Add or Edit Catalogs, Categories, and Courses for the Program Version

You can use the Course List page to add the catalogs and configure the course categories and courses for a program version.

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

Update Advise Status  (3 min.)

Prerequisites

You must have Academics - Configuration - Manage authorization.

Your institution must have selected the Enable Catalogs Enables catalogs for the campus. Your institution must select the check box to enable catalogs for all campuses. check box when it configured Academic Records settings for the campus.

Your institution must have configured:

• Catalog years (Select the Configuration tile > locate Academic Records in the tree > select Catalog Years.)

• Course categories (Select the Configuration tile > locate Academic Records in the tree > select Course Categories.)

• Courses (Select the Configuration tile > expand Academic Records > select Courses.)

Your institution must also have selected Full for Campus License Unit The license units for the program version: - Full There are no limitations on full license units. - Half Used for continuing or distance education that does not require financial aid or degree audit. If a program version is associated with half license units, Course List is disabled. from the General tile when it configured the program version. If Campus License Units is set to a value other than Full, the Course List tile is disabled.

If you want your institution to have courses association, configured for the campus (Select the Settings tile > expand System > select Campuses > select the name of an existing campus on the list or click the New button, specify the required information and save the campus > select the Academic Records tile.):

• Automatically to the other enrollment, your institution must have configured Auto-Associate Complete/Dropped Courses Select this check box if you want to auto-associate complete/dropped courses to other enrollments that share the same course requirements. If the check box is selected, courses are auto-associated when grades are posted and when Enrollment and/or Area of Study changes are made.

• Fulfilled for the multiple program version, your institution must have configured Only Associated Courses will Fulfill Degree Progress Audit Requirements Select this check box if you want to configure Anthology Student to only auto-match courses that are associated. If you select this check box, it automatically disables Prevent Auto-Matching of Courses Taken not Applied on the Degree Progress Audit check box.

If you are unfamiliar with how the course list works with the course fulfillment order and the DPA, see Background for Course Fulfillment Orders.

Access Method

Select the Configuration tile > locate Academic Records in the tree > select Programs > select the name of the program in the list > click the New button and specify the general information or select an existing program version in the list > select the Course Lists tile. 

Procedure to Add or Edit Catalogs, Categories, and Courses

If you want to control the order that Anthology Student uses when a course appears more than once in the course fulfillment order used for the degree progress audit (DPA), you should configure the orders for the following in your course list.

• Categories

• Courses

• Elective pool courses

The order you specify here for the categories is the order they will be displayed on the DPA. Within the categories, Anthology Student displays:

• First, the required courses in the order specified

• Then, the elective pools in the order specified

When you add categories, courses, and elective pool courses to existing course lists, Anthology Student automatically assigns the next available number in the order.

For example, if you have 2 existing categories for a program versions and you:

• Did not specify an order, Anthology Student assigns the new category to 1

• Did specify an order with the categories in 1 and 2 in the order, Anthology Student assigns the new category to 3

If you want, you can still change order.

You cannot modify the entry for the default catalog (Default - None); however, you can associate a category or add courses from a category.

You must add at least one category for a catalog. Once you add the category, Anthology Student automatically saves the new catalog and category. If you change the entry for a category, you must save those changes using the Save button.

1. Review the list of catalogs.

   Catalog The catalog configured by your institution. The catalog contains the courses required for a program version or area of study. The Default - None catalog should not be used. Catalog Code The code that will be assigned to the catalog. Effective End Date The last date the item is effective or can be used.

   Effective Start Date The first day that the item is effective or can be used. Elective and Substitution Indicates how the elective and substitution pools for the catalog were built. Uses Pools configuration indicates that your institution enabled the advanced feature for pool based elective pools during configuration and the elective and substitution pools were built using the configured pools (Configuration > Academic Records > Pools). Uses manual configuration indicates that the elective and substitution pools were built manually by adding courses and course groups. They were either built before the advanced feature was available in version 21.1 or the advanced feature was not enabled by your institution. The column for Default - None is blank because the value does not apply.

2. If you want to: 

   • Add a catalog, click the Add button, select a catalog on the dialog, and click the Select button.

   • Edit a catalog, select the catalog in the list.

   You must select a catalog other than Default - None. The Default - None catalog should not be used because it is included only for backwards compatibility with the legacy interface of Anthology Student.

3. In Course Categories, review the values.

   Calculated Courses The number of courses calculated for the category. Calculated Credits The number of credits calculated for the category. Calculated Hours The number of hours calculated for the category. Calculated Outside Course Work Hours The number of hours invested in outside course work. Category Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. DPA/SPE Min Grade The minimum grade point required for fulfillment consideration in the Degree Progress Audit (DPA) and/or the course to apply to progress the student in the Student Pace Evaluation process (SPE).

   Note Area for comments or additional information. Anthology Student displays any notes you specify here on the Degree Progress Audit (DPA) above the grid listing the courses for the category. Order The course category order. Repeat Indicates that courses taken within this category will be added to the student schedule in a future status if the course has a Repeat Grade as configured in Configuration > Academic Records > Course Levels. Required Courses The required number of courses for the category. Required Credits The required number of credits for the category. Required Hours The required number of hours for the category.

4. If you want to: 

   • Add a category, click the Add button

   • Edit a category, click the highlighted name in the list

5. Specify or change the following values and click the Save button.

   Category The course categories required for the program version. Course categories are displayed in the order they were set up for the program version. Core - Indicates DPA will fulfill core categories before non-core Select Yes to specify the category is core. In the course fulfillment order, Anthology Student will fulfill core courses before non core courses. DPA/SPE The minimum grade point required for fulfillment consideration in the Degree Progress Audit (DPA) and/or the course to apply to progress the student in the Student Pace Evaluation process (SPE). Note Area for comments or additional information. Anthology Student displays any notes you specify here on the Degree Progress Audit (DPA) above the grid listing the courses for the category. Order The course category order.

   Repeat Indicates that courses taken within this category will be added to the student schedule in a future status if the course has a Repeat Grade as configured in Configuration > Academic Records > Course Levels. Required Courses The required number of courses for the category. Required Credits The required number of credits for the category. Required Hours The required number of hours for the category.

   Anthology Student closes the dialog saves both the category and the catalog.

6. If needed, edit values in the Categories grid and click the Save button.

7. In Courses, review the values.

   Attributes The course attributes that will be associated with the course on the program version level. Course The course list name. Category The course category name. Credits The credits for the course. Read-only, unless the course is a variable credits course. Date Added The date when the item or person was added or the status change was entered. DPA/SPE The minimum grade point required for fulfillment consideration in the Degree Progress Audit (DPA) and/or the course to apply to progress the student in the Student Pace Evaluation process (SPE). Exclude Drops Indicates that dropped courses are not counted towards the maximum number of attempts allowed. Hours The hours for the course. Read-only, unless the course is a variable credits course.

   Maximum Attempts The maximum attempts allowed for this course. The default number is displayed based on the course configuration. Note If a note was added when an elective or substitution was added, displays the note. Order The order that the courses are displayed during advising. Pool Indicates that it is part of a pool. Pool Type The type of pool. Requires Advisement Indicates that the course requires an advisor's intervention. Skills The minimum grade point required for the skills related to occupational insights. Variable Indicates that the course is a variable credit course. Variable credit courses are highlighted in green and allow edits to the Credits and Hours fields.

8. If you want to: 

   • Add a course, click the Add button

   • Edit a course, click the highlighted name in the list

9. On the dialog, review, specify, or change the following values.

   Attributes The course attributes that will be associated with the course on the program version level. Course The course list name. Category The course category name. Credits The credits for the course. Read-only, unless the course is a variable credits course. DPA/SPE The minimum grade point required for fulfillment consideration in the Degree Progress Audit (DPA) and/or the course to apply to progress the student in the Student Pace Evaluation process (SPE). Exclude Drops Indicates that dropped courses are not counted towards the maximum number of attempts allowed. Hours The hours for the course. Read-only, unless the course is a variable credits course. Max Attempts The maximum attempts allowed for this course. The default number is displayed based on the course configuration.

   Order The order that the courses are displayed during advising. Pool Select the pool name from the drop-down list. Pool Type The pool type. Requires Advisement Indicates that the course requires an advisor's intervention. Skills The minimum grade point required for the skills related to occupational insights. Substitution Pool Name The name of the substitution or elective pool assigned to the course. This value is displayed only in Edit mode. Variable Indicates that the course is a variable credits course.

   If needed, make any additional changes to Order The order that the courses are displayed during advising. in the Courses list and click the Save button on the toolbar.

10. 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

If You Edit the Course List for a Program Version or Area of Study

If you change the course list for a program version or an area of study, Anthology Student does not automatically update the course lists, degree progress audit, and degree pathways for students enrolled in the program version. If you want to propagate the updates for the students, you must use the Update Student Course Lists and Requirement Rules page. (Select the Processes tile > locate Academic Records in the tree > select Update Student Course Lists and Requirement Rules.)