Course Management Overview - SBCTC€¦ · Course Management Overview . SBCTC - i - September 2017...

September 2017

Student Management System

Course Management Overview

SBCTC - i - September 2017

Contents Introduction ............................................................................................... 1

Course Management Data Flow ............................................................................................... 2

Course Management Tables .................................................................... 3 CIS/System-defined Tables............................................................................................... 3

Days of the Week Table ............................................................................................... 3

Employment Status Codes ........................................................................................... 3

Institutional Intent Codes ............................................................................................. 4

Funding Source Codes ................................................................................................. 4

Section Status Codes .................................................................................................... 4

Time/Location Codes ................................................................................................... 5

User/College-defined Tables............................................................................................. 6

Administrative Unit Codes Table ................................................................................ 6

Advisor/Instructor Codes Table ................................................................................... 6

Department Division Codes Table ............................................................................... 6

Footnotes Codes Table ................................................................................................. 6

Using the Course Catalog ........................................................................ 7 Using Course Catalog Screens ................................................................................................. 8

Course Catalog Screen (CM3001) .................................................................................... 9

Course Description Screens (CM3002 and CM3004) .................................................... 10

Using the Schedule Construction Process ........................................... 11 Schedule Construction Methods ............................................................................................ 12

Automated Construction Method .................................................................................... 12

Manual Construction Method ......................................................................................... 14

Using Schedule Construction Screens ................................................................................... 15

Course Construction Screen (IS1018)............................................................................. 15

Class Construction Screen (IS1004) ............................................................................... 16

Construction Room/Instructor Screen (IS1005) ............................................................. 17

Construction Clusters Screen (IS1006) ........................................................................... 18

Construction Process Options ................................................................................................ 19

Schedule Construction File Reports ....................................................................................... 20

Using the Class Schedule ...................................................................... 21 Using Class Schedule Screens ............................................................................................... 22

Course Schedule Screen (IS1001) .................................................................................. 22

Class Schedule Screen (IS1002) ..................................................................................... 23

Alternate Room/Instructor Screen (IS1015) ................................................................... 24

Class Cluster Screen (IS1003) ........................................................................................ 25

Schedule Information Screen (IS1016) ........................................................................... 26

MIS2 Verification Screen (IS1017) ................................................................................ 27

SBCTC - ii - September 2017

Using Schedule25 with Course Management ....................................... 29 Course Management Screens Used in Schedule25 ................................................................ 30

Course Features (CM3006) Course Partitions (CM3007) .............................................. 30

Class Features (IS1023) Class Partitions (IS1024) ......................................................... 31

Alternate Room/Instructor Features (IS1025) Alternate Room/Instructor Partitions

(IS1026) .................................................................................................................... 32

Class Construction Features (IS1027) Class Construction Partitions (IS1028) .............. 33

Construction Room/Instructor Features (IS1031) Construction Room/Instructor

Partitions (IS1032) ................................................................................................... 34

SBCTC - 1 - September 2017

Introduction

Course Management is at the center of many important college activities.

With the Course Management process, you build and maintain class

records for student registration. More than 35 reports are available that

provide in-house management reporting and projections as well as MIS

reports required by the State Board. With desktop publishing software, you

can access data in Course Management to print course catalogs and

quarterly schedules of classes.

Course Management consists of:

Course Management codes (page 3)

Course Catalog (page 7)

Schedule Construction (page 11)

Class Schedule (page 21)

See page 2 for a flowchart that illustrates the Course Management process.

Course Management includes special fields and other modifications that

provide an interface with Schedule25 (see page 29). Schedule25 is

classroom scheduling software from Universal Algorithms, Inc. that

automatically assigns rooms to classes using an optimization algorithm.


Course Management Data Flow

The following chart illustrates the flow of data in Course Management.

Generate Schedule Construction

IS1210J

Course Catalog

File

Course Catalog screen

CM3001

Schedule Construction Build

Exception List IS1210

Course Description

screen

CM3002

Course Description 2

screen

CM3004

Previous Year/

Quarter

Schedule Construction

Options screen

IS1019

Course records

Schedule Construction

File

Construction records (identified by Temporary IDs)

Class Construction

screen

IS1004

Course Construction

screen

IS1018

Temporary ID Reassignment

Report IS1214

Schedule Construction Re-cords Purged List

IS1215

Merge Schedule Construction with Course Schedule

IS1211J

Merge Schedule Construction with Course Schedule Exception Report

IS1211

Class Schedule

File

Class records (identified by Item Numbers)

Construction Room/Instructor

screen

IS1005

Construction Clusters screen

IS1006

printed Course Catalog

printed Class

Schedule

Course Schedule

screen

IS1001

Class Schedule

screen

IS1002

Class Cluster screen

IS1003

Schedule Information

screen

IS1016

MIS2 Verification

screen

IS1017

Desktop publishing software

Desktop publishing software

Alternate Room/Instructor

screen

IS1015


Course Management Tables

Much of the data in Course Management is controlled by code tables.

These tables contain codes that define common information that you need

to manage your courses, for example, days-of-the-week codes and

time/location codes. The code tables fall into two distinct categories:

SBCTC-defined tables: Users can display but not change data in

these tables.

User-defined tables: Users can assign and define codes. These are

typically created when you first begin using Course Management,

but you may need to add new codes from time to time.

SBCTC-defined Tables

SBCTC defines and maintains codes for days of the week, employment

status, funding source, institutional intent, section status, and time/location.

Days of the Week Codes

Days of the Week codes identify specific combinations of days on which a

class meets, for example, MWF or TTh. To view these codes, use the Days

of the Week (IS1014) screen.

Employment Status Codes

Employment status codes describe the type of contract under which an

instructor is employed. To view these codes, use the Employment Status

Codes (IS1009) screen. Following are the valid employment status codes:

1 Full-time

2 Moonlight

3 Part-time

4 Paraprofessional

5 Contract

6 Volunteer

7 Sabbatical

8 Sick leave


Funding Source Codes

Funding source codes indicate the source of funds for the specific course.

To view these codes, use the Funding Source Codes Table (IS1011) screen.

Following are the valid funding source codes:

1 Fully state funded

2 Partially state funded, supplemental

3 Partially state funded, shared

4 Grant and contract

5 Community service

Institutional Intent Codes

Institutional intent codes identify a specific class as vocational, academic,

or community service. To view these codes, use the Institutional Intent

Codes (IS1010) screen. Following are the valid institutional intent codes:

1 Academic

11 Academic transfer

12 Academic basic education

13 Academic general education

14 Academic IBEST

15 I-BEST Developmental Education

2 Vocational

21 Vocational preparatory

22 Vocational supplemental

23 Vocational homemaking

24 Vocational IBEST

25 Vocational 2/Basic Skills

26 Vocational 2/Developmental Education

3 Community service

31 Community service

Section Status Codes

Section status codes are one-character codes that control various processing

options for specific course records. To view these codes, use the Section

Status Codes (IS1013) screen.

Section status is a series of four, one-character fields on various schedule

construction and course schedule screens. When using section status codes,

you can enter only certain codes into each of the four fields. Following are

the valid section status codes for each of the four fields:


First Position P Permission only

V Report the credits on the MIS1 as 0; report

the credits on the MIS2 as XXX.

W Compute the credit equivalent from the

contact hours.

X Cancelled class

Y No registration allowed in this class

Z Do not report the class on the MIS1 or MIS2.

Second Position A Exclude from grading

C Non-lecture class; no grading

D Non-lecture class; graded

Third Position F Do not print roster for this class.

G Do not print grade mailers for this class.

H Do not print roster or grade mailers for this

class.

Fourth Position L Do not include the credit amount in the

Registration screen total.

M Do not include in printed schedule.

N Do not include the credit amount in the

Registration screen total; do not include in

printed schedule.

Q Exclude class from the Touch-tone class list

function and student statements.

R Exclude class from the Touch-tone class list

function and student statements. Exclude

credit amount from total credits registered.

S Exclude class from the Touch-tone class list


class in the desktop class schedule.

T Exclude class from the Touch-tone class list


credit amount from total credits registered

and exclude class in the desktop class

schedule.

Time/Location Codes

Time/location codes identify the time (day or evening) and location

category for a specific course. To view these codes, use the Time/Location

Codes (IS1012) screen. Following are the valid time/location codes:


1 On-campus day class

2 On-campus evening

3 Off-campus day class

4 Off-campus evening

5 Mixed location day class

6 Mixed location evening class

7 Other day class

8 Other evening class

9 Satellite - day class

0 Satellite - evening class

C Corrections

User/College-defined Tables

Colleges assign and maintain their own unique codes for administrative

unit, advisor/instructor, department/division, and footnotes.

Administrative Unit Codes Table

Administrative unit codes define a specific category to which a course or

class is assigned. To define these codes, use the Administrative Unit Codes

(IS1007) screen.

Advisor/Instructor Codes/Table

Advisor/instructor codes are used in the student’s biographic record to identify

the student’s advisor. These codes are also used in the schedule construction

and maintenance process to expedite the entry of instructor information. To

define these codes, use the Advisor/Instructor (IS2002) screen.

Department Division Codes Table

Department division codes identify the division or department with which a

course is affiliated. The choice of abbreviation or title can affect the order

in which course are listed on printed reports. To define these codes, use the

Department Division Codes (CM3003) screen.

Footnotes Codes Table

Footnote codes define footnote text that is used on the printed Class

Schedule Announcement, Registration Appointment Mailers, and several

course catalog, schedule construction, and class schedule reports. To define

these codes, use the Footnote Codes (IS1008) screen.


Using the Course Catalog

This section describes how to create and use course catalog files. These

files are used when quarterly schedules are generated with the Schedule

Construction process (see page 11).


Using Course Catalog Screens

Use the following three screens to record course information that is static in

nature, that is, information unlikely to change frequently:

Course Catalog screen (CM3001)

Course Description (CM3002)

Course Description 2 (CM3004)

The data you record with the Course Catalog and Course Description

screens does not contain information specific to a particular quarter. You

record specific quarterly class information later in the schedule construction

process, either in the schedule construction file (see page 11) or the class

schedule file (see page 21).

The data you record with the Course Catalog and Course Description

screens is stored in a course catalog file. This file can be used as the starting

point for the schedule construction process. Job IS1210J (Generate Schedule

Construction) can use data from the course catalog file, data from the class

records of a previous year/quarter, or data from both sources to create a

schedule construction file. Then, by editing the schedule construction file,

you can create a complete and accurate schedule of classes that job IS1211J

(Merge Schedule Construction with Course Schedule) merges into an active

class schedule file.

With desktop publishing software, you can generate a printed catalog using

data from the course catalog file. This process is described in the user guide

Printed College Catalog Process, available on the SBCTC website.


Course Catalog Screen (CM3001)

Use the Course Catalog screen to record static course information. This

helps ensure that all sections of a course have the same title, credits, load

factor, and so on.


Course Description Screens (CM3002 and CM3004)

Use the Course Description (CM3002) and Course Description 2

(CM3004) screens to record and maintain course descriptions.

These screens offer limited text editing features. For example, there is no

automatic word wrap at the end of a line and no spelling checker. However,

you can upload course descriptions into Course Management from a full-

featured word processing application if you use a prescribed format. This

process is described in the Course Description Upload Process, available

on the SBCTC website.


Using the Schedule Construction Process

With the Schedule Construction process, you can create and maintain

records for a specific year/quarter in a schedule construction file before

merging the records into an active class schedule file (see page 21). Think of

a schedule construction file as a scratch pad—a file where you temporarily

store and maintain class information before creating the class schedule file.

You can run job IS1210J (Generate Schedule Construction) to create the

bulk of the schedule construction file. The data for the schedule

construction file can come from the course catalog file, from the class files

of a previous year/quarter, or from both sources. Before running the job,

you should access the Schedule Construction Options screen (IS1019) (see

page 12) to control various options that affect the schedule construction

file. After running job IS1210J, you can then use the Class Construction

(IS1004) and Course Construction (IS1018) screens to manually edit or

delete the existing records in the schedule construction file or to add new

records.

Schedule construction files are identified by a year/quarter and a temporary

identification number (TID). TIDs are automatically assigned to each

record in the schedule construction file when the file is created by job

IS1210J. Because of the TIDs in construction records, the item number

field (a key field that identifies class records in the class schedule file) can

be left blank until late in the schedule construction process, when class

offerings for the quarter are fairly stable.

There are several other advantages to using the Schedule Construction process:

While a record is in the schedule construction file, it cannot be used for

registration purposes. This guarantees that any changes made to a record

in the schedule construction file will not affect registration records.

It is easy to manipulate or purge and recreate the schedule construction

file if you are unhappy with some aspect of the file, such as the

sequence of the file or the increments between item numbers.

The Schedule Construction process allows you to decentralize the

building of schedules.

Through Application Security, you can control who is able to add or

edit class records in the schedule construction file and when they can do it.


Schedule Construction Methods

There are two methods for building the schedule construction file: an

automated method to build the bulk of the file and a manual method to

create individual class records.

Automated Construction Method

With the automated schedule construction method, you access the Schedule

Construction Options screen (IS1019) to specify the appropriate options:

Once you have specified the appropriate options with this screen, you run

job IS1210J (Generate Schedule Construction) to create the schedule

construction file.

With screen IS1019, you can choose from three different options to

determine which records will be included in the schedule construction file:

a Previous Year/Quarter: With this option, you copy records from a

previous year/quarter when similar classes were offered. By specifying

parameters for job IS1210J, you can select records by item number, range,

or administrative unit.

b Course Catalog: With this option, you use fields on the Course Catalog

Screen (CM3001) (see page 9) to specify the number of sections to be

offered each quarter for each course in the catalog. Job IS1210J then

generates the specified number of records for each course for the quarter.


Each record created using this option contains only the static information

from the course catalog file; you must then add specific schedule-related

information for the upcoming quarter by editing either the schedule

construction file (see page 11) or the class schedule file (see page 21).

c Previous Year/Quarter and Catalog: With this option, class records from

a previous year/quarter are copied to the schedule construction file. In

addition, if there are courses or sections of courses specified in the course

catalog file which were not offered in that specific, previous year/quarter,

additional construction records are created to match the total number of

records specified in the catalog. Therefore, with this option, some of the

construction records will contain only static information from the course

catalog, while others will contain quarterly schedule-related information.

The Schedule Construction Options screen (IS1019) provides the following

additional options:

You can specify the sequence of records in the schedule construction

file. The sequence you specify is critical when you are using the

automated schedule construction method to assign item numbers.

When you construct a schedule using data from a previous quarter

(methods a and c), screen IS1019 provides the option to retain the old

item numbers.

When you construct a schedule using data from the course catalog file

(method b), all the records copied from the course catalog to the

schedule construction file reflect the course catalog. Therefore, to the

extent the catalog file is up-to-date, the construction files will be up-to-

date and consistent. This saves you the many hours it would take to

double-check the accuracy of all the records in the schedule

construction file.

When you construct a schedule using data from both the course catalog

file and a previous year/quarter (method c), all the records from the

previous year/quarter are copied to the schedule construction file, along

with any additional course catalog records that were not in the previous

year/quarter. Again, to the extent the catalog file is up-to-date, the

construction files will be up-to-date and consistent.

Screen IS1019 also provides the option to copy the enrollment figure

from the previous quarter into the projected enrollment field (Projected

Enr) on the Class Construction screen (IS1004).

Screen IS1019 also allows you to control the increment between item

numbers and whether or not to automatically use the first character of

the Administration Unit as the first character of the item number.


Manual Construction Method

With the manual schedule construction method, you use the Course

Construction screen (IS1018) (see page 15) and the Class Construction

screen (IS1004) (see page 16). There are two ways to create records

manually:

Create records totally from scratch by entering all the data for each

temporary ID.

Create records by copying data from a similar class and modifying it as

necessary. You specify which file to copy by using the Copy Temp

ID/YRQ field, which appears on both the Course Construction and Class

Construction screens.


Using Schedule Construction Screens

The following screens are used for creating, deleting, or editing records in

the schedule construction file before the records are merged into the class

schedule file with job IS1211J (Merge Schedule Construction with Course

Schedule):

Course Construction Screen (IS1018)

This screen provides access to course information in the schedule

construction file. Use this screen along with the Class Construction screen

(IS1004) (see page 16) to add, delete, and maintain class information while

it is in the schedule construction file.


Class Construction Screen (IS1004)

This screen provides access to class information in Schedule Construction.

Use this screen along with the Course Construction screen (IS1018) (see

page 15) to add, delete, and maintain class information while it is in the

schedule construction file.


Construction Room/Instructor Screen (IS1005)

Use this screen to record information about additional instructors,

locations, and meeting times.


Construction Clusters Screen (IS1006)

Use this screen to control the total number of students who can enroll in a

set of classes which meet in the same room, on the same days of the week,

and at the same times.


Construction Process Options

In addition to the options you specify on the Schedule Construction

Options screen (IS1019) (see page 12), the parameters for job IS1210J

(Generate Schedule Construction) provide the following options:

You can select the year/quarter, item number ranges, and the

administrative units to copy.

You can choose to retain the class clusters (see page 18) from the

year/quarter you are copying.

Job IS1210J provides the option to check the course catalog before

copying construction records from a previous year/quarter. With this

option, course sections that no longer exist in the course catalog are not

copied to the schedule construction file.

When you are selecting the available options for creating the schedule for a

new year/quarter, keep the following considerations in mind:

You can only run job IS1211J (Merge Schedule Construction with

Course Schedule) one time, so make sure the data in the schedule

construction file is complete and accurate before you run the job.

Pay particular attention to the data used for the state reporting process.

Be aware of the possibilities of in-house management reporting and

projections using the data.


Schedule Construction File Reports

The following reports provide important information about the schedule

construction process:

Schedule Construction Build Exception List (IS1210)

This report identifies class clusters that could not be copied during the

schedule construction process.

Merge Schedule Construction with Course Schedule Error List (IS1211)

This report identifies sections that were not merged from the schedule

construction file into the class schedule file.

Temporary ID Reassignment Report (IS1214)

This report identifies the classes that have had a temporary ID (the record

identifier in Schedule Construction) reassigned.

Schedule Construction Records Purged List (IS1215)

This report identifies the classes that were removed from the schedule

construction file when job IS1215J (Purge Schedule Construction) was

run.


Using the Class Schedule

Once you have created the schedule construction file (see page 11) and

have modified it to be complete and accurate, you run job IS1211J (Merge

Schedule Construction with Course Schedule) to create the active class

schedule file.

The class schedule file contains class records for a specific year/quarter.

Class records are identified by item number and year/quarter; they remain

in the active file until the college decides to retire them.


Using Class Schedule Screens

Use the following screens to maintain class records once they have been

merged into the class schedule file with job IS1211J (Merge Schedule

Construction with Course Schedule). You can also use these screens to

create new class records when necessary.

Warning: Once job IS1211J has run, do not use the schedule construction screens

(see page 15 through 18). Make any necessary changes using the following

class schedule screens.

With desktop publishing software, you can generate a printed catalog using

data from the class schedule file. This process is described in the user guide

Desktop Class Schedule Process, available on the SBCTC website.

Course Schedule Screen (IS1001)

This screen contains the static information for a course. You can establish a

course on this screen using three different methods:

Create a record manually by typing course information in the

corresponding fields.

Add the course using data from the Course Catalog—if the data has

already been recorded using the Course Catalog screen (CM3001).

Copy an existing class record.


Class Schedule Screen (IS1002)

Use this screen to record variable information pertaining to a particular

quarter. You can also use this screen to establish classes by entering data

into the appropriate fields or by copying an existing class record.


Alternate Room/Instructor Screen (IS1015)

Use this screen to record additional class meeting times, locations, and

instructors.


Class Cluster Screen (IS1003)

Use this screen to control the total number of students who can enroll in a

set of classes which meet in the same room, on the same days, and at the

same times.


Schedule Information Screen (IS1016)

This screen is for display only. Use it to view schedule-related information

for a specific class in a designated quarter, or to view all the classes of a

specified course (one at a time).


MIS2 Verification Screen (IS1017)

This screen is for display only. Use it to view MIS2 information (data

reported quarterly) for a specific class in the designated year/quarter.


This page inserted for back-to-back printing.


Using Schedule25 with Course Management

Course Management works with Schedule25, the classroom scheduling

software from CollegeNET. The following Course Management screens

contain the RM ASSGN TYP field, which is used to identify a specific

room assignment code in Schedule25:

Course Catalog (CM3001) (page 9)

Course Schedule (IS1001) (page 22)

Class Schedule (IS1002) (page 23)

Class Construction (IS1004) (page 16)

Construction Room/Instructor (IS1005) (page 17)

Alternate Room/Instructor (IS1015) (page 24)

Course Construction (IS1018) (page 15)


Course Management Screens Used in Schedule25

The following course management screens have been developed for use

with Schedule25. These screens identify specific features and partitions for

particular courses or classes. Use of these screens is optional.

Course Features (CM3006) Course Partitions (CM3007)

Use these screens in conjunction with the Course Catalog screen (CM3001)

(page 9).


Class Features (IS1023) Class Partitions (IS1024)

Use these screens in conjunction with the Class Schedule screen (IS1002)

(page 23):


Alternate Room/Instructor Features (IS1025) Alternate Room/Instructor Partitions (IS1026)

Use these screens in conjunction with the Alternate Room/Instructor screen

(IS1015) (page 24):


Class Construction Features (IS1027) Class Construction Partitions (IS1028)

Use these screens in conjunction with the Class Construction screen

(IS1004) (page 16):


Construction Room/Instructor Features (IS1031) Construction Room/Instructor Partitions (IS1032)

Use these screens in conjunction with the Construction Room/Instructor

screen (IS1005) (page 17):

Course Management Overview - SBCTC€¦ · Course Management Overview . SBCTC - i - September 2017...

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