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titleQ: Where can I learn more about scheduling classes for CE?

A: Halli made a fantastic training course on Canvas to run you through the basics! You will need access to the course, which you can find here: https://utah.instructure.com/courses/558712.


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titleQ: What item types does my unit use?

A: You can find a full list of item types on the Scheduling Item Type InformationTypes page on the Knowledge Base.


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titleQ: How many schedulers are there in each unit?

A: There are generally 2 schedulers per unit; this allows for the main scheduler to receive some backup help.  

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titleQ: How can I add new attributes to my classes?

A: New Attributes cannot be applied to classes without first consulting with the Data Team because these attributes affect reporting and information on the web. To request a new attribute, submit a request to the Data Team before contacting lower campus. (see policy here)Unit schedulers are documented here: CECE Schedulers (Astra and CLSS).


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titleQ: Can I make changes to a class after the first day of the term?

A: Updates cannot be made to courses after the first day of the term. If the content of a course changes during the semester, the course must be cancelled; all students will then be dropped and re-added to a newly created course.


A: All changes will update in PeopleSoft and the U's website within a few minutes. Our website will be updated with the web import on the following business day.
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titleQ: When can I expect changes that I made in CLSS to be updated?
When will my submitted change take effect? When will my class be on the web?

A: Changes usually only take 1 business day to take effect, however, it depends on when you submitted the request. Please submit requests before 12pm on any given day to expect changes by the next business day. Otherwise, please allow for 2 business days.

  • Requests that are submitted later in the day may not be processed until the next morning depending on staff work hours and workload, which means that they won't be submitted prior to the regularly scheduled website update. In that scenario, it would be 2 business days since you submitted the request before it took effect. 


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titleQ: What is the cancellation policy?

A: If any changes are made to the course or class content while the class is running, the class must be cancelled; the students will need to give consent to be enrolled in the new class. 


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titleQ: How do I cancel a class?

A: If the class has already been published, you must submit a request to cancel it through the help center. It the class has not been published but has some enrollments, you will still need to submit a request. If the class has not been published and has no enrollments, then you can cancel it in CLSS. 

  • Cancelling a class through the CLSS system that has not been published but has enrollments will cause a problem where the students don't get refunded. Please submit that as a request through the help center to avoid that outcome!


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titleQ: Where can I find the University's scheduling deadlines?

A: You can find those on the registrar's website here.


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titleQ: When is Astra the holder of truth?

A: The first day of the semester you're currently in.


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titleQ: What is the best classroom for me to use? Is there a list of the rooms at 540?

A: There is a list of all the classrooms available at 540 Arapeen on this KB page: UUCE Classrooms and Space Information. You'll find room number, room type, capacity, and a picture for each room.


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titleQ: How do I add a new section to an existing course in CLSS?

A: There is a section in the Canvas training course on CLSS that guides you through this process. That page can be found here: https://utah.instructure.com/courses/558712/pages/add-new-or-additional-sections-in-clss?module_item_id=9052152. If you do not have access to this training course, please contact someone on the IS&T team and request access.


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titleQ: Can my class sections have different fees?

A: Yes. You'll need to add those class fees to the class level.


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titleQ: How do I add a new instructor who doesn't have a UNID to a class?

A: You can add the instructor name in the class notes. Once the instructor receives their UNID, you'll need to request the instructor be officially added through the comments system in CLSS.


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titleQ: The class I'm entering isn't held at 540 Arapeen or on campus. It's at a business or some other place. How do I enter that information?

A: If the class takes place somewhere that isn't a location within PeopleSoft, select Salt Lake as the location and enter the rest of the information in the class notes field. 


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titleQ: How do I request proofs?

A: Currently, you can request proofs through the "Data? Yes, please!" help center. In the future, this feature will be moving to self-serve and you'll be able to pull the reports yourself.


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titleQ: What are class attributes?

A: Attributes are a characteristic of a Course of a Class. Attributes are used in reporting and affect how our classes appear on the Continuing Education website. You can find a list of attributes here: Scheduling Attributes.


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titleQ: How can I add new attributes to my classes?

A: New Attributes cannot be applied to classes without first consulting with the Data Team because these attributes affect reporting and information on the web. To request a new attribute, submit a request to the Data Team before contacting lower campus. (see policy here)





Tip

Have a question you don't see included below? Help us grow our FAQ by contacting someone on the data team and letting them know you'd like your question added to the FAQ.



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