Class Offering - CourseLeaf Section Scheduler

We are pleased to introduce CourseLeaf Section Scheduler (CLSS), our new class scheduling system, set to launch on January 23, 2017!  CourseLeaf Section Scheduler (CLSS) reinvents the way departments and schools determine when to offer class sections across campus.  This intuitive online tool will allow schedulers to conveniently plan, update, and even visualize their class schedules each semester. 

Login to CLSS

Overview

Class Offering is the process in which schools at Emory University, and the departments within schools, submit to the Office of the Registrar their schedule of classes for future semesters. These updates will be done in CourseLeaf/CLSS by the approved scheduler assigned to the department/school. This process takes place based on the CourseLeaf timeline. This document presents Emory University schools and departments with procedures required for a correct and complete submission of their course offering.

Applicability

This policy applies to all schools at Emory University using CourseLeaf.

Policy Details

Class Offerings must be submitted in CourseLeaf/CLSS no later than the date listed on the timeline for a semester. All classes will be rolled from Fall to Fall, Spring to Spring, and Summer to Summer.

Class Offerings will be submitted and updated directly into CLSS. Approved schedulers will have an opportunity to submit and update classes for the assigned schools/departments during the Planning Phase. Please see the tentative time frames for the Planning Phase for each semester below:

  • Fall: 1st Week in September – Mid- January
  • Spring: Mid-January – 1st week in October
  • Summer: Mid-November – Mid-January

After class offerings are transferred into OPUS from CLSS, there will be a two week period when CLSS will not be available to schedulers. This is called the Proofing Phase. During this Phase, the Registrar’s Office will process workflow items (i.e. cross listings), room assignments, etc. After the Proofing Phase, CLSS will re-open and schedulers will be able to submit updates in CLSS. This will be the Publish Phase. There will be nightly updates from CLSS to OPUS and from OPUS to CLSS. Below are tentative time frames for the Publish Phase for each semester:

  • Fall: Mid-March – 1st week in September
  • Spring: Mid-October – Last week in January
  • Summer: Mid-January – Last week in May

Schedulers will be notified of error causing items as they “Save Sections” and/or “Validate” classes within CLSS.

After the Publish Phase, depending on the semester, CLSS will not be available. This will be the Archive Phase. During this phase, a semester will go into the Historical section. Class schedules may be viewed only but not updated in this phase.

Failure to adhere to this policy may cause delays in the process and/or a chance of incorrect data.

Here are some of the benefits of CourseLeaf:

  • Seamless class scheduling experience for all scheduling units
  • Faster scheduling of classes and integration into OPUS
  • Schedule building based on up-to-date OPUS data
  • Schedule of classes will be available to students faster – regardless of the student’s career
  • Potential planning tool for multiple term schedule building
  • Room scheduling can begin earlier and with less impact from schedule adjustments
  • Better validation and integrity of class data in OPUS
  • Create a unified method for the timing and availability for schedule of classes for students

CourseLeaf will NOT:

  • Integrate with R25/25Live for room scheduling
  • Be a mandated schedule planning tool
  • Solve the issues of course demand, faculty availability, etc.
  • Be available anytime for all terms.  There will be strict cut off times/blackout dates where CourseLeaf will NOT be open for updates.

CourseLeaf will roll out in three phases:

Phase I

Phase I schools that are currently using CourseLeaf for class scheduling.

  • Emory College
  • School of Nursing
  • Goizueta Business School
  • Laney Graduate School

Phase II

Phase II schools are scheduled to "Go Live" in January 2018 for the Fall 2018 scheduling period.

  • School of Theology
  • School of Public Health
  • Oxford College

Phase III

Phase III schools (pending)

  • School of Law
  • School of Medicine

There are two types of Modes

  • Design Mode – Data is NOT exchanged between CLSS and SIS (OPUS). All scheduling changes made in CLSS, at this point, will only be stored in CLSS and NOT updated in SIS (OPUS).
    • Schedulers will only be able to make updated to their Scheduling Units. They will have “view only” access to other Scheduling Units.
  • Refine Mode – Data is exchanged between CLSS and SIS (OPUS). Any changes, new sections, or deletes to existing sections that are successfully saved in CLSS, will updated in SIS (OPUS).

Phase in CourseLeaf CLSS identifies the distinct time periods of the scheduling cycle.

Below are the four phases the we will have at Emory:

  • Plan – Departments/Schools put their initial schedule together: securing faculty to teach, setting enrollment capacities, times, determining cross-listings, preferred locations, etc.  All fields are editable by schedulers since it is the low risk phase.
  • Proofing – Administrators only will have access to enter cross listings, assign rooms, process workflow items, make any necessary updates, etc.  Schedulers will NOT be able to make changes during this phase.
  • Publish – Departments/Schools make final scheduling updates right before the schedule goes live for students to see in the class search.  This phase also covers the registration period, meaning certain fields like the following should NOT be changed without notifying the enrolled students first:  meeting patterns, cancellations, credit hours changes, changing from non-writing to writing or vice versa, and location.  Publish phase will have more restrictions as to what fields schedulers may edit.  The above fields are higher in risk of effecting student schedules and should not be edited, if at all possible.
  • Archive – All scheduling changes cease in CLSS.  This phase indicates the end of the scheduling cycle.  All schedulers are prohibited from making adjustments to class schedules.  Any class scheduling changes at this point will go through formal workflow process before being approved and updated in SIS/OPUS.

Spring 2017 and Summer 2017

CourseLeaf was not available for Spring 2017 and Summer 2017. If you have updates for Spring 2017 and Summer 2017, please email them to registr@emory.edu.

Fall 2017 & Spring 2018

Fall 2018 and Spring 2019 timelines are pending.

Rules are a set of guidelines set by Leepfrog and Emory in CLSS to better assist you in correctly submitting your schedule of classes into OPUS. Rules can be set at the section level or the scheduling unit level. Rules can vary between Modes and Phases.

Please note, some Rules are in place for all schools in order to facilitate transmission to OPUS, and some are school specific and may not pertain to all schedulers.

There are three types of messages that you will receive, if there are errors once you "Save Section" or "Validate".

Error - "An Error indicates that the section or scheduling unit may not be saved as is. The error description will give the rationale and possible solutions to the error. The Save As-Is or Start Workflow buttons will not be available if there is any error present. To save the section, correct the error then attempt to save again."

Warning - "A warning indicates that the section or scheduling unit may be saved, but caution should be taken before completing the schedule. The warning description will give the rationale and may list possible issues that may arise from this section. The Save As-Is Button will appear if the validation only required a warning and not a work flow or error. Warnings do not require any further work flow or approval to be saved."

 Work flow - Work flow indicates that the section or scheduling unit may be saved as is but approval or additional work by the Registrar's Office will be required to complete the entry of the class or schedule into OPUS (i.e. Cross-listings). The work flow description will give the rationale. In Design mode, all work flow takes place at one time for the entire scheduling unit. In Refine mode, each section will have to go through work flow on its own.

List of Rules Currently in CLSS

Below is a list of current Rules in CLSS. The Phase and Modes are listed by each rule. This shows which Mode and Phase a particular Rule is in affect. Also, if a rule is violated, the "On Failure" column shows the error type you will receive.

Rule Name Instance Phases Mode On Failure Message Full Description

60% Primetime (UCOL and GSAS)

All Instances

Plan,Proof

Both

Workflow

60% Primetime (UCOL and GSAS)
No more than 60% of a scheduling unit's classes may be scheduled between 10:00AM and 3:00pm without Provost approval
9999 Not Valid Section Number All Instances All Phases Both Error 9999 Not Valid Section Number 9999 Not Valid Section Number
Any Change, Any New
All Instances

All Phases

Refine

Workflow

Any change or new section must get approval.
Any change or new section must get approval.
Assigned Room Cap Must Be ≥ Maximum Enrollment Cap
All Instances

All Phases

Both

Error

Assigned Room Cap Must Be ≥ Maximum Enrollment Cap
Assigned Room Cap Must Be ≥ Maximum Enrollment Cap

Cancelled Section Workflow

All Instances

Publish

Refine

Workflow

Cancelling a Section Must Be Approved
You are attempting to cancel a section. This must be approved by the Registrar's Office first. Please press Start Workflow to submit your cancellation request.

Classroom Cannot be Double-Booked

All Instances

All Phases

Both

Error

Classroom Cannot be Double-Booked
The selected room assignment is already in use by another class. Please adjust your room assignment.
Compliance 10AM-3PM Off All Phases Both Warning Compliance 10AM-3PM Compliance 10AM-3PM

Enrollment>0, Changes Not Allowed

Off

Publish

Refine

Error

Enrollment>0, Changes Not Allowed
When the Enrollment is greater than zero, changes cannot be made to meeting pattern or section number. Please adjust these values back to their original value to save successfully.

Missing Instructor

All Instances

Publish

Refine

Warning

Missing Instructor
This section currently does not have an instructor associated with it. Please assign an instructor other than the "Staff" option to save successfully.
No Session Changes All Instances All Phases Both Error No Session Changes No Session Changes

Primary Sections' Section Numbers Must be Numerical

All Instances

All Phases

Both

Error

Section Number Must be Numerical
This section must have a section number that is numerical. Please remove any non- numerical characters from the section number to save successfully.
Requested Room Cap Must Be ≥ Maximum Enrollment Cap
All Instances

All Phases

Both

Error

Requested Room Cap Must Be ≥ Maximum Enrollment Cap
Requested Room Cap Must Be ≥ Maximum Enrollment Cap
Section Number Start with X when Cancelling a Section
All Instances

All Phases

Both

Error

Section Number Start with X when Cancelling a Section
Section Number Start with X when Cancelling a Section
Sections in a Combined Section Cannot be Canceled in CLSS
All Instances

All Phases

Both

Error

Sections in a Combined Section Cannot be Canceled in CLS
Sections in a Combined Section Cannot be Canceled in CLSS
Standard Meeting Pattern Rule All Instances All Phases Both Warning Does not Follow Standard Meeting Pattern
Summer - Any Change Any New All Instances All Phases Refine Workflow Changes Must Be Approved Changes Must Be Approved
Administrator Persons in the Registrar’s office authorized to access CourseLeaf CLSS
Big Blast Mass upload of CLSS to OPUS, OPUS to CLSS, etc.
CLSS CourseLeaf Class Section Scheduler (pronounced “class”); Plan, edit, validate, and publish class schedules
Filter Sort by course, section, instructor, etc.
Framer Provides a view of sections by instance.  Historical data can be viewed in the Framer.  Information is pulled from SIS/OPUS
Heat Map Visual representation of the number of sections in a scheduled week. Hovering over the heat map will reveal the number of classes for that time.  Clicking within the heat map will reveal a detailed description of classes during that time.
Instance Term
Leepfrog The company that provides CLSS software and hosting
Scheduler Person(s) in your department/school who has approved access to enter/update/submit class schedules
Scheduling Units Department and Schools
SIS Student Information System (OPUS)
Snapper The Snapper shows the section being scheduled and related sections. The Snapper is so named because when hovering over the time grid, the software will attempt to “snap” the section into a pre-defined, standard meeting time. The default view is all sections of the same course, but other courses of interest can also be added.
Validation Runs tests on a set of rules set by Emory to verify that classes are using resources to maximum efficiency.

Error – Will not allow a section/scheduling unit to be saved as is. 

Warning – Will allow a section/scheduling unit to be saved, but caution should be taken before completing the schedule.  The “Save As-Is” Button will be available.

Workflow - Will allow a section/scheduling unit to be saved as is but approval will be required to complete entry of the schedule into the SIS/OPUS

Text entered in the “Comments” box will go into Workflow for the University Registrar’s office to process. Below is a listing of key words to be used when submitting requests using the comment box.

Text for Comments Box Description Example Explanation
Same As To add a crosslisting Same as ANT 385 (5) = 15 This is an example of what the originating department would submit to cross list with HIST 385 with 5 seats. The total enrollment would be 15
Instructor: To add an instructor not listed in CLSS Instructor: Mary Poppins - Primary; Instructor: Judy Jones - Secondary; Instructor: Kim Nelson - TA
Room: To add a room not listed in CLSS, list special room needs, anything room related Room: Need room close to the quad, with windows, and with moveable chairs
New Topic: To add a new topic not listed in the drop down New Topic: I Love Emory
Tiered: To add a class to the tiered enrollment list Tiered: Sr-5, Jr-5, Soph-5, Fresh-5 = 20 This is an example of a class of 20 on the tiered enrollment list: Seniors-5 seats, Juniors-5 seats, Sophomores-5 seats, and Freshmen-5 seats = 20 seats
Grade Mode Change To change the grading basis (Refine Mode ONLY) Grade Mode Change to S/U
Session Change To change sessions (Summer ONLY and Refine Mode ONLY) Session Change to 2nd session
Requirement Designation Change To change to secondary requirement designation Requirement Designation Change to HAP

If you experience any issues while working in CLSS, please submit a ticket by clicking on the link at the top of the page in CLSS (as pictured below). Our office will be notified when new tickets are submitted and will work as quickly as possible to resolve the issue. The amount of time needed depends on the type of issue reported. Please allow at least two (2) business days to resolve issues. When the issue is resolved, you will be notified via email. If the issue takes longer than two (2) business days to resolve, you will be notified of the status via email.

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