Dates and Deadlines
Feb 21, 2020
|Roll over of classes; mark classes not being offered as cancelled or inactive prior to this date. Class build for 202009 and 202101 begins. More information and guidelines can below.|
|March 02, 2020 – May 07, 2020||Departments to ensure that all 202009 and 202101 classes are made unavailable on the web. Classes are made web viewable to students if they are built and error free. Departments run weekly Class Verification Master Long and QUAL-2200 Class Build Quality Assurance Reports in Crystal reports, fix errors and maintain class build as necessary.|
|May 07, 2020||Error-free deadline - class build for 202009 and 202101 complete and error-free.
Space Booking assigns classrooms starting May 08, 2020. Classes that are incomplete and have errors will not be assigned a room.
|June 2020||Registration for students begins for 202009 and 202101.|
Guidelines and InformationThe 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.
- To ensure proper room assignment use the sum of enrolment values of all cross listed 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 an increase 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
UREG068 - 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.
QA-2200 Class Build Quality Assurance
The QA-2200 Class Build Quality Assurance Report 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
In an effort to better place classes, the Space Booking Office has created a Space Request Form. If special requirements are needed for a class, please complete this form by May 04, 2020 to highlight any back to back classes (where one professor is teaching two classes one right after the other), accessibility needs, special requests for pedagogical teaching needs, etc. The space booking office will do their best to accommodate, but cannot guarantee all requests will be met.
Assigning rooms for classes is a huge task. The space assignment 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.
We ask that you 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.
If the class does not need a space or you will be using an internal space, enter NA under building, and NO_ROOM under room. This process is critical to have completed before the class build deadline. With the current space crisis, it is imperative that the space booking office is only assigning spaces to classes that need a location. For departments/colleges booking CLRC in the Health Sciences Building, 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. If you receive a conflict error on any other spaces that you are trying to assign, contact the space booking office as that space may already be assigned to another class.
As there are very few small General Classroom Pool spaces we are also asking departments/colleges to use as much internal space as possible for small classes, seminars and tutorials.
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.