Dates and Deadlines
|March 2||Class build for 201709 and 201801 begins. Detailed guidelines and information can be found on the class build website.|
|March 2 - April 21||Departments to ensure that all 201805 and 201807 classes are made unavailable on the web (except those requiring registration beginning in June - 994/996).
Departments run weekly class error identification reports in Crystal Reports, fix errors, and maintain class build as necessary.
|April 21||Error-free deadline - class build for 201709 and 201801 complete and error-free.
Room scheduling assigns classrooms and classes that are incomplete and have errors will not be assigned a room.
|April 28||Classes should be made web viewable for students. Any classes not built at this time are to be clicked as web unavailable including all 201805 and 201807 classes.|
|June||Registration for students begins (exact dates TBA in March).|
Guidelines and information
The guidelines and information document outlines details and examples regarding the class build process. It is intended to be used with the training manual you received during the training session.
Note when building classes
- “Max. enrollments” need to be as accurate as possible because the system chooses a room based on this number. We need to make sure larger rooms are available for larger classes.
- Classes are to remain as ‘not yet available’ and not viewable by students until they are correctly built.
- Classes that are incomplete and have errors will not be assigned a room (see class-error identification report below)
- Ensure you are using the WEB attribute for online classes so students can search for these classes
- Seminars and open learning classes do not get exams scheduled. If you are offering a seminar or open learning class and would like an exam, please contact the exams office.
- For classes that will not need an exam scheduled by central exam scheduling the XCS1 code can be added to the first blank attribute field in SSADETL (not including exam exempt classes which have a separate code).
- Please mark any classes not offered as cancelled to assist our office with identifying errors when looking at error reports.
- Certain attributes will need to be added or maintained at the class level only (no longer on course level):
- ON/OFF campus student fee attribute
- MT1/MT2 multi-term attribute
- audit attributes
- NOAC – no academic credit
- Program specific attributes
- Departments and colleges are also reminded to attach the syllabus to their classes. If the syllabus is not attached to a class record, important information (such as prerequisites and corequisites) will not display on course offerings.
Setting an enrolment limit
Since an efficient allocation of room space helps all departments on campus, your max enrollment should reflect historical enrolment data. We understand that enrolments can change year over year so we try to allow for a 20% buffer; e.g. If your class has historically and consistantly had 30 students register into it, your max enrolment value should be 36 (30 x 1.20). This will allow for increases in enrolment while also allocating space efficiently.
If you think that your class will experience greater than a 20% increase in enrolment for the coming year, please contact class build to discuss your request.
Departments can restrict enrolment in their classes to students registered in certain colleges or programs, or can restrict enrolment only to students who have been granted permission to take the classes.
These restrictions are placed on classes when they are built and are enforced by PAWS which checks for prerequisites and corequisites to ensure students meet the requirements of the classes they are registering for. Instructors and department heads can also issue prerequisites waivers for students in their classes.
Class Build Reports
Class verification – master long
The class verification – master long report lists all of the classes that are in the system for your selected terms when run for all status types.
Use this report to track your changes for the class build, as well as to determine which sections need to be canceled and inactivated. The most up to date training materials are available in the Student Information Users Group in PAWS under the files/training/class maintenance folder.
Class-error identification report
The class-error identification report (REG054) lists errors in the class build along with instructions on how to correct them. Colleges/departments are responsible for running this report on a regular basis and correcting all errors prior to students registering in classes.
In order to have space allocated to your department/college, the class build needs to be error-free.
If there are errors in a class record, the class may not load into the room scheduling software correctly and space will not be assigned. If you have any questions, please feel free to contact room scheduling.
Release of Unused Seats
The release of unused seats in sections where blocks of seats have been held for students in a particular college, program or major using registration restrictions is done at the departmental/college level at a time decided on by the college.
The following are the steps used to release seats held by registration restrictions:
- Locate the class to be updated on SSASECT.
- Select the course section restriction form (SSARRES) from the options menu.
- Select the appropriate tab (e.g. college, program, field of study).
- Click on the restriction to be removed to highlight the record and use record – remove to remove the registration restriction.
- Save the record
Assigning rooms for classes is a huge task. The room scheduling process begins after hours on the error-free deadline date. Any classes that are not complete and error free will not be assigned a room.
Room scheduling has asked everyone to also pay particular attention to the assigning building and rooms section of the guidelines and information document. Only those who have scheduling authority over particular rooms are to enter a building and room number for sections. Otherwise, leave these sections blank or remove the existing room while doing your build.
However, if space is NOT required, you may enter NA under building, and NO ROOM under room. For departments/colleges booking CLRC in the Health Sciences Building to place “HLTH” for the building and “2200” for the room. In both of these situations because the rooms share the space at the same time/date potentially, it is important to ALWAYS place “O” for override, otherwise you will receive a conflict error.
Email email@example.com with general or configuration questions related to the class build.
Student Information Systems
Email firstname.lastname@example.org with technical questions related to the class build.
Email email@example.com to confirm your build is complete and error-free.