Information Session on SSASECT 6.0

1. Information SessiononSSASECT 6.0 Prepared by ARR and ICS Dec 8 9:30 – 11:45 Room 1041

2. Agenda • Rollover and Sched25 Deadlines • Banner Upgrade • Where & How to use the How To document (SSASECT) • Rollover process • Demo on creating a new section (demo) • Problem areas of SSASECT • Part Of Term • Start and End Dates • Meeting Time & Room Booking • Instructor • Maximum Enrollment data • Reserved Seating • Room Attributes • Spanned courses • Crosslisted sections • Linking sections • Registration restrictions • Remarks and comments • Q & A SSASECT Info Session

3. Handouts • Tips and Tricks for Class Schedulers • Registration Restrictions • Reserved Seating • Roombooking Procedures (Oct 2004) These handouts will be posted tohttp://www.mcgill.ca/minerva-admin/docs/under Additional reference material SSASECT Info Session

4. Rollover and Sched25 Deadlines • Martha Hancock’s ‘Rollover & Sched25 Deadlines’ e-mail to Faculty Class Schedule coordinators in October contains all the details including: • deadlines • what is rolled/not rolled • What schedule information to update for Sched25 runs • Minerva reports SSASECT Info Session

5. Banner Upgrade The Banner Upgrade did not affect the Course Catalog & Course Schedule forms! SSASECT Info Session

6. Where to get the How-To documentSSASECT • Last updated May 25, 2004. Will be updated soon to reflect all changes. (notification by SIS Listserv) • Click on the ‘McGill How-Tos’ icon from the toolbar. • enter ‘SSASECT’ in Form name • click on “Display How-to” & select the appropriate PDF (transcript vs non-transcript) • Includes • timeline for creating class schedules • what sections and information get rolled • updating course sections • creating new course sections • changing section information after registration opens • spanned sections, crosslisted sections, linking, reserved seating http://www.is.mcgill.ca/whelp/howto/SSASECT_transcript.pdf SSASECT Info Session

7. How to Use the How-To documentSSASECT Navigation Tools • Click on the Bookmarks tab to see the bookmarks • you can drill down to see sub-levels and individual field definitions (expand/collapse using the + sign) • Inside the document, click on any hyperlinks (blue) to quickly go to another section or page of the document or to external related documents (e.g. Roombooking Procedures) • hyperlinks almost always include page numbers to assist print users • You may also use the Table of Contents (primarily for print users) • Use the back arrow to return to the section you came from Organization of the document • Where necessary, the overall Process is explained (with links to each of the sections) • Tasks and procedures next, including screen shots and links to field descriptions (e.g. Set Maximum Enrollment) • Reference information next (field descriptions for each block, in the order in which blocks appear) • Use the Checklist at the end of the task SSASECT Info Session

8. Rollover process • Refer to Martha Hancock’s ‘Rollover & Sched25 Deadlines – Fall/Winter 200509/200601’ e-mail • Course sections from 200409/200501 have been rolled over to create 200509/200601 Fall/Winter sections: • With the statuses that they had in 200409/200501 • The “loaded” status was not used • Inactive statuses were not rolled • Delete the sections that are not offered. They can always be recreated, if needed. • You may now update schedule information on existing sections and create new sections for 200509/200601 • You may now create the spanned sections for courses that continue in 200509/200601 (N2 CRNs) • Before creating new sections, verify if a section already exists using SSASECQ. SSASECT Info Session

9. How to create a new section (demo) • Verify that the section does not already exist (section may have been rolled over) • do a “wide” search – enter Term, Subj, Crse • Section numbers should always be 3-digits • Demo • Create a section for GEOG 205 for Term 200501 • section 001 already exists • Create section 002 • remember to use the University approved time slots(e.g. M-W-F 0835 – 0925) SSASECT Info Session

10. SSASECT double-click here to access SSASECQ SSASECT Info Session

11. CRN QuerySSASECQ SSASECT Info Session

12. Section Information Used for Open Learning These fields are now blocked from entry (Nov 2004). SSASECT Info Session

13. Section Information • Do not uncheck the Print & VR/Web Avail fields • Check/uncheck Gradable field depending on schedule type • Do not check Tui/Fee Waiver & CAPP Areas for Pre-requisite fields SSASECT Info Session

14. Part of Term • The Part of Term field contains critical section information that affects registration. • A Part of Term can have only one set of course add/drop & withdrawal dates. Therefore, courses must be created in the correct Part of Term otherwise students will not be able to add/drop/withdraw on Minerva if the dates are incorrect. • The Part of Term field displays the default course dates, but is also used to: • Prevent Course Add/Drop/Withdrawal (‘X’) • Prevent Course Drop/Withdrawal (‘W’) • Or to indicate: • First Spanned Term (‘F’) • Second Spanned Term (‘G’) • Third Spanned Term (‘H’) SSASECT Info Session

15. Part Of Term • Make sure that you choose the correct Part of Term. • Linked sections must all have the same Part-Of-Term as the lecture for the course (e.g. Lecture and Lab should have the same Part-Of-Term) • Use Status =R(Registration not required) for non-credit weight sections that do not need class lists (e.g. Midterms) • Use Part of Term = E(Extended Reg period) for non-credit weight sections that do want class lists. These are usually only added after classes start so they need extra registration time. May be used only if the student is expected to register in an additional section of the course. • E.g. tutorials, some labs, conferences • Students are able to register for about 6 weeks later than the regular add/drop deadline • Used in order to have class lists for these sections SSASECT Info Session

16. Start and End Dates • Do not change the Start/End Dates on the Part of Term, except to extend them (before and/or after). • You cannot extend them in the Meeting Time window unless you extend them on the Part of Term • The Start/End Dates on the Part of Term must be 13 weeks or longer (for tax receipts) • If it does not run the full 13 weeks, simply change the Start and End dates in the Meeting Time block so it may show to the student on Minerva (and for purposes of accurate roombooking) SSASECT Info Session

17. Note • Once there is enrollment in a section (after registration begins), do not modify: • Part of Term • Campus • Registration restrictions • Why? • The change is not reflected on the student’s record without removing and re-adding the course section. This generates extensive and complex clean up for ARR and faculties. • This applies once registration starts in March SSASECT Info Session

18. Course Calendar and Sections for Arts & Science and Agriculture • All bulleted courses will show the course description even though they are not offered in 200509/200601 • January 21, 2005 is the deadline to have your courses bulleted or unbulleted in the calendar • Courses with a section with a status of ‘Active’ will be unbulleted in the printed calendar • Delete all sections if the course is not offered so that the calendar shows a bullet. SSASECT Info Session

19. Meeting Time & Roombooking • Refer to the Roombooking procedures • In December and January, departments update the future Fall/Winter class schedule for their courses • For sections that require general purpose classrooms, verify and update the schedule information. Sched25 will find a room for the section (run in February). • For sections taught in departmentally controlled rooms, BLDG/ROOM should be entered so that Sched25 will not assign a general purpose classroom. Once you save the record, this will book the room. • After the Schedule 25 runs are finished in early March, all roombooking requests must be processed through your Faculty Schedule coordinator. • Only the University Schedule Office and Faculty Schedule Coordinators are allowed to book general purpose classrooms. SSASECT Info Session

20. Meeting Time & Roombooking • February 2005 – Schedule 25 is run to assign rooms for course sections requiring general purpose classrooms • March 2005 – all the future Fall/Winter courses have rooms and the schedule is final. Students see the schedule on Minerva before advising begins in Mid-March. • Registration opens in lateMarch. • To open a new course section after Sched25 is run, create the section with status = Temporarily closed. • Enter the Maximum Enrolment. • If the course section has a spread credit weight (0.00 OR 3.00), e-mail the UCSO (University Class Schedule Office) to assign the credit weight (martha.hancock@mcgill.ca). • Do not enter the DAYS/TIMES. E-mail the preferred timeslot to the Faculty Schedule coordinator. They will enter the schedule information and book the room for the section. The details will then appear on Minerva. If no room is available, you will be contacted about alternatives (lowering max, changing timeslot, etc) • Don’t forget to change the status to Active so students can register. SSASECT Info Session

21. Meeting Time & RoombookingHow to Change Timeslots • If your dept decides to change the Days/Times a section is offered: • You may want to Temporarily Close the section. The fewer students in the section, the fewer phone calls when they see the new timeslot. • Do not delete the sched info (Days/Times/Bldg/Room). You may lose the room you have. • E-mail the proposed changes to your Faculty Schedule Coordinator. If they find a room, they will change the schedule info SSASECT Info Session

22. Meeting Time & RoombookingHow to Cancel a Section • If your dept decides to not offer a section: • Change the status from Active or Temporarily Closed to Cancelled. • Delete the Bldg/Room info, otherwise the room stays booked • Do not delete the Days/Times so students may see what timeslot they now have free • Your faculty Student Affairs Office can advise you how to notify students about cancelled sections SSASECT Info Session

23. Meeting Time & Roombookings • Deadline to be included in the Schedule 25 run is January 21, 2005 • Remember the University approved time slots • You may not get a classroom if you do not follow these approved slots • Refer to the Roombooking document • Call your Faculty Schedule Coordinator if you have any questions SSASECT Info Session

24. Meeting Time & RoombookingSearching for Timeslots/Rooms (SLQMEET) • Can only be accessed from SSASECT • from Meeting Time block • select ‘Query Available Class Room’ • You have the ability to search for: • Available rooms in the preferred timeslot • Which timeslots have rooms available • If/when a particular room is free • You may then include the specific room(s) in the e-mail request to your Faculty Schedule coordinator http://www.is.mcgill.ca/whelp/howto/SLQMEET_find_room.pdf SSASECT Info Session

25. Roomtable document • The revised Roomtable is available on Minerva and contains: • Audio/visual equipment–projector, microphone,etc. • Capacity • All classrooms must be booked by your Faculty Schedule Coordinator • They will obtain permission from the controlling Faculty or dept • They will book the room in Class schedule for you • To access the document, click on the ‘McGill How-Tos’ icon from the toolbar. Then type ‘Roomtable’ in the Form name field and select ‘Display How-to. SSASECT Info Session

26. Instructor • You may assign one or more instructors to a section • Only one of them can be checked off as the Primary Instructor • You may override an instructor conflict (enter “O” in the Override column) e.g. for crosslisted courses • Once entered: • students can view instructor(s) on Minerva • instructors can view their classlists (they must be attached to a section to view them before grade submission opens for a given term) • If the instructor is not known, leave the field blank and the student will see the instructor as ‘TBA’. • If the person has not been created as an instructor yet, enter their name in SSATEXT (in order to display it on Minerva). SSASECT Info Session

27. Maximum Enrolment Data • Don’t forget to set it! The default is zero. • 0 (zero) means no one can register. • Access it by clicking on “Section Enrollment Info” from the Options menu • Enter a value in the Maximum field and Save • To reserve a specific number of seats within the section for a specific group of students, you need to use Reserved seating. • You can reserve by level, major or class • To enter Reserved Seating, click the icon next to the Maximum field SSASECT Info Session

28. Reserved Seating • To reserve a specific number of seats within a section for a specific level, major or year (class) of students. • Reserved seating information is not rolled • This is not an easy task – if you have any questions regarding reserved seating, please contact your SIS specialist. • After registration has taken place, please do not change the reserved seating information. • See the ‘Reserved Seating’ document provided. SSASECT Info Session

29. Reserved Seating Click here SSASECT Info Session

30. Reserved Seating SSASECT Info Session

31. Room Attributes • Add Room Attributes if you need specific equipment or room features. • Add Room Attributes to sections before January 21, 2005 in order to get a room with the attributes you need when Sched25 runs in February. • Add Room Attributes even when entering a Room preference. SSASECT Info Session

32. Spanned Course sections • A spanned course is one where the duration is longer than one term (e.g. a full-year course). • Don’t forget to create the section of the course for all the spanned terms. Since spanned courses are not supported by Banner, the system will not remind you to create sections for the spanned terms. • You must use the correct Course Number and Part Of Term for each section: • Course Number has 3 digits followed by 2 characters identifying each spanned term: • For 2 consecutive terms, use D (e.g. 221D1, 221D2) • For 3 consecutive terms, use J (e.g. 271J1, 271J2, 271J3) • For 2 non-consecutive terms, use N (e.g. 251N1, 251N2) • Part of Term for each spanned section • F = first spanned term (e.g. D1, J1, N1) • G = second spanned term (e.g. D2, J2, N2) • H = third spanned term (e.g. J3) • Make sure Section number, Status and MaxEnrollment values match for all terms. SSASECT Info Session

33. Spanned Course sections • For students using Minerva to register themselves • for D1/D2 courses that span fall/winter, the student need only register for the Fall term (D1) section. The winter term (D2) is automatically entered. • For other term combinations, the student needs to register for all spanned sections in each term. • For staff using SFAREGS • staff must register the student for all spanned terms manually. Banner does not ensure this is done. Banner does not support spanned courses SSASECT Info Session

34. Crosslisted Sections • 2 sections of the same course or 2 separate course sections taught in the same room, at the same time by the same instructor. • Existing crosslisted sections are rolled manually from 200409 and 200501 to 200509 and 200601 using the same CL groupcodes. • To create new crosslisted sections: • Fill in Section Information except Cross List codes • Enter Room override in Meeting Time and override Instructor conflict • E-mail Martha Hancock to fill in Cross List code • If this is done before Sched25 is run, only one room will be assigned • Please note: if you raise the enrollment of any crosslisted section, you must e-mail Martha so that she may raise the CL max • CL max equals the sections Maximums added together • If the CL Max doesn’t get raised too, the students cannot get in! This is frustrating for them, because they can see that there is room available. SSASECT Info Session

35. Linked CRNs • You want to link sections if the student has to register for 2 or more schedule types of the course in the same term (e.g. a lecture and a lab) from the beginning of registration. • You must fill in all the schedule information on all sections that are linked. • Do not link after registration starts in the course. • Enter Link Identifier (in Section Information) and Section Links connector (Course Section Detail SSADETL) Note: Linking is only required if you want to force students to register for more than one schedule type. SSASECT Info Session

36. Linked CRNsExample Biol 112 has one Lecture section and two lab sections. You want to make sure students register for the Lecture and one of the Lab sections. SSASECT Info Session

37. Linked CRNs Enter Link Id for the lecture section (section 001) A = lecture L = lab T = tutorial Q = conference M = seminar SSASECT Info Session

38. Linked CRNs Link Connector field. Enter the Link ID for the lab sections (sections 002 & 003) SSASECT Info Session

39. Linked CRNs Don’t forget to do the same for both labs, sections 002 and 003 (Link ID = L1) SSASECT Info Session

40. Linked CRNs Link Connector field. Enter Link ID for the lecture you wish to link to for both lab sections. SSASECT Info Session

41. Registration Restrictions • Refer to the Registration Restrictions document. The system does not enforce restrictions in the same order that they are entered in SSARRES. • Basic restrictions are entered in Catalog and are copied to the schedule sections. • They may be altered at the schedule level • Include vs Exclude – it is best to use Include wherever possible, otherwise a 2-program student who is eligible in their first program may be excluded because of their 2nd program. • Think of the hierarchy chart before you start. Who is the target audience? • e.g. if you want students from Management and Arts to be able to register for a course section, it is best to INCLUDE MG and AR rather than to EXCLUDE all the other faculties • Contact your SIS specialist if you have any questions SSASECT Info Session

42. SSARRES SSASECT Info Session

43. Pre-requisites and Co-requisites • Set up at the Catalogue level, rolled from Catalogue • Can only be added or deleted by UCSO • Cannot be changed without SCTP approval SSASECT Info Session

44. Remarks • Remarks are rolled • Additional information about the section that applies to that section everytime it is offered. • E.g. this lecture section is taught every 2 weeks, for Engineering students only • Double-click to see the list of remarks • To create new remarks, e-mail Martha Hancock • Can be seen on Minerva (web schedule) SSASECT Info Session

45. Comments • Comments are not rolled • Comments are specific information for a section for that term only • Free-form but maximum is 2 lines • Add an * if you wish to display to students on Minerva • e.g. *field trip on February 16, 2005 • e.g. *course taught at Gert’s pub • If an instructor adds a comment for grade submission, the comment shows with a @ in SSATEXT • Do not remove these comments • Instructor comments are not visible to students SSASECT Info Session

46. Adding Special Topics on Section Comments (SSATEXT) • Now available • Departments will enter the topic for their Special Topics courses in SSATEXT • Start each line with a ‘$’ • Topics will show in the printed calendar and on Web Catalogue and on the Calendar entry when users click on the section CRN in Web Schedule. This is exactly as they show now – this is just a different entry method. • May be accessed directly or via SSASECT • Demo on BANUP6H • Term 200509 • RELG 315 001 and RELG 315 002 (CRN 3934 and 5413) SSASECT Info Session

47. Special Topics SSASECT Info Session

48. Special Topics SSASECT Info Session

49. Any Questions? We do have labs available. SIS 208 on Dec 13th and Jan 12th SSASECT Info Session

50. Thank You!