Course Catalog Best Practices
Purpose: Use this document as a reference for use of best practices within the Course Catalog in ctcLink.
Audience: Student Services 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
- ZZ CM Course Catalog
- ZZ CM Local Configuration
- If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You will also need to set the following SACR Security permission:
Course Catalog Best Practices
- Never use correct History. Correct History will cause a problem no matter how small a change you want to make. Never edit a previous effective dated row. If an exception needs to be made, colleges need to document the change made for that exception. Impacts on classes, enrollments, and student financials need to be tested in the PCD environment BEFORE making the update in production.
- All course changes should be made before class building/roll.
- 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 document the change made for that exception. Impacts on classes, enrollments, and student financials need to be tested in the PQA environment BEFORE making the update in production.
- Do not make changes to a course once classes have been created/generated. A college must use course roll to ensure the title and units will be adjusted if this is done. Not all course elements roll, and it may be necessary to start over with class building. This is especially true for component changes.
- Never make a change to a course that could affect classes once enrollment has occurred. Course roll no longer functions once class enrollment has occurred. This will cause data inconsistencies with your schedule of classes.
- Effective dating needs to take into consideration when the term begins. For example, fall quarter course changes must be effective dated before the first day of the term. After the term starts, any effective date will only apply to next term classes.
- If a course is to become inactive, know when the course is last offered to ensure FTEs will calculate but prevent the class from being scheduled. Example: LINX 401 offered Spring 2017 will become inactive effective Summer 2017. On the date of decision (1/20/2017), add the effective dated row of 6/25/2017 (any date between the end of spring and before 1st day of summer) with “Allow Course to be Scheduled” unchecked. This will prevent the course from being scheduled for Summer 2017 and after. Since FTEs for Spring 2017 might not be finalized before the first day of summer, add an effective date to the inactive course based on FTE final schedule.
- Changes to components and the setting of primary graded components affect 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 the component. Before adding/changing course fee first determine which component is primary graded.
- Assigning fees at the course level should only be done when there are never any instances where the fee would be zero at the class section level unless tuition and fees are also not charged.
- Tuition Group: Inputting a value will impact the assignment of tuition groups to students. Leave this field blank. Please delete any auto-populated values before selecting Save.
- If course fees exist and an additional class fee is 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.
- Establish a timeline for course changes.
Course Roll Page
Navigation: Menu > Curriculum Management > Roll Curriculum Data Forward > Course Roll
- The Course Roll search page displays.
- Enter the Search Criteria.
- Select the Search button.
- The Search Results display.
- Select the appropriate link
- The Course Roll page displays.
- The Course Roll page only updates these fields:
- Academic Group
- Catalog Nbr
- To make changes other than the ones above, it is necessary to either adjust class sections or build a new class section.
End of procedure.