Curricular Build - Post-Publication Adjustments and Maintenance
This document supports Curricular Representatives during the post-publication maintenance phase of the curricular build by outlining various procedures, guidelines, and important reminders.
Once the schedule of classes is published, some new procedures take effect. Please carefully review this document in full before making any post-publication updates to your classes in SIS and reach out to your Curricular Services contact with any questions. Failure to follow these procedures and guidelines could result in room conflicts, student enrollment problems, and/or data integrity issues.
Once the schedule of classes is published and available for campus to view via Course Search and Enroll, departments may continue to edit their course listings. Edits may include scheduling a new course, adding a new section of a course, canceling a section of a course, updating enrollment capacities, updating section-level requisites for enrollment control, and requesting a new classroom.
Do Not Change
Section Numbers or Session Codes
All section number and session code changes must be done by canceling and adding sections. For example, do not change a LEC 004 to a LEC 003. Instead, cancel LEC 004 and add a new section for LEC 003. Additionally, if a class is going to be offered in a different session than it was built in, do not key-change over the existing session code. Instead, cancel the incorrect section and rebuild it in the correct session. Key-changing over existing text in the Class Section or Session fields can corrupt your data, rendering the course/section inaccessible.
Class Type or Auto-Enrollment Sections
Editing class type (enrollment or non-enrollment) and changing or deleting auto-enroll section details after publish results in enrollment packaging logic errors which are known to cause major student enrollment problems.
Topic IDs on Existing Sections
Given intricacies with the indexing of course data in Course Search & Enroll, changing topics on existing sections is not permitted after the schedule of classes is published. If a topic needs to be changed post-publish, you must cancel the old/incorrect class section and build a new class section with the new/correct topic title.
Please reach out to your Curricular Services contact to discuss your situation if you need to make changes to any of the above fields.
Associated Class Numbers
Pay careful attention to enter the correct associated class number when adding new sections to a course. These cannot be edited once students are enrolled. See also: SIS/Building Your Schedule of Classes - Class Associations.
Course Section Cancellations
After the schedule of classes has been published, sections that will no longer be offered must be canceled, not deleted. Never use the Delete Row button in SIS after publish, as deleting sections will remove the class number and cause validation and enrollment errors and student confusion.
Timely cancellations of sections not intended to be taught enable students to make appropriate schedule adjustments and frees up classrooms for newly-added sections. For these reasons, do not use a zero enrollment capacity in lieu of canceling.
If no students are enrolled:
- Navigate to the Enrollment Control tab via Curric & Enroll Rep WorkCenter > Maintain Schedule of Classes and find the section to be canceled. Select "Cancelled Section" from the Class Status menu, then click the yellow Cancel Class button.
If there are students enrolled:
- Set the enrollment and waitlist capacities to zero so no additional students can enroll. Download the class roster and prepare to notify enrolled students of the cancellation.
- Email your Curricular Services contact for further assistance. Curricular reps do not have access to cancel classes with enrollment and procedures vary for each school/college.
- Departments in the College of Letters & Science should follow the L&S Course and Class Section Cancellation Policy.
Course and Section Adds
You may add additional courses or sections as necessary via Schedule New Course or Maintain Schedule of Classes. Follow the same steps as you would during the earlier stages of the curricular build process. See also: SIS/Building Your Schedule of Classes - Scheduling a New Course and SIS/Building Your Schedule of Classes - Maintain Schedule of Classes: Adding a Section to an Existing Course.
Day/Time Meeting Pattern Changes
Updates to a section's day/time meeting pattern after publish are permitted, but know that they can result in student schedule conflicts. If the meeting pattern must change after students are enrolled, be sure to notify students immediately.
General Assignment (GA) Classroom Procedures
Requests for a new GA classroom assignment must be initiated in SIS. After the schedule of classes is published, LYNX—the transactional interface between SIS and 25Live—is always processing in the background and will capture changes made in SIS to Facility ID, Mtg Start, Mtg End, Days and/or Requested Room Capacity.
Because LYNX is attempting to sync data between SIS and 25Live in real time, when a room change is made, it will drop the old room and try to assign the new room. LYNX will remove the old room even if the new room is not available. This also happens when entering 0000 GA RM, since the old room is no longer displaying in SIS. When a classroom change is requested, Curricular Services cannot guarantee the old classroom back if a new assignment is unable to be made.
Requesting Any GA Classroom
- Enter 0000 GA RM in the Facility ID field in SIS.
- Curricular Services will then assign a room based on the requested room characteristics, room capacity, and department building preferences. A confirmation email will be sent when the new room is assigned.
Requesting a Specific GA Classroom
- Use 25Live to view classroom availability. You may also use the Class Facility Usage page in SIS (Curriculum Management > Facility and Event Information > Class Facility Usage), but any special events or room blocks entered in 25Live will not be reflected there.
- Once you have found a suitable classroom, enter the Facility ID in SIS. LYNX will capture this update and will make the assignment in 25Live if the room is available. A confirmation email will not be sent for these automatic assignments.
- If the specific room is not available, Curricular Services will assign the best available room and send a confirmation email.
- All parties involved in a room swap should update the Facility IDs in SIS.
- Send an email to your Curricular Services contact with the details of the swap. LYNX may or may not process the changes successfully on its own, so it needs to be monitored carefully.
- For more complicated swaps involving multiple classes, it is recommended that curricular reps do not make the changes themselves. Instead, please work with Curricular Services to ensure that all room changes are fully processed in both SIS and 25Live.
- Note: This guidance also applies to any internal classroom swaps that you make within your own subject. Swaps are not complete until room assignment data on all involved sections matches in SIS and 25Live. Failure to notify Curricular Services of any and all swaps may result in mismatched data and uninvolved parties securing your preferred room. Curricular Services cannot guarantee the resolution of a swap if you do not promptly notify us after making the Facility ID updates in SIS.
When making updates to enrollment capacities, keep in mind that packaged courses (e.g., a lecture with one or more associated discussions/labs) should be set up so the sum of the enrollment capacities for the discussions/labs equals the enrollment capacity for the associated lecture. See also: SIS/Building Your Schedule of Classes - Update Sections of a Class.
It is important that the primary department initiates changes or cancellations on any crosslisted or meets-with sections. Most combined section information is automatically kept in sync, however, there are some exceptions:
- A section added to a crosslisted course should only be initiated by the primary department. The secondary section(s) will appear after the nightly crosslist sync is run.
- When canceling class sections with no enrollment, the primary department must contact all secondary members and have them change their class status to canceled. Please connect with your Curricular Services contact when you need to cancel class sections with enrollment.
- All members of the combined sections bond will need to maintain their own class notes and enrollment capacities. Remember that the combined enrollment capacity must also be updated on the Combined Sections Detail page.
See also: SIS - Updating Combined Sections.
Variable Credits and Honors
To avoid enrollment problems due to inaccurate variable credits and/or honors designations, carefully review all courses and make any necessary updates. You will not be able to edit variable credits or honors designations once enrollment has occurred in a section.
Please reach out to your Curricular Services contact to discuss your situation if you need to make changes to variable credits and/or honors designations after students are enrolled.