Cancelling a section in refine mode after the room assignment phase
Before the Room Assignment phase: Instead of canceling a section, you would delete it (by clicking the small red X to left of that section:
If students are enrolled or waitlisted
Notify students
Email the registered AND waitlisted students (copying ClassSchedule@tulane.edu, or help@tulane.edu with #Registrar in the Subject line to automatically open a ticket to us) to notify them that the section will be canceled. (The Class Scheduling team will not approve the cancelation in CLSS workflow until they receive a copy.)
If you are the instructor, you can email the registered student roster (and separately, the waitlisters) directly from Gibson Online > Faculty tab. (You can manually add ClassSchedule@tulane.edu or tulane@service-now.com to the email recipient list.)
If you are the scheduler or dept. admin, you can add yourself as an instructor in CLSS (at 0% responsibility), then perform the previous step.
Make changes
Open the course in CLSS.
Take the following actions:
Remove any cross-listing. If the course you intend to cancel is the parent in a cross-list, you will need to remove the cross-list from the child.
If there are multiple children, one of the child sections will need to become the parent. If the children are in a different department, you should alert the department.
Change the status from “Active” to “Cancelled.” This will automatically make the following changes:
The instructor will be removed (changed to “No Instructor” or “Unknown Instructor”).
The classroom assignment will be removed (changed to “No Room Needed”)
The Schedule/ meeting pattern will be removed (changed to “Does Not Meet”).
Change the Visible value from “Yes” to “No.”
Leave a “Comment to Registrar” with a reason for the cancelation.
Set Enrollment Cap, Absolute Max and Wait List all to 0.
Click the “Save Section” button. In the next pop-up window, review the notices. If no further action is needed, click the button to “Start workflow.”
The class section will still be in CLSS but will display with a strike-through. Once the cancelation request is approved in workflow, the class will no longer display on the ClassSchedule website.
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