Process Number: 140	Revision Date: 3/24/2005 4:40:00 PM
Revision #: 7	Back | Access Password:

OBSOLETE Building a Course(REPLACED/W USER DOC)
**PROCESS OBSOLETE**

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

Position Title:	Instructional User Liaison		Author:	DWalter
Cross Trained Staff:		Manager:	DHarris	Vice Pres.:	RTemple

Timeline (Deadlines or Time-Constraints) :

Board Item

What must be done before this process is started:

Curriculum Committee and Board of Trustee approval. MIS coding form properly completed for data entry into Datatel.

Which processes are waiting for this process:

Building a Section, Application, Registration, Grading, Positive Attendance, Graduation, MIS Reporting

Source documents or communication with information needed for this process:

Board Item from Curriculum outlining new courses or modifications to existing courses Course MIS Data Elements coding form Full-Time Equivalency (FTE) Load table

What is the end-result of this process, or the hand-off

Sections can be built against the new courses and/or course modifications

What steps must be taken independent of the computer system (Manual Process)

The Board Item for new/modified courses from each colleges Curriculum Committee must be either approved by the Board of Trustees or administratively approved (Board Item signed by the VP of Instructions). Notify Instruction Secretary to delete previously built section(s) for upcoming schedules if the course is going to be modified.

Which steps must be taken on a computer (Electronic Process):

Datatel Data Entry Screens: CRSE, COFF, CREQ, CRES, CFIN, CRSB, ACOI, COCO Use the available source documents to guide you through what data to enter into the system. The following list describes data entry rules for some required fields not documented in the Board Item or MIS Coding form. CRSE (Courses): Eff Dates - consists of two fields, Start Date and End Date. Start Date is the 1st day of the term the course will be available. All modified courses are effective on the next upcoming catalog (always Fall term). End Date is the last day of a term. End Date is used if a course is being terminated, made Inactive and to end a course that is being modified. Academ Level - always `UG` (Undergraduate) Grade Scheme - always `UG` (Undergraduate) Description - if not specified, use 1st sentence under course description documented on Board Item. Appr Agency - either CHC (Crafton) or SBVC (Valley) Appr Dt - approving date is Board meeting date on Board Item. EQ Codes - Equate Codes are used for modifed courses. Equate Codes creates a link from the previous course record to the new modified course record. Equates codes are also used to link courses in two or more departments that are really only oone course. These courses are identified in the catalogs with the following statement, `This course is also offered as ____`, I.e., Hist 135 & Relig 135. COFF (Course Offering Info): Instr Method, Instr Load, Contact Hrs (18 wk hrs) and Clock Hrs (Pay for Course hours is 17 wk hrs) are entered on this screen. Instr Ld - Use FTE Load table as a reference along with the hours and credit documented on the Board Item to calculate the instructor load. CREQ (Course Requisites) - list any prerequisites for the course. CRES (Course Restrictions): Default Capacity - class size Schedule Capacity - same as Default Capacity unless otherwise specified.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Notes (Cautions, suggestions for improvement, etc.)

Not all required information is specified on the Board Item or the MIS coding form such as the Instructor Load and schedule description (consistently) and hours the intructor will be paid. If a course is modified, the procedure has been to make the current course Inactive, enter an End Date and use the course copy (COCO) function to create a new course to inherit the data elements from the previous course and modifying the data elements accordingly. If there are sections attached to a course that is being modified, the sections must be deleted before the course can be ended. The copy course function (COCO) copies all the data elements from the previous course with the exception of two fields, Default Capacity and Schedule Capacity. The fields are in the CRES screen. When a course is modified an Equate Code must always be utilized to be able to reference the new course to previous course(s). The Equate Codes links previous courses to the most current. Currently the `Schedule Description`, the abbreviation of the course description, is used to stored in Datatel. This is used to print the Schedule of Classes. The course description use in the Catalog is not stored in Datatel.