The Importance of Proofing

Proofing is the process of check that all of your courses and classes are set up with correct information. Everyone makes mistakes and things do change, which is why it's so important that the data is reviewed regularly!

Proofing ensures a better customer experience. Regular proofing means that we're putting out accurate information and not misleading our customers.

What should I be proofing?

• Courses - this data is the foundation for everything else you do; courses must be set up before the start of the semester, so you'll want to prioritize proofing this area to minimize having to make changes later. Does the course description give the customer an accurate portrayal of what they're signing up for?

• Classes - pay special attention to instructor, location, meeting pattern, and any relevant class notes that could negatively impact the customer experience if they're incorrect.

• Fees - incorrect fees are a bad day for everyone! A fee that is too low (or missing) means we have to call customers and ask them make another payment. A fee that is too high creates additional work for the RI team by way of refunds. Either scenario can cause customers to have a bad experience with us. 

Best Practices

ELI 

1. All classes MUST be scheduled before the start of the applicable semester.

   • Continuing Education Policy does not allow the addition of Course information after the start of the semester.

   • Reserve space needed for daily classes.

   • Ensure changes are not limited by CLSS deadlines

2. It is best practice to set up all class sections in advance and cancel as needed, rather than setting up new sections later in the Term.

3. Classes that aren't held MUST be cancelled.

   • It is Continuing Education Policy

   • The classroom space is released and others in CE can now reserve that space if needed.

   • It protects the quality of our data for future decision-making.

Osher 

1. All classes MUST be scheduled before the start of the applicable semester. (This is especially important during Osher's winter and spring terms)

   • Continuing Education Policy does not allow the addition of Course information after the start of the semester.

   • Reserve space needed for daily classes.

   • Ensure changes are not limited by CLSS deadlines

2. The dates indicated in the class information on the membership "class", Osher 4, must also match the dates listed in the Intranet database (osher_term table) in order for it to appear on the Internal student registration page.

3. Events should be set up as events and not classes. There are exceptions to this rule, but events such as these need to be apart of a larger discussion.

4. Placeholder attribute MUST be applied to the class level of Osher 4. This indicates that this is not a real class, and should not be used in enrollment numbers.

5. Most of your classes have fees on the course level, but there are times when sections are offered at different fees, such as Red Butte Garden memberships. In this case you would put fees on the class level.

Lifelong Learning 

1. All classes MUST be scheduled before the start of the applicable semester.

   • Continuing Education Policy does not allow the addition of Course information after the start of the semester.

   • Reserves space needed for daily classes.

   • Ensure changes are not limited by CLSS deadlines

2. Most of your classes have fees on the course level, but there are times when sections are offered at different fees, such as Red Butte Garden memberships. In this case you would put fees on the class level.

3. A majority of your classes are held off campus, to indicate your location you must first place SLC as your location in CLSS and then include location specifics in the class note.

Youth Education 

1. All classes MUST be scheduled before the start of the applicable semester.

   • Continuing Education Policy does not allow the addition of Course information after the start of the semester.

   • Reserves space needed for daily classes.

   • Ensure changes are not limited by CLSS deadlines

2. During the summer semester you may be looking for space on main campus you must first schedule all your Course and Class information. Once all of that information is accurate you may contact the Scheduling Office indicating desired space. If space is available they will automatically reserve the space in PeopleSoft so there is no need to go back into CLSS to input location information.

3. At times you may offer classes off campus, to indicate your location you must first place SLC as your location in CLSS and then include location specifics in the class note.

Test Preparation 

1. All classes MUST be scheduled before the start of the applicable semester.

   • Continuing Education Policy does not allow the addition of Course information after the start of the semester.

   • Reserves space needed for daily classes.

   • Ensure changes are not limited by CLSS deadlines

2. When you are looking for space on main campus you must first schedule all your Course and Class information. Once all of that information is accurate you may send an email to the Scheduling Office indicating desired space. If space is available they will automatically reserve the space in PeopleSoft so there is no need to go back into CLSS to input location information.

3. At times you may offer classes off campus, to indicate your location you must first place SLC as your location in CLSS and then include location specifics in the class note.

PROED 

1. Tasks are submitted to have course information set up, but only your designated CLSS users can input class data. (See article CECE Systems & How to Access Them to learn who has access)

   • Class data includes; section, schedule print yes/no, status, attribute, instructor, location, meeting pattern information, class capacity, and class notes.

2. Catalog numbers for the CECRT subject code is controlled by the Data Team.

   • Odd numbers are reserved for sign up certificates

   • Even number directly following the odd number is reserved for the certificate completion.

3. Placeholder attribute (PLHD) should be applied to both sections of CECRT classes. This indicates that these is not a real class, and should not be used in enrollment numbers. (This may be different for one to one certificates.)

4. Classes that aren't held MUST be cancelled.

   • It is Continuing Education Policy

   • The classroom space is released and others in CE can now reserve that space if needed.

   • It protects the quality of our data for future decision-making.