Creating Course Offerings


Concept


Steps:

  1. Begin by navigating to the Catalog Data page.

     

    Click the Curriculum Management link.

    Step 1
  2. Click the Course Catalog link.

    Step 2
  3. Click the Add a New Value tab.

    Step 3
  4. If you retain the default in the Course ID field (000000), the system will generate a unique ID when you save the page. PeopleSoft recommends that you let the system generate the course ID.

     

    Click the Add button.

    Step 4
  5. Use the Catalog Data page to define course titles, course units, grade bases, topics, and repeat rules.

    Step 5
  6. In the Effective Date field, enter a date for this course. The effective date defines when the status you select is valid. Use a new effective date each time you make a change to a course offering. Insert new rows as needed, and modify the record. This way you can track historical course changes.

     

    When you schedule a class for a term, the system prompts against the Catalog Data page using the start date of the term as the effective date to find the appropriate row in the catalog. Therefore, you do not need to create a new catalog entry for every term. Simply insert a new effective-dated row for your revisions.

     

    The Effective Date field defaults to the current system date, but can be changed if needed. Use a date far in the past to ensure the course will be available in your system.

     

    Enter the desired information into the Effective Date field. Enter

     a valid value
     e.g.
     "01/01/2000"
    .

    Step 6
  7. The Status can be active or inactive.

     

    Select Active when the course is valid for your institution. You can keep all courses in the database for historical research purposes by inserting a new effective-dated row and setting the status to Inactive for courses that you no longer offer.

    Step 7
  8. Click in the Description field.

    Step 8
  9. The Description appears on items such as transcripts, advisement reports, study lists, course catalog search, and the schedule of classes.

     

    Enter the desired information into the Description field. Enter

     a valid value
     e.g.
     "Eastern Philosophies"
    .

    Step 9
  10. Click in the Long Course Title field.

    Step 10
  11. The Long Course Title appears on the course catalog report.

     

    Enter the desired information into the Long Course Title field. Enter

     a valid value
     e.g.
     "Eastern Philosophies"
    .

    Step 11
  12. Click in the Long Description field.

    Step 12
  13. Enter the desired information into the Long Description field. Enter

     a valid value
     e.g.
     "This course covers Confucianism, Taoism, Hinduism, and Buddhism."
    .

    Step 13
  14. In the Course Units/Hours/Count group box, there are four unit types that you can attach to a course in the course catalog: Minimum Units, Maximum Units, Academic Progress Units, or Financial Aid Progress Units.

     

    These values default to the Schedule of Classes - Class Associations page, where you can override course unit values for a class. When a student enrolls in a class, corresponding fields on the enrollment page populate with the values on the Class Associations page. Once a student enrolls, the system uses each unit type to determine the student’s academic and financial aid load, academic level, and grade point average. As a general rule, the minimum, maximum, academic progress, and financial aid progress units are always the same. The exception is with multi-term courses, remedial courses, and variable unit courses.

    Step 14
  15. Click in the Minimum Units field.

    Step 15
  16. In the Minimum Units field, enter the minimum units that the course is worth. The minimum and maximum units are the same, except for a variable unit class. For a variable unit class, the minimum and maximum units would constitute a range and the student or administrator would be able to choose 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.

     

    Enter the desired information into the Minimum Units field. Enter

     a valid value
     e.g.
     "3.00"
    .

    Step 16
  17. Click in the Maximum Units field.

    Step 17
  18. Note that the system automatically populated the other fields with the value entered in the Minimum Units field.

    Step 18
  19. The system uses Academic Progress Units in conjunction with the billing factor to calculate billing units, in order to calculate 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 Maximum Units field. Then you could enter 3 (or some other unit value) in the Academic Progress Units field. The system would calculate the billing units and academic load using 3 (or some other unit value) academic progress units, yet the student would earn no credit.

    Step 19
  20. The value in the Financial Aid Progress Units field represents the number of units for the course that the system counts towards tracking a student's financial aid load for a term.

    Step 20
  21. The value in the Enrollment Unit Load Calc Type field determines how the Enrollment Engine calculates the student's academic load.

     

    Use the Actual Units 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. 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 page. You can also use this option for courses that you do not want to count toward the student's academic load.

     

    Select Academic Progress Units for any course where the Minimum Units, Maximum Units, and Academic Progress Units are not identical, such as remedial courses and multi-term sequence courses. Selecting 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 would be 3 so the course would still be used to calculate academic load and billing units. You can also use this option for that you want to be used in calculating load, but not used in calculating GPA.

    Step 21
  22. Click the vertical scrollbar.

    Step 22
  23. Select the Grading Basis for this course. You can override the grading basis for individual class offerings when you create the schedule of classes.

    Step 23
  24. The options for Grade Roster Print are:

    By Student: Grade rosters print for each student. Each student has a distinct grade roster, separated by a page break.

    Component: Grade rosters print for the graded component of the course. The graded component is specified on the Components page.

    Instructor: Grade rosters print 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 print is equal to the number of instructors for the course (primary or otherwise).

    None: No grade roster prints for the course.

    Step 24
  25. Select the Repeat for Credit 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 repeat rules set up in the Repeat Rule Table component.

    Step 25
  26. The system populates the Total Units Allowed field to the maximum units for the course. 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 that you define (units or completions).

    Step 26
  27. The system populates the Total Completions Allowed field to 1. 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 that you define (units or completions).

    Step 27
  28. Use the Instructor Edit field to select how you want the system to prompt for instructor ID’s 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. 

    Step 28
  29. Options for the Instructor Edit field are:

    No Choice: If you select this option, the system makes the Instructor ID field on the Enrollment Request page unavailable and automatically assigns the instructor who is scheduled to teach the class, as indicated on the Schedule of Classes - Meetings page: Assignment tab. Thus, the student has no choice of instructor.

    Class Instructor Edit: If you select this option, the system makes active the Instructor ID field on the Enrollment Request, Quick Enroll, Enrollment and Self Service Enrollment pages and prompts the user with only the 'Primary Instructors' for the class, as defined on the Meetings page. Use 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 select this option, the Instructor ID field 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.

    Step 29
  30. The system populates the Add Consent and Drop Consent fields with a value of No Consent, by default. Values for these fields are delivered with your system as translate values. Do not modify these values in any way. Any modifications to these values will require a substantial programming effort.

    Options for these fields 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.

    Step 30
  31. Use the Requirement Designation field to enter a requirement designation for the course. A requirement designation can be extra work that has to be done 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 feed into the Academic Advisement application.

    Step 31
  32. You can select an equivalent course group for the course. Equivalent course groups are defined on the Course Equivalencies page. On this page, 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.

    Step 32
  33. Use the Course Attributes group box to select the general characteristics that describe the course offering in the Course Attribute and Course Attribute Value fields. Course attributes are defined on the Course Attribute Table page. Course attributes do not feed into the Academic Advisement application. They are primarily used for institutional research purposes, and to print 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.

    Step 33
  34. Select the Override Topic Link ID check box 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 topic link ID.

    Step 34
  35. Use the Description tab to define course topics associated with a course. You attach topics to specific classes on the Schedule of Classes - Basic Data page.

    Step 35
  36. Use the Repeat for Credit tab to select to allow students to repeat the topic for credit.

    Step 36
  37. Click the Offerings link.

    Step 37
  38. Use the Offerings page to define course numbers, link academic organizations to course offerings, and so on.

    Step 38
  39. The system generates the course offering number and uses it for sequencing. The system also uses the course offering number to distinguish cross-offered courses where the course ID is the same, as are the requisites, but the course itself is listed in different subject areas, academic groups, and so on.

    Step 39
  40. Click in the Catalog Nbr field.

    Step 40
  41. Enter the desired information into the Catalog Nbr field. Enter

     a valid value
     e.g.
     "307"
    .

    Step 41
  42. Click in the Academic Institution field.

    Step 42
  43. Enter the desired information into the Academic Institution field. Enter

     a valid value
     e.g.
     "GLAKE"
    .

    Step 43
  44. Click in the Academic Group field.

    Step 44
  45. Enter the desired information into the Academic Group field. Enter

     a valid value
     e.g.
     "A&SCI"
    .

    Step 45
  46. Click in the Subject Area field.

    Step 46
  47. Enter the desired information into the Subject Area field. Enter

     a valid value
     e.g.
     "PHILOS"
    .

    Step 47
  48. Click in the Academic Organization field.

    Step 48
  49. The system populates the Academic Organization field from the academic organization linked to the subject on the Academic Subject Table page. You can override the value.

    Step 49
  50. Click in the Academic Career field.

    Step 50
  51. Enter the desired information into the Academic Career field. Enter

     a valid value
     e.g.
     "UGRD"
    .

    Step 51
  52. If you have specified a dynamic class data rule for the academic career to which you assign this course offering, the system displays that rule in the Dynamic Class Date Rule field. You can override the default value.

     

    Select a dynamic class date rule to have the system assign that rule to all dynamic class sections of this course offering that you schedule (excluding open entry/open exit sections). After you schedule the class sections, you can run the Dynamic Class Dates process to calculate landmark dates for each class section. The process automatically uses the rule that you specify here for all dynamic date class sections. You can override this default rule on a section-by-section basis through the Dynamic Class Date page. This field prompts you with only the dynamic class data rules that have not been designated for OEE enrollment on the Dynamic Class Dates page. If you leave this field blank and schedule the course within a dynamic date session, you receive a warning message indicating that a rule has not been defined.

    Step 52
  53. The system assigns the value of the Allow OEE (open entry/exit) Enrollment check box based on the Allow OEE Enrollment check box on the Academic Career Table page for the academic career with which you have associated this course offering. You can override this setting on an offering-by-offering basis. Select this check box to attach a dynamic date rule to the offering, thus enabling students to enroll in OEE class sections of this course offering. The OEE Dynamic Date Rule field becomes available for edit. If you do not select the check box, you can always define the rule on the Dynamic Class Dates page.

    Step 53
  54. The system assigns the value of the OEE Dynamic Date Rule field based on the OEE Dynamic Date Rule field on the Academic Career Table 2 page for the academic career with which you associate this course offering. An open entry/exit (OEE) dynamic date rule is a dynamic class date rule that has been designated for OEE enrollment. The enrollment engine uses the OEE dynamic date rule to calculate significant class dates for a student whenever a student enrolls in an open entry/exit class. This field is available for edit only if you select the Allow OEE Enrollment check box for this course offering.

    Step 54
  55. Use the Course Approved field to select the course approved status.

     

    Select Pending or Denied to prevent anyone from scheduling the class—the system does not list the course in the class scheduling function.

     

    Select Approved, and select the Allow Course to be Scheduled check box to enable scheduling of the course offering.

     

    Click the Course Approved list.

    Step 55
  56. Click the Approved list item.

    Step 56
  57. Select the Allow Course to be Scheduled check box so that the course can be scheduled for a term. A course can only be scheduled for a term if you select this check box, and set the Course Approved field to Approved.

    Step 57
  58. Use the Enrollment Requirement Group group box to link requisites to courses.

     

    Enrollment requirement groups can consist of a variety of elements: courses, units, GPA, and so on.

    Step 58
  59. CIP codes provide a taxonomic scheme that will support the accurate tracking, assessment, and reporting of fields of study and program completions activity.

    Step 59
  60. HEGIS codes provide a taxonomic scheme that will support the accurate tracking, assessment, and reporting of fields of study and program completions activity.

    Step 60
  61. Click the Components tab.

    Step 61
  62. Use the Components page to define components such as lecture, laboratory, and discussion as well as instructor workload hours, room characteristics, additional fees, and final exams.

    Step 62
  63. Use the Course Component field to select a course component for the offering.  The course component indicates the parts of the course offering (lecture, laboratory, seminar, and so on). One course offering can have multiple components.

     

    Click the Course Component list.

    Step 63
  64. Click the Lecture list item.

    Step 64
  65. From the Final Exam field, select whether a final exam is given in the course. The value you enter here defaults to the Schedule of Classes

     

    Click the Final Exam list.

    Step 65
  66. The options are:

    Yes: The Yes value enables block final exam scheduling.

    No: Indicates that this component has no final exam. Entering No eliminates this component from the block exam scheduling process.

    Last Class: Indicates that a final exam is taken in the last regularly scheduled class (as opposed to during final examination week). Entering Last Class eliminates this component from the block exam scheduling process.

     

    Click the Yes list item.

    Step 66
  67. Click in the Instruction Mode field.

    Step 67
  68. The value in the Instruction Mode field indicates whether the course component is taught In Person or using Interactive TV, World Wide Web, Correspondence, and so on. The instruction mode relates to the attendance type. You can indicate an instruction mode, then select attendance type values for the course component that relate only to this instruction mode. For example, by selecting the In Person instructor mode, you can select an attendance type that applies only to the In Person instruction mode. If you leave the Instruction Mode field blank, the attendance types that you define for the course component applies to all instruction modes. When you create and update attendance rosters, only the attendance type values that relate to the instruction mode for the class are available for you to use. Instruction modes for classes are set on the Schedule of Classes - Basic Data page.

     

    Enter the desired information into the Instruction Mode field. Enter

     a valid value
     e.g.
     "P"
    .

    Step 68
  69. In the Attendance Type field, select each attendance type that your institution might use for the course component. The attendance type indicates the type of class meeting attendance roster you want to generate such as Class Meeting, Conference, Field Trip, Instructor Consultation, or Study Group. Add rows to for additional attendance types. When you track attendance, the system prompts you with only the attendance type values that your institution defines for the course component. 

     

    Click the Attendance Type list.

    Step 69
  70. Click the Class Meeting list item.

    Step 70
  71. We recommend that you at least specify the attendance type value that your institution has selected on the Academic Institution Table 3 page to use whenever you generate attendance rosters, as well as the fields you want the system to use for this component’s attendance type. Although you can generate attendance rosters for a course component without defining attendance type values and their associated fields, the system only creates a default attendance roster that includes: the Template Number for the class meeting attendance roster; the Attendance Type and its description; the Attendance Date; and each student's ID, name, and career. You then have to return to the Components page and define these values anyway for your institution to be able to track student attendance.

    Step 71
  72. For each attendance type of the course component, use the check boxes to select the fields you want the system to use when generating class attendance rosters. You can set up the system to generate attendance rosters with as few or as many fields as you want to appear for each class section. When you generate attendance rosters, the available fields that appear on the attendance rosters for each attendance type depend on the options you select for each attendance type of the course component.

    Step 72
  73. Click the vertical scrollbar.

    Step 73
  74. Click in the Room Characteristic field.

    Step 74
  75. Use the Room Characteristic field to enter the room characteristics that you require for the course component. Characteristics you enter here default to the schedule of classes. Insert rows to add additional characteristics. This field is used for interfacing to the Universal Algorithm's product, Schedule25. The maximum number of room characteristics for Schedule25 is 96. Therefore, be sure you select values between 01 and 96 if you use Schedule 25.

     

    Enter the desired information into the Room Characteristic field. Enter

     a valid value
     e.g.
     "03"
    .

    Step 75
  76. Click the Add Row button.

    Step 76
  77. Enter the desired information into the Room Characteristic field. Enter

     a valid value
     e.g.
     "04"
    .

    Step 77
  78. Click the GL Interface link.

    Step 78
  79. Use the GL Interface page to map course fees as item types to their proper general ledger accounts. The system generates charges to the student's account based on the course code you define on this page and offsets these charges based on the general ledger you define on this page. Your office needs to coordinate the information on this page with your controller's office.

    Step 79
  80. Click the Save button.

    Step 80
  81. Note the Course ID that has been assigned by the system.

    Step 81

You have successfully created a course offering.

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