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8.

Course Catalog

We can attach four unit types to a course in the course catalog:


• Minimum units
• Maximum units
• Academic progress units
• Financial aid progress units

Minimum Enter the minimum units and maximum units that the course is worth. The
Units and minimum and maximum units are the same, except for a variable unit class. For a
Maximum variable unit class, the minimum and maximum units would constitute a range,
Units and the student or administrator would be able to select from within that range
how many units the class is worth. For example, the minimum units could be set
at 2, and the maximum units could be set at 3. After you schedule the class, you
can enroll the student and enter the number of units the student chooses to take
for the class in the Units Taken field on the enrollment page.
Academic The system uses academic progress units in conjunction with the billing factor to
Progress Units calculate billing units and, subsequently, per unit fees.
The system also uses academic progress units to calculate academic load.
Academic progress units are usually equal to the minimum/maximum units,
except for a multi-term class.
A multi-term class is when all credit for a sequence of classes (HIST 101a +
101b) is granted once a student completes the last course in the sequence.
To prevent the student from earning units taken, which are used to calculate
GPA, or units earned, which are used by the Academic Advisement application,
you could enter 0 in the Minimum Units field and the Maximum Units field. Then,

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you could enter 3 (or another unit value) in the Academic Progress Units field.
The system would calculate the billing units and academic load using 3 (or
another unit value) academic progress units, but the student would earn no credit.
Financial Aid Enter the number of units for the course that the system counts towards tracking
Progress Units a student's financial aid load for a term.

Note. When minimum units and maximum units are not equal, the Academic Progress Units field
and the Financial Aid Progress Units field on the Catalog Data page become unavailable, and
Progress Units and FA Progress Units on the enrollment page appear by default from the
student’s Units Taken field value.

Last Course of Multi- Select this check box so that academic progress units can be less than
Term Sequence the minimum units for this course. The academic progress units for the
last course in a multi-term course is less than the minimum units because
the minimum units have been accumulating over the entire sequence,
and they are only granted after the student completes the last course.
The academic progress units, on the other hand, are still granted for each
course in the sequence, so they are less than the minimum units at the
end of the sequence. See the Multi-Term Course example in the next
section.
Enrollment Unit Load The value you enter determines how the enrollment engine calculates the
Calc Type (enrollment student's academic load.
unit load calculation Values are:
type)
Actual Units: The system populates the Enrollment Unit Load Calc Type
field with Actual Units by default. Enter this option for any course that has
identical values for the Minimum Units, Maximum Units, and Academic
Progress Units fields. The exception to this rule is when you are creating
a variable unit course; even though the minimum and maximum units are
different, use Actual Units. The enrollment engine calculates the number
of units the student can take in the term by looking at the Units Taken
field on the Enrollment Request 1 or Student Enrollment 1 page (see the
Variable Unit Course example that follows). You can also enter this
option for a remedial course, as an example, if you do not want the
course to count toward the student’s academic load.

Academic Units: Enter this option for any course that does not have
identical minimum units, maximum units, and academic progress units,
such as remedial courses and multi-term sequence courses. Entering this
option requires the system to look at the academic progress units when it
calculates academic load. For example, the minimum units and maximum
units might be 0 because you do not want academic level and GPA to be
affected by this course. The academic progress units might be 3 so that
the course would be used to calculate academic load and billing units
(see the Multi-Term Course example that follows). Furthermore, you
could use this option for a remedial course, as an example, if you wanted
the course to be used in calculating load but not in calculating GPA.
Course Count If you count courses (in addition to units) toward academic advising
requirements or limits, enter a course count value in this field. The
system populates this field by default from the course catalog. The
course count indicates the worth, or count, of the course towards an
advising requirement. Some institutions count courses, as well as units,
towards degree requirements.
Course Contact Hours The system populates this field by default from the Schedule of Classes -

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Instructor Contact Hours page, where the value is used to calculate total
contact hours. Each component of the course can have different contact
hours on the Components page.
Grading Basis Enter a grading basis for the course. Grading basis values are defined on
the Grading Scheme Table page. You can override the grading basis for
individual class offerings when you create the schedule of classes.
Graded Component The system displays the graded component based on the Grade Roster
Print field value on this page and the Graded Component field value on
the Components page.
Grade Roster Print Enter the type of grade roster that you want to print for this course
offering, as processed through the Grade Roster Print page
Values are:
By Student: Enter to print grade rosters for each student. Each student
has a distinct grade roster, separated by a page break.
Component: Enter to print grade rosters for the graded component of the
course. The graded component is specified on the Components page.
Instructor: Enter to print grade rosters for the graded component of the
course. The graded component is specified on the Components page. A
copy of the grade roster prints for each instructor, primary or otherwise.
The number of copies that prints is equal to the number of instructors for
the course, primary or otherwise.
None: Enter to not print a grade roster for the course.
Repeat for Credit Select this check box to indicate that the class can be repeated for
additional credit, as opposed to repeating for grade improvement only. If
you do not select the check box, the class is subject to the repeat rules
set up in the Repeat Rule Table component.
Allow Multiple Enroll Select this check box to permit a student to enroll in this course multiple
in Term (allow times within the same term. An example would be an independent study
multiple enrollments course.
in term)
Total Units Allowed The system populates this field by default with the maximum units for the
course (by default, one full course completion is always permissible).
However, if you have selected the Repeat for Credit check box, you may
edit and increase this value. This value must be equal to or greater than
the maximum units for the course. The system enforces the lower of the
two limits, units or completions, that you define.
Total Completions The system populates this field with 1 by default (by default, one full
Allowed course completion is always allowed). However, if you have selected the
Repeat for Credit check box, you may edit and increase this value. This
value must be equal to or greater than 1. The system enforces the lower
of the two limits, units or completions, that you define.
Instructor Edit Enter a value to indicate how you want the system to prompt for
instructor IDs during class enrollment. This option determines the
availability of and the prompt values for the instructor ID field on the
Enrollment Request, Quick Enroll, Enrollment, and self-service
enrollment pages. The system populates the value for the Instructor Edit
field by default to the Class Associations page, where you can override
the value. Values for this field are delivered with your system as translate
values.
Values are:

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No Choice: Enter if you want the system to make the Instructor ID field on
the Enrollment Request page unavailable and to automatically assign the
instructor who is scheduled to teach the class, as indicated on the
Assignment tab of the Schedule of Classes - Meetings page: Thus, the
student has no choice of instructor.
Class Instructor Edit: Enter this option if you want the system to make the
Instructor ID field on the Enrollment Request, Quick Enroll, Enrollment,
and Self Service Enrollment pages available and to prompt the user with
only the Primary Instructors for the class, as defined on the Meetings
page. Select this option for independent study courses or the like, for
which the student can select one of several Primary instructors.
Instructor/Advisor Edit: If you enter this option, the Instructor ID field
appears on the Enrollment Request, Quick Enroll, Enrollment and Self
Service Enrollment pages. The system prompts the user with only the
instructors available to teach this course, as defined on the
Instructor/Advisor Table page.
Add Consent and The No Consent, value appears by default.
Drop Consent Values are:
No Consent: Enter if no special consent is required for a student to add
or drop a class.
Instructor or Department: Enter if consent is required.
Consent can be granted by using class permission numbers or student
specific permissions. The consent requirement can be overridden in the
enrollment process by setting an override permission option.
Requirement Enter a requirement designation for the course. A requirement
Designation designation can be additional work that is needed for a course, such as
Design Credit, or a requirement designation can specify a special variety
of a course to use in a course list for the Academic Advisement
application.
Requirement designation values are defined on the Requirement
Designation Table page. Example requirement designation values are
Design Credit, Thesis Choice, and so on.
Requirement designations are provided to the Academic Advisement
application.
Equivalent Course You can enter an equivalent course group for the course. Equivalent
Group course groups are defined on the Course Equivalencies page. Here, you
are adding the course to a group of equivalent courses for requisite
checking and degree progress requirement purposes. If two courses
have the same Equivalent Course Group number, then they are
equivalent to each other and can fulfill the same requirement.
Course Attribute and Enter the general characteristics that describe the course offering in the
Course Attribute Course Attribute and Course Attribute Value fields. Course attributes are
Value defined on the Course Attribute Table page. Course attributes are not
provided to the Academic Advisement application. They are primarily
used for institutional research purposes, and for printing repetitive text in
the catalog and schedule of classes. Example course attribute and
course attribute values are Degree Seeking Only - Open to Students in
Any Plan and Fall - Offered in Fall Only.
Override Topic Link ID Select to manually update topic link IDs. When you select this check box,
the Topic Link ID field becomes available for edit. Use this functionality to
link course topics across effective-dated rows by giving them the same

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topic link ID.

Example of Multi-Term Course


At PSUNV when a student takes History 101A for the fall term and History 101B for the spring
term, the student's credit for both courses is contingent upon the successful completion of the
entire course sequence. To define this multi-term course in the course catalog, we purposefully
place the minimum units, maximum units, and academic progress units out of synchronization so
that the enrollment engine correctly calculates the student's academic load and GPA. The course
catalog might look similar to this:

Cours Term Minimu Maximu Academic Last Course Enrollment


e of m Units m Units Progress of Multi- Unit Load
Stdnt Units Term Calculation
Enroll Sequence Type

Histor Fall 0 0 3 No Academic Units


y 101a 1999

Histor Spring 6 6 3 Yes Academic Units


y 101b 2000

Because the minimum and maximum units are set to 0, History 101a will not be calculated in the
student’s GPA or Academic Level (if academic level increments by units, that is). But when the
student completes History 101b, he or she will receive credit for both classes because the
minimum and maximum units are set to 6. Academic load and billing units will be counted for both
classes because academic progress units are set to 3 and the Enrollment Unit Load Calculation
type is set to Academic Units.

Example of Variable Unit Course


At PSUNV, students can select how many units they earn for ENGL 1a. They can select from the
range of 2 and 3 units. Because ENGL 1a is an elective course, they can take it for only 2 units,
in which case they are not required to complete a final project. Students who complete the project
earn 3 units. In this case, the course catalog might look similar to this:

Cours Minimum Maximum Academic Financial Enrollment Unit


e Units Units Progress Units Aid Units Load Type

ENGL 2 3 Unavailable Unavailable Actual


1a

When students enroll in ENGL 1a, they have to select how many units to take. If they enroll online
or through an interactive voice response system, they can select the number of units they want to
take when they add the class. If they enroll in person, the Registrar’s Office will most likely create
an enrollment request. If the minimum and maximum unit fields on the Course Catalog Data page
vary, the Units Taken field on the Enrollment Request page becomes available, and the
Registrar’s Office can enter the number of units the student chooses to take. The possible
enrollments would look like this:

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Stude Units Units Academic Financial Aid Billing
nt Taken Earned Progress Units Units Units

Studen 2 2 2 2 2
t1

Studen 3 3 3 3 3
t2

As shown, the student chooses the number of units to take and the system determines the units
earned, academic progress units, and financial aid units based on the units you enter in the Units
Taken field when the student enrolls in the class.

Course Offering Page:

Course Offering Nbr: used for sequencing


Academic Institution - UOFAB will be defaulted into this field.
Academic Group - the Faculty that the course belongs to.
Subject Area- is the course (e.g. ENCMP).
Catalog Nbr - is the approved course number (e.g. 100 for ENCMP 100).
Academic Organization - is the department offering the course.
Academic Career - the system defaults the Academic Career associated with
the catalog
number. For example:
Courses numbered 100 to 499 will have an Academic Career of
Undergraduate (UGRD).
Courses numbered 500 or above will have an Academic Career of
Graduate (GRAD).
Campus - indicates where the course is being delivered, either Main or Off
Campus.

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Course Approved Enter the course approved status.
Enter Pending or Denied to prevent anyone from scheduling the class—the
system does not list the course in the class scheduling function.
Enter Approved, and select the Allow Course to be Scheduled check box to
enable scheduling of the course offering.
Allow Course to Select this check box so that the course can be scheduled for a term. A
be Scheduled course can only be scheduled for a term if you select this check box, and set
the Course Approved field to Approved.
GL Interface Select to include this class in the GL Interface process. If you select this
Required check box, the system requires you to enter the necessary data into the GL
Interface page of this component.

Course Components Page

Course Component - Indicates the type of section, e.g., Lecture, Laboratory,


Seminar, etc.
Instructor Contact Hours - The number of hours the instructor is in contact
with
the class for the specified component.

9. Schedule New Courses:

In the Schedule New Course component you can view all courses from the
course catalog that can be scheduled.
In the Schedule of Classes component you can view only those courses that
have been scheduled for a term.
In the Schedule Class Meetings component you can view the Meetings page, the
Enrollment Cntrl (enrollment control) page, and the Exam page, and make edits

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without accessing the entire class and all of its sections in the schedule of
classes.
In the Schedule Class Section component you can view only individual class
sections of a course that have been scheduled for a term.

When you add a class, some fields are populated in the Basic Data Page; these
default from the Course Catalog.

Enter Class Section number, following the standard labeling convention, as


shown below.
For non-Engineering courses adding a class restricted to Engineering students,
section labeling must be preceded with an E. For example MATH 101 Lec EA1,
Lab EA2, etc.
Engineering courses will have the standard labeling.
The system will allow 3 characters in this field. Classes can be labeled A1 up to
A99, B1 to B99, etc. if required.

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Campus / Location defaults to MAIN.
For Off Campus classes the location will print in the class description in Bear
Tracks.
The Instruction Mode will default to “In Person”, but this option can be
overridden, The Instruction Mode may be viewed on Bear Tracks if the mode is
equal to “In Person”.
The Primary Instr Section allows you to indicate where the instructor
resides for
distance learning classes.

Auto Create If you click this button, the system automatically creates one component for
Component each of the components that you have selected to auto create on the
Course Catalog - Components page. The system populates the pages in
the schedule of classes with the required data for each component. This
saves you data entry and ensures that one section for each component is
scheduled. If you have multiple class sections for each component type, you
must still define the remaining class sections manually.
Class Section For each component that the system creates automatically, enter the class
section number. The system defaults into the Class Schedule Entry page
the field values of the pre-existing class section.
Note. If you have begun to schedule sections of a course and you then click
the Auto Create Component button, the process only creates a section for
those components that are set to Auto Create on the course catalog and
have not yet been scheduled.

Session Enter the type of session to which the class sections of this course offering
belong.
Class Nbr (class The system creates a unique class number identifier that students can use
number) when they enroll in a class.

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Class Section Enter the class section. It must be unique within course offering and
session.
Start/End Date The system populates this field by default to the start and end dates of the
session (as specified on the Session Table page). You can override the
dates for an individual class. The schedule of classes start and end dates
can extend beyond the boundaries of the session begin and end dates.
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. You can have multiple components and sections within a course
offering.
Class Type The class type of Enrollment indicates which section is the primary section
at enrollment time. The class type of Non-Enrollment is used to indicate that
the section choice is the student's secondary enrollment option, or that the
section is used in auto-enrollment. Within a class, only one component can
possess the class type of Enrollment.
For example, at PSUNV Microbiology 240 has Lecture, Laboratory, and
Discussion components. There are 5 lecture, 10 laboratory, and 15
discussion sections. We might select the discussion sections as the
Enrollment sections, the lecture sections as the Non-Enrollment section
using auto-enrollment, and the laboratory sections as Non-Enrollment
sections with a student choice of lab section at enrollment time.
Associated Class Select an associated class number from the list box, or enter an associated
class value of your own. By using associated class numbers, you link class
sections that constitute a single course offering. For instance, in our
previous example, we'd gather a certain number of lecture, lab, and
discussion sections into one associated class number to indicate that the
three components are related to one another. If you are scheduling a new
section, the system populates the Associated Class field to 1 by default.
When you schedule the first section of a course offering and use the prompt
box, the system only displays this default value. You can use a prompt
value, or you can manually enter any new one- to four-digit number into the
field. Upon saving the page, the system extracts the necessary course data
from the course catalog, creates a row in the Class Associations component
for this class association number, and populates the row with the
appropriate course catalog data. When a student enrolls in a class, the
system verifies that the student has enrolled in a section with all required
components of the course from within the same associated class number.
If you add a new class associations value to a scheduled class, and you
want to make changes to the class association data that the system extracts
from the course catalog, you must make your changes on the Class
Associations component.
A special associated class number, 9999, enables you to associate a
section with any other section. However, you can only use this associated
class number for non-graded components.
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.
Note. Because you cannot revise the campus value if one was provided on
the course catalog level, it is best if you do not identify a specific campus on

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the Course Catalog - Offerings page unless absolutely necessary.

Location Enter the location of the campus. Location values are linked to campuses
on the Campus Table page. A campus must be specified before you select
a location.
Course Select the course administrator ID of the person in charge of the course
Administrator (usually the primary instructor). This field is informational only.
Academic The system populates the academic organization by default from the
Organization 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.
Note. You can define global notes by academic group, which can appear on
the Schedule of Classes report. In addition, academic group controls the
valid meeting pattern values and their corresponding normal class duration
values.

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 Instruction Mode page.
Important! You can generate attendance rosters for only those classes with
an instruction mode value of P.

Primary Instr Enter the primary instructional section number if applicable. This field is
Section (primary specifically used for distance learning classes. You can use this field to
instructional section) indicate in which section the instructor resides. This field is for informational
purposes only.
Add Fee To add a class section fee, you must click the Add Fee button for each new
class section.

Class Topic

Course Topic Enter a course topic ID to link course topics to class sections. Select a topic ID for
ID the section. Topic ID values are defined on the Catalog Data page. Additionally,
you can also attach topics to specific class meeting patterns.
Print Topic in If you enter a topic ID, this check box becomes available for entry. The system
Schedule selects this check box by default. You can change the setting.
Note. In order for the topic to appear on the transcript, you must select the Print
Course Topic check box on the Transcript Type - Enrollment/Statistics page.

Equivalent Course Group

Course Equivalent If the course is linked to an equivalent course group on the Catalog Data
Course Group page, the system displays that information in this field and the Override
Equivalent Course check box becomes available for entry.
Override Select to override the Catalog Data setting for this class section.
Equivalent Course
Class Equivalent Enter another equivalent course group for the class section in this field.

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Course Group

Class Attributes

Course Attributes Use the Course Attributes field to link attributes to class sections. The system
and Course populates this field and the related course attribute values from the course
Attribute Value catalog. You can override or amend these values. Values for course
attributes are defined on the Catalog Data page.
Note. Course attributes are used primarily for institutional research and
reporting purposes and to print repetitive text in the course catalog and
schedule of classes. Course attributes are not used by the Academic
Advisement application.

MEETINGS PAGE
The Meetings page is used to define the day and time the class meets, the
room
and the instructors.

Meeting Pattern
• Enter a Facility ID
• Activate the checkbox General Assignment, if a centrally scheduled
classroom is required.
• Enter the Meeting Pat. Meeting Patterns need to be entered sequenced by
days and times. A MWF combination should be entered before a TR
combination.

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**If the Class Meeting pattern does not follow standard meeting patterns, you
can define your own meeting pattern by leaving the Meeting Pat field blank.
• Enter the Mtg Start time. If the Class Meeting pattern does not follow
standard meeting patterns, enter the *Mtg Start time and the *Mtg End time.
Enter appropriate Start/End Dates, if the dates indicated are not appropriate.
• Select the days of the week when the class meets.

The Topic ID and Free Format Topic fields are not used by the University.

Additional Meeting Pattern


1. add an Additional Meeting Pattern
2. The Instructor ID, Contact hours, Role, etc. will default from the previous
meeting pattern. Make any necessary changes.
3. All other fields are completed the same as for the first meeting pattern.

Note:
If the class was offered in the same term the previous year, it is included in
the Term Rollover and the room from that term will default into the Facility
ID field. If the class is new this term then a facility will need to be added. If
the class is to be held in a room controlled by a department then the ID of
the room is entered into the Facility ID field. If the room required is a
centrally scheduled room then the facility ID is entered into the Pf Fac
(Preferred Facility) field. A report is generated overnight and the
appropriate department will review the selection and approve the selection
if it can be managed. If there is no facility assigned TBA will print on Bear
Tracks. If a room is shown in the Facility ID field, activating the General
Assignment checkbox will delete the room. A different room will then be
assigned.

Instructors for Meeting Pattern


• Enter the Instructor’s ID or use the Lookup icon to search. The
instructors must be activated on the Instructor / Advisor Table before they can
be associated with a class. If there are multiple instructors, insert a new row
by clicking on the Insert a New Row icon.
• Enter the Instructor Role or select from the Drop Down List.
• Activate the Print checkbox if instructor’s name is to be printed on
Bear
Tracks.
• Select the appropriate Grade Roster Access using the Drop Down
list. Leave the field blank if this access is not to be granted.
• The system will populate the Contact hours based on the meeting
patterns.

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Room Characteristics
The Room Characteristics frame is used to link Room Characteristics to
Classes and to choose the instruction mode of the class. Room Characteristics
are important if you require a centrally scheduled room for the class.
Select the Room Characteristic using the Lookup icon.
Enter a quantity. The default value is 1.
Press Alt 7 or click on the Insert a New Row icon to define additional
Room Characteristics and quantities.

ENROLLMENT CONTROL PAGE


The Enrollment Control page allows you to define the Enrollment Capacity
and
Minimum Enrollment as well as link sections the system will Auto Enroll students
in. When a new class section is added, the Class Status will be Tentative. Once
ETT activates the Lock Section checkbox, the class status will change to Active.
Note:
If there is a Preferred Facility chosen in the Meetings panel it is important
to indicate the room characteristics of that room. Room Characteristics will
be used in the optimization process to determine room assignment

. If
Room Characteristics have been defined in the course catalog
they
will be defaulted to the schedule of classes.

Select the appropriate *Add Consent and *Drop Consent for this class
Select from the list of Translate Values, that is required to enrol in or drop the
class. No Consent - enter if no special consent is required for a student to
add or drop a class. Dept Cnsnt and Inst Cnsnt - enter if consent is
required.
This closes the class to web registration however the student will be allowed
to drop the class through the web registration system.
Enter the 1st Auto Enroll Section the system should automatically
enroll the
student in. This will be a Non-enrollment section
Enter the 2nd Auto Enroll Section the system should automatically
enroll
the student in. This will be a Non-enrollment section.
Enter the Requested Room Capacity to reflect the size of the room
required.

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The room capacity must be greater than the Enrollment Capacity to allow
departments to manipulate the Enrollment Capacities without affecting
room
scheduling. If you require multi-facilities, the Requested Room Capacity
should reflect the total capacity of all rooms.
Enter the number of enrollments allowed. An Enrollment Capacity of 0
will
only be allowed for classes in department scheduled rooms. If an Enrollment
Capacity is left at 0 the system will read that class as being full.
Enter the Minimum Enrollment Number, to set the minimum number
of
students for the class section to be offered.

RESERVE CAPACITY PAGE


Reserve Capacity page allows you define reserve capacities (seat
reservation)
for class sections.

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Enter the groups from the most restrictive to the least restrictive. The system
will process registration requests in the order of the Requirement Group(s)
and will stop processing the request when the student matches a
Requirement Group.
Enter the Start Date, Select the Requirement Group using the
Lookup
icon.
Enter the number of spots assigned for this Reserve Capacity in the
Cap
Enrl field
Enrollment Total displays the total number of enrollments associated
with
the Reserve Capacity group.
Insert additional rows until all Reserve Capacities for this class have been set
up.
Note:
The Requirement Group can only be applied to the section that is defined
as Enrollment Component on the Class Type field on the Basic Data
Panel. A requirement defined in the Course Catalog will default here; it
cannot be overwritten on this panel. If you do need to override the
Requirement you must do so on the Class Association panel. Values for
Requirement Groups are defined on the Enrollment Requirement Groups
panels and maintained by ETT.

NOTES PAGE
The Notes page is used to link existing class notes or to create free-format text
notes for classes. A Class Note must be entered to support the Requirements
(restrictions) for each course/class.

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