Class & Classroom Scheduling

In this section

Communication templates

Attachment: current list of course-level fees

Good afternoon,

In anticipation of the upcoming Call for Fall 2023 Classes, we need to ensure the accuracy of existing
fees before we roll the data. (The Call for Fall 2023 Classes will go out soon and will have more
information, including the full scheduling timeline.)

Attached is a list of current course-level fees; course-level fees will copy to the section level after Banner
rolls the data to Fall 2023. The list is sorted A-Z by department: please review the fees for your
department (noting that you may be assigned to multiple departments), indicate any changes that
will be effective Fall 2023, and return the list to us by Monday, November 14, 2022 (you may reply to
this email with your response).

  • You are receiving this email because you are currently assigned the role of Scheduler in CLSS for one or
    more departments. If you are unsure of your current roles or feel they need to be updated, please let us
    know.

  • To change a fee, enter the new fee in the “FEE AMOUNT updated” column.

  • To delete a fee, enter “$0” in the “FEE AMOUNT updated” column.

  • To add a fee to a course that currently doesn’t have one (and so is not on this spreadsheet),
    please insert a row into the spreadsheet and fill in the new data, including subject and course
    number, fee detail code and fee $ amount.

  • To change a fee at only the section level for Fall 2023, do not indicate this on the
    spreadsheet. Please indicate it in the “Comments to Registrar” for that section in Courseleaf
    CLSS. (Examples: special topics, tuition-waived sections)

  • If there are no changes to any fees, you may respond to this ticket by saying “no changes to
    fees.”

(Note: All fees must be listed as “Flat” and not by credit hour. Please let us know if you have any
questions about this.)
Thank you!

Attachment: list of classrooms

With the start of the fall 2022 semester fast approaching, I wanted to reach out and re-confirm the
general pool classroom list and operations for the fall semester. The first day of classes for the fall
2022 semester is 8/22.

Attached to this email is a spreadsheet with all fall 2022 classrooms that should be locked and
unlocked daily by TUPD/Allied Security. During the fall semester, all of these rooms should be
unlocked Monday-Friday, no later than 7:30am and should be locked after 11pm. Over the
weekends, general pool classrooms (on the attached spreadsheet) should only be unlocked for
confirmed event bookings.

TUPD/Allied Security will continue to receive reports from our office daily with after-hours events
and weekend events. If you are not receiving these reports, or if additional TUPD/Allied Security
staff need to receive these reports, please let us know and we can get them added to the
distribution list.

Can you confirm Jelfer@tulane.edu and m3miller@tulane.edu are still active employees with TUPD?
We have been getting ‘undeliverable’ auto-responses to these email addresses when we send our
daily reports.

As always, we cannot thank you enough for all of your support. Your diligence makes a world of
difference for our faculty and staff, and for that we are so appreciative! Please let us know if you
have any questions and we look forward to a great semester.

Attachment: semester timeline

Hello! 

For your upcoming CLSS Scheduler training, I’ve attached some resources that we will cover.

Also, here is the link that you will use when accessing CourseLeaf CLSS: https://nextcatalog.tulane.edu/wen (and then log in with your usual Tulane credentials)

This link, and some of the attached resources, can also be found on the Registrar’s webpage: https://registrar.tulane.edu > Classrooms & Scheduling > Scheduling Guidelines & Forms 

Additional reference material such as our scheduler’s instruction manual can also be found there on our website.

Thank you!

ADD LINKS to:

Hello,

Attached is an instructional Powerpoint for CLSS approvers – we’ll go over this during the training.

Here is the link for the Approver webpage (you will log in using your Tulane credentials): nextcatalog.tulane.edu/courseleaf/approve/

And if you ever need to make edits to a section before you approve it (an option instead of completely rejecting it/ rolling it back), there’s a supplemental attachment on how to do this – we’ll go over all of it during our Zoom!

Our approved timelines, including Spring 2023, can found on our website: registrar.tulane.edu/scheduling-guidelines-and-forms

Thanks, and see you then!

ADD LINKS to:

Other templates

Unpublished templates

EMS

EMS IT Contacts:

Shelie Carlson, scarlson1@tulane.edu

Paula Forest, pforest@tulane.edu

EMS Guide



Reports

Filter/Cognos Report

Category 1

Category 2

Why we check

Notes

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

  • sections not on the Uptown campus;

  • sections in the Law School;

  • sections in the Business School (except ACCN 2010?);

  • sections without meeting patterns;

  • sections with schedule type STU, LAB, ACT (these SHOULD have rooms, but we don't house them)

3

Instructors

instructors

 

Every section should have an instructor.

Exceptions: 0 sections (HTH, IND, possibly INT) and possibly RSH

4

Enrollment

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

Missing waitlists from NTC sections

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),

  • excluding Colleges LS, MD, RG, CI; excluding schedule types HTH, ICA, IND, INT, SER;

  • excluding any sections with mandatory co-reqs.

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

Corequisites

 

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).


CLSS Filter: Waitlists must be 999 on undergrad sections (excluding sections with co-reqs)

9

COGNOS: CR-REGR-017

add a column with formula to see if enrollments are equal
(example: =IF(E2=J2,"Pass","Fail") )
(can't check in CourseLeaf - doesn't do co-reqs)

 

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 searning with RPS attribute

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 course notes

service learning

 

Check that all service learning Course Notes include "optional" or "mandatory"

 

21

0 credit U grade mode

1 credit S grade mode

service learning

 

1-credit services use S grade mode;
0-credit services use U 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:

  • SSASECT Tuition & Fee Waiver flag must be checked

  • SSADETL Section Fees Tab must have the special tuition rate added as a course fee

            o   Maymester

  • Detail Code:               T605  “Tuition Summer - Maymester”

  • Type:                             Per Cred

  • Amount:                      875.00

            o   Augustmester

  • Detail Code:               T611  “Tuition Summer - Augustmester”

  • Type:                             Per Cred

  • Amount:                      875.00

26
  • MATH 1230:
    concurrent prereqs of MATH 1210 or (MATH 1150 and MATH 1160)

  • CHEM 1080:
    concurrent prereq of CHEM 1070

  • CHEM 2410:
    concurrent prereq of CHEM 1080

  • CHEM 2420:
    concurrent prereq of CHEM 2410

  • PHYS 1220:
    concurrent prereq of PHYS 1210

  • PHYS 1320:
    concurrent prereq of PHYS 1310

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

Summer waitlists

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:

  • AMS

  • BS1

  • BS2

  • NSE

  • NSF

  • NSL

  • SM

  • SO

  • SPE

  • SPF

  • SPL

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).