Cancel and Reinstate Class Sections

You can cancel a class section. If there are students in the class section, you must also unregister them.

If there are conflicts when you unregister students, you must override the conflicts to continue to cancel the class section. For example, Anthology Student checks if the class section is a prerequisite or corequisite for the student.

You can also: 

  • If configured by your institution, automatically send a notification to instructors and students that the class section is canceled

  • Create a student group (For example, you can create a group to keep track of the students you want to egister again.) 

  • Reinstate a canceled class section (When you reinstate a class, the students unregistered are not registered again.)

  • Audit the changes to class sections on the Audit tab

Prerequisites

You must have:

  • Common - Processes - View authorization

  • Academics - Class Scheduling - Edit authorization

To override a conflict, you must have the appropriate Academic Records permission. For example: 

  • Allow User to Override Registration Locks

  • Allow Prerequisite and Corequisite override for drop/unregister

  • Allow maximum students in class and Add/Drop date Override

  • Allow User to Override Closed Term

On the General tab for Specialized Permissions, you must have the permission Allow User to Cancel Class SectionClosed Select this check box if you want the staff member to be able to use the Cancel Class Section option on the class scheduling page. .

Your institution must have selected Yes for Allow Cancel Class SectionClosed Select Yes to enable the Cancel Class Section button on the Class Scheduling page. When the button is enabled, staff members with permission can select and then cancel a class section and unregister the students. Canceled class sections can also be reinstated. when it configured the general settings for Academic Records.

If your institution wants you to select a reason when:

  • A class section is canceled, your institution must have configured the reasons (Select the Configuration tile > locate Academic Records in the list > select Class Section Cancellation Reasons.)

  • There is a change in the course status for the student record and your institution does not already have a reason configured, your institution must have configured or added the reason (Select the Configuration tile > locate Academic Records in the list > select Student Course Status Change Reasons.)

  • A final grade is changed on a student's record, your institution must have selected Yes for Require Final Grade Change ReasonClosed Select Yes to require staff members to select a reason when they edit a final grade for a student on the Student Courses. If you select Yes, your institution must also have configured the reasons for final grade changes using the Configuration tile. in the General page (Select the Settings tile > expand Academic Records > select General.)

If your institution wants to send the instructors and students notification when a class section is canceled, your institution must have:

  • Configured the task templates it wants to use for its campuses with an Event Type of Email to Staff for instructors and Email to Student or Student Alert for students (Select the Configuration tile > expand Contact Manager > select Task Templates.)

  • Selected the task templates in the Academic Records settings for your campuses (Select the Settings tile > expand System > select Campuses > select a campus in the list > select the Academic Records tile > Scheduling & Attendance tab.)

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 The code and name of the course associated with the record. Some pages also indicate the course status (Active or Inactive).

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 The Name, Code, and status (Active or Inactive) of the term in which the class is offered. Select the available term 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 access 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 Cancel and Reinstate Class Sections

You can cancel a maximum of one class section at a time.

  1. Select the class section in the list.

  2. Select the Cancel Class Section button on the grid. Anthology Student displays a dialog.

  3. Take the appropriate action in the table. It depends on whether students are registered for the class.

    Students Registered for the Class?  Result and Action to Take Next (If Any) 
    No
    1. Select the ReasonClosed The reason for the change in a record or the reason why a process failed.
    2. Select Cancel Class Section.

    Anthology Student cancels the class and changes the Active column to No and IsCancelled column to Yes.

    Yes

    1. Review the values for the students in the dialog.

      Class StatusClosed Indicates the status of the class section, for example, scheduled.

      Enrollment StatusClosed Select the enrollment status to which the academic year applies. The values are Less Than Half Time, Half Time, 3/4 Time, Full Time, and Default. If you select Default, Anthology Student uses the values for any enrollment status that you do not configure as a fallback. For example, if you configure Academic Year 1: Enrollment Status = Full Time and Academic Year 2: Enrollment Status = Default, then Academic Year 1 will apply only to students who are Full Time. Academic Year 2 will apply to students who are not Full Time, i.e., Half Time, ¾ Time, or Less Than Half Time, because those statuses were not explicitly configured elsewhere.

      Student Closed The last and first name of the student. In some lists, the name of the student is highlighted. If it is highlighted, you can select the link, and it will display the Student Profile or a page available from the profile (such as their Documents list in Contact Manager). To display the Student Profile, you must have Common - Student - View authorization. If the link takes you to a page available from the profile, you must have authorization for that page. For example, if it displays the Documents list, you must have Contact Manager - Student Document - View authorization.

      Student NumberClosed If your institution assigns student numbers, the number your institution uses to identify the student. How the number is assigned is specified by your institution. For example, Anthology Student can be configured to assign the number, or your institution can use another method to assign it.

    2. If you want to save the students in the list as a group, select Save As Student Group, complete the following values, and select the Save button.

      NameClosed The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

      Expiration DateClosed The date when the item is no longer valid. If you are specifying the value, specify the value in the format MM/DD/YYYY or select the calendar button to select the date. For student groups, the default is configured for the campus by your institution.

      Group VisibilityClosed Specifies whether a group is public or private. A public group can be accessed and used by all staff members who have view authorization. A private group can only be accessed and used by the owner and the staff members with the view authorization that the owner specifies. If you are filtering, select the option "Is true" to display only the public groups. Use the option "Is false" to display only the private groups.

      TypeClosed Specifies the type of group. The options are Manual (M), Frozen (F), Static (S). or Dynamic (D). Dynamic is available if the Allow Dynamic Groups check box was selected when the system was configured. Once you have created or changed a group to manual, you cannot change it back to static, dynamic, or frozen. Once you change it to Manual, the field is disabled.

    3. To continue, select the Unregistered Student ReasonClosed The reason for the change in a record or the reason why a process failed. and Cancel Class Section ReasonClosed The reason for the change in a record or the reason why a process failed.

    4. Select the Unregister All and Cancel Class Section button.

    5. If there are: 

      • No conflicts, Anthology Student cancels the class and changes the Active column to No.

      • Conflicts, review the conflicts on the Conflicts dialog. If you have permission and you want to continue to unregister, select the Override and Cancel Class Section button. Anthology Student cancels the class and changes the Active column to No and IsCancelled column to Yes.

    When a class is canceled and a student is unregistered, Anthology Student also: 

    • Changes the student course back to a future status in the appropriate locations (such as in the Student Course list and Degree Progress Audit (DPA) for the students)

    • Adds an entry with the reason you selected for the class section to the Audit tab on the page

    • Adds an entry to the Course Status Changes tab on the Audit page from the Student Profile for the students that lists the reason you selected in the Reason column

    • If configured by your institution, automatically sends a notification to instructors and students that the class section is canceled

Reinstating a Class

When you select a canceled class in the list, Anthology Student displays the Reinstate button. Select the button to reinstate the class.