Process Number: 141	Revision Date: 4/10/2001 1:14:03 PM
Revision #: 1	Back | Access Password:

Building a Section

Office Responsible:

CINS - Crafton - Instruction VINS - Valley - Instruction

Process Type:

internal

Position Title:	Secretary II		Author:	BChavez
Cross Trained Staff:	CAleman	Manager:	QHamilton	Vice Pres.:	MEMartinez

Timeline (Deadlines or Time-Constraints) :

What must be done before this process is started:

Academic Program and TOP codes, Building a Course

Which processes are waiting for this process:

Application, Registration, Grading, Graduation, MIS Data Extract. Additional Earnings Data Input, MIS Employee Census and Actual Submission

Source documents or communication with information needed for this process:

Schedule Addition/Change/Cancellation form from Divisions

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

Class Schedule

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

Inform Division if any discrepencies occur with loads, I.e., loads not being met, or normal load is exceeded and some section(s) need to be reassigned to overload. - Forward any new and/or revised contracts to Payroll.

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

DATATEL DATA ENTRY SCREENS: SECT, SOFF, FASC, SRES, ASCI SECT (Sections): Enter data as specified on worksheet. Some fields will already be populated. The data from these fields are inherited from the data entered when the course was initially built. Start/End date fields are automatically filled in. If the course section is a short term course the dates can be manually changed as specified in the worksheet. Synonym field is left blank. Computing Services will systematically re-sequence all Synonyms when all sections are built for the new term as defined in the Schedule Timeline. If you are adding a new section after the Class Schedule has already been printed, you assign the next odd number in accordance to the list of Synonyms that were re-sequenced after the official Schedule of Classes has been printed. If a course is a Selected Topic class which is a course not approved by the Curriculum, refer to the Selected Topic list if it has been previously offered. A way to identify a Selected Topic course is it will not have a course number nor will it be published in the school catalog. Enter the name in the Short Title field from Selected Topic to the appropriate name so the actual title can be identified in the student`s transcript instead the ambiguous description of Selected Topic. Location usually defaults to the college offering the course. If the section is offered off-campus, change the description to Off-Campus. Status is left Pending when the schedule for the college is initially built. Computing Services will systematically change the sections to Active. If a course is being added for the current schedule the Status is changed to Active. SOFF (Section Offering Info): Per worksheet provided, enter date, time and place the section will be offered. If the section is an Arranged Hours course the meeting time and meeting days are left blank. Unless otherwise specified on the worksheet, most classes are 18 weeks. Schedule Type is either D (day) or E (evening). Type `Y` in Rebuild Meeting Dates field. This will build a record for each meeting day the course section will meet according to the Start/End dates and specific location. This procedure will check for conflicts with other courses offerings. If there is a conflict with another section, the system will prompt you whether you wish to continue booking the section or not. You can continue to book the section offering and then arrange for one of the sections with conflicting schedules to be moved to another place and/or time. Press `F10` to save the information. You may view the enitre meeting schedule for that cousre section by going into the Actual Meeting Times and press `F2`. If the section is Arranged Hours, you cannot build meeting dates and the system will prompt you that there are no meeting dates and that is okay. FASC (Faculty Section Assignment): Enter the name of the instructor teaching the class. If there is no instructor`s name indicated on the worksheet enter staff. The form will indicate whether the instructor is Contract, Hourly, Instructor of Record, Overload or etc.. If a faculty assignment is changing because an instructor is unable to complete to course and another will teach the remainder, one of the following must be done. Change the end date in the faculty assignment screen to reflect the last day the 1st instructor taught. Insert the new instructor and enter the start date and end date to reflect the remainder of sections the new instructor will teach. Leave the percentage for both instructors at 100. If the dates for both instuctors are not changed the percentage must be changed to reflect the percentage of the sections each instructor is responsible for. Print both of the instructors` contracts only if it is overload or the instructor is hourly. Forward the contracts to Payroll. Percent field is always 100 percent unless otherwise specified that the instructor will not be teaching all of this course section. Load is automatically calculated by the system . If a section is cancelled any time during midterm (e.g., 6 weeks into an 18 week course) take the number actual used to teach divide by the length of the course equals the Percent (6/18 = 30%) SRES (Section Restrictions): This screen indicates the number of students for the class. Section Capacity and Schedule capacity are normally the same. The worksheet will indicate if a waiting list is allowed. Type `Y` or `N` according ly in the Allow Waitlist field and enter number allowed in Waitlist Maximum if waiting is allowed.. ASCI (Additional Section Info): If there are comments noted on the worksheet that need to printed in the schedule it is entered in the Printed Comments field, e.g., "Contact Emergency Services Dept for more info". If the course section is Arranged Hours, Computing Services require you to enter specific coding in the Comments field,i.e., type of course, lecture (LEC), lab (LAB), field (FLD), etc. followed by an asterik * then the number of hours the section meets per week. REASSIGNMENT is any other function a faculty member does other than teach a section such as being a Counselor, Coordinator, Program Director, or etc. that can be considered part of their load. Call up the following mnemonics to assign reassign time for faculty members: FMBS (Faculty Memberships): List any reassignments the faculty member is doing under Member of. Press F2 in each reassignment to bring up the Faculty Membership Detail screen. FCMD (Faculty Membership Detail): Type `…` to bring up a resolution screen for a list of description of Roles for reassignment. Choose the apppropriate function. Enter the appropriate dates, load and status. F10 to save the data. Reports: XRGD, XCHP, XCHE, XFLD, XFLQ, XFCT XRGD - run this report to build the registration dates, census dates and positive attendance. XCHP - Population Check Hours. Calculates the Contact Hours according to the meeting times and number of weeks that were entered. XCHE - error report. Use the following reports to identify the instructors` loads: XFLD - Faculty Load Summary Report . This will print a summary report by Division and by faculty type upon request. Enter location (Valley or Crafton), term, Division, contract type (Contract or Hourly), and a printer or e-mail address to send the output. XFLQ - Faculty Load Query. This will display a report by individual instructor. Enter Faculty ID # and term. XFCT - To print individual or faculty contracts. The system will guide you with prompts for input.

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

Notes (Cautions, suggestions for improvement, etc.)

No user documentation exists for this process. Documentation such as screen prints and e-mails are created when issues or changes arise throughout the process for future reference. Help is requested from Dyann Walter at SBCCD Computing Services. The process of building a section is the responsibility of each Division. The Instructions office is responisible for any additions, changes or cancellations after the schedule of classes have been created and printed.