Class Scheduling-MentorsMaintain Schedule of Classes
Class Scheduling-Mentors
July, 2006
Class Scheduling-Mentors
This course explains how to maintain a schedule of classes in PeopleSoft 8.9 Student Administration
Course Objectives
This course explains:
- Create a schedule of classes.
- Schedule a class section.
- Add a topics section.
- Create combined sections.
- Add meeting patterns to a scheduled class.
- Run a report listing the schedule of classes for a term
Table of Contents
Class Scheduling-Mentors
Course Objectives
Course Contents
Class Scheduling Process
Maintain Schedule of Class Component
Basic Data Page
Meetings Page
Enrollment Cntrl Page
Reserve Capacity Page
Class Notes Page
Schedule Class Meetings Components
Practice I – Add New Section to Schedule of Classes
Exercise 1-1: Scheduling a Class Section-Verify Course Attributes
Exercise 1-2: Scheduling a Class Section—Adding a Class Note
Exercise 1-3: Scheduling a Class Section-Adding a Free Form Text Note
Exercise 1–4: Scheduling a Class Section – Special Topics
Exercise 1–5: Scheduling a Class Section –Off-Campus Location
Practice 2 – Cancelling a Section
Exercise 2.1: – Cancelling a Section
Adjust Class Association Component
Class Association Page
Class Components
Class Requisites
Update Sections of a Class Component
Class Event Table
Practice 3 – Adjust Class Associations, Components and Requisites
Exercise 3-1: Adjusting Class Associations
Dynamic Dating a Section
Dynamic Dating a Section
Linking Dynamic Class Dates to Sections
Class Meeting Pattern
Messages
Practice 4 – Add a Dynamic Date Section to the Schedule of Classes
Exercise 4-1: Scheduling a Dynamic Date Class Section-Adding notes
Exercise 4-2: Scheduling a Dynamic Date Section—Using the Override Feature
Identify Combined Section Component
Combined Sections Page
Practice 5 – Scheduling Combined Sections
Exercise 5-1: Scheduling Combined Sections-Within Subject
Exercise 5-2: Scheduling Combined Sections-Cross Subject
Print the Schedule of Classes
Print Class Schedule Page
Report Option Page
Practice 6 – Printing the Schedule of Classes
Class Roster
Class Roster Page
Print Class Roster Page
Practice 7 – Printing a Class Roster
Exercise 7-1: Printing a Class Roster-Cancelling Class Section
Class Scheduling Process
Below is the class scheduling process. The boxes shaded in gray indicate the task that will be completed by the Registrars Office or your School/College designated Schedule Manager.
Maintain Schedule of Class Component
When you set up PeopleSoft Student Records Schedule of Classes for the first time, you will be scheduling new courses. From that point on, you will only use the Scheduling New Course component when a newly approved course is to be scheduled. To make changes to already scheduled courses, you will use the Maintain Schedule of Classes component. This lesson today will cover the components, pages and steps you will use to maintain your Schedule of Classes.
Basic Data Page
You will use the Basic Data page to define sections, add topic, and course attributes.
Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes
This is the Basic Data Page:
These are the Basic Date page fields:
Field / DescriptionClass Section group box:
Course Offerings / The system uses the course offering number to distinguish cross-offered courses where the course ID, subject and course number are the same but are offered by more than one campus.
Each campus has its own offering number
1 = Tempe, 2 = West, 3 = Polytechnic and 4 = Downtown Phoenix
Auto Create Component / ASU does not use this box.
Session / Defaults from Term/Session setup for the career. If a change is needed, select from the pre-defined values established. For example REG (regular session) represents the standard 15 week semester term.
Class Nbr / This is similar to the ASU Line Number. Auto-assigned based on the order the class is added to the schedule. First number indicates semester. When the schedule rolls from one term to another, the Class Number will change.
Class Section / Identifies individual sections of the same course offering number. When the schedule rolls from one term to another the Class Section number does not change.
Start/End Date / Defaults from the session table. If this needs to modified, be sure to make the change on both the class section area and the meetings meeting pattern section (under the meetings page).
Component / The system populates this field by default to the graded component on the Catalog Data page (such as Lecture, Laboratory, Discussion, and so on) of the course. Only components that have been setup in the course catalog may be selected.
Field / Description
Event ID / Created when a facility is scheduled if using PeopleSoft scheduling tools. We are not utilizing this feature as all room scheduling will be completed with Ad Astra.
Class Type / Defaults from Course Catalog setup. A class type of Enrollment indicates the primary enrollment section. The class type of Non-Enrollment is used to indicate that that the section is used in auto-enrollment. Within a class, only one component can possess the class type of Enrollment.
Associated Class / This number must be different for each section of a class, unless multiple sections of a class constitute a single offering. For example, if you have a lecture and another section that is optional, but linked to the lecture, then both should have the same associated class number. One hint to keep associated class numbers unique is to make the last number of the Class Section and the Associated Class the same.
Campus / The system populates the Campus field by default from the Course Catalog - Offerings page, indicating the campus that offers the course. You cannot revise this default. If a specific Campus was not identified in the course catalog and does not default, then you can, on a section-by-section basis, schedule classes at various campuses.
Location / Locations indicate where the class is taught–either on a campus or one of 9 other off campus general locations. The specific site is indicated on the Meetingspage.
Course Administrator / Select the course administrator ID of the person in charge of the course (usually the primary instructor). This field is informational only.
Field / Description
Academic Organization / The system populates the academic organization by default from the Course Catalog - Offerings page. The academic organization refers to the organization that offers the class. You can override this value.
Academic Group / The system populates the academic group by default from the Course Catalog - Offerings page
Holiday Schedule / By default this will always be ASUSR which is updated each term and represents the standard holiday schedule.
Instruction Mode / The system populates this field by default to In Person, but you can override the value. The instruction mode indicates whether the class is taught In Person or using Interactive TV, World Wide Web, Correspondence, and so on. Instruction Mode values are defined on the InstructionalMode page.
Primary Instr Section / Enter the primary instructional section number if applicable. This field is specifically used for distance learning classes. You can use this field to indicate in which section the instructor resides. This field is for informational purposes only.
Schedule Print / The setting of this check box populates by default to the setting on the Course Catalog - Offerings page. Select this check box to display the class in the schedule of classes. If you clear this check box, the section does not display in student or visitor class search when accessed through PeopleSoft Campus Self Service. Students can enroll in these classes, but only if they enter the exact class number.
Student Specific Permissions / Select this check box to set up student specific class permissions. Student specific permission numbers enable instructors or administrators to control section enrollment by granting advance permission to individual students.
Field / Description
Include in Dynamic Date Calc / The system automatically selects this check box whenever you make a change to the class meeting pattern or class dates of a class section within a dynamically dated session because these changes can potentially impact the Dynamic Class Date process calculations. When you run the Dynamic Class Dates process using the Process Scheduler (Dynamic Class Dates page), you have the option to use this field as a parameter.
Generate Class Mtg / Select this check box to indicate that you want the system to always generate attendance rosters for this class. This value defaults from the Course Catalog - Components page each time that you schedule a new course. ASU will not use class attendance rosters.
GL Interface Required / ASU does not use this field
Class Topic group box:
Course Topic ID / Enter a course topic ID to link course topics to class sections. Select a topic ID for the section. Topic ID values are defined on theCatalog Data page. Additionally, you can also attach topics to specific class meeting patterns.
Print Topic in Schedule / If you enter a topic ID, this check box becomes available for entry. The system selects this check box by default. You can change the setting.
Equivalent Course group box:
Course Equivalent Course Group / If the course is linked to an equivalent course group on the Catalog Data page, the system displays that information in this field and the Override Equivalent Course check box becomes available for entry.
Override Equivalent Course / Select to override the Catalog Data setting for this class section.
Field / Descriptions
Class Equivalent Course Group / Enter another equivalent course group for the class section in this field.
Class Attributes group box
Course Attributes and Course Attributes Value / ASU will use this field to indicate the course funding code. Initial values default from catalog setup. Do not change unless directed.
Meetings Page
You will use the Meetings page to define class meeting patterns and link instructors to classes.
Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes
This the Meetings Page:
These are the fields on the Meetings page:
Field / DescriptionMeeting patterns group box:
Event ID / The system creates a unique Event ID record in the Event table when you schedule a class with a meeting pattern and Facility ID. ASU will not utilize this feature as all room scheduling will be completed with Ad Astra.
Facility ID / Indicates the building and room where a class is taught if on campus. If off-campus, indicates the site.
Capacity / The system populates this field by default to the setting on the Facility Table page.
Pat (pattern) / If the class has a standard meeting day and time, select the pattern from the pre-defined list and the meeting days will automatically populate for you. Otherwise leave the field blank
Mtg Start/End / Enter the start time of the class and Depending on days of week and begin time of class the end time is automatically populated, and can be changed as needed. Additional rows can be added for different meeting days/times. All meeting patterns display to the student.
Monday, Tuesday, Wednesday, Thursday, Friday, Saturdayand Sunday / The system populates the meetings days by default based on what is entered in the Pat field. Ifa Capacity Pat was not chosen to populate these fields, do so manually by clicking the checkbox to indicate the day(s) of the week the class meets.
Start/End Date / For the first meeting, the system populates these fields to the start and end date from the Session table. For all subsequent meetings you add, the system populates this field from the start and end dates on the Basic Data page.
Topic ID / ASU does not use this field.
Field / Description
Free Format Topic / ASU does not use this field.
Print Topic on Transcript / ASU does not use this field.
Contact Hours link / ASU does not use this field.
Course Contact Hours / ASU does not use this field.
Weeks of Instruction / This data defaults from the Term/Session table.
Total / ASU does not use this field.
Total Course Contact Hrs (Actual) / ASU does not use this field.
Instructors for Meeting Patterns group box:
Combine Section link / This link displays when a class is combined with another section. When a class is combined you cannot change meeting pattern data such as day or time on this page. You must make these changesthrough the Schedule Class Meetings component.
ID / Enter the EMPL ID or select from the pre-defined list the instructor who will teach this class. Leave blank if is unknown (the field will default to STAFF on the student self service pages). The instructor must be defined in the Instructor/Advisor table. If you need an instructor added to the table please contact your department representative.
Name / The instructors name will automatically appear after making the selection above.
Instructor Role / If an instructor is selected, choose the appropriate instructor role. Primary Instructor is the default.
Print / Select to display the instructor's name on the Schedule of Classes report. The system populates this check box by default to the setting on the Course Catalog - Offerings page.
Field / Description
Access / Select the grade roster access for this instructor. The delivered options are:
Approve: Instructor can enter grades and approve the grade roster.
Grade: Instructor can only enter grades for the class.
Post: Instructor can enter grades, approve the roster, and post the grades.
Contact / ASU does not use this field
Room Characteristics group box:
Room Characteristic / Select from the predefined list for room needs.Insert a row for each characteristic needed. The room characteristics selected will be used by Ad Astra when selecting a room for the class section.
Quantity / Indicate quantity needed of item selected above.
Enrollment Cntrl Page
You will use the Enrollment Control page to link sections for which you’d like the system to Auto Enroll students define the capacity for the Wait List, and define the Minimum Enrollment Number.
Navigation: Home>Curriculum Management>Schedule of Class>Maintain Schedule of Classes>Enrollment Cntrl
This is the Enrollment Cntrl page:
These are the fields on the Enrollment Cntrl page:
Field / DescriptionEnrollment Control group box:
Class Status / Defaults to Active. The class will only display in the class search when the status is Active. Can be changed to the following:
Cancelled Section–will cancel enrollment in class.
Stop Further Enrollment – will stop further enrollment in the class
Tentative Section- will not allow enrollment in the class.
Cancel Class / Will only activate when class status is changed to Cancel Section.
Consent / The system populates this field by default from the Catalog Data page indicating the type of consent (if any) required for students to enroll in the class. You can override the value.
If you select Instructor or Departmental, consent is granted either by entering the permission number or using the Override Permissions check box on the Enrollment Request page.
Select the Student Specific Permissions check box on the Basic Data page to be able to specify permission by student ID on the Class Permission Numbers page.
If Student Specific Permissions is not checked, random permission numbers must be generated and distributed or use the Override Permissions checkbox (not available in Self-Service.)
Field / Description
1st Auto Enroll Section / This functionality is used to automatically enroll a student in an associated class component of an enrollment section, i.e. enroll in a lecture component be automatically enrolled in a lab section. Reserved for future use.
2nd Auto Enroll Section / See above. Reserved for future use.
Resection to Section / Enter the alternative section in which the system automatically enrolls a student if the primary section is full. The component of the primary section and the resection to section class must be the same. For instance, when Section 1 Lecture is filled, the system enrolls students in Section 3 Lecture. Reserved for future use.
Auto Enroll from Waitlist / If this is checked, and wait-listing is used, you can run a process that moves students from the waitlist into a class when room becomes available. Reserved for future use.
Requested Room Capacity / Defaults from the default section size on the Course Catalog and can be changed here.
Enrollment Capacity / Defaults from the default section size on the Course Catalog – Components page and can be changed here. When enrollment reaches this number, the Class Enrollment Status changes from Open to Closed.
Wait List Capacity / Used to enter the number of students who can be on the waitlist for this class. Reserved for future use.
Total / The system displays the current total of students enrolled and on the wait list for the section.
Field / Description
Minimum Enrollment Number / Enter the minimum enrollment number in order for the section to be offered. This field is for informational purposes only.
Reserve Capacity Page
You can define any number of Reserve Capacity groups for a class. Each of these capacities is associated with an Enrollment Requirement Group, which defines the conditions a student must meet in order to be given a Reserve Capacity seat.