schedule of classes manual - uw-w

Revised August 2020

SCHEDULE OF CLASSES MANUAL

Registrar’s Office Roseman 2032 262-472-1570

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Table of Contents Table of Contents .......................................................................................................................................... 2 Schedule of Classes ....................................................................................................................................... 3 Basic Data Tab ............................................................................................................................................... 4

Basic Data Tab Fields: ................................................................................................................................ 5 Meetings Tab ................................................................................................................................................ 6

Meetings Tab Fields: ................................................................................................................................. 7 Course Modalities ......................................................................................................................................... 9

In-Person Course ....................................................................................................................................... 9 Hybrid Course............................................................................................................................................ 9 Remote Course........................................................................................................................................ 11 Web Based Courses ................................................................................................................................ 12 Off Campus Courses ................................................................................................................................ 13 Arranged Courses (includes Independent Study, Internship, Thesis) ..................................................... 14

Enrollment Control Tab ............................................................................................................................... 17 Enrollment Control Tab Fields: ............................................................................................................... 18

Updating Course Capacities ........................................................................................................................ 19 Combined Section Scheduling..................................................................................................................... 20 Combined Section Capacity ........................................................................................................................ 21 Auto-Enroll or Multiple Component Scheduling ......................................................................................... 23 Other Items ................................................................................................................................................. 24

Grading Basis ........................................................................................................................................... 24 Class Notes .............................................................................................................................................. 24 Section Notations (Learning Communities, Pathways, Honors, etc.) ..................................................... 24 Course Topics .......................................................................................................................................... 24

Session Changes .......................................................................................................................................... 25 Schedule of Classes Checklist ...................................................................................................................... 26

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Schedule of Classes The menu path for the Schedule of Classes is:

Curriculum Management > Schedule of Classes > The menu choices under SCHEDULE OF CLASSES are:

SCHEDULE NEW COURSE - Schedule a class for the first time for a specific term. MAINTAIN SCHEDULE OF CLASSES - View or update a class that is already listed for a specific term. UPDATE SECTIONS OF A CLASS - View class status, update course capacity and view current enrollment numbers for all sections of a specific class.

To add a new class, choose SCHEDULE NEW COURSE. To modify a class, choose MAINTAIN SCHEDULE OF CLASSES.

Click

Select the course you wish to enter.

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Basic Data Tab

The following are important icons used:

Insert a row (section)

Delete a row (section)

Save your data

↑ DO NOT ENTER DATA IN THIS

AREA

↓

↑ DO NOT ENTER DATA IN THIS

AREA

↓

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Basic Data Tab Fields: FIELD DESCRIPTION

Course ID This is a unique number assigned by the system when a course is first added to the database.

Academic Institution UWWTW = University of Wisconsin - Whitewater

Term Terms are defined as: ABCD. A=Century (2); BC=Year (e.g. 03); D=Term (0=Winterim,1=Spring, 3=Summer, 7=Fall) E.g. 2037 is Fall, 2003

Subject Area This is an Alpha Value that defines the subject area(s) in your Academic Organization

Catalog Number A three-digit number that defines the class under the subject area

Course Offering Number Each Course will have a course offering number, and is most always 1

AutoCreate Component Not used at UWW.

CLASS SECTIONS

Session

Represents the length of a class. Fall and Spring terms have a choice of: 1 = full term, 8W1 = first eight weeks, 8W2 = second eight weeks. Summer has a combination of 3, 6, 9 and 12 week sessions. Be sure you have entered the correct session!

Class Section

The class section must be a two-digit number (e.g. 01, 02, 10, 12, etc.). Classes may also have a section identifier letter (on p.20) if they are part of a multi-component class (C, L, D), an Honors section (H) or an Learning Community section (X).

Component Identifies the type of instruction for a class; examples include Lecture, Discussion, Lab, Field Studies, Independent, etc. Classes can have up to three types of instruction.

Class Type The class type will most often be "Enrollment". Multiple Component classes will have both "Enrollment" and Non-Enrollment" Components.

Associated Class

IMPORTANT: This number must match the section number. It will default to "1" and should be changed to match the section number (Section 01=Associated Class 1; Section 02=Associated Class 2, etc.). The exception to this is the set-up of Multiple Component Sections.

Campus Most classes will have the campus listed as MAIN. Extension funded classes should be listed as EXTENSION. If you are not sure what the funding source is for the class, leave the campus as MAIN

Location

Most classes will have the campus listed as WHITEWATER. Exceptions are classes taught off campus that are not extension funded, which are listed as OFF CAMPUS. For Extension funded courses, the choices are: EXTEN-OFF (Extension funded, Off Campus); EXTEN-ON (Extension funded; On Campus); EXTENSION (extension funded; Undetermined location); ON-LINE (courses that are web based).

Course Administration Leave blank; not used at UWW. Note: this is NOT the instructor!

Academic Organization This is the department or organization under which the class is housed, and should not be changed.

Academic Group Indicates the college under which the course is housed, and should not be changed.

These fields must be updated and/or verified Do not alter or enter these fields

Informational fields only

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Holiday Schedule Will default to HLSREG, and should be left as such.

Instruction Mode

For most courses it will default as P = In person. It should be changed if the class will not be in person (e.g. Web-based). The choices are: CO = Correspondence DR = Directed Research H = Hybrid IS = Independent Studies P = In Person WW = World Wide Web If anything other than P or WW are listed, please do NOT change it.

Primary Instr Section Displays with the section number of the class and should be left as such

Class Nbr A 4-digit number assigned by the system. Used for registration for Enrollment components.

Start/End Date Start and End Date of the session. Can be adjusted if necessary. Note: if you have to do either many or major adjustments, be certain you have entered the correct session. (See Session above.)

Event ID Automatically assigned by the system to coordinate room usage. Add Fee or Update Fee For Registrar's Office Use Only.

Schedule Print If the box is checked, the class will appear on WINS class searches. If unchecked, the class will not appear.

Student Specific Permissions

Will default as checked and should be left checked. UWW uses only Student Specific permissions.

Dynamic Date Calc Required UWW does not use this field.

Generate Class Mtg Attendance This box is checked to generate Attendance Verification Rosters

GL Interface Required UWW does not use this field. CLASS TOPIC Course Topic ID and Print Topic on Schedule

Do not use these fields.

COURSE EQUIVALENT COURSE GROUP Course Equivalent Course Group and Override Equivalent Course

Do not use these fields.

CLASS ATTRIBUTES Course Attribute and Course Attribute Value Do not use these fields.





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Meetings Tab

Meetings Tab Fields: FIELD DESCRIPTION Informational data fields

The fields on the top part of this page are repeated from the basic data panel and contain the same elements.

CLASS SECTIONS

Session Represents the length of a class, and is entered on the Basic Data panel.

Class Section The two-digit number (plus possible section identifier letter on p.20) entered on the Basic Data panel.

Component Identifies the type of instruction for a class, entered on the Basic Data panel.

Class Nbr A 4-digit number assigned by the system. Used for registration of Enrollment components.

Event ID Automatically assigned by the system to coordinate room usage.

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MEETING PATTERN

Facility ID Entered as the building symbol and the four-digit room number, possibly followed by a possible section identifier letter (on p.20), or WEB BASED or OFF CAMPUS.

Capacity The seating capacity for the room displayed in the Facility ID field. Pattern* Use this field, not the MTWTFSS field below!

The code representing the days of the week: M=Monday, T=Tuesday, W=Wednesday, R=Thursday, F=Friday, S=Saturday, U=Sunday, 5Day=MTWRF (e.g. MWF=Monday, Wednesday, Friday; TR=Tuesday, Thursday)

Mtg Start The four-digit time the class begins, entered with a colon, or in military time (e.g. 02:15pm or 1415pm).

Mtg End The four-digit time the class ends, entered with a colon, or in military time (e.g. 03:30pm or 1530pm).

MTWTFSS The days checked are the days of the week that the class meets. To alter the meeting pattern if one does not exist in the pattern area, check the box(es) on or off. Do not use to enter meeting days; use Pattern (above).

Start/End Date Start and end date for the session or the meeting pattern. Adjust if necessary.

Insert or delete a meeting pattern. Insert as many meeting patterns as necessary for the class set-up. Each line should contain all enrollments details: days, times, rooms, instructors.

Topic ID If a course has topics built in the catalog, enter the Topic ID number in this field, using the search icon.

Free Format Topic

Enter a topic title for a course that does not have catalog topics, or if the particular topic does not exist in the catalog. Enter in all caps: e.g. THE EVOLUTION OF PEOPLESOFT.

Print Topic on Transcript Check this box for the topic to appear on the student transcript.

Contact Hours Not used at UWW. Combined Section

This will only appear if the class is combined. Click on this link to view the Combined Section information, including what classes are combined.

INSTRUCTORS FOR MEETING PATTERN

ID Enter the EMPLID for the instructor. If the ID is not known, use the search icon to find a list of approved instructors.

Name The name of the instructor for the ID entered. Instructor Role Normally Primary Instructor, but can be Secondary Instructor or TA. Access Refers to instructor grade roster access, and should be left blank. Contact Not used at UWW.

Use to add or delete instructors for this meeting pattern. Insert a row for each instructor.

Room Characteristics Not used at UWW.



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Course Modalities

In-Person Course • An in-person course will be taught completely in-person in a physical classroom on campus. • An In-person course will have a Campus of MAIN with a Location of WHITEWATER (for the Main

campus) or a Campus of ROCK and a Location of ROCK (for the Rock County campus) and an Instruction Mode of P

• Please note: this is the default setup for each course on both campuses.

• In-person courses typically have one meeting pattern that includes a Facility ID, Days of the

Week, Start and End Times, and the Instructor.

Hybrid Course

• A Hybrid course is a course that has both in-person meetings and online activities. • A Hybrid course has an Instruction Mode of H

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• Hybrid courses have two meeting patterns: one that includes a Facility ID, Days of the Week,

Start and End Times, and the instructor; and one that includes the HYBRID Facility ID and the instructor.

o This Hybrid Facility ID refers to the online portion of the course. o If there is a course with an Auto Enroll section and it is to be coded as Hybrid, only one

of these sections should have a Hybrid meeting time – otherwise the students will be signed up for 2 online portions.

• The standard note included with a Hybrid course is:

o This is a hybrid course, which will have both classroom meetings and online/remote instruction. Further information will be given before the first day of class.

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Remote Course • A Remote course is a course that is held online, either synchronous or asynchronous, but it does

not have an additional Distance Education fee. • A Remote course has an Instruction Mode of AD.

• Remote courses typically have one meeting pattern. For synchronous courses, this will include

the REMOTE Facility ID, Days of the Week, Start and End Times, and the Instructor.

• For asynchronous courses, this will include the REMOTE Facility ID and the instructor.

• The standard note included with a Remote course is:

o This is a remote course. Further information will be given before the first day of class.

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Web Based Courses • A Web Based course is a course that is held online, either synchronous or asynchronous, and it

does have an additional Distance Education fee. • A Web Based course has a Location of ON-LINE (for the Main Campus) or RCK ONLINE (for the

Rock County campus) and an Instruction Mode of WW

• Web Based courses have one meeting pattern that includes the WEB BASED Facility ID and the

Instructor.

• The standard note included with a Web Based course is:

o This is a web based course using Canvas. A short while before class, information will be sent to each student's UWW email address. Required additional fee of $50 per credit will be assessed for this class.

• The standard note included with a Web Based course in the College of Business and Economics course is:

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o Undergraduate: Online BBA courses in the College of Business and Economics are charged separate tuition from the traditional face-to-face classes. The online BBA course tuition is not included in the 12-credit fixed tuition cost for traditional classes. The additional tuition charge is $389 per credit. Students must have access to the internet and an internet browser. A webcam may be required for remote exam monitoring.

o Graduate: Online graduate courses in COBE will be billed at $637.43 per credit for all students. Students must have access to the Internet and an Internet browser.

Off Campus Courses

• An Off Campus course is a course that is held at a physical location that is not on campus. • An Off Campus course will have a Campus of MAIN with a Location of OFF CAMPUS (for the

Main campus) or a Campus of ROCK with a Location of OFF CAMPUS (for the Rock County campus) and an Instruction Mode of P

• Off Campus courses typically have one meeting pattern, and sometimes also have specific

meeting times associated with them.

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• Or, one with specific meeting days and times

Arranged Courses (includes Independent Study, Internship, Thesis)

• An Arranged course is a course where the specific meetings times and days are arranged between the student(s) and instructor(s) at the start of the term. This specific information is usually not entered in WINS.

• There are several types of Arranged courses, including Independent Study, Internships, and Thesis or Research courses

• Independent Study courses have a Component of IND and an Instruction Mode of IS.

Verify that component is “IND”

and Instruction Mode is “IS”. If either of

these are off, please let the Registrar’s

Office know.

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• Internship courses have a Component of FLD and an Instruction Mode of P

• Thesis courses have a Component of THE and an Instruction Mode of P

Verify that component is “FLD” and Instruction Mode

is “P”. If either of these are off, please

let the Registrar’s Office know.

Verify that component is “THE” and Instruction

Mode is “P”. If either of these are off, please let

the Registrar’s Office know.

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• Arranged courses typically have one meeting pattern that includes the ARRANGED Facility ID and the Instructor.

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Enrollment Control Tab

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Enrollment Control Tab Fields: FIELD DESCRIPTION

Informational data fields The fields on the top part of this page are repeated from the basic data panel and contain the same elements.

ENROLLMENT CONTROL

Session Represents the length of a class, and is entered on the Basic Data panel.

Class Section The two-digit number (plus possible section identifier letter on p.20) entered on the Basic Data panel.

Component Identifies the type of instruction for a class, entered on the Basic Data panel.

Class Nbr A 4-digit number assigned by the system. Used for registration of Enrollment components.

Event ID Automatically assigned by the system to coordinate room usage.

Class Status Indicates if the class is active, cancelled, tentative (not approved) or on hold (stop further enrollment).

Class Type Indicates if the component is an enrollment or non-enrollment component.

Consent Indicates if the student needs permission of the department, the instructor or if no consent is required. Defaults from the catalog, but can be changed by term.

1st Auto Enroll Section

Used for multiple component classes. The non-enroll component should be entered in this field. Example: the class has a lecture (non-enroll 01C) and a lab (enrollment 01). The 01C should be entered here. The non-enrollment component should be left blank.

2nd Auto Enroll Section Used if a class has three components and operates in the same manner as the 1st Auto Enroll Component.

Resection to Section Used by the Registrar's Office only. Auto Enroll from Wait List UWW does not use this field. Enrollment Status Indicates if a class is open (has spaces) or closed (no space). Requested Room Capacity Indicates the target enrollment for this class.

Enrollment Capacity Indicates the enrollment capacity for this class. When combined with another class, indicates the enrollment capacity for the individual class, but not the combined section.

Wait List Capacity UWW does not use this field. Minimum Enrollment Number For department reference only; not required.

Cancel if Student is Enrolled

Used by the Registrar's Office only if class is cancelled after enrollment.

Combined Section Indicates that the class is a combined section. Clicking on the link will give the combined details.



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Updating Course Capacities When the schedule of classes is available for entry for a specific term, the enrollment capacities may be updated on the Enrollment Control Tab. Once schedule entry has ended and a proofs have been sent out, this option for updating course capacities will no longer be available. To update course capacities at any point in time for any active term, use Update Sections of a Class. The menu path for Update Sections of a Class is:

Curriculum Management > Schedule of Classes > Update Sections of a Class Enter the term, subject area, and catalog number (optional) and click Search.

Select the Class Enrollment Limits tab (second tab) and update the limits listed in the Enrl Cap column (first column allowing entry). Click Save. Please Note: this screen only shows up to 8 sections at a time. Click on the arrows or View All to see more sections. Please Note: if enrollment changes while you are updating this page, you may receive an error message and have to back out of the course. We recommend saving after each line that is updated to help avoid this error.

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Combined Section Scheduling Any two or more sections or classes that are taught in the same room at the same time by the same instructor, including dual undergraduate/graduate courses (e.g. 400/600) and cross-listed courses, are Combined Sections and must be handled specially. Thus, the Registrar’s Office will need to be notified about any classes that need to be Combined Sections. Please send an email to UW-W Class Schedule, [email protected] with the:

Subject Area Catalog Number Section Number Class Number Combined Capacity

The two classes must match exactly in meeting pattern, instructor and topic, or the classes cannot be combined. When entering the classes, enter in all the information for both classes, except the room, which can only be put on one of the classes. Once I receive the information, I will create the Sections Combined ID, which will combine the classes and schedule the room for the combination. Any further changes in the classes will need to be done on the Schedule Class Meetings page.

mailto:[email protected]

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Combined Section Capacity The combined section page shows the classes in a combined section, their individual enrollments, and the combined capacity. The only field that needs to be updated on this panel is Enrollment Capacity. Do not alter any of the other fields on this panel. Enter the desired combined capacity and press SAVE.

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Auto-Enroll or Multiple Component Scheduling Multiple Component Scheduling is best laid out on paper before it is entered on-line. If a class has a common Component along with multiple components (e.g. common lecture, multiple labs), then enter one Lecture component for each Lecture/Lab combination, and the individual labs as shown:

Section # Component Class Type Associated Class # 1st Auto Enroll 01C Lecture (8:50-9:40 MWF) Non-Enroll 1 blank 01 Lab 1 (7:45-9:40 R) Enrollment 1 01C 02 Lab 2 (7:45-9:40 F) Enrollment 1 01C 03 Lab 3 (8:50-10:45 T) Enrollment 1 01C 04 Lab 4 (9:55-11:50 R) Enrollment 1 01C 05 Lab 5 (1:10-3:05 T) Enrollment 1 01C 02C Lecture (10:30-11:45 TR) Non-Enroll 2 blank 06 Lab 6 (7:45-9:40 W) Enrollment 2 02C 07 Lab 7 (9:55-1:50 M) Enrollment 2 02C 08 Lab 8 (9:55-11:50 W) Enrollment 2 02C 09 Lab 9 (1:10-3:05 M) Enrollment 2 02C 10 Lab 10 (3:20-5:15 W) Enrollment 2 02C

If there are more lecture/lab combinations, the next lecture would be 03C, the Associated Class would be 3 and the 1st Auto Enroll Section for the labs would be 03C, etc. On the Basic Data panel: Class Type: Refers to whether or not the student will use the assigned Class Number to register. In the case of the lecture section as shown here, the student will automatically be enrolled in the lecture when they enter the Lab Class Number; they will not use the Lecture Class Number to register. Thus, the lecture is considered a Non-Enroll section. Class Association: Used to indicate the group of sections belongs together. In this case, the Lecture and Labs associated with the lecture are one group and should have the same associated class number. On the Enrollment Control panel: 1st Auto Enroll: Used to automatically enroll as student in a non-enroll component (e.g.; the Lecture) when the student selects an Enrollment component (e.g. the Lab). On the Enrollment Sections, enter the section number for the non-enroll, as indicated above.

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Other Items The following information, if needed, should be sent to UW-W Class Schedule, [email protected] before the end of the department’s Schedule Update access: Grading Basis If a class needs to be coded S/NC or P/F grading basis for a term and is not coded as such in the Course Catalog a notice should be submitted via email to UW-W Class Schedule, [email protected]. Class Notes Class notes are coded on a separate panel that are not included in department access. Any notes to be included in the Schedule should be submitted to the Registrar’s Office via email or campus mail prior to the end of Schedule access for inclusion on proofs, or noted on the proof copy when returned to the Registrar’s Office. Section Notations (Learning Communities, Pathways, Honors, etc.) Honors Coding: Honors is a two-step process.

1. Department coding a Freeform Topic Title on the Class meetings panel. 2. Sending an email to UW-W Class Schedule, [email protected], including the following

information: Subject Area, Catalog Number, and Class Section. An attribute indicating “Honors” must be coded on the section by the Registrar’s Office.

Section Identifiers: If a section is part of an auto-enroll setup or is set aside for specific groups of students, a certain letter will be used as an identifier.

o C notes sections that are Lectures that auto-enroll into to Labs o H notes sections that are reserved for students in the University Honors Program o L notes sections that are Labs that auto-enroll into Lectures o M notes sections that are for students associated with the military; veterans, active-duty

military, ROTC, and members of military families o P notes sections that are reserved for students in the Pathways for Success program o S notes sections that are reserved for students in Sophomore Interest Groups (an expansion of

Learning Communities) o T notes sections that are reserved for transfer students (used for INTRAUNV 104) o W notes sections that are reserved for students in online majors o X notes sections that are reserved for Learning Communities o Y notes accelerated hybrid Graduate courses

Course Topics If you have a course (i.e. an Independent Study, Special Topics, etc.) that you would like to have a specific topic listed on the Transcript, please inform UW-W Class Schedule, [email protected]. She will add the topic for you.





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Session Changes For the Fall and Spring terms, courses will default to Session 1, which is the full 16 weeks. The Session is what controls the deadlines for enrolling, dropping, and when the grade rosters open. To change the session:

1. Use the magnifying glass to choose the desired session (i.e. 8W2). 2. The Start/End Date will automatically update based on the session you choose. 3. If you changed the session, check the dates on the Meetings Page to make sure they match.

Note: If you change the dates on the Meetings Page but do not change the Session on the Basic Data Page, the course will still be held to the selected Session. You must change the Session in order for everything to function correctly.

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Schedule of Classes Checklist So, you have completed entering your schedule for the upcoming term, here are a few important things to double-check before you call it “done”:

� Are all your section numbers two digits?

� Does the Associated Class number match the section number (no zeroes

necessary in the Associated Class number)?

� Is your class in the correct session? Do the session start and end dates match the meeting start and end dates?

� Have all known instructors been added? Any unknowns listed as “To Be Arranged”?

� Do all your courses have rooms? Do you have a list of courses without rooms to use while searching in 25Live?

� Have you double-checked your AMs and PMs?

� Are necessary course topics in all CAPS?

� Are the caps set to the maximum desired capacity?

� Have you sent your list of combined/cross-listed courses and course notes to UW-W Class Schedule?

� Have all necessary fee forms been completed?

� Have you submitted combined/cross-listed courses to [email protected]?

� Have you submitted any necessary notes to the [email protected]?

If all of these are done, then so are you!



schedule of classes manual - uw-w

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