Effective date must be prior to the first day of the term you are scheduling

Scheduling Tips Instructor/Advisor Table Effective date must be prior to the first day of the term you are scheduling Acad org on 2 nd tab must match acad org listed on the basic data tab of the class section To remove a name and keep it off your list: you can delete the record using the blue minus key on the 1 st tab of the Instr/adv table Instructor Schedule link under the Instr/Adv table shows all classes taught by a given person for the term Combined Sections Creating a Group of Combined Sections: When creating a combination, create one section fully. For the second and all subsequent sections under this combined group, just complete the info on the basic data tab and enrollment control tab, notes, and reserve cap tabs, and then save. When the sections are combined, all info from the lead section Meetings tab will populate into the other sections. If this is a cross-subject combination, you ll need to coordinate with the scheduler(s) in the other departments regarding who will actually create the combined section ID (or use an existing ID) and combine the sections. To create a new combined section ID, navigate to the combined section table and click on the blue plus sign. This will open up a new row with blank fields. A combined section ID will default in the left-most column. Enter a description and short description for this combination of classes. Save. Then click on the blue View Combined Sections hyperlink and a page will appear where you can select the sections from the schedule and combine them. 1

Controlling Enrollment on Combined Sections: The combined enrollment total that you enter on the Identify Combined Sections page controls enrollment for all sections combined under that ID. Do not leave this as 0. Same for the combined wait list total. If these are set to 0, students cannot enroll and the sections will appear closed. Making Changes to Combined Sections: Changes can only be made on the section where the radio button is checked. To transfer update access to another section under this combination, go to the Identify Combined Sections page and check the radio button beside the appropriate section. Changes will affect ALL of the sections that are combined under this ID. Tip for Faster Combined Section Navigation/Identification: To get to the combined section info faster, go to the Meetings Tab under Maint. Sched. Of Classes and click on the blue combined section hyperlink. Copy the combined section ID. Go directly to the Identify Combined Sections page and enter the ID. Skip going through the Combined Sections Table, which is slow to load. Look in the upper left area of your screen. 2

Troubleshooting Common Scheduling Issues Problem: Try This Or This Tips/Notes I can t see an instructor in the look up on the Meetings Tab even though I just added him to the Instr./Adv. Table Check that the effective date on the Instr/Adv table is prior to the start of the term you are scheduling Check that the acad org on the 2 nd tab of the Instr/Adv tab matches the acad org associated with the class (on the basic data tab) Tip: You can sort the instructor list in the look up on the Meetings Tab by clicking on the name heading I can t see a section of my class in the schedule Check that the print schedule button is checked on the basic data tab Check that the section s status has not been changed to Tentative, or Stop Further Enrollment, or Cancelled. I updated the enrollment total, but the section still appears closed in the schedule It s likely that students are on the wait list. After the wait list job runs, the system will open the section if seats are still available. If the section is combined, you may need to increase the combined enrollment on the Identify Combined Sections page; that total controls overall enrollment Tip: See note about how to navigate and identify combined sections faster on page 2 of this handout. How can there be students on my wait list if they don t meet the reserve capacity requisite I entered on the Reserve Cap tab? Students can add themselves to the wait list in this scenario. Remember, SIS thinks reserve caps are temporary. Students cannot add themselves to the wait list if they don t meet the prerequisites or the class restrictions. Note: If you intend intent to restrict a class, it s best to use the Requisite tab under Adjust Class Associations and restrict every seat. Only use reserves to save some of the seats in a section or to divide the seats across several populations. 3

Problem: Try This Or This Tips/Notes I need to make a change to the reserve cap enrollment total but the system won t let me. Once a student enrolls in one of these reserved seats, you must use the yellow Prepare to Remove Reserve Cap button. Then change your reserve cap or delete it. You can create a new row, use the appropriate effective date, copy the requirement code, and then set max enrollment field to 0. This will expire the reserve cap as of the effective date you entered. I don t see the footnote I need in the look up list on the Notes tab. Students who don t meet the requirement I entered on the Class Requisites tab are enrolling in the section! A faculty member who is teaching the class cannot access his/her grade roster Use the free format text box and type the info. Check the detail for that requirement group. It s possible it was created as text only, with no real coding behind it to keep students from enrolling. If you see X: before the description, that s definitely the case. Check that this person is correctly listed as primary or secondary instructor on the Meetings Tab, and that they have POST access. Note: You can ask the scheduling officer to make this a permanent note for you. It will appear in the look up list next time. Note: Contact the scheduling officer if a new requirement group needs to be created. Note: With Post access, the instructor can immediately post the official grade for the students and the students can see them within minutes in the portal. 4

Class Associations 5 Things Every Scheduler Should Know about Class Associations: 1. Each association is a group of sections that are alike. a. Same grade basis, same credit units, same pre/co-requisites enforced, same class restrictions, etc. b. Some situations involve lectures, labs, and problem sessions or discussion sections that go together. c. Some are Honors sections; some are distance education sections, etc. i. Remember to choose the Honors requirement designation on the Class Component tab under Adjust Class Associations on the appropriate association, which should contain your honors section(s). 2. When you group lectures and their associated labs/problem sessions/discussions remember that one component will be the enroll type and the others will be the non-enroll type. Set this on the Basic Data tab. 3. You cannot switch a section to a different associated group once students enroll in that section. 4. Requirement groups applied at the Class Requisites level, under Adjust Class Associations, will restrict every seat in every section within that particular group of associated classes. You can also choose to enforce or not enforce prerequisites on this tab by checking or un-checking the Also Use Catalog Requisites box. 5. Students cannot register for a lab that belongs in one group, and a lecture that belongs in another group. To double check that you have your associations created properly, use the Update Sections of a Class page and sort by Association. Here you can see all sections of a class, how they are grouped, and can change the associations quickly if you need to, as long as students are not enrolled. 5

How Do I Get to the Data? Queries for Scheduling Officers: We ve compiled 9 commonly used queries for you under the Curriculum Management area in SIS. Go to: Curriculum Mgmt>Schedule of Classes>Scheduling Officer Queries. You can run these for a given term All can be run in html or downloaded to excel Class Schedule Query Class Schedule Prior Term Query Class Schedule by College Query Classes by Facility/Term Query Classes Scheduled in Room Query Cross Listed Classes Query Distance Ed Classes Query Existing Special Topics Titles Query Sections at Maximum Capacity See everything that is scheduled for the term, or sort by your acad org or a particular subject See the above info, but for a previous term See everything scheduled for the given term for your entire college See all CLASSES (not any events) that are scheduled in a particular building for the given term. See all CLASSES (not any events) that are scheduled for a particular room Cross-listed classes for the current or future term. Select an academic organization or course subject (or select 00ALL). The report will return all courses connected to the selected org or subject. See all DE classes scheduled for a given term See a list of all active special topics titles associated with a given course This report shows sections by academic organization or subject that are at maximum enrollment capacity 6

Using Print Class Schedule in SIS: (Curriculum Mgmt.>Sched. Of Classes>Print Class Sched.) To produce the schedule in pdf form, use this feature. This will not capture as much data as you would get using the Class Schedule query. Use a run control ID that you previously created or click on the Add a New Value tab and create one. You can name this anything you like. It s good to keep the name generic and re-use it each time you produce this pdf. You might call it, Schedule, for example. Set the parameters for your report by choosing to print by acad org, by location (main or dist ed), and by class status. Then click on the Report Options tab. Report Options Tab: Leave the default boxes checked, and make sure the box labeled Report Only is checked. Click the yellow RUN button. Be sure the Type is set to Web and the Format is set to PDF. Click OK. Next, click the blue Process Monitor hyperlink. Click the refresh button until you see the run status says SUCCESS and the distribution status says POSTED. Click on the blue details hyperlink to the right of the word posted. Click on the blue View Log/Trace hyperlink. Look for a blue hyperlink with a.pdf and click on that. This should open up your pdf. 7