Scheduling and Attendance Settings for Campuses
You can use the Scheduling & Attendance tab on the Academic Records tile on the Campuses page to configure scheduling and attendance related information.
Prerequisites
You must have System - Settings - Campuses - Manage authorization.
You should be familiar with the Background for Academic Records for Campuses.
If your institution wants:
-
Waitlists for the campus, your institution must have configured Event Type with Waitlist option in Task Templates page (Select the Configuration tile > expand Contact Manager > select Task Templates.)
-
Course sharing for the campus, your institution must have selected Yes & Use CRSG (Course Registration Sharing Groups) for the following option when it configured all the general settings for academic records
Student Registration
Select the option that determines where students can register. The options are Yes: Only courses offered at the student's campus are displayed. No: The listing of all courses offered within the defined campus group is used.. and Yes & Use CRSG (Course Registration Sharing Groups). For the last option, course sections are shared with other campuses giving students additional options to register for course sections that may be filled at their home campus. For additional information about the student registration, refer to the background for academic records general settings.
If you want to automatically add class sections for the campus, refer to Automatically Add Class Sections.
Access Method
Select the
Settings tile > expand
System > select
Campuses > add or select a campus > select the
Academic Records tile >
Scheduling & Attendance tab.
Procedure to Edit Items
Select the appropriate options.
Attendance Configuration | Allow Makeup Hours Select this check box to allow makeup hours. If you select this check box, this enables the Update LDA With Makeup Date check box. Allow Custom Message Select this check box to enable the Attendance Message text box, so that you can edit the default message and save the modified. If the check box is not selected, the text box remains populated with the default message. Attendance Message Enter the attendance message. This text box is enabled only if you selected the Allow Custom Message check box. You can also edit the default message and save the modified, custom message of up to 2000 characters. If the check box is not selected, the text box remains populated with the default message. Retain LDA on Unregistered Courses Select this check box to keep the course LDA when unregistering a course, even though attendance is being removed. For additional information on retaining LDA on registered courses, refer to the background information for academic records for campuses. Update LDA With Makeup Date Select this check box to update the last day of attendance (LDA) with the makeup date. This check box is enabled only when you select Allow Makeup Hours check box. |
Auto Add Class Section | Refer to Details for Auto Add Class Section . |
| Cancel Class Section Notifications | Notification to Instructor If your institution selected Yes for Allow Cancel Class Section when it configured the general settings for Academic Records and you want to automatically send a notification to instructors when a class section is cancelled, select the task template you want Anthology Student to use for the notification. The list contains tasks templates configured with an Event Type of Email to Staff. Notification to Students If your institution selected Yes for Allow Cancel Class Section when it configured the general settings for Academic Records and you want to automatically send a notification to students when a class section is cancelled, select the task template you want Anthology Student to use for the notification. The list contains tasks templates configured with an Event Type of Email to Student or Student Alert. |
Course Registration Sharing Group | Campuses 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. |
Staff Notifications | Task Template When a New Class Section is Added Select the task template which you want to trigger when you add a new class section. When your institution creates a new section on demand, it triggers the selected task template to notify the staff. For example, e-mail staff and so on. and Staff Member to Notify Select the staff member to receive notification when new class section is added. This field is enabled only when you select the Allow Auto Add Class Section check box. Task Template When Max Number of Sections is Reached Select the task template which you want to trigger when it reaches the maximum number of sections. When your institution creates a new section on demand and it reaches the maximum level configured in Maximum Auto Course Sections to be Added field, it triggers the selected task template to notify the staff. For example, e-mail staff and so on. and Staff Member to Notify Select the staff member to receive notification when it reaches maximum number of sections. This field is enabled only when you select the Allow Auto Add Class Section check box. |
Waitlist | Allow Waitlist Select this check box to allow a waitlist/reservations for selected classes. Max Number of Credits Per Term Specify the class maximum number of credits per terms that must be fulfilled before being considered for a waitlist. This number is derived by taking the maximum number of seats multiplied by the maximum number of credits for a class. For example, if you offer 3 credit classes, you would take 5 (maximum number of seats) and multiply by 3 credits to get 15 maximum number of credits per terms. Max Number of Seats Specify the maximum number of seats on the waitlist or the maximum percentage of class section seats to allow for the waitlist. The system will treat the specified value as a number or as a percentage depending on your selection in the "Waitlist Max Number of Seats Type" field. Priority Resolution You can specify the priority order to be evaluated when auto-resolving the waitlist with reservations. Select one of the following options: "1st Come, 1st Serve", "Cumulative Credits", or GPA. Reservation Expiration in Hours Specify the number of hours for the seat reservation to expire. This field is enabled only when you have selected the Automatic option on the Waitlist Notification field. Waitlist Expiration Basis Select the option to determine the basis of the expiration date. The options are:
- On Term Start Date
- After Term Start Date
- Before Term Start Date
- On Add/Drop Date for Term
- After Add/Drop Date for Term
- Before Add/Drop Date for Term Waitlist Expiration in Days Specify the number of days for the waitlist to expire. Waitlist Max Number of Seats Type Select whether you want the system to treat the value in the “Max. Number Of Seats” field as a Number or as a Percentage. When you select Percentage, the system calculates the number of waitlist seats based on a percentage of the maximum number of seats configured for the class section.
For example, if the “Max Number of Seats” is set to 10 and the “Waitlist Max Number of Seats Type” is set as Percentage, the system will calculate the maximum seats on the waitlist as 10% of the maximum number of seats in the class section. For a class section configured with 30 seats, the system will allow a waitlist of 3 seats. Waitlist Notification Select the option for the waitlist notification. The options are Automatic and Manual. If you select Manual, the Notification Expiration in Hours field is disabled. |
Waitlist Notifications | Task Template when Student is Added to Waitlist Select the task template which you want to trigger when you add a student to the waitlist. When your institution adds a student to the waitlist, it triggers the selected task template to notify the student. For example, waitlist email to student and so on. Task Template when Student is Moved from Waitlisted to Registered Select the task template which you want to trigger when you move a student from the waitlist to a registered course. When your institution moves a student from the waitlist to a registered course, it triggers the selected task template to notify the student. For example, waitlist email to student and so on. Task Template When Student is Moved from Waitlisted to Reserved Select the task template which you want to trigger when you move a student from the waitlist to a reserved course. When your institution moves the course status of a student to future(reserved), it triggers the selected task template to notify the waitlisted student. For example, waitlist email to student and so on. Task Template when Student is Removed from Waitlist Select the task template which you want to trigger when you remove a student from the waitlist. When your institution removes a student from the waitlist, it triggers the selected task template to notify the student. For example, waitlist email to student and so on. |
Select Save to save the changes.
Details for Auto Add Class Section
To enable the feature for automatically adding class sections, select the check box Allow Auto Add Class Section Select this check box if you want to automatically create a new class section when the maximum for the class section or waitlist is full. If you select this check box, this enables the list of properties to add to the new class section. You can select all or individual properties from the list. If you select Secondary Instructors, Anthology Student copies all secondary instructors and their period details.
Once selected, Anthology Student enables the following values for you to select.
- Instructor If you selected Default Instructor in the Instructor Type list, select the default instructor for the class sections that are added.
- Instructor Type Select the type of instructor. If you want to select a default instructor, select Default Instructor. Select Course Instructor to use for the class section. If you select Course Instructor in Instructor Type field, Anthology Student copies the instructor attributes from the original section to the newly created class section.
- Default Section Number Select the option for the default section number. The options are Numeric or Alpha. If the existing class section is a numeric or alphabetical character, Anthology Student uses the existing. For example, if you select Alpha, and the section is A, Anthology Student uses B for the next class section it adds. If the section is 1, Anthology Student uses 2.
The table lists the options and attributes you can copy to the new class section.
| Days | Schedule for the primary instructor. If you select the Secondary Instructors option, Anthology Student also copies the schedules for the secondary instructors. | Class Scheduling tile > Schedule |
| Hide Faculty | Option (Yes or No) | Class Scheduling tile > Instructors & Portal Options |
| Secondary Instructors | All the secondary instructors for the class section | Class Scheduling tile > Instructors & Portal Options |
| Max Class Section | Maximum Students
value | Class Scheduling tile > General |
| Variable Course Properties | Any extended properties | Class Scheduling tile > General |
| Rooms | Building, rooms, and locations | Class Scheduling tile > Schedule |
| Hide Location | Option (Yes or No) | Class Scheduling tile > Instructors & Portal Options |
| LMS Vendor | Information for the LMS vendor and options | Class Scheduling tile > Documents and LMS Options |
| Secondary Section Code | Secondary section code | Class Scheduling tile > General |
| Cross Listed Sections | Any cross listed courses | Class Scheduling tile |
| Grade Book | This option is not available. | — |
| Instructor Type | Option (Course Instructor or Default Instructor) | Settings tile > System > Campuses > Academic Records |
| Documents | Documents | Class Scheduling tile > Documents and LMS Options |
| Course Fee Schedules | Fee schedule configured for the course | Configuration tile > Academic Records > select Courses
> Fee Schedules |
| Waitlist Properties | Values under Waitlist/Auto Add Class Section | Class Scheduling tile > Attendance Rules and Waitlist |
| Attendance Rules | Values under Attendance Rules | Class Scheduling tile > Attendance Rules and Waitlist |
| Book List | List of books | Class Scheduling tile > Book Lists |
| Registration Relationship Rules | Active Registration Relationships | Class Scheduling tile > Registration Relationships |
How Anthology Student Determines When a Class Section or Waitlist is Full
Anthology Student does not enforce maximum class registration on cross listed courses.
When determining if a cross listed class section is full, Anthology Student uses the largest maximum set on all the cross listed classes. Anthology Student compares this value to the total number of students registered in all cross listed classes. If the combined total number of students registered is greater than the largest class maximum setting, Anthology Student considers the cross listed class section full.
Anthology Student uses the same logic above when determining if there are waitlist seats available in cross listed class sections. The number of waitlist reservations allowed will not exceed the max number of seats enforced for cross listed class sections.
If You Have Cross Listed Class Sections
If you select the Cross Listed Sections check box, Anthology Student also enables the Partially filled Cross Listed Class Sections list for the campus.
When you register a student and the maximum you configured for the class section or waitlist is met (depending on your configuration), it specifies the action Anthology Student takes for class sections that are partially filled and cross listed.
Use the table to determine the option to select. For each option, it also shows an example for a class section with:
| Create new class sections for all the class sections (both full and partial). Anthology Student creates a new group. It then adds the new class sections to the new group. | Anthology Student creates new class sections for the cross listed course and the other 4 (a total of 5 new class sections in the new group). | Create new class section and add them to a new cross listed group |
| Create new class sections for the class sections that are full. Anthology Student creates a new group. It then adds only the new class sections to the new group. | Anthology Student creates new class sections for the cross listed course and the 2 that are full (a total of 3 new class sections in the existing group). | Do not create class section |
| Create new class sections for the class sections that are full. Anthology Student creates a new group. It then adds the new class sections to the new group and moves partially filled (not full) class sections into the new group. | Anthology Student creates new class sections for the cross listed course and the other 4 (a total of 5 new class sections in the new group). | Move the existing class sections to a new cross listed group |
