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September 2017
Student Management System
Course Management Overview
SBCTC - i - September 2017
Contents Introduction ............................................................................................... 1
Course Management Data Flow ............................................................................................... 2
Course Management Tables .................................................................... 3 CIS/System-defined Tables............................................................................................... 3
Days of the Week Table ............................................................................................... 3
Employment Status Codes ........................................................................................... 3
Institutional Intent Codes ............................................................................................. 4
Funding Source Codes ................................................................................................. 4
Section Status Codes .................................................................................................... 4
Time/Location Codes ................................................................................................... 5
User/College-defined Tables............................................................................................. 6
Administrative Unit Codes Table ................................................................................ 6
Advisor/Instructor Codes Table ................................................................................... 6
Department Division Codes Table ............................................................................... 6
Footnotes Codes Table ................................................................................................. 6
Using the Course Catalog ........................................................................ 7 Using Course Catalog Screens ................................................................................................. 8
Course Catalog Screen (CM3001) .................................................................................... 9
Course Description Screens (CM3002 and CM3004) .................................................... 10
Using the Schedule Construction Process ........................................... 11 Schedule Construction Methods ............................................................................................ 12
Automated Construction Method .................................................................................... 12
Manual Construction Method ......................................................................................... 14
Using Schedule Construction Screens ................................................................................... 15
Course Construction Screen (IS1018)............................................................................. 15
Class Construction Screen (IS1004) ............................................................................... 16
Construction Room/Instructor Screen (IS1005) ............................................................. 17
Construction Clusters Screen (IS1006) ........................................................................... 18
Construction Process Options ................................................................................................ 19
Schedule Construction File Reports ....................................................................................... 20
Using the Class Schedule ...................................................................... 21 Using Class Schedule Screens ............................................................................................... 22
Course Schedule Screen (IS1001) .................................................................................. 22
Class Schedule Screen (IS1002) ..................................................................................... 23
Alternate Room/Instructor Screen (IS1015) ................................................................... 24
Class Cluster Screen (IS1003) ........................................................................................ 25
Schedule Information Screen (IS1016) ........................................................................... 26
MIS2 Verification Screen (IS1017) ................................................................................ 27
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Using Schedule25 with Course Management ....................................... 29 Course Management Screens Used in Schedule25 ................................................................ 30
Course Features (CM3006) Course Partitions (CM3007) .............................................. 30
Class Features (IS1023) Class Partitions (IS1024) ......................................................... 31
Alternate Room/Instructor Features (IS1025) Alternate Room/Instructor Partitions
(IS1026) .................................................................................................................... 32
Class Construction Features (IS1027) Class Construction Partitions (IS1028) .............. 33
Construction Room/Instructor Features (IS1031) Construction Room/Instructor
Partitions (IS1032) ................................................................................................... 34
SBCTC - 1 - September 2017
Introduction
Course Management is at the center of many important college activities.
With the Course Management process, you build and maintain class
records for student registration. More than 35 reports are available that
provide in-house management reporting and projections as well as MIS
reports required by the State Board. With desktop publishing software, you
can access data in Course Management to print course catalogs and
quarterly schedules of classes.
Course Management consists of:
Course Management codes (page 3)
Course Catalog (page 7)
Schedule Construction (page 11)
Class Schedule (page 21)
See page 2 for a flowchart that illustrates the Course Management process.
Course Management includes special fields and other modifications that
provide an interface with Schedule25 (see page 29). Schedule25 is
classroom scheduling software from Universal Algorithms, Inc. that
automatically assigns rooms to classes using an optimization algorithm.
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Course Management Data Flow
The following chart illustrates the flow of data in Course Management.
Generate Schedule Construction
IS1210J
Course Catalog
File
Course Catalog screen
CM3001
Schedule Construction Build
Exception List IS1210
Course Description
screen
CM3002
Course Description 2
screen
CM3004
Previous Year/
Quarter
Schedule Construction
Options screen
IS1019
Course records
Schedule Construction
File
Construction records (identified by Temporary IDs)
Class Construction
screen
IS1004
Course Construction
screen
IS1018
Temporary ID Reassignment
Report IS1214
Schedule Construction Re-cords Purged List
IS1215
Merge Schedule Construction with Course Schedule
IS1211J
Merge Schedule Construction with Course Schedule Exception Report
IS1211
Class Schedule
File
Class records (identified by Item Numbers)
Construction Room/Instructor
screen
IS1005
Construction Clusters screen
IS1006
printed Course Catalog
printed Class
Schedule
Course Schedule
screen
IS1001
Class Schedule
screen
IS1002
Class Cluster screen
IS1003
Schedule Information
screen
IS1016
MIS2 Verification
screen
IS1017
Desktop publishing software
Desktop publishing software
Alternate Room/Instructor
screen
IS1015
SBCTC - 3 - September 2017
Course Management Tables
Much of the data in Course Management is controlled by code tables.
These tables contain codes that define common information that you need
to manage your courses, for example, days-of-the-week codes and
time/location codes. The code tables fall into two distinct categories:
SBCTC-defined tables: Users can display but not change data in
these tables.
User-defined tables: Users can assign and define codes. These are
typically created when you first begin using Course Management,
but you may need to add new codes from time to time.
SBCTC-defined Tables
SBCTC defines and maintains codes for days of the week, employment
status, funding source, institutional intent, section status, and time/location.
Days of the Week Codes
Days of the Week codes identify specific combinations of days on which a
class meets, for example, MWF or TTh. To view these codes, use the Days
of the Week (IS1014) screen.
Employment Status Codes
Employment status codes describe the type of contract under which an
instructor is employed. To view these codes, use the Employment Status
Codes (IS1009) screen. Following are the valid employment status codes:
1 Full-time
2 Moonlight
3 Part-time
4 Paraprofessional
5 Contract
6 Volunteer
7 Sabbatical
8 Sick leave
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Funding Source Codes
Funding source codes indicate the source of funds for the specific course.
To view these codes, use the Funding Source Codes Table (IS1011) screen.
Following are the valid funding source codes:
1 Fully state funded
2 Partially state funded, supplemental
3 Partially state funded, shared
4 Grant and contract
5 Community service
Institutional Intent Codes
Institutional intent codes identify a specific class as vocational, academic,
or community service. To view these codes, use the Institutional Intent
Codes (IS1010) screen. Following are the valid institutional intent codes:
1 Academic
11 Academic transfer
12 Academic basic education
13 Academic general education
14 Academic IBEST
15 I-BEST Developmental Education
2 Vocational
21 Vocational preparatory
22 Vocational supplemental
23 Vocational homemaking
24 Vocational IBEST
25 Vocational 2/Basic Skills
26 Vocational 2/Developmental Education
3 Community service
31 Community service
Section Status Codes
Section status codes are one-character codes that control various processing
options for specific course records. To view these codes, use the Section
Status Codes (IS1013) screen.
Section status is a series of four, one-character fields on various schedule
construction and course schedule screens. When using section status codes,
you can enter only certain codes into each of the four fields. Following are
the valid section status codes for each of the four fields:
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First Position P Permission only
V Report the credits on the MIS1 as 0; report
the credits on the MIS2 as XXX.
W Compute the credit equivalent from the
contact hours.
X Cancelled class
Y No registration allowed in this class
Z Do not report the class on the MIS1 or MIS2.
Second Position A Exclude from grading
C Non-lecture class; no grading
D Non-lecture class; graded
Third Position F Do not print roster for this class.
G Do not print grade mailers for this class.
H Do not print roster or grade mailers for this
class.
Fourth Position L Do not include the credit amount in the
Registration screen total.
M Do not include in printed schedule.
N Do not include the credit amount in the
Registration screen total; do not include in
printed schedule.
Q Exclude class from the Touch-tone class list
function and student statements.
R Exclude class from the Touch-tone class list
function and student statements. Exclude
credit amount from total credits registered.
S Exclude class from the Touch-tone class list
function and student statements. Exclude
class in the desktop class schedule.
T Exclude class from the Touch-tone class list
function and student statements. Exclude
credit amount from total credits registered
and exclude class in the desktop class
schedule.
Time/Location Codes
Time/location codes identify the time (day or evening) and location
category for a specific course. To view these codes, use the Time/Location
Codes (IS1012) screen. Following are the valid time/location codes:
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1 On-campus day class
2 On-campus evening
3 Off-campus day class
4 Off-campus evening
5 Mixed location day class
6 Mixed location evening class
7 Other day class
8 Other evening class
9 Satellite - day class
0 Satellite - evening class
C Corrections
User/College-defined Tables
Colleges assign and maintain their own unique codes for administrative
unit, advisor/instructor, department/division, and footnotes.
Administrative Unit Codes Table
Administrative unit codes define a specific category to which a course or
class is assigned. To define these codes, use the Administrative Unit Codes
(IS1007) screen.
Advisor/Instructor Codes/Table
Advisor/instructor codes are used in the student’s biographic record to identify
the student’s advisor. These codes are also used in the schedule construction
and maintenance process to expedite the entry of instructor information. To
define these codes, use the Advisor/Instructor (IS2002) screen.
Department Division Codes Table
Department division codes identify the division or department with which a
course is affiliated. The choice of abbreviation or title can affect the order
in which course are listed on printed reports. To define these codes, use the
Department Division Codes (CM3003) screen.
Footnotes Codes Table
Footnote codes define footnote text that is used on the printed Class
Schedule Announcement, Registration Appointment Mailers, and several
course catalog, schedule construction, and class schedule reports. To define
these codes, use the Footnote Codes (IS1008) screen.
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Using the Course Catalog
This section describes how to create and use course catalog files. These
files are used when quarterly schedules are generated with the Schedule
Construction process (see page 11).
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Using Course Catalog Screens
Use the following three screens to record course information that is static in
nature, that is, information unlikely to change frequently:
Course Catalog screen (CM3001)
Course Description (CM3002)
Course Description 2 (CM3004)
The data you record with the Course Catalog and Course Description
screens does not contain information specific to a particular quarter. You
record specific quarterly class information later in the schedule construction
process, either in the schedule construction file (see page 11) or the class
schedule file (see page 21).
The data you record with the Course Catalog and Course Description
screens is stored in a course catalog file. This file can be used as the starting
point for the schedule construction process. Job IS1210J (Generate Schedule
Construction) can use data from the course catalog file, data from the class
records of a previous year/quarter, or data from both sources to create a
schedule construction file. Then, by editing the schedule construction file,
you can create a complete and accurate schedule of classes that job IS1211J
(Merge Schedule Construction with Course Schedule) merges into an active
class schedule file.
With desktop publishing software, you can generate a printed catalog using
data from the course catalog file. This process is described in the user guide
Printed College Catalog Process, available on the SBCTC website.
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Course Catalog Screen (CM3001)
Use the Course Catalog screen to record static course information. This
helps ensure that all sections of a course have the same title, credits, load
factor, and so on.
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Course Description Screens (CM3002 and CM3004)
Use the Course Description (CM3002) and Course Description 2
(CM3004) screens to record and maintain course descriptions.
These screens offer limited text editing features. For example, there is no
automatic word wrap at the end of a line and no spelling checker. However,
you can upload course descriptions into Course Management from a full-
featured word processing application if you use a prescribed format. This
process is described in the Course Description Upload Process, available
on the SBCTC website.
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Using the Schedule Construction Process
With the Schedule Construction process, you can create and maintain
records for a specific year/quarter in a schedule construction file before
merging the records into an active class schedule file (see page 21). Think of
a schedule construction file as a scratch pad—a file where you temporarily
store and maintain class information before creating the class schedule file.
You can run job IS1210J (Generate Schedule Construction) to create the
bulk of the schedule construction file. The data for the schedule
construction file can come from the course catalog file, from the class files
of a previous year/quarter, or from both sources. Before running the job,
you should access the Schedule Construction Options screen (IS1019) (see
page 12) to control various options that affect the schedule construction
file. After running job IS1210J, you can then use the Class Construction
(IS1004) and Course Construction (IS1018) screens to manually edit or
delete the existing records in the schedule construction file or to add new
records.
Schedule construction files are identified by a year/quarter and a temporary
identification number (TID). TIDs are automatically assigned to each
record in the schedule construction file when the file is created by job
IS1210J. Because of the TIDs in construction records, the item number
field (a key field that identifies class records in the class schedule file) can
be left blank until late in the schedule construction process, when class
offerings for the quarter are fairly stable.
There are several other advantages to using the Schedule Construction process:
While a record is in the schedule construction file, it cannot be used for
registration purposes. This guarantees that any changes made to a record
in the schedule construction file will not affect registration records.
It is easy to manipulate or purge and recreate the schedule construction
file if you are unhappy with some aspect of the file, such as the
sequence of the file or the increments between item numbers.
The Schedule Construction process allows you to decentralize the
building of schedules.
Through Application Security, you can control who is able to add or
edit class records in the schedule construction file and when they can do it.
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Schedule Construction Methods
There are two methods for building the schedule construction file: an
automated method to build the bulk of the file and a manual method to
create individual class records.
Automated Construction Method
With the automated schedule construction method, you access the Schedule
Construction Options screen (IS1019) to specify the appropriate options:
Once you have specified the appropriate options with this screen, you run
job IS1210J (Generate Schedule Construction) to create the schedule
construction file.
With screen IS1019, you can choose from three different options to
determine which records will be included in the schedule construction file:
a Previous Year/Quarter: With this option, you copy records from a
previous year/quarter when similar classes were offered. By specifying
parameters for job IS1210J, you can select records by item number, range,
or administrative unit.
b Course Catalog: With this option, you use fields on the Course Catalog
Screen (CM3001) (see page 9) to specify the number of sections to be
offered each quarter for each course in the catalog. Job IS1210J then
generates the specified number of records for each course for the quarter.
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Each record created using this option contains only the static information
from the course catalog file; you must then add specific schedule-related
information for the upcoming quarter by editing either the schedule
construction file (see page 11) or the class schedule file (see page 21).
c Previous Year/Quarter and Catalog: With this option, class records from
a previous year/quarter are copied to the schedule construction file. In
addition, if there are courses or sections of courses specified in the course
catalog file which were not offered in that specific, previous year/quarter,
additional construction records are created to match the total number of
records specified in the catalog. Therefore, with this option, some of the
construction records will contain only static information from the course
catalog, while others will contain quarterly schedule-related information.
The Schedule Construction Options screen (IS1019) provides the following
additional options:
You can specify the sequence of records in the schedule construction
file. The sequence you specify is critical when you are using the
automated schedule construction method to assign item numbers.
When you construct a schedule using data from a previous quarter
(methods a and c), screen IS1019 provides the option to retain the old
item numbers.
When you construct a schedule using data from the course catalog file
(method b), all the records copied from the course catalog to the
schedule construction file reflect the course catalog. Therefore, to the
extent the catalog file is up-to-date, the construction files will be up-to-
date and consistent. This saves you the many hours it would take to
double-check the accuracy of all the records in the schedule
construction file.
When you construct a schedule using data from both the course catalog
file and a previous year/quarter (method c), all the records from the
previous year/quarter are copied to the schedule construction file, along
with any additional course catalog records that were not in the previous
year/quarter. Again, to the extent the catalog file is up-to-date, the
construction files will be up-to-date and consistent.
Screen IS1019 also provides the option to copy the enrollment figure
from the previous quarter into the projected enrollment field (Projected
Enr) on the Class Construction screen (IS1004).
Screen IS1019 also allows you to control the increment between item
numbers and whether or not to automatically use the first character of
the Administration Unit as the first character of the item number.
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Manual Construction Method
With the manual schedule construction method, you use the Course
Construction screen (IS1018) (see page 15) and the Class Construction
screen (IS1004) (see page 16). There are two ways to create records
manually:
Create records totally from scratch by entering all the data for each
temporary ID.
Create records by copying data from a similar class and modifying it as
necessary. You specify which file to copy by using the Copy Temp
ID/YRQ field, which appears on both the Course Construction and Class
Construction screens.
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Using Schedule Construction Screens
The following screens are used for creating, deleting, or editing records in
the schedule construction file before the records are merged into the class
schedule file with job IS1211J (Merge Schedule Construction with Course
Schedule):
Course Construction Screen (IS1018)
This screen provides access to course information in the schedule
construction file. Use this screen along with the Class Construction screen
(IS1004) (see page 16) to add, delete, and maintain class information while
it is in the schedule construction file.
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Class Construction Screen (IS1004)
This screen provides access to class information in Schedule Construction.
Use this screen along with the Course Construction screen (IS1018) (see
page 15) to add, delete, and maintain class information while it is in the
schedule construction file.
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Construction Room/Instructor Screen (IS1005)
Use this screen to record information about additional instructors,
locations, and meeting times.
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Construction Clusters Screen (IS1006)
Use this screen to control the total number of students who can enroll in a
set of classes which meet in the same room, on the same days of the week,
and at the same times.
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Construction Process Options
In addition to the options you specify on the Schedule Construction
Options screen (IS1019) (see page 12), the parameters for job IS1210J
(Generate Schedule Construction) provide the following options:
You can select the year/quarter, item number ranges, and the
administrative units to copy.
You can choose to retain the class clusters (see page 18) from the
year/quarter you are copying.
Job IS1210J provides the option to check the course catalog before
copying construction records from a previous year/quarter. With this
option, course sections that no longer exist in the course catalog are not
copied to the schedule construction file.
When you are selecting the available options for creating the schedule for a
new year/quarter, keep the following considerations in mind:
You can only run job IS1211J (Merge Schedule Construction with
Course Schedule) one time, so make sure the data in the schedule
construction file is complete and accurate before you run the job.
Pay particular attention to the data used for the state reporting process.
Be aware of the possibilities of in-house management reporting and
projections using the data.
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Schedule Construction File Reports
The following reports provide important information about the schedule
construction process:
Schedule Construction Build Exception List (IS1210)
This report identifies class clusters that could not be copied during the
schedule construction process.
Merge Schedule Construction with Course Schedule Error List (IS1211)
This report identifies sections that were not merged from the schedule
construction file into the class schedule file.
Temporary ID Reassignment Report (IS1214)
This report identifies the classes that have had a temporary ID (the record
identifier in Schedule Construction) reassigned.
Schedule Construction Records Purged List (IS1215)
This report identifies the classes that were removed from the schedule
construction file when job IS1215J (Purge Schedule Construction) was
run.
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Using the Class Schedule
Once you have created the schedule construction file (see page 11) and
have modified it to be complete and accurate, you run job IS1211J (Merge
Schedule Construction with Course Schedule) to create the active class
schedule file.
The class schedule file contains class records for a specific year/quarter.
Class records are identified by item number and year/quarter; they remain
in the active file until the college decides to retire them.
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Using Class Schedule Screens
Use the following screens to maintain class records once they have been
merged into the class schedule file with job IS1211J (Merge Schedule
Construction with Course Schedule). You can also use these screens to
create new class records when necessary.
Warning: Once job IS1211J has run, do not use the schedule construction screens
(see page 15 through 18). Make any necessary changes using the following
class schedule screens.
With desktop publishing software, you can generate a printed catalog using
data from the class schedule file. This process is described in the user guide
Desktop Class Schedule Process, available on the SBCTC website.
Course Schedule Screen (IS1001)
This screen contains the static information for a course. You can establish a
course on this screen using three different methods:
Create a record manually by typing course information in the
corresponding fields.
Add the course using data from the Course Catalog—if the data has
already been recorded using the Course Catalog screen (CM3001).
Copy an existing class record.
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Class Schedule Screen (IS1002)
Use this screen to record variable information pertaining to a particular
quarter. You can also use this screen to establish classes by entering data
into the appropriate fields or by copying an existing class record.
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Alternate Room/Instructor Screen (IS1015)
Use this screen to record additional class meeting times, locations, and
instructors.
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Class Cluster Screen (IS1003)
Use this screen to control the total number of students who can enroll in a
set of classes which meet in the same room, on the same days, and at the
same times.
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Schedule Information Screen (IS1016)
This screen is for display only. Use it to view schedule-related information
for a specific class in a designated quarter, or to view all the classes of a
specified course (one at a time).
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MIS2 Verification Screen (IS1017)
This screen is for display only. Use it to view MIS2 information (data
reported quarterly) for a specific class in the designated year/quarter.
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This page inserted for back-to-back printing.
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Using Schedule25 with Course Management
Course Management works with Schedule25, the classroom scheduling
software from CollegeNET. The following Course Management screens
contain the RM ASSGN TYP field, which is used to identify a specific
room assignment code in Schedule25:
Course Catalog (CM3001) (page 9)
Course Schedule (IS1001) (page 22)
Class Schedule (IS1002) (page 23)
Class Construction (IS1004) (page 16)
Construction Room/Instructor (IS1005) (page 17)
Alternate Room/Instructor (IS1015) (page 24)
Course Construction (IS1018) (page 15)
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Course Management Screens Used in Schedule25
The following course management screens have been developed for use
with Schedule25. These screens identify specific features and partitions for
particular courses or classes. Use of these screens is optional.
Course Features (CM3006) Course Partitions (CM3007)
Use these screens in conjunction with the Course Catalog screen (CM3001)
(page 9).
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Class Features (IS1023) Class Partitions (IS1024)
Use these screens in conjunction with the Class Schedule screen (IS1002)
(page 23):
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Alternate Room/Instructor Features (IS1025) Alternate Room/Instructor Partitions (IS1026)
Use these screens in conjunction with the Alternate Room/Instructor screen
(IS1015) (page 24):
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Class Construction Features (IS1027) Class Construction Partitions (IS1028)
Use these screens in conjunction with the Class Construction screen
(IS1004) (page 16):
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Construction Room/Instructor Features (IS1031) Construction Room/Instructor Partitions (IS1032)
Use these screens in conjunction with the Construction Room/Instructor
screen (IS1005) (page 17):