section data is provided within the XML extract.

Interfacing Class Sections with the General Ledger

Access the GL Interface page.

Revenue From Item Type

Select if you do not want to track revenue by class. The system will allocate revenue based on the credit entry defined for the tuition item type. In this case, you do not populate ChartField information. The system automatically tracks receivables for a class based on the debit entry defined for the tuition item type (on the Item Types - GL Interface page). If you want to track revenue by class, you must select the GL Interface Required check box on Schedule of Classes - Basic Data page and then enter a credit entry for the class by completing the ChartFields on this page.

See Also

Using GL Interface Processing

Mapping Item Types to General Ledger Accounts

Modifying Scheduled Classes

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 are identical to the Schedule New Course component, but the view of classes offered to you is limited to scheduled classes only.

For institutions that schedule large numbers of sections of a class and have facility conflict check activated, use the Schedule Class Meetings component to edit facility and meeting pattern information for scheduled classes. Because the system only performs edit checks on an individual class section (rather than for all the sections of the class), you benefit from faster performance.

Note. To use the Schedule Class Meetings component to schedule facility and meeting pattern information, enter all information for the class, except facility and meeting pattern in the Schedule of Classes or Schedule New Course components. Then go to the Schedule Class Meetings component, enter the subject and catalog number for the class, select the first section, and update the facility/meeting pattern information one section at a time, using the “Next in List” button on the toolbar to scroll through all the sections for the course.

Modifying Scheduled Class Meetings

This section provides an overview of the Schedule Class Meetings component, and discusses how to:

• Update class meeting information.

• Update enrollment control information.

• Update exam information.

Understanding Modifications to Scheduled Class Meetings

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.

For example, if you have a course that has twenty scheduled sections for a term and you want to make changes to only two of those twenty sections, you can use the Schedule Class Meetings component to make the necessary changes to each of those two sections individually. Since the system only has to run edit checks on the individual class section rather than all twenty class sections, you benefit from the system’s faster performance.

Here’s how to modify a scheduled class meeting:

1. Update meeting times, facility reservations, and instructor assignments on the Schedule Class Meetings − Meetings page.

2. Update class size, wait list limits, class status and consent on the Schedule Class Meetings − Enrollment Cntrl (enrollment control) page.

3. Link exams and edit exam facility information on the Schedule Class Meetings − Exam page.

Pages Used to Modify Class Meeting Information

Entering Meetings Information

Use the Schedule Class Meetings − Meetings page to update meeting times, facilities, and instructors for one class section at a time.

See Also

Defining Class Meeting Patterns

Entering Enrollment Control Information

Use the Schedule Class Meetings - Enrollment Cntrl page to easily update class status values. In particular, when you need to cancel a class that has multiple sections, doing so through this component (as opposed to canceling the section through the Schedule of Classes component) proves most efficient. Most fields on this page are display only because the primary purpose for accessing this class meeting is to update the class status value.

See Also

Defining Auto Enroll Options and Capacity

Entering Exam Information

Use the Schedule Class Meetings - Exam page to link exams to one class section at a time and to edit facility information.

See Also

Linking Exam Times to Classes

Viewing and Updating Class Sections

Here’s how to review or update a class section:

1. Access the Class Sections page.

2. Modify data for the specific class sections that you want to update.

Prerequisite

You must first schedule the class.

See Also

Scheduling New Classes

Pages Used to View and Update Class Sections

Reviewing Class Sections

Access the Class Sections page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area.

Class Status Tab

Note. Section numbering is important because the system sorts by section number on this page and in the schedule of classes report.

Class Enrollment Limits Tab

Access the Class Enrollment Limits tab.

Use the Class Enrollment Limits tab to view summary enrollment information for a class. The page displays one row for each section scheduled for a course offering.

Rolling Data from the Course Catalog to the Schedule of Classes

Update the schedule of classes with changes you have made to a course offering in the course catalog after you have scheduled a class or enrolled students.

Here’s how to copy data from the course catalog to the schedule of classes:

1. Access the Course Roll page and specify the course offering that has recent changes.

2. Compare the information on the top of the page with the information for each section.

3. If the information differs, click the Course Roll button to copy the catalog information down to the individual class sections.

Prerequisite

You must first create your catalog and schedule of classes.

Pages Used to Roll Data from the Course Catalog to the Schedule of Classes

Running the Course Roll Process

Access the Course Roll page.

The system displays the course offering information for the term and session in the upper portion of the page, and displays all of the related class sections that have been scheduled for that term and session of the course on each detail line in the Class Sections area.

On the lower portion of the page, compare the Institution, Career, Term, Session, Academic Group, Class Nbr (class number), Subject, Catalog, Sect (section), and Description (course title) values for the scheduled class sections with the values for the related course catalog offering (on the upper part of the page).

If these values are different, click the Course Roll button to synchronize the scheduled class sections with the latest course catalog offering information. The system rolls the course catalog data down to the schedule of classes for each class section that is scheduled for the course during the term and session you specify. The system processes the request and immediately displays the prospective changes to the schedule of classes results in the Class Sections area. This is your opportunity to review the results of the roll process. If you are not satisfied with the results, do not save the page. Simply exit the page, and no update to the schedule of classes occurs. On the other hand, if you are satisfied with the results of the roll process, save the page to confirm and update the schedule of classes.

Note. On the Course Catalog - Offerings page, if you have changed the institution where the course is scheduled and there are students already enrolled in the class sections, the system does not process the rolling of the data to the schedule of classes for those class sections.

See Also

Creating Course Offerings

Defining Class Associations

This section provides an overview of class associations, and discusses how to:

• Adjust units.

• Modify class components.

• Modify requisites.

Understanding Class Associations

Class association numbers link all class sections that constitute a single offering. With a common association number, you can not only control the sections of classes in which a student must enroll, but you can also control elements of the sections including units, components, and requisites.

Use the class associations component when you have scheduled classes and an administrative or academic change dictates that you must add or modify class components, or adjust units within associated sections.

Regardless of how many components a course offering has (lecture, lab, discussion), always use a unique class association number to identify it. This also holds true for offerings that have just a single component, such as a lecture. Then each section is in its own group, this permits a student to be enrolled in one section and on the wait list for a second more desirable section.

In addition, assigning a unique class association number enables you to vary the units, requisites, and components of individual sections when you have a single component course.

Warning! If you do not indicate a unique association number for each section of a single component course, students can not wait list for multiple sections.

A visual representation of the class association concept might look like the following diagram. The course has two lecture sections, four discussion sections, and four lab sections. Student in lecture section 1 can only be in discussion sections A or B, and students in lecture section 2 can only be in discussion sections C or D. All students must enroll in a lab section, but can choose any lab section.

Viewing the Class Association Number Concept

Discussion sections A, B, C or D are set up with a class type of Enrollment in the Schedule of Classes. Students select to enroll in one of these sections. Lecture sections are set up with a class type of Non-Enrollment and the auto-enroll option selected. Students are automatically enrolled in a lecture section dependent upon the discussion section chosen. Lab sections are set up with association number 9999 because students have an option of enrolling in any of these.

Use the class associations component once you have scheduled your classes for a term. In this component you can maintain the data of a group of classes which form a single course offering.

The data in the class associations component is created after you schedule classes. Use this component only if you want to override defaults that are set in the course catalog.

Note. Once you create the schedule of classes, if you amend the course catalog those changes are not reflected in the schedule of classes. Use the Class Associations component if you must make changes to classes already scheduled, such as adjusting units, modifying components, or modifying requisites. You can also use the Course Roll page to make changes to classes that are already scheduled.

See Also

Rolling Data from the Course Catalog to the Schedule of Classes

Prerequisite

You must first schedule the class.

Pages Used to Define Class Associations

Adjusting Units

Access the Class Associations page.

The system creates the 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.

Note. Association number 9999 can be associated with any other associated class number. 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 (such as lecture, lab and discussion) from within the same associated class group (or from group 9999). You can only assign association number 9999 to non-graded components.

Note. To update the students' records, you must navigate to the Block Enrollment page and run the block enrollment process using this enroll request ID. The system uses the enrollment maintenance transactions grouped within this enroll request ID to update the student enrollment records that your changes have affected.

Modifying Class Components

Access the Class Components page.

The system creates the 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.

See Creating Course Offerings.

Note. Association number 9999 can be associated with any other Associated Class number. 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 (such as lecture, lab and discussion) from within the same associated class group (or from group 9999). You can only assign association number 9999 to non-graded components.

Note. Modifying the Course Component(s) and the Contact hours for each component creates inconsistency between this page and the Meetings page. Although the corresponding fields on the Meetings page are free for you to edit and have no impact elsewhere in the system, we recommend that for clarity you maintain consistency between these two pages. The system itself performs no cross-reference verification to ensure that the corresponding values match. Thus, to maintain consistency you should verify that the course component contact hours on this page equal the instructor Contact hours on the Meetings page.

Modifying Requisites

Access the Class Requisites page.

Detail	Click to access the Requirement Group Summary page, where you can review the enrollment requisites for both the course and class.
Also Use Catalog Requisite	Select to command the system to use the course catalog requisite as well as the class requisite in the enrollment process. Note. If you have requisites in the course catalog and you do not want to use them for the class offering, clear the Also Use Catalog Requisite check box.
Requirement Group	Select the class requisite requirement group. Requirement group values are created through the Enrollment Requirement Group component.
Long Description	The system populates this field by default to the long description of the enrollment requirement group.

Defining Class Permissions

This section provides an overview of class permissions, and discusses how to:

• Create class permissions.

• Run the class permission process.

Understanding Class Permissions

Class permissions are numbers that you can associate with a class and assign to students to use at enrollment time. As long as a student does not violate overall student limitation rules (such as maximum number of units), the enrollment engine enrolls the student with a permission number into the class he or she requests. You can create general or student-specific permissions. You can also use the Class Permission process to generate general class permissions for an entire subject area.

If you have the appropriate enrollment access, you can override class permissions during enrollment by selecting the Override Permission Nbr (override permission number) check box on the Enrollment Request page. The enrollment engine then overrides:

• Consent, as defined in the Catalog Data page and the Enrollment Cntrl (enrollment control) page.

• Permissions—both general and student-specific.

You can create general or student-specific permissions. You can also use the Class Permission process to generate general class permissions for an entire subject area.

To create a student-specific permission:

1. On the Schedule of Classes - Basic Data page, select the Student Specific Permissions check box.

2. On the Class Permission Numbers page, enter the ID Numbers of students who have permission to enroll in a specific class. Also enter the Expire Date.

3. If a student's name has been entered on the Class Permission Numbers page for a particular class, at enrollment time the student can enroll in the class and the system automatically allows him or her entrance provided that he or she enrolls prior to the Expire Date of the permission.

4. Once the student enrolls in the class, the system records the permission as used and records the use date. The system displays this information on the Class Permission Numbers page.

To create general class permissions:

1. The system automatically populates the Default Date field, which is the default expire date. If necessary, select a new default date. When you add permissions for a class, the system populates the Expire Date field with the default date value.

2. Make sure the Student Specific Permissions check box is cleared. You can control this check box on the Schedule of Classes − Basic Data page. Then enter the number of permissions you want to create for a class in the Assign More Permission field.

3. Press the TAB key to invoke the permission number generation.

4. Grant these permission numbers to students. When students enroll in the class, they provide the permission number for the Permission field on the Enrollment Request 1 page. The student can use the permission number to enroll in the class provided he or she uses the permission number prior to its expire date.

Prerequisites

Before you can define class permissions, you must:

• Schedule a class.

• Select the Student Specific Permissions check box on the Basic Data page (for student specific permission numbers).

• Clear the Student Specific Permissions check box on the Basic Data page, and enter an Assign More Permission value and tab out of the field (for general class permission numbers).

Pages Used to Create Class Permission Numbers

Creating Class Permission Numbers

Access the Class Permission Numbers page.

Student Specific Permissions	This field displays your selection for the Student Specific Permissions check box on the Schedule of Classes − Basic Data page.
Default Date	The default expire date. When you add permissions for a class, the system populates the Expire Date column with the default date value. The system pulls the value for the Default Date field from the SESS_TIME_PEROD table or the SESSION_TABLE based on the following criteria: If the value of the add/drop action for the TIME_PERIOD field on the SESS_TIME_PEROD table is 140 and an end date value exists for this field, the system retrieves this end date value as the Default Date. If the end date for the TIME_PERIOD field on the SESS_TIME_PEROD table does not exist, the system retrieves the end date for the term as the default date. The system retrieves this value from the SESSION_TBL_END_DT field on the SESSION_TABLE page.
Assign More Permission	This field is used for assigning general permissions and is unavailable for student-specific permissions. Enter the number of general permission numbers you want to generate in the Assign More Permission field. Then press the TAB key to invoke the permission number generation.
Sequence Number	The system generates a sequence number and assigns it to each permission based on the order you create the permissions.
Permission Used	When you create a permission, the system displays the status of the permission as Not Used. When the student enrolls in the class, the system changes the status to Used.
Use Dt (use date)	The date the student used the permission. When a student uses a permission number, the system updates the Class Permission Numbers page by displaying the name of the student who used the permission, the status of Used, and the Use Date.
Expire Date	This is a required field. For each student, enter the date the permission expires. When you enter new permissions, the system populates this field by default to the Default Date field value. If the student does not use the permission by the expire date, the student no longer has permission to enroll in the class.
Perm Type (permission type)	The system populates the Perm Type field to Add by default for students enrolling in a class. Permission type values of Add and Drop are delivered with your system as translate values. This field is editable only for those classes where the Student Specific Permission check box is selected on the Basic Data page. The Perm Type field is for future functionality and currently has no programming tied to it.
ID	The identification number of the student whom you are assigning permission to enroll in the class. For general class permissions, this field populates with the ID of the student who uses the permission number to enroll.

Using the Class Permission Process

Access the Class Permission page.

Academic Institution	Select the academic institution for which you want to generate class permissions. Academic institution values are defined on the Academic Institution Table page.
Academic Group	Select the academic group for which you want to generate class permissions. Academic group values are defined on the Academic Group Table page.
Term	Select the term for which you want to generate class permissions. Term values are defined on the Term Table page.
Subject Area	Select the specific subject area for which you want to generate class permissions. When you run the Class Permission process based on subject, the system looks to the Consent field on the Enrollment Cntrl (enrollment control) page and only creates permissions for classes within that subject that have the Consent field set to Departmental or Instructor. Subject area values are defined on the Academic Subject Table page.
Percent of Enrollment Capacity	Enter the percent of enrollment capacity the system should use to calculate the number of permissions it must create. In the example shown in the page above, the system creates general permissions for ten percent of the enrollment capacity for every class in the University College for Fall 2001.
Minimum of Permission Assign	Enter the minimum number of general permissions you want the system to assign. The system uses this number as the bottom line minimum number of general permission numbers to create for a class. In the example shown in the page above, if UNIV COLL 200 has an enrollment capacity of twenty, ten percent of that would be 2. However, the system would generate ten permissions since the Minimum of Permission Assignvalue is 10.
Commit Frequency	The system populates this field to 1 by default. The lower the commit frequency, the better concurrence of data. While the higher the commit frequency enables faster processing of the job, the job could get tied up with another process. We recommend that you leave the commit frequency at 1.
Permission Expire Date	If a student does not use the permission before the expiration date, the student no longer has permission to enroll in the class. The system pulls the value of the Permission Expire Date field from the TERM_TABLE and SESS_TIME_PEROD tables for each section that exists based on the following criteria: If the value of the add/drop action for the TIME_PERIOD field on the SESS_TIME_PEROD table is 140 and an end date value exists for this field, the system retrieves this end date value as the Default Date. If the end date for the TIME_PERIOD field on the SESS_TIME_PEROD table does not exist, the system retrieves the end date for the term as the Default Date. The system retrieves this value from the TERM_TBL_END_DT field on the TERM_TABLE page.

Creating Combined Sections

This section provides an overview of combined sections, and discusses how to:

• Define a combined section ID.

• Link classes to a combined section ID.

Understanding Combined Sections

If you need to offer two or more separate classes as one class offering, you can combine sections. For example, you may have a course that is offered by the Economics Department (ECON 101) that is identical to a course that is offered by the Business School (BUSN 111). Perhaps you want to offer each class every semester (so students can pick and chose when they take the course), but there is only a maximum of 30 students total each semester who request the two classes, so it just isn’t economical. To offer both courses in the schedule of classes each semester, yet have the courses be taught as a single class (with one professor, one location, one meeting pattern, and so on), you can combine sections. Students who enroll in the Economics department version can use one Class Number to enroll, and students who enroll in the Business Department’s version can use a different class number to enroll. Yet, all of the students will participate in a single class environment, with one attendance roster, one grade roster, one instructor (or more, if you prefer) and so on. You can combine sections permanently or for a single class occurrence. You can also combine sections within or across subjects. When classes are linked to a combined section, they are all given the same Event ID. The enrollment and wait list capacities are controlled both at the section level and at the sections combined level.

Here’s how to create combined sections:

1. Define a Combined Sections ID on the Combined Sections Table page.

2. Link classes to the Combined Sections ID and choose a combination type on the Combined Sections page. Before you combine sections be sure that a facility ID (if one was entered) exists for only one of the classes you are combining.

Pages Used to Create Combined Sections

Defining a Combined Section ID

Access the Combined Sections Table page.

Combined Sections ID	The system generates a combined sections ID, providing a unique identifier for each combined sections record.
Description and Short Description	Enter a description and a short description for the combined sections ID. We suggest that these names have some descriptive value to the administrator who assigns these IDs to classes. The descriptions are not visible by students.
View Combined Sections	Click to access the Combined Sections Table page, where you can view classes that are linked to a specific combined section ID.

Linking Classes to a Combined Section ID

Access the Combined sections page.

Note. Multiple views of this page are available by clicking the tabs in the scroll area. We document fields common to all views first.

Scheduling Exams

This section provides an overview of exam scheduling, and discusses how to:

• Schedule exams for individual classes.

• Schedule exams in blocks.

Understanding Exam Scheduling

You can schedule exams on a class by class basis, or in large blocks. The block exam scheduling process is useful if you want to schedule exams in the same facility as the primary meeting for the class.

Here’s how to schedule an exam for a single class (in a facility other than the regular class for the primary meeting):

1. Access the Schedule Class Meetings - Exam page.

2. Enter your reservation.

To schedule exams in large blocks:

1. Access the Exam Scheduling page and specify your processing parameters.

2. Run the Exam Scheduling process.

Prerequisites

Before you run the Exam Scheduling process, you must:

• Set the Final Exam field on the Course Catalog - Components page to Yes.

• Define Exam Codes on the Exam Code Table page.

Pages Used to Schedule Exams

Scheduling Exams for Individual Classes

To schedule exams by individual section, use the Schedule Class Meetings component.

See Also

Modifying Scheduled Class Meetings

Running the Exam Scheduling Process

Access the Exam Scheduling page.

Academic Institution	Select the academic institution for which you want to schedule exams.
Term	Select the term for which you want to schedule exams.
Academic Group and Session	Select the academic group and session for which you want to schedule exams. Academic group values are defined on the Academic Group Table page. Session values are defined on the Session Table page.
Assign to Scheduled Facility	Select this check box to command the system to assign exams the same facilities in which the class is scheduled for the term. If you clear this check box, exams are scheduled without a facility.

Note. When scheduling exams for class sections with multiple meeting patterns, the Exam Scheduling process assigns final exam codes based on the class meeting pattern entered first on the Meetings page.

Troubleshooting the Exam Scheduling Process

Setup issues that can cause the Exam Scheduling SQR to not schedule exams include the following:

• Exam Code table not set up correctly to correspond with all possible class meeting patterns.

• Exam Code table not set up for the specified term and session.

• Exam Scheduling page must have the correct academic group.

• Exam Scheduling page must have the correct session code.

• Class must be set up on the Class Associations - Class Components page with a Final Exam value of Yes.

• Class meeting patterns are not set up for the class.

• Facility will not be reserved if you run the process where the Assign to Scheduled Facility check box is not selected.

• Facility will not be reserved if you run the process where the Assign to Scheduled Facility check box is selected, but the facility is already in use by another event during the exam time.

Modifying Course Events

This section discusses how to modify course events.

Prerequisite

You must first have an Event ID record in your system.

Pages Used to Modify Course Events

Using the Course Event Table Page

Access the Course Event Table page.

Description

The description of the course event. This is the course description.

Contact Minutes

Modify contact minutes for individual classes if necessary. The system bases the contact minutes on the start and end time of the course as defined in the Schedule of Classes. Changing Contact Minutes for a class meeting has no impact on Course Contact Hours or Instructor Contact Hours. If you have a particular class meeting that you would like additional facility time (perhaps a day for group project presentations, where students need additional time to take down their presentation materials at the end of class), you can increment the contact minutes to your desired reservation time. In addition, you can delete a single meeting facility reservation to make the facility available for another event. Click the Save button to edit the facility reservation. If facility checking is active, the system verifies that your requested reservation is valid before saving the request.

Note. If you are using the PeopleSoft facility conflict checking logic, be sure when you are scheduling classes that you indicate a facility for at least one component of a course. The system does not populate the Course Event Table page unless a facility is booked for at least one component of a course. You indicate facilities for course components on the Meetings page.

Viewing Instructor Schedules

This section discusses how to view instructor schedules.

Pages Used to View Instructor Schedules

Viewing an Instructor’s Schedule

Access the Instructor Schedule page.

The system displays all class meetings for an instructor within a term.

Instructor Schedule 2 Tab

Select the Instructor Schedule 2 tab.

The system displays additional detail information for all class meetings for an instructor within a term.

Viewing Instructor Schedules Through Self-Service Pages

If your institution has licensed PeopleSoft Enterprise Campus Self Service, your instructors can view their class schedule and weekly schedules directly over the web.

See Also

Using Faculty Center

Viewing Class Facility Usage

This section discusses how to review class facility usage.

Prerequisites

You must first assign events or classes with meeting patterns to a facility.

Pages Used to View Class Facility Usage

Reviewing Class Facility Usage

Access the Class Facility Usage page.

Term, Session, and Day of the Week	Select a term, session, and day of the week for your facility search.
Fetch Class Meetings	Click to retrieve all existing event information for the parameters specified.

Searching for an Available Facility

Use the Search for a Facility component to search for available facilities when scheduling classes and non-course events, like faculty meetings.

Here’s how to search for an available facility:

1. Access the Facility Search Criteria page, and enter search criteria as detailed as necessary.

2. Click the Fetch Facilities button to retrieve your results.

3. Review your results on the Facility Search Results page.

Pages Used to Search for a Facility

Creating Facility Search Criteria

Access the Facility Search Criteria page.

Enter the criteria for your meeting in the Meeting Criteria group box. Enter any specific facility requirements you have in the Facility Criteria group box.

Click the Fetch Facilities button to retrieve a list of facilities that match your request.

Viewing Facility Search Results

Access the Facility Search Results page.

The system lists every facility that matches your criteria. Reserve the room through event scheduling.

See Also

Tracking Event Attendance

Searching for Classes

This section provides and overview and discusses searching for classes.

See Also

Searching for Classes Using Self-Service Pages

Understanding Class Search

Use the Class Search feature to search or browse for classes within a specific institution and term. The Class Search feature is accessible through the core system and through PeopleSoft Campus Self Service.

Combined Section Statuses in Class Search

When you search for open classes, the system uses a virtual status to determine whether or not a combined section class appears on the Class Search Results page. If the class has a virtual status of closed, the class will not appear on the Class Search Results page for open classes.

The system calculates a virtual status for combined sections because combined section classes have combined enrollment capacities. A section with an enrollment capacity of 30 would appear in CLASS_TBL as open after only 15 students enroll, but if it is a combined section with a combined enrollment capacity of 30, and both classes have 15 students enrolled—which meets the combined enrollment capacity of 30—the combined section is closed, even though CLASS_TBL will show each section as open. The class search feature knows the combined section is closed because of the virtual status. The system determines the virtual status of the combined section on the Combined Sections page.

The system follows the following rules to determine the virtual status of a combined section class:

• If the enrollment status of a class is closed, the virtual status is closed.

• If the enrollment status of the class is open, the system evaluates whether or not there are seats available within the combined section. If seats are available, the virtual status is open. If no seats are available within the combined section, the virtual status is closed.

Pages Used to Search for Classes

Printing the Schedule of Classes

Use the Schedule of Classes report component to print the schedule of classes report for a term.

Pages Used to Print the Schedule of Classes Report

Setting Schedule of Classes Report Parameters

Access the Schedule of Classes page.

Academic Institution	Select the academic institution for which you want to print the schedule of classes. The system populates the Academic Institution field by default from the User Defaults 1 page. You can change the value. This field is required.
Term	Select the term for which you want to print the schedule of classes. The system populates the Term field by default from the User Defaults 1 page. You can change the value. This field is required.
Academic Organization Node	Select the academic organization node for which you want to print the schedule of classes. The report selects all classes whose academic organization (as assigned on the Schedule of Classes - Basic Data page) falls under the academic organization node that you enter here. You can view the hierarchy of academic organizations on the academic organization tree. See PeopleTools PeopleBook: PeopleSoft Tree Manager
Session	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. Session values are defined on the Session Table page.
Schedule Print	Select the schedule print value. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. 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.
Print Instructor in Schedule	Select this check box to determine whether the instructor’s name appears on the report. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort. Your choices are: Yes: All instructors with the Print check box selected on the Meetings page appear on the report. No: All instructors with the Print check box cleared on the Meetings page appear on the report. All: All instructors appear on the report, regardless of the Print check box setting on the Meetings page.
Class Status	Use the Class Status group box indicate what status of classes to print on the schedule of classes. Your choices are Active, Cancelled, Stop Enrl, and Tentative.
Print By Campus and Campus	Select to print the schedule of classes based on campus rather than by class section number. Select the campus to specify a single campus.
Print By Location and Location Code	Select to print the schedule of classes based on location within campus, rather than by class section number. Select the location code to specify a single location.

Setting Schedule of Classes Report Options

Access the Report Options page.

Report Options	Set the report options to print the information that you want to display on the schedule of classes report.
Report Only	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.
File Path	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.

Copying the Prior Term

Use the Prior Term Copy component to copy the schedule of classes from term to term dependent upon criteria you submit and the roll down options you select.

Here’s how to run the prior term copy process:

1. Access the Prior term Copy page.

2. Define your processing parameters. Specifically, define the term from which you want to copy data, and define the term to which you want to copy data.

3. Define additional information such as the academic group and subject area that you want to copy (from and to).

4. Access the Prior Term Copy 2 page.

5. Define detailed options that specify the types of classes that you want to copy.

6. Click Run to run this request. PeopleSoft Process Scheduler runs the RUNCTL_SRROLL process at user-defined intervals.

Prerequisites

You must first define your academic institution and terms. In addition, you need to have a schedule of classes created in a prior term.

Pages Used to Copy Classes from Term to Term

Defining Criteria for the Prior Term Copy Process

Access the Prior Term Copy page.

Academic Institution	Select the academic institution for which you want to copy schedule of classes data.
Roll From Term	The term from which you want to copy classes (the source term).
Roll To Term	The term to which you want to copy classes (the target term).
Sequence	The system populates this field to 1 by default, and increments by 1 for each row that you add. This value is for internal processing purposes only.
Academic Group	Enter an academic group to narrow down classes that you want to copy.
Subject Area, Catalog Number From, and Catalog Number To	Enter a subject area to narrow down classes that you want to copy. If you select a subject area, you have the option of specifying a range of catalog numbers. The system does not require you to select a subject area. If you do not select a subject area, the Catalog Number fields are unavailable for entry.
Campus	Enter a campus to narrow down classes that you want to copy. This field is optional.
Session	Enter a session to narrow down classes that you want to copy. This field is optional.
Commit Frequency	The system populates this field to 1 by default. The lower the commit frequency, the better concurrence of data. While the higher the commit frequency enables faster processing of the job, the job could get tied up with another process. We recommend that you leave the commit frequency at 1.

Selecting Options for the Prior Term Copy Process

Access the Prior Term Copy2 page.

Class Status

Use the Class Status group box to indicate the status for classes that you want to copy. Your choices are Active, Cancelled, Tentative, and Stop Enrl. Each of these values corresponds to the class status value on the Enrollment Cntrl (enrollment control) page.

Roll Options

Specify the type of information that you want to copy by selecting the appropriate roll options.

The remaining options are self-evident.

Note. If your institution uses the Instructor Workload feature, you should follow the prior term copy process with the Workload Copy/Update process using the same Roll From and Roll To terms. This final step ensures that the process creates Term Workload records for all copied Schedule of Classes data.

Clearing the Resource Queue Table

This section provides an overview of the resource queue table and discusses how to remove rows from the resource queue table when system-wide or local client workstation errors cause a row to remain in the table during the class scheduling process.

Understanding the Resource Queue Table

For organizations that schedule classes with facility conflict checking activated, the resource queue table is a useful feature that prevents users from double booking facilities. When a user begins the class scheduling process, the system inserts a row in the resource queue table (via a COBOL program). This row signifies that someone within the organization is currently scheduling facilities. If another user attempts to reserve a facility, the system will present them with a message that resources are currently being allocated to another process and they must wait.

For example, “The resource you are trying to schedule is currently in use. Try your save again. If after 3 attempts you still cannot save, contact your system administrator.”

When the scheduling process completes, the row is removed from the Resource Queue table.

On occasion, system-wide or local client workstation errors may cause the row to remain in the table, thereby preventing the scheduling of classes. The Resource Queue Cleanup page was designed with this in mind. It is a powerful page, to be used by individuals at the system administrator level. The system administrator can simply click the Unlock Resource button on the Resource Queue Cleanup page, confirm their selection on the secondary page, and free up the resource.

Pages Used to Clear the Resource Queue Table

Clearing the Resource Queue

Access the Resource Queue Cleanup page.