How to Make Schedule Changes in CMS

 

Contents

How do I Get to CMS?

1. After logging into the Faculty/Staff portal, go to Titan Online.

facuty/staff login portal page. Read instructions above.

2. Click on Student Administration

student administration button on portal. Read instructions above.

Maintain Schedule of Classes

This screen is where we build and edit class sections.

class offering navigation. read instructions below.

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes

NOTE: After schedule goes live, access to Maintain Schedule of Classes is locked However, many changes can still be made through Schedule Class Meetings (the page found right under "Maintain").

View Class Offerings

how to view current class offerings. read instructions below

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes

To view the current offerings for a given semester, go to Maintain Schedule of Classes.

  • Enter the Term. Click Search.
  • To narrow the results further, enter the course prefix for Subject.

If you're not sure what to enter, click the magnifying glass for a list of available options.

Term Code

  • The term is a four-digit code. The first three digits represent the year. The fourth digit represents the semester.
  • The last digit will always be an odd number:
    • Winter: 1
    • Spring: 3
    • Summer: 5
    • Fall: 7
  • The first three digits are an abbreviated version of the year. (Take out the second digit from the year).
  • For example: 2021 Fall = 2217
Examples
Step Year
2021 		Semester
Fall
First determine the number for Fall, which is 7 2021 7
Then take out the second digit from the year 221 7
The term code for "Fall 2021" is 2217

Add a Brand New Section

schedule new oourse. read instructions below.

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Schedule New Course

Note: If the course you want to build already exists when you View Class Offerings (see above), do not use Schedule New Course. Instead, Add an Additional Section (see below).

If there are no existing sections of the course you want to build, go to Schedule New Course to add the first section.

Enter the Term, Subject, and Catalog Number for the section you want to build. Click Search.

Add an Additional Section

add additional section instructions. read below.

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes
  • Enter the Term, Subject, and Catalog Number for the section you want to build. Click Search.
  • On the Basic Data tab, use the arrows to navigate to where you want to add the new section. Or click Last.
  • Click the plus [+] button to add a new section

plus sign is all the way to the right under class sections

Basic Data Tab

Most of the fields are pre-populated based on the default course settings in CMS Course Catalog. Changes to the default course settings must be made through Curriculog.

Please review the following fields when adding a new section.

Class Section Number

    • Must be two digits. (Section 01, not 1)
    • Designated section number ranges:
      • 01-39 are for normal sections
      • 40-49 are for Honors sections
      • 50-59 are for Web sections
      • 70-79 are for self-support sections, where Career = EXED
      • 75-79 are for CourseMatch sections, where Career = UGRD or PBAC (state-support)
      • 90-99 are for Study Abroad sections

Associated Class Number

    • Must change to match the Class Section number (Section 02, Assoc Class 2)
    • For multi-component courses, the Associated Class Number attaches the non-enrollment sections to the enrollment section.

Instruction Mode

    • P = In Person (this is the default)
    • W = Web (100% fully online)
    • N = Mostly Online (at least 80% online, with a few in-person meetings like midterm/final)
    • H = Hybrid (regularly online and regularly in-person

WEB/APPROVED Class Attribute

    • DO NOT BUILD AN ONLINE SECTION UNLESS THIS ATTRIBUTE APPEARS AT THE BOTTOM.

basic data tab. read above for content.

Other fields: For the majority of sections, these fields will remain their default value.

Session

This field populates the Start/End Dates for the semester, excluding final exam week.

    • 1 = Regular 15-week semester (default value)
    • 10F = First Ten Weeks
    • 07F = First Seven Weeks
    • 08L = Last Eight Weeks
    • Mini Session 1 2 3 = Five-week sessions
    • SPC = Special. For non-standard semester dates, set the session to SPC and manually enter the correct Start/End Dates

Topic ID.

If the section has a topic, please use the magnifying glass to select the Course Topic ID on the Basic Data tab (not the Meetings tab.) Also navigate to the Notes tab (see below) to add the corresponding note number for the topic.

Schedule Print.

To hide the class section from being visible on the class schedule, uncheck this box. Students may still register in the class if they have the 5-digit Class Number.

Location.

Defaults to FULLERTON. The only other option is ABROAD for study abroad sections.

other fields in basic data tab. read above for content

 

Rearrange the Section Numbers

Best rule of thumb is to renumber one section at a time. For example, let's say we have existing sections:

  • Section 01
  • Section 03
  • Section 04
  • Section 05

To renumber them to Section 01, 02, 03, 04:

  • First, renumber Section 03 to Section 02. Click Save.
  • Renumber Section 04 to Section 03. Click Save.
  • Renumber Section 05 to Section 04. Click Save.

If we try to renumber all sections at once, it will think that “Section 03” is already taken, and so on. It will produce this error message:

screen shot of error message

**Be sure to update the Associated Number to match the Section Number each time you renumber. After Go Live, this field is greyed out and cannot be changed.

class section and associated class highlighted. read above.

 

Delete a Section

basic data tab with minus sign on bottom right. Read below for instructions.

Navigation:
  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes
  • On the Basic Data tab, use the arrows to navigate to the section you want to delete.
  • Click the minus [-] button to delete (completely remove) the section.

Note: Before deleting the section, verify the Class Section Number, Class Number, and Meeting Information (see Meetings tab) to ensure it is the correct one. Deleting the section will completely erase it from the schedule.

Before Go Live: Please use the [-] to delete unwanted sections.

After Go Live: Please submit a Schedule Change Form to cancel the section, since it has already been published.

Meeting Tab

This is where we enter meeting pattern information for the class section.

meeting tab content. read instructions below.

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes.

Note: To change the meeting pattern after Go Live, a Schedule Change Form must be submitted to CANCEL the existing section and ADD a new section. This is the only way to notify the student that the class is no longer available at the original time and is offered at a new time instead.

To add or remove meeting patterns, click the plus [+] or minus [-] button.

Enter the following information:

Facility ID. This is the classroom where the class will meet.
    • Once the Facility ID is selected, the room capacity will appear next to it.
    • Make sure the Enrollment Capacity  (see below) does not exceed the Room Capacity.
    • The Room Capacity represents the number of student seats, not yet counting the instructor.
Pattern. Use the magnifying glass to select the meeting pattern.  
    • This will auto-populate the appropriate Days checkboxes. (e.g., MWF for Monday, Wednesday, Friday)
    • If the pattern is not available, use the checkboxes to manually select the days instead.
      (e.g., If the class meets on Mondays and Fridays: check the boxes for M and F, and leave the Pattern field blank)
Meeting Start & End Times.  Enter the start and end times for the class.
    • Caution:  The end time might auto-populate to “AM” instead of “PM” or an incorrect end time  (e.g., 6:30pm instead of 6:45pm).  Review this carefully before you click save.
Start/End Date.
    • This will default to the semester start/end dates on the Basic Data tab.
    • If there are “one day” specific meeting patterns, set the start/end date to the same date.
APDB Learning Mode.
    • Click on Class APDB Mapping Values. APDB Learning Mode will default to 09 – Face to Face.
    • Be sure to change this if the class is fully or partially online.  See this chart to determine the correct APDB Learning Mode for online sections.
    • DO NOT CHANGE ANY OTHER FIELD.  The other fields are pre-populated based on the default settings for the course.  Changes to the default course settings must be made through Curriculog.

apdb class section values input

Space Type

This reflects the type of classroom needed for instruction

  • Click on Meeting APDB Mapping Values
  • Determine the correct space type based on the Component.
  • Regardless of the Component, if the Facility ID is online, pick 3-Noncapacity
Space Types
Component Space Type
Lecture, Discussion, Seminar 1- Lecture
Lab, Activity, Clinical 2 - Laboratory
Supervision 3 - Noncapacity

 

space type menu. read above for instructions.

 

Adding Rooms

Clicking the magnifying glass for Facility ID will provide a list of all facilities built in CMS. However, not all rooms are available for use.

During the Build Phase:
  • Only add rooms that belong to your college’s list of “first rights” allocations. Contact your Dean’s Office to learn which rooms are allocated to your department during first rights.
  • To request a large room (70+ cap), email scheduling@fullerton.edu with the desired class days and times, and number of seats.
During the Edit Phase:
  • To request a general-use classroom, email scheduling@fullerton.edu with the desired class days and times, and number of seats.
  • We will respond to your request with possible room options.
  • If you decide to use the room, attach the room to your section immediately.
  • We will only hold the room for 3 days.
    • If you do not attach the room to your section within 3 days, it will become available again for another department to use.
After Go Live:
  • To request a general-use classroom, email scheduling@fullerton.edu with the desired class days and times, and number of seats.
  • We will respond to your request with possible room options.
  • If you decide to use the room, submit a Schedule Change Form.

 

Attach Instructors to the Sections

To attach instructors to the class sections, you will need the instructor CWID (campus-wide identification number).

  • For Tenure Track faculty, the CWID is generated by HR.
  • For Part-time faculty, contact the Scheduling Office to create a CWID using the Faculty Profile Request form (Excel download) steps one and two mentioned below.
Navigation:
  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes.

(After Go Live, navigate to Schedule Class Meetings instead)

On the Meetings tab, there is a section called Instructors for Meeting Pattern.

For the Assignment sub-tab, these two fields must be entered on the first meeting pattern :

  1. ID:  Enter the instructor CWID or use the magnifying glass to search for the instructor.
  2. Access: set to Approve. This is critical to ensure that the instructor can submit grades at the end of the term.

If the CWID is left is left blank, the Class Schedule will default to "Staff."

staff circled. see above.

To hide any attached instructors, uncheck the Print box.

Note: DO NOT WAIT UNTIL THE LAST MINUTE TO ATTACH THE INSTRUCTOR.

All instructors must be attached to the class section prior to Census.

print box checked

When there are multiple meeting patterns:

1. Grant Approve access for every meeting pattern with an instructor attached.

meeting pattern. read instructions above.

2. On the Workload sub-tab, give IFF only once to each instrutor. Set the rest to Not Include.

meeting pattern page. read above.

When there are multiple instructors
  • All instructors must be added to the first meeting pattern.
  • On the Workload sub-tab, divide the Load Factor between the faculty so that it adds up to 100%.

multiple instructors directions. read above.

To change the instructor
  • Do not replace one CWID with another.
  • Must delete [-] the original instructor, SAVE, then add new CWID

Enrollment Control Tab

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes.

(After Go Live, navigate to Update Sections of a Class instead.)

Class Status
  • Active – Students can see the section and self-enroll.  (This is the default setting.)
  • Cancelled – The department must submit a Schedule Change Form to cancel a section.  Departments do not have access to cancel sections.  Cancelling a section will completely erase its meeting pattern and automatically disenroll students from the class.
  • Stop Further Enrollment – This will hide the section and prevent the student from self-enrolling.
    • Select this when you are about to cancel the section and do not want more students to enroll.
  • Tentative – This will hide the section and prevent the student from self-enrolling.
    • Select this when you are not sure whether the class will be offered.
Add Consent
  • No Special Consent Required.  Students can self-enroll without a permit. (This is the default setting.)
  • Department Consent Required. Students will need a permit in order to register for the class.
  • Instructor Consent Required. Do not select this setting. Reserved for specific administrative use.
Enrollment Status
  • Open. There are seats available in the class.
  • Closed.  There are no more seats available in the class, or the Class Status is non-active.
Requested Room Capacity  
  • Make sure this matches the Enrollment Capacity.
Enrollment Capacity  

The number of seats offered in this section.

  • IMPORTANT:  Check the Room Capacity on the Meetings tab (see section above).   Make sure that the Enrollment Capacity does not exceed the maximum number of students the room can hold.
  • Do not set the enrollment cap to zero.  To temporarily close a section while keeping it Active, please set the enrollment cap to the number of students currently enrolled.  Or, set the class status to Stop Further Enrollment or Tentative.
Enrollment Total  
  • The number of students currently enrolled in the class.  It displays right next to the Enrollment Capacity field.
Wait List Capacity
  • The number of seats offered on the waitlist.
Auto Enroll from Wait List  
  • This box must be checked in order for the system to automatically enroll students from the waitlist when seats open. (This is the default setting.)

enrollment tab content. read above.

Class Notes Tab

notes tab conent. read below.

Navigation:

  1. CMS Main Menu
  2. Curriculum Management
  3. Schedule of Classes
  4. Maintain Schedule of Classes

On the Notes tab, there is a section of the page called Class Notes.  Use the corresponding arrows to navigate.

  • To add a new note, click the plus  [+] button.
  • To remove a note, click the minus [-] button.

Notes can be added using either a Note Number or Free Format Text. However, they must be added one at a time and cannot exist on the same page. Use the [+] button to add each individual note.

1. Note Number.  Use the magnifying glass to see a list of standard class notes.

  • Narrow the results by searching for keywords.  For example, search for notes where the description “contains” a keyword or “begins with” your department prefix.
  • Once the Note Nbr is selected, the text of the note will appear for your review.
  • To add a new standard note, email scheduling@fullerton.edu with the verbiage and we will create a new note number.
  • Using standard Note Numbers will make it easier to add and modify repeating notes each semester.

llok up note conent. read above

2. Free Format Text "One-off" notes for unique for specific cases do not need a standard note number created. Simply type the note verbiage into the Free Format Text field.

Click Save.