Office of Academic Affairs

Academic Affairs has identified concerns that may become problematic in the scheduling process. To help facilitate scheduling operations at the department level, Academic Affairs has developed this document of Frequently Asked Questions to assist department schedulers. Please use this document as a quick reference guide to help you through the scheduling process. If further clarification is necessary, please refer to the Basic and Advanced Scheduling manuals.

Scheduling FAQs

I. How do I schedule Class Associations/Groupings?

II. How do I schedule Equivalencies and Combined Sections? 

III. How do I hide a section from the Class Schedule so students cannot enroll? 

IV. How do I set “Dept. Consent” or ‘Inst. Cnsnt’ at the department level?

V. How do I hide a section from the Class Schedule?

 VI. How do I offer a course without a room assignment? 

 VII. How do I enter a course instructor into a course with multiple meeting patterns?

 VIII. How do I assign faculty to course sections that are also in non-faculty positions?

 IX. What If you need to change an instructor in the Instructors for Meeting Pattern section? 

 X. Do I schedule variable credit courses at the graduate level the same way undergraduate variable credit courses are scheduled?

 XI. How do I make sure that the instructor will be able to post grades?

 XII. What do I do after Combined Section ID’s are set up in the Combined Sections table?

 XIII. What if I cannot add an instructor to a class section?

 XIV. How do I set up a section that is going to be taught as an online class but meets the first week?

XV. How do I add or remove class notes from a class section?

I. How do I schedule Class Associations/Groupings?

For enrollment purposes, the Associated Class Number is used to link all class sections that constitute a single course offering. For example, if you are scheduling one lecture component with multiple lab sections from which a student can choose, all lab sections of the course offering need to have the same Associated Class Number as the lecture component.

These associations/groupings need to be adjusted to state which sections must be taken together and, to complete the process, enrollment controls need to be set. If a student has multiple options as to the lab they can take with a lecture, the labs will have a Class Type of "Enrollment" and the lecture will have a Class Type of "Non-Enroll". The Auto Enroll feature can then be set so that the student selects a lab section and the system automatically enrolls them into the only lecture available for that lab.

1. “Section Number” must be two digits with a leading zero.

Example: 01, 02, 03

2. “Associated Class Number” must match the “Section Number” (minus the leading zero) for single component courses when there is more than one section of the course.

Examples: Section Number 01 – Associated Class Number 1

Section Number 02 – Associated Class Number 2

Section Number 03 – Associated Class Number 3
………………….

………………….

Section Number 15 – Associated Class Number 15

 3. For courses with multiple components, there must be at least one section scheduled for each component.

Example: Nursing 12 has three components – Lecture, Lab, and Clinical. Each component must have at least one section scheduled.

Example of Scheduling a Class Association/Grouping using a Single Discussion course section with Multiple Lab sections

Set your class up according to the instructions below.  

1.      Build your discussion class and assign a Class Section number of "01".

2.      Make sure that the Component value is "Discussion".

3.      The Class Type value will default as "Enrollment". Change this value to "Non-Enroll".

4.      The Associated Class number will default to "1". Leave the default value for the discussion.

5.      Click the plus (+) button to add your next section.

Now build your lab classes by following the instructions below:

6.      Assign consecutive Class Section numbers to your labs beginning with "02".

7.      Change the Component value to "Laboratory". Click the magnifying glass to look up the code, if necessary.

8.      The Class Type will default to "Enrollment". Leave this default value for all lab sections.

9.      The Associated Class number will default to "1". Leave this default value alone so that it will match the number on the discussion section.

10.  Click the Enrollment Cntrl tab.

11.  Enter "01" in the 1st Auto Enroll Section field. Now students enrolling in the lab section of this class will automatically be enrolled in the discussion section.

12.  Return to the Basic Data tab and click the plus (+) button to add all other lab sections by following steps 6 thru 12.

13.  Click the Save button when you have finished entering all necessary lab sections.

Once you have finished scheduling your sections, it may be helpful to look up the class via the Update Sections of a Class page to review the information. Your class should look something like the example shown in the figure below.

14.  Navigation:  Curriculum Management > Schedule of Classes > Update Sections of a Class.

Update Sections of a Class

If you have additional discussion/lab groupings for a single class, you can repeat the entire process above. Start with the next available Class Section number and assign the next available Associated Class number. For example, in the figure below, if you built one group of classes and left off at Section 03, begin with Section 04 and use Associated Class Number 4. Also note that you would need to enter Section 04 (the Non-Enrollment discussion class) as the 1st Auto Enroll Section value on your lab classes in this grouping.

Update Sections of a Class

 Follow the steps listed above for courses with multiple components where a course has Lecture, Lab and Activity sections that need to be grouped. The “Associated Class Number” is used to link this group together. The same can be done if the grouping has Lecture, Discussion and Clinical sections.
When there are multiple component sections grouped by the “Associated Class Number”, only one of the components can have the “Class Type” set to ‘Enrollment’. The other components must have “Class Type” set to ‘Non-Enroll’. The “1st and 2nd Auto Enroll Section” fields on the Enrollment Cntrl screen allows you to specify which of the ‘Non-Enroll’ section(s) to automatically enroll the student in when he/she chooses the ‘Enrollment’ section.  

II. How do I schedule Equivalencies and Combined Sections?

Cross-listed terminology does not technically exist in PeopleSoft. Instead, the term "cross-listed" has been replaced with the term "course equivalent". Course Equivalencies are set up in the Course Catalog and roll down to the Schedule of Classes. At the Schedule of Classes level, the following steps need to take place to link the sections of equivalent courses. (The same process applies for any combined sections that meet in the same place even if they are not cross-listed.)

Note: This process copies a meeting pattern to all combined sections so you ONLY PUT A MEETING PATTERN ON ONE OF THE CLASS SECTIONS to be combined.

1. Course sections that have different meeting and time patterns cannot be combined. If course sections need to be grouped with separate meeting and time patterns refer to the Class Associations/Groupings section of the Advanced Scheduling Manual.

2. All Learning Communities are combined by Academic Affairs. If there are any problems noticed with LCOM courses please contact Academic Affairs.

3. When working in the Identify Combined Sections screen make sure the ‘Combination Type’ box is flagged correctly. There are three choices from the drop down menu: Both, Cross Subject and Within Subject.

Identify Combined Sections

a.       ‘Both’ is used when there is three or more course sections combined. For example if HRS 1, HRS 101 and HIST 101 were to be combined the Combination Type would be flagged as ‘both’ since two HRS sections are ‘within subject’ with the ‘cross subject’ being the HIST course section.

b.      ‘Cross Subject’ is used when the combined sections are derived from two different subjects. For example if HRS 101 and HIST 101 were to be combined the Combination Type would be flagged as ‘cross subject’

c.       ‘Within Subject’ is used when the combined sections are derived from the same subjects. For example if HRS 1 and HRS 101 were to be combined the Combination Type would be flagged as ‘within subject’.

4. On the upper right hand portion of the Identify Combined Sections screen there are two boxes. One is titled ‘Permanent Combinations’ and the other is ‘Skip Mtg Pattern & Instr Edit. The only box to be flagged is the ‘Permanent Combinations’.

 Identify Combined Sections

5. It is best to follow these steps when building combined sections:

a.       Schedule first course section to be combined and complete the meetings screen complete with meeting and time patterns along with room and instructor. Save. Record Class Nbr for future use.

b.      Schedule each subsequent course section to be combined leaving the meetings screen completely blank. Record Class Nbr(s) for future use. Save.

c.       Enter combined course section names in the Combined Sections Table then click ‘view combined sections’ to go to Identify Combined Sections screen.

d.      On the Identify Combined Sections screen enter Class Nbrs for each combined course section under ‘Combined Sections’ tab

e.      Enter Room Capacity, Enrollment Capacity, and Wait List Capacity. Flag Combination Type, and the Permanent Combination box. The numbers entered should match the totals of all the combined sections.

f.        Save

Identify Combined Sections

6. In the event that enrollment needs to be increased for a combined course section it is necessary to update ‘Requested Room Capacity’, ‘Enrollment Capacity’, and the ‘Wait List Capacity’ on the Identify Combined Sections page. After updating enrollment and wait list capacities of the course sections in the Update Sections of a Class page go to the Identify Combined Sections page and update the ‘Requested Room Capacity’, ‘Enrollment Capacity’, and the ‘Wait List Capacity’ to reflect the changes in enrollment made on the combined course sections and click on the Save button. The numbers entered should match the totals of all the combined sections.

III. How do I hide a section from the Class Schedule so students cannot enroll?

 Enrollment Control

When you are scheduling a section and want to ‘hold’ it back from the schedule until you see what the enrollment demand is, do not set the “Class Type” as ‘Non-Enroll’. Set it up as a ‘Tentative’ section using the “Class Status” field on the Enrollment Cntrl screen and set the “Class Type” to “Enrollment.” By setting it as a ‘Tentative’ section, the section will not be displayed to students when they search the schedule. If you decide to open the section later, then you can change the “Class Status” to ‘Active’ and it will be immediately available for students to enroll.

Please refer to the Class Scheduling Manual to build your schedules dated 9/30/11 for detailed instructions.

  IV. How do I set “Dept. Consent” or ‘Inst. Cnsnt’ at the department level?

 Enrollment Control

When scheduling a section if enrollment requires department or instructor consent to enroll, “Class Status” must be set to ‘Active’, but set the “Consent” field on the Enrollment Cntrl screen to ‘Dept Cnsnt’ or ‘Inst Cnsnt.” This will show that department or instructor consent is required to enroll in that section.

V. How do I hide a section from the Class Schedule?

 Class Section

You are scheduling a section for a cohort of students and you don’t want the section to show in the online schedule. Set the “Class Type” as ‘Enrollment’, but uncheck the “Schedule Print” box on the Basic Data screen. This will prevent the section from being displayed in the online schedule. You can give the “Class Number” and section info to the students in the cohort so they can enroll via self-service (or you can enroll the students yourself).

VI. How do I offer a course without a room assignment?

 Courses that are to be intentionally offered without a room assignment (CMS “Facility ID” field left blank) should not have a day and time meeting pattern. If a day and time are established, and the course is NOT WebOnline or OffCampus, please enter TBAARR in the CMS “Facility ID” field. TBAARR must also be entered in the “Facility ID” field for ‘Tentative’ sections.
 

VII. How do I enter an instructor into a course with multiple meeting patterns?

 Multiple meeting patterns for the same section need the “Instructor” to be assigned to all the meeting patterns. However, only the first meeting pattern can have the ‘IFF’ “Assignment Type” to indicate 100% of the workload. The other meeting patterns must have the “Assignment Type” set to ‘Not Include’.

Example: Three meeting patterns for the same section of FREN 1B. Create the first meeting pattern and assign the instructor with ‘IFF’as the “Assignment Type” on the Workload tab. Then create the second meeting pattern. Populate the instructor in the second meeting pattern and set the “Assignment Type” to ‘Not Include’ on the Workload tab. Set up the third meeting pattern and “Assignment Type” in the same manner as the second meeting pattern was set up. When you click on ‘save’ you will get the following warning message, which you can ignore by clicking ‘OK’: Warning – The instructor xxxx is scheduled to print on the Schedule of Classes 3 times for Class Nbr xxxx. The instructor is assigned to the class multiple times, and the “Print on Schedule of Classes” is checked multiple times as well.

 VIII. How do I assign faculty to course sections that are also in non-faculty positions?

  Verify that the “Empl Rcd #” field has the correct value and that the Job Code associated with the “Empl Rcd #” is a faculty Job Code. This should be carried through for each additional meeting pattern.

   Faculty positions have a specific range of Job Codes (e.g., 2358, 2399) which are very different fron non-faculty positions that are linked to the “Empl Rcd #” that is the faculty position. It is very important that the correct “Empl Rcd #” is used for faculty who may also have “Empl Rcd #’s” for other non-faculty positions on campus. If the non-faculty “Empl Rcd #” is used, it causes problems in how faculty workload is reported. If you are not certain if the “Empl Rcd #” is correct matches a faculty Job Code, click on the magnifying glass and select the “Empl Rcd #” associated with the faculty Job Code.

IX. What If you need to change an instructor in the Instructors for Meeting Pattern section?

  Delete the existing instructor by clicking the minus (-) button then click the save button before adding the new instructor assignment

 X. Do I schedule variable credit courses at the graduate level the same way undergraduate variable credit courses are scheduled?

  Effective Fall 2009, Departments will no longer need to set up an individual section for each unit value. When searching for an independent study, thesis or internship course through “Schedule New Course”, only one version of the graduate level variable unit course will display.

 XI. How do I make sure that the instructor will be able to post grades?

 When instructors are assigned on the Meetings screen, the “Access” field on the Instructor Assignment tab must be set to ‘Approve’. This field is not defaulted, so it must be entered. If this is not set to ‘Approve’, then the faculty member will not be able to post grades at the end of the term.

 XII. What do I do after Combined Section ID’s are set up in the Combined Sections table?

 Be sure to proceed to the next step and Identify Combined Sections (screen) to attach the specific Combined Section ID to the sections that need to be combined. Be sure to set the “Enrollment Capacity” and “Wait List Capacity” for the combination to total that of the individual sections in Identify Combined Sections. The information (day, time, instructor) on the Meetings screen only needs to be entered on the primary section. Once you set up the combination, the information will be adopted to the secondary section. If meeting pattern information is filled in on both sections, the combination will error out. If you need to make a change to a meeting pattern, facility or instructor assignment for a Combined    Section, you must use the “Schedule Class Meetings” link to make the change. You can’t make these changes with the “Maintain Schedule of Classes” link because the meeting pattern is ‘grayed out’ when the sections are combined.

 XIII. What if I cannot add an instructor to a class section?

 If you cannot add an instructor to a class section, navigate to the Instructor/Advisor Table. Make sure the “Effective Date” is correct for the term (see chart below). The “Primary Acad Org” should correspond with the department of hire.

 

Effective Dates:

Winter Begin 01/01/XX                                    Spring Begin 01/15

Winter End 01/14/XX                                       Spring End 05/14/XX

Summer Begin 05/15/XX                                 Fall Begin 08/01/XX

Summer End 07/31/XX                                    Fall End 12/31/XX     

The “Advisor” checkbox needs to be checked to ‘On’.

Instructor Details

 

Next go to the Approved Courses tab and type in the “Acad Org” and save.

Instructor details

 

Navigate to the class section in the Schedule of Classes and assign the instructor.

XIV. How do I set up a section that is going to be taught as an online class but meets the first week?

Some courses are online, but require an organizational meeting during the first week of instruction.  This requires a classroom to be scheduled, but the classroom is only needed during the first week of instruction. 

The following is an example of how this situation should be scheduled.  The section has two meeting patterns.  Additional meeting patterns can be created by clicking the plus symbol in the Meeting Pattern section.

 

Online Sections

Online Scheduling

 1.  The first meeting pattern displays a Facility ID of WEBONLINE for the term dates of 8/27/2012 to 12/07/2012.

 2.  The second displays a Facility ID for the physical location of the classroom. In this example the class meets in CPS 327. The dates will reflect only the first week of instruction; Tue. and Thurs. from 8/31/2012 to 9/2/2010. 

3.  A final reminder regarding sections with more than one meeting pattern: only the first meeting pattern should have the Assign Type=IFF on the Instructors for Meeting Pattern>Workload Tab.  All other meeting patterns should have Assign Type set to ‘Not Includ’.

 XV. How do I add or remove class notes from a class section?

Go to Maintain Schedule of Classes and locate the course section where the note will be removed. Click on the “Notes” tab then click on the ‘minus’ button to remove the note. Click save.