Course Offerings User Guide

  1. Signing in on the IBM services screen
  2. To Access Course Offerings
  3. To Exit Course Offerings
  4. Course Offerings (CO) Main Menu
  5. The Course Section Maintenance Menu (MA)
    1. The CU Screen
    2. Creating a Section
    3. Modifying a Section
    4. Listing Seats
    5. Listing Instructors
    6. Canceling Sections
  6. The Sectioning Officers Control Menu (SO)
    1. Downloading Course Offerings (DW)
    2. Printing Course Offerings (PR)
  7. The Registration Interface Menu (RG)
    1. Adding Students to the Access List
    2. Browsing and Removing Students From the Access List
    3. Using the Drop/Move/Withdraw Students Screen
  8. Helpful Tips

Signing in on the IBM services screen:

  1. Type F and press Enter.
  2. IMS System Entry. Type your USER ID and your password and press Enter.
  3. To access the Administrative Information Menu, press Enter or F12.

To exit, press F3.

To change your password, press F5.

Press F4 to return to the sign on screen.

Note: If you receive the message "User Revoked", please call Access Services at 2-4000 for assistance.

To Access Course Offerings:

On the Administrative Information Systems Menu type S beside “COURSE OFFERINGS” and press Enter.

To Exit Course Offerings:

  1. Press the F3 key to Quit from any screen.
  2. Press F3 again to confirm your request to exit Student Advisement.
  3. At the Administrative Information Systems Menu Screen press F3 to exit to the IBM Services Screen.
  4. Press F3 again to confirm your request to exit the System.

Course Offerings (CO) Main Menu:

The Course Offerings System (CO) is a menu-driven system. Enter Course Offerings through the Main Menu and then proceed to additional menus where you can specify actions to be performed.

Menus include:

  • MA - Course Section Maintenance Menu. Used to add or modify courses. (Choose the CU menu within this menu to create class sections.)
  • SO - Sectioning Officers Control Menu. Used for reporting functions (i.e. Proof copies, Class Rolls, etc.).
  • RG - Registration Interface Menu. Used to assist in registration (i.e. Access Lists, Prerequisite Overrides, etc.)

The Course Section Maintenance Menu (MA):

To reach the Course Offerings Maintenance Menu choose MA from the main menu in CO (Course Offerings).

The CU Screen:

The Create Update screen allows you to do just that, create and updating class sections. Brief explanations of the most commonly entered fields are listed.

CU Screen Explained

To reach the CU screen choose MA (Course Section Maintenance Menu) from the main menu in CO (Course Offerings) then CU (Create/Update Section) on the Course Section Maintenance Menu.

To modify an existing class the call number is required. If no call number is entered the system will assume a new class section is to be created.

Creating a Section:

Creating a new section requires the course ID (prefix and number) to be entered when the CU code is entered in menu screen. Once the CU screen appears an A (A=Add) will be pre-filled in the action field. All the basic class information pertaining to time, day, location, seats and instructor must then be listed. When the Enter key is pressed the class will be assigned a call number. If any required information is missing when the Enter key is pressed a message to that affect will appear at the bottom of the screen and no call number will be assigned.

Modifying a Section:

After displaying the section that needs to be modified (refer to The CU Screen for displaying the screen), enter an M in the action field. An M must be entered each time a modification is made.

After the M is typed in the action field, proceed with any modification that needs to be made. These changes can be typed directly over any existing information. When all of the changes are complete press Enter, and the system will save the changes. If the screen is exited without saving (pressing enter), the modifications are lost. The system will display ‘modified successfully’ whenever a change is made.

Listing Seats:

There are two types of seats: Computer seats and Departmental seats. Computer seats should be used whenever possible. Computer Seats will be issued on a first-come basis to students. The only requirement for these seats is that the student meets the required prerequisite(s). However, other restrictions can be placed on Computer seats. These restrictions must be listed in the Restrict field and if needed the details listed on the Major Restriction screen.

The only time Departmental seats are used is when the class is restricted by Permission of Department (POD) or Permission of Honors (POH). These types of classes (POD and POH) require that students receive special permission to enroll in the section. Departments offering such sections must add each student to the Access List prior to the student registering for the course.

Listing Instructors:

Instructors must be listed on every class section. The instructor(s) listed on the CU screen for a section are the only one(s) who can download class rolls from the class roll web site and assign grades. To list an instructor his/her employee number (normally the social) must be entered on the CU screen. Up to 75 instructors can be listed on any section. When the instructor is first entered the instructor type must also be entered. Type 1 is ‘assigned to section’ meaning that all instructors listed are responsible for all the students enrolled. When a section is listed this way (type 1) a percentage of responsibility must also be assigned.

Canceling Sections:

If students are currently enrolled in a section, the DM (Drop/Move/Withdraw Students) screen must be used to remove the students before the section can be canceled. On the DM screen you have the option of either moving the students to another class section(s) and canceling the section OR simply dropping all the students and canceling the section.

Students can be dropped and/or moved until the last day of drop/add. Departments can withdraw students until the withdrawal deadline. Instructors will be able to assign a WP (withdrawal passing) or WF (withdraw failing) grade.

If students are not currently enrolled in the section, then the section can be canceled on the CU (Create/Update Section) screen.

  1. Type M (Modify) in the Action Code field.
  2. Tab to the Course Status field in the lower right side of the screen.
  3. Type C (Cancel) and press Enter.
  4. Make sure you receive the "MODIFIED SUCCESSFULLY" message along the bottom of the screen.

The Sectioning Officers Control Menu (SO):

To reach the Section Officers Menu choose SO from the main menu in CO (Course Offerings).

The sectioning officers menu allows access to most of the reporting functions within course offerings. This menu is the best place to start if you need to retrieve information from the system. Each screen is identified by a two character code (BS, PR, etc.). Selection of a screen requires the entry of its code and completion of the data fields identified with an R (required entry).

Downloading Course Offerings (DW):

From the main SO menu, type DW for the code and then specify what term and prefix information will be requested. Term and prefix must be selected prior to accessing the DW screen. Please note once on the DW screen the only way to change either the term or prefix is to return to the SO menu, enter the information, and access the DW screen anew.
First specify the type of information that is to be requested:

P = Proof Copy: Downloads a report file of the class sections as they will appear in the on-lineSchedule of Classes. Course comments will alsobe listed. Cancelled sections will be omitted.

E = Enrollment: Downloads a report file of enrollment data as it appears on the Browse Enrollment Counts screen.

R = Class Rolls: Downloads the class rolls to a web site which can be accessed by a valid myID or emailed to instructor.

D = Delimited Rolls: Download class rolls into a format easily used by a spread sheet program.

-Next specify ONE of the following:

Type a Y if all prefixes and course numbers in this curricular program are desired. Rarely used.

-OR-

Type a Y if all courses in the prefix are desired.

-OR-

Type a Beginning Course Number/Suffix and Ending Course Number/Suffix if a range is desired (example: ENGL 1101 through ENGL 1102). To download every section of one course ID, only fill in the “Beginning Course Num/Suf” field (example: all ENGL 1101 sections only).

-OR-

Type a Call Number if only one section is desired.

Finally specify the e-mail address

Class roll information can only be sent to verified e-mail addresses. If the e-mail address is not verified the system will not send the requested information and the following message will appear: "E-mail address not verified and cannot be used for Class Rolls."

Printing Course Offerings (PR):

From the main SO menu, type PR for the code and then specify what term and prefix information is being requested. When the screen refreshes you will notice that it looks almost identical to the DW screen. Request for prints should be made in the same manner as described for downloading; however, instead of entering an e-mail address a printer node must be entered (contact your Office IT Support for node name).

The Registration Interface Menu (RG):

To reach the Registration Interface Menu choose RG from the main menu in CO.

The registration interface menu allows the user to grant special access to a student attempting to register for a class. Access can be in the form of a time conflict override, prerequisite override or adding the student to the access list. A student’s registration can also be affected by dropping, moving or withdrawing the student.

Adding students to the Access List:

A class restricted by Permission of Department (POD) requires that students receive special permission to enroll in the section. Departments offering such sections must add each student to the Access List prior to the student registering for the course. When you use this option, the total class enrollment must be entered in Departmental Seats.

  1. From the RG menu type the code AC.
  2. Type the Term (i.e. 200305, 200308, etc...).
  3. Type the Call Number of the section.
  4. Press Enter.
  5. The Access List screen will be displayed and the Action Code will be pre-filled with A (Add).
  6. Press the tab key to move the cursor to the Student Id field and type the student's id number. Use of other fields on this screen is optional. Press Enter.
  7. The message "override added successfully" will be displayed along the bottom of the screen.

Browsing and removing students from the access list:

Browse the Access List to find the listing of all the students that have been placed on the Access List:

  1. Type B (Browse) in the Action Code field and press Enter.
  2. The list of students placed on the Access List will be displayed. To view additional students, press F8. F7 and F8 will scroll up and down the list.

To end a student’s access if they have yet to register for a class you can do the following:

  1. Type D (Display) in the Action Code field. Type the student's id number in the Student ID field.
  2. Press Enter. The override for the student should be displayed.
  3. Type M (modify) in the Action Code field. Press the tab key to move the cursor to the Status field. Type C (Canceled) in the Status field or type X (Expired) in the status field then and press Enter.

Using the Drop/Move/Withdraw Students Screen:

Note - Only users with the ability to create classes will be able to use this screen.

This screen is designed to assist departments with managing enrollments and cancelling sections which have students enrolled or where students were once enrolled. This screen may also be used to drop or withdraw students for nonattendance and to move students to another section of the same course. This process will bypass many edits in the Registration System such as lecture/lab and prerequisite checks. Please use caution whenever students are dropped or withdrawn.

If students are currently enrolled in a section, the DM (Drop/Move/Withdraw Students) screen must be used to remove the students before the section can be cancelled.

On the DM screen you have the following options: an individual student move, a group move (move some students but not all), moving all students, dropping all students, dropping an individual, or completing withdrawals. A class where all students are being dropped must be canceled.

Students can be dropped and/or moved until the last day of drop/add.

Departments can withdraw students until midpoint of the term with a WP, WF, and WU. After midpoint, the student withdrawal is processed by assigning a WF (withdraw failing) grade until grade rolls are printed.

Dropping and moving students can only be done during registration. After drop/add ends, for a term the only option left is to withdraw a student. Keep in mind that all actions made on this screen are final – they cannot be undone.

Helpful Tips:

  1. Help is available on all screens. Pressing F1 while the cursor is in a field with an * will display information about that particular field. For general information about a screen, move the cursor off an input field and press F1.
  2. Press F2 to Return when you are ready to leave a screen or go to the previous screen.
  3. Look at the FUNCTION KEY definitions at the bottom of each screen. Try pressing the keys. Use the function keys to move between screens without returning to the menu.
  4. Notice the different COLORS on each screen. Input fields should be in a different color than display fields. Try over striking the input fields to update information.
  5. A list of Pertinent Dates (when courses must be loaded, etc.) can be reached by typing PD on the Course Maintenance Menu screen.
  6. The Course Offerings handbook contains specific and detailed information on all the topics mentioned in this reference as well as those not mentioned here.