Maintain Schedule of Classes

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Maintain Schedule of Classes

This document lists field definitions for Schedule of Classes components.

CSUN departments must follow scheduling requirements to ensure that fields are correctly entered into the SOC. Scheduling errors could impact reports sent to the Chancellor's Office and registration. The tables below list field names and definitions grouped by four primary scheduling pages: Basic Data, Meetings, Enrollment Control and Notes. An asterisk (*) denotes a required field.

Basic Data Fields

Field Name Field Definition

*Session

Select the type of session the class section belongs.

  1. Fall or spring semesters: 1 (Regular Academic Session)
  2. Tseng College classes: EXT
  3. Summer self-support: S1, S2, S3
  4. Summer state-support: R1, R2, R3

Do NOT modify classes with a session field value of EXT. They are maintained by Tseng College staff.

*Class Section

Enter a unique two-digit number for each class section. Add a leading zero for all numbers under 10.

Examples: 01, 02, 03, 04, 05, 06, 07, 08, 09

Section numbers of 80 and higher are Tseng College classes.

*Start/End Date

The term start and end dates listed in the Schedule of Classes default from the SOLAR Term and Session table. The majority of dates that default to your class sections will not require changing; however, there are some exceptions. Modify system default dates for Saturday-only and Friday-Saturday classes because:

  1. It is necessary for room setup (keys and air conditioning).
  2. It helps students know the first and last class meeting dates.
  3. It will prevent double-booking of rooms during finals week.

Learn more: Class Start and End Dates

  • Do not modify dates for Tseng College classes as those dates are predetermine for their credit / non credit courses.

*Associated Class

The Associated Class number must match the class section number. You do not have to enter a preceding zero (1, 2, 3, and so on).

Exception: Some Chemistry lecture courses include a zero-unit discussion and follow a different numbering scheme.

The purpose of this field tells SOLAR how some classes are related to each other.

*Instruction Mode

This field indicates the mode of instruction for a class section. There are three (3) valid options:

  1. P = In-Person (system default) is any section that requires a face-to-face meeting with the instructor. To be used for traditional in-person and online hybrid (OH) classes.

  2. A = Asynchronous is any online class in which the meeting pattern is arranged between the instructor and student. If the majority of coursework is done online independently (no day and time), then assign "A" as the mode of instruction for the online class. "A" can apply to OF (fully online) and OC (campus online) classes.

  3. S = Synchronous is any online class that requires students to meet online at a specific day and time. If the majority of coursework is done online at a specific day and time, then assign "S" as the mode of instruction for the online class. "S" can apply to OF (fully online) and OC (campus online) classes.

Learn more: Online Policy

Note: The Instruction Mode field on the Basic Data page applies to the entire class. APDB fields on the Meetings page provide an opportunity to designate a mode to individual meeting patterns.

Schedule Print

The system defaults with the checkbox selected. Uncheck to NOT publish the class section in Class Search.

Tentative class sections are not published whether or not the Schedule Print checkbox is selected.

Class Attribute Fields

Attributes are tags that specify an EXTRA characteristic of a course or class section. Attributes display in reports and often enable users to look up specific course types in Class Search. Attributes can be set at the catalog or class section level. To decide which level is more appropriate, first determine how many sections of a course must be tagged. If all sections in all terms will be tagged, then request approval to assign the attribute at the catalog level. However, if only an individual class section for one term will be tagged, then the department can attach the attribute at the section level during schedule build. Some attributes are only assigned at the catalog level and automatically default to all scheduled sections, for example, course type (CTYP), class level (CLEV), and GE designations (GEFN or GERM).

Never delete catalog attributes because class data will not display correctly on reports.

The attribute list below identifies tags that departments may use at the section level.

Course Attribute Course Attribute Value

ACEL

Assigned at the class section level. This attribute identifies a class that has an accelerated / condensed format and is offered within a shorter period of time.

Select the desired Subject from the Look Up menu.

If the subject does not exist, contact your SOLAR Coordinator to request it be added to the attribute table.

CSLI

Can be assigned at the catalog or class section level. This attribute identifies service learning course.

Enter "Y" if the class is a Service Learning Course.

Notes:

  1. If a course is always CSLI, assign the attribute at the SOLAR catalog level (contact the appropriate catalog ofc).

  2. If certain sections of a course are CSLI, the department adds the attribute at the class section level. 

GEPA

Assigned at the class section level. This attribute identifies certain class sections as a General Education Paths course.

Select the desired Path (theme) from the Look Up menu.

Note: The GE Paths program director will provide a list of GE Path sections to departments each semester. Learn more.

LCP

Assigned at the class section level. This attribute identifies certain class sections as a part of CSUN Academic First Year Experiences. Learn more.

  1. FYE = First Year Experience
  2. SYE = Second Year Experience

OLNE

Assigned at the class section level. This attribute identifies online course types.

  1. OF = Fully Online class (completely online, no campus visits)
  2. OC = Campus Online class (mostly online, few campus visits)
  3. OH = Hybrid class (always half on campus & half online)

TBLT

Assigned at the class section level. This attribute identifies courses part of the myCSUNtablet initiative. Learn more.

  1. IPAD

STWY

Can be assigned at the catalog or class section level. This attribute identifies a Statway Math course.

  1. TERMONE = First term developmental MATH 096S course.
  2. TERMTWO = Second term college-level math course.

Questions, contact Developmental Math.

SUFX

Assigned at the class section level. Learn more.

  1. IS = Individual Study
  2. XM = Credit by Examination
WKND

Assigned at the class section level. For class start/end dates, view current class scheduling build instructions. Learn more.

  1. FS = Friday / Saturday Class
  2. SAT = Saturday-only Class
  3. SUN = Sunday-only Class

UNIV

Assigned at the course catalog level. This attribute identifies freshman reading and writing labs and LRC Supplemental Instruction labs. Learn more.

  1. SI60 = UNIV 60 SI lab
  2. SI61 = 1st semester UNIV 61 lab
  3. SI62 = 2nd semester UNIV 62 lab

Meeting Pattern Fields

Field Name Field Definition

Facility ID

Enter the building and room number (no space such as JR134) in the Facility ID field and press the tab key.

The Facility ID Look Up does not indicate if a facility is already assigned to another class.

Capacity

The capacity populates automatically after tabbing out of the Facility ID field.

Pat

There are two (2) meeting pattern choices:

  1. Enter a pattern if the section meets at a specific day and time (use Lookup to select from a list of options).

  2. Enter ARR if the meeting pattern is arranged between the instructor and student.

Work left to right and tab between fields so that SOLAR automatically updates the day checkboxes correctly. Class Search only looks at the day checkboxes and not the Pat field.

Mtg Start/End Times

To enter time values, use military or standard times. Enter a start time in the Mtg Start field and press the tab key, the system automatically enters the default end time. Times can be adjusted.

View guidelines about Standard Class Meeting Times for C1-C6, prime time 3-unit classes.

CAUTION: SOLAR permits enrollment in classes that end at the same time another begins. To provide students travel time from one class to another, do not end classes on the hour or half hour whenever possible.

Day Checkboxes

CAUTION:  Checkboxes for the days populate automatically; if edits are made afterwards, verify that the PAT field value matches the day checkboxes.  Otherwise the class day(s) will not display correctly on Class Search and SOLAR Self Service.

Start/End Date

The start and end dates on the Meetings page can be changed to accurately reflect the class dates. The dates, however, must fall within the session start and end dates.

TIP! Adjust the END date first and then the START date (because SOLAR won't save the change unless the START date occurs before the END date).

The Meetings page dates display on Class Search.

Instructor for Meeting Pattern - Assignment Fields

Field Name Field Definition

ID

If no instructor is assigned, enter the instructor’s ID or use Look Up.

If the instructor's ID is not found, review instructions on how to Add New Instructors to SOLAR.

To replace an existing instructor:

  1. Click the minus (-) sign to delete the existing instructor.
  2. Save the record.
  3. Enter the ID of the new instructor.
  4. Save the changes.

If this field is left blank, SOLAR displays the word "Staff" on Class Search.

Instructor Role

For the instructor of record, select PI (Primary Instructor). If a class has more than one instructor, the choices are:

  1. PI = Primary Instructor
  2. SI = Secondary Instructor
  3. TA = Teaching Assistant

Every class must have at least one primary instructor.

Print

Check the PRINT box to display the instructor's name on Class Search.

If the PRINT box is left unchecked, SOLAR displays the word "Staff" on Class Search.

Access

Select the appropriate instructor grading option:

  1. Select APPROVE for the instructor responsible for approving the grade roster for submission.
  2. Select GRADE for the instructor(s) that ONLY enter grades.

Every class must have ONE approver. For a class that has one instructor, he/she must be the approver.

Note: For instructors not required to grade a class. Leave this field blank to prevent the grade roster from displaying in the instructor's faculty center page.

Empl Rcd#

Select the Empl Rcd Nbr that has the appropriate Job Code.* Follow steps below:

  1. Click the Look Up icon.
  2. Select the Empl Rcd Nbr (first column) that has the appropriate Job Code.*

Instructor for Meeting Pattern - Workload Fields

Field Name Field Definition

ID

System will automatically populate the ID from the Assignment Tab.

Assign Type

Choice of two options:

A. To include workload, select IFF.

B. To NOT include workload, select Not Includ. Examples:

  1. Department chair has been assigned to approve grades.
  2. Maximum workload has been reached.
  3. A volunteer is teaching the class.
  4. Challenge by Exam class.

APDB Dept ID

Enter the Academic Org.

The workload will not calculate properly if left blank.

App Load

Skip. The system default is checked.

Load Factor

Select from the following scenarios:

  1. One instructor, one meeting pattern = Enter 100%
  2. One instructor, multiple meeting patterns = Enter 100% in the first row. For all subsequent rows, enter Not Includ in the Assign Type field.

When assigning two or more instructors for team-taught classes, adjust the Load Factor so that the sum equals 100%.

Work Load

Do NOT adjust the Workload; it will calculate automatically per the value entered in the Load Factor field.

Auto Calc

The system defaults to checked.

Assignment FTE

Skip. Automatically assigned by SOLAR.

Enrollment Control Fields

Field Name Field Definition

Class Status

  1. Active - Select to designate a class section as open for enrollment and publish in SOLAR Class Search. The Class Status Value field for a class section must be Active for student enrollment to occur.
  2. Cancelled Sections - Contact your College SOLAR Coordinator to cancel classes.
  3. Stop Further Enrollment - To halt enrollment and not permit adds despite drops, change the Class Status to Stop Further Enrollment and set the Enrollment Capacity to zero. Class Search will display the class as closed with no seats available despite the drops until you are able to cancel the class. Do not use Stop Further Enrollment to halt registration in a class unless you plan to cancel the section.
  4. Tentative Section - If you are unsure whether or not a class section will be offered, set the Class Status field to Tentative Section, and change it to Active if you decide to open the class section for enrollment. Tentative classes are not published whether or not you select the Schedule Print box. Students cannot enroll in a class section with the Class Status Value field set to Tentative Section. CAUTION: Do not change the status of a class to Tentative Section if students are enrolled.

Consent

Add Consent:

  1. No Consent - System default. Class is not restricted and course requirements continue to be enforced.
  2. Dept Cnsnt - Select to require each student to obtain a permission number from the academic department prior to enrollment. For Student Specific Permissions, select this value if you want students to contact the department for inquiries.
  3. Inst Cnsnt - Select to require each student to obtain a permission number from the instructor prior to enrollment. For Student Specific Permissions, select this value if you want students to contact the instructor for inquiries.

Drop Consent:
Do not change this field from NO CNSNT
. A change will prevent students from being able to drop their classes. This field is not currently used at CSUN. Note, Drop Consent can only be used with Student Specific Permissions.

Enrollment Status

Automatically defaults from the system. Valid options are Open or Closed.

Sometimes this field does not update after canceling. If it shows OPEN after canceling, change the Enrollment Capacity to zero and save. Repeat until CLOSED displays.

Enrollment Capacity

Enter the number of seats allowed for the class.

If you enter zero, it will halt enrollment unless a permission number is used. Class Search will show the class as closed.

Note Fields

Field Name Field Definition

Note Nbr

These are generic notes stored that can be used across any term or semester. Enter a four-digit note number or use Look Up to select a note:

  1. To view notes created by your college (for your use), enter the two-digit academic group number in the Description field.
  2. To view common notes (used by all colleges), enter 99 in the Description field.

Only one note is allowed per row. Click the plus (+) sign to create rows for additional notes.

Free Format Text Note

Text notes are created and managed by the department. They are term specific and require updating each semester during the schedule build period.

In the Free Format Text field, type the desired note. Keep notes brief and to the point. Check spelling, grammar, punctuation and capitalization.

Authorized Syntax:

1. Corequisite examples:
Concurrent enrollment required in ART 100L sec 01 #12345.
Concurrent enrollment required in ART 100L sec 01 #12345 or sec 02 #12444 or sec 03 #13332.

2. Weekend example:
First class meeting is Saturday, January 25, 2014.

Only one note is allowed per row. Click the plus sign (+) to create rows for additional notes.

Always enter corequisite notes first. It will be easy to update class numbers after term roll.

Identify Combined Sections

Field Name Field Definition

Permanent Combination

Leave unchecked. Combined section criteria should not be rolled to the next like term.

Skip Mtg Pattern and Instr Edit

Only check this box to disable the propagation of data across sections for classes that have different meeting patterns and instructors.

You'll have to manually enter a meeting pattern and instructor in each class section.

Combination Type

Select the combination type:

  1. Within Subject
  2. Cross Subject
  3. Both

Requested Room Capacity

Enter the Requested Room Capacity for the combined section.

Enrollment Capacity

Enter the Enrollment Capacity for the sum total of all class sections in the combined group.

Never leave this field blank or students will be unable to register because it determines the enrollment limit for all classes in the combined group.

Wait List Capacity

tbd

Class Number

Enter the class number and press the Tab key. The class information will populate automatically.

Click the plus sign (+) to add a row for each class section in the combined group.

View Combined Sections Table

Click this link to view and edit the Combined Sections Table.

Note Fields

Field Name Field Definition

Note Nbr

These are generic notes that can be used across any term or semester. Enter the four-digit note number or use Look Up to select a note from the SOLAR predefined notes library:

  1. To view notes created by your college (for your use), enter the two-digit academic group number in the Description field.
  2. To view common notes (used by all colleges), enter 99 in the Description field.

Free Format Text Note

These are notes created and managed by the department. They are term specific and require updating each semester during the schedule build period.

In the Free Format Text field, type the desired note.

Keep notes consistent, check spelling, punctuation, capitalization and grammar.

Define Class Permissions

Field Name Field Definition

Expiration Date

The system automatically populates this field with the session end date (last day of instruction). No need to change the default date unless you want permissions to expire before self service registration ends.

Self service registration ends at the close of the third week of classes; thereafter, permissions are no longer valid.

Permission Valid For

These boxes specify the conditions (called overrides) that control how a permission number will work. Carefully read the definitions below as some options should not be changed from the system default:

CLOSED CLASS (view: department & faculty option)—

  1. Checked (default) = Allow enrollments in a full/closed class.
  2. Unchecked = Do NOT exceed the enrollment capacity.

REQUISITES NOT MET (view: department & faculty option)—

  1. Checked (default) = Override prerequisites.
  2. Unchecked = Enforce prerequisites.

CONSENT REQUIRED (view: department & faculty option)—

Checked (default) = This box must be checked for permission numbers to work with restricted classes and all classes that become restricted automatically during the second and third week of late registration.

CAREER RESTRICTION (view: department)—

Alway Uncheck. This override checks the student's career to prevent the crossing of enrollment between credit and non credit courses.

PERMISSION TIME PERIOD (view: department)—

Checked (default) = Do not change default.
This override works with SOLAR self service dates for all restricted classes. If unchecked, the permission number is blocked and won't work.

Assign More Permissions

Enter the number of permissions you want to create and click the Generate button.

The Assign More Permissions field and Generate button are grayed out when Student Specific Permissions is used.

Set All Permissions to Issued

Works with the Issued and Issued By fields in the General Info tab. The system default is unchecked. Tool used to track the distribution of permission numbers.

Unchecked (default) = RECOMMENDED. Leave unchecked to allow staff or faculty to manually check the Issued box themselves if they want to track the permission numbers they issue to eligible students.

Checked = Will automatically check the Issued box for all permissions created by a user (identify who generated specific permission numbers).

ID

Enter the student's 9-digit CSUN ID number and press the tab key. The student's name displays to the right of the ID field.

Click the plus sign (+) to create more rows.

General Info Tab

Use this page to view the status of a permission number and to track permission numbers issued to students. Available to staff using the Class Permissions component. Available to faculty using the Class Roster.

Permission Tab

If needed, use this page to adjust how an individual permission number works (defaults).

Comments Tab

The comments field can be used to share information between faculty and staff using the same permission number list.

Example: Permission number reserved for student xyz. Then faculty know not to issue that number.

Final Exam

Field Name Field Definition
Exam Time Code

You may manually enter an exam using an exame time code.

Example description = R0800TH

  • Exam Day = R
  • Class Meeting Start Time Range = 0800
  • Class Meets = TH

If you're not sure what code to use, ask Room Reservations or your SOLAR Coordinator to provide one to you.

Combined Exam

Skip. SOLAR automatically populates exams for classes that are combined.

Exception: Check this box to override the room conflict for exams with common finals. The only way SOLAR can show the same exam for classes with different meeting rooms is to enter it manually.

Exam Date

Enter the exam date (mm/dd/year) or select a date from the calendar menu.

Exam Start

Enter the exam start time.

Learn about Time Designations.

Exam End

Enter the exam end time.

*Class Exam Type

Skip. This field automatically populates from the Exam Time Code table. When manually entering an exam, select "Final" from the drop-down menu.

Facility ID

Enter the Facility ID (building and room) and press tab.

Example: JD1116 (one word, no spaces)

Troubleshoot Exams

Problem Cause and Solution
How do I check the catalog exam designation in SOLAR?

On the Components page of the Course Catalog.

example of catalog exam designation.

A class has two final exams

Indicates that the meeting pattern was changed after the first Exam Scheduler was run. SOLAR will never replace an exam, instead it will add a new row.  

Run NRSR0226 to check for two exam assignments. Delete the invalid row; otherwise, students will see two final exam assignments.
Class Section is missing an exam
  1. The catalog exam designation is set to NO—Manually add an exam if ALL class sections should have an exam, then you may request a catalog exam designation change to your SOLAR coordinator.

  2. No room is assigned—Manually add a final exam.

  3. The course type has been identified as one that should not receive an exam but the class section should have one—Manually add an exam to the section.
Course should not have an exam but one was assigned

The Catalog designation is set to YES or an exam was manually added. Delete the exam and then contact your SOLAR coordinator to change the catalog designation to NO. This will prevent exams from being created in subsequent terms.

Room Conflict Error

(also known as a Campus Event ID error)
  1. Class end date overlaps with the exam start date.
  2. Check the Combined Exam box (to override room conflict) for classes that have common final exams.
  3. Facility is scheduled for another class section. Contact Room Reservations to find another room.
Resource Error

(also known as a PS_EVENT_LAST_TBL error)

A Resource Queue Error occurs when entering a room that is assigned to another class. If you are unable to save the exam page, you'll have to unlock the resource queue.

Learn about:

Resource Queue Cleanup