Course Catalog Best Practices 21a

Purpose: Use this document as a reference for use of best practices within the Course Catalog

Audience: Student Services Staff

  1. Never use correct history. Correct History will cause a problem no matter how small of a change you want to make. Never edit a previous effective dated row. If an exception needs to be made, colleges need to clearly document the change made for that exception. Impacts to classes, enrollments and student financials need to be tested in the PQA environment BEFORE making the update in production.
  2. All course changes should be made prior to class building/roll.
  3. Always insert a new effective dated row each time you make any change to a course. Effective dated changes should be forward dated to an agreed upon date between terms.  DO NOT BACK DATE effective dated changes. If an exception needs to be made, colleges need to clearly document the change made for that exception. Impacts to classes, enrollments and student financials need to be tested in the PQA environment BEFORE making the update in production.  
  4. Do not make changes to a course once classes have been created/generated. If this is done college must use course roll to ensure the title and units will be adjusted. Not all course elements roll and it may be necessary to start over with class building. This is especially true for component changes.
  5. Never make a change to a course that could affect classes once enrollment has occurred. Course roll no longer functions once enrollment in class has occurred. This will cause data inconsistencies with your schedule of classes.
  6. Effective dating needs to take into consideration when the term begins. I.E. for fall quarter course changes must be effective dated prior to 1st day of term. Any effective date after term/quarter start will only apply to next term classes.
  7. If course is to become inactive, know when the course is last offered to ensure FTE’s will calculate but prevent class from being scheduled. Example: LINX 401 offered Spring 2017 will become inactive effective Summer 2017. On date of decision (1/20/2017) add effective dated row of 6/25/2017 (any date between end of spring and prior to 1st day of summer) with “Allow Course to be Scheduled” unchecked. This will prevent the course from being schedule for Summer 2017 and after. Since FTE’s for Spring 2017 might not be finalized prior to first day of summer add effective date to inactive course based on FTE final schedule.
  8. Changes to components and setting of primary graded component effect enrollment and the course fees. Course fees must be on the primary graded component only. The course fee table stands alone and is linked by Course ID, Component, Institution, Campus, & Location. Before making changes to components first determine if a course fee is associated with component. Before adding/changing course fee first determine which component is primary graded.
  9. Assigning fees at the course level should only be done when there are never any instances where at the class section level the fee would be zero (unless tuition and fees are also not charged).
  10. If course fees exist and an additional class fee are desirable, the additional class fee should be a different item type than the fee at the course. Failure to make the fees unique may result in tuition calculation errors.
  11. Establish a timeline for course changes
  1. Course Roll only updates; Career, Academic Group, Subject, Catalog Nbr, and Description.

To make changes other than the one’s above, it is necessary to either adjust class sections or build a new class section.

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