Approval Code Training

Special Guest Appearances by…

The W11 Scheduling Policy Pilot

Printing a Proof in STAR

2-Proof Schedule

Production Process

• Approval Codes in STAR

Changes to the Printing Process

Creating Approval Codes

Viewing Approval Codes

Printing Approval Codes

• Winter 2011 Scheduling Policy Pilot

• 2-Proof Schedule Production Process

• Printing a Schedule Proof in STAR

Extracting a Schedule Edit from STAR

Changes to Approval Code

Printing

July 15th

- The high capacity printer in North Hall is no more

- Registrar will be unable to print approval codes

Summer & Fall 2010

- After July 15th, the Registrar’s Office will discontinue our service of printing and mailing approval codes

- Departments will need to print their own approval codes from STAR

Winter 2011 and beyond

- Departments will need to print their own approval codes from STAR

- Instructors will be able to print the approval codes for their courses in eGrades

Creating Approval Codes in STAR

Creating Approval Codes

Enter “C” for the Courses, and the quarter you are working on in QYY format. Press ENTER.

Creating Approval Codes

Enter the enrollment code. Press F1 to access the “Course Section Update” screen – do not press ENTER.

Creating Approval Codes

Add the number of approval codes that you would like created to the space marked “Approval Codes” in the “Course Section Update” screen. Press ENTER to create the codes – they will be created as soon as you press ENTER.

Creating Approval Codeswith the F6 Button

Only use the F6 key to create one approval code when you are giving this

specific code to a student at that moment. You will NEVER be able to print any code

created with the F6 button.

Creating Approval Codeswith the F6 Button

In the “Course Section Update” screen, press F6. One new code has been created.

Error Message – What do I do?

Email the Scheduling & Publications Unit with the enrollment code, the error message, and how many approval codes you need.

Questions aboutcreating approval codes?

Viewing Approval Codes

Codes Created by Changing the Number in the “Course Section Update” Screen

For approval codes created by updating the number in the Approval Code field of the “Course Section Update” screen, approval codes will show a creation date only.

After Approval Codes Are Printed

Once approval codes have been printed, the date they were printed will appear in the “Printed” column.

Codes Created by Pressing F6

This code was created by the F6 button. Look for a five character Com-Plete user-name in the “Name” field, and for the “Issued” and “Printed” dates to be

filled in.

A five character Com-Plete username in the “Name” field DOES NOT mean that this approval code has been used or canceled. It indicates that this code was created when the person with that username pressed F6.

Canceled Approval Codes

To cancel an approval code, type a “C” in the column marked “Can” and press ENTER. Canceled approval codes will show “Canceled” in the “Name” column.

Enter “C” in this column to cancel an approval code

Codes Used by Students

An approval code that has been used by a student will show their perm number and name. The date in which the student used the code will appear in the “Issued” column.

Perm # LAST,FIRST,MIDDLE 06/25/10

Approval Code Printing in STAR

Printing Approval Codes

1. Enter “R” for the Reports MENU, and the quarter you are working on in QYY format. Press ENTER.

Printing Approval Codes

2. Find the report called “Approval Code Extract/pdf”. Enter the selection number. Press ENTER.

“Approval Code Extract”

Approval Codes for All CoursesEnter your department’s abbreviation, choose your output preference (“PDF” for a printable format or “FILE” for a text file to import into Excel). Press ENTER.

Approval Codes for One CourseEnter your department’s abbreviation, course (subject abbreviation and course number - NOT the enrollment code), choose your output preference (“PDF” for a printable format or “FILE” for a text file to import into Excel). Press ENTER.

Approval Codes for One InstructorEnter your department’s abbreviation, instructor’s STAR ID, and choose your output preference (“PDF” for a printable format or “FILE” for a text file to import into Excel). Press ENTER.

EMAIL Codes to an InstructorEnter your department’s abbreviation, instructor’s STAR ID, type “Y” in the blank next to Send to Instr, and choose your output preference (“PDF” for a printable format or “FILE” for a text file to import into Excel). Press ENTER.

Re-Printing Approval CodesType “Y” next to “Reprint All”. Next, enter the date in which you would like approval codes to be printed from. All approval codes created on or after will be printed EXCEPT those used by students and those created with the F6 button . Press ENTER to submit.

Printing Approval Codes from PDF

Check your email inbox for an email with “Approval Codes” in the subject line. Open the PDF attachment called “approval.pdf” - this will open a PDF document formatted to print your requested approval codes on Avery 5167 labels.

Importing FILE Export into Excel

Check your email inbox for an email with “Approval Code Extract” in the subject line. Open the zip file by double clicking on it. Drag and drop the text file to your desktop. Open Excel and import the text file that you dragged to your desktop.

Drag and drop to desktop

Questions aboutprinting approval codes?

Winter 2011Scheduling Policy Pilot

F10 Pilot – Results!

total # of courserecords read by

Schedule25

# of coursesrequesting a room for 100+ students

(% of total)

courses without day/time/room

assignments after Schedule25

(% of total)

courses where alternate

days/times were requested of

departments/instructors (% of total)

Fall 2008 Unclear which policy elements were and were not enforced

1343200

(14.9%)

206

(15.3%)

185 (13.8%)

Fall 2009 Standard scheduling practices based on current UCSB policy enforced

1173195

(16.6%)

143

(12.2%)

42

(3.6%)

Fall 2010 Pilot of new proposed policy

971199

(20.5%)

115

(11.8%)

26

(2.7%)

Winter 2011Scheduling Policy Pilot

??

-ProofSchedule Production

Process

What? Why? Huh?• Because the start of the Winter 2011 production cycle was delayed

longer than expected and we still need to produce a schedule prior to the set registration dates, we would like to try a two-proof process for Winter 2011 that the SchedPub unit has considered implementing in the past.

Proof One

Proof Two Primary Proof

Proof Three Secondary Proof

3-Proof Process NEW 2-Proof Process

– the start of the production cycle is now closer to the start of registration (better idea of curriculum and budget?)

– no more pesky proof one deadline!PROS

Primary Proof(formally known as Proof Two)

• The first proof you receive in the cycle

• Will have four weeks to complete it

• Schedule25 will be run and day/time/room assignments for primaries will be made after it is returned

• To review my data entry and correct any errors/make additional changes before Scheulde25 is run, turn in your proof prior to the deadline and ask me to process the changes for your review.

Secondary Proof(formally known as Proof Three)

• The second and last proof you receive in the cycle

• Will have two weeks to complete it

• Schedule25 will be run and day/time/room assignments for secondaries will be made after it is returned

W11 Two-Proof Production DatesPrimary Proof Released Friday, July 9th

Primary Proof Due Friday, August 6th

Schedule25 Run – Primary Assignments

Secondary Proof Released Friday, August 27th

Secondary Proof Due Friday, September 10th

Schedule25 Run – Secondary Assignments

Release to STAR/GOLD/Course Search Friday, September 17th

Deadline to Schedule Unplaced Courses Friday, September 24th

Deadline to Make Changes Friday, October 1st

SAFs Required for Changes Friday, October 22nd

Registration Pass One Begins Saturday, October 23rd

Printing aSchedule Proof

from STAR

Printing a Schedule Proof in STAR

1. Enter “R” for the Reports MENU, and the quarter you are working on in QYY format. Press ENTER.

Printing a Schedule Proof in STAR

2. Find the report called “Schedule Proof (pdf)”. Enter the selection number. Press ENTER.

Printing a Schedule Proof in STAR

3. Enter your department abbreviation, and make sure the “Instructor List”, “Schedule25 Data” and “Print Messages” are marked as “Y. Press ENTER to submit.

Printing a Schedule Proof in STAR

4. Check your email inbox for an email with “Schedule Proof” in the subject line. Open the PDF attachment - this will open a PDF with your schedule proof. Print the proof, make your changes in RED and return it to the Registrar

Extracting aSchedule Edit

from STAR

Extracting a Schedule Edit in STAR

1. In the Repots Menu, find the report called “Curriculum Edit (pdf)”. Enter the selection number. Press ENTER.

Extracting a Schedule Edit in STAR

2. Enter the quarter you are working on and your department abbreviation. Press ENTER.

Extracting a Schedule Edit in STAR

4. Check your email inbox for an email with “Curriculum Edit” in the subject line. Open the PDF attachment named “dept.pdf” - this will open a PDF with your curriculum edit. Use this PDF to check you proof for data entry errors, and for courses assigned to departmentally controlled space.

Questions aboutprinting a Schedule

Proof or Edit?