Manage Class Sections

You can create or edit a class section and then add it to the class schedule. You can also delete or deactivate a class section.

Your institution can define custom properties that are unique to your institution using the Extended Properties page. (Select the Settings tile > expand System > select Extended Properties.)

The Extended Properties section on this page displays all the fields that your institution has defined so that you can view, complete, and edit them. Because the fields vary by institution, your institution will provide tooltips or additional information you need to complete or edit the fields. If your institution has not configured extended properties, this section is not visible.

When using Faculty Workload Management, on save of the class section in Class Scheduling and Non-Teaching activity in configurations, the default position for each faculty based on the term configured will be assigned for the teaching and non-teaching assignments. This is used for the assignment load validation in:

  • Load Validations (Select the Processes tile > locate Faculty Workload > select Load Validations.)

  • Assignment Manager (Select the Processes tile > locate Faculty Workload > select Assignment Manager.)

If no default position is assigned, Anthology Student will display a blank position and the record cannot be processed by the Batch Processing Load Validations until a position is assigned.

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Academics - Class Scheduling - Edit authorization

If you want to edit Add End Date, Drop End Date, and Unregister End Date, your institution must have selected Allow Override at Class SectionClosed Select this option whether or not you want to override dates on the class sections. in Processes > Academic Records > Online Registration Configuration.

If you are using the Faculty Workload Management feature (FWM) and you want to:

  • Edit the value for Term, Instructor, or Class/Section Start or End, the assignment for the instructor must have a value of Not Generated for Pay Generation StatusClosed Indicates the status for the assignment pay generation based on all the earning lines. If your institution has not configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; File Exported status indicates the earning lines have been generated and exported as Excel. If your institution has configured integration with an external payroll system, the Not-Generated status indicates the earning lines have not been generated; Generated status indicates the earning lines have been generated; Failed status indicates the earning lines were not generated due to incorrect configuration; Confirmed status indicates the earning lines have been confirmed and are ready to be exported; Exported status indicates the earning lines have been generated and exported; Exported Partially status indicates the earning lines have been generated and exported partially. and Draft for Overall StatusClosed Indicates whether the book is assigned for the class section. (Select the Processes tile > locate Faculty Workload > select Assignment Manager.).

  • Create a new Class section, if the load types are configured for a course (Select the Configuration tile > locate Faculty Workload > select Course Load Type Details.) then it updates the Class Load Type Details (Select the Configuration tile > locate Faculty Workload > select Class Load Type Details.).

If you want to automatically add class sections for the campus, you should be familiar with Automatically Add Class Sections.

To delete a class section, you must have Academics - Class Scheduling - Delete authorization.

To deactivate a class section, you must have Academics - Class Scheduling - Edit authorization.

To delete a class section, there must be no class schedules associated with it.

Access Method

Select the Class Scheduling tile, select one or more of the following filters, and select Apply Filters.

CampusClosed The campus or campuses to which a person or item is assigned. It is filtered to display the campuses to which you have access. In some cases, it is also used to filter a list to only those items for the campus. In some lists, you can select more than one campus or select All. In lists that display columns, if the column contains more than one campus, you cannot sort or filter on that column.

CourseClosed Select the code and name identifying the course the student is enrolled in. You can select one course at a time.

Course Offering Closed The Course Offering list enables you to filter courses based on Courses offered at the campus, Courses shared with other campuses, or Courses shared from other campuses.

DepartmentsClosed Lists all active departments. If the page has filters and Department is a filter, you can select up to 10 Departments at a time. The Departments filter in Class Schedule and the Departments property in Copy Class Schedule under Properties to Copy is visible only when you enable Faculty Workload Management. If the Department property is not selected during the Copy Class Schedule, Anthology Student displays a blank value in Department for the new Class Section.

InstructorClosed The primary instructor assigned to the course or class section.

TermsClosed Select the available terms with start and end dates for each term. You can select up to ten terms at a time.

Tips:

  • If a term doesn’t appear in the drop-down list to select, go back to your term configurations and make sure that the Registration & Attendance option is selected under the Terms Usage setup.

  • If you have multiple terms for a semester, you can add multiple terms to the search field.

  • If you need to see every section of a specific course or every course by a specific instructor, you can apply those filters as well to get more detailed information.

  • If you have multiple campuses, the campus you are searching must match the campus selected in the upper right-hand corner of the screen.

Procedure to Add or Edit a Class Section

  1. On the Class Schedules page, review the values of the records in the grid.

  2. If you want to: 

    • Create a class section, select the New button

    • Edit a class section, select the Course link

    The display moves from the Class Schedules page to the list of fields associated with the General tile.

  3. Review the values of the records in the grid.

    Add End DateClosed The date and time before which the class must be added to the student's schedule. The specified date value must be between the Registration Start Date and the term End Date.

    Allow Credits/Hours Override During RegistrationClosed This check box is displayed only if you select the Allow Override check box on the Courses Code Setup. If this check box is selected, students registering for the class section can select the number of credits they can attempt. If this check box is cleared, students registering for the class section cannot select the number of credits they can attempt.

    Attendance TypeClosed Specifies the type of attendance. The options are Time Absent – All (default), Time Present - Only, Time Present - All, and None. For any option, you can still enter when a student is present or absent. For additional information about the options, refer to Details for Attendance Type in this topic.

    Blind Grading RequiredClosed Indicates that the class uses blind grade IDs to conceal student names. This blind grade ID is used in place of the student's name and is displayed on the reports generated by the system.

    CourseClosed The code and name identifying the course the student is enrolled in.

    Course Contact HoursClosed The standard course time period in hours.

    CreditsClosed The credits that the student achieved in the course.

    Delivery MethodClosed The delivery method of the course. For example, online, on ground. They are configured by your institution. To automatically add a class section, your institution must have configured the delivery with Auto Add Class Section set to Yes.

    Drop End DateClosed Specifies the date and time until which a student can be dropped/withdrawn from the courses registered in a given term. The value you specify for the drop end date should be greater than the value specified for unregister but less than the term end value.

    End DateClosed The last date the item is effective or can be used.

    Enrollment Status CreditsClosed By default, this field is populated with the number of enrollment status credits that were saved when configuring the course. You can also enter the number of credits that will then be used to calculate the student's enrollment status for the course.

    Enrollment Status HoursClosed By default, this field is populated with the number of enrollment status hours that were saved when configuring the course. You can also enter the number of hours that will then be used to calculate the student's enrollment status for the course.

    HoursClosed The number of hours.

    InstructorClosed The primary instructor for the course. If your institution associated instructors with courses and you do not have permission to override the associated instructors, the list contains the instructors associated with the course. If your institution did not associate instructors or it did and you have permission to override the associated instructors, you can select the Show All Instructors check box and the list will contain all the instructors.

    Last Day to Withdraw DateClosed The last date to withdraw from the course.

    Manual Override (Add/Drop Date)Closed Enables you to edit the Add/Drop Date even after it has been automatically calculated. If this check box is cleared, the Add/Drop Date field is disabled. This check box is displayed only if the Add/Drop Flag for the course section’s campus is set to S (Course Section Enforced).

    Manual Override (Last Day to Withdraw Date)Closed Enables you to edit the Last Day to Withdraw Date. If this check box is cleared, the Last Day to Withdraw Date is not editable. By default, this check box is disabled.

    Manual OverrideClosed Enables you to override the pre-populated dates. This check box is displayed only if the Add/Drop Flag for the course section's campus is set to Course Section Enforced.

    Maximum CreditsClosed This field is displayed only if you select Allow Override During Registration. If you specify a value in the field, students cannot enter a value higher than the maximum specified value. If you do not specify a value, the maximum credit value specified in the Courses Code Setup dialog box is used.

    Maximum StudentsClosed Total or maximum seats available for the class.

    Minimum CreditsClosed This field is displayed only if you select Allow Override During Registration. If you specify a value in the field, students cannot enter a value lower than the minimum specified value. If you do not specify a value, the minimum credit value specified in the Courses Code Setup dialog box is used.

    Pass/Fail CourseClosed Indicates whether the course will be graded on a pass or fail basis only.

    Primary Section CodeClosed The primary section code for the class. It can include alphabetic and numeric characters. Like other fields in Anthology Student, you can rename the field to meet the needs of your institution using Settings > System > Internationalizations. You cannot save more than one record with the same primary section code, term, or course.

    Requires Audit AdvisementClosed Indicates whether the student requires audit advisement. It is specific to the student registering for the class.

    Scheduled HoursClosed The scheduled hours for the course.

    Second Section CodeClosed The secondary section code for the class gives your institution the flexibility to distinguish or categorize its classes. It supports alphabetic and numeric characters and can be any word or phrase meaningful at your institution. For example, you can specify a department code for the department hosting the class section. Or it could be a code that tells students and staff members the class section is for a pre-planned schedule. In the example using a second section code of BSNUR23FF, the code tells Bachelor of Science Nursing students that 5 classes with the code should be taken in the fall of 2023 for an ideal freshman schedule. It is optional for your institution and can be left blank.

    Section Delivery MethodClosed The delivery method used for the selected class section. This option will be disabled if your institution does not have any delivery methods defined.

    Section Name (previously known as Description) Closed The name specified for the course when it was configured. It describes the course and can be changed for the class section if needed.

    ShiftClosed The shift that will be associated with the class schedule.

    Show All InstructorsClosed If your institution associated instructors with courses and you have permission to override the instructor course association, the check box is displayed and selected by default. Select the check box to display a list of all the active instructors on this page as well as when you use the Add button on the Instructors & Portal Options page and the +Add Instructors button on the Schedule page. If you only want to display the instructors associated with the course, clear the check box. If your institution did not associate instructors, the Instructors list displays all the instructors and the check box is not displayed. If your institution did associate instructors and you do not have override permission, the Instructors list displays only instructors associated with the course, and the check box is not displayed.

    Start DateClosed The first day that the item is effective or can be used.

    Student Specific Meeting ScheduleClosed This check box is enabled when you select the Unsched Days check box. You can then enter a numeric value between 1 and 999 in the Meeting Duration in Minutes field. This value will be used when you specify “P” in the student’s attendance for student-specific meeting schedules.

    TermClosed Select a term from the list of available terms.

    Unit TypeClosed Indicates the units in which attendance is measured. Use the Minutes option for traditional classroom situations. Use the Quantity option for quantifiable goals such as the number of tasks completed.

    Unregister End DateClosed The date and time before which the class must be dropped from the student's schedule. The specified date value must be between the Registration Start Date and the Term End Date.

    Unsched DaysClosed Indicates that the class does not have regularly scheduled meeting dates and times. This option allows instructors to create a class schedule for a course section as the class progresses.

  4. In Course Sharing, specify the following values.

    Course SharingClosed Enables students from other campuses to take the course offered at this campus. Select the campuses that are allowed to share and cross-reference the course.

    Cross ReferenceClosed The courses that will be allowed to cross reference this course.

    NotesClosed You can use the Notes field to specify comments or additional information related to the class section. Any details specified in the Notes field will appear on the student schedule in the Portal under Class Comments. This field could be used to designate a placeholder or a special requirement outside of normal class meetings such as a weekend seminar.

  1. If your institution has configured extended properties, complete the fields under Extended Properties.

  1. If you want to save and: 

    • Continue making changes, select the Save button

    • Close, select the Save & Close button

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

Once you save the values associated with the General tile, you can access the advanced configuration tiles on the right side of your screen.

Tile Help Content
Schedule Manage Class Schedules for a Class Section
Instructors & Portal Options Manage Instructors for a Class Section
Attendance Rules & Waitlist Configure Attendance Rules and Waitlist Options
Documents & LMS Options Manage Documents and LMS Options
Book Lists Manage Books for a Class Section
Fee Schedule Configure Viewable Fee Schedules

Anthology Student checks for conflicts. For example, it checks whether the instructor is already scheduled for that day and time. If there are conflicts, Anthology Student displays a dialog. If you have the specialized permission to override the conflicts, you can select the Override button to override them.

If there are conflicts for the instructor and you select Cancel instead of Override, Anthology Student changes the instructor back to the primary instructor.

If you select Class Meets at Various Days/Times and you specify a schedule using the Scheduling tile, Anthology Student includes all the classes in the attendance for the student. For example, if you select Class Meets at Various Days/Times and you fill from a period template that has 20 periods, all 20 periods are included in the attendance. If you do not want attendance, you should not select the option and specify a schedule.

The Position field is enabled if Faculty Workload Management is turned on, and you can select options and update instructor positions. Positions will be autopopulated when an instructor is added to a class.

Details for Attendance Type

The value specified for Attendance Type when the class section was scheduled determines whether or not you want Anthology Student to enter present or absent for unentered attendance when it performs calculations related to attendance.

For any attendance option, you can still enter when a student is present or absent.

The table shows the options displayed if you selected Minutes for Unit Type when you configured the course.

Attendance Option Selected What You Typically Enter Action Anthology Student Takes for Unentered Attendance How Attendance Is Typically Taken
Time Absent – All (default) When a student is absent Enters present for unentered attendance in the student record. Regularly and only for the scheduled dates the course section meets.
Time Present - Only When a student is absent or present Does not enter present or absent for unentered attendance in the student record. Unentered attendance enters 0 for present and absent.
Time Present - All (recommended) When a student is present Enters absent for unentered attendance in the student record.
None When you enter the Last Date of Attendance Does not enter present or absent for unentered attendance in the student record. Updates the Last Date of Attendance. Non-attendance or census-based

If you selected Quantity for Unit Type when you configured the course, the options are: 

  • Units Completed
  • None

Delete or Deactivate a Class Section

You can use the Class Schedules tab to delete or deactivate a class section.

  • Deleting an item permanently removes it. No record of deleted list items is maintained in Anthology Student.

  • Deactivating an item keeps a record of it in Anthology Student (preferred). It can no longer be assigned to a student or record, but remains assigned if it was previously assigned. 

If an item: 

  • Is not associated with a student or record, you can delete or deactivate it

  • Is associated with a student or record, you can only deactivate it

Procedure to Delete Items

  1. Highlight the item in the list.

  2. Select the Delete button on the toolbar.

The item is:

  • Removed from the list on the page and the list is redisplayed

  • No longer available to select on the forms that contain the list

Procedures for Deactivating Items

There is more than one method for deactivating an item.

Method Procedure to Follow Result
Using a toolbar button

  1. Highlight one item in the list.

  2. Select the Deactivate button on the toolbar.

The item: 

  • Remains displayed in the list with No in the Active column

  • Is also no longer available to select on the forms that contain the list

Editing the item

  1. Select the name of the item in the list.

  2. In the Active drop-down, select No.

  3. Select the Save and Close button.

Because the item is not removed, you can also make it active again by selecting the Activate button.