1. Prepared by: Leanna Bowman Registrar’s Office, Systems leanna.bowman@wwu.edu X3996 SCHEDULE TRAINING

2.  Courses are copied from the last-like quarter and CRNs are assigned by the “roll process”. For example, Fall 2015 courses were copied to Fall 2016 and assigned new sequential CRNs.  When you have received your Call-For-Copy, courses from the last academic year will have been rolled and are available for editing. To get a list of your new CRNs print SWRSCHT. GETTING STARTED

3.  The Reports you will need to use for schedule build are the following:  SWRSCHT – Schedule Term Report  SWRSCHD – Schedule Detail Report  SWRSCHR – Schedule Restrictions Report  SWRSPRQ – Schedule Pre-requisite Report  SWRSTXT – Schedule Text Report  SWRSFEE – Catalog to Section Fee Report  SWRSCHE – Schedule Errors Report  SWRSCHI – Sch Rpt Instructor Not Assigned GETTING STARTED

4.  Be sure to request main campus courses only. Extended Education sets up and maintains off-campus courses, in many cases the same courses offered as main campus  Go through the SWRSCHT report and delete all courses you will not be offering, including Directed Independent Study Courses (300, 400 and 500s). DO NOT DELETE OFF-CAMPUS OFFERINGS UNLESS YOU ARE WORKING WITH EE. GETTING STARTED

5.  Check the status of the courses, courses you have cancelled or placed holds on prior to the schedule roll, will roll with that status. If you will be offering a course that has been cancelled, change the status to Active GETTING STARTED

6.  On SSASECT and using the SWRSCHT report  Enter the term  Enter the CRN   to continue DELETING AN EXISTING COURSE

7.  A pop-up box will display with the completed action  Once a CRN has been deleted, it cannot be retrieved, and it is deleted from all associated forms DELETING AN EXISTING COURSE

8.  The courses remaining will need to be edited  If an approved change has been made to a course in the on-line catalog, it may not automatically update at the schedule level  If you have requested an update (or addition), you can check the online catalog to see if the changes have been made. EDIT AN EXISTING COURSE

9.  The courses remaining will need to be edited  Using the SWRSCHT report, pull up each CRN and edit the details  To make changes to the general course information—time or instructor—access  To make changes to details—links, co-requisites, fees, attributes (GUR, WP, FYI, CF, etc.), contract and/or block schedule—access  To make changes to restrictions—departmental, field of study, class, level, degree, program, campus, college, student attribute, and cohort—access EDIT AN EXISTING COURSE SSASECT SSADETL SSARRES

10.  Changing an existing instructor  You must first delete the existing instructor record and then enter the new instructor number EDIT AN EXISTING COURSE

11.  Once a course-catalog record has been created, a section of the course may then be created using the Schedule Form (SSASECT and associated forms)  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADD A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

12.  Used to build and maintain the schedule of classes according to the definitions and restrictions defined in the Course Catalog. Main form where CRN is assigned  Course Section Information  Section Enrollment Information  Meeting Times and Instructor  Section Preferences SSASECT

13.  Course Section Information Tab – basic information necessary to create a CRN  CRNs can be created or copied  Section Enrollment Information Tab – course limit is entered  As registration progresses you will be able to see the tally  The course is waitlist eligible if the waitlist maxium is 999  If the course was offered in the last, like quarter; you will be able to see the actual enrollment in the ‘Prior’ field  Meeting Times and Instructor Tab – Enter days, times, location and instructor  Scheduler Preferences – Enter the media preferences (preference number =01)  Entering the media preferences here versus the Section Preferences tab enables you to break out media needs per room SSASECT – COURSE SECTION INFORMATION

14.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

15. TThe information on this form is optional but may be used to create: SSection Links CCorequisites SSection Fees DDegree Program Attributes CContract and Block Schedule Information ADDING DETAILS - SSADETL

16.  Section Links  If a section is linked to either a lab or a lecture, and a code has been entered on the SSASECT form, the matching code would be entered on SSADETL  Registration errors will occur if the student fails to input both the lecture and the lab on his/her schedule while registering  Corequisites  Enter the CRNs of courses that are co-requisites (courses that must be taken together), the remaining fields will default in.  Registration errors will occur if the student fails to input all co-reqs on his/her schedule while registering SSADETL

17.  Section Fees  Must be approved by Budget Office  Must have a detail code SSADETL

18.  Degree Program Attributes  Some of them are informational and others affect student’s tuition SSADETL

19.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

20.  This form is used to enter and maintain registration restrictions for specific sections of a course  Department and Field of Study  Class and Level  Degree and Program  Campus and College  Student Attribute and Cohort ADDING RESTRICTIONS - SSARRES

21.  Department and Field of Study Restrictions  An inclusion restriction permits a student to register for the section if the department of the primary or secondary curriculum, as displayed for the registration term in SGASTDN, is included in the list of departments specified SSARRES

22.  Field of Study Restriction SSARRES

23.  Class and Level Restrictions  Class is on SGASTDN in the Learner tab  Level Restriction is also in SGASTDN on the Curricula tab SSARRES

24.  Degree and Program Restrictions  An inclusion restriction permits a student to register if the degree or program restriction matches the degree or program the student has declared SSARRES

25.  Campus and College Restrictions  An inclusion restriction permits a student to register if the campus or college restriction matches the campus or college the student’s SGASTDN record contains SSARRES

26.  Student Attribute and Cohort  An inclusion restriction permits a student to register for the section of the course if the student’s attribute/cohort in SGASADD, is included in the attribute/cohort restriction SSARRES

27.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

28.  Used to enter and maintain the comments associated with the section, such as “+1 hr arrange, etc… Registrar’s Office enters information such as ‘New Time’  If text exists, the ‘Comments’ box on SSASECT will be checked SSATEXT

29.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

30.  Used to create and maintain cross list information associated with a group of sections. User creates 2-digit code and attaches courses  Cross-listed courses are courses that meet in the same room at the same time. Cross-listed courses have separate limits. Codes must be initialized on the cross-list table (SSAXLST) prior to being used on SSASECT SSAXLST

31.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

32.  The Schedule Prerequisite and Test Score Restrictions Form is used to enter or display prerequisite restrictions at the schedule level. Course level prerequisite restrictions (SCAPREQ) default to each section.  During registration processing, prerequisite checking enforces prerequisite restrictions defined at the section level only.  Since prereq checking set up can be very complicated (and fussy), the Registrar’s Office enters and maintains them. SSAPREQ Concurrency = Yes means a student can register for the course and the prereq in the same registration quarter

33.  CLASS SCHEDULE INPUT FORMS  Checklist of forms associated with schedule input: ADDING A NEW SECTION SSASECTSSATEXTSCADETL SSADETLSSAXLSTSCATEXT SSARRESSSAPREQSWACTXT

34. QUESTIONS?