Adding a Section to a Single Component Course

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Last Updated: April 28, 2015 1

Adding a Section to a Single

Component Course

This tutorial will explain how to Add a Section to a Single Component Course. Begin by clicking on Curriculum Management  Schedule of Classes  Maintain Schedule of Classes

Search for an Existing Class

At the Search Criteria page, we’ll want to search for an existing course and then schedule it for a future term. The system enters the Academic Institution value based on your user default settings. If the Academic Institution field does not default to UBFLO, update this field. Enter a four digit TERM number that you want to add a new section in. You can use the magnifying glass to select the term from a list. Term numbers are determined by a code. If you enter 2141, the “2” is the century, the “14” is the year, and the “1” is for the spring semester. “1” would be spring, “6” would be a summer session, “9” would be fall semester, and “0” would be Winter session.

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Last Updated: April 28, 2015 2 Click the “Search” button when you are done. You’re search results will appear. Click on the link to go to that record. (If you are scheduling into the future, you may not get a search result, but may be the first one to be adding a section. You’ll proceed right to the Basic Data Page).

Basic Data Page

Use the Basic Data page to define sections, add specific class fees, topics, attributes, and designate a course administrator. For our example, our intention is to add a class section after the schedule has been published. We’ll see form our example, we only have one section of this Psychology class. We want to add another. To do this, click the + (PLUS) sign. You’ll want to search for a specific subject. Use the magnifying glass to search for one. We’ll use Psychology or PSY for our example. Finally, enter and appropriate catalog number. For our example, we’ll search for 451.

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Last Updated: April 28, 2015 4 Session The Session field represents the type of Session to which the class sections of this course offering belong. If you need to find a type of Session, use the Look Up function (Magnifying Glass). This will already be defaulted to “1” for a Regular 15 week session. Class Section The Class Section field represents a unique alphanumeric designator for a class section. For example, the PSY 451 Lecture class could have 20 sections; each would have a unique section number. In this example we are going to add a PSY 451 Lecture (Component: Lecture). We are going to identify this Lecture as C3. (There already exists a C, C1, and a C2). Enter the desired information into the Class Section field. Enter a valid value such as “C3”. If there is a pre‐existing class section, follow the alphanumeric scheme. The other Class Section had “C”. So, we’ll type “C3”. If we were going to add a third section we would type “C4”. Make sure that there are no duplicate values from the other sections. Component The system populates the Component field by default to the graded component on the Catalog Data page (such as Lecture, Laboratory, and Discussion) of the course. There can be multiple Components and sections within a course offering. This will already be defaulted “LEC” for Lecture.

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Last Updated: April 28, 2015 5 Associated Class By using Associated Class numbers you link class sections that constitute a single course offering. For example, you can gather a certain number of Lecture, Lab, and Recitation sections into one Associated Class number to indicate the three Components are related to one another. If you are scheduling a new section, the system populates the Associated Class field with “1” by default. When you schedule the first section of a course offering and use the prompt box, the system will display this default value. You can manually enter any new one to four digit number into the field. This field needs to change each time on a single component course and it needs to match on multiple component courses. This will already be defaulted to “1”. For our example, we’ll want to change this to “5” to associate it to the Lecture part of the course. Note: Do not use association #’s 90‐99 as they are reserved to designate non‐billable classes You must change the association to a unique value that is not already in use. _Campus The system populates the Campus field by default from the Course Catalog – Offerings page, indicating the Campus that offers the course. 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 The Location field values are linked to campuses on the Campus Table page. A Campus must be specified before you select a Location. Course Administrator This field should be blank _OrganizationAcademic The system populates the Academic Organization field by default from the Course Catalog ‐ Offerings page. The Academic organization refers to the organization (department) that offers the class. Academic Group The system populates the Academic Organization field by default from the Course Catalog ‐ Offerings page. _{Holiday Schedule} The system populates the Holiday Schedule field by default from the Course Catalog – Offerings page. This will already be defaulted to “UBSHS” for UB Standard Holiday Schedule and should not be changed.

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Last Updated: April 28, 2015 6 Instruction Mode The Instruction Mode field indicates how the class is taught, such as in person, interactive TV, the world wide web, or correspondence. The system populates this field from the course catalog. You can override this value if needed. Primary Instr Section This field will populate from the Class Section field Start/End Date The Start/End Date field indicates when the new course will begin and end. The system populates this field by default to the Start/End dates of the Session for the corresponding Term. Various Checkboxes Only check the Schedule Print checkbox. Click on the Meetings Tab

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Meetings Tab

The Meetings page is used to define class meeting patterns and facilities, link instructors to classes, and specify room characteristics. Facility ID You’ll need to enter the facility that the class is located. If you do not know the Facility ID, use the Look Up function to select/find a UB building and room. If you want centrally scheduled space, type “CSS”. If you are going to use locally scheduled space, you can type the local information in this field. Capacity This shows the capacity of the room _Pat Always use the Pat filed to schedule a meeting pattern as query procedures pick up on this field rather than the checkboxes in #6. To select a meeting pattern use the Pat (Meeting Pattern) field or the Look Up function. In this example, we want to schedule this Component to meet on “Saturday”. Mtg Start Click the Mtg Start field and enter a valid value of when the class will start. For our example, we’ll start it at 5:00 PM.

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Last Updated: April 28, 2015 8 Mtg End The system will populate a time for the Mtg End after you have entered a Mtg Start based on the normal class duration defined for this meeting pattern. You will change this as necessary. Days You’ll also see that the system automatically checks the appropriate day for the meeting when Pat field (#3) is filled in. Topic ID You should never use this field Instructor ID Use the Look Up function to identify the primary instructor for the class section. Add or Delete Instructors If you have more than one instructor for the class section, use the +(Plus) button to add a new row. You’ll then use the Look Up function to select an additional instructor. All other fields on this page can be left as is. Click “Save” when you are done completing this form. Let’s click on the “Enrollment Cntrl” tab located at the top of the page.

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Enrollment Cntrl Tab

The Enrollment Control page is used to set enrollment limits and capacity requirements and to identify sections for which you want the system to auto enroll students. There are only two fields that you need to be concerned about on the Enrollment Ctrl tab. Requested Room Capacity The Requested Room Capacity can be different than the Enrollment Capacity because the system stores two separate capacity values. This field enables you to manipulate the room capacity without affecting enrollment capacity. You’ll use this field to indicate registration room size prior to seating. Enrollment Capacity The system populates the Enrollment Capacity by default from the default section size on the Course Catalog‐Components page. Use this field to indicate the section capacity. Click “Save” when you are done completing this form. Next, click the Reserve Cap tab located at the top of the page.

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Reserve Cap Tab (Optional)

This is optional. Complete as necessary. See the “Reserve Seats in a Class” job aid. Click on the Notes Tab.

Notes Tab (Optional)

Use the Notes page to link existing class notes or free‐form text notes to class sections. Class Notes are printed in the Schedule of Classes to provide students with information on the class. You may select Not Nbr (preconfigured notes) or Free Format Text (free form). If you select Preconfigured Note and then Copy Note – it will move the note to the free form and you can edit it.

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Note Nbr Use the Look Up feature to see preconfigured notes. From the _{list, we’ll select “$70 Fee” link}

Note Nbr Note box Once you have selected the Note Nbr, you’ll see that this box is filled in with the complete description of the preconfigured note. Free Format Text Note box If you want to edit the note, click the button and the preconfigured text will move to the Free Format Text Note box. You can just freely type text here as well. Click to clear the notes from both boxes and the Note Nbr. Click “Save” when you are done completing this form. Next, click the Exam tab from the top of the screen

Exam Tab

The Exam page is view only. Note: The Final exam assignments are done via a batch process and must be done so to reserve Centrally Scheduled space. All subsequent updates are manual

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Last Updated: April 28, 2015 12 Exam Time Code This field is generated from the Exam Code Table. Combined Exam This is checked to allow for sharing of a room Exam Date This is populated from the Exam Time Code Table Exam Start This is populated from the Exam Time Code Table Exam End This is populated from the Exam Time Code Table Class Exam type This is populated from the Exam Time Code Table Facility ID This is assigned through the batch process You have now completed the procedure for adding a class section.