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GETTING STARTED: Preparing for a New Term

Table of Contents

Overview
Term Rollover
New Term Setup
Schedule Phases
Future Actions for Term-Based Role Permissions
Grant Term-Based Role Permissions
Revoke Term-Based Role Permissions
Notification Events
Term-Based Field Permissions
Term-Based Meeting Patterns
Term-Based Section Rules
Workflows
Preference Forms 

Overview

  • Once you have successfully used Academic Scheduling for at least one term, you may wonder which items will necessitate review (or reconfiguration) to meet your needs for the next term. 

  • This article will outline key items you should review to ensure the platform is correctly configured for your new scheduling term.

  • A checklist-based, end-to-end, printable guide is also attached to the bottom of this article.

  • To learn the basics of how to configure the platform for your first scheduling term, you should consult the Administrator's Setup Guide and the Department Scheduler's Guide.

Term Rollover

How It Works | Choosing Where to Roll | Sections, Relationships, and Instructor Preferences Rollovers

How It Works

The Term Roll Process is used in most SIS systems to move section data from one term to another. This process will typically copy the schedule from one term to a new term that does not contain any scheduling information. For specific instructions regarding rolling a term in your SIS, please refer to the documentation provided by your vendor. Once you have established a new term in your SIS, you can pull it into Coursedog and prepare to plan your schedule.

 

Choosing Where to Roll

It is not recommended to use Coursedog's Rollover function if your SIS is integrated with Coursedog. Scheduling Rollover within Coursedog is only supported for non-integrated environments. If Coursedog has worked to integrate your environment with your SIS, then you must continue to roll over within your SIS. There are business processes and logic that the SIS rollover executes that must be done prior to scheduling within the Coursedog environment. Some reasons for this are:

  • Coursedog cannot roll certain section fields.

  • Coursedog cannot fully preview all section data prior to executing the rollover.

  • We are often not able to POST section deletions to many SIS partners.

 

Sections, Relationships, and Instructor Preferences Rollovers

Some Rollover capability for Sections, Relationships, and Instructor Preferences is available within the Coursedog user interface, but the ability to roll over Sections and Relationships in Coursedog varies depending on your SIS and isn't recommended during the implementation phase. You can learn more here.

 

New Term Setup

  1. CourseDog syncs with your SIS nightly. In preparation for scheduling a new term, we suggest giving a 2 day buffer between the rollover event in your SIS and when you want to start scheduling.

  2. Set your "Current Scheduling Term" in the Class Schedule app by navigating to Settings and then Terms. Click on the values displayed under "Current Active Term" and "Current Scheduling Term" to select your new Term. The current term setting is automatically recalculated every week, so this value can keep up with the current date. Visit Scheduling Terms more additional information.

  3. If you don't see your term listed, follow the steps in our Term Scheduling Overview article to make sure Coursedog is connected to your SIS and configured correctly.


 

Schedule Phases

PATH: Scheduling > Settings > Terms > (Select Term) > Phase

  • The "Schedule Phases" functionality allows administrators the ability to create, configure, and assign "Phases" that align with your overall scheduling process and associate role permissions, rules, section editing permissions, etc. that should automatically update or change depending on the phase you are currently in. 

  • For example, an end user may have the permission to make a certain edit in one phase and that permission may be revoked in a later phase as the schedule is finalized. If "Schedule Phases" has been configured, you should be able to tell what Phase your institution/team is currently in within the application (see screenshot below).

  • Administrators may further take advantage of setting up an automatic email notification aligned with Phase change dates that will alert end users to permission changes as a new Phase begins. 

  • You can read details around this functionality in our Help Center article here.

  • When preparing for a new Term ensure the correct starting phase is aligned with the new term and that dates have been configured, checked for the intended phase switch dates, and finally, if desired, review or set up the corresponding email notification for end users to alert the phase change dates.

 

 

Future Actions for Term-Based Role Permissions

  • If "Phases" are configured, this section is not applicable as a stand-alone: When a phase is associated with a term, and a user is within that term in scheduling, the permissions defined in phases will override the default permissions set in either Roles or the Section Template.

  • Tailor user role permissions to your needs via Coursedog Settings - Roles (Scheduling > Settings > Roles > Select a Role). Review the "Add Sections" permission for each Role to make sure it aligns with your needs. To grant permissions for a specific Term, consider using the "Allowed Terms" condition to restrict access to the current Scheduling Term.

  • Hint: Coursedog can help automate your Scheduling workflow. Use "Events" and "Future Actions" to grant (and revoke) permissions on a specific date automatically.  Focus on Scheduling this Term, instead of administering tools.

 

Grant Term-Based Role Permissions

  • If "Phases" are configured, this section is not applicable as a stand-alone: When a phase is associated with a term, and a user is within that term in scheduling, the permissions defined in phases will override the default permissions set in either Roles or the Section Template.

  • Follow this path to review configured actions, their Send Dates and whether they apply to the current Term: Scheduling > Settings > Roles > "Future Actions".

  • Configure "Future Actions" to grant permissions to various groups of users at the start of your Term, and configure additional actions to automatically change permissions as needed throughout your cycle. 

  • See Settings - Roles for more information on specific permissions.

  • Consider using actions created for a previous Term as a template and guide.

 

Revoke Term-Based Role Permissions

PATH: Settings > Roles > Future Actions > Grant Permissions

 

  • If "Phases" are configured, this section is not applicable as a stand-alone: When a phase is associated with a term, and a user is within that term in scheduling, the permissions defined in phases will override the default permissions set in either Roles or the Section Template.

  • Setup "Future Actions" at the start of your Scheduling cycle to revoke permissions automatically based on your workflow and cycle needs.  

Notification Events

PATH: Scheduling > Settings > Notification Events

  • "Notification Events" can be configured to alert stakeholders when milestones are reached during the academic planning and scheduling cycle for a new Term.

  • Check out Setting up Notification Events for more information.

Term-Based Field Permissions

PATH: Settings > Field Options > Section Template > (Click on specific fields to view their settings)

  • Individual fields within the Section Editor may be designated as editable only for certain terms (and/or roles). 

  • As you can see below, the "Part of Term" field in the Section Template is currently configured to be editable only for the Fall 2020 term. You should add/edit/remove terms as necessary to meet your needs for the current scheduling term.

Term-Based Meeting Patterns

PATH: Scheduling > Settings > Meeting Patterns

 

Review Meeting Patterns to ensure both of the following conditions are met: 

  • Your standard meeting times displayed are correct for the current scheduling term (first screenshot below).

  • Your Group Info is accurate and up to date; it is particularly important to review filters relating to start/end dates that effectively make certain meeting patterns be term-specific for accuracy.

  • You can click on any displayed meeting pattern to edit it (second screenshot below).

 

 

Term-Based Section Rules

PATH: Scheduling > Rules > Section Rules

  • You should review your list of Section rules, including their relevant terms, any exempt Departments, and the actions triggered on failure. 

  • The below rule, for example, would only be routed to the listed workflow upon failure if the scheduling term is Fall 2020. 

  • Make any edits to Section rules as necessary; you may consult how to set up rules here. You can edit a rule by simply clicking on it.

 

Workflows

PATH: Scheduling > Settings > Workflows

  • Review your existing Workflows to confirm that their steps, and - importantly - the participants you have listed within each step and their associated permissions remain accurate. 

  • Make edits as necessary; you may consult instructions here.

 

 

Preference Forms

PATH: Scheduling > Preference Forms

Preference forms are Term specific, but don't worry, you can easily copy a previous preference form into your new Term as shown in Gathering Faculty Preferences.

 


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