Class Topics 21b

Purpose: Use this document as a reference for adding class topics in ctcLink

Audience: Class Scheduling Staff

Adding to a Newly Scheduled Class: Main Menu > Curriculum Management > Schedule of Classes > Schedule New Course

Adding to a Previously Scheduled class:  Main Menu > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes

Topics can be added to Classes using previously created topic IDs from the Course Catalog Creating Course Topics OR they can be added on the Class Meetings tab.  Instructions for both and how they display is detailed below.

If multiple topics are needed for a single class section, users CAN use one topic on the Basic Data tab AND one topic on the Meetings tab.

Adding Topics using Course Topic ID on the Basic Data tab

Course Topics using a Course Topic ID must be built on the Catalog Data tab of the Course Catalog prior to using them on classes.

  1. Search for an existing class using Maintain Schedule of Classes or Add a New class section to the schedule by using Schedule New Course. (navigations above)
  2. Select the Basic Data tab.
Look Up Course Topic ID page
  1. Select a Course Topic ID to link course topics to class sections.  Topic ID values are defined on the Catalog Data page. 
  2. If you enter a topic ID, the Print Topic in Schedule check box becomes available for entry.  The system selects this check box by default.  You can uncheck this box if you do not want the topic to appear when searching for classes.
Basic Data tab - Print Topic in Schedule button
  1. Click on Save.
    1. If scheduling a New Course additional fields may be needed prior to saving the class, complete all required fields prior to saving.

Class Search Display for Topics Defined on Basic Data tab

Topics Added on the Basic Data tab in the Class Schedule will appear to students when using Class Search on the Main Search Results page, IF the Print Topic in Schedule box is selected.

Search for Classes Search Results

If Topics have been added to the Course at the Catalog level and no topics are used on the Basic Data tab when Scheduling a Class, a warning message will display to users notifying them that topics are available.  Topics are optional and are not required even if available. This message will display for EACH section that a class is scheduled without a topic assigned.

Warning Message

Attaching Class Topic IDs to a Specific Class Meeting Pattern

Topics added to the Meetings tab can be done using a Topic ID or as a Free Format Topic. Free Form topics are best to be used when the topic is a one time offering or if it is past a catalog change deadline for a specified term.  It is not recommended to make effective dated changes to the course catalog that would by date impact the term after classes have been scheduled. It is best practice to always forward effective date catalog changes to the next term.

  1. To attach a topic to a specific class meeting pattern, go to the Meetings Tab on the Schedule of Classes. Select a Class Topic ID for this class meeting pattern.  Topic IDs are defined on the Catalog Data Page.
  2. The Print Topic on Transcript check box can be selected to allow course topics to appear on the advisement report and transcripts. Course Topics defined at the class meeting pattern must have this check box selected, as well as the Display Topics in AA Reports check box on the Transcript Type – Basic Data page, for the class meeting topic to appear. Note: Selecting the Print Topic on Transcript check box allows the class meeting pattern topic to be printed on both transcripts and advisement reports. To allow the topic to print on only one of the reports, correctly set the option to print topics on the transcript type for each report type.
  3. Click the Save button.
Meetings tab - Topic ID Print on Transcript

Note:  You cannot assign class meeting pattern topic IDs to combined sections. This would cause data integrity problems. For this reason, after sections are combined, the system makes the Topic ID field unavailable on the Meetings page. Instead, only assign free format topics to combined sections. In addition, if you combine sections that already have class meeting pattern topic IDs assigned to them, the system deletes the topic IDs.

Class Search Display for Topic IDs Defined on Meeting tab

Topics Added on the Meetings tab in the Class Schedule will NOT appear to students when using Class Search on the Main Search Results page.  Click on the Class Section number to view the Class Details information to view these topics.

Search for Classes - Class Details

Class Topics added to the Meetings tab WILL appear when looking at the class detail for the class.

Class Detail Topic section

Using Free Format Class Topics

Free Form topics are best to be used when the topic is a one time offering, if it is past a catalog change deadline for a specified term, or when the class will be included as a Combined Section.  It is not recommended to make effective dated changes to the course catalog that would by date impact the term after classes have been scheduled. It is best practice to always forward effective date catalog changes to the next term.

  1. To attach a Free Format topic to a specific class meeting pattern, go to the Meetings Tab on the Schedule of Classes.
  2. Enter a Free Format Topic if a predefined topic ID is not suitable. For example, if an instructor wants to teach ENGL 299 as “19th Century Novelists,” but the topic has not been set-up as a topic ID, you could enter a free format topicYou can only link free format topics to class meeting patterns.
  3. The Print Topic on Transcript check box can be selected to allow course topics to appear on the advisement report. Course Topics defined at the class meeting pattern must have this check box selected, as well as the Display Topics in AA Reports check box on the Transcript Type – Basic Data page, for the class meeting topic to appear. Note: Selecting the Print Topic on Transcript check box allows the class meeting pattern topic to be printed on both transcripts and advisement reports. To allow the topic to print on only one of the reports, correctly set the option to print topics on the transcript type for each report type.
  4. Click the Save button.
Meetings tab - Free Format Topic

Class Search Display for Free Format Topics Defined on Meeting tab

Free Format Class Topics Added on the Meetings tab in the Class Schedule will NOT appear to students when using Class Search on the Main Search Results page.  Click on the Class Section number to view the Class Details information to view these topics.

Search Results Class Section

Free Format Class Topics added to the Meetings tab WILL appear when looking at the class detail for the class.

Class Detail Topic

Class Topics Display on Transcript

Main Menu > Set Up SACR > Product Related > Student Records > Transcript > Define Transcript Type

There are a couple of settings that control Class Topic display on the transcript.

  1. Class Topics must be selected to print by transcript type on the Enrollment/Statistics tab for each Transcript type.
Enollment Statistics Print Course Topic
  1. Once this setting has been selected, any Class Topics set up on the Basic Data tab in the Class Schedule will print on the transcript.
Basic Data tab Class Topic
  1. Class Topics set up on the Meetings tab in the Class Schedule will also need the Print on Transcript box selected in order for that topic to appear on a student's transcript.
  1. Below is an example of how topics will display on a transcript.
Example: Class Topics Display on Transcript
  1. If topics have been added to both the Basic Data and the Meetings tabs in the class schedule and the topic on the Meeting tab has been set to Print Topic on Transcript, the transcript will display BOTH topics.
Example of Both Class Topics Display on Transcript

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