Add or Edit Courses

You can use add or edit the courses that are offered in your institution.

   Review the training (Anthology Academy registration and login required):

Overview of Academic Records Configuration & Setup (3 min.)

Configuring Courses  (5 min.)

Prerequisites

You must have Academics - Configuration - Manage authorization.

If you want to edit an item and it is associated with more than one campus, you must have access to all the campuses. For example, if the item was configured so that it is available at three campuses and you only have access to two of the campuses, you can view, but cannot edit it. (When you add an item, you can only select campuses where you have access.)

Access Method

Select the Configuration tile > expand Academic Records > select Courses.

Procedure to Add or Edit Items

1. If you want to:

   • Add a new list item, click the New button on the toolbar

   • Edit an existing list item, click the name in the list

   • Add a new list item by copying and modifying an existing list item, click the name in the list and the Duplicate button on the toolbar

     When you click Duplicate, you will copy the attributes from the general tile only.

2. Click the General tile.

3. Specify or change the following values.

Campuses Indicates the campuses that will offer or share this course. When you save the record, a campus group is dynamically created or updated for all the selected campuses. Code In most cases, it is the internal code for the course. Course Level The name and code of the course level that will be assigned to the course for billing purposes. Course Prefixes The name and code of the course prefixes that will be assigned to the course. Course Type The name and codes for specific types of courses, for example, lecture, laboratory, internship, and so on. A course type is associated with each course that you offer in your program of study. Default Pass Fail Setting The system-defined values that are applicable to the course level: - Non-Pass/Fail – Indicates that the course is graded on a letter grade basis. - Pass/Fail (Required) – Indicates that all students taking the course will receive a pass or fail grade. - Student's Choice – Indicates that students can choose to receive a pass/fail grade.

Dependent Course (Child) Indicates the course is a dependent course. In this case the Credits, Hours, Enroll Status Credits, Enroll Status Hours fields are disabled. You can select one or more Parent courses using the Parent Courses & Equivalents tile. Grade Level Specify the grade level that indicates the grade level at which the student typically takes this course. The Grade Level list is a preconfigured list item which contains the codes that are used by the Department of Education to determine eligibility for financial aid. The institution can add additional grade levels as needed. Name The course name. Published Code In most cases, it is the published code used in reports and documents for the course. Remedial Course Indicates that the course is a remedial course. Remedial courses can be assigned to a student who is failing test grades.

4. Under Length and Delivery, specify the following values.

Allow Override Indicates that the staff member is allowed to override the number of credits and hours awarded to the student after completing the course successfully. When you select Allow Override, Minimum Credits and Maximum Credits fields are enabled. When you select Allow Override, the Minimum Credits and Maximum Credits fields are enabled, and the Match Override Credits check box is selected. If the student has a registration lock and you select Allow Override, Registration Locks are evaluated when you update Credits and Hours. If you update the values for a course in a status other than Future, it can affect registration locks configured for the student. Compare Contact Hours with Scheduled Hours Indicates that the campus is configured to compare Course Contact Hours with class Scheduled Hours. In this comparison, the hours specified in the course or class section is used in the comparison, instead of the course contact hours for variable credit course. Credits The Credits required for the course. Days for Incomplete Expiration The days after the course end date to calculate the expiration deadline. Enroll Status Credits The number of credits that can be used to calculate a student's enrollment status. This option is used for zero credit courses that cannot be taken for academic credit but is used mainly for financial aid purposes. For example, graduate-level internships. The value entered in Enroll Status Credits is used in enrollment status calculations and automated disbursement approval for credit hour programs. If you do not specify a value, Anthology Student updates the field with the value in Credits. If the course is a dependent course, the Enroll Status Credits field is disabled. Enroll Status Hours The number of hours that can be used to calculate a student's enrollment status. This option is used for zero credit courses that cannot be taken for academic credit but is used mainly for financial aid purposes. For example, remedial courses that are part of the academic program but do not earn academic clock hours towards graduation and do not contribute towards academic progress calculation. The value entered in Enroll Status Hours is used in enrollment status calculations and automated disbursement approval for clock hour programs. If you do not specify a value, Anthology Student updates the field with the value in Hours. If the course is a dependent course, Enroll Status Hours is disabled. Hours The hours required for the course. Match Override Credits Indicates the Enroll Status Credits field will contain the same value as the Credits field. Match Override Credits is enabled only if Allow Override is enabled. For example, if a student taking a variable credit course specifies 10 as the value in Credits, the Enroll Status Credits will be updated to reflect 10 if Max Override Credits is enabled. If you do not select Allow Override, Enroll Status Credits will display the value configured in Course Code.

Maximum Credits For variable credit courses, specify the maximum number of credits that a student can select to receive when taking the course. If you do not specify a value, staff and students can enter any credit value during registration. Maximum Days For distance learning, the maximum number of days the student can take to complete the course. Minimum Credits For variable credit courses, specify the minimum number of credits that a student can select to receive when taking the course. If you do not specify a value, staff and students can enter any credit value during registration. Minimum Days For distance learning, the minimum number of days the student must spend in the course. Outside Course Work Hours The number of hours invested in outside course work. Total Financial Aid Hours The total number of hours specified in the student financial aid. It is a read-only field that displays the total of the academic hours or enrollment statuses and outside coursework hours. Unit Type The minutes or quantity in which attendance is measured. Use Minutes for traditional class room situations. Use Quantity for quantifiable goals, such as the number of tasks completed.

5. Under Retake, specify the following values.

Charge Retake Fee on Attempts If the course has a retake Fee, use this setting to define the number of attempts after which a retake fee is charged. This list is enabled only when Retake Fee is set to Yes. You must specify a value greater than zero. Exclude Drops Specifies the default setting to use when a course is added to a required course list. Anthology Student uses this setting to determine whether to count dropped courses towards the maximum number of attempts allowed when a student is registered for a course that is not required. Maximum Retake Attempts The maximum attempts that will be allowed for a student to retake a course. This value will be enforced during registration. The value in Charge Retake Fee on Attempts must be lesser than Maximum Retake Attempts.

Retake Course If you select Yes, the student does not receive additional credits or hours when the course is retaken. For example, if they retake a 3 credit math course for a higher grade, they will still only receive 3 credits. If you select No, the student receives additional credits or hours for retaking the course. For example, if you select No and the course receives 3 credits, the student receives 6 credits if they complete it twice. Rather than using No, you should consider configuring more than one course if the same course content needs to be completed for the student more than once (such as Community Service Pt 1 and Community Service Pt 2). Retake Fee Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No.

6. If you want, specify the Course Description A short description of the course..

If you want to save and: 

• Continue making changes, click the Save button

• Continue to add another item to the list, click the Save & New button

• Close, click the Save & Close button

If New or Changed Courses Meet a Course Rule

If your institution adds new courses or makes changes to courses that make the courses meet a course rule for one or more configured pools,

Anthology Student does not automatically include or exclude new or changed courses to the pools.

For example, you will need to rebuild the pool in these cases.

• You have a rule that includes all the courses with the prefix ART and you add more courses with the prefix

• You have a rule that includes all the courses with the prefix ART and change or remove the prefix on some of the courses

You can either: 

• Access each of the configured pools and click the Apply Course Rules button on the Course Rules tab. (Select the Configuration tile > locate Academic Records in the tree > select Pools.)

• Use the Update Pools process to update all the pools at once (Select the Processes tile > locate Academic Records in the tree > select Update Pools.