Call for Summer 2014 Schedule of Classes
The system has the ability to enforce more types of prerequisites than it could previously. Departments can now ensure that students have: (1) completed or are enrolled in certain courses; (2) a certain major or minor; (3) been accepted into teacher education; (4) a minimum GPA; (5) a minimum classification, (6) a minimum grade in a specified course; and (7) a pre- or co-requisite for a given course.
All prerequisites should be indicated in the system in the Class Notes for each section scheduled. The Office of the Registrar will use these notes to ensure the coding of the prerequisites is set up as indicated by the department. Prerequisites should follow the catalog, and all such identified prerequisites will be setup by the Office of the Registrar to be enforced by the system. Items that are not intended to be enforced as requisites should clearly indicate that students are advised to have met the conditions specified; this will signify that the statements are advisory rather than enforced prerequisites.
Once priority codes are entered they are not term specific and are applied in perpetuity until we receive notification that the priority code is no longer valid. This means that any priority registration codes that have been set up since the switch to PeopleSoft are currently active and will remain so every term. This is due to the extensive process of entering priority codes in SIS. It is important to include priority registration codes in the Notes Tab of the appropriate sections so that students are aware of the priority prerequisite.
If a waiting list exists for a given course section, when a student attempts to register and that section is full, the student will be able to be added to the waiting list for that section. Departments who want to continue offering the waiting list option to students only after all sections are full for a given course, will need to monitor the enrollments in the course sections and turn on their waiting lists only after all sections are full. Waiting lists are "turned on" by entering a number in the Wait List Capacity (on the Enrollment Control tab of the schedule of classes set up pages). To allow an unlimited number of students on the waiting list, 9999 should be entered in the Wait List Capacity; to limit the number of students who can be placed on the waiting list, the desired number should be entered in the Wait List Capacity.
The following chart identifies the different methods for using waiting lists, along with how each method can be used. There are two main questions to be answered in determining your waiting list approach:
- Do you want to set up the waiting list in the student information system?
- Do you want to automatically enroll students on the waiting list on a first-come, first-serve basis as seats become available in the section? (Please Note: Auto-enrolling students from the wait list does NOT notify the students in any way that they have been registered in the course.)
Waiting List Options
Waiting List Approach
How to Accomplish This Approach
No Waiting List for a Course
Establish and Manage Waiting List for a Course Outside the Student Information System
Establish a Waiting List in the System by Course Section; Automatically Enroll Students as Spaces Become Available on a First-Come, First-Serve Basis
Establish a Waiting List in the System by Course Section; Manage the Decision of Which Students May Enroll Outside the System
Establish a Waiting List in the System by Course Rather Than Course Section (the Way the Old System Worked); Automatically Enroll Students as Spaces Become Available on a First-Come, First-Serve Basis
Once ALL sections are full:
Establish a Waiting List in the System by Course Rather Than Course Section (the Way the Old System Worked); Manage the Decision of Which Students May Enroll Outside the System
Once ALL sections are full:
Departments will continue to be responsible for notifying students on wait lists. Because wait list policies vary greatly from department to department, it is requested that wait list policies and procedures for notifying students be included in the Schedule of Classes. This information will appear in the Global Notes area of the Schedule of Classes set up pages available for each subject area, which will be maintained by the Office of the Registrar.
The optimum number in the old system is referred to in the new system as the Enrollment Capacity. As in the past, this item can be used as a tool to control enrollment in course sections. This item is maintainable by departments and determines when a section is full. The maximum number in the old system is referred to in the new system as the Requested Room Capacity. This item represents the maximum number of students allowed into the course and serves as a reference when updating the optimum number. Both of these items are initially set up in the Enrollment Cntrl tab of the schedule of classes set up pages. After the deadline for submitting schedules, the Enrollment Capacity may continue to be managed by academic departments (but not the Requested Room Capacity) using the Class Enrollment Limits tab of the Update Sections of a Class Page. Note: The Enrollment Capacity cannot exceed the Requested Room Capacity.
For departments that require students to see their advisor prior to registration, Service Indicators will be set up. We can continue to allow departments to have flexibility in placing advising hold service indicators based on major type (prospective or declared) or classification. Please notify the Office of the Registrar as soon as possible if there are any changes to your department policy in regards to advisor holds.
Advisors will remove the advising hold service indicators for their advisees on the Manage Service Indicator screen.
Primary Instructors - It is still important that you designate only one instructor as the primary instructor for the course. The primary instructor should be the only instructor set up with an Instructor Role of "Prim Instr," and the only instructor with Grading Access of "Approve." "Approve" access allows both grading and approving of the grades for the course. Grades will continue to be posted to students' records the date they are due from faculty through a batch process run by the Office of the Registrar. Only Primary Instructors will have access to eLearning.
Other Instructors - Additional instructors and graduate assistants may be designated as either a secondary instructor (select "Sec Instr" for the Instructor Role) or teaching assistant (select "TA" for the Instructor Role) on the Instructor for Meeting Pattern section of the Meetings tab. You have the option of granting "Grade" or no access (leave the Access blank for no access) to all instructors other than the primary instructor. For more information, please click here.
As you add sections and select instructors for courses, you will find that rather than searching the entire University instructor list, your list will be narrowed to those instructors who teach out of your department/academic organization, as well as those who have taught the course in your area even if they are not in your department. If someone outside your department is teaching a course for the first time, please contact Wendy Mulder to have the new instructor added to the list of possible instructors for your department. In general, new instructors can be added to your department's academic organization by completing the New Instructor Set-Up Request Form. Please contact us with any information you have about instructors who are no longer active so that we may perform some cleanup work on your available instructor list. Note: There is no change in process for adding instructors who are completely new to UNI.
The instructor, print box, and grading access, must be populated on all meeting patterns. The contact minutes/workload should only be populated on the first meeting pattern associated with a particular instructor. If a course with multiple meeting patterns is taught by the same instructor, the instructor must be listed on all patterns in order to view all meeting patterns on their Faculty Center Weekly Schedule. However, please keep in mind that the Print box should be unchecked on all but the first meeting pattern (per instructor) within the Meetings tab.
Contact minutes and load factor (percent of the load attributed to each instructor) need to be designated to support the tracking of faculty workload. Each credit hour of a lecture-based course equates to 50 contact minutes. As an example, a 3 unit lecture course taught by two instructors who share the load equally would show both instructors having 75 contact minutes and 50.0000 in the load factor. In classes that utilize graduate assistants as part of the instruction, departments need to include these individuals in the contact minutes and load factor as you would regular faculty. Another example, a 4 unit course (3 hours of lecture and 1 hour of lab) taught by the same instructor would show 150 contact minutes for the lecture meeting pattern and 100 minutes for the lab meeting pattern. It is imperative to record faculty work load as accurately as possible. For more information on instruction types and minimum number of meeting minutes, please click here.
Certain course attributes will default from catalog information, and others need to be set up by the departments. The following are the course attributes that need to be set up by departments in the system as sections are built for the schedule of classes (other course attributes will be defaulted from the catalog):
Course Attribute Type
Course Attribute Value(s)
When to Add This Course Attribute to a Course Section
Record Code (RCCD)
Resdential Course (RE)
When a course section is a residential course held on campus.
Extension Course (EX)
When a course section is offered through Extension.
Guided Independent Study (GIS)
When a course section is offered through Guided Independent Study
Organized Course Indicator (ORG)
Organized Course (ORGANIZED)
When a course section meets on a regular basis; do not add this course attribute to sections without a meeting time where students work in an independent manner and/or meeting times are arranged.
Honors Course Indicator (HON)
Honors Course (HONORS)
When a course section is designated for Honors Students Only.
Writing Enhanced Indicator (WREN)
Writing Enhanced (WRITINGEN)
When a course section is designated as a Writing Enhanced section.
Experimental, Studies In, Seminars, and Other Courses with Topics as Indicated in the Schedule of Classes
New experimental courses will require set up by the Office of the Registrar at the catalog level in the system before they can be scheduled. The Experimental Course Approval Form should be completed, approved, and forwarded to Wendy Mulder in the Office of the Registrar as soon as possible.
Course sections that require a new course title not used in the past will also require set up by the Office of the Registrar at the catalog level before they can be scheduled. For courses such as Studies In, Seminars, and other courses with specific topics, a New Course Title Form has been created. Please use the New Course Title Form to submit requests for new course titles to Wendy Mulder right away.
It is important that departments send information to the Office of the Registrar about these courses using the appropriate forms as soon as they're known. This will allow time for the creation of the courses by the Office of the Registrar at the catalog level, and addition of courses to the schedule of classes, prior to the deadline for entry of schedules. The Office of the Registrar will notify you as soon as the courses are set up at the catalog level and ready for entry at the schedule level.
Note: When setting up courses, make sure to have unique section numbers for each class. For example, ELEMECML 4186, for multiple topics - each topic must have its own unique section number (01, 02, 03, etc.).
Combined sections are used in two situations:
- Former cross-listed course sections where different course numbers were scheduled to meet at the same time and place, and share enrollment limits. This is the group of course sections that were coded as cross-listed in the old system. For all course sections that you would have indicated coding as cross-listing and sharing limits, the Office of the Registrar will need to set up the combined section. Please contact Marissa Timmerman with a list of these course sections.
- Former 100g level course sections - Must be set up in the SIS by setting up the undergraduate and the graduate subject and catalog number using the same section and the same section information listed for both (including enrollment limits). The Office of the Registrar will then perform a process to combine them into one section so that they share limits. Those who want to manage limits separately for the undergraduate and graduate offerings should contact Marissa Timmermanso that we do not combine the sections, and so that the Office of the Registrar will recognize the two sections as an intentional conflict when scheduling rooms.
- Guided Independent Study courses (GSW or GSP) - Do not delete these sections. These courses must be included in the Schedule of Classes so that the enrollment process can be executed within the SIS.
- Courses offered at CUE, Allen College, HCC, etc. - These will continue to be handled as they have in the past. We will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The location will be OFF-CAMPUS.
- eLearning courses that have traditionally been listed in the Schedule of Classes will continue with the same process similar to the CUE, Allen College, HCC, courses in that we will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The delivery mode for these sections will be "Online Semester Based." Please attach note 0007 to alert students the course will be offered through eLearning.
- Workshops, specialized courses offered off-campus, ICN, and eLearning courses offered to specific off-campus audiences will be entered by the Office of Continuing and Distance Education in cooperation with the Office of the Registrar.
- (This is primarily for COE) On-campus sections of ICN courses (taught as part of load) that are connected with off-site delivery will be coordinated with the Office of Continuing and Distance Education, but will be entered by the academic department. The Office of Continuing and Distance Education will enter course information for the remote sections. Please don't hesitate to contact the Office of Continuing and Distance Education if you have any questions.
Important: Once the Office of the Registrar has created the course combinations, all changes to Enrollment Limits (including Wait Lists) must come through our office via the Schedule Change Request Web Form. Because the system is set to 'share limits' with combined courses, we must maintain the Enrollment Capacities centrally in order for it to work properly once registration begins.
Courses with a range of credit hours in the catalog in which the department wishes to offer sections for a fixed amount of credit hours will need to be identified and communicated to Marissa Timmerman . Once the sections are scheduled by the department, the Office of the Registrar will be able to override the catalog unit values to accommodate the department offering by updating the Class Associations. When there is no difference in the units offered in the schedule as compared to the catalog, the units simply pull from the catalog and no extra steps need to be taken.
Instead of reporting course materials to University Book and Supply directly, course materials for each section are to be entered into the system as soon as they are known.
Course sections for which materials are not yet known should have the "Pending" option indicated in the Textbook tab of the schedule of classes set up pages, and will appear as "Textbooks to be determined" in the schedule of classes. Once the course materials are known, the "Textbook entry complete" option should be indicated, allowing the course materials to appear in the schedule of classes. There is also an option for "No textbooks assigned to the class."
University Book and Supply will receive course material information form our system through an interface on a daily basis. The bookstore will, in turn, supply our system with an estimated price.
University Book and Supply will continue to make contacts to resolve questions about book titles, new editions, etc. If any changes are made, updates to course material information must be entered into the system as it serves as the system of record holding the published information viewable within the Schedule of Classes.
Once course material information is published in the Schedule of Classes, students will be able to purchase course materials from their vendor of choice.
To support University compliance with course material/textbook law, it is important to note the following:
Course materials purchased somewhere other than from a typical textbook vendor (such as a course packet available from the department or at Copy Works) should also be added to the textbook information in the system, along with a note about where the items can be purchased and the cost.
The current options in the system for course material types are: Course Packet, General Merchandise, Rental Instrument, and Textbook. Please let us know if other needs arise as you work through the schedule building process.
Department schedulers have expressed a concern about receiving course material information in a timely manner from Faculty. Any efforts to support this process by encouraging faculty to communicate course materials to the department as early as possible in the process and as soon as they are known will positively impact the availability of this information to students and the fulfillment of our obligation under the law. It's recommended that course materials/textbooks be left at a "pending" status until confident that they are final and accurate. Please stress to faculty that late changes to course material information will require immediate contact with all enrolled students concerning the changes as some students purchase these items early.
There are two types of notes in the Schedule of Classes - Global Notes and Class Notes.
Global Notes - notes that pertain to an entire subject area. In the past, this type of note has appeared at the beginning of the class section listing for a given subject or department. In the system, Global Notes don't have department/Academic Organization security tied to them, and for that reason the Office of the Registrar will be maintaining them for you. We will use the Spring 2012 notes as a starting point for your Global Notes. Please contact Marissa Timmerman with any changes to these notes for the Spring 2013 schedule. In addition, if your waiting list policies and procedures aren't already listed in this area, please be sure to add them.
Class Notes - notes specific to each class section and are entered by the department schedulers in the Notes tab of the Schedule of Classes set up pages. There are two types of Class Notes:
Preformatted Class Notes - commonly used notes with static text set up in advance which are added to the class section by selecting the desired note from a list of available notes set up by a system administrator.
Free Format Text - notes typed or copied in from another source that are specific to the section. Some preformatted Class Notes have been set up for your use. If there are additional ones you'd like to have set up, please contact Patti Rust.
Important: Do not copy/paste prerequisite information from the catalog to the class notes! The catalog level prerequisites will appear in the Class Search.
Important: In addition to the specified Course Attribute and Preformatted Class Note, Honors courses must also have an entry made on the Meetings tab to include "Honors Course" in the Free Format Topic. The "Print Topic on Transcript" box should also be checked.
Course component is defined for courses at the catalog level. Some course components were set up based on common course numbers, and others were set up as a result of requested feedback from department heads. The current values in the system for course components are:
Course component values at the catalog level were defaulted to the appropriate value for courses having common course numbers. New course component values and their associated courses identified by department heads to date have also been defined and assigned to courses in the system. Remaining courses will have a default value for course component of Lecture/Discussion. If you find that additional course component values are needed, or that a course needs to have a different course component value associated with it, please contact Patti Rust. Before a course can be scheduled with a desired course component value, the course component needs to be set up at the catalog level for the course.
The hours for summer classes will be as follows:
7:30 a.m. - 8:30 a.m.
8:40 a.m. - 9:40 a.m.
9:50 a.m. - 10:50 a.m.
11:00 a.m. - 12:00 p.m.
12:10 p.m. - 1:10 p.m.
1:20 p.m. - 2:20 p.m.
After 2:20 p.m., hours can be flexible in terms of length and frequency of meetings, provided that the appropriate number of hours are met. The recommended number of meetings per week are as follows:
|Number of Meetings Per Week|
|Credit Hours||8-Week Session||6-Week Session||4-Week Session||Minimum Required Minutes|
For classes that will meet two consecutive hours per day, please use these time blocks: 7:30 a.m. - 9:40 a.m., 9:50 a.m. - 12:00 p.m., and 1:20 p.m. - 3:30 p.m. The late afternoon and evening time slots can be flexible.
To avoid conflicts for students who desire to take more than one course, every effort should be made by the department to not schedule a course in multiple time periods. You are encouraged to explore non-traditional time offerings such as weekend or a series of weekend sessions and evening classes. Past experiences with these by departments have been successful. Caution should be taken in scheduling low enrollment offerings during the regular summer session. This is not an efficient use of resources, particularly when budgets are tight. It is appropriate to offer such courses and workshops on a self-supporting basis through the Office of Continuing Education. Decisions regarding such offerings will be based on a rather solid indication of student interest.
Adequate resources are not available to support all buildings for the entire 12 weeks of the summer term. In addition, extended time periods must be available for needed remodeling and maintenance projects. Thus, classrooms will be assigned to ensure as much efficiency as possible in regards to building usuage. Only indicate specific rooms on your schedule when the course is dependent upon that room. If a specific building is preferred, please indicate the building with no rooms in the Class Notes.
Space problems can occur when departments add students to the original limits and consequently outgrow the room they are assigned. This creates problems in trying to find larger classrooms once the semester has started. Therefore, we request that department heads notify the Office of the Registrar if they find it necessary to override the limits that were originally placed on classes. The room capacity is viewable on the Meetings Tab under the Capacity heading. Do not let the actual number of students exceed the room capacity.
The system allows you to request a specific room or room features, but please keep in mind that final room assignments will be determined by the Office of the Registrar. If you desire to add a class or move a class, it will be necessary to check with the Office of the Registrar to obtain a classroom. Also, the Office of the Registrar will not be obligated to consult a department to secure permission to use a classroom. If a shift in classes becomes necessary and it involves more than one department, the Office of the Registrar will consult with the Department Heads involved. Once advance registration has started, any time changes or added classes must be cleared by the Office of the Registrar. The Office of the Registrar will notify students of course changes.
Guided Independent Study Courses (GSW or GSP) - Do not delete these sections. These courses must be included in the Schedule of Classes so that the enrollment process can be executed within the SIS.
Courses offered at CUE, Allen College, HCC, etc. - These will continue to be handled as they have in the past. We will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The location will be OFF-CAMPUS.
eLearning/Blackboard - Courses that fall into this category that have traditionally been listed in the Schedule of Classes will continue with the same process (similar to the CUE, Allen College, HCC, courses) in that we will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The delivery mode for these sections will be "Online Semester Based." Please attach note 0007 to alert students the course will be offered through eLearning/Blackboard.
Workshops, Specialized Courses Offered Off-Campus, ICN, and eLearning/Blackboard - If offered to specific off-campus audiences, these courses will be entered by the Office of Continuing and Distance Education in cooperation with the Office of the Registrar.
On-Campus Sections of ICN Courses (Taught as Part of Load) - Primarily for COE; When connected with off-site delivery, these courses will be coordinated with the Office of Continuing and Distance Education but will be entered by the academic department. The Office of Continuing and Distance Education will enter course information for the remote sections. Please contact Continuing and Distance Education if there are questions regarding this process.
Only edit the sections for your own Academic Organization. For example, the History Department should only edit HUM sections they are offering and leave the sections offered by other Academic Organizations (such as Philosophy and World Religions or the Office of Continuing and Distance Education) alone. To see the Academic Organization offering the section of a course, go to the "Basic Data" tab in Maintain Schedule of Classes.
When updating your summer schedule pay special attention to the Session (the first field on the Basic Data Tab) to make sure you are in the appropriate Session for each class section (i.e. May 4-Week, or June/July 8-Week, etc.). Please note that it is imperative that the Sessions be setup appropriately prior to students being registered in the courses. Section 80 numbers will be used for June 4-Week courses and section 90 numbers will be used for July 4-Week courses. All other sessions should utilize a numerical pattern for section numbering beginning with 01.
Summer Session dates can be found on our Academic Calendars page.
You are reminded that the Faculty Senate established a requirement that an activity workshop be scheduled for 30 hours of contact time for each semester hour of credit (March 27, 1978). Please indicate on your schedule if you are offering an activity or a lecture workshop. Lecture workshops: 1 credit hour must have 16 classroom contact hours. Activity workshops, 1 credit hour must have 30 classroom contact hours.