Add or Edit Courses

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

When a student registers for a course as an audit,  Anthology Student follows the guidelines from the U.S. Department of Education (ED). If a student is registered in a course: 

  • As an audit and the student is not required to attend or complete coursework, ED considers it an audit course and the LDA should not be updated.

    You can still take attendance, but Anthology Student does not update the LDA for students registered as an audit.

  • Not as an audit and the student is required to attend or complete coursework, ED considers it a course where the LDA should be updated.

    When attendance is taken in this course, Anthology Student does update the LDA.

If Course Sub-Components have been configured by your institution, the contact hours entered in the course must match the total of subsequent course sub-component hours. You will see a validation message if the hours do not match.

Course configuration page includes a Course Sub-Components tab where sub-component items can be added. If the Enable Sub-Component Scheduling and Registration flag is enabled, adding course sub-components will be mandatory to complete configuring courses.

Prerequisites

You must have Academics - Configuration - Manage authorization.

To edit an item associated with more than one campus, you must have access to all the campuses. For example, if the item is configured to be 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 to which 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, select the New button on the toolbar

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

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

  2. Select the General tile.

  3. Specify or change the following values.

    CampusesClosed 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.

    CodeClosed In most cases, it is the internal code for the course.

    Course LevelClosed The name and code of the course level that will be assigned to the course for billing purposes.

    Course PrefixesClosed The name and code of the course prefixes that will be assigned to the course.

    Course TypeClosed 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 SettingClosed 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)Closed 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 LevelClosed 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.

    Limit Availability for Scheduling to these CampusesClosed This field displays the campuses that are added to the field Campuses. You can add or remove the campus(s) for which the course is available for Class Scheduling. If the field is left blank, the system considers all the campuses added under the Campuses field to be available for Class Scheduling. If you remove the campus for any course which is already scheduled for that campus, the system will display a confirmation message to reconfirm the action.

    NameClosed The course name.

    Published CodeClosed In most cases, it is the published code used in reports and documents for the course.

    Remedial CourseClosed Indicates that the course is a remedial course. Remedial courses can be assigned to a student who is failing test grades.

  1. Under Length and Delivery, specify or change the following values.

    2. Allow OverrideClosed 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 HoursClosed 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 Closed The Credits required for the course.

    Days for Incomplete ExpirationClosed The days after the course end date to calculate the expiration deadline.

    Enroll Status CreditsClosed 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 HoursClosed 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.

    HoursClosed The hours required for the course.

    Match Override CreditsClosed 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 CreditsClosed 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 DaysClosed For distance learning, the maximum number of days the student can take to complete the course.

    Minimum CreditsClosed 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 DaysClosed For distance learning, the minimum number of days the student must spend in the course.

    Outside Course Work HoursClosed The number of hours invested in outside coursework.

    Total Financial Aid HoursClosed 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 TypeClosed 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.

  2. Under Retake, specify or change the following values.

    3. Charge Retake Fee on AttemptsClosed 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 DropsClosed 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 AttemptsClosed 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 Closed If you select Yes, you are indicating that this course is a retake course and the retake methodology will apply to the course for the calculation of all GPAs for all instances of the course that the student attempts. This course generally should be considered a course whose credits can apply only once to the program. Retake methodology does not currently apply to the DPA or Pathway and courses that are taken and fulfilled more than once but are retake=Yes can have their extra instances moved to Courses Not Applied. If you select No, you are indicating that this course is NOT a retake course but rather a Repeat course where students can take the course multiple times and have each instance apply to their GPA and to their DPA categories. Repeat courses are not subject to retake methodology and all instances of the course will count within the GPA calculations.

    Retake Fee Closed Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No.

  3. If you want, specify the Course DescriptionClosed A short description of the course..

  1. If you want to save and: 

    • Continue making changes, select the Save button

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

    • Close, select the Save & Close button

If New or Changed Courses Meet a Course Rule

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 select the Apply Course Rules button on the Course Rules tab. (Select the Configuration tile > locate Academic Records > select Pools.)

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