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.

Course Registration Sharing Groups

Course Registration Sharing Groups (CRSG) provide the means for a campus to share a course with another campus, so that students have additional options for registering for course sections that may be filled or inconveniently scheduled at their regular campus.

The sponsoring campus (the campus that owns the course) settings for the course determine when students from other campuses can view shared course sections and when students can register into the shared course sections.

To enable Course Registration Sharing Group, your institution must have selected Yes & Use CRSG (Course Registration Sharing Groups) for 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. when it configured all the general settings for academic records.

Course Registration Sharing and Course Section Add/Drop Date Enforcement

Course registration can take place from multiple locations within Anthology Student and course sections can be shared between multiple campuses. Regardless of where course registration is initiated during the registration process, the Add/Drop flag for the student (in relation to the course being registered) depends on the Academic Records system level setting for Add/Drop enforcement (Select the Settings tile > locateSystem > Select Campuses.) Based on whether Add/Drop enforcement is configured as Student's enrollment campus or Course section's campus, the appropriate campus is checked to determine what type of add/drop validation needs to take place, if any. If an add/drop policy is configured, Anthology Student calculates the add/drop date.

The logic to determine the add/drop date is as follows:

1. The Academic Records system level setting for add/drop is used to determine which campus to use when determining the add/drop policy: the Student's enrollment campus or the Course section's campus.

2. The Add/Drop flag for the campus designated in the Academic Records system level setting is checked.

3. If the Academic Records system level setting is configured to use the Student's enrollment campus and the Add/Drop Flag of the student's enrollment campus is set to Course Section Enforced, Anthology Student enforces the add/drop policy of the course section's campus.

4. If the Add/Drop Flag for the student's enrollment campus is different than Course Section Enforced, the student's enrollment campus is used.

5. If the Academic Records system level setting is configured to use the Course section's campus, the same campus's policy is used.

6. When the appropriate campus and add/drop flag configurations have been determined, the add/drop date is calculated as follows:

   Add/Drop Flag	Calculation for the add/drop date
   Not Enforced	There is no add/drop date because one is not being enforced.
   Campus Enforced	The add/drop date is being enforced by campus (the campus that was determined above). Calculate the add/drop date by adding the number of days after the start date configured at the campus level to the course section's term start date.
   Term Enforced	The add/drop date is being enforced by term. Obtain the add/drop date configured at the term level for the course section's term.
   Course Section Enforced	The add/drop date is being enforced by course section. Obtain the add/drop date configured at the course section level for the appropriate course section.

Prerequisites

You must have System - Settings - Campuses - Manage authorization.

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.

If you want to automatically add class sections for the campus, refer to Add Class Sections Automatically.

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 and select Save to save the changes.  

List	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 modification. 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 a course is unregistered, even though attendance is being removed. If this check box is cleared, the course LDA is lost and the LDA is reset to the last date the student was in attendance in courses other than the unregistered course. This setting is in effect for the entire campus, unless overridden by a Retain LDA on Unregistered Courses setting for a specific course reason code or term. 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 the 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 task 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 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 a 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 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 the 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 the maximum number of sections. This field is enabled only when you select the Allow Auto Add Class Section check box.
Waitlist	Allow Waitlist This option allows students to be placed on a waitlist for selected classes. The Waitlist Maximum Seats field is enabled only if you select the Allow Waitlist check box. Max Number of Credits Per Term Specify the class maximum number of credits per term 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 term. 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 select the Automatic option in 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 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 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 the student and so on. Task Template When Student is Moved from Waitlisted to Reserved Select the task template 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 the student and so on. Task Template when Student is Removed from Waitlist Select the task template 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 the student and so on.

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 the 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.

Option or Attribute	Information Anthology Student Copies	Location
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  Cross Listed Class Section or Waitlist is Full

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: 

• 2 full cross listed class sections

• 2 partial cross listed class sections (2 not full) 

Action You Want Taken for Class Sections that are Partially Filled and Cross Listed	Example for a Class Section with 2 Full and 2 Partial (Not Full	Option to Select in the List
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