How to Make Schedule Changes in CMS
This article provides basic information about accessing, reviewing, and modifying the class schedule in CMS prior to go live.
Accessing CMS (Student Admin) & Schedule
Log in to the campus portal. Scroll to locate the Titan Online widget, then click the Student Admin icon.
Navigation: Menu > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes
After the schedule goes live, access to Maintain Schedule of Classes is locked. However, many changes can still be made through Schedule Class Meetings, which is the page found right under Maintain Schedule of Classes in the Schedule of Classes menu.
1. Log in to the campus portal and access Student Admin in Titan Online.
2. Click on the compass icon to open the NavBar. Then click Menu. From the menu, select Curriculum Management.
A. Click the compass icon in the top right corner of the screen.
B. Click on Menu to open more options.
C. Select Curriculum Management.
3. Select Schedule of Classes.
4. Select Maintain Schedule of Classes.
Navigation: Menu> Curriculum Management > Schedule of Classes > Schedule New Course
1. Click on the compass icon to open the NavBar. Then click Menu. From the menu, select Curriculum Management.
A. Click the compass icon in the top right corner of the screen.
B. Click on Menu to open more options.
C. Select Curriculum Management.
2. Select Schedule of Classes.
3. Select Schedule New Course.
Viewing Class Offerings
1. Navigate to Maintain Schedule of Classes.
2. Enter term and subject information to view the current offerings for a given semester. Then, click Search.
- Type in the four-digit semester code or click the magnifying glass to use the Look Up menu to enter Term (e.g. 2227).
- Type in the course prefix or click the magnifying glass to use the Look Up menu to enter the Subject Area (e.g. SOCI).
- Click Search.
The term is a four-digit code. The first three digits represent the year. The fourth digit represents the semester.
How to Determine the Term Code
The last digit of the term will always be an odd number:
- Winter: 1
- Spring: 3
- Summer: 5
- Fall: 7
The first three digits of the term are an abbreviated version of the year. (Take out the second digit from the year.)
Example: Fall 2021
Step 1: Remove the second digit from the year. = 221
Step 2: Determine the number representing Fall semester. = 7
Step 3: Add the semester/session code as the fourth digit. = 221 + 7 = 2217
Fall 2021 = 2217
Adding a Brand New Section
If the course you want to build already exists when you View Class Offerings, do not use Schedule New Course. Instead, Add an Additional Section.
1. Open the Schedule New Course page.
2. Enter the Term, Subject, and Catalog Number for the section you want to build. Then, click Search.
- Enter the term.
- Enter the subject.
- Enter the catalog number.
- Click Search.
3. If prompted, select your desired Academic Career from the search results.
You will only be prompted to select a career if sections under different careers already exist in the schedule.
Extd Ed = self-support
Undergrad/Postbac = state-support
Adding an Additional Section
1. Navigate to Maintain Schedule of Classes.
2. Enter the Term, Subject, and Catalog Number for the section you want to build. Click Search.
- Enter the term code (e.g., 2217.)
- Enter the subject code (e.g., ENGL.)
- Enter the catalog number (e.g., 101.)
- Click Search.
3. If prompted, select your desired Academic Career from the search results.
You will only be prompted to select a career if sections under different careers already exist in the schedule.
Extd Ed = self-support
Undergrad/Postbac = state-support
4. On the Basic Data tab, use the arrows or click Last to navigate to where you want to add the new section. Then, click the plus [+] button to add a new section.
- Click the Basic Data tab.
- Click the Show next row arrow in the Class Sections header to navigate to where you want to add the new section, or click Last.
- Click the plus [+] button to add a new section.
Basic Data Tab
This is where you can view/set key details of a class such as section number, associated class, instruction mode, class attribute, etc.
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.
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 (less than 50% of class meetings are in person)
- H = Mostly In Person (50% or more of class meetings are in person)
WEB/APPROVED Class Attribute
Do not build an online section unless this attribute appears at the bottom!
Other Fields: For the majority of sections, these fields will remain their default value.
Session
- 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 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. Other options include ABROAD and OFFCAMPUS.
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:
Be sure to update the Associated Class Number to match the Section Number each time you renumber a section. After Go Live, you will not be able to make these changes.
Before deleting a 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.
- Use the arrows or the First/Last buttons to navigate to the section that you want to delete.
- Click the minus [-] button to delete the section.
After Go Live: Please submit a Schedule Change Form to cancel the section.
Meetings Tab
This is where to enter meeting pattern information for the class section.
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.
| Section | Description | Instructions |
|---|---|---|
| Facility ID | This is the classroom where the class will meet. |
|
| 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., 6:30 p.m. instead of 6:45 p.m.) Review this carefully before you click Save. |
| Start/End Date |
| |
Pattern | Use the magnifying glass to select the meeting pattern. |
|
| APDB Learning Mode |
| |
| Space Type |
| This reflects the type of classroom needed for instruction.
|
1. Click Class APDB Mapping Values.
2. Type in the APDB Learning Mode if you know it, or click the magnifying glass to select an APDB Learning Mode from a list of available values. Then, click OK.
- Enter the APDB Learning Mode if you know the two-digit code or click the magnifying glass next to the APDB Learning Mode to use the look up function.
- Click OK.
3. Click Save.
1. Click Meeting APDB Mapping Values.
2. Select a Space Type from the drop-down menu. Then, click OK.
- Select the appropriate space type from the drop-down menu.
- Click OK.
3. Click Save.
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.
To sort the results by the desired column (GU Room, Room Availability, etc.) click the column header.
- 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+ capacity,) email [email protected] with the desired class days and times, and number of seats.
- 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.
- Room Availability data is currently only available for General Use classrooms. If college-managed spaces are interested in keeping room data up-to-date in 25Live and PeopleSoft, please feel free to contact the Scheduling Office.
To attach instructors to the class sections, you will need the instructor CWID (Campus-Wide Identification Number.)
If the instructor does not appear for selection, please submit a Faculty Profile Request form.
After Go Live, navigate to Schedule Class Meetings to add instructors to a section.
DO NOT WAIT UNTIL THE LAST MINUTE TO ATTACH THE INSTRUCTOR. All instructors must be attached to the class section prior to census.
Enter the instructor CWID or use magnifying glass to search for the instructor. Next, select Approve from the Access menu. Then, click Save.
- Enter the instructor CWID or click the magnifying glass to search for the instructor.
- Select Approve from the Access drop-down menu. This is critical to ensure that the instructor can submit grades at the end of the term.
Other Access options include:
* Grade: allows the instructor (TA) to enter grades but not submit them.
* No Access: does not allow the instructor to enter grades. - Click Save.
To hide any attached instructors, uncheck the Print box.
After access to Maintain Schedule of Classes is locked, you can still edit this field through Schedule Class Meetings.
If the CWID is left blank or hidden, the Class Schedule will default to "To Be Announced."
1. Grant Approve access for every meeting pattern with an instructor attached.
- Use the arrows or First/Last buttons to navigate to all of the meeting patterns with an instructor attached.
- Select Approve from the Access drop-down menu.
- Check to make sure that you've navigated to all meeting patterns.
- Verify that all meeting patterns with instructors have Access set to Approve.
- Click Save.
2. On the Workload sub-tab, assign IFF only once to each instructor. Set the rest to Not Include.
- Click the Workload sub-tab in the Instructors For Meeting Pattern section.
- From the Assign Type drop-down menu, select IFF once for each instructor.
- Use the arrows or First/Last buttons to navigate to all of the meeting patterns with an instructor attached.
- Select Not Includ for each subsequent meeting pattern.
- Click Save.
On the Workload sub-tab, divide the Load Factor between the faculty so that it adds up too 100%.
All instructors must be added to the first meeting pattern.
Do not replace one CWID with another. You must follow the steps below of deleting the original instructor, saving, then adding the new instructor's CWID and saving.
1. Click the minus [-] button to delete the original instructor. Then, click Save.
- Click the minus [-] button on the row with the instructor listed.
- Click Save.
2. Click OK to confirm the deletion.
3. Add the CWID of the new instructor. Then, click Save.
- Enter the CWID of the new instructor or click the magnifying glass to use the look up function to select an instructor. View step-by-step instructions on attaching instructors to sections.
- Click Save.
Enrollment Control Tab
This is where to manage various enrollment settings such as class status, capacities, add/drop consent, and wait list auto enroll.
After Go Live, you can manage these controls in 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 the section.
- IMPORTANT: Check the Room Capacity on the Meetings tab. 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.)
Notes Tab
This is where you can add notes to a class section to provide additional detail about a class (e.g., special topic, prerequisites/requirements, etc.)
Notes can be added using either a Note Number or Free Format Text.
Note Number: A standard identifier used to apply pre-defined notes to a class.
Free Format Text: "One-off" notes for unique for specific cases. These do not need a standard note number created.
Using standard Note Numbers makes it easier to add and modify repeating notes each semester. To add a new standard note, email [email protected] with the verbiage and the Scheduling Office will create a new note number.
Notes must be added one at a time and cannot exist on the same page. You must use the plus [+] button every time you add a new note.
1. Click the magnifying glass to look up a list of standard class notes.
2. Search by note number or description and click Look Up to refine the results. Then, select the note to add to the section.
- You can search by Note Number.
OR - You can search by Description (e.g., keyword or department prefix.)
- Click Look Up to narrow the search results.
- Click the note that you want to add to the section.
3. Review the note added to the class. To include additional notes, click the plus [+] button. When finished, click Save to apply your changes.
- Once the Note Number is selected, the text of the note will appear for your review.
- (OPTIONAL) Click the plus [+] button to add any additional class notes.
- Click Save when all class notes have been added.
Type the note verbiage into the Free Format Text field. To include additional notes, click the plus [+] button. When finished, click Save to apply your changes.
If you anticipate using the the note frequently in the future, consider contacting Scheduling to create a Note Nbr.
- Enter the text of your note into the Free Format text field.
- (OPTIONAL) Click the plus [+] button to add any additional class notes.
- Click Save when all class notes have been added.
Need More Help?
For assistance with updating the class schedule, contact Scheduling at (657) 278-2381 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].