Transcript Course Combination User Guide

Enrolment Services – Class Scheduling
Course Combinations
Fall 2014
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The Course Combinations form has been optimized for use with the
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can download it here.
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Table of Contents
1
Introduction
2
Roles and Responsibilities
3
Getting Started
4
Search, Add, Edit and Delete
5
Submit Course Combinations for verification (Unit Submission)
6
Verify Course Combinations (Unit Approval)
7
Approve Course Combinations (ES Approval)
8
FAQ
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1.
Introduction
Every year, a new class schedule must be produced for the upcoming
Academic Year. There are many, many things to consider when
building the class schedule:
• When are the professors available?
• When are the departmental meetings?
• Which courses cannot be scheduled at the same time?
• Which courses go together within a program?
• Which rooms are suitable for which courses?
The Class Scheduling team sorts through the thousands of constraints
and requirements to produce a Class Schedule that will allow our
students to take the courses they need to graduate within a
reasonable amount of time.
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1.
Introduction (continued)
At the beginning of the process, the previous year’s Course
Combinations will be loaded into the Course Combinations module.
At the end of the process, the new Course Combination information
will be released back into the Class Scheduling application (TPHi –
Infosilem)
Note: Only approved Course Combinations will be released back into
our Scheduling Software (TPHi). Therefore, it is imperative that you
complete this process. Otherwise, the students may not be able to
complete their programs in a timely manner.
Load
Add/Edit/
Delete
Submit
Verify
Approve
Release
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1.
Introduction (continued)
This module will walk you through the steps to Add, Edit, Delete,
Submit, Verify and Approve Course Combinations for the upcoming
Academic Year.
Load
Add/Edit/
Delete
Submit
Verify
Approve
Release
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2.
Roles and Responsibilities
There are three roles in the Course Combination process:
1.
Scheduling Coordinator
2.
Departmental Approver
3.
Administrative Approver
Note: If you are both a Scheduling Coordinator and a Departmental
Approver, you will only see the Departmental Approver screens.
If you’d like to see the descriptions of all roles, use the Page Down key or
scroll with your mouse. Otherwise, click on the role of your choice.
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2.
Roles and Responsibilities – Scheduling Coordinator
The Scheduling Coordinator is responsible for adding and editing the
course combinations for a given unit or units.
The Scheduling Coordinator can:
• Add course combinations
• Edit course combinations
• Flag course combinations for deletion
• Search course combinations
• Submit course combinations for verification by the Departmental
Approver (Unit Submission)
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2.
Roles and Responsibilities – Departmental Approver
The Departmental Approver is responsible for verifying the accuracy
of the course combinations for a given unit or units.
The Departmental Approver can:
• Add course combinations
• Edit course combinations
• Delete course combinations
• Search course combinations
• Verify course combinations and send them for approval by ES (Unit
Approval)
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2.
Roles and Responsibilities – Administrative Approver
The Administrative Approver is responsible for approving all Course
Combinations for all units. The Administrative Approvers are split
between the Downtown and Macdonald campuses.
The Administrative Approver can:
• Add course combinations
• Edit course combinations
• Delete course combinations
• Search course combinations
• Approve course combinations (ES Approval) to make them
available for Release
• Release course combinations for inclusion in the scheduling
process
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3. Getting Started
The Course Combinations module is a secure form in the Minerva
menu.
Log in to Minerva as you normally would:
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3. Getting Started (continued)
Go to SR Admin, then Catalog and Schedule Menu, then Course
Combinations.
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3. Getting Started (continued)
The next step is to select a Department and then click on Continue.
Once this is done, you are ready to go! The list of all existing Course
Combinations in the selected Department will be displayed to you.
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3. Getting Started (continued)
Important!
While you are viewing this page, all course combinations in your
unit are “locked”.
 Be sure to click Exit Course Combinations before leaving the
page, to allow other authorized users (e.g., approvers,
Enrolment Services) access to this unit.
 Remember to click Exit Course Combinations even after Unit
Submission.
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4.
Search, Add, Edit and Delete
The Search block is located on the top of the Course Combinations
form.
- Enter your Search criteria and click on Search
- Click on Clear Search if you want to see the List of all Course
Combinations in the selected Department
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4.
Search, Add, Edit and Delete
If you need to add a new Course Combination, click on Add
Combination located at the bottom of the form.
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4.
Search, Add, Edit and Delete
Complete the required fields (such as Term, Campus, Degree Code,
etc.) to define a new Course Combination, then click on Add Course to
add courses.
 The course combination description will be automatically
generated if left blank.
Note: Units may provide a
suggested student count.
However, the final student count
will be provided by ES.
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4.
Search, Add, Edit and Delete
 If you try to add a Course Combination that already exists in your
unit for a given term, the system will give display an error. Within a
given unit, duplicates are not allowed in the same term.
 If you try to add a Course Combination that already exists in
another unit for a given term, the system will display a warning.
Only add a duplicate Course Combination in your unit if you need
to manage the combination differently (e.g. different suggested
student count)
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4.
Search, Add, Edit and Delete
You can also add Comments for your Course Combination.
 Don’t forget to click on Save once you have completed your work.
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4.
Search, Add, Edit and Delete
Sometimes you might want to Edit an existing Course Combination.
 To do that, just click on Edit, make your changes, and click on Save.
 Edit is only available if the Course Combination has not been
Verified or Approved yet (i.e. Status is ‘Initial’ or ‘Submitted’).
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4.
Search, Add, Edit and Delete
If you want to flag a Course Combination for deletion:
 Check a Delete box for a selected record.
 You will notice a message on the top of the screen informing you
that the Course Combination is marked for deletion.
 You will also see that the Edit option is grayed out.
 The actual Deletion will happen after the Departmental Approver
verifies the submitted Course Combinations.
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5.
Submit Course Combinations for verification (Unit
Submission)
Now you are ready to Submit Course Combinations for Verification.
 Once you click on Unit Submission, a message will be displayed to
confirm submission.
 Click on OK. A notification will be send to the Departmental
Approver indicating that verification can start.
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6.
Verify Course Combinations (Unit Approval)
As a Departmental Approver, you need to verify Course Combinations
submitted by the Scheduling Coordinator(s).
 If you need to correct a Course Combination, click on Edit.
 Check the Verified box – you will see the Status changed to
Verified.
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6.
Verify Course Combinations (Unit Approval)
(continued)
Once you finish verifying and are ready to approve the Course
Combinations for the unit, click on Unit Approval.
 A message will be displayed to confirm your approval.
 Click on OK. A notification will be send to the Administrative
Approver indicating that the approval process can start.
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7.
Approve Course Combinations (ES Approval)
Course Combinations verified by the Departmental Approver must be
approved by the Administrative Approver in order to be released into
the Class Scheduling application.
 If you need to correct a Course Combination, click Edit.
 Check the Approved box – you will see the Status changed to
Approved.
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7.
Approve Course Combinations (ES Approval)
(continued)
Once all Course Combinations are approved, click ES Approval. This
will make the Course Combinations available for release to the
scheduling application.
 A message will be displayed to confirm your approval.
 Click on OK to confirm.
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8.
Frequently Asked Questions
1. I’m lost and need help. Whom do I contact?
2. I have submitted my Course Combinations to
the Departmental Approver, but I noticed that I
have made a mistake. What should I do?
3. I received this error message: Course
combination XXX exists with the same courses.
What does it mean?
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8.
Frequently Asked Questions – Contact Us
1. I’m lost and need help. Whom do I contact?
For help using the Course Combinations module, please contact
Enrolment Services via email at [email protected].
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8.
Frequently Asked Questions – Error after submission
2. I have submitted my Course Combinations to
the Departmental Approver, but I noticed that
I have made a mistake. What should I do?
There are a few ways to address mistakes caught after submission:
• If you have forgotten to include one or more combinations, go ahead and
add them. Don’t forget to click “Submit All” in order to notify the
Departmental Approver of the change.
•
If you would like to modify a Course Combination that is already
submitted, but not yet verified by the Departmental Approver, you can
simply make the modification and save the combination again.
•
If you would like to modify a Course Combination that has already been
verified by the Departmental Approver, you must contact your
Departmental Approver directly.
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8.
Frequently Asked Questions – Duplicate
Combination
3. I received this error message: Course
combination XXX exists with the same courses.
What does it mean?
This message means that the Course Combination indicated in the
error message could not be created because the same courses are
already included in a Course Combination for that term in that
department. Duplicate Course Combinations are not allowed within a
department for a given term, even if the Course Combination
Descriptions are different.
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