PeopleSoft SOC
My Homepage > Curriculum Management > Maintain Schedule of Classes
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BASIC DATA TAB: PeopleSoft Fields listed below must be updated or verified
FIELD
1)
Class Section # /
Primary Instructor Section #
Sections must be in time order (by time).
Section numbers 1-9 need to have leading zeroes. Ex: section 01, 02, 03
2) Start and End dates
The semester start and end dates.
3) Component
Verify the class component is correct. Ex: LEC, SEM, LAB, ACT, SUP etc.
4) Associated Class
For LEC, SEM, SUP, the class association is the same as the Class Section Number. For LAB, ACT, DIS or
CLN which can be associated with another section, the Associated Class number should be the same as
the enrollment section (Class Type = Enrollment). If there are multiple LAB/ACT sections, set the
Associated Class number to 999 to allow students to select any LAB/ACT section.
5) Location
Will default to Main. If not taking place on campus, use the magnifying glass to find the off-campus
location which applies. Ex: If the class is online, Location = DIGITAL
6) Schedule Print Box
If box is checked, the class section will print on SOC (Schedule of Classes) and display in web Class
Search. If box is unchecked, class will not print in SOC and will not display in the web Class Search.
7) Academic Organization
Verify this is correct (Acad Group#/Dept. Code spreadsheet).
8) Academic Group
Verify this is correct (Acad Group#/Dept. Code spreadsheet).
9) Class Attributes – CLEV
Verify this is correct. Must have the attribute of CLEV for Course Level (1=lower division; 2= upper
division; 3=graduate level). Only the scheduling office can add/delete/change class attributes.
10) Class Attributes – CSLI
If the class section fulfills the Service Learning Component, it must have CLSI =YES as an attribute.
11) Class Attributes – GEA
Verify class has attribute of GEA if it is a lower- or upper-division GE course.
12) Class Attributes – LCOM
Verify class attribute of LCOM if class is part of a Learning Community .
13) CLICK ON SAVE BEFORE PROCEEDING TO MEETINGS TAB ** SCREENSHOT NEXT SLIDE **
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MEETINGS TAB: PeopleSoft Fields listed below must be updated or verified
Always enter information from Left to Right starting with the Meeting Pattern.
1) Pat
Enter the meeting pattern for class meetings (Ex: MWF, T, TTH, ARR, etc.) Once this box is filled
in, hit “Tab” on your keyboard and the check boxes for each day will automatically populate.
2) Mtg Start
Click on Mtg Start box and specify AM or PM when entering time. Hit “Tab” on your keyboard
and the box will be automatically formatted (NOTE: the Mtg End time will also populate).
3) Mtg End
Will default to a value once the Mtg Start time has been entered, but it may not be the correct
tine. Be sure you verify/change the Mtg End time
4) Days of the Week Boxes –
M T W T F S S
DO NOT CHECK THESE BOXES. Remember, they get checked once you’ve entered the Pat –
MWF, TTH, T, etc. Nothing will get checked for classes with an Arranged (ARR) meeting pattern.
5) Start/End Dates
Should be same dates entered on the Basic Data tab. If a class does not meet the entire
semester, adjust the start and end dates. This is also where second, third, etc. meeting patterns
will be entered if needed or additional meeting patterns deleted (add/subtract rows as
necessary using the + or – box) More instructions on this later.
6) Facility ID
In this box, enter the Facility ID code (ED170, PB011, EE191, etc.) and hit “Tab” on your
keyboard. Once the room has been entered, the Room Capacity
for that space will automatically
populate. You should be assigning spaces from your college/department list of allocated
rooms.
7) Class APDB Mapping Values
CS Number and Component Units default here, according to catalog-level data for the class. DO
NOT CHANGE THESE VALUES.
The only time units need to be entered are for a variable unit or a
Supervision course. APDB Learning Mode, update with the appropriate Learning Mode.
8) Meeting APDB Mapping Values
(Space Type)
Verify/update space type:
If class is a LEC (lecture) or SEM (seminar), Space Type = 1
If class is LAB or ACT (activity), Space Type = 2
If class is SUP (supervision) or online, Space Type = 3
9) Meeting APDB Mapping Values
(TBA Hours)
Leave blank.
10) Meeting APDB Mapping
Values (OLD Learning Mode)
F=Face to Face; A=Asynchronous (online sections); S=Synchronous (class televised/broadcast) &
DGTSYNC
If this field is left blank, WTUs will not print on the FAD report.
SCREENSHOT NEXT SLIDE
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MEETINGS TAB cont.: PeopleSoft Fields listed below must be updated or verified
FIELD
Assignment Tab
11) Instructor ID
Enter the correct Emplid- hit “Tab” on your keyboard. Instructor has to
have a row in his/her Instructor/Adviser
Table – Approved Courses for this class. If replacing an instructor for a class section, you must “minus” out the
current instructor row (click on the minus “-” box), and then input the new instructor. DO NOT delete the old
Emplid and type over with the new Emplid. You MUST minus out the old row first.
12) Instructor Role
Choose the appropriate Instructor Role. Only Primary Instructors will have Grade Roster Access.
13) Print Box
This box will be checked by default and means the instructor’s name will display in the Class Search.
14) Access
Select “Approve” from the drop-down menu for the instructor who will be assigning the grades. Approve = can
enter grades and approve the grade roster. “Grade” and “Post” are not allowed.
15) Empl Rcd#
Verify this is the active job record for that instructor for that semester.
This field will default to a value of “0,”
but that is not necessarily correct. To find the correct job record #, run APDB Term Workload – Job Data Audit
Report or click on the magnifying glass to search.
16) Job Code
This
value should appear once the instructor Emplid has been entered and you hit “Tab” on your keyboard. The
code should be the actual job code for the active job record. If the code does not display, the job record is
probably wrong.
Workload Tab
17) APDB Dept.. ID
Verify the APDB Dept.. ID is correct.
18) Load Factor
Should be 100.0000. If instructors are Team Teaching enter the portion, i.e. 50 and 50. Cannot be a decimal
(e.g. 30.5 = wrong).
19) Workload
Verify the instructor’s workload is calculated accurately.
20) Auto Calc
This box should already be checked. Assignment FTE % will automatically display.
21) CLICK ON SAVE BEFORE PROCEEDING TO ENROLLMENT CONTROL TAB ** SCREENSHOT NEXT SLIDE **
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MEETINGS TAB cont.: PeopleSoft Fields listed below must be updated or verified
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IMPORTANT NOTE: To update Combined Class Sections, you will need to navigate to
the “Schedule Class Meetings” tab:
Pathway = Curriculum Management > Schedule Class Meetings
ENROLLMENT CONTROL TAB: PeopleSoft Fields listed below must be updated or verified
FIELD
1) Class Status
Must be set to Active for students to enroll in the class;
Stop Enrollment when needed;
Cancelled Section when appropriate (see more on this below);
Tentative Section (when not sure a section will be needed).
Stop Enrollment, Cancelled Section and Tentative Section do not show up on Class Search.
2) Cancel Class
To cancel a class which has student enrollment already: Check box “Cancel if Student Enrolled” and
SAVE.
“Cancel Class” button will turn yellow. Click on the button to actually cancel the class.
For class with no enrollment yet, set Class Status = Cancelled Section and SAVE.
3) Enrollment Status
Only Active sections are open for enrollment.
4) Consent
Set to Department/Instructor Consent to control enrollment. If Dept/Inst Consent is set, enrollment
into the class will require permission numbers.
5) 1
st
Auto Enroll
Use this field for LECTURE LAB/ACT combinations
In the Enrollment Control tab of the LECTURE section, enter the section number of the LAB/ACT in
the 1
st
Auto Enroll box, for which auto enrollment should happen.
6) Requested Room Capacity
Your Requested Room Capacity should not be higher than the actual Room Capacity (as shown on
the Meetings tab under “Capacity”).
7) Enrollment Capacity
Set & control the Enrollment Capacity: this should NOT BE higher than the actual ROOM CAPACITY.
For Lecture – LAB/ACT combos, make sure the total number of offered seats in the lecture section(s)
is equal to the total number of seats in the LAB/ACT section(s).
Enrollment for a section will stop and class will be closed when Enrollment Capacity is reached.
8) Cancel if Student Enrolled
Check box if cancelling section with students enrolled. This will drop students from the class.
9) Wait List Capacity
A Wait List will automatically be placed on all GE courses. Set the Wait List capacity to no more
than
5-10% of the set Enrollment Capacity.
10) Auto Enroll from Wait List
Check the box “Auto Enroll from Wait List.” This will allow the system to move qualified students
from the wait list to actual enrollment into the class as enrolled students drop.
11) CLICK ON SAVE BEFORE PROCEEDING TO NOTES TAB ** SCREENSHOT NEXT SLIDE **
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NOTES TAB : PeopleSoft Fields listed below must be updated or verified
1)
Sequence
This represents the order in which the class notes will appear in the class search.
2) Print Location
Always choose “After” from the drop-down menu.
3) Note Nbr
Use the magnifying glass to find the appropriate note. If you want to look at the University notes
(1-54) just click on “Look Up.” You will see a brief description of each note. If you are looking for a
note specific to your department: enter your subject - all notes which have been entered for that
subject will be listed. Add Class Note 8000 (Line break) between the class notes. This makes it
easier for students to read the class notes.
4) Free Format Text
DO NOT USE.
5) CLICK ON SAVE ** SCREENSHOT NEXT SLIDE **
You may add as many notes as needed for a particular class. It is best to list them in Class Note order.
* Please submit any changes/updates/deletions to existing class notes or requests for new notes along with your Schedule of
Classes each semester.
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Without Class Note 8000
With Class Note 8000
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ADJUST CLASS ASSOCIATIONS: PeopleSoft Fields listed below must be updated or verified
This area will be used to set the units on a variable unit course, set the FA units for a Grad and Doctorate course and see the course requisites.
From Main Menu Navigate to: Curriculum Management > Adjust Class Associations
Update this page for variable-unit classes only.
CLASS ASSOCIATIONS TAB:
1) Minimum Units
Must be equal to Maximum Units and the Academic Progress Units.
2) Maximum Units
Must be equal to Minimum Units and the Academic Progress Units.
3) Academic Progress Units
This is the number of units the student will receive for this class.
4) FA (Financial Aid) Units
FA Units need to equal the Academic Progress Units for UGRD (Undergraduate) courses.
FA Units need to equal the Academic Progress Units x 1.5 for GRAD (Graduate) courses.
FA Units need to equal to Academic Progress Units x 2 for DOC (doctorate) courses.
5) Other Fields
DO NOT CHANGE.
CLASS COMPONENTS TAB
DO NOT CHANGE: If you have questions, contact the Scheduling Office. Use the appropriate Class
Notes for the Grading Basis.
CLASS REQUISITES TAB
1) Catalog Requisite
Will display Class Requisites which have been submitted to the Scheduling Office and have been
coded into the Catalog Data.
2) Class Associations
Requisites
Will display any additional course requisite(s) placed at the section level.
3) CLICK ON SAVE ** SCREENSHOT NEXT SLIDE **
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MANAGE CLASS SECTIONS: PeopleSoft Fields listed below must be updated or verified
FIELD
From Main Menu Navigate to: Curriculum Management > Manage Class Sections
CLASS STATUS TAB:
1) Class Type
DO NOT CHANGE.
2) Class Status
You can control class section status from here – options are Active, Stop Enrollment, Tentative or
Cancelled (X).
3) Auto Enrl
Will reflect any Auto Enroll sections which are already set up.
4) Consent
Enrollment consent status can be controlled from here – whether Dept. (Department) Consent or
Inst (Instructor) Consent is needed to enroll in or drop from a class section, or No Consent is
necessary.
5) Sched Print
This controls whether a section is printed in the SOC (Schedule of Classes) and displays in the
online class search.
CLASS ENROLLMENT LIMITS TAB
1) Enrl Cap
The
Enrollment Cap can be controlled from here by section. When the number is reached, the class
section is closed and no further enrollment is allowed.
2) Wait Cap
The wait list capacity can be controlled from here. Set the wait list number at 5-10% of the
Enrollment Cap. A wait list will automatically be placed on all GE courses.
3) CLICK ON SAVE ** SCREENSHOT NEXT SLIDE **
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SCHEDULE NEW COURSE: PeopleSoft Fields listed below must be updated or verified
To Create Class Sections
for Newly Activated/Reactivated Courses/Courses that were
not part of the last like semester
From Main Menu Navigate to: Curriculum Management > Schedule New Course
Return to Slide #2 to follow the process for building class sections
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Enter the Term, Subject and Catalog Nbr
or
Enter the Term and Course ID
Select Search
» Other Helpful Information
Permission Numbers:
• Permission Numbers are section-specific and cannot be used for multiple sections of a class
• It is important to keep track of all permission numbers issued by your department
• Permission Numbers will override all course requisites
• Permission Numbers will override enrollment caps. The total enrollment for a class should
NOT exceed the room capacity.
• A student can only use a permission number one time.
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» Permission Numbers continued
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» Course Modality Set-Up Maintain Schedule of Classes > Meetings tab
Modality
Facility ID
Meeting Pattern
Class APDB
Mapping Values
Meeting APDB Mapping Values
APDB Learning Md Space Type Old Learning Md
1 In Person Classroom Time/Days 09 1 Lecture/2 Lab F
2 Fully-Online DGTCAMP Leave blank 01 3 Non-Capacity A
3 Fully-Online DGTSYNC Times/Days 02 3 Non-Capacity S
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Hybrid 1
(21-66% online)
Classroom MP #1: Times/Days
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1 Lecture/2 Lab F
Online MP #2: ARR or Times/Days 3 Non-Capacity A
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Hybrid 2
(67-99% online)
Classroom MP #1: Times/Days
05
1 Lecture/2 Lab F
Online MP #2: ARR or Times/Days 3 Non-Capacity A
Example 1:
Example 2:
Example 3:
Example 4:
Example 5:
Note: Hybrid 1 & 2 - The first meeting pattern will always be “F2F” and the second meeting pattern will be “Online”.
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» Class Facility Usage Curriculum Management > Class Facility Usage
This search will need be done before
requesting a room in 25Live. Sometimes
classes do not rollover to 25Live.
Enter the Facility ID > Search
Enter the Term
Looking for MWF, select each Day (M, W, & F)
of the Week to confirm the schedule.
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» Search for a Facility Curriculum Management > Search for a Facility
• Academic Institution: FRSNO > Search
• Enter the Term Dates
• Enter the Start & End Meeting Times using
military time
• Select the day(s) of the week
• Facility Type: LCTR
• Enter the Room Capacity From & To
• Select Fetch Facilities
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Select the Facility Search Criteria tab to change Time and/or Day(s)
» Search for a Facility - continued
Curriculum Management > Search for a Facility
» Class Size Summary
The Class Size Summary report is used to make key planning decisions during the registration
period. The report displays a variety of key class information, including FTE and Remaining Seats.
The Class Size Summary is a critical report used by the departments to make key planning
decisions in adding and canceling sections based on student enrollment during the registration
period.
Navigation: Main Menu > Reports Portfolio > Student Administration > Course Scheduling /
Curriculum > Class Size Summary
• Select the Term & Acad Org
• Select Run
• Format: PDF or CSV (Excel)
• Select Report Manager
• Select Refresh, ready when Status “Posted”
• Select Details > Select the format
• Areas to watch during registration “Act Enr” Actual Enrollment. This should not go over the
“Enr Lmt” Enrollment Limit.
• New columns, “Add Cns” Add Consent and “Sch Pnt” Schedule Print.
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» Faculty Anticipated Workload
Faculty Anticipated Workload based on the progress unit of the course. The FAD report does not
produce output if there is no enrollment. This report will be a calculated field based on the K-
factor and the progress unit of the course.
Navigation: Main Menu > Reports Portfolio > Student Administration > Course Scheduling /
Curriculum > Anticipated Workload
• Select the Term, and Acad Org ID
• Select Run > Format: PDF > Ok > Report Manager
• Select Refresh, ready when status “Posted”
• Select Details > Select the format
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» Faculty Activity Detail
Faculty Activity Detail (FAD) report details faculty workload for a specified term. This report
includes assigned time, reimbursed time, and instructional administrative time.
Navigation: Main Menu > Reports Portfolio > Student Administration > Course Scheduling /
Curriculum > Faculty Activity Detail
• Select the Term and Acad Org ID
• Select Run > Format: PDF > Ok > Report Manager
• Select Refresh, ready when status “Posted”
• Select Details > Select the format
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» Course Enrollment History
The Course Enrollment History report is used to determine how many times a specific Course ID
has been offered. First, obtain the Course ID: Curriculum Management > Course Catalog
Enter Subject Area: & Catalog Nbr:
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Navigation: Main Menu > Reports Portfolio > Student Administration > Course Scheduling /
Curriculum > Course Enrollment History
• Enter the Course ID
• Select View Results
» Wish List Report
The Wish List report is used to list classes on a student’s wish list and/or show how many students on the wish
list for a particular course section.
Navigation: Main Menu > Reports Portfolio > Student Administration > Student Records > Students
Wish List
• Enter the Term (required)
• Enter the Student ID or Class Nbr
• Select View Results
The 'Verify Status' column indicates whether a student has attempted to verify the courses they currently have on their wish list.
Pending = they have not yet attempted to verify the class
Error = they attempted to verify and received a 'potential errors' message
Success = they successfully verified a course and are ready to enroll
The 'Verify Date' column is only filled out for those classes a student has attempted to verify, giving the date/time they made the
attempt.
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» Unique/Duplicate Section Numbers
When offering the same course with same Catalog Nbr that has different Course ID’s. Be careful
not to duplicate the same Class Section Nbr. Before scheduling check the other Class Sections
already scheduled.
Navigation: Main Menu > Curriculum Management > Schedule Class Meetings
• Enter the Term, Subject & Catalog Nbr
• Select Search
• To see the Class Section Nbrs in numerical order, Select Class Section to sort by
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» CLASS SCHEDULE – TIME/DAY ORDER
The class schedule should follow the time of day and then day order.
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» SOC (Schedule of Classes) Print Proof
Produces the list of Course Notes.
Navigation: Main Menu > Reports Portfolio > Student Administration > Course Scheduling /
Curriculum > SOC Print Proof
• Select the Term, Acad Org ID
• Select Run > Select SOC Print Proof > Format: PDF > Ok > Report Manager
• Select Refresh, ready when status “Posted”
• Select Details > Select the format
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End of Report shows Note description.
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» Topics Courses
Topics courses:
• Are courses departments offer occasionally.
• Are shown in the catalog with the generic “parent” course approved for each
department/program. The “child” courses are not listed in the catalog.
• A "child” topics course can be offered a maximum of 5 semesters, after which the course
needs to be either discontinued, or go through the curriculum approval process to be
converted to a regular course. NOTE: Once a child topics course has been created, it must be
offered with the same title and description for the maximum 5 semesters, or it will not be
accepted.
• A Topics Course Proposal form must be completed and turned into the Scheduling Office for
each topics course that is to be offered in a particular semester, even if it has been offered in
previous semesters.
• Topics Course Proposals are due 2 weeks prior to registration.
• The Topics Course Proposal Form is on the Academic Scheduling website.
• See next page for a Topics Course Proposal Example.
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