Preparing for the Course Catalog and Schedule of Classes

This chapter discusses how to:

• Set up catalog and schedule options.

• Define buildings, rooms, and classroom facilities.

• Designate approved instructors and advisors.

• Define requirement designations.

• Set up unit conversions.

• Define standard meeting patterns.

• Define modes of instruction.

See Also

Setting Up the Course Catalog

Managing the Schedule of Classes

Setting Up Catalog and Schedule Options

When you first create or update the course catalog and schedule of classes, the system prompts you for various types of optional course and class data. This section discusses how to:

• Define class notes.

• Define global notes.

• Define course attributes.

• Define exam codes.

• Define course material types.

• Define course material type order.

Pages Used to Set Up Catalog and Schedule Options

Defining Class Notes

Access the Class Notes Table page (Curriculum Management, Schedule of Classes, Class Notes Table, Class Notes Table).

Note. Class notes differ from global notes in that class notes are attached to classes on the Notes page, whereas global notes are attached to entire academic subject areas or academic groups.

Defining Global Notes

Access the Global Notes Table page (Curriculum Management, Schedule of Classes, Global Notes Table, Global Notes Table).

Note. You always associate global notes with an academic institution, academic group, and term. You can further associate global notes with a subject area. If you do not specify a subject area, the global note appears on the top of every corresponding schedule of classes page, before or after the academic group or subject area.

Defining Course Attributes

Access the Course Attributes page (Set Up SACR, Product Related, Student Records, Curriculum Management, Course Attributes, Course Attributes).

Note. Use course attributes for institutional research purposes and to print repetitive text in the schedule of classes or course catalog, such as Offered in Fall Only. Course attributes are attached to courses on the Catalog Data page and to classes on the Basic Data page. Unlike requirement designations, course attributes do not transfer to PeopleSoft Academic Advisement.

Defining Exam Codes

Access the Exam Code Table page (Curriculum Management, Schedule of Classes, Exam Code Table, Exam Code Table).

Note. Define exam time codes for each term and session. The system uses these codes when you run the exam scheduling process on the Exam Scheduling page. You can also manually post these codes to individual classes.

See Also

Scheduling Examinations

Defining Course Material Types

Access the Course Material Type page (Set Up SACR, Product Related, Student Records, Curriculum Management, Course Material Type, Course Material Type).

Status	Select a status for this course material type. Select Active when you add a new course material type. Insert a new effective date and select Inactive if your institution no longer uses this course material type.
Description	The description that you enter here appears in the Textbook Assignment group box on the (Schedule of Classes) Textbook page and is used on the Class Detail page and the Faculty and Student Center Textbook Summary page.

See Defining Textbooks for Classes.

See Using Self-Service Course Catalog and Schedule.

See Using Self-Service Enrollment.

See Using Faculty Center.

Defining Course Material Type Order

Access the Course Material Type Order page (Set Up SACR, Product Related, Student Records, Curriculum Management, Course Material Type Order, Course Material Type Order).

Note. The system uses the display order that you define here to determine the order in which course materials appear on the Class Detail page and on the self-service Faculty and Student Textbook Summary pages. If you do not define a course material display order, the course material appears at the end of the list.

Defining Buildings, Rooms, and Classroom Facilities

To set up facilities, use the Building Table (BLDG_TBL), Room Characteristics Table (ROOM_CHRSTC_TBL), and Facility Table (FACILITY_TBL) components.

During the class scheduling process, you will probably need to assign classes to classrooms, and you should set up your classroom facilities in advance. This section discusses how to:

• Define buildings.

• Define room characteristics.

• Define facilities and rooms.

• Define facility components.

• Define facility characteristics.

Pages Used to Define Buildings, Rooms, and Classroom Facilities

Defining Buildings

Access the Building Table page (Set Up SACR, Foundation Tables, Facilities, Building Table, Building Table).

Defining Room Characteristics

Access the Room Characteristics Table page (Set Up SACR, Foundation Tables, Facilities, Room Characteristics Table, Room Characteristics Table).

Defining Facilities and Rooms

Access the Facility Table page (Set Up SACR, Foundation Tables, Facilities, Facility Table, Facility Table).

As an example, you might want to define Angel Hall Room 125 and its components, Angel 125A, 125B, and 125C. You cannot link components to parent facilities on the Facility Component page unless you first define both the parent facility and the facility components on the Facility Table page.

Defining Facility Components

Access the Facility Component page (Set Up SACR, Foundation Tables, Facilities, Facility Table, Facility Component).

As an example, Angel 125A, B, and C might be linked as components of Angel 125. To link facility components to a parent facility, you must first define all facilities on the Facility Table page. As soon as components are linked to a parent facility, the system calculates the capacity of that facility by adding up the capacities of all components. If a class is scheduled in a component of a facility and someone attempts to schedule a class in the parent facility, the system prevents the new scheduling.

Defining Facility Characteristics

Access the Facility Characteristic page (Set Up SACR, Foundation Tables, Facilities, Facility Table, Facility Characteristic).

Room Characteristic	Select characteristics for this room. Room characteristics are defined on the Room Characteristic Table page. Insert rows to add characteristics. The system uses the Room Characteristic field to interact with Universal Algorithm Schedule25. The maximum number of room characteristics for Universal Algorithm Schedule25 is 96. Therefore, be sure that you select values between 01 and 96.
Quantity	Enter the quantity of the room characteristic. For example, enter 2 to indicate that the room has two white boards.
Facility Black-Out Nbr (facility black-out number)	You can define periods when a facility is unavailable. The facility blackout number is system-generated. This number indicates the number of blackout periods that exist for a facility. You can override the system-assigned facility blackout number.
Start Time and End Time	Enter a start and end time for the blackout period.
M (Monday), T (Tuesday), W (Wednesday), T (Thursday), F (Friday), S (Saturday), and S (Sunday)	Select the days of the week for which the blackout period applies.

Note. Student Records provides the facility blackout structure for compatibility with Resource 25. When using Resource 25, the system prevents class and event scheduling during blackout periods. When using PeopleSoft internal conflict checking logic, the system does not use this structure.

Designating Approved Instructors and Advisors

This section discusses how to:

• Assign faculty rank and advisor status.

• Designate approved course instructors.

Pages Used to Designate Approved Instructors and Advisors

Assigning Faculty Rank and Advisor Status

Access the Instructor/Advisor Table page (Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table, Instructor/Advisor Table).

Instructor Type	Select an instructor type. Values for this field are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values require a substantial programming effort. If you select a value of Advisor Only, the system selects the Advisor check box by default and you cannot change it.
Advisor	Select to indicate that the individual is also an advisor and to place the individual into the system's Advisor view. You can later select the Advisor view as a search tool on various pages.
Academic Institution	Select the academic institution with which you want to associate this record.
Primary Acad Org (primary academic organization)	Select a primary academic organization for this instructor. Academic organization values are defined on the Academic Organization Table page.
Instructor Available	Select the instructor's availability to teach within the effective dates. Select Available, Sabbatical, or Unavailable. If the instructor has an advisor type of Advisor Only, the system populates the Instructor Available field with Unavailable by default. You can override this value.

Instructor/Advisor Role

Use the Instructor/Advisor Role scroll area to indicate the academic career, program, plan, and subplan to which the instructor or advisor is linked.

Designating Approved Course Instructors

Access the Approved Courses page (Curriculum Management, Instructor/Advisor Information, Instructor/Advisor Table, Approved Courses).

To make use of the values on this page, enable the Instructor Edit feature. To do so, on the Academic Organization Table page, choose to edit instructors against the Instructor/Advisor table rather than the Personal Data table for the related academic organization. You must also select this option on the Course Catalog Description page for the courses involved.

Having done this, when you schedule classes on the Class Meeting Pattern/Instructor page and have to assign an instructor to a class that falls within the academic organization and courses that you have set up in this manner, the system displays only the relevant instructors in the ID field.

In the lower portion of the page, select the subjects, courses, or campuses at which the instructor is approved to teach based on effective date. The availability of these fields depends on the options that your institution selects by which to edit instructors on the Academic Organization Table page.

Defining Requirement Designations

To set up requirement designations, use the Requirement Designation Table component (RQ_DESIGNATION_TBL).

This section provides an overview of requirement designations and discusses how to define requirement designations.

Understanding Requirement Designations

Requirement designations, unlike course attributes, transfer to PeopleSoft Academic Advisement. A requirement designation can be extra credit that a student has done for a course, such as design credit. For example, you can attach a requirement designation of Design to all first-, second-, third-, and fourth-year architecture studio courses that carry the optional add-on enrollment of Design Credit. When students enroll in any of these studios, they can elect to take the course to fulfill their design credit certification. Requirement designations are intended as optional add-on credit for a course in which some students are taking the class alone, and others in the same class are taking both the class and attempting to pass the requirement designation portion. In this way, the requirement designation reflects extra credit. Some students in the class attempt it, while others do not.

Requirement designations should be used sparingly, and are not intended to track general advisement requirements. They are meant as additional qualifiers that alone may be a requirement. With relation to the previous example, you may require a total of six hours of design credit across four years of architecture study, in addition to the minimum unit and grade-point-average requirements for the courses. By using a requirement designation, you enable students to complete their design credit at any stage and pace across four years. Student A might attempt design credit during second and fourth years, in the spring term. Student B might complete all six design hours while enrolled in the fourth-year studio, during the fall and spring terms. Although these two students are in the same studio classes across the four years, they pace themselves and complete assignments differently. Student A begins to explore design practices as a sophomore (by doing some type of additional design work in consultation with a professor), while student B decides to wait and load up on design work the last year of his or her career as an architecture student. Typical requirement designations may include Counts Toward Design Certification, Preparation for Licensing Exam, Electing course to be the basis of Liberal Arts Thesis Credit, and so on. Requirement designations can be graded as Satisfied or Not Satisfied.

In the previous example, the design credit requirement designation was set up as an enrollment option. Students can elect to take the design credit requirement designation at the time of enrollment in certain architecture studio classes. You can also create a requirement designation that is not optional at enrollment. This type of requirement designation is strictly attached to a class. Taking the class, along with the requirement designation, is required of all students who enroll. The distinction between a requirement designation that is elective at enrollment and one that is automatically added to a student's enrollment request is the way that you set the At Student's Option check box on the Requirement Designation Table page. This option and others like it are discussed in the following section.

See Also

Setting Up Academic Course Lists

Grading Students

Page Used to Define Requirement Designations

Defining Requirement Designations

Access the Requirement Designation Table page (Set Up SACR, Product Related, Student Records, Curriculum Management, Requirement Designation Table, Requirement Designation Table).

Status	Select a status for this requirement designation. Select Active when adding a new requirement designation. Select Inactive only if your institution no longer uses this requirement designation.
Description, Short Description, and Formal Description	Enter a description, short description, and formal description. The formal description appears on the course catalog report, schedule of classes report, and transcript if specified.
Academic Institution	Select an academic institution with which to associate the requirement designation. This affects the availability of this requirement designation on the course catalog and schedule of classes prompts.
Academic Plan	Select an academic plan if you want to link the requirement designation to a specific plan. At enrollment, a student must be active in the specified plan to enroll in any class with the related requirement designation. The Enrollment Request 1 page includes overrides that enable you to override this general rule if you have the appropriate security permissions. On the Enrollment page, the system does not validate this.
At Student's Option	Select to indicate that the student can select the requirement designation at enrollment. You can indicate a student's choice of requirement designation on the Enrollment Request Page, the Student Enrollment 4 page, or the Block Enrl Detail 2 page. If you do not select this check box, students who enroll in classes that have this requirement designation are required to take the course and attempt the additional requirement designation credit. See Processing Class Enrollment Transactions.
Catalog Print	Select to enable the display of the formal description of the requirement designation and the course in the course catalog report. Note. The SSR_COURSE (Course Catalog) web service is one of a number of delivered Enrollment Web Services. The service operation SSR_GET_COURSES: Browse Course Catalog Summary obeys the Catalog Print setup that you select on the Requirement Designation Table page and on the Course Attributes page. For detailed information about Enrollment Web Services: See Enrollment Web Services Developers Guide and Enrollment Web Services Users Guide on My Oracle Support (Doc ID 1371391.1). See Using Enrollment Web Services.
Schedule Print	Select to enable the display of the formal description of the requirement designation and the course in the schedule of classes report.
Print in Transcript	Select to print the requirement designation and requirement designation grade on the student's transcript.
Separate Course Grade	Select to indicate that the requirement designation involves work that someone must grade separate from the course. If this check box is cleared, students who earn credit for the course will, by default, earn a grade of Satisfied for the requirement designation. The professor does not need to assign two grades for every student (for example, a letter grade of B for the course, and a grade of Satisfied for the requirement designation). Alternatively, should the professor want to evaluate a student on each of these two areas independently, select the check box. This setting is optimal in the event that a student receives a passing grade for the class, but fails to successfully complete the requirement designation. In this instance, the professor could assign a letter grade of B to the class, and assign a grade of Not Satisfied for the requirement designation. The class would not fulfill an advising requirement that requires both a class and a requirement designation for the class. It would fulfill only an advising requirement that requires the class alone. See Using the Grade Roster Page to Enter Grades.
Display in AA Reports	Select to enable the system to display the requirement designation code and description in the advisement report.

Setting Up Unit Conversions

To set up unit conversions, use the Unit Conversion Table component (UNIT_CONVR_TBL).

This section provides an overview of unit conversions, lists prerequisites, and discusses how to set up unit conversion rules within your institution.

Understanding Unit Conversions

If students at your institution take classes outside of their current career, you should define unit conversions. You should especially do this if some careers are on a quarter system and other careers are on a semester system (for example, if an MBA student takes a law course, but the MBA program is on a quarter system and the law program is on a semester system). The system also uses the unit conversion rules when you process internal transfer credit for students, which can include students with internal coursework that transfers from one career to another career, or students with internal coursework that transfers from one program to another program.

Prerequisites

If you want to use term types other than the translate values that are delivered by PeopleSoft, you must first create them in the TERM_TYPE_CONVR_TO translate table.

Page Used to Set Up Unit Conversions

Setting Up Unit Conversion Rules within Your Institution

Access the Unit Conversion Table page (Set Up SACR, Product Related, Student Records, Enrollment, Unit Conversion Table, Unit Conversion Table).

Term Type Convert To	Select the value to which you want to convert the value in the Term Unit Type field.
Unit Multiplier	Enter the number for the system to use to multiply the term unit type units by to convert them to the term type convert to value, for example, (term unit type units) × (unit multiplier) = (term type convert to units).

Defining Standard Meeting Patterns

Define class meeting patterns for your classes on the Standard Meeting patterns page on the Academic Group Table.

See Also

Defining Standard Class Meeting Patterns

Defining Modes of Instruction

To set up instruction modes, use the Instruction Mode component (INSTRUCT_MODE).

You need to set up instruction mode values that you use when you define courses and schedule classes. This section discusses how to define instruction modes.

Page Used to Define Modes of Instruction

Defining Instruction Modes

Access the Instruction Mode page (Set Up SACR, Product Related, Student Records, Curriculum Management, Instruction Mode, Instruction Mode).

Important! Set up an instruction mode value of P for every institution in your system. You can enter any description and short description; however, you should use In Person for both fields. The system uses this value as a default for the Instruction Mode field on the Schedule of Classes - Basic Data page (when you enter the page in Add mode). In addition, you can generate rosters only for those classes with an instruction mode value of P on the Basic Data page.