In this Article

Scheduler Role

• New schedulers must complete the UCL Scheduler Training in Canvas within 2 weeks of being assigned to the scheduling role.

• Training must be completed before CLSS System access is given.

• If Canvas training is not completed or renewed, access to the CLSS System will be removed.

• Each vertical will be given access for 2 people assigned to the scheduler role with access to the CLSS System.

Scheduling Deadlines

Course Scheduling Deadline

Course deadlines correspond with the University's first date of the Semester.

Course Update Policy

• Updates will not be made to Courses if:

  • the request is for a Course currently offered and has been published to the web or catalog

  • the request for the current Term is made after the first day of the Term.

• Changes to Courses include:

  • Title

  • Course Description

• New Courses will not be added to the current Term after the first day of the Term.

*If the content of a Course changes during the semester, the Class must be cancelled and all students dropped and re-added to a new Course if applicable.

**Osher

• Course content change from Osher Winter Term to Spring Term must be the same. If the Course content changes, a new Course will need to be created before Spring Semester (see Course Scheduling Deadlines).

Class Scheduling Deadlines

Class deadlines are one month (4 weeks) after the Course Deadline or the University's first date of the Semester.

Class Update Policy

• Updates will not be made to Classes if:

  • the request for the current Term is made later than one month into the Term.

• Changes to Class may include:

  • Adding sections

  • Class Notes

  • Fees (if no students are enrolled)

  • Capacity

  • Class attribute(s)

  • Modality (if no students are enrolled)

  • Session (If changes are made to the session the section must be canceled and a new section set up with the correct session indicated.)

Supported Class Updates

• Certain updates to Class information will be supported throughout the Term:

  • Cancel Classes

  • Override capacity

    • Capacity will not be changed, but will need to be overridden by the RI Team

  • Room changes

    • Only if room change is in the same location as previous location. Location has been set prior to the Class Update Deadline.

      • If class is changing physical location or modality the section must be canceled and a new section set up to accommodate change.

Exceptions & Escalation

• Exception - When updates to Capacity, Fees, Class Notes, or Sections available are requested in the current semester and caused of unforeseen circumstances, NOT lack of planning.

• Escalation -  When updates to Class information are requested in the current semester, and are the result of the UCL Unit's failure to plan ahead and use CLSS to update class data.

  • Requests that are Escalated will be sent directly to the DLT Team’s Director and will be addressed with the UCL Unit's manager/director.

Course Policy

Course Attributes

Course Title

• Short title is limited to 23 characters

• Long title is limited to 100 characters

Course Descriptions

• Should not list UCL program telephone numbers

• Should not list dates or time frames

• Should not list other subject and catalog numbers (this should be done in the class note)

• Should not list class capacities

• Should not list location or address (this should be listed in the class note)

• Should not include any fee or special fee information.

• Cannot contain these special characters if special character is submitted it will need to be updated.

  •  – = --

  • ’ = '

  • “” = ""

  • hard returns

• Course description where formatting is necessary should be set up as an 'Intranet description'. People Soft is not designed to contain hard returns, bullet points, numbering, or paragraph formatting.

Course Inactivation Policy

Courses will be inactivated if they have not been used/scheduled for 5+ years.

Systems and Data Services Team will run a report at the end of each semester and inactivate courses that have met the above criteria.

By setting and implementing policy we hope to free up a time consuming task for UCL Units. This will also ensure Units have available catalog numbers as they begin to schedule each semester.

Class Policy

Class Attributes

New Attributes cannot be applied to Classes without consulting with the Systems and Data Services Team, as these attributes affect reporting and information on the web. If a new Attribute is required, this request must be submitted to Systems and Data Services Team before contacting the Registrar’s Office.

Class Cancels

• All Classes should be canceled if

  • there are no enrollments;

  • if there are not enough enrollments;

  • if there are issues with the instructor and the Class will no longer be held or taught.

• Classes must be cancelled if the content of the Course changes from one section to another (see Course Update Policy).

Class Dates

UCL

• University Connected Learning uses session 4 to enter miscellaneous dates.

• Dates cannot span semesters and need to fall within semester session dates.

• If dates should span semester - semester dates session dates will be indicated on section and actual dates should be added to the class note.

ELI

• For Intensive English Program (IEP) Classes, the start and end dates of the Class MUST be the same as the ELI Session 1 & ELI Session 2 dates.

  • If incorrect, reporting and Intranet information will be incorrect

• All other ELI Classes not associated with IEP will be assigned to the Academic Term rather than ELI Sessions.

Class Item Types 

• If you will be offering multiple sections of a course and sections will have different fees, the item type(s) and fee(s) must be applied on the class level.

• New Item Types must be created through the DLT Data &Systems Team. For more information, please see the Item Type Information page.

Classes with no Tuition Reduction

• Fall 2018 is the initial Term that Item Types were implemented for classes that do not qualify for tuition benefit (Item Types beginning with 31...)

• For the web site, class has to have the note "This course does not qualify for U of U employee tuition reduction or Emeritus discount benefits" so students know that the class does not qualify for Faculty/Staff (50%) or Emeritus (100%) tuition reduction and do not get the tuition reduction in the cart.

• This information can be audited using Tableau.

Selecting Class Location in CLSS

• Location information will rollover from previous semester information.

• If assigning a different room in UUCE choose from drop down menu (CLSS)

• If location does not exist in PS, Salt Lake City should be listed and location and address can be added to the class note.

• If assigning a room in Sandy choose "Request Room at Sandy Site". You can reach out to the Sandy Site Manager for room specifications.

• If assigning a room in St George choose "Request Room at St. George Site". You can reach out to the St. George Site Manager for room specifications.

• If assigning a different location select "Room TBA (Meeting Pattern Exists, No Room Needed)" then indicate location information in class note.

Class Meeting Patterns

Class Notes

• Should be in sentence format.

• Should be clearly understood by students. This may mean the note could be changed from what the department has submitted.

• When entering a time in the notes use following format 7:00 a.m. - 10:00 p.m.

• When entering days of the week of month use the following abbreviations. Do not put a period after the abbreviation.

  • Month - Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Sept, Oct, Nov, Dec

  • Day - Sun, Mon, Tue, Wed, Thu, Fri, Sat

• When entering a series of dates always separate with a comma and do not enter the year.

  • Class meets Sept 15, 16, 22, 23, Oct 6, 7.

• Non-credit classes should never have the note this course may be repeated for credit.

• Never type the word note to begin a note. When the reports are run the word note will automatically appear.

• When using a department name use Scheduling abbreviations in all capitals.

• Notes cannot contain hard returns

• Proof all notes for typos, extra spaces, etc.

• If the Class has an Item Type beginning with 31, meaning the Class does not qualify for tuition benefit, an additional note must be added. Please see Class Item Types.

Important Dates:
Please see UCL Outlook Calendar

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