Class & Classroom Scheduling
In this section
Links
Semester timelines
Department schedulers (for override requests)
CourseLeaf guide
Lily Pad U landing page: (You must log in with your TU Credentials by scrolling down to Tulane University) https://luc.courseleaf.com/lilypad-u/
New Courseleaf Admins: https://luc.courseleaf.com/lilypad-u/new-cl-admins/
CLSS Basic Training: https://luc.courseleaf.com/lilypad-u/training-guides/clss/
LEAF (CourseLeaf Basics) training webinars
CLSS training webinars
CLSS Spring 2023 advanced webinars
CourseLeaf links and resources
Console landing page: https://nextcatalog.tulane.edu (Login and click on the little house on the top right hand corner)
CourseLeaf help: https://luc.courseleaf.com/help/
Help email: clhelp@courseleaf.com
CourseLeaf community and support: https://chat.courseleaf.com/channel/welcome
Reports
Filter/Cognos Report | Category 1 | Category 2 | Why we check | Notes | |
---|---|---|---|---|---|
1 | Data Consistency Report in CLSS Courseleaf Console > CLSS > Admin Tools > Data Consistency Reports > (select your instance) > Unbridgeable Sections: Generate > Open with… Excel. | unbridgeable / unsupported sections |
| To resolve and bridge any unsupported sections (sections that schedulers are locked out from accessing/editing in CLSS). | Make sure DUSes can access all their sections in case updates need to be made.
|
2 | Active Sections report, and filter based on these Notes | rooms |
| Every section should have a classroom assignment. | Exceptions
|
3 | instructors |
| Every section should have an instructor. | Exceptions: 0 sections (HTH, IND, possibly INT) and possibly RSH | |
4 | enrollment |
| Every section should have a Max Enrollment and Absolute Max greater than 0. | Exceptions: 0 sections (HTH, IND, possibly INT) and possibly RSH. Even Dept/Instructor Approval sections should probably have an enrollment, so students know if a class is full/ how many are expected. | |
5 | CourseLeaf CLSS "Mode Management" screen; snapshot tool > export | workflow | submission | Which departments haven't submitted their initial schedule at all? | When a department submits their full/initial schedule, it bridges them from Design to Refine Mode; Check the CourseLeaf CLSS screen "Mode Management" to see who is still in Design (and DON'T click from this screen to change them to Refine; must first validate their schedule! Exception: Med School.) |
6 | waitlists |
| All NTC sections must have a waitlist (see Notes for exceptions). | Waitlist of 999 must be on all sections of Course Number <5000 (including SoPA sections),
IF a dept cross-lists an UG section with a GR section, then the GR section must also have a waitlist (b/c that waitlist data field must match in all cross-listed sections or students may get an error when attempting to register). (If a dept chooses to also use Dept/Instructor Approval, depts can issue student overrides in advance in case a seat becomes available) Filter in next column is a combo of the rule and the filter below: CLSS Rule: "WAITLISTS: Waitlists must be open (999) on undergraduate sections (excluding certain schedule types or sections with co-reqs)." CLSS Filter: Waitlists must be 0 on sections with co-reqs | |
7 |
| co-requisites | Were requested co-reqs set up? |
| |
8 | COGNOS: CR-REGR-016 | waitlists | co-requisites | No waitlists on sections with mandatory co-requisites | CLSS Rule: Waitlists must be open (999) on undergraduate sections (excluding certain schedule types or sections with co-reqs).
|
9 | COGNOS: CR-REGR-017 add a column with formula to see if enrollments are equal |
| co-requisites | Mandatory co-requisites should have the same max enrollments |
|
10 |
|
| co-requisites | If a section is a SoPA section (cross-listed with the equivalent SoPA subject code), then any mandatory co-reqs should also be SoPA sections |
|
11 | Cognos Co-Req Report (two tabs: Course Level and Section Level) |
| co-requisites | Check SSADETL for invalid CRNs | An invalid CRN (the CRN for a co-req that no longer exists at the course level?) can allow a student to register for one mandatory co-req but not the other |
12 | Cognos 14 or Active sections report - conditional reporting on Xlist column, to mark duplicates in red; then filter for no red fill |
| cross-listing | No single-section cross-listings | Make sure that a cross-listed section wasn't canceled in a way that leaves one cross-listed section (most likely source of error is Banner, but can make CLSS sections unbridgeable) |
13 | COGNOS: 14 | enrollment | cross-listing | Cross-listed sections should have correct combined enrollment. | Combined Enrollment of cross-listed sections should equal the sum of the absolute maxes of the individual sections. |
14 |
| enrollment |
| No over-enrollment; actual enrollment should be equal to or less than enrollment cap. | (especially important to continue checking close to Term start date, when classrooms are assigned early). |
15 |
| enrollment | rooms | Actual enrollment should be less than (and not equal to) room capacity |
|
16 | EMS: Course Conflict Report | rooms |
| no general pool classrooms are double-booked |
|
17 |
| enrollment |
| By the first day of classes, Enrollment Cap should equal Absolute Max. |
|
18 |
| service learning | co-requisites | All Service Learning sections should have a mandatory co-requisite of their lecture. |
|
19 | service learning |
| All service learning sections should have the RPS attribute. | Sections with new CRNs may come up in this filter as not having the attribute; as long as they have it at the Course Level, it will roll down once section is approved and gets its CRN. | |
20 | service learning |
| Check that all service learning Course Notes include "optional" or "mandatory" |
| |
21 | service learning |
| 1-credit services use S grade mode; |
| |
22 | COGNOS: 14 | SoPA | section number | Section numbers of 80+ are SoPA-paid sections. | and -81 is usually on the Elmwood campus |
23 | BANNER: SSASECT query | special topics | titles | Special Topics titles haven't been used more than 2 times. | Now done pre-bridging. |
24 | COGNOS: “Course Fee Report”; the second tab has a column for Tuition/Fee Waiver sections | fees | tuition | Tuition/Fee Waiver | This data field rolls in Banner; if a section was T/F-waived last Fall, it will roll that way to this Fall; confirm with the dept if it still applies. |
25 |
| fees | tuition | SUMMER: The Maymester and August Mester parts of term should have Tuition/Fee Waiver box checked, and a fee called "tuition" added, per Mike Pilman. | Mike Pilman's email of 4/21/2020: All courses offered via Maymester & Augustmester:
o Maymester
o Augustmester
|
26 |
| pre-requisites | co-requisites | SUMMER only: Certain approved science courses can change the prereqs of their Late Summer offerings to be concurrent. | Approved list (see also email): |
27 | waitlists |
| SUMMER: No waitlists | SOATERM actually prevents students from waitlisting in summer (even if the number is set to 999). now a rule; exceptions for 202020 per Traci's Teams message:
| |
28 | COGNOS: | meeting patterns |
| SUMMER: Minimum contact hours are met (15 hours per credit hour) | SUMMER: Meeting patterns are not standardized (because they're all basically Special Offerings) |
29 | Now Rule 11d (a warning). |
ID numbers should never be released via ticket, phone, or email. Students can access their ID numbers via Gibson. Students needing ID numbers for transcript orders can enter their SSN or 9 0's in the ID number field.