Schedule New Classes 21b

Purpose: Use this document as a reference for scheduling new classes in ctcLink.

Audience: Staff responsible for maintaining class schedules.

If the course has already been scheduled for this term, refer to the “Schedule Additional Class Sections” QRG.

Navigation: Main Menu → Curriculum Management → Schedule of Classes → Schedule New Course

  1. Enter as much search information as possible to narrow the search. Suggested fields are below. Click the lookup icon (magnifying glass) for a list of values.
    1. Academic Institution
    2. Term
    3. Subject Area
    4. Catalog Nbr
  1. Click the Search button.
  2. Select the appropriate class from the search results.
  3. Basic Data tab required fields:
    1. Session: select from the lookup list values.
    2. Class Section: determined by local institutional process.
    3. Start/End Date: automatically populates based on the selected session but can be modified.
    4. Component: defaults to the primary component set up in the Course Catalog but can be modified.
    5. Class Type: most courses will be set to allow student enrollment; set to Non-Enroll for Auto-Enroll Component classes.
    6. Associated Class: used to link class sections that constitute a single course offering. For instance, lecture, lab, and discussion sections are combined into one class number to indicate that the three components are related to one another.
    7. Location: defaults to main, important to update when class is not on main campus and required for Dept. of Corrections classes for reporting to SBCTC.
    8. Academic Organization: auto-populates from the Course Catalog.
    9. Holiday Schedule: auto-populates from the session selection.
    10. Instruction Mode: defaults to P for In Person. Update this field based on the course offering.
    11. Class Attributes: auto-populates from the Course Catalog.
    12. Non-Required fields are used based on local college process.

Associated Class number has impacts on Enrollment Requirement Groups, Enrollment Actions and Wait List processing.  With the exception of multiple component classes that are linked by Associated class number, it is recommended that colleges give class sections unique Class Association numbers

Basic Data tab

Note: The Auto Create Component button is used to add additional sections for multiple component classes. (i.e. a course with lecture and lab components). Components are set up on the Course Catalog page. See the QRG Defining Class Associations for additional information.

  1. Click the Meetings tab.
  2. In the Meeting Pattern section enter the following:
    1. Facility ID: click the lookup icon to select a classroom or enter the information if known.
    2. Capacity Pat: select from the available meeting patterns, if a matching meeting pattern is not available select the meeting days of the week under the M T W T F S S headings.
    3. Mtg Start: enter the class start time (e.g. 8:00 AM).
    4. Mtg End: enter the class end time (e.g. 8:50 AM).
    5. Start/End Date: courses can have multiple meeting patterns in a selected term, input the start and end dates for this specific meeting pattern. Select the (+) to enter additional meeting patterns. For example, meeting patterns may need to be adjusted for holidays.
  3. In the Instructors for Meeting Pattern section, enter the following:
    1. Instructor ID: enter the instructor ID or select it using the lookup icon. If there is more than one instructor click the (+) and enter one ID per row.
    2. For each instructor, select the following:
      1. Assignment Tab
        1. Instructor Role (Primary, TA, etc).
          1. Access Levels
            • Approve: enter grades and approve the grade roster.
            • Grade: only enter grades for the class.
            • Post: enter grades, approve the roster, and post the grades.
        2. Workload Tab
          1. Assign Type
          2. Load Factor

Note: These fields are used for Faculty Workload, see additional details on the Faculty Workload QRGs

Meetings tab
  1. Click the Enrollment Cntrl tab to set enrollment limits and capacity requirements, and to identify sections for which you want the system to auto enroll students.
    1. Class Status: defaults to “Active” but can be modified if sessions are added or cancelled.
    2. Add Consent and Drop Consent fields default from the Catalog Data page and indicate the type of consent, if any that is required to enroll in or drop the class.
    3. Enter the appropriate values for Room Capacity, Enrollment Capacity, Wait List Capacity and Minimum Enrollment Nbr:

Note: Component classes that are auto enrolled need to equal the capacity for the primary course

  1. Enter the component/associated courses in the 1st Auto Enroll 2nd Auto Enroll sections. These are the courses into which the student will be auto enrolled. (i.e. lecture course is the primary course the student enrolls in and they are auto-enrolled into a lab component section).
Enrollment Cntrl tab
  1. Click the Reserve Cap tab to assign reserve capacities for class sections.
  2. Click the Notes tab to attach existing class notes or free-form text notes to class sections. Class notes are printed in the Schedule of Classes to provide students with information on the class.
Notes tab
  1. Click the Exam tab. to manually schedule exam times for the class sections. Enter the appropriate values into Exam Date, Exam Start (time), Exam End (time).
Exam tab
  1. Click the Save button.
  2. To schedule another section of the same course, click the Basic Data tab.
  3. Click the (+) button on the Basic Data tab to add a new row.
  4. Repeat steps above.
Class Sections section
  1. Click Save after adding each course section.
  2. Textbooks can be added when new class sections are scheduled or at a later time.  For instructions on adding textbooks use the Adding Textbook Information to a Class QRG.

2 Comments

Frances Mayfield

Good morning, while going through this QRG we selected a course that already had classes built for it. Between step 3 and 4 maybe say something about having to click the plus to add a new class row. Thank you

Gretchen Fulmer (SBCTC)

Frances,

Your comment was forwarded on to a Functional Analyst for further information and she created a new QRG for scheduling additional class sections to distinguish between the two, rather than adding an additional section to this current QRG. A note has been added to this QRG directing you to the new Scheduling Additional Class Sections QRG.

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