close

Вход

Забыли?

вход по аккаунту

?

KS ENR Founders Release 2013 How-To Guides - Kuali Wiki

код для вставки
KS ENR Founders' Release 2013 How-To Guides
Page 1
(ENR FR 2013) How-to-Guide - Assigning Users to Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Calendars: Holiday, Academic, Term and Sub-Term calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Create Course Offering from Catalog or by Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Edit Activity Offering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Edit Course Offering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Course Offering Requisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Course Offerings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Final Exam Matrix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Schedule Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Set of Course Offerings (SOC) states . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Manage Time Slots . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Perform Rollover . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
(ENR FR 2013) How-to-Guide - Schedule of Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Page 2
3
5
20
25
33
39
48
64
69
74
80
84
86
KS ENR Founders' Release 2013 How-To Guides
How-To Guides provide information about how to use the functionality delivered in Kuali Student Enrollment.
(ENR FR 2013) How-to-Guide - Assigning Users to Roles
Through Kuali Identity Management (KIM), users in the system can be assigned specific Roles to perform certain functions. By assigning users
specific roles, they will be provided with a configured set of Permissions. These Roles can be assigned within the context of Course Offering
functionality in Kuali Student.
The process outlined in this guide illustrates how you can access a Role to which a user will be added. Alternately, you can also access a User
profile and add a Role. It provides the following information:
Terminology
How-To Steps
Navigate to KIM
Select the Role
Add a User to a Role
Assign the KS Department Schedule Coordinator Role
Reference Documentation
Terminology
Kuali Identity Management (KIM). KIM provides identity and access management services to Rice and other Kuali applications, such as
Kuali Student.
Role. A Role is a collection of specific Permissions and Responsibilities to which a user/member can be assigned. A user/member can be
assigned to many roles. The following roles are preconfigured:
Schedule Coordinator. A configured role that represents the central administrator, typically in a Registrar's Office, who is
responsible for managing Course Offerings. This role has full access to all Course Offering functionality.
Department Schedule Coordinator. A configured role that represents the administrator in an academic department who is
responsible for managing Course Offerings for a specific department. This role has constrained access based on the which
department is responsible for the Course Offering. Other elements of access are also constrained in comparison to the Schedule
Coordinator role. For example, certain fields are not accessible, some actions are not available based on the SOC state, CO/AO
state, and various milestones.
Qualifier. A qualifier is a means by which a role can be configured to limit its Permissions based on a piece of information. For example,
the configured Department Schedule Coordinator role has a qualifier limiting the permission of that Role to Course Offerings of a specific
department.
Permission. A permission is the object that assigns access to certain actions or areas of the application to specific roles.
How-To Steps
The following sections provide information about Assigning Users to Roles.
Selecting a Role and Adding a User
Note: The Permissions tab is toggled to Hide in the screenshot so that it can be viewed on a single page.
Page 3
Navigate to KIM
1. Log in to the system.
2. Select the Administration Tab.
3. From the Identity Section, select Role.
Select the Role
1. Select the Namespace drop-down and choose Kuali Student Enrollment.
2. Click Search.
3. Locate the Role to which you want to add the user and click the Edit action. For example, you may add the user to the KS Schedule
Coordinator role.
Add a User to a Role
1. In the Document Overview section, enter a description in the Description field.
2. Scroll to the Assignees tab.
3. Locate the Add Member row and enter the user's name into the Name field. If you know the user's name, you can type it directly into the
Page 4
3.
field; otherwise, you can use the magnifying glass to search for a user.
4. Click Add.
5. Click Blanket Approve.
Assign the KS Department Schedule Coordinator Role
Assigning the Role of Department Schedule Coordinator requires the addition of two roles for KS: KS Department Schedule Coordinator - Org
View Only, which provides overall Read-only Access across the application; and KS Department Schedule Coordinator - Org, which constrains
the Department Schedule Coordinator with Edit authority over the specific Organization(s) for which the user is responsible.
To assign the KS Department Schedule Coordinator - Org View Only role, follow the steps above.
To assign the KS Department Schedule Coordinator - Org role, follow the same steps above, but when adding the user, include an
additional Organization field. Use the drop down list of Organizations to chose the organization for which the user will have Edit Authority.
Reference Documentation
Authorization Configuration Technical guide
(ENR FR 2013) How-to-Guide - Calendars: Holiday, Academic, Term and
Sub-Term calendars
Three types of calendars must be set up to use KS Enrollment functionality:
Holiday Calendar. Used to determine instructional and non-instructional days.
Academic Calendar. The broad academic time period to which the Holiday Calendar is associated. The Academic Calendar is also the
parent academic time period to which Academic Terms are associated.
Academic Term Calendar. The time period to which milestones/key dates and course offerings are associated. Subterms may be
created to manage course offerings that have start and end dates and milestones that differ from those associated with parent Academic
Terms.
This guide contains the following topics:
Terminology
How-To Steps
Holiday Calendar
Create a Holiday Calendar by Copy
Create a Holiday Calendar from a Blank
Edit an Existing Calendar
Search for a Holiday Calendar
View the Holiday Calendar
Delete A Draft
Make the Holiday Calendar Official
Additional Information
Academic Calendar
Create an Academic Calendar from a Copy
Create Academic Calendar from Blank
Edit an Existing Academic Calendar (Calendar Tab)
Search for Academic Calendar
View the Academic Calendar
Delete the Draft Academic Calendar
Make Academic Calendar Official
Additional Information
Academic Term Calendar
Create a New Academic Term or Subterm
Edit an Existing Term or Subterm:
Add/Editing Milestones to a Term or Subterm (Key Dates)
Adding/Editing a Final Exam Period
Search for Academic Term
View the Academic Term:
Delete a Draft Term
Make the Academic Term Official
Additional Information
Authorization for Calendars
Reference Documentation
Terminology
Academic Calendar. A time table that contains dates of significant academic events for an organization or campus. While it is generally
Page 5
defined as one year in length, it can be a different duration. For example, an accelerated program may operate on a 6-month Academic
Calendar, whereas another program may operate on an 18-month Academic Calendar. The Academic Calendar is divided into Academic
Terms. You can create multiple Academic Calendars to support different learning deployments, such as a Medical School, Law School,
Executive MBA programs that might operate on 16-month schedules. If all programs operate on the same calendar, then you would only
need to define one.
Holiday Calendar. A time table that contains recognized Holidays that can be shared across all Academic Calendars at that campus or
organization. Generally, a Holiday Calendar follows the pattern of the Academic Calendar and one is referenced for each Academic
Calendar, such as 2012-2013 Holiday Calendar. For programs that have Academic Calendars that span more than 12 months, you
would likely reference multiple Holiday Calendars.
Academic Term. A division of the Academic Calendar during which instruction typically takes place. By definition, Terms are nested in a
Academic Calendar. Examples include semesters, trimesters, and quarters.
Academic Calendar Event. A milestone attached to an Academic Calendar. Examples include Commencement, Convocation, and the
like. An Event is specific to the Calendar/Program/Organization, but not necessarily to a Term.
Holiday. A Milestone attached to a Holiday Calendar. Holidays may be designated as instructional (classes are held) or non-instructional
(classes are suspended). Examples include Christmas, Labor Day, Columbus Day, etc.
Key Date Group Type. A means of grouping a long list of Key Date Types into meaningful categories. Examples include Instructional
Key Dates or Registration Key Dates, Curriculum Key Dates, Instructional Key Dates, etc.
Key Date Type. A Milestone attached to an Academic Term. These can related to a term or subterm. Examples include the Last Day to
Drop a Course, the First Day of Classes, etc. A milestone can be a fixed date, time, or a range.
States. Calendars have two states:
Draft. Indicates that the Time Period is only tentative. You used this state when the calendar information is not finalized and
ready to be turned on and consumed by dependent processes.
Official. Indicates that the Time Period has been established. You use this state when you have completed enough of the
process and are ready for the information to be consumed by dependent processes.
Final Exam Period. Contains the dates that, along with times and locations, may be used to slot and ultimately schedule final exams
according to rules that do not change year to year. The Final Exam Matrix contains and displays those rules. See How-to-Guide Manage Final Exam Matrix.
How-To Steps
The following sections provide information and steps for setting up Holiday, Academic, and Academic Term Calendars.
Holiday Calendar
A Holiday Calendar allows you to establish a list of holidays that can be shared across Academic Calendars. You can create multiple Holiday
Calendars. Typically, one or more Holiday Calendars will be reused across multiple Academic Calendars as multiple Organizations within your
institution will likely observe the same Holidays. Holidays can be instructional (classes are held) or non-instructional (classes are suspended). For
example, Flag Day might be an instructional holiday, while Thanksgiving might be non-instructional.
Creating a Holiday Calendar From Copy
Page 6
Create a Holiday Calendar by Copy
Using a copy of previous Holiday Calendar is the most common way to create a new one. Using this method, the new HCAL has all the Holiday
Types and dates from the copied calendar. You just need to update it.
1. From the Enrollment Home page, click Create Holiday Calendar. You see the Create from Copy page.
2. Select the Calendar to copy.
On the Create From Copy page, the most recently available Holiday Calendar is displayed by default as the source calendar. To copy
from a different Holiday Calendar, click Find a different calendar to copy. You can then use the Calendar Search page (see section
below).
3. In the Name field, enter the new calendar name
4. Enter a Start Date and an End Date.
5. Click Copy Holiday Calendar.
You see the Create a Holiday Calendar page where the newly created Holiday Calendar is displayed with all Holiday key date types and
dates copied over from the source calendar.
6. Change Holiday Dates as necessary using the adjustable date fields.
7. If necessary, add new Holidays as follows:
a. Under the Name column, Select the holiday type from the drop-down.
b. Enter Start date, Start Time, End date and End Time.
c. Use the check box to specify whether the holiday is Instructional (classes held).
d. Click the Add action link.
8. To delete a Holiday, find the Holiday's row and click the Delete action link.
9. When the calendar is complete, click Save. Saving will save the information to the system and present any validation warnings.
Note: You can also create a Holiday Calendar by copying using the Copy action link on the Calendar Search results table or on the View
Calendar page.
Creating a Holiday Calendar From a Blank
Page 7
Create a Holiday Calendar from a Blank
You will typically create Holiday Calendars by copying from an existing one so that the new calendar is already populated with the Holiday Types
and copied Holiday dates. However, you can create a new Holiday Calendar from a blank.
1.
2.
3.
4.
5.
6.
From the Enrollment Home page, click Create Holiday Calendar. You see the Create from Copy page.
Click Create Blank Holiday Calendar.
On the Blank Holiday Calendar page, enter the Holiday calendar Name
Set Start Date and End Date.
Add Holidays as follows:
If necessary, add new Holidays as follows:
a. Under the Name column, Select the holiday type from the drop-down.
b. Enter Start date, Start Time, End date and End Time.
c. Use the check box to specify whether the holiday is Instructional (classes held).
d. Click the Add action link.
7. When the calendar is complete, click Save.
Editing an Existing Calendar
Page 8
Edit an Existing Calendar
1.
2.
3.
4.
5.
6.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Holiday Calendar and click Search.
Click the Edit action link for the desired calendar.
If necessary, change the Holiday Calendar's Name, Start Date, and End Date.
Change specific Holiday Dates as necessary.
If necessary, add new Holidays as follows:
a. Under the Name column, Select the Holiday Type from the drop-down.
b. Enter Start date, Start Time, End date and End Time.
c. Use the check box to specify whether the holiday is Instructional (classes held).
d. Click the Add action link.
7. To delete a Holiday, find the Holiday's row and click the Delete action link.
8. When the calendar is complete, click Save. Saving will save the information to the system and present any validation warnings.
Searching for a Holiday Calendar (to delete draft or view)
Page 9
Search for a Holiday Calendar
1. From the Enrollment Home page, click Search for Calendar or Term.
2. Select Holiday Calendar and click Search. Doing so will return all Holiday Calendars. The search can be constrained using the Name or
Year fields.
View the Holiday Calendar
1. From the Enrollment Home page, click Search for Calendar or Term.
2. From the Search For drop-down, select Holiday Calendar and click Search.
3. Click the View action link for the desired calendar.
Delete A Draft
You can only delete Draft Holiday Calendars. Once you make a Holiday Calendar Official, it can no longer be deleted because it will be used in
system processes.
1.
2.
3.
4.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Holiday Calendar and click Search.
Click the Delete action link for the Draft Holiday Calendar.
When asked to confirm, click Delete.
Making a Holiday Calendar Official
Page 10
Make the Holiday Calendar Official
When a Holiday Calendar is complete and is ready to be used in the system, you can change its state to Official. This allows it to be consumed in
other system processes, such as assigning it to an Academic Calendar. Once you set the Holiday Calendar as Official, it can no longer be
deleted.
1.
2.
3.
4.
5.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Holiday Calendar and click Search.
Click the Edit action link for the Draft Holiday calendar.
Click Make Official.
When asked to confirm, click Confirm Status Change.
Additional Information
Date Validations and Messaging. When adding calendar and calendar information, the system will check the start and end date values
to ensure that the end date falls after the start date. If this check fails, you will see an error message. When saving calendar information,
the system will compare the start and end dates of the holidays with the start and end dates of the holiday calendar itself. If the holiday
start and end dates fall outside of the holiday calendar, you will see a warning message.
Most Recent Holiday Calendar on Copy. The system looks for all Holiday Calendars with a start year in today's year and produces a
list. If no calendars are found with start year in this year, the system looks for holiday calendars with a start year equal to last year. If
there are no Holiday Calendars with a start year equal to last year, then the system will not display a Holiday Calendar to be copied.
Once a list is identified, the system selects the holiday calendar from this list with the latest Create date and displays this in the Copy
From section as the source calendar.
Academic Calendar
Creating an Academic Calendar from Copy
Page 11
Page 12
Create an Academic Calendar from a Copy
1. From the Enrollment Home page, click Create New Calendar (Academic Year).
2. Select the Calendar to copy. You see the Create From Copy page.
On the Create From Copy page, the most recently available Academic Calendar is displayed by default as the source calendar. To copy
from a different Academic Calendar, click Find a different calendar to copy. You can then use the Calendar Search page (see section
below).
3. Click Copy Academic Calendar.
You see the multi-tab Create Academic Calendar page.The Calendar tab contains information pertaining to the Academic Calendar. The
Term tab contains Term information associated with the Academic Calendar. When you copy a calendar to start, the Terms and Term
Start and End Dates associated with the source Academic Calendar will be preserved. The source Academic Calendar Milestones (Key
Dates) are copied for each term, but the actual Milestone dates are not.
4. From the Calendar tab, enter the a Name, Start Date, and End Date for the Academic Calendar.
5. If necessary, click open the Events section to add specific events that will be associated with the Academic Calendar, but are not
necessarily term related.
6. Use the Holidays section to adjust or attach additional Holiday Calendars. The drop-down picker will constrain the Holiday Calendars
available for attachment based on the Start and End dates of the Academic Calendar. A Holiday Calendar is required for the application
to calculate Instructional Days. If necessary, you can add more than one Holiday Calendar to a single Academic Calendar.
7. When complete, select the Terms tab.
8. Open each Term disclosure (Fall Term, Winter Term, etc.) and enter the correct Start Date and End Date.
9. If necessary enter Milestones, referred to as Key Dates. See Academic Term instructions below.
10. Click Save. The system will validate the data you entered and display any warning or error messages that may be necessary as outlined
below. Warnings indicate potential issues, but allow you to save the calendar information to the database. Errors prevent the system from
saving the calendar data and must be fixed.
a. The application will warn you if the Term Start and End Date fall outside of the Academic Calendar Start and End Dates, or if a
Milestone falls outside of the Term Start and End Date.
b. The application will generate an error if the same Term Type already exists with the same Start Year. This is because the system
creates a unique Term Code that is used in Manage Course Offerings.
Note: You can also create an Academic Calendar by copying using the Copy action link on the Calendar Search results table or on the View
or Edit Calendar page.
Create Academic Calendar from Blank
You will typically create Academic Calendars by copying from an existing one so that the new calendar is already populated with Milestones.
However, you can create a new Academic Calendar from a blank.
1.
2.
3.
4.
From the Enrollment Home page, click Create Academic Calendar. You see the Create an Academic Calendar page.
Click Create Blank Academic Calendar.
On the Academic Calendar page, enter a Name, Start Date, and End Date
If necessary, click open the Events section to add specific events that will be associated with the Academic Calendar, but are not
Page 13
4.
necessarily term related.
5. Use the Holidays section to attach one or more Holiday Calendars. The drop-down picker will constrain the Holiday Calendars available
for attachment based on the Start and End dates of the Academic Calendar. A Holiday Calendar is required for the application to
calculate Instructional Days. If necessary, you can add more than one Holiday Calendar to a single Academic Calendar.
6. Click Save.
Editing an Existing Academic Calendar (Calendar Tab)
Edit an Existing Academic Calendar (Calendar Tab)
The Create Academic Calendar page is a multi-tab page providing a Calendar and Term tab. The Calendar tab contains information pertaining to
the Academic Calendar. The Term tab contains the Terms and associated with the Academic Calendar along with the Milestones (Key Dates).
From the Calendar tab, you can edit an existing Academic Calendar as follows:
1.
2.
3.
4.
5.
6.
7.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Calendar and click Search.
Click the Edit action link for the desired calendar.
Click the Calendar Tab.
If necessary, you can enter a new Academic Calendar Name.
Reset Start Date and End Date.
Add or adjust Events as follows:
a. Expand the Events disclosure.
b. To add an event, select an Event Type, enter a Start Date, Start Time, End Date, and End Time then click the Add.
c. To adjust an event, reset the type, date, and times as necessary.
d. To delete an event, click the Delete button in the event row.
8. If necessary, use the Holidays section to add, adjust, or delete Holiday Calendars. Note that the drop-down will only contain Holiday
Calendars that are available based on the Start and End dates of the Academic Calendar. A Holiday Calendar is required for the
application to calculate Instructional Days.
9. When you are finished editing the Academic Calendar information, click Save.
Searching for an Academic Calendar (to delete a draft or view)
Page 14
Search for Academic Calendar
1. From the Enrollment Home page, click Search for Calendar or Term.
2. Select Academic Calendar and click Search. Doing so will return all Academic Calendars. The search can be constrained using the
Name or Year fields.
View the Academic Calendar
1. From the Enrollment Home page, click Search for Calendar or Term.
2. From the Search For drop-down, select Academic Calendar and click Search.
3. Click the View action link for the calendar.
Delete the Draft Academic Calendar
If authorized, you can delete a calendar that is in a Draft state. A calendar that is Official cannot be deleted. If you delete a Draft Academic
Calendar, all of its associated Terms and Subterms will be deleted in a cascading delete process. To delete a Draft Academic Calendar, do the
following:
1.
2.
3.
4.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Calendar and click Search.
Click the Delete action link for the Draft Academic Aalendar.
When asked to confirm, click Delete.
Making an Academic Calendar Official
Page 15
Make Academic Calendar Official
When an Academic Calendar is complete and is ready to be used in the system, you can change its state to Official. This allows it to be
consumed in other system processes. Once you set the Academic Calendar as Official, it can no longer be deleted.
1.
2.
3.
4.
5.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Calendar and click Search.
Click the Edit action link for the Draft Academic Calendar.
Click Make Official.
When asked to confirm, click Confirm Status Change.
Additional Information
Date Validations and Messaging. When adding calendar and calendar information, the system will check the Event types start and end
date values to ensure that the end date falls after the start date. If this check fails, you will see an error message . When saving calendar
information, the system will compare the even start and end dates with the start/end dates of the academic calendar. If any of the events
start/end dates fall outside of the academic calendar, you will see a warning message.
Most Recent Academic Calendar on Copy. The system looks for all Academic Calendars with a start year in today's year and produces
a list. If no calendars are found with start year in this year, the system looks for Academic Calendars with a start year equal to last year. If
there are no Academic Calendars with start year equal to last year, then the system will not display a Academic Calendar to be copied.
Once a list is identified, then the system selects the Academic Calendar from this list with the latest Create date and displays this in the
Copy From section as the source calendar.
Academic Term Calendar
Creating a New Academic Term or Subterm
Page 16
Create a New Academic Term or Subterm
1.
2.
3.
4.
5.
6.
7.
8.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Term and click Search.
Click the Edit action link in the row for either an Academic Term or Academic Calendar.
Click the Term tab and add a term as follows:
From the Term drop-down, Select a Term Type.
Enter a Start Date and End Date.
Click Add.
Click Save.
Note: To create a create a Subterm, you must first create the Parent Term. For instance, to create a Half Fall 1 Subterm, the Fall Term must
already exist. When you create Subterms the Key Date Types of the Parent Term will be automatically copied, but not the date values.
Edit an Existing Term or Subterm:
1.
2.
3.
4.
5.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Term and click Search.
Click the Edit action link in the row for either an Academic Term or Academic Calendar.
Click the Term tab and adjust information as necessary.
Click Save.
Adding Milestones to a Term or Subterm (Key Dates)
Page 17
Add/Editing Milestones to a Term or Subterm (Key Dates)
To differentiate Key Dates (milestones), they are grouped into Key Date Group Types. For example, milestones used for managing Course
Offerings and Scheduling activities are part of the Instructional Key Date Group, while milestones used for managing Registration activities are
part of the Registration Key Date Group.
1.
2.
3.
4.
5.
6.
7.
8.
9.
From the Term tab, open the Term disclosure (Fall Term, Winter Term, etc.).
From the Key Date Group Type drop-down, Select Key Date Group Type.
Click Add to add the Group Type to the term.
In the Key Date Type in the Key Date Group, Select Key Date Type.
Enter a Start Date, Start Time, End Date, and End Time.
Click the Add action link.
Repeat as necessary to enter all required Key Dates.
If necessary, edit existing Key Dates.
Click Save.
Adding a Final Exam Period
Adding/Editing a Final Exam Period
To add a Final Exam Period to a Term or Subterm, do the following:
1. From the Term tab, open the Term disclosure (Fall Term, Winter Term, etc.).
2. Locate the Final Exam Period header below the Key Date Group
3.
Page 18
3. Click Add Final Exam Period.
4. Enter the Start Date and End Date.
5. If necessary, set the Exclude Saturday or Exclude Sunday options. By default Saturday and Sunday will be excluded from the exam
period if they fall within the date range.
6. If necessary, edit any existing Final Exam Period dates.
7. Click Save. The exam period dates will be validated against the term start and end dates and against the number of exam days in the
exam scheduling matrix for that term or sub term type. For more details, see How-to-Guide - Manage Final Exam Matrix.
Search for Academic Term
1. From the Enrollment Home page, click Search for Calendar or Term.
2. From the Search For drop-down, select Academic Term or Subterm and click Search.
View the Academic Term:
1. From the Enrollment Home page, click Search for Calendar or Term.
2. From the Search For drop-down, select Academic Term or Subterm and click Search.
3. Click the View action link for the desired Term Calendar.
Delete a Draft Term
If authorized, you can delete a Term calendar that is in a Draft state. A term calendar that is Official cannot be deleted. If you delete a Draft Acade
mic Term Calendar, all of its associated draft Subterms will be deleted in a cascading delete process. To delete a Draft Term calendar, do the
following:
1.
2.
3.
4.
From the Enrollment Home page, click Search for Calendar or Term.
From the Search For drop-down, select Academic Term or Subterm and click Search.
From the Term tab, click the Delete action link for the desired Term.
When asked to confirm, click Delete.
Making the Academic Term Official/Delete Draft Academic Term
Make the Academic Term Official
A term calendar must be Official before it can be used in other processes within the application, such as Rollover, Manage Course Offerings,
etc. The Academic Calendar must be Official for any of its child Terms or Subterms to be set as Official. If you decide to change a Term or
Subterm to Official status before the parent Academic Calendar status is Official, the system allows you to change the Academic Calendar to
Official at the same time.
1. From the Enrollment Home page, click Search for Calendar or Term.
2. From the Search For drop-down, select Academic Term or Subterm and click Search.
3. Click the Edit action link for the Draft Term Calendar.
4. On the Term tab find the Term to make official and click the Make Official action link.
5. When asked to confirm, click Confirm Status Change.
Page 19
Additional Information
Instructional Days Calculation. For the calculation of instructional days to work, you must attach a Holiday Calendar to the Academic
Calendar, and you must create and set date values for the Instructional Period Key Date Type. The current calculation counts
instructional days based only on Monday, Tuesday, Wednesday, Thursday, and Friday. Saturdays, Sundays, and any non-instructional
holidays are excluded.
Date Validations and Messaging. When you save a calendar, the system will check the start and end date values for the Term or
Subterm to ensure that the end date falls after the start date. If this check fails, you will see an error message. T he system will also
compare the start/end dates of the Term with the start/end dates of the Academic Calendar or the start/end dates of the Subterm with the
start/end dates of the Parent Term. If the Term or Subterm start/end dates fall outside of the Academic Calendar or Parent Term
respectively, you will see a warning message. When you add Key Date types the system will compare the start/end dates of the Key
Date Type dates with the start/end dates of the Term or Subterm. If the Key Date Type start/end dates are blank or fall outside the
start/end dates of the Term or Subterm, you will see a warning message. Additionally, the system will check the Key Date Types start
and end date values in both Terms and Subterms to ensure that the end date falls after the start date. If this check fails, you will see an
error message.
Authorization for Calendars
The Schedule Coordinator (SC) role has access to all features and functionality for calendars. The Department Schedule Coordinator (DSC) rolle
will not have access to the Create Academic Calendar page or the Create Holiday Calendar page. The DSC will have the ability to search for and
view (read only mode) all calendars.
Reference Documentation
Academic Time Period Types and States. Details the defined types for Academic Time Periods as well as Milestones (i.e. key date
types).
Academic Calendar Service Description and Assumptions. Provides some background on the Academic Calendar Service and
Assumptions.
(ENR FR 2013) How-to-Guide - Create Course Offering from Catalog or
by Copy
Course offerings are managed in Kuali Student Enrollment as a group or collection of courses, called a Set of Courses (commonly referred to as
SOCs). SOCs house all the course offerings for a term so that these offerings can move through scheduling and planning lifecycles as a set, and
not individually.
You can create a new course offering (CO) for a given term from the course's approved catalog version, or from an existing course offering. If you
create a course by copying from an existing course offering, whether from an offering in the same term or from another term, all of the course
offering attributes, activity offerings, and other information will be copied into the new course offering exactly as they existed in the original course
offering.
This guide details the analysis and design approaches for creating courses. It contains the following topics:
Terminology
How-To Steps
Create a Course Offering from the Catalog
Create a Course Offering by Copy
Reference Documentation
Terminology
Catalog Course. The catalog version of a course that has typically been reviewed and approved through a curriculum approval
process. There is a status, such as active, inactive, or retired associated with the catalog course. The courses are often approved for a
range of Academic Time Periods. Catalog Courses are often abstractedly referred to as Canonical Learning Units (CLUs), which have
a defined area of study and learning objectives, are led by one or more instructors, have a fixed roster of students, and result in an
assessment and outcome.
Course Catalog. The collection of all Catalog Courses that have been approved through a curriculum process and represent the
institution's inventory of courses.
Course Offering (CO). A unique instance of a canonical course that is associated with an Academic Time Period or Term, such as
English 102 in Spring Semester, 2013.
Format Offering. A way of structuring a course offering. The format offering defines the number and type of activities in which a student
must participate to get the full content of the course offering. A student must be enrolled in activities to be fully registered for a Course
Offering. A Course Offering may offer one or more of the Formats Offerings approved for the Catalog Course. The Format Offering is
subordinate to the Course Offering.
Activity Offering (AO). A unique instance of an activity through which learning is imparted to the student, such as Lecture, Lab,
Recitation, etc. The Activity Offering is subordinate to the Format Offering. A unique, required, updatable code differentiates one Activity
Offering from another within the same Course Offering in a given term.
Page 20
Target Term. The term for which Course Offerings are being created.
Source Term. A term from which Course Offerings may be copied.
Exam Offering. The final exam activity or event associated with the Course Offering or Activity Offering. Exam Offerings are created
dynamically with a rollover or the creation of a Course Offering or Activity Offering according to settings on the Course Offering.
Final Exam Driver. The entity used to create and schedule an Exam Offering. There are two types: Course Offering and Activity
Offering. The Course Offering driver means one Final Exam is created and scheduled at a particular date, time, and room for the entire
Course Offering. All students registered for any Activity Offering for that Course Offering will take their Final Exam on that same date, at
that same time, in that same room. The Activity Offering driver means the Final Exam is created and scheduled at a particular date, time,
and room based for eac specific Activity Offering.
Final Exam Matrix. A set of rules which slots or schedules the final exam offering. (See How-to-Guide - Manage Final Exam Matrix)
Final Exam Driver Activity. The activity that governs the date, time, and room of the final examination if the Activity Offering is chosen
as the Final Exam Driver. Students enrolled in an activity offering of that type will sit the Exam Offering associated with the Activity
Offering. The Final Exam Driver Activity can be different in different Format Offerings.
Grade Roster Level. Specifies how the Grade Roster will be constructed. There are two types: Course or Activity. Course means
students across all activities will be part of a single Roster. Choosing the specific activity means Grade Rosters will be composed by each
Activity Offering.
Crosslisted Course (CR). A single Catalog Course that can be offered under multiple Course Offering Codes. This is typically used for
courses that have content crossing multiple departments or disciplines. The primary purpose is to allow students to record courses on
their records whose Course Codes reflect disciplines meaningful toward their goals. As example might be Sociology of Gender, which
could be listed under Sociology (SOCY325) or Womens Studies (WMST325) The crosslisted course would be SOCY325/WMST325. You
can offer a crosslisted Course by indicating an alternate Course Code, referred to as an Alias.
Co-location. Offering two or more activities in the same room at the same time. Sometimes referred to as Room Sharing. Seats for
co-located activities can be managed as a single pool shared across activities or managed separately.
Joint Courses. A Catalog Course often offered as a colocated experience with another Catalog Course. The two courses have different
learning objectives, but share the same room and time. A typical example of a joint course occurs when an undergraduate and graduate
course with the same subject area are deployed together. For example, you might have RUSS409: Russian Language Study: Verbal
Aspects offered with RUSS618:Linguistic Analysis of Russian: Verbal Aspects.
How-To Steps
The following sections provide information and steps for creating Course Offerings from the Catalog or by Copy.
Creating a Course Offering from the Catalog
Page 21
Create a Course Offering from the Catalog
1.
2.
3.
4.
5.
6.
7.
From Enrollment, click the Create Course Offerings link, or click the Add Course toolbar button on the Manage Course Offerings page.
Enter the Target Term. For example you might enter 202000.
Enter the Catalog Course Code. For example, you might enter CHEM277.
From the Create From options, check Catalog.
Click Continue.
If there is an existing course offering in the target term with the same course code, enter a Suffix.
Confirm or adjust options and settings as necessary.
Course Offering Information (Grading options, Credits, etc.), Delivery and Assessment options (Final Exams, Deliver Formats, etc.), and
Page 22
7.
Miscellaneous Administering Organizations details will be copied from the catalog if they exist. You can change some of these options at
this time. For example, you might want to create a Cross Listed course (if the CLU is set to permit it), offer a different Delivery Format for
this course, or reset the Administering Organization. Other options will need to be added and adjusted after you create the course.
8. When all information and options that can be adjusted are set as necessary for the new course, click Create.
9. Create the Activity Offerings as follows:
a. From the course page, Click Add Activity.
b. From the Format Offering drop-down, select a format.
c. From the Activity Type drop-down, select a type.
d. If present, specify a Cluster.
e. Enter the Quantity.
f. Click Add.
Copying from an Existing Course Offering
Page 23
Create a Course Offering by Copy
1.
2.
3.
4.
5.
From Enrollment, click the Create Course Offerings link, or click the Add Course toolbar button on the Manage Course Offerings page.
Enter the Target Term. For example you might enter 201705.
Enter the Catalog Course Code. For example, you might enter PHYS121.
From the Create From options, check Existing Course Offering.
Click Continue. You see a table of courses available for copying. The list will display Course Offerings in Offered states for terms within
the last five years, including the current term. Only course offerings with CLUs valid for the target term period are displayed.
6. From the list of courses, select the course you want to copy.
7. From Options, select the following if necessary:
Exclude scheduling information. The schedule for the source course will be excluded from the copy, this includes Days,
Start/End Times, Building, and Room.
Exclude instructor information. The instructor information for the source course will be excluded from the copy.
8. Click Create.
9. If necessary you can edit details for the course.
Note: You can also create a course by copy through the Manage Course Offering page. From the table of course, select the Copy action link.
C olocated activities copied when a course is copied will automatically expand the colocation to include the newly copied activities. For example, if
ENGL101 Activity A and SOCY101 Activity A are colocated, copying ENGL101 would result in a new ENGL101A with Activity A which is
Page 24
colocated with both ENGL101 Activity A and SOCY100 Activity A.
Reference Documentation
Technical Guide- Create Course Offering
(ENR FR 2013) How-to-Guide - Edit Activity Offering
Activity offerings are managed in Kuali Student within the context of the course offerings that contain them. By editing the activity offerings, you
can manage attributes such as maximum enrollment, instructor information, seat pools, the academic time period (sub-term or full term) with
which the activity offering is associated, and the unique Activity Code that differentiates the activity from others associated with the same course
offering.
This guide describes how to edit the attributes of individual activity offerings in a given term. It contains the topics outlined below. For more
information on managing scheduling refer to the How-to-Guide - Manage Schedule Requests.
Terminology
How-To Steps
Navigate to the Edit Course Offering (CO) Page
Navigate to a Different AO Using the Carousel/Drop-Down
Edit an Activity Offering
Establish a Co-location
Break a Co-location
Add/Edit Personnel
Manage a Waitlist
Add a Seat Pool
Edit/Delete a Seat Pool
Set Miscellaneous AO Options
Reference Documentation
Terminology
Course Offering (CO). A unique instance of a canonical course that is associated with an Academic Time Period or Term, such as
English 102 in Spring Semester, 2013.
Activity Offering (AO). A unique instance of an activity through which learning is imparted to the student, such as Lecture, Lab.
Activity Code. A unique, required, updatable code that differentiates one Activity Offering from another within the same Course Offering
in a given term.
Seat Pool. A portion of registration slots reserved for an indicated population.
Population. A rule-based group of students, such as seniors or athletes.
Seat Pool Priority. The mechanism for determining which seat pool the student's enrollment counts towards when the student is a
member of multiple populations. For example, if a student is both an English major (priority 1) and a Junior (priority 2), enrollment in an
activity would count towards the English major Seat Pool.
Seat Pool Expiration. A milestone in the term at which point the earmarked seats are no longer held for a given population.
Total Maximum Enrollment. The maximum number of students that may be registered in the Activity Offering at any given time.
Co-location. Offering two or more activities in the same room at the same time. Sometimes referred to as Room Sharing. Seats for
co-located activities can be managed as a single pool shared across activities or managed separately.
Waitlist. Provides an organized way for students to wait in a queue for a seat when a course no longer has available seats. Students can
be enrolled from the waitlist into a course as other students drop from the course or as additional seats are made available. Students on
a waitlist have met all appropriate, non expiring course eligibility requirements.
Hold List. Some courses have temporary enrollment restrictions that are removed at a specific milestone during the registration period,
such as the first day of classes. A hold list provides an organized way for students to wait in a queue for a seat in the course when those
restrictions are removed. Once the restrictions are removed, students are enrolled into any available seats. If no seats are available,
these students are added to the end of the waitlist.
Scheduling Information. Overall term referring to the time and location of an activity, including Days, Times, Facility, and Room.
Component (such as Scheduling Component or Schedule Request Component). The individual line of scheduling
information that includes fields like days of the week, beginning and end times, facility, room, and the like.
Requested Scheduling Information (RSIs). The scheduling component of the Activity Offering entered by the Department
Administrator for submission to the external scheduler.
Actual Scheduling Information (ASIs). The scheduling component of the Activity Offering that has been returned from the
Scheduler with a successful assignment. This is where the Activity Offering will be taught. In Kuali Student, users do not interact
with this field. Changes to an activity's Actual Scheduling Information take place through the submission of a new RSI request.
How-To Steps
The following sections provide information and steps for editing an Activity Offering.
Navigating to Edit Activity Offering
Page 25
Page 26
Navigate to the Edit Course Offering (CO) Page
1. Access Manage Course Offerings from Enrollment.
a. Enter the term value, such as 201208, and the course offering code, such as CHEM131 and click Show to view the Single
Course page view of the Course. OR
b. Enter the term and partial course offering code, such as CHEM and click Show to view the Subject Code View Page displaying
a table of all CHEM courses. Click the Manage action link corresponding to the course in the table to get to the Single Course
Page view of the course.
2. You can Edit attributes of the activity (as described is the next section) and click Save Progress to save changes and keep working, click
Update to save changes and return to the previous page, or click the Cancel action link to discard.
Navigate to a Different AO Using the Carousel/Drop-Down
1. From the carousel in the upper right corner of the page header, click on the code of the previous or next AO you to which you want to
navigate, or select an AO code from the drop-down..
2. Click one of the following options. Note, you will receive a notice that you may lose unsaved data.
Page 27
2.
Save and continue. Saves changes to the server and navigates to the AO you selected.
Continue without saving. Navigates to the AO you selected without saving changes to the server.
Cancel. Keeps you on the page without saving changes to the server.
Activity Offering Information
Edit an Activity Offering
Some information on the Edit Course Offering page is view-only and some can be adjusted. The modifiable fields in the Activity Offering section of
the Edit Course Offering page include the Sub Term, Activity Code, whether the activity is co-located, and the Total Maximum Enrollment.
1. In the information region at the top of the page, click Change.
2. In the drop-down list, select the sub-term to which this Activity Offering should be associated or select None to change the Activity
Offering association to the parent term.
3. Click Update or Save Progress to save edits, or click Cancel to discard edits.
4. To add/edit an Activity Code, enter details in the Activity Code field. For example, you could replace the current activity code with a
unique code, such as ESL.
5. If necessary add or edit the number in the Total Maximum Enrollment field.
6. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Establishing and Breaking Colocation
Page 28
Page 29
Establish a Co-location
1. Select the This activity is co-located check box. A new section displays with a Select Activities for Co-locations title.
2. Type the course offering code in the first column and activity code in the second, or click Advanced Select to look up the Activity
Offering code. If you select the current course offering code, the Activity Code will co-locate with another Activity Offering in the same
Course Offering. If you select a different Course Offering, then the Activity Offering will co-locate with another Activity Offering in a
different Course Offering.
3. Click Add. You see a warning that if you add a co-located activity, the newly added co-located activity will subsume the scheduling
information of this activity.
Note: A notation regarding the Colocation will appear in the Scheduling Information sub-section, reminding the user that RSIs are
shared across co-located activities. When you add a co-located Activity Offering, new CO icons indicating colocation appear in the AO
Code column of co-located AOs in AO display tables.
4. Set Maximum Enrollment using one of the following options:
a. To share max enrollment across all activities, type the desired number in the Max Enrollment field.
b. To manage enrollments separately, type the desired Max Enrollment number for each activity.
Warning: Changing the Maximum enrollment options of Share vs Separate will have significant impacts to existing
activity enrollments and waitlists. Colocating with Shared Max Enrollment or changing an existing Colocation from
Separate to Shared will result in the use of a single waitlist for the colocated AOs. The AO entered into the Colocation
Field will lose its existing waitlist and will be associated with the waitlist of the current activity in the Edit AO screen.
Changing an existing Colocation from Shared to Separate will create a new waitlist on the AO in the Colocation field
whose criteria will be populated from the existing waitlist.
5. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Break a Co-location
1. Clear the This activity is co-located check box. This will remove the current Activity Offering from the set of co-located activities. Any
existing Actual Scheduling Information or Requested Scheduling Information will be retained by the remaining Activity Offering(s). There
is currently no option to break co-location while preserving the scheduling information. Note the following:
a. If the co-located activities shared a maximum enrollment, that value is retained by any remaining Activity Offering(s). The Activity
Offering being edited will need a new max enrollment value.
b. If the co-located activities managed their maximum enrollment separately, all Activity Offerings, including the one being edited
and any remaining Activity Offering(s), retain their individual maximum enrollment values.
2. Confirm the intent to leave the set of co-located activities.
The Requested Scheduling Information table will show that scheduling components have been removed and can be regenerated.
Scheduling Information
Page 30
Note: For procedures and information about scheduling, see the How-to-Guide - Manage Schedule Requests.
Personnel and Waitlist
Add/Edit Personnel
1. To add/edit additional personnel, click Add Personnel.
2. Enter a Name, or click the magnifying glass icon next to the ID field to look up affiliated personnel and select a value. Full or partial name
search is supported, although it must be in the format of Last Name, First Name using a starts with logic. For example, entering Smi, J wil
l return Smith, Jan, whereas mit, J will not show any results.
3. In the Affiliation field specify and affiliation, such as Teaching Assistant or Instructor.
4. In the Inst. Effort field type a numerical value. Note that Instructors cannot have a value of 0 but Teaching Assistants can.
5. To remove personnel, click the Delete action.
Manage a Waitlist
Waitlists on Activity Offerings can be individually managed using the Edit AO Screen, provided waitlists are permitted at the Course Offerings
level. To manage a waitlist, set the following attributes as necessary:
Waitlist Active. Indicates whether the AO waitist is active. The default is Waitlist Active. Note that Waitlist information is not deleted as a
result of deselecting the Waitlists Active option and deactivating it. The parameters are maintained, but the list(s) is not available for use.
Waitlist Type. Indicates how students on the waitlist will be processed into the activity. The default is Confirmation. Options include:
Page 31
Confirmation. Requires the student to take an action to confirm acceptance before being placed into the available seat.
Automatic. Automatically places the next eligible student into the course when a seat becomes available.
Manual. An administrator or instructor is required to specifically select a student from the waitlist to be placed in a seat that
becomes available.
Waitlist Options.Allows you to specify the following options for the waitlist:
Limit Waitlist Size. Specifies the maximum number of students that can join the waitlist. The default is unselected.
Allow Hold List. Specifies whether to allow a Hold List. The default is unselected.
Seat Pools and Miscellaneous
Add a Seat Pool
1. To add a seat pool, click Add Another Seat Pool.
2. Enter information as appropriate in the following fields:
a. Priority. Specifies whether the seat pool is auto-populated upon creation of a new or additional seat pool, but can it be modified
as additional seat pools are added. This field allows you to identify which seat pool takes first priority when a student is
associated with multiple populations used in more than one seat pool. For example, an activity can may have a seat pool
associated with athletes and one with seniors. If a student was both an athlete and a senior, the system would use the priority to
determine which seat pool to associated the student. If Athlete is the higher priority, the senior athlete would be associated with
the Athlete seat pool.
b. Seats. Allows you to enter the number of seats associated with the population in this seat pool. The seat pool will also display a
calculated percentage based on the Total Maximum Enrollment, either the number or percent of remaining seats.
c. Population. Allows you to select a specific population for the seat pool. This is used to identify the students for whom seats in
the course offering are being reserved. You can type in the exact population name, or use the look up tool to return a population
value.
d. Expiration Milestone. This is the last day when the seat pool restriction would be applied by the registration system. If there is
no expiration date, you must select NONE from the drop down menu.
Note: If you click out of the seat pool collection table, the system will add the seat pool or provide any validation messages
regarding new seat pool entries.
3. Repeat the process to add additional seat pools.
4. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Edit/Delete a Seat Pool
1. To modify a seat pool, you can make changes to values in the following fields in the specific seat pool row: Priority, Seats, and Expiration
Milestone. However, the seat pool Population cannot be modified. To make a change to the seat pool Populated, you must delete the
seat pool and create a new one.
2. To delete a seat pool, click Delete in the seat pool row.
Page 32
Set Miscellaneous AO Options
1.
2.
3.
4.
If necessary, enter, edit, or remove a URL for the activity.
Select the Evaluation check box to specify whether the activity requires an evaluation.
Select the Honors check box to specify whether the activity is an Honors activity.
Click Update or Save Progress to save edits, or click Cancel to discard edits.
Reference Documentation
Technical Guide- Edit Activity Offering
Technical Guide- Manage Seat Pools
(ENR FR 2013) How-to-Guide - Edit Course Offering
The Edit Course Offering page allows you to modify the attributes of a course offering (CO) for a given term. Some CO attributes such as format,
grading options, and credits are constrained by the Catalog Course. This guide covers the following topics:
Terminology
How-To Steps
Navigate to the Edit Course Offering (CO) Page
Navigate to a Different CO Using the Carousel/Drop-Down
Edit Course Offering Information
Adjusting Delivery and Assessment (Exams)
Adjusting Delivery and Assessment (Delivery Formats)
Adjust Waitlists
Add/Adjust Personnel
Set an Administering Organization
Set an Honors Flag
Reference Documentation
Terminology
Catalog Course. The catalog version of a course that has typically been reviewed and approved through a curriculum approval
process. There is a status, such as active, inactive, or retired associated with the catalog course. The courses are often approved for a
range of Academic Time Periods. Catalog Courses are often abstractedly referred to as Canonical Learning Units (CLUs), which have
a defined area of study and learning objectives, are led by one or more instructors, have a fixed roster of students, and result in an
assessment and outcome.
Course Offering (CO). A unique instance of a canonical course that is associated with an Academic Time Period.
Activity Offering (AO). The activity through which learning is imparted to the student, such as a lecture, lab, recitation, etc.
Format Offering (FO). A way of structuring a course offering. The format offering defines the number and type of activities in which a
student must participate to get the full content of the course offering. A student must be enrolled in activities to be fully registered for a
Course Offering. A Course Offering may offer one or more of the Formats Offerings approved for the Catalog Course. The Format
Offering is subordinate to the Course Offering.
Course Offering Code. The code that designates a particular course offering. It is comprised of the subject code and the number, such
as CHEM455. Note that spaces are not valid between the Subject Code and the number.
Crosslisted Course (CR). A single Catalog Course that can be offered under multiple Course Offering Codes. This is typically used for
courses that have content crossing multiple departments or disciplines. The primary purpose is to allow students to record courses on
their records whose Course Codes reflect disciplines meaningful toward their goals. As example might be Sociology of Gender, which
could be listed under Sociology (SOCY325) or Womens Studies (WMST325) The crosslisted course would be SOCY325/WMST325. You
can offer a crosslisted Course by indicating an alternate Course Code, referred to as an Alias.
Waitlist. Provides an organized way for students to wait in a queue for a seat when a course no longer has available seats. Students
can be enrolled from the waitlist into a course as other students drop from the course, or as additional seats are made available. Students
on a waitlist have met all appropriate, non expiring course eligibility requirements.
How-To Steps
The following sections provide information and steps for editing a Course Offering.
Navigating to Edit Course Offering
Page 33
Page 34
Navigate to the Edit Course Offering (CO) Page
1. Access Manage Course Offerings from Enrollment.
a. Enter the term value, such as 201208, and the course offering code, such as CHEM131 and click Show to view the Single
Course page view of the Course. OR
b. Enter the term and partial course offering code, such as CHEM and click Show to view the Subject Code View Page displaying
Page 35
1.
b.
a table of all CHEM courses. Click the Manage action link corresponding to the course in the table to get to the Single Course
Page view of the course.
2. You can Edit attributes of the activity (as described is the next section) and click Save Progress to save changes and keep working, click
Update to save changes and return to the previous page, or click the Cancel action link to discard.
Navigate to a Different CO Using the Carousel/Drop-Down
1. From the carousel in the upper right corner of the page header, click on the code of the previous or next CO you to which you want to
navigate, or select a CO code from the drop-down.
2. Click one of the following options. Note, you will receive a notice that you may lose unsaved data.
Save and continue. Saves changes to the server and navigates to the CO you selected.
Continue without saving. Navigates to the CO you selected without saving changes to the server.
Cancel. Keeps you on the page without saving changes to the server.
Editing Course Offering Information
Edit Course Offering Information
Some information on the Edit Course Offering page is view-only and some can be adjusted. The modifiable fields in the Edit Course Offering
Information section of the page include the Suffix, Cross Listed As, Grading Options, Student Registratio Options, Credit Type, and Credits.
1. In the information region at the top of the page, click Edit.
2. Add/adjust the following as necessary:
Suffix. A Suffix is an additional piece of information associated with a Course Offering Code that allows you to create multiple
course offerings of a single catalog course. The Course Offering Code is unique within the term. If there is more than one course
offering with the same Course Offering Code in a given term, such as more than one CHEM131, the suffix is required. You can
add remove, or modify a suffix as appropriate.
Cross List As. If a course offering is defined as crosslisted at the CLU, you will see its associated aliases. Based on institutional
configuration, not all of the alternate course codes must be offered each term, so the ability to select/deselect crosslisted aliases
with the checkboxes will vary. Selecting/deselecting aliases controls the aliases and/or CL icons that appear in the application
when the full set of CO information is presented, in areas such as Manage Course Offerings, CO Inquiry, and Schedule of
Classes.
Grading Options. Grading options indicate the way in which grades for the course will be assessed. If a catalog course has
multiple grading options, you may select the grading option to be used for the course offering. While a catalog course may have
various ways in which grades will be assessed, a course offering can only have a single grading option.
Page 36
Student Registration Options. Student Registration Options are optional choices a student will be permitted to chose when
registering for the course. These options do not impact the way in which the grades for the course will be assessed, but indicate
how those assessed grades will be handled when applied to the student. A course offering can have zero to many Student
Registration Options. The following options are provided:
Pass/Fail. Permit students to choose to register for a course so that the assessed letter grade submitted by the
instructor is converted into a Pass or Fail grade. For example, A-D would equal Pass (P), and an F would be Fail (F). To
ensure the information is not used to influence the instructor's assessment, instructors are often not informed that a
student has registered using this option.
Audit. Allows a student to register for the course, but the student does receive a grade or credits.
Credit Type. The Credit Type can be modified within the constraints of the course offering's Catalog Course. A course's credits
can be one of the following:
Fixed. A single credit value. Course offerings whose catalog course is a Fixed credit type cannot be modified.
Multiple. Several discrete credit values. Course offerings whose Catalog Course is Multiple credit type can be offered
here as either Fixed or Multiple.
Variable. Any credit value within a range. Course offerings whose Catalog Course is Variable credit type can be offered
as either Variable, Multiple, or Fixed. A course offering that is Multiple or Variable means that the student at the time of
registration will have an opportunity to indicate their preferred credit value.
Credits. The credit hours for the course. Depending on the course Credit Type, you have the following options:
If Fixed,select the specific credit value from the drop down list.
If Multiple, select the specific credit values to be offered.
If Variable, enter the Minimum and Maximum Credits for the range.
3. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Adjusting Delivery and Assessment
Adjusting Delivery and Assessment (Exams)
1. In the Delivery and Assessment section of the screen, add and adjust the following Exam options as appropriate:
Final Exam. Indicates whether a final exam will be used for the course. Choices made here will impact the Final Exam Driver
and the Final Exam Driver Activity field in the Delivery Formats section. The Final Exam information is inherited from the catalog
version of the course when the Course Offering is created, but can be overridden using the following options:
Standard Final Exam. A standard final exam is expected and will require final exam scheduling. This is consumed by
the Final Exam feature.
Alternate final assessment. A final assessment is planned, but it will not require final exam scheduling. For example,
the exam may be substituted by a project or paper.
No final exam or assessment. No final exam/assessment for the course.
Final Exam Driver. This field is dependent on the Final Exam selection and is only applicable if Standard Fnal Exam is selected.
You can specify one of two options: Final Exam Per Activity Offering or Final Exam Per Course Offering.
2. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Adjusting Delivery and Assessment (Delivery Formats)
Page 37
Delivery Formats are specific configurations of activities types that will be used for the course, such as a Lecture and Lab, or Lecture Only. A
course can have one-to-many Delivery Formats, but only on one Delivery Format per Format. The possible Formats are derived from the Catalog
Course. Since most rosters are not managed at the course level, the default delivery format is the first activity of the Format Offering. However,
you can add additional formats if there is more than one FO for the course or delete Delivery Formats as follows:
1. To Add a row, click + Add Format.
a. Select the Format from the drop down in the first column of the format table.
b. Select the Grade Roster Level. This indicates how the Grade Roster will be constructed. Course means students across all
activities will be part of a single Roster. Choosing the specific activity means Grade Rosters will be composed by each activity.
c. Select the Final Exam Driver. This indicates which activity should be used by the Final Exam Matrix when scheduling Final
Exams. This is only an option when Final Exam is Standard Final Examand the Final Exam Driver is Final Exam Per Activity
Offering.
2. To Modify an existing rows, you can adjust the Grade Roster Level and Final Exam Driver Activity, which are the only modifiable fields.
3. To Delete existing rows, select the Delete action.
Warning: This will delete any existing AOs and associated Exam Offerings.
4. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Adjusting Waitlists, Personnel, Administering Organizations, and Honors Flag
Adjust Waitlists
Waitlists are associated to Activity Offerings. To allow Waitlists for the individual Activity Offerings defined for the course, check Waitlists Acitve. If
the Waitlists Active option is not checked, none of Activity Offerings for the entire Course Offering can offer a waitlist. Individual Waitlist
parameters can be edited in the Edit AO screen. For more information, refer to the How-To-Guide - Edit Activity Offering.
Note: Unchecking Waitlists Active inactivates all AO waitlists. AO waitlists are not deleted and the parameters are maintained, but the list is
not available for use. Select the check box if this course will allow its activities to offer a waitlist.
Add/Adjust Personnel
If necessary, you can associate a person with the overall course. This can be used in situations where an administrative or faculty resource is
being used to support the activities across the entire course. For example, Introduction to Writing may have 60 Lecture Activities for the term,
each taught be a Graduate Assistant recorded on each activity. At the same time, an English department faculty member may be responsible for
overseeing and managing the 60 graduate assistants. That faculty member would be the person you define here.
Note: This field is not intended to be an instructor associated with the course. Instructors are associated at the activity level. For more
information, refer to the How-To-Guide - Edit Activity Offering.
1. To add/edit additional personnel, click Add Personnel.
2. Enter a Name, or click the magnifying glass icon next to the ID field to look up affiliated personnel and select a value. Full or partial name
Page 38
2.
search is supported, although it must be in the format of Last Name, First Name using a starts with logic. For example, entering Smi, J wil
l return Smith, Jan, whereas mit, J will not show any results.
3. In the Affiliation field specify and affiliation, such as Instructor.
4. To remove personnel, click the Delete action.
5. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Set an Administering Organization
Administering Organizations are those authorized to interact with this course. These are automatically populated by the Catalog Course's
Curriculum Organization. If the Catalog Course has an Administering Organization, it will also be populated. However, you can add, adjust, or
remove Administering Organizations
1.
2.
3.
4.
To add an Administering Organization, click Add Administering Organization.
Click the look-up icon next to the Organization ID field to find the Organization ID of an organization or type the number into the field.
To delete and existing Administering Organization, click the Delete action for the organization.
Click Update or Save Progress to save edits, or click Cancel to discard edits.
Set an Honors Flag
1. If this is an Honors course, click the This is an Honors Course check box
2. Click Update or Save Progress to save edits, or click Cancel to discard edits.
Reference Documentation
Technical Guide-Edit Course Offering
(ENR FR 2013) How-to-Guide - Manage Course Offering Requisites
Course requisites are restrictions that may limit a student's ability to enroll in a course offering. They may be inherited without change from the
Catalog settings of the course, or be modified at the course offering or activity offering level. Some requisites, especially enrollment restrictions
(for example, limiting a class to certain majors), may need to be added or removed at particular points in the course registration period.
Rules will be copied from the canonical learning unit (CLU) when a course offering is created from the Catalog. When a course offering is created
in a rollover or from a copy of an existing course offering, the rules will be copied from the source course offering or activity offering, even if they
differ from the canonical rules. If necessary, you can manage the course offering or activity offering rules and bring them back to adherence with
the canonical versions. However, if a new version of a CLU has been created, the rollover for the course offering will fail. In this case, you must
create the new offering from the Catalog to incorporate the new requisites.
This guide provides information about managing Course Offering Requisites. It contains the following topics:
Terminology
How-To Steps
Navigate to the Course Offering Requisites page
View existing course offering level requisites, rules, and restrictions
Manage rules and rule statements
Save Rules
Manage complex rules
Edit Rule Logic
Delete a Rule
View and Manage Activity Offering Requisites
View and Compare Requisites
Modify, Replace or Suppress Rules
Revert to a Course Offering (To Remove) Activity Offering Rules
View Course Offering Rules
Reference Documentation
Terminology
Requisite. Restrictions or conditions set at the course, course offering, or activity offering level that may limit a student's ability to enroll in
a course offering. Groupings include Requisites that limit enrollment eligibility, such as Student Eligibility & Prerequisites, Antirequisites,
Corequisites, and Recommended Preparation; and those that act as credit constraints, such as Repeatable for Credit, or Course that
Restricts Credits.
Rule. The group of restrictions within a category.
Rule Statement. An individual condition or restriction that can stand on its own as a rule, or in combination with other statements that
comprise the rule.
Rule Statement Option. The template available to create the Rule Statement. It may be a free text box, or a statement that requires you
to enter one or more variables.
Page 39
How-To Steps
The following sections provide information and steps for managing Course Offering Requisites.
Navigating to the Manage Course Offering Page
Navigate to the Course Offering Requisites page
1.
2.
3.
4.
5.
Log in to the system.
Select Enrollment.
Click Manage Course Offerings.
Enter a Term (such as 201208) and the Course offering code (such as ENGL305) and click Show.
Click the Course Offering Requisites action link. You see the Course Offering Requisite page.
Note: You can also access the Course Offering Requisite page for a given course from the course search view by clicking the Manage action
link on the far right of the corresponding course that you want to work with in the table, then clicking the Course Offering Requisites option.
Viewing Course Offering Requisites
Page 40
View existing course offering level requisites, rules, and restrictions
The Course Offering Requisites page allows you to view and create the following types of requisites:
Student Eligibility and Prerequisites. Conditions that restrict student enrollment, such as restrictions for certain majors or completion of
other courses.
Corequisites. Courses that must be taken at the same time.
Recommended Preparation. Courses that should be taken before this one, but will not prevent registering for the course.
Antirequisite. Course that if completed, would prevent the student from registering for the course.
Repeatable for Credit. Course can be repeated for credit.
Course that Restricts Credits. Enrollment in or completion of another course that would restrict credits awarded in this course.
To view existing requisites, expand the requisite type categories. Categories with existing rules should expand automatically when the page
opens. Note the following conditions:
Add Rule and Edit Rule will display the Rules Management interface defaulting to the Edit Rule tab.
Add Rule is available only if no rule of this type yet exists
Edit Rule is available if rules already exist having been copied from the CLU or from a previous course offering. Selecting Edit Rule will
display the Rules Management interface defaulting to the Edit Rule tab and displays the existing rule at the Course Offering level.
Compare to Catalog is available if a rule differs from the CLU rules. Selecting Compare will display a lightbox that compares the existing
Course Offering level rule to the CLU rule.
In addition to the Compare to Catalog link, an information message will display whenever a course offering rule differs from CLU.
Managing Rules and Rule Statements (Open Rule Template)
Page 41
Manage rules and rule statements
To add or edit a rule, do the following:
1. Expand the rule category (Corequistie, Antrequisite, etc).
2. Click Add Rule or Edit Rule as appropriate.
3. From the Edit Rule tab, do the following:
a. If the rule is blank, click Add Statement to add a line to the rule. You see a new tabbed page with a Rule Statement Option
drop-down list of rule statements relevant to the category.
b. If rule statements already exist, click on a statement so that it is highlighted. Click Edit to make changes to the rule statement.
c. Click Add Statement to add a new statement after any highlighted statement.
d. From the Rule Statement Option drop-down, pick a statement option.
e. Depending on the option, you may need to complete other data entry fields.
f. Click Preview to view the natural language view of the rule statement (this is a required step).
As you add and edit rule statements, note the following:
You can add additional rule statements with the Add Statement button. Each rule statement will be prefixed with a letter (A., B., etc.) to
identify it during editing. The letter indicates when in the editing session the statement was created. The prefix will not be stored and will
not appear in the Schedule of Classes.
By default, multiple rule statements are joined by the AND operator. This can be changed by selecting OR from the drop down. Note
that changing the operator affects all operators at the same level (see Managing Complex Rules below for more complex statements).
To change the order that rule statements appear in the rule, click on a rule statement to highlight it and use the Move Up or Move Down
buttons. The rule statements will retain their original prefix during the editting session for reference.
To delete a rule statement, first select it then click the Delete button.
A Compare to Catalog link is always available in the Edit Rule and Edit With Logic views. It will display a lightbox comparing work in
progress with the CLU rule.
Save Rules
1. After you create a rule statement, click Preview. This allows you to see the updated rule statement in natural language format within the
rule. It does not save the rule statement or the rule to the database.
2. If you are satisfied with the rule or rule statements, click Update Rule. You see the Course Offerings Requisite page where you can view
or adjust rules for other categories.
3. Click Save. If you are adding and editing many rules, you may want to save after each to preserve your work
Managing Rules and Rule Statements (Group)
Page 42
Manage complex rules
To manage rules that contain both AND and OR operators in different groups of rule statements, you need to first create a Group.
1. Select an existing statement that will be part of the new group.
2. Click Create Group. As you work with your rule group, note the following:
Third and subsequent statements within the group can be added with the Add Statement button.
Using the Create Group button within an existing group will create a subgroup.
To change the operator within the group or subgroup, change the value in the operator drop-down. All operators at that level in the group
will change.
To move a rule statement out of the group, highlight it and click the Move Out button. The rule statement will be moved out of the group
and will appear directly below the group. It can then be moved up or down outside of the group as necessary.
To move an existing rule statement into the group, first move it up or down to the position above the group then click the Move In button.
Deleting or moving one rule out of a group of two rule statements will cause the group to disappear and moves the remaining rule
statement out of the group. Groups can only be created in the Edit Rule tab by adding a statement with the Group button. The Move In
and Move Out buttons only function when a group already exists. When changing statements in a group of two, it is better to add the
new statement before deleting or moving the penultimate statement. Groups can be created from existing statements in the Edit Rule
Logic tab (below).
Managing Rules and Rule Statements (Edit Rule Logic Tab)
Page 43
Edit Rule Logic
1. To edit rule logic, click the Edit Rule Logic tab. You see an equation-like representation of the Rule and the natural language version.
2. To change the operators (AND/OR statements) in this view, edit the text in the equation. If there are multiple operators at the same level
they all need to be changed in this view. As you adjust rule logic, note the following:
You can move statements in the rule simply by changing the placement of the reference letter in the equation. You can delete a
statement by deleting the letter.
Existing groups can be managed in Edit Rule Logic by deleting or modifying the contents or the brackets that define a group.
New groups can be created by adding parentheses around the reference letters.
An Edit link appears beside each Rule Statement in the natural language version in this view. If you click the Edit link, you see
the Edit Rule tab and the specific rule statement so that it can be changed.
Note the difference in the way the natural language for the Rule Statement is presented. In Edit Rule Logic credit weight and
Course Title appears in addition to Course Code.
3. To save changes, click Preview, then Update Rule, then Save.
Page 44
Delete a Rule
Rules can be deleted in two ways:
1. Click the Delete link on the Manage Requisites page and then Save. This will remove the rule entirely. If a CLU rule exists. you see a
warning message indicating that the rule differs from the Catalog version.
2. Access the Edit Rule Logic view, delete all rule statements, the click Preview, then Update, then Save. This will create a blank rule that
displays as an empty shaded box on the Manage Requisites page. At the course offering level there is no difference between this blank
rule and a rule deleted with the Delete link (a NULL). However, for rules that have been removed temporarily and need to be re-added
after a particular date or after a rollover, the blank rule box may be helpful. Note that there is a difference in the execution of blank and
null rules at the Activity Offering level.
Managing Activity Offering Requisites
Page 45
View and Manage Activity Offering Requisites
In some cases eligibility rules may apply differently between activity offerings within a Course Offering ( such as different prerequisites for a
Service Teaching section reserved for a special population of students). Course Offering requisites can be copied down to an Activity Offering and
edited, replaced with a different set of rules, or waived. When a student attempts to register in the Activity Offering, the Activity Offering will be
checked first for a rule. If a rule of a particular type exists at the Activity Offering level it will be enforced and the Course Offering rule of that type,
if it exists, will be ignored. If no rule exists on the Activity Offering, the Course Offering rule will be enforced. If a blank rule (vs Null) exists on the
Activity Offering it will be enforced as a waived rule and block enforcement of the Course Offering rule.
1. From the Manage Course Offering page identify the Activity Offering in the list for which you want to create a Requisite. If any rules exist
for enforcement on a particular Activity Offering, an icon with the letters AR appear next to the Activity Offering code.
2. Click the Requisites action link.
View and Compare Requisites
As you view and compare Requisites for AOs, note the following:
When a rule exists at the Course Offering or Activity Offering level, a message will display on the Requisites screen indicating which is
being enforced.
At the Activity Offering level, the Compare links will display the Catalog, Course Offering, and Activity Offering versions of the rules for
comparison.
Modify, Replace or Suppress Rules
1. To modify the Course Offering rule for enforcement on the Activity Offering, click the Copy and Edit Course Offering Rule link and
make the appropriate changes to the rule. Then click Preview, then Update, and then Save.
2. To replace the Course Offering rule with an entirely new rule for enforcement on the Activity Offering, click on Replace Rule and add the
relevant rule statement(s). Then click Preview, then Update, and then Save.
3. To waive the Course Offering rule so that no rule of this type is enforced on the Activity Offering, click on the Suppress Rule and Save.
An empty box will appear indicating a blank rule.
Reverting to Course Offering
Page 46
Revert to a Course Offering (To Remove) Activity Offering Rules
If an Activity Offering rule should no longer be enforced it can be removed and rules for enrollment in the Activity Offering will be treated like other
Activity Offerings in the Course Offering.
1. From the Activity Offering Requisite page, expand the requisite category.
2. Click Revert to Course Offering.
3. Click Save. Any rule statements for that rule type on the Activity Offering, including a blank rule, will be deleted (Null). If a rule exists on
the Course Offering it will be enforced. If no rule exists on the Course Offering then no rule will be enforced.
Viewing Course Offering Rules (Schedule of Classes)
View Course Offering Rules
Course Offering rules display in the Course Offering information in the Schedule of Classes with a natural language syntax that is different from
the Edit Rule and Edit with Logic view.
Page 47
Reference Documentation
Technical Guide - Manage Course Offering Requisites
(ENR FR 2013) How-to-Guide - Manage Course Offerings
Once the central administrator has created a term and rolled over (copied) course offerings (COs) and their activity offerings (AOs) into that term,
the Manage Course Offering screen provides the ability to manage COs throughout the lifecyle of the term, including the following activities:
Viewing Course and Activity data at the aggregate level
Deleting Courses and Activities
Simple copying of existing Activities within the term
Adding new Activities to the term
Approving Activities and Courses for use in other processes.
Creating and Managing Activity Offering Clusters
Canceling, Suspending, and Reinstating Activities
This guide covers the following topics.
Terminology
How-To Steps
View Search Results
Navigate the Subject Course View
View Course Offering Inquiry
Copy Course Offering
Edit Course Offering
Manage Course Offering
Add a Course
Approve for Scheduling
Delete Course Offering
Navigate the Single Course View
View Course Offering Inquiry
Edit Course Offering
Delete Course Offerings
View All Registration Groups (# of reg groups)
Manage Course Offering Requisites
View Exam Offerings
Add Activity
Approve for Scheduling
Set as Draft (Revert Approved Activity)
Cancel an Activity
Suspend Activity Offerings
Reinstate Activity Offerings
Delete an Activity
Add Cluster
Add Cluster (through Move Activity)
Move Activity
Rename an Activity Offering Cluster
Delete an Activity Offering Cluster
View Activity Offering Inquiry
Copy an Activity
Edit an Activity
Reference Documentation
Terminology
Catalog Course. The catalog version of a course that has typically been reviewed and approved through a curriculum approval
process. There is a status, such as active, inactive, or retired associated with the catalog course. The courses are often approved for a
range of Academic Time Periods. Catalog Courses are often abstractedly referred to as Canonical Learning Units (CLUs), which have
a defined area of study and learning objectives, are led by one or more instructors, have a fixed roster of students, and result in an
assessment and outcome.
Course Offering (CO). A unique instance of a canonical course that is associated with an Academic Time Period or Term, such as
English 102 in Spring Semester, 2013.
Cross Listed Course Offering (CR icon). A single Catalog Course that can be offered under multiple Course Offering Codes.
This is typically used for courses that have content crossing multiple departments or disciplines. The primary purpose is to allow
students to record courses on their records whose Course Codes reflect disciplines meaningful toward their goals. As example
Page 48
might be Sociology of Gender, which could be listed under Sociology (SOCY325) or Womens Studies (WMST325) The
crosslisted course would be SOCY325/WMST325. You can offer a crosslisted Course by indicating an alternate Course Code,
referred to as an Alias.
Joint Defined Course Offering (J icon). A Catalog Course often offered as a colocated experience with another Catalog
Course. The two courses have different learning objectives, but share the same room and time. A typical example of a joint
course occurs when an undergraduate and graduate course with the same subject area are deployed together. For example,
you might have RUSS409: Russian Language Study: Verbal Aspects offered with RUSS618:Linguistic Analysis of Russian:
Verbal Aspects.
Subject Code. The part of the course offering code related to the subject, such as CHEM, BIOL, ENGL, etc. When searched for, the
Subject Code View is the list of all COs in a particular subject code for a given term.
Course Offering Code. The code that designates a particular course offering. It is comprised of the subject code and the number, such
as CHEM455. Note that spaces are not valid between the Subject Code and the number.
Activity Offering (AO). A unique instance of an activity through which learning is imparted to the student, such as Lecture, Lab,
Recitation, etc. The Activity Offering is subordinate to the Format Offering. A unique, required, updatable code differentiates one Activity
Offering from another within the same Course Offering in a given term.
Co-located Activity Offering (CO icon). Two or more Activity Offerings that share all of the same scheduling information.
Format Offering (FO). A way of structuring a course offering. The format offering defines the number and type of activities in which a
student must participate to get the full content of the course offering. A student must be enrolled in activities to be fully registered for a
Course Offering. A Course Offering may offer one or more of the Formats Offerings approved for the Catalog Course. The Format
Offering is subordinate to the Course Offering.
Activity Offering Cluster (AOC). An object that contains a set of Activity Offerings that relate to one another within a Course Offering.
For example, if a Course Offering contains two Lectures and six Labs, but one of the lectures can only be taken with three of the labs and
the other lecture can only be taken with the other three labs, you can create those activity relationships by placing the lecture and its
three associated labs in a single AOC. Note the following for AOCs:
All Activity Offerings automatically belong to an Activity Offering Cluster (named CL1 by default).
Activity Offering Clusters must contain all the required Activity Offering Types as determined by the Format Offering for
registration groups to be generated.
Activity Offerings can be moved between Activity Offering Clusters of the same Format Offering, but not across different Format
Offerings.
All registration groups resulting from an Activity Offerings that exists in an AOC are generated and updated automatically.
Registration Group. The course instance object into which a student registers. This may be represented as an individual Course
Offering with a single activity, or as a Course Offering with multiple activities that have been grouped for the purpose of registration. For
example, a course composed of a Lecture/Lab activity group. Registration groups are automatically created and/or updated as Activity
Offerings are created, updated, or deleted from a Course. Registration group states (invalid, pending, and offered) will also be visible by
viewing the Registration Groups in the application
Mass Scheduling Event. The asynchronous process in which the Central Administrator locks out access to the Manage Course Offering
process by departmental administrators and submits the Scheduling Requests for a large group of Activity Offerings of a particular Set of
courses (SOC) to the Scheduler for room assignments. This process usually occurs over the period of several days at the end of which
the room assignments are processed by Kuali Student into the ASI fields.
Scheduling Information. Overall term referring to the time and location of an activity, including Days, Times, Facility, and Room.
Component (such as Scheduling Component or Schedule Request Component). The individual line of scheduling
information that includes fields like days of the week, beginning and end times, facility, room, and the like.
Requested Scheduling Information (RSIs). The scheduling component of the Activity Offering entered by the Department
Administrator for submission to the external scheduler.
Actual Scheduling Information (ASIs). The scheduling component of the Activity Offering that has been returned from the
Scheduler with a successful assignment. This is where the Activity Offering will be taught. In Kuali Student, users do not interact
with this field. Changes to an activity's Actual Scheduling Information take place through the submission of a new RSI request.
Exam Offering (EO). The final exam activity or event associated with the Course Offering or Activity Offering. Exam Offerings are
created dynamically with a rollover or the creation of a Course Offering or Activity Offering according to settings on the Course Offering.
How-To Steps
The following sections provide information and steps for managing Course Offerings using two views: The Subject Course View, which lists
multiple courses derived from a partial search, and the Single Course View, in which you search for a specific course.
Viewing Subjects and Courses (Subject Course View versus Single Course View)
Page 49
Page 50
View Search Results
The Manage Course Offerings screen presents two different views depending on the fidelity of the query used in the Course field. A query
returning results of more than one Course Offering (such as ENGL or ENGL1) will present a list of Course Offerings in what is known as Subject
Code View. Any query returning a result of one and only one Course Offering (such as ENGL106B) will present a list of Activity Offerings for the
Course Offering in what will be referred to as the Single Course View. This view includes Activity Offering details (start/end times, facility
information, etc.) as well as the ability to manage registration groups.
1.
2.
3.
4.
From Enrollment, click Manage Course Offerings.
Enter the Term (such as 201208).
In the Course field, enter a partial Course Subject Code (such as CHEM, ENGL2, ENGL26) or a complete code (such as ENGL295A)
Click Show. You see a table listing of Course Offerings matching the search parameters. If you entered a partial code, you will see a
number of courses (the Subject Code View). If you entered a complete code, you will see a table listings of the Activity Offerings and
Registration Groups organized by Clusters for that particular Course Offering (the Single Course View).
Working with the Subject Course View
Page 51
Page 52
Navigate the Subject Course View
When the search criteria matches more than one course offering, the Subject Code View displays a table of Course Offerings by Subject Code.
The Subject Code View has two sets of actions: The CO Action Links, which provide Copy, Edit, and Manage options for each Course Offering;
and the Toolbar Buttons, which include functionality for single or multi-select (bulk) action on COs. These include Add a Course, Approve a
course for scheduling, and Delete a course.
Page 53
View Course Offering Inquiry
You can view summary information about the selected Course by clicking on the specific Course Offering Code (such as CHEM152). This
launches a Course Offering Inquiry window displaying detailed information on the course including course details, delivery formats, assigned
personnel, administering organizations, and activity offerings.
Copy Course Offering
If you click the Copy action for a course, you can create a copy of an existing Course Offering including associated Activity Offerings and
Registration Groups. See How to Guide - Create Course Offering from Catalog or by Copy.
Edit Course Offering
If you click the Edit action for a course, you can change the attributes of the Course Offering in a given term. See How to Guide - Edit Course
Offering.
Manage Course Offering
If you click the Manage action for a course, you can can access the Single Course View for the individual Course Offering where you can view,
edit, or delete the course offering, manage its registration groups, and add and manage Activity Offerings.
Add a Course
If you click the Add a Course button, you access the Create Course Offering page where you can add additional Course Offerings to the term.
Note that selecting one or more Courses from the table will not alter the behavior or results of the button. See How to Guide - Create Course
Offering from Catalog or by Copy.
Approve for Scheduling
If you select a course and click Approve, all the Activities within a Course or Subject code will be picked up by the external scheduler, assigned
Actual Scheduling Information, and ultimately offered. This options provides a quicker way to get the underlying Activities approved and ready for
the Mass Scheduling Event. This action is intended to be performed during the Open SOC state when you are preparing Offerings to be picked up
by the external scheduler during the Mass Scheduling Event. When you Approve the Course Offerings, all Activity Offering states change from
Draft to Planned. You cannot approve Activities, Courses, and Subject Codes after the Mass Scheduling Event has completed because individual
Activities can be scheduled directly.
Delete Course Offering
If you select a course and click Delete, the Course Offerings is removed from the set of courses in the given term. This is a permanent,
irreversible action that also deletes Activity Offerings, Registration Groups, and impacts Cross-Listed, Jointly-Defined, and Co-located Offerings. If
you do this, you will see a confirmation screen with a warning message regarding the number of AOs that will be deleted, as well as a special
cases warning in the event that a Cross-listed, Jointly-Defined, or Co-Located CO has been selected for deletion. Click on Details if you want to
view the activities that are to be deleted.
Working With the Single Course View
Page 54
Navigate the Single Course View
The Single Course View displays a set of tables by Activity Offering Cluster (AOC), one table displays the individual activities associated with a
course and another table shows the Registration Groups for the cluster. You can click on the the View Registration Groups link to expand the list
of RGs for that specific Cluster. You can navigate to previous and next courses in the same subject code through a carousel navigator, which
allows you to quickly access previous or next courses in the list, or view all courses. The Single Course View has four sets of actions: the CO
Action Links at the top of the page, the Toolbar Buttons, the Cluster Action Links, and the Individual AO Actions. These options provide the
ability to do the following:
View a Course Offering Inquiry
Edit a Course Offering
Delete a Course Offering
View All Registration Groups
Manage Course Offering Requisites
View Exam Offerings
Add Activities
Approve Activities for Scheduling
Set Activities as Drafts
Cancel an Activity
Suspend Activity Offerings
Reinstate Activity Offerings
Delete an Activity
Add a Cluster
Move an Activity
Rename an Activity Offering Cluster
Delete an Activity Offering Cluster
View an Activity Offering Inquiry
Copy an Activity
Edit an Activity.
The following sections provide information about these actions.
View Course Offering Inquiry
You can view summary information about the selected Course by clicking on the specific Course Offering Code (such as CHEM152). This
Page 55
launches a Course Offering Inquiry window displaying detailed information on the course including course details, delivery formats, assigned
personnel, administering organizations, and activity offerings.
Edit Course Offering
If you click the Edit action for a course, you can change the attributes of the Course Offering in a given term. See How to Guide - Edit Course
Offering.
Delete Course Offerings
If you select a course and click Delete, the Course Offerings is removed from the set of courses in the given term. This is a permanent,
irreversible action that also deletes Activity Offerings, Registration Groups, and impacts Cross-Listed, Jointly-Defined, and Co-located Offerings. If
you do this, you will see a confirmation screen with a warning message regarding the number of AOs that will be deleted, as well as a special
cases warning in the event that a Cross-listed, Jointly-Defined, or Co-Located CO has been selected for deletion. Click on Details if you want to
view the activities that are to be deleted.
View All Registration Groups (# of reg groups)
If you click View All Registration Groups, you see a window providing information about the course registration groups including the group ID,
its state, the cluster, enrollment, code, status, type, maximum enrollment, days, start and end time, building, room, and instructor. Note that if
there are registration groups, the number of groups is displayed in parentheses next to the action link.
Manage Course Offering Requisites
If you click the Course Offering Requisites link, you can create and manage enrollment requisites for the course. For more details, see How-To
Guide - Manage Course Offering Requisites.
Page 56
Page 57
Page 58
Page 59
Page 60
View Exam Offerings
The View Exam Offerings action allows you to view Exam Offerings created for the course offering, if the course offering is set to require an
exam and an exam period exists in the term or subterm. A single Exam Offering will display if the exam driver is the Course Offering. If the exam
driver is Activity Offering then Exam Offerings will appear for each Activity Offering of the type specified as the Exam Activity Driver for the Format
Offering. Click the code to view details for the AO. Exam offerings are grouped in clusters matching Activity Offering clusters. Exam Offerings
Suspended because their driver Course Offering or Activity Offering were suspended will appear in the cluster. Exam Offerings may be Cancelled
if their driver Course Offering or Activity Offering is Cancelled or if exam settings have changed after the SOC has been published. Cancelled
exams appear in their own section. For more details on Exam Offerings, see How-to-Guide - Manage Final Exam Matrix.
Add Activity
To add one or more additional Activity Offerings to the Course Offering do the following:
1.
2.
3.
4.
Click Add Activity. Note that selecting one or more Activity from the table will not alter the behavior or results of this button.
Set the Format Offering, Activity Type, and Cluster appropriately using the drop-downs.
Indicate the Quantity.
Click Add.
The activities are added in the Activities table. Registration Groups will be created or updated based on the Activity Offering added.
Approve for Scheduling
If you select a course and click Approve, all the Activities within a Course or Subject code will be picked up by the external scheduler, assigned
Actual Scheduling Information, and ultimately offered. This options provides a quicker way to get the underlying Activities approved and ready for
the Mass Scheduling Event. This action is intended to be performed during the Open SOC state when you are preparing Offerings to be picked up
by the external scheduler during the Mass Scheduling Event. When you Approve the Course Offerings, all Activity Offering states change from
Draft to Planned. You cannot approve Activities, Courses, and Subject Codes after the Mass Scheduling Event has completed because individual
Activities can be scheduled directly.
Set as Draft (Revert Approved Activity)
Page 61
You can revert an Activity previously marked as Approved if it is not ready to be picked up by the external scheduler or otherwise consumed by
downstream processes by resetting it to a Draft state. Only an Approved activity can be Set as Draft. Use the following procedure:
1. Select activities that you want to revert. The Set as Draft button becomes enabled if one or more Approved AOs are selected.
2. Click Set as Draft. The Activity's state changes from Approved to Draft. If all Activities for the Course Offering are now Draft, the Course
Offering state will also become Draft.
Cancel an Activity
Use the following procedure to cancel Activity Offerings. Canceling an Activity Offering will remove any Actual Scheduling Information.
1. Select activities you want to cancel.
2. Click Cancel.
3. When asked to confirm, click Cancel Activity Offering(s).
The Activity will be canceled and any Actual Scheduling Information removed. Registration Groups will be updated.
Suspend Activity Offerings
Use the following procedure to suspend one or more Activity Offerings. Suspending does not remove Actual Scheduling Information.
1. Select activities you want to suspend.
2. Click Suspend.
3. When asked to confirm, click Suspend Activity Offering(s).
The Activity will be suspended and Registration Groups updated.
Reinstate Activity Offerings
Use the following procedure to reinstate (uncancel or unsuspend) one or more Activity Offerings.
1. Select one ore more canceled or suspended activities.
2. Click Reinstate. You see a confirmation screen displaying the eligible Activity Offerings that will be reinstated and the state to which the
Activity will be reinstated.
3. When asked to confirm, click Reinstate Activity Offering(s).
The Activity will be reinstated and any Registration Groups updated.
Delete an Activity
You can delete one or more Activity Offerings from the Course Offering in the given term. This is a permanent, irreversible action that also deletes
Registration Groups and potentially impacts Cross-Listed, Jointly-Defined, and Co-located Offerings.
1. Select the Activities you want to delete. This will activate the Delete button.
2. Click Delete. You see a Confirmation screen listing the Activity Offerings to be deleted.
3. When asked to confirm, click Delete Activity Offering(s).
The selected Activities are permanently removed from the Course Offering. Registration Groups will be updated. Activity and Registration Group
counts by cluster and by CO will be updated.
Add Cluster
To create a new Activity Offering Cluster, do the following:
1. Click Add Cluster.
2. Set the Format, Private Name (required), and Published Name (optional).
3. Click Add.
The newly created cluster can be populated by either adding or moving AOs into it.
Note: You may see a warning icon and error messages or Registration Groups with an Invalid State due to scheduling conflicts. To resolve
these errors, you must edit Activity Offerings as appropriate.
Add Cluster (through Move Activity)
To add a cluster through the Move Activity option, do the following.
1.
2.
3.
4.
5.
Select the Activities you want to move into a new cluster.
Click Move Activity.
Use the Move selected offerings to drop-down to specify where the activities should be moved.
Click Create new Cluster.
Set Private Name (required) and Published Name (optional).
6.
Page 62
6. Click Move.
The new cluster is added and the selected offerings moved.
Note: You may see a warning icon and error messages or Registration Groups with an Invalid State due to scheduling conflicts. To resolve
these errors, you must edit Activity Offerings as appropriate.
Move Activity
You can move an activity between Activity Offering Clusters as follows. An Activity Offering cannot be moved across different Format Offerings.
For example, a Lecture activity in a Lecture Only Format cluster cannot be moved into a Lecture/Lab Format cluster.
1.
2.
3.
4.
Select one or more activities you want to move.
Click Move to.
Select the destination cluster to which the Activities will be moved.
Click Move.
Note: You may see a warning icon and error messages or Registration Groups with an Invalid State due to scheduling conflicts. To resolve
these errors, you must edit Activity Offerings as appropriate.
Rename an Activity Offering Cluster
To rename an Activity Offering Cluster, do the following.
1. Click the Rename link.
2. Enter new Private Name (required) and Published Name (optional).
3. Click Rename.
Delete an Activity Offering Cluster
You can delete an Activity Offering Cluster and all of its associated Activity Offerings by clicking the Delete link. A warning page will appear,
asking you to confirm whether to delete the appropriate cluster in the named Course Offering. Since Activity Offerings are always associated with
clusters, this warning message reminds you that if you want to use the Activity Offeringss in this cluster in a different cluster, you must move them
prior to deleting a cluster. Registration Groups will automatically be deleted when the cluster is deleted
View Activity Offering Inquiry
You can view summary information about the selected Activity by clicking on the specific Activity Offering Code. This launches an Activity Offering
Inquiry window displaying detailed information on the Activity including Activity Offering details, Actual Scheduling Information, and Requested
Scheduling Information.
Copy an Activity
If you click the Copy action, you can create a copy of an Activity. The new Activity will have all the same information as the source Activity
including max enrollment, personnel, etc. Note that while Requested Scheduling Information is copied, Actual Scheduling Information that is
assigned by the external scheduler, is not.
Edit an Activity
If you click the Edit action, you can revise attributes of the Activity. For more information, see How-to-Guide - Edit Activity Offering.
Note: As illustrated below, there are hover tooltips in the following locations:
In the Subject Code View, Course Offerings table, under Course Offering Code column: Shared Scheduling (CL=Crosslisted).
In the Single Course View, Activity Offerings table, under Activity Offering Code column: Shared Scheduling (CO=Colocated).
In the Single Course View, in both the Course Offerings table and the Registration Groups table, Building column: Full building name.
Page 63
Reference Documentation
Toolbar button analysis
Technical Guide - Manage Course Offering (Activity Offerings and Registration Groups)
Technical Guide - Manage Course Offerings (Course Offerings Search Results)
How-to-Guide - Create Course Offering from Catalog or by Copy
How-to-Guide - Edit Course Offering
How-to-Guide - Edit Activity Offering
How-to-Guide - Manage Schedule Requests
(ENR FR 2013) How-to-Guide - Manage Final Exam Matrix
Final examination dates, times, and locations may be slotted and ultimately scheduled according to rules that do not change year to year. The
Final Exam Matrix contains and displays those rules. This guide provides information about how to manage the Final Exam Matrix. It contains the
following topics:
Terminology
How-To Steps
Navigate to Manage Final Exam Matrix Page
View an Existing Matrix
Add a Matrix or Specific Rules
Define Standard Final Exam Rules
Set Common Final Exam Rules
Edit Rule Statements
Editing a Rule Statement
Editing a Compound Rule Statement
Associate a Term or Subterm Type to Another Term's Matrix
Reference Documentation
Terminology
Course Offering (CO). A unique instance of a canonical course that is associated with an Academic Time Period or Term, such as
English 102 in Spring Semester, 2013.
Activity Offering (AO). The activity through which learning is imparted to the student, such as Lecture, Lab, Recitation, etc.
Exam Offering (EO). The final exam activity or event associated with the Course Offering or Activity Offering. Exam Offerings are
created dynamically with a rollover or the creation of a Course Offering or Activity Offering according to settings on the Course Offering.
Rule Statement. An individual condition or restriction that can stand on its own as a rule or in combination with other statements to
comprise the rule.
Rule Statement Option. The template available to create the Rule Statement. It may be a free form text box, or a statement that allows
you to enter one or more variables.
How-To Steps
The following sections provide information and steps for managing a Final Exam Matrix.
Viewing an Existing Matrix
Page 64
Navigate to Manage Final Exam Matrix Page
1. Log in to the system.
2. Select Enrollment.
3. Select Manage Final Exam Matrix.
View an Existing Matrix
1. Select the term or sub term type to which the matrix is attached.
2. Click Show.
3. You see headers/sections for Standard Final Exams, which are the Exam Offerings associated with Activity Offerings, and Common Final
Exams, which are the Exam Offerings set for Course Offerings or sets of Course Offerings. If a matrix is defined for either type, tables
indicate days and times for each.
4. You will have Add, Edit, and Delete functions for final exam matrix rule statements.
5. A checkbox next to the Standard Final Exam location determine by Activity Offering location statement above the Standard Final Exam
matrix allows you to use the location of the associated Activity Offering as the location of Exam Offerings.
Adding a Matrix or Additional Rules
Page 65
Add a Matrix or Specific Rules
Standard Final Exams refer to Exam Offerings associated with an Activity Offering, defined by an Exam Driver of Activity Offering in combination
with an Exam Activity Driver. Common Final Exams refer to Exam Offerings associated with an entire Course Offering, defined by an Exam Driver
of Course Offering. If no matrix exists for the selected term type for either Standard or Common, headers will appear in sections for each, but no
table of rule statements. To add the first rule statement (and create a matrix) or additional rules to an existing matrix, click the Add link.
Defining Standard Final Exam Rules
Define Standard Final Exam Rules
1. From the toolbar, click Add Statement.
2.
Page 66
2.
3.
4.
5.
Select a Rule Statement Option. Only the If course meets on <timeslot> option creates an executable rule.
Enter the Days, Start Time, and End Time to define the course time slot that governs the rule for scheduling an exam.
Click Preview to see the if portion of the rule.
To add another Rule Statement to the Rule and create a compound rule, Click Add Statement and repeat the above steps.
Note: For clarity in the display of the matrix it is typically best to create separate rules instead of a compound rule).
6. In the Requested Exam Offering Delivery Logistics section, add the assigned day for the exam. The available days in the drop-down
have been configured in the system.
7. Add the Start Time and End Time for the examination
8. If the days or times are unknown, check TBA.
9. Click Update Rule. The full matrix will be displayed as a list ordered by the activity time slot. The new rule will appear in the matrix.
10. Click Save to save the new matrix. Once the matrix is saved the Manage Final Exam Matrix selection screen will appear.
Setting Common Final Exam Rules
Set Common Final Exam Rules
1. From the tool bar, Click Add Statement.
2. Select a Rule Statement Option. The If course is <course> and If course is part of <courses> options will create an executable rule. Set
them as follows:
If course is <course>. Type in the desired course offering code or use the Advanced Search to select the course.
If course is part of <courses>. Select the desired type of course group to select a Named Course Set to choose from specific
Approved Courses to define a unique course set. Or, to define a course range, click the add button for each group. Multiple
options may be used with the same rule statement.
Note: Free Text may be used to define a rule for display purposes only. It will not be executed.
3. Click Preview Change to see the if portion of the rule.
4. To add another Rule Statement to the Rule and create a compound rule, Click Add Statement and repeat the above steps.
Note: For clarity in the display of the matrix it is typically best to create separate rules instead of a compound rule).
5. In the Requested Exam Offering Delivery Logistics section, under Days add the assigned day for exam. The available days in the
drop-down have been configured in the system.
6. Add the Start Time and End Time for the examination.
7. If days or times are unknown, check TBA.
8. Add Facility and Room if the exam has a known set location.
9. Click Update Rule. The full matrix will be displayed ordered by the exam day and exam time slot. The new rule will appear in the matrix.
10. Click Save to save the new matrix. Once the matrix is saved, the Manage Final Exam Matrix selection screen will appear.
Editing a Compound Rule Statement
Page 67
Edit Rule Statements
You can edit a rule statement, or adjust a compound rule statement using the following procedures.
Editing a Rule Statement
From the appropriate matrix (Standard Final Exam or Common Final Exam), click the Edit link for the rule that requires adjustment.
Click on the Rule Statement to highlight it.
Click the Edit button and then modify the information in the statement.
Click Preview, Update Rule and then Save to commit the change.
Editing a Compound Rule Statement
To change the order the two statements appear, highlight one statement then use the Move Up or Move Down button to adjust.
To change the operator from And to Or, select the operator in the drop-down
Click Update Rule and then Save to commit the change.
Selecting Associated Term Type and Viewing Another Term's Matrix
Page 68
Associate a Term or Subterm Type to Another Term's Matrix
1. On the master page for Manage Final Exam Matrix, choose the Term or Subterm Type you wish to associate with another term type's
matrix.
2. Click Show.
3. Under Use the same Matrix as: choose the Term Type that owns the desired matrix. You see the existing Matrix for the selected Term
Type, but because the Matrix is owned by another Term Type it is not editable.
4. Click Save. The page will refresh to the master page.
5. Return to the Manage Final Exam Matrix page, select the initial Term Type and click Show to view the associated Matrix.
Reference Documentation
Technical Guide- Manage Final Exam Matrix
(ENR FR 2013) How-to-Guide - Manage Schedule Requests
The Manage Schedule Requests feature allows departmental administrators to specify the scheduling information of an Activity Offering so that
the scheduling information can be processed by external scheduling software to make room assignments and to make those room assignments
available to other processes such as the Schedule of Classes. Managing Schedule Requests occurs within the context of Managing Course
Offerings on the Edit Activity Offering page (for more details on this page, refer to the How-to-Guide - Edit Activity Offering). Manage Schedule
Request is done after a set of courses (SOC) is rolled over and released to departments. The Department Schedule Coordinator (DSC) sets up
scheduling information requests to be assigned by the Scheduler during the Mass Scheduling Event. If the Mass Scheduling Event has already
occurred, the Central Schedule Coordinator (CSC) can assign scheduling information directly.
This guide provides information about managing schedule requests. It contains the following topics:
Terminology
How-To Steps
Navigate to the Edit AO Page
Manage Schedule Request Before the MSE
Standard vs Non-Standard Time Slots for CSC vs DSC
Manage Schedule Request After the MSE
Reference Documentation
Terminology
Set of Courses (SOC). The set of Course Offerings and Activity Offerings during a given academic time period.
Scheduling Information. Overall term referring to the time and location of an activity, which involves Days, Times, Facility, and Room.
Component (such as Scheduling Component or Schedule Request Component). The individual line of scheduling
information that includes fields like days of the week, beginning and end times, facility, room, and the like.
Requested Scheduling Information (RSIs). The scheduling component of the Activity Offering entered by the Department
Administrator for submission to the Scheduler.
Actual Scheduling Information (ASIs). The scheduling component of the Activity Offering that has been returned from the
Page 69
Scheduler with a successful assignment. This is where the AO will be taught. In Kuali Student, users do not interact with this
field. Changes to an activity's Actual Scheduling Information take place through the submission of a new RSI request.
Standard Time Slot. Time slots designated as a Standard type. These are intended for efficient time entry of scheduling information.
They Include day(s) of the week and start and end times, such as MWF 8-9:50 am, TTh 8-10:20am. They could also be set by term
length, such as Fall - full term (15 weeks).
Non-Standard Time Slot. A time slot that does not match a Standard time slot. To use a Non-Standard Time Slot, an AO must be
flagged with Non-Standard Time Slot Allowed.
TBA. A To Be Assigned scheduling component that does not require assignment from the Scheduler.
Central Schedule Coordinator (CSC). A configured role that represents the central administrator, typically in a Registrar's Office, who is
responsible for managing Course Offerings. This role has full access to all Course Offering functionality.
Department Schedule Coordinator (DSC). A configured role that represents the administrator in an academic department who is
responsible for managing Course Offerings for a specific department. This role has constrained access based on the which department is
responsible for the Course Offering. Other elements of access are also constrained in comparison to the Schedule Coordinator role. For
example, certain fields are not accessible, some actions are not available based on the SOC state, CO/AO state, and various milestones.
Scheduler. A software application such as Resource25 (R25) or Ad Astra that processes room scheduling requests from a student
information system and allocates the inventory of the institution's room pool to those requests. The software can process large groups of
scheduling requests and optimize the classroom assignments, and handle individual requests in a real-time interaction.
Lock-Out. The state of the Set of Courses (SOC), set by the Central Administrator, that prevents access to the Manage Course Offerings
process by department administrators.
Mass Scheduling Event (MSE). The asynchronous process in which the Central Administrator locks out access to the Manage Course
Offering process by departmental administrators and submits the Scheduling Requests for a large group of Activity Offerings of a
particular Set of courses (SOC) to the Scheduler for room assignments. This process usually occurs over the period of several days at
the end of which the room assignments are processed by Kuali Student into the ASI fields.
Mass Publishing Event (MPE). The batch process that makes scheduled activities available to the Schedule of Classes, Registration,
and the like.
How-To Steps
The following sections provide information and steps for managing Schedule Requests.
Navigating to the Edit AO Page
Navigate to the Edit AO Page
1. Access Manage Course Offerings from Enrollment.
a.
Page 70
1.
a. Enter the term value, such as 201301 for a term before the MSE - Open SOC state or 201208 for a term Post MSE - Published
SOC state, and the course offering code, such as CHEM131 and click Show to view the Single Course page view of the
Course. OR
b. Enter the term and partial course offering code, such as CHEM and click Show to view the Subject Code View Page displaying
a table of all CHEM courses. Click the Manage action link corresponding to the course in the table to get to the Single Course
Page view of the course.
2. From Actions, select to Edit the Activity Offering.
Managing Schedule Request Before the MSE
Page 71
Manage Schedule Request Before the MSE
1. Using the Add New Scheduling Information section under the Requested Scheduling Information header, select whether the component
is TBA or enter values for Days, Start Time and End Time, Facility, and Room.
2. Click Add to add the scheduling component. Repeat this process to add additional components. As you add components, they will
appear as lines in the Requested Scheduling Information table. Any of the requested scheduling components can be edited or deleted
before the MSE.
3. When you are finished adding components, click Update to save the requests to the database and exit the page, or Save Progress to
update the database and continue working on the page.
4. Approve the Activity Offering for scheduling. This can be done using either of the following methods:
a. Navigate back to the Manage Course Offering page for the specific CO, click the checkbox next to the AO, and select Approve fr
om the toolbar.
b. Navigate to the BSCI subject code page, click the checkbox next to BSCI379, and select Approve from the toolbar. This option
will approve for scheduling all Activity Offerings within that CO, not just the select AO.
Once the AOs are approved for scheduling and have RSIs, they will be assigned ASIs by the Mass Scheduling Event. For details on the MSE,
see the How-to-Guide - Manage Set of Course Offerings (SOC) states. Prior to the MSE, you can return to the edit AO page and add or delete
additional components at any time.
Standard vs Non-Standard Time Slots for CSC vs DSC
For terms that have Standard Time Slots (see How-to-Guide - Manage Time Slots), upon entry of Days and Start Time, the End Time
will default to a Standard Time Slot end time if there is only one match. If the combination of Days and Start Time matches more than
one Standard Time Slot, the End Time will have a drop down to select the matching time slot.
Based on the configuration of the Allowed, Needs Approval, or Not Allowed options, Non-Standard Time Slots can be used under the
following conditions:
The CSC will always be allowed to also use Non-Standard time slots.
The DSC will be allowed in cases where the institutional configuration is Allowed or Needs Approval, and the CSC has set the
Approved for non-standard time slots flag at the AO level.
To set the flag in a Needs Approval school, the CSC must tick the Allowed for non-standard time slots checkbox and then click Upda
te, as illustrated below:
Page 72
If the CSC has set the Approved for Non-Standard Time Slots flag, the DSC will be able to use Non-Standard Time Slots.
Otherwise, the DSC can only use Standard Time Slots and will get a validation error message if no standard time slots match the
Days/Start Time combination.
Managing Schedule Request After the MSE
Page 73
Manage Schedule Request After the MSE
1. Using the Add New Scheduling Information section under the Requested Scheduling Information header, select whether the component
is TBA or enter values for Days, Start Time and End Time, Facility, and Room.
2. Click Add to add the scheduling component. Repeat this process to add additional components. As you add components, they will
appear as lines in the Requested Scheduling Information table.
3. Post-MSE, when you are finished adding components, you will have the following options for how to proceed after making changes to the
AO which are found on the sticky footer:
Save Only. Deselect the Send revised scheduling information.. checkbox and click Update to save the requests to the
database without sending the updates to the Scheduler.
Save and Send Scheduling Information. Check Send revised scheduling information.. and click Update to save the requests
to the database and send all scheduling updates to the Scheduler.
Save progress and keep working. Click Save Progress to submit changes to the database and continue working on the page.
Information will not be sent to the Scheduler.
Reference Documentation
Technical Guide- Manage Schedule Requests
(ENR FR 2013) How-to-Guide - Manage Set of Course Offerings (SOC)
states
Page 74
A Set of Course (SOC) Offerings is created by rolling over a previous SOC into the target term. By managing the SOC as a group, you can
schedule or publish approved activities in bulk, and lock down managing of course offerings for departmental administrators during mass
scheduling or publishing events. The functionality for managing the SOC is part of Managing Course Offerings.
The creation of the SOC and releasing it to departmental administrators are handled outside of the Manage SOC screens, but all other
functionality that relates to the SOC is done through the Manage SOC screen. This guide describes the functionality that allows you to manage
the SOC Offerings as a group. It contains the following topics:
Terminology
How-To Steps
Manage Set of Courses Prior to Publishing
Lock the Set of Courses
Initiate the Mass Scheduling Event (Send to Scheduler)
Release the SOC Back to Departmental Administrators
Publish Approved Activities for Consumption
Reference Documentation
Terminology
Set of Courses (SOC). The set of Course Offerings and Activity Offerings during a given academic time period.
Mass Scheduling Event (MSE). The batch process that sends requested scheduling information to the external scheduler and receives
the results.
Mass Publishing Event (MPE). The batch process that makes scheduled activities available to the Schedule of Classes, Registration,
etc.
How-To Steps
The following sections provide information and steps for managing Set of Course Offering (SOC) states.
Note: To illustrate taking an SOC through the full lifecycle, this section assumes that a 201505 SOC was created through Rollover and
released to departments using a Source Term of 201205.
Managing a Set of Courses Prior to Publishing
Manage Set of Courses Prior to Publishing
The Manage Set of Courses (SOC) page allows you to take the set of courses for a Term through its lifecycle. The left hand panel displays the
possible SOC states, indicates the current state of the SOC, and the date and timestamp when it entered each state. The right hand panel gives
details about the Scheduling and Publishing processes for the SOC, as well as access to any action buttons that may be available for moving the
SOC through its lifecycle. To access the Manage SOC page, do the following.
1.
2.
3.
4.
Log in to the system.
From the Enrollment home page, click Manage Set of Courses.
Enter a Term. For example, you could enter 201505.
Click Show. You see details for the selected term. To change to another term, enter the term code.
Page 75
Locking the Set of Courses
Lock the Set of Courses
An SOC can only be locked after the point at which it has been released to Departments and is in an Open state. To lock as SOC, do the
following:
1. From the Set of Course page, click Lock Set.
2. When asked to confirm, click Lock Set. The SOC stats will be changed to Locked
Initiating the MSE (Sending to Scheduler)
Page 76
Page 77
Initiate the Mass Scheduling Event (Send to Scheduler)
To initiate the Mass Scheduling Event (MSE) batch process that sends requested scheduling information to the external scheduler, do the
following:
1. From the Set of Course page, click Send Approved Activities to the Scheduler.
2. When asked to confirm, click Send Activities. You will see an indication that Scheduling is in progress. A time stamp will display when it
is completed.
Releasing the SOC Back to Departmental Administrators
Page 78
Release the SOC Back to Departmental Administrators
After the MSE has completed, you can release the SOC back to Departmental administrators for final prepublishing edits.
1. From the SOC page, click Allow Final Edits.
2. When asked to confirm, click Allow Final Edits. The SOC state will be changed to Final Edits
Publishing Approved Activities for Consumption
Page 79
Publish Approved Activities for Consumption
After any final edits, you can publish the approved activities for consumption by other system functions such as the Schedule of Classes.
1. From the SOC page, click Publish Set.
2. When asked to confirm, click Publish Set. You will see an indication that Publishing is in progress. A time stamp will display when it is
completed.
Reference Documentation
Technical Guide - Manage SOC
(ENR FR 2013) How-to-Guide - Manage Time Slots
There are three types of time slots: Standard, Non-Standard, and TBA. To make entry of scheduling information for Activity Offerings (AOs) more
efficient and to enforce local scheduling policies, you can use Standard Time Slots rather than creating ad-hoc time slots for every activity. The
Central Scheduling Coordinator (CSC) and the Department Scheduling Coordinator (DSC) roles can use Standard Time Slots when adding
scheduling information. Then, based on the configuration of the Allowed, Needs Approval, or Not Allowed options, Non-Standard Time Slots can
be used under the following conditions:
The CSC will always be allowed to also use Non-Standard time slots.
The DSC will be allowed in cases where the institutional configuration is Allowed or Needs Approval, and the CSC has set the Approved
for non-standard time slots flag at the AO level.
The Time Slot Management page outlined in this guide allows you to add, edit, or delete Standard Time Slots. These Standard Time Slots power
the drop-down/auto-suggest functionality when entering scheduling information. For more information on scheduling see How-to-Guide - Manage
Schedule Requests, How-to-Guide - Edit Activity Offering , or How-to-Guide - Manage Course Offerings. This guide provides the following
information about managing time slots:
Terminology
Navigation Steps
Navigate to the Time Slot Management page
View Standard Time Slots by Term
Add a Standard Time Slot
Edit a Time Slot
Page 80
Delete a Time Slot
Reference Documentation
Terminology
Scheduling Information. Overall term referring to the time and location of an activity, which involves Days, Times, Facility, and Room.
Component (such as Scheduling Component or Schedule Request Component). The individual line of scheduling
information that includes fields like days of the week, beginning and end times, facility, room, and the like.
Requested Scheduling Information (RSIs). The scheduling component of the Activity Offering entered by the Department
Administrator for submission to the Scheduler.
Actual Scheduling Information (ASIs). The scheduling component of the Activity Offering that has been returned from the
Scheduler with a successful assignment. This is where the AO will be taught. In Kuali Student, users do not interact with this
field. Changes to an activity's Actual Scheduling Information take place through the submission of a new RSI request.
Standard Time Slot. Time slots designated as a Standard type. These are intended for efficient time entry of scheduling information.
They Include day(s) of the week and start and end times, such as MWF 8-9:50 am, TTh 8-10:20am. They could also be set by term
length, such as Fall - full term (15 weeks).
Non-Standard Time Slot. A time slot that does not match a Standard time slot. To use a Non-Standard Time Slot, an AO must be
flagged with Non-Standard Time Slot Allowed.
Term Type. The term type is an entity that is defined by the term in which it will be offered and its time span, such as half or full.
Navigation Steps
The following sections provide information and steps for managing Time Slots.
ManagingTime Slots
Navigate to the Time Slot Management page
1. Log in to the system.
2. Select the Enrollment Home link.
3. Select the Manage Time Slots link
Page 81
View Standard Time Slots by Term
1. Specify a single or multiple Term Type(s) to be viewed. To select multiple
2. Click Show Time Slots. You see a table with Standard Time Slots for the selected term(s).
terms, hold down Control or Shift.
Adding a Standard Time Slot
Add a Standard Time Slot
1. Specify a single or multiple Term Type(s). To select multiple terms, hold down Control or Shift.
2. Click Show Time Slots. You see a table with Standard Time Slots for the selected term(s).
3. Click Add Time Slot. You see a pop up window to fill out the detail of the time slot you want to add. Note only term types selected in Step
1 are visible in this pop up.
4. Select Term Type, enter the days without spaces, set valid start and end times, and then click Add Slot.
Warning. You will get an error message and the time slot will not be added if you attempt to add any of the following:
A non-unique standard time slot.
A standard time slot using incomplete data, such as omitting a start time, end time, or days.
Editing a Time Slot
Page 82
Edit a Time Slot
1.
2.
3.
4.
Select the Term Type(s) containing the time slot you want to edit. To select multiple terms, hold down Control or Shift.
Click Show Time Slots. You see a table with Standard Time Slots for the selected term(s).
Click the Edit link in the Action column for the time slot you want to edit. You see a pop-up window to edit the detail of the time slot.
Make your edits and then click Save.
Warning. You will get an error message and changes will not save if you attempt to edit the following:
A standard time slot that is already being used in AO scheduling information.
A standard time slot using incomplete data, such as omitting start time, end time, or days.
An existing time slot that results in duplication.
Deleting a Time Slot
Delete a Time Slot
1. Select the Term Type(s) containing the time slot you want to delete. To select multiple terms, hold down Control or Shift.
2. Click Show Time Slots. You see a table with standard time slots for the selected term(s).
3. Check the boxes for the time slot(s) you want to delete. You see a Confirm Delete pop-up window. Click Cancel if you don't want to
delete the time slots
4. Click Delete Time Slots. Eligible time slots will be deleted.
Note: You cannot delete time slots that are in use in AO scheduling information.
Reference Documentation
Scheduling Service: Time Slot Types
Technical Guide - Manage Time Slots
Page 83
(ENR FR 2013) How-to-Guide - Perform Rollover
One of the initial steps in setting up a new term is creating the new course offerings. Most institutions offer similar courses in similar ways from
one year to the next. Because of this, you can rollover (copy) the courses and activities from a previous chronologically similar term to a proposed
future term when beginning the course set up process. For example, you might roll over Fall 2013 as a starting point for Fall 2014. The simple
rollover process copies all course offerings, associated format/activity offerings, and the registration groups and details from a previous term into a
new term.
Even though you are rolling over like terms (Fall to Fall), the new term may need different constraints. For example, at many institutions exam
offerings are created, slotted, and scheduled in tandem with courses and activities. While the exam offering creation process is tied to the rollover,
it's not part of it since exam offerings are created fresh each term.
This guide contains the following information about performing a rollover:
Terminology
How-To Steps
Perform the Rollover Process
Rollover Validations
View the Outcome of the Rollover (Rollover Details)
Release Courses to Departments
Rollover and Colocation
Reference Documentation
Terminology
Source Term. The prior term that contains the set of course offering data to be copied.
Target Term. The new term into which the source term data will be copied.
Rollover. The process of copying the courses and activities from a previous term into a new term to begin the process of setting up the
offerings for a term.
Simple rollover. An unfiltered rollover process that includes all courses, activities, and their associated details.
Complex rollover. A filtered rollover process in which you can exclude certain data from the copy process, such as instructor
information, scheduling information, canceled Courses, and the like.
Set of Course Offerings (SOC). The set of activities associated with a given academic time period.
How-To Steps
The following sections provide information and steps for performing a Rollover.
Viewing Rollover Details
Page 84
Perform the Rollover Process
1.
2.
3.
4.
5.
6.
Log in to the system.
Select Enrollment Home.
Select the Perform Rollover link.
Enter the source term value. For example you might enter the following previous term: 201208.
Enter the target term value. For example, you might enter the following: 201308.
Click Rollover Course Offerings.
This will initiate the rollover process and lead you to the Rollover Details page.
Page 85
Rollover Validations
Like Terms. This prevents you from using different kinds of terms. Only similar chronological terms are used. For example, a Fall term
can only be rolled to another Fall term.
Offerings already exist. This prevents you from performing a rollover into a Target Term in which course offerings already exist.
Continue without Exams?. This requires confirmation before performing the rollover if an exam period does not exist for the target
session. Exam Offerings can only be created in terms with an associated exam period.
View the Outcome of the Rollover (Rollover Details)
The Rollover Details page presents data about the process and also displays any course offerings that failed to be copied over in the rollover
process. You will automatically arrive at this screen when initiating the Rollover process. You can also access this page directly to view the
details of any term's Rollover using the Rollover Details link on the Enrollment Home page. To do so, enter a term to view its Rollover Details.
Note, a rollover will have to have been performed in the system to view Rollover Details for a term.
The Rollover Details page provide the following:
Status. Indicates whether the process is In Progress or Complete. The rollover process takes time. To monitor its progress, click on the
Refresh button next to the status. This will update the information displayed on the screen. Once the process is complete, you will have
access to the Release Courses feature (see below).
Course Offerings/Activity Offerings. Displays the number of Course Offerings and Activity Offerings that were transitioned from the
source term and indicates how many were not transitioned. This provides a quick high-level check to make sure the numbers are what
was expected. It also allows you to use Rollover Details to examine transition numbers over to time.
Non-Transitioned Course Offerings. Displays any course offerings that were not rolled over into the Target Term. Since a Simple
Rollover provides no rollover constraints, the following reasons are implemented:
Catalog Course is retired and the retirement date/term precedes the Target Term.
Catalog Course has been modified with a new version. The Source Term Course Offering relates to a previous version of the
Catalog Course whose version end date/term precedes the Target Term.
Data Error indicates an issue with the data that you will need to confirm.
Manage Course Offerings. You can access the Manage Course Offering search page directly from the Rollover Details page if you want
to make adjustments prior to releasing the courses to department administrators.
Release Courses to Departments
Once you have finished setting up the new term with the course offering data copied from a previous term, you can use the following steps to
make this data available to departmental administrators so that they can update course offering information as necessary.
1.
2.
3.
4.
Access the Rollover Details page for a term whose rollover status is listed as complete.
Click Release Courses.
Review the declaration statement and click the box confirming this action.
Click Confirm Release Courses.
You see the Rollover Details page where there is a notation that the term's set of course offerings (SOC) have been made available to
departmental users. This sets the state of the term's set of course offerings (SOC) to the Open status.
Note: The Release Courses button does not appear if courses have already been released.
Rollover and Colocation
Activities that are collocated in the Source term will be rolled over and collocated in the Target term.
Reference Documentation
Technical Guide - Rollover
(ENR FR 2013) How-to-Guide - Schedule of Classes
The Schedule of Classes functionality allows students, faculty, and administrators to search and view course offerings for a term. You can only
view terms that are in a Published state in the Schedule of Classes. By default, the schedule will not display course offerings in a Draft or Cancell
ed state; however, you can configure which states will show up in the list. This guide provides information about Search functionality and Search
Results Views. It contains the following topics:
Terminology
How-to Steps
Navigate to the Schedule of Classes
Search For a Schedule
Expand Results Views
Reference Documentation
Page 86
Terminology
Schedule of Classes. The list of classes (in this case Course and Activity Offerings) that are being offered by an Institution in a given
Term.
Set of Courses (SOC). The set of Course Offerings and Activity Offerings during a given academic time period.
Course Offering (CO) Code. The code that designates a particular course offering. It is comprised of the subject code and the number,
such as CHEM455. Note that spaces are not valid between the Subject Code and the number.
Subject Code. The part of the course offering code related to the subject, such as CHEM, BIOL, ENGL, etc.
Activity Offering Cluster (AOC). An object that contains a set of Activity Offerings that relate to one another within a Course Offering.
Registration Group. The course instance object into which a student registers. This may be represented as an individual Course
Offering with a single activity, or as a Course Offering with multiple activities that have been grouped for the purpose of registration. For
example, a course composed of a Lecture/Lab activity group.
How-to Steps
The following sections provide information and steps to search for and view Class Schedules.
Navigating to Schedule of Classes
Navigate to the Schedule of Classes
1. Log in to the system.
2. From the portal page, select Enrollment.
3. Select Schedule of Classes.
Searching for a Schedule (by Course, Department, Instructor, or Title/Description)
Page 87
Page 88
Search For a Schedule
You have four Search Type options:
Course Code. Allows you to search by course offering code (ENGL206) partial code (ENGL2), or subject code (ENGL).
Department. Allows you to search by curriculum content owner organization.
Instructor. Allows you to search by the course instructor's last name.
Title & Description. Allows you to use keywords to search course offering titles and descriptions.
Use the following procedure to search for a schedule using any of these options:
1. From the Term drop-down, select the desired Term. The Term with the closest future start date is displayed by default.
2. From the Type of Search select a search option. You have the following choices:
Course. Enter the whole or partial Course Offering code. For example, you could enter ENGL, ENGL1, or ENGL101. The more
detail you provide, the more exact the search return will be.
Page 89
2.
Department. Enter the exact department name in text box, such as ARHU-English. If the name does not match exactly, you will
get an error message. Alternately, you can click on the magnifying glass icon to perform an advanced search of in the
Organization Lookup window. To perform a search:
Enter the full or partial name of the department, such as EN or ENGL in Abbreviation field, or English in Name field,
and click Search.
From the list of options, click Select on the row with the desired department name. This will close the window and
populate the text field on the Schedule of Classes page.
Instructor. Enter an exact instructor name in text box, such as Lopez, Mathew. If the long name does not match exactly, you will
get an error message. Alternately, you can click on the magnifying glass icon to perform an advanced search in the Person
Lookup window. To perform a search:
Enter the full last name with or without full or partial first name (such as Lopez, Lopez, M, or Lopez, Matthew) in the Na
me field and click Search.
From the list of options, click Select on the row for with the desired instructor name. This will close the window and
populate the text field on the Schedule of Classes page.
Title & Description. Enter a character string in the search box that matches the course title or description data, such as writing o
r creative.
3. Click Show. You see a table with course offerings matching your search parameters.
Expanding Search Result Views (by Cluster or Registration Group)
Page 90
Expand Results Views
The Course Offering table provides general information about course offerings and expanded views providing more detailed information about
each course. This information varies depending on institutional configuration of the activity offering presentation.
1. To expand the search results, click Show. You see the list of courses for the term that meet your search parameters. The list includes the
following information for each course:
Code. The course offering code.
Title. The title of the course offering.
Credits. The credit value of the course offering.
Additional Info. Special information related to student grading options (such as P/F or audit), honors and grading (such as letter
or %), etc.
2. To view details of a course and related Activity Offerings (AO), click the Plus icon next to the course code.
Page 91
You will see a course offering description and detailed information about the associated activity offerings, including:
Code. The AO code.
Activity type. The AO type, such as Lecture, Discussion, etc.
Days. The days of the week for the AO.
Start Time. The time the AO starts.
End Time. The time the AO ends.
Building. The building where the AO meets.
Room. The room where the AO meets.
Instructor. The AO instructor
Seat. The maximum number of seats for the AO.
Additional information. Additional information about the AO, such as honors designation or an association with a Subterm.
Depending on how your system is configured, you may also see details about Cluster or Registration Group. If your organization has
configured a course to display by Cluster in the Schedule of Classes, you will see all the above details as outlined above, but the
AOs will be organized under the Activity Offering Cluster Name. If your organization has configured a course to display by
Registration Group in the Schedule of Classes, you will see all the above details outlined above, but the AOs will be organized under
the Activity Offering Cluster Name, grouped by Registration Groups.
Note: As illustrated below, there are hover-over tooltips in the following locations to provide more details about the information in certain
colums:
Course Offerings. Building column and Additional Info column.
Activity Offerings table. Activity Offering Code column and Additional Info column.
Reference Documentation
Technical Guide - Schedule of Classes
Page 92
Документ
Категория
Без категории
Просмотров
28
Размер файла
7 702 Кб
Теги
1/--страниц
Пожаловаться на содержимое документа