9.2 Course Development ctcLink to CampusCE

Purpose: Use this document to understand how after course creation, course data is pulled into CampusCE. All courses and class sections must be created in PeopleSoft. If colleges are using the integration between PeopleSoft and Campus CE the courses and class sections will be moved to CampusCE on a nightly basis. If colleges are using a different third party system they will need to build courses and class sections in both PeopleSoft and their system.  

Audience: Course/Class Builders, Continuing Education Staff

You must have at least one of these local college managed security roles:

  • ZC CM Course Catalog
  • ZD CM Course Catalog
  • ZD CM Course and Class Inquiry
  • ZD CM Local Configuration
  • ZD FWL View Cnt Calc
  • ZZ CM Course Catalog
  • ZZ CM Local Configuration
  • ZZ FWL Contract Calc
  • ZZ SS Student

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Registration_Enrollment_CampusCE_to_ctcLink.pdf
Step 1 - Building Courses in ctcLink

Refer to Creating New Courses in the Course Catalog QRG.

New Catalog Entry

Navigation:  NavBar > Navigator > Curriculum Management > Course Catalog > Course Catalog

  1. On the Course Catalog page, select the Add New Value tab.

Make sure to leave the Course ID as 000000, do not type in this field, the Course ID will auto populate when you save the course in later steps.

  1. Select the Add button.
Course Catalog Add a New Value page

Catalog Data tab

  1. The Catalog Data page displays.  Enter the following information:
  2. Effective Date: earliest possible date the course may be scheduled.
  3. Description, Long Course Title: typically the course title.
  4. Long Description: typically the course description.
  5. Course Units/Hours/Count section:
    1. Minimum Units/Maximum Units: the unit range for the class, the number will be the same for non-variable credit courses.
    2. Academic Progress Units: typically matches the Minimum/maximum unitand is used when calculating student academic load.
    3. Financial Aid Progress Units: enter the number of units for the course that the system counts towards tracking a student's financial aid load for a term.
    4. Last Course of Mult Term Seq: leave unchecked except for multi-term courses.
    5. Enrollment Unit Load Calc Type:
      • Actual Units: ctcLink populates the Enrollment Unit Load Calc Type field with Actual Units by default. Enter this option for any course that has identical values for the Minimum Units, Maximum Units, and Academic Progress Units fields.
      • Academic Units: Enter this option for any course that does not have identical minimum units, maximum units, and academic progress units, such as remedial courses and multi-term sequence courses. Entering this option requires the system to look at the academic progress units when it calculates academic load.
    6. Course Count: If you count courses (in addition to units) toward academic advising requirements or limits, enter a course count value in this field.
    7. Course Contact Hours: Enter weekly course contact hours. Populates to the Schedule of Classes  Instructor Contact Hours page to calculate total contact hours (non-FWL related).
Catalog Data page
  1. In the Course Grading section enter the following information:
    1. Grading Basis: Select the appropriate grading basis for the course.
    2. Grade Roster Print: Select 'By Student'.
  2. In the Repeat for Credit Rules section enter the following information:
    1. Repeat for Credit: If selected this checkbox will allow students to repeat courses and will open the Total Units Allowed and Total Completions Allowed boxes.
    2. Allow Multiple Enroll in Term: if checked this allows students enroll in a course multiple times per term.
  3. In the Additional Course Information section enter the following information:
    1. Instructor Edit: Defaults to 'No Enrollment Choice', change selection if you want students to be able to select an instructor.
    2. Add Consent/Drop Consent: Defaults to 'No Special Consent Required', change selection if you want to require student permission numbers to enroll in this course (This can also be defined on an individual term basis on the course schedule).
    3. Requirement Designation: Only used if course has defined requirement designation.  These are set up at the global level and are used to fulfill academic requirements for Advisement.
    4. Equivalent Course Group: Look up or input if the course has an equivalent course group defined (See QRG for Creating Course Equivalencies).
  4. In the Course Attributes section enter the following information:
    1. Input or Look up course attributes, which are used for funding courses. Multiple rows can be added by selecting the [+] sign.
  5. Course Topics section: Allows you to define specific topic descriptions to a course.
  6. Select Offerings.
Catalog Data pge

Course Offerings tab

  1. The Offerings page displays.
  2. In the Course Offering section, enter the following information:
    1. Course Offering Nbr: Allow to default.
    2. Catalog Nbr: Input the number designated for this course.
    3. Academic Institution: Input or Look Up.
    4. Academic Group: Input or Look Up.
    5. Subject Area: Input or Look Up.
    6. Campus: Main.
    7. Academic Organization: Input or Look Up.
    8. Academic Career: Input or Look Up.
    9. Course Typically Offered: Optional, if the college wishes to student to view the terms that the course is typically available
    10. Tuition Group: Input or Look Up.
    11. Dynamic Class Date Rule: Leave Blank unless using dynamic dates for this course.
    12. Allow OEE Entrollment checkbox:  Used for open entry/exit course only.
    13. OEE Dynamic Date Rule: Used for open entry/exit course only.
    14. Course Approved: Courses default to Pending, change the status to Approved when the course is ready to be scheduled.
    15. Allow Course to be Scheduled: Select when the course is open for scheduling.
    16. Exam Only course: leave unchecked.
    17. Selection Boxes (Catalog Print, Schedule Print, etc.)
    18. *OPTIONAL - Check the Split Ownership box to designate multiple Academic Organization owners for this course. When this box is checked, the Academic Organization and percent owned fields become available for entry.
  3. Enrollment Requirement Group section: Select if the course has enrollment requirements (see QRG for creating Enrollment Requirements).
  4. Taxonomy section:
    1. CIP CODE: Input or select.
    2. HEGIS CODE: Leave blank.
  5. Select Components.
Offerings page

Components tab

  1. In the Course Component Section, enter the following information:
    1. Course Component: Select from list. Multiple components can be created by clicking the + sign (i.e. Lecture and Lab courses)
    2. Instructor Weekly Contact Hours: Input Contact Hours. Note: This field is used for Faculty Workload, see additional details on the Faculty Workload QRGs.
      1. If this is a non-credit bearing course, take the total contact hours and divide by 11 weeks and enter result.
      2. The sum of all various component hours should equal the total class hours.
      3. For credit-bearing courses, please refer to the SBCTC policy manual for contact hours to credit ratio policy guidelines.
      4. Institutions should not deviate or alter unless a full impact-analysis that includes consideration of FWL and consultation with State Board has been completed.
    3. Default Section Size: This will default the class size when scheduled
    4. Workload Hours/OEE Workload Hours: Leave Blank.
    5. Final Exam: Select from list.
    6. Exam Seat Spacing: Input Exam seating requirements.
    7. Provider for Authentication/LMS Extraction: Leave Blank.
    8. Auto Create: Select for multi-component classes.
    9. Primary/Graded Component boxes: Select for multi-component classes on the graded component only.
    10. Add Fee: See QRG on Adding course fees for more details.
  2. In the Attributes section, enter the following information:
    1. Input Faculty Workload 'Unit' (see additional details on the Faculty Workload QRGs).
  3. In the Course Attendance section, enter the following information:
    1. Instruction Mode: Input or Look Up. Multiple Instruction modes can be created by clicking the + sign (i.e. In Person and Online)
    2. Attendance Type: Select from drop down, typically use 'Class Meeting' to record attendance for all dates.
    3. Selection boxes: Use check boxes to identify options for each instruction mode.

Note: If a course is scheduled in an instruction mode that is not defined on the catalog page, users will not be able to generate attendance rosters for the course.

  1. In the Room Characteristics Required section (optional):
    1. Identify required room features for the course; Multiple room characteristics can be created by selecting [+] sign.
Components page
Step 2 - Publishing Course in CampusCE and Website

Refer to external CampusCE site for most current information - Course Add/Edit.

Note* - CampusCE login necessary to access documentation.

CampusCE_Course_Add_Edit.pdf

Navigation: Courses > Course Edit

  1. Select Course Edit.
  2. Search for course.
  3. Select Course.
  4. Six Information tabs are visible:
    1. Info
    2. Section
    3. Catalog
    4. Links
    5. Media
  5. Info tab 
    1. Review to confirm information is correct.
    2. Scroll to Course Publishing
      1. Course Web Description – description published to website
        1. HTML embedded tool
      2. Print Description – for printed catalogs
        1. No HTML in print description
    3. Other Information
      1. Course comments are internal only
      2. Course Notes are external notes, used for print catalog production
    4. Select the Save button.
  6. Section Tab – will be covered in Class/Section Business process – Course will not publish without a section.
  7. Catalog Tab
    1. Navigate to the Categories sub-tab.
    2. From the drop down, select the appropriate Catalog.
      1. Web Catalogs refer to the student facing website(s) where students register for courses and items. Web Catalog names are configurable.
      2. Print Catalogs refer to an exportable catalog used in creating a printed schedule for distribution. Web Catalog names are configurable.
    3. Click on the drop-down menu to view all the active categories within a catalog. You may assign a course to multiple categories and subcategories.
      1. Click the plus (+) sign to show sub-categories.
    4. Select the desired Category or Subcategory.
    5. Select the Add Category button.
    6. When selected, category appears under the Edit Course Categories Area Courses – Course Add/Edit.
    7. Select the Update button to associate the Course with that Category. Repeat if necessary, with other Categories or Subcategories.
    8. To un-publish the Course:
      • Un-check the Publish Checkbox.
      • Select the Update button.

*Note: Courses may also be unpublished in Publishing > Catalogs. This is helpful when managing publishing settings for multiple courses/categories at once.

  1. To delete the Course from a Category
    1. Select the Delete Checkbox next to the category from which you'd like to remove the Course.
    2. Select the Update button.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.