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Starting a New Scheduling Term

Overview

Once you have successfully used Coursedog Class 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. To learn the basics of how to configure the platform for your first scheduling term, you should consult the Administrator's Setup Guide to Coursedog and Department Scheduler's Guide to Coursedog.


1. Perform a Rollover of your Previous Term

Coursedog makes it easy to rollover sections from the previous term to the current scheduling term. Via Coursedog’s integration with your SIS, it takes just a few steps to complete a schedule rollover.


Step 1: Perform a standard rollover in your SIS. Once your rollover is complete you can turn on the term in Coursedog.


Step 2: Enable the integration in Coursedog for that term via the Admin dashboard. You should confirm that term-specific data integration (Courses, Sections, and Relationships) include the new scheduling term. To verify this, navigate to the Admin console > Merge Settings > Type-Specific Settings > Courses / Sections / Relationships and check that the desired term is listed under "Only run integrations for selected terms." Please refer to this article for further help on configuring your merge settings.


Additionally, if you have specified any integration filters, make sure to review them and confirm that your new scheduling term is not populated amongst the terms to be filtered out. To do so, you may navigate within the Admin dashboard  to Integration Filters > Terms. You may select which terms to remove (or keep) here. 


2. Define your Scheduling Term in the Coursedog User Interface

Within the Scheduling Platform, define your current scheduling term by navigating to Settings > Terms. You may click on the term listed under "Current Active Term" and "Current Scheduling Term" to select a different term from the drop-down menu. For more information on configuring Terms, please refer to this article.


3. Review Term-Based Role Permissions

Navigate to Settings > Roles and review the permissions for each role to make sure that they align with your needs for the upcoming term. For example, if you have conditional permissions based on certain Allowed Terms, make sure to review the terms defined within that permission.


4. Review Future Actions

Navigate to Settings > Roles > Future Actions to review the Future Actions you have configured, what their 'Send Date' is and whether they currently apply to the current scheduling term. You may likely be able to use your previous term's Future Actions as a baseline while tweaking Send Dates as appropriate for your new scheduling term. You may consult this article to make edits as necessary (see section 4.4: Future Actions).


5. Review Term-Based Field Permissions

Individual fields within the Section Editor may be designated as editable only for certain terms (and/or roles). In order to review your configurations, navigate to Settings > Field Options > Section Template and click on specific fields to learn more about their individual Settings. 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.


6. Review Term-Based Meeting Patterns

Navigate to Settings > Meeting Patterns to view your existing Meeting Patterns. Review both that i) your standard meetings times displayed are correct for the current scheduling term, and ii) that 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.


7. Review Term-Based Section Rules

You should review your list of Section rules - including their relevant terms, any exempt Departments, and the actions triggered on failure. To do so, you may click on Rules > Section Rules from the left-hand navigation. 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.


8. Review Workflows

Navigate to Settings > Workflows and 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.


9. Build Relationships

Relationships are term-specific. As such, you should view the relationships for the current scheduling term and make edits as necessary, following instructions available here.


10. Review Preference Forms

Preference forms are term-specific. To copy over a preference form for a new scheduling term or create a new one, please follow the instructions here.



11. Review Notification Events

Lastly, you should review your Notification Events to alert the relevant stakeholders of major steps in the academic planning schedule for the new scheduling term. To review Notification Events, navigate to Settings > Notification Events and add or edit these as necessary, following instructions here.


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