Schedule New Classes

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

Audience: Staff responsible for maintaining class schedules.

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

  • ZC CM Class Builder
  • ZD CM Class Builder
  • 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 also must set the following SACR Security permission:

  • If the course has already been scheduled for this term, refer to the Schedule Additional Class Sections QRG.
  • ⚠️ Before combining sections, ensure that you have created all necessary sections and components (e.g., lab and lecture) first. Build an extra, just in case (set your extra to “tentative” so it's available for emergencies).
Search for Existing Class

Navigation: Curriculum Management > Schedule of Classes > Schedule New Course

  1. Enter as much search information as possible to narrow the search. Suggested fields:
    • Academic Institution
    • Term
    • Subject Area
    • Catalog Nbr
  2. Use the lookup (🔍) icon to select values.
  3. Select the Search button.
  4. Choose the appropriate class from the search results.
Basic Data Tab - Required Fields
  1. Session: Select from the lookup list. Once students are enrolled, the field becomes read-only. To change the session to DYN ot OEE, you must rebuild the class as a DYN (or OEE) Session and run the DYN date process.  
  2. Class Section: Follow local institutional conventions.
  3. Start/End Date: Auto-populates from the session but can be updated.
  4. Component: Defaults to the Course Catalog primary component. Can be changed.
  5. Class Type: Usually set to Enroll; set to Non-Enroll for Auto-Enroll Component classes.
  6. Associated Class: Links multiple components (e.g., lecture + lab). ⚠️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
  7. Location: Defaults to Main. Update if off-campus; required for DOC classes for reporting purposes.
  8. Academic Organization and Class Attributes: Auto-populate from the Course Catalog.
  9. Holiday Schedule: Auto-populates from the session selection.
  10. Instruction Mode: Select using the lookup. Defaults to "P" for In Person.
  11. Legacy Item Number Attribute: Used in conversions.
  12. Use Auto Create Component for multiple-component classes (e.g., lecture/lab).
  13. Schedule Print checkbox must be selected for students to search/enroll.
  14. Non Required fields are used based on local college process.

📝 CampusCE Notes:

  • Fields transferred to CampusCE : Course ID, Term, Subject Area, Class Nbr, Catalog Nbr, Class Section, Start/End Date.
  • Only graded components transfer.
  • Classes move regardless of Schedule Print.
Basic Data tab
Meetings Tab
Meeting Pattern Section
  1. Facility ID: Lookup (🔍) or enter known location.
  2. Capacity Pat: Select pattern or use checkboxes for days of the week.
  3. Mtg Start / Mtg End: Enter start/end times.
  4. Start/End Date: Defines the specific meeting period. Use the plus icon [➕] for multiple patterns (e.g., due to holidays).

📝 CampusCE Notes:

  • All meeting pattern information is moved to CampusCE, along with the Building name, Facility ID, and Description.
  • If the class has a topic, use a topic ID# (must be set up in the course) or add a free-form topic. These will be sent to CampusCE.
Instructors for Meeting Pattern
  1. 💡These fields are used for Faculty Workload, see additional details on the Faculty Workload QRGs.
  2. Instructor ID: Enter or lookup (🔍). Use the plus icon [➕] to add multiple instructors.
  3. Assignment Tab:
    • Instructor Role (Primary, TA, etc.)
    • Access Level:
      • 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.
  4. Workload Tab:
    • Assign Type
    • Load Factor

📝 CampusCE Notes:

  • Instructor name and EMPLID are sent to CampusCE. The instructor's name can be edited in CampusCE by updating the display name.
Meeting Tab
Enrollment Cntrl Tab
  1. Class Status: Defaults to “Active."
  2. Add/Drop Consent: Defaults from the Catalog; adjust as needed.
  3. Enter values for the following:
    • Room Capacity
    • Enrollment Capacity
    • Wait List Capacity
    • Minimum Enrollment Nbr
  4. ⚠️Component classes that are auto-enrolled need to equal the capacity for the primary course.

📝 CampusCE Notes:

  1. Only Active CNED career classes move to CampusCE.
  2. Only enrollment sections transfer.
  3. Consent not used.
  4. Enrollment Capacity and Minimum Enrollment Nbr can be populated and sent to CampusCE.
  5. Capacity can be changed in CampusCE, but this will not affect the capacity in ctcLink PeopleSoft, and could cause enrollment issues. Be sure to change in both systems.

Auto Enroll Section Fields

  1. Enter the component/associated courses in the 1st Auto Enroll 2nd Auto Enroll sections. Students are auto-enrolled in these courses (i.e., the lecture course is the primary course, and they are auto-enrolled in a lab component section).
Enrollment Control tab
Reserve Cap Tab
  1. Assigning reserve capacity enables the reservation of seats in class sections for specific groups of students.
  2. A Reserve Capacity Sequence Number is assigned to each Requirement Group added to the class.
  3. The sequence number determines priority for enrollment: Sequence #1 has higher priority than Sequence #2, and so on.
  4. If a student qualifies for multiple reserve capacity groups, they will be placed into the group with the highest priority (lowest sequence number).
  5. The Enrollment Total indicates the number of students who are currently enrolled under each reserve capacity sequence.
  6. The Start Date is the date that the Reserve Capacity goes into effect.
  7. Enter or lookup (🔍) a Requirement Group.
  8. Enter the number of seats you want to reserve for the group of students in the Cap Enrl field. Remember, the system only combines the most current row for each reserve capacity sequence for the specific section.
  9. If you want to make a Reserve Capacity group inactive after a certain date:
    • Scroll to the correct Reserve Capacity Sequence Number using the Next/Previous Row buttons.
    • Click in the Start Date field for that sequence.
    • Use the calendar icon to the right of the Start Date field to select the date.
    • Enter the date you want the group to become inactive in the Start Date field.
    • Ensure the same Requirement Group is selected for this new row to maintain consistency.
    • Enter "0" for the Cap Enrl.
Reserve Cap tab
Notes Tab
  1. Add class notes using Note Nbr or Free Format Text.
  2. Class notes are printed in the Schedule of Classes to provide students with information on the class.

📝 CampusCE Notes:

  1. Use a Note Nbr or Free Format Text to provide additional information to students in CampusCE.
Notes Tab
Exam and Textbook Tab
  1. Select the Exam tab to manually schedule exam times for the class sections. Enter the appropriate values into Exam Date, Exam Start (time), and Exam End (time).
  2. On the Textbook tab, textbook information 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.
  3. Select the Save button.
Schedule Another Section (Same Course)
  1. Select the plus icon [➕] on the Basic Data tab to add a new row.
  2. Repeat steps above.
Basic Data Tab Plus Icon is highlighted in red

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