2017

Adding and Editing Sections

 

Please direct any questions regarding the section creation process to CourseScheduling@mc3.edu

Contents

1. Creating a New Section.
2. Smart Coding.
3. Offering Info (SOFF).
4. Important note for Supplemental Instruction Sections.
5. Important note for Online Sections.
6. Section Restrictions (SRES).
7. Important note for Learning Community and Honors Courses.
8. Important note regarding Section Capacity.
9. Section Billing (SECB).
10. Important note for courses with irregular dates and no meeting times (Instr Method = ONL )
11. Important note for sections with Irregular Dates and meeting times.
12. Important note for Dual Enrollment Sections.
13. Important note for Culinary Arts (CUL) Sections.
14. Additional Info.
15. Important note for Developmental sections.
16. Important note for Mostly Online sections.
17. Comment Categories.
18. Cross Listing.
19. Entering Assignment Contracts 
20. Delete an Assignment Contract 
21. Cancelled Courses.

 

Creating a New Section

1. Log into Colleague
2. Enter SECT in the quick access toolbar
3. Enter section name and press ‘Enter’
   • Refer to the Smart Code Spreadsheet for more information
4. Topic Codes
   • All courses entered into SECT must now include a Topic Code. Topic Codes are a new and easy way to easily identify flexible learning options such as 6, 7, or 10 week courses)
   • Default for fall and spring is “15WK”
   • Default for summer is “14WK”
   • 10 week courses (any term) = “10WK”
   • 6 week courses (summer only) = “6WK1” (early) and “6WK2” (late)
   • 7 week courses (fall/spring) = “7WK1” (early) and “7WK2” (late)
   • Dual enrollment courses = "DUAL" when that section does not align with the start and end dates of the College’s designated sessions.  Otherwise, it is appropriate to use ’15WK’
   • For any other course, use the default code.
5. Verify information in the following fields
   1. Section
   2. Term
   3. Start/End
      • FULL TERM classes (with or without meeting times) MUST reflect the full terms start and end dates. EX: 2012/SP 01/18/12 to 05/09/12
      • IRREGULAR LENGTH CLASSES (with or without meeting times) MUST reflect the actual start dates of the course
        Note : Refunds are calculated from these fields. It is critical these dates are correct so the formulas calculate correctly.
   4. Min/Max/Incr
   5. Location 
6. Important note for Irregular Sections 

An irregular section for the Fall and Spring semester is any section that does not run for 15 weeks.   These sections would have a topic code other than 15WK assigned to them.   An irregular section for the Summer semester is any section that does not run for 14 weeks.   These sections would have a topic code other than  14WK assigned to them.   A Topic Code is a code assigned to each section on the SECT screen to identify what “mini-term” the section falls into by showing the duration of the section.   

For irregular sections, the pre-registration, registration, add, drop and drop grades required override fields need to be filled in on the SRGD screen. (Dual enrollment sections do not apply.)

All dates can be found on the SRGD Date spreadsheet.

1. Detail on Reg Dt Ranges to get to SRGD.  
2. Select Yes when prompted

3. Delete all dates
4. Enter dates as shown in table below

Field	Description	Start Date	End Date
Preregistration	Date students can begin to register for this class	1st Day of Priority Registration (from SRGD calendar)	Day before mini-term begins (from SRGD calendar)
Registration	Date students can begin to register for this class	1st Day of Priority Registration (from SRGD calendar)	Day before mini-term begins (from SRGD calendar)
Add	Late registration fee based on this date	1st day of mini-term (from SRGD calendar)	End date of mini-term (from SRGD calendar)
Drop	Date students can drop or withdraw from this class	1st day of priority registration (from SRGD calendar)	End date of mini-term (from SRGD calendar)
Drop Grades Reqd	Date begins student withdraw period		--
Census Dates	Not used	--	--

4. Click to return to the workflow
7. Click

1. The screen will open

 

 

Smart Coding

 Please refer to the Smart Code Spreadsheet for detailed information. 

 

 

2nd & 3rd Spaces
Code	Name	Applicable Locations
INDS	Independent Study	CC	WTC
COOP	Cooperative Study	CC	WTC
HYBR	Hybrid	CC	WTC
ONLN	Online	CWW
HONR	Honors	CC	WTC
VCON	Videoconference	CC	WTC
SI	Supplemental Instruction	CC	WTC
Bldg. Code See Example # 4&5	Off Site	OFFCC	OFFWTC

Examples: HIS 101 CC — 9:05 MWF at Central Campus HIS 101 CC2 — 9:05 MWF at Central Campus (2nd section) PSY 101 ONLN — Online PSY 101 course AUT 100 NTEC — Dual Credit course at North Montco Technical Career Center

Offering Info (SOFF)

The section offering information screen allows you to enter instructional method, schedule type and off campus locations.

Start and End Dates must reflect the first and last meeting dates of this section.

NOTE: Place full Instr. Load on first line . FASC screen pulls only first line and uses this line for faculty payment.

It is extremely important that you fill in the Instr Method and Schedule Type fields. Colleague uses these fields to assign appropriate rooms and instructors. Only enter codes from the SOFF coding table below: Instructional Method & Schedule Type

SOFF Coding Table

Instr Method		Schedule Type
LEC	Lecture	HONR	Honors
LAB	Lab	DUAL	Dual Credit
L/L	Lecture / Lab	INDS	Independent Study
INDS	Independent Study	ONLN	Online
ONLN	Online	VCON	Videoconference
MONL	Mostly Online	HYBR	Hybrid
COOP	Co-op	LRNC	Learning Communities
VCON	Videoconference	W	Weekend College
DSL	Developmental Studies Lab	OFF	Off Campus (not Willow Grove)
SI	Supplemental Instruction	T	Face to Face < 15 week
SMR	Seminar	S	Face to Face 15 week
CLI	Clinical

 

• Click when done
  • The screen will open

Important note for Supplemental Instruction Sections

Program coordinators will identify certain course sections as Supplemental Instruction. These sections will require an additional Instr Method of SI be added to the SOFF screen. Time and Date also need to be entered so a room is assigned.

Important note for Online Sections

• Fully online courses
  • Instr Method = ONLN
• Mostly online courses: some on campus component(s), usually proctored exam(s)
  • Instr Method = MONL
  • *Additional Comments should be included noting the on campus requirement*
• Hybrid courses: at least 50% face to face
  • Instr Method = ONLN and LEC
  • Schedule Type = HYBR

Section Restrictions (SRES)

1. Verify the following fields
   

   

2. Enter Registration restrictions as needed.
   1. Enter ‘…’ to select from list
3. Enter Equipment and Supplies as needed
4. Verify the following fields
   

   

   

5. Click when done
6. The screen will open

Important note for Learning Community and Honors Courses

These courses display on WebAdvisor but students are not able to register online. Add the following parameters:

• “Petition required" = Yes’
  

  

Important note for Independent Study Courses

• “Petition required" = Yes’
  

  

• Section capacity = 0 until registering the student, then change to 1.
  

  

Important note regarding Section Capacity

Section capacity is based on faculty contract and should not need to be modified. Increase/decrease in capacity will usually be programmed by the IT Department. Please contact the Academic Affairs office if you notice a discrepancy or have questions regarding Section Capacity.

Section Billing (SECB)

1. Verify the information in the following fields:
   

   = T
   = See SOFF Coding Table

2. Click when done
3. The screen will open

Important note for courses with irregular dates and no meeting times (Instr Method = ONL )

Courses that have irregular start/end dates and do not have meeting times are required to have unique refund formulas based on the length of the course. Find the number of weeks the course meets in the first column and use the entry in second column in the and fields.

**In addition, you will need to change the Drop Grades Rqed field as outlined at Important note for Irregular classes .**

# of Weeks	Drop/Wdrw Reg Ref Pol
1 or less	ONL1
2	ONL2
3	ONL3
4	ONL4
5	ONL5
6	ONL6
7	ONL7
8	ONL8
9	ONL9
10	ONL10
11	ONL11
12	ONL12
13	ONL13
14	ONL14
15	ONL15
16	ONL16
17	ONL17
18	ONL18
19 or more	*Contact Asst. Controler

Important note for sections with Irregular Dates and meeting times

If the start and/or end date is not the same as the normal semester (late start, 10 week, etc), it is crucial that you change the Refund Policy based on the following table.

1. = IRREG .

2. = IRREG

 

Important note for Dual Enrollment Sections

Dual Enrollment course liaison pay should be submitted on an electronic stipend form using the semester, not class, dates. Liaisons are paid in fall for fall classes, spring for spring classes, or half in fall and half in spring for full academic year classes.

It is extremely important to adjust the billing method for dual enrollment sections being held at offsite locations . Pay particular attention to the following fields:

Billing Method = S

Billing Period = Blank

Schedule Type = DUAL

Drop Reg Ref Pol & Wdrw Reg Ref Pol = IRREG

AR Code =

TUFA	Fall term Dual Enrollment
TUSP	Spring term Dual Enrollment
TUSR	Summer 14 week term Dual Enrollment
TUS1	Summer I term Dual Enrollment
TUS2	Summer II term Dual Enrollment

Amount = $135.00 (fixed rate FA/2012 & SP/2013)

Calc type = F

Important note for Culinary Arts (CUL) Sections

AR Code

Forft

AR Code: Use appropriate code for the term
Amount: 125% of the prevailing in county rate
125% * $135 (12/13 Tuition Rate) = $169.00
Calc Type: A All
Forft: Use appropriate forfeiture code for the term

Additional Info

In Additional Info , brochure comments are to be entered in the field. The first character in the field must be an [ * ]. See the official list of comments for more information.

The maximum number of characters for comments is 50 (including the [*] ).

Note: ‘Printed Comments’ field allows unlimited space for detailed section information. Printed Comments will be displayed on Webadvisor and CSAR (not brochures).

Enter as needed

Enter as needed

Click when done

The screen will open

Important note for Developmental sections

Verify = *Precollege level course with 0 academic credits

Important note for Mostly Online sections

Information for on campus component(s) should be included in .
e.g. Students are required to take a proctored mid-term and final.

Comment Categories

Short / specially scheduled courses — insert dates

*___-week course — ___-___ (ex. 7-week course — 1/19-3/9)

*___ weekends ___ - ___, ___- ___, ___-___ (ex. 3 weekends 2/4-2-6, 2/18-2/20, 2/25-2/27)

 

Critical course information

*Additional fees required

*Combination of online & on-campus instruction

*Course also listed as _________ (list course number and section — ex. CIS 148 ACX)

*Course held at ______________ (location)

*Course requires ___ on campus sessions (number)

*Multi-campus videoconference course

*Off-campus site - ________________ (location)

*Order uniform 215-641-6511 before _____ (date)

*Co-requisite - dance technique course

*Co-requisite - _________ (course number)

*Additional hours outside of class required

*Multi-media instruction

*Course has cross-cultural emphasis

*Course has specialized learning assistance

*Course has mandatory learning assistance sessions

*Precollege level course with 0 academic credits

*Course requires webcam for proctored exams

Restrictions

*Advisor signature required for registration

*Approval of coordinator / instructor required

*Approval of Honors coordinator required

*Field experience — coordinator approval required

*Learning community — restricted enrollment

*Restricted enrollment

*Special clearances required - Refer to WebAdvisor

*Restricted for ESL students only

*Restricted for foreign born students only

*Restricted to designated ACT 101 students only

*Restricted for Veterans only

*Previous dance experience required

*Audition required. Contact Music Coordinator.

Comment Guidelines Must begin with * (no space before or after *) Capitalize the first letter of the comments Do not put a period at the end of comments Comments can be no longer than 50 characters including the *

Cross Listing

Answer ‘Y’ to one of the following questions

Click w hen done

If you selected , the wfSXRF screen will open

1. If you select either other option, the screen will open and move on to the Faculty Information section

The Primary course should be listed first. On the SECT-Sections screen , the Depts/Pct for Primary course should be set to 100% and Secondary course set to 0%. Be sure to do this for both or all of the cross-listed courses.

On the SXRF screen It is important to remember that you enter the maximum number when filling in the Global Capacity . In order to allow students to register for either cross-listed section until the global capacity is reached, each cross listed ‘Section Capacity’ field should equal the ‘Global Capacity’

 

See also Entering Assignment Contracts 

Cancelled Courses

When the status on SECT is changed to cancelled, save & update, select YES to the prompt ‘Do you want to immediately rebill?’