- Advising Holds
- Class Associations
- Classroom Assignments
- Combined Sections
- Contact Minutes/Load Factor
- Continuing Education Sections
- Course Attributes
- Course Component
- Course Materials
- Cross-Listed Courses
- Experimental Course Approval Form
- Experimental, Studies, Seminars, and Topics Courses
- Half-Semester Courses
- Instruction Types
- Interdisciplinary Courses (i.e. HUM, SOC SCI, CAP)
- Job Aids
- Lab Fees
- Lecture Rooms
- Meeting Times (Summer)
- New Course Title Form
- Priority Coding
- Service Indicators
- Standard Class Meeting Times
- Variable Credit Courses
- Variance Request Form
- Waiting Lists
- Winter Session
All section level prerequisites such as Honors Only sections, Writing Enhanced sections, or other prerequisites specific to a certain section will roll forward from the previous like-term. In other words, if a course section was designated Honors last like-term the coding will be present on the course that has rolled forward for the present term. If you wish to change any section level prerequisites for the current term, you MUST notify the Office of the Registrar of the change so the course's prerequisites can be coded correctly.
Requisites can be used to ensure students have (1) completed or are enrolled in certain courses; (2) a certain major or minor; (3) been accepted into teacher education; (4) a specific minimum GPA; (5) a minimum classification; (6) a minimum grade in a specified course; and (7) a pre/co-requisite for a given course.
All section specific prerequisites (i.e. Honors Only, Freshmen Only, Priority registration codes, etc.) should be indicated in the system in the Class Notes tab for each section scheduled. You do not need to copy and paste course prerequisites listed in the catalog as they will appear in the Class Search automatically. The Office of the Registrar will use these notes to ensure the coding of the prerequisites is set up as indicated by the department. Prerequisites should follow the catalog, and all such identified prerequisites will be set up by the Office of the Registrar to be enforced by the system. Items that are not intended to be enforced as prerequisites should clearly indicate that students are advised to have met the conditions specified. This will signify that the statements are advisory rather than enforced prerequisites.
In addition to the specified Course Attribute and Preformatted Class Note, Honors courses must also have an entry made on the Meetings tab to include "Honors Course" in the Free Format Topic. The Print Topic on Transcript box should also be checked.
Once priority codes are entered, they will continue to be applied each term until the Office of the Registrar receives notification that the priority code is no longer valid. This is due to the extensive process of entering priority codes in the student information system. Priority registration codes should be included on the Notes tab of the appropriate section(s) to ensure students are aware of the priority prerequisite.
The Enrollment Capacity (optimum) can be used to control enrollment in course sections. The Requested Room Capacity (maximum) represents the maximum number of students allowed into the course and serves as a reference when updating the Enrollment Capacity (optimum). Both of these items are initially set up in the Enrollment Cntrl tab of the schedule of classes set up pages by departments. After the deadline for submitting schedules, the Enrollment Capacity may continue to be managed by academic departments using the Class Enrollment Limits tab of the Update Sections of a Class Page.
Note: The Enrollment Capacity cannot exceed the Requested Room Capacity.
For departments that require students to see their advisor prior to registration, advising holds (service indicators) will be set up. Departments have flexibility in placing service indicators based on major type (prospective or declared) or by classification. Please notify the Office of the Registrar as soon as possible if there are any changes to your department policy in regards to advisor holds.
Advisors will remove the advising hold service indicators for their advisees on the Manage Service Indicator screen.
There should be one Primary Instructor for each course. The Primary Instructor is set up with an Instructor Role of 'Prim Instr' and is the only instructor with 'Approve' grading access. Approve access allows both grading and approving of the grades for the course. Grades will continue to be posted on students' records the date they are due from faculty through a batch process run by the Office of the Registrar. Only Primary Instructors will have access to eLearning.
Additional instructors and graduate assistants may be designated as either a Secondary Instructor (select "Sec Instr" for the Instructor Role) or Teaching Assistant (select "TA" for the Instructor Role) on the Instructor for Meeting Pattern section of the Meetings tab. You have the option of granting "Grade" or no access (leave the Access field blank for no access) for all instructors other than the Primary Instructor. For more information, please click here.
As you add sections and select instructors for courses, you will find that rather than searching the entire University instructor list, your list will be narrowed to those instructors who teach out of your department/academic organization, as well as those who have taught the course in your area even if they are not in your department. New instructors can be added to your department's academic organization by completing the Instructor/Advisor Set-Up Request Form. Please contact us with any information you have about instructors who are no longer active so that we may perform some cleanup work on your available instructor list. Note: There is no change in process for adding instructors who are completely new to UNI.
The instructor, print box, and grading access fields must be populated on all meeting patterns. The contact minutes/workload should only be populated on the first meeting pattern associated with a particular instructor. If a course with multiple meeting patterns is taught by the same instructor, the instructor must be listed on all patterns in order to view all meeting patterns on their Faculty Center Weekly Schedule.
Contact minutes and load factor (percent of the load attributed to each instructor) need to be designated to support the tracking of faculty workload. Each credit hour of a lecture-based course equates to 50 contact minutes. As an example, a three unit lecture course taught by two instructors who share the load equally would show both instructors having 75 contact minutes and 50.0000 load factor. In classes that utilize graduate assistants as part of the instruction, departments need to include these individuals in the contact minutes and load factor as they would regular faculty. It is imperative to record faculty work load as accurately as possible.
Contact minutes should only be entered for the time the course will truly be "in contact" which would apply to in person or online, synchronous courses. If the course is asynchronous or arranged, the field should be left blank.
For more information on instruction types and minimum number of meeting minutes, please click here.
Certain course attributes will default from catalog information while others need to be set up by academic departments. The following are the course attributes that need to be set up by departments in the system as sections are built for the schedule of classes (other course attributes will be defaulted from the catalog):
Course Attribute Type
Course Attribute Value(s)
When to Add This Course Attribute to a Course Section
Record Code (RCCD)
Residential Course (RE)
When a course section is a residential course held on campus.
Extension Course (EX)
When a course section is offered through Extension.
Guided Independent Study (GIS)
When a course section is offered through Guided Independent Study
Organized Course Indicator (ORG)
Organized Course (ORGANIZED)
When a course section meets on a regular basis; do not add this course attribute to sections without a meeting time where students work in an independent manner and/or meeting times are arranged.
Honors Course Indicator (HON)
Honors Course (HONORS)
When a course section is designated for Honors Students Only.
Writing Enhanced Indicator (WREN)
Writing Enhanced (WRITINGEN)
When a course section is designated as a Writing Enhanced section.
|Supplemental Instruction (SI)||Supplemental Instruction (SUPPLINSTR)||When a course section is part of a non-remedial academic assistance program through the Academic Learning Center.|
New experimental courses will require set up by the Office of the Registrar in the SIS (catalog level) before they can be scheduled. The Experimental Course Form should be completed, approved, and forwarded to Megan Perry in the Office of the Registrar as soon as possible. A separate form must be completed each semester the course is offered on an experimental basis.
Course sections that require a new course title that have not been used in the past will also require set up by the Office of the Registrar at the catalog level before they can be scheduled. For courses such as Studies In, Seminars, and others with specific topics, a New Course Title Form has been created. Please use the New Course Title Form to submit requests for new course titles to Megan Perry.
It is important that departments send information to the Office of the Registrar about these courses using the appropriate forms as soon as they are known. This will allow time for the creation of the courses by the Office of the Registrar at the catalog level so they can be added at the schedule level prior to the deadline for entry of schedules. The Office of the Registrar will notify departments as soon as the courses are set up at the catalog level and ready for entry at the schedule level.
Note: When setting up courses, make sure to have unique section numbers for each class. For example, ELEMECML 4186, for multiple topics - each topic must have its own unique section number (i.e. 01, 02, 03, etc.).
Once the Office of the Registrar has created course combinations, all changes to Enrollment Limits (including wait lists) must be performed by the Office of the Registrar via the Schedule Change Request Form. The process used to combine course section sets courses to share limits and, as such, it is critical that enrollment limits are maintained centrally to ensure proper functioning during registration time.
Combined sections are used in two situations:
- Cross-listed course sections in which different course numbers are scheduled to meet at the same time and place and share enrollment limits. Please contact Shannon Seehase with a list of these course sections for combined setup.
- Former 100g level course sections (i.e. undergraduate courses that can also be taken for graduate credit). Both the undergraduate and graduate subject and catalog number should be set up with the same section information listed for both (including enrollment limits). The Office of the Registrar will then perform a process to combine the two sections into one so that they share limits. Those departments who wish to manage limits separately for undergraduate and graduate offerings should contact Shannon Seehase so that we do not combine the sections and recognize the two sections as an intentional conflict when scheduling classrooms.
- Guided Independent Study courses (GIS) - Do not delete these sections. These courses must be included in the Schedule of Classes so that the enrollment process can be executed within the SIS.
- Courses offered at CUE, Allen College, HCC, etc. - These will continue to be handled as they have in the past. We will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The location will be OFF-CAMPUS.
- eLearning courses that have traditionally been listed in the Schedule of Classes will continue with the same process similar to the CUE, Allen College, HCC, courses in that we will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The delivery mode for these sections will be "Online Semester Based." Please attach note 0007 to alert students the course will be offered through eLearning.
- Workshops, specialized courses offered off-campus, ICN, and eLearning courses offered to specific off-campus audiences will be entered by the Office of Continuing and Distance Education in cooperation with the Office of the Registrar.
- (This is primarily for COE) On-campus sections of ICN courses (taught as part of load) that are connected with off-site delivery will be coordinated with the Office of Continuing and Distance Education, but will be entered by the academic department. The Office of Continuing and Distance Education will enter course information for the remote sections. Please don't hesitate to contact the Office of Continuing and Distance Education if you have any questions.
Courses with a range of credit hours in the catalog in which the department wishes to offer sections for a fixed amount of credit hours will need to be identified and communicated to Shannon Seehase. Once the sections are scheduled by the department, the Office of the Registrar will be able to override the catalog unit values to accommodate the department offering by updating the Class Associations. When there is no difference in the units offered in the schedule as compared to the catalog, the units simply pull from the catalog and no extra steps need to be taken.
Instead of reporting course materials to UNI Bookstore directly, course materials for each section are to be entered into the system as soon as they are known. Course materials for each course section should be posted with the release of the Schedule of Classes each term. See the Textbook portion of the Maintain Schedule of Classes Job Aid for step-by-step instruction.
Course sections for which materials are not yet known should have the "Pending" option indicated in the Textbook tab of the schedule of classes set up pages and will appear as "Textbooks to be determined" in the schedule of classes. Once the course materials are known, the "Textbook entry complete" option should be indicated, allowing the course materials to appear in the schedule of classes. There is also an option for "No textbooks assigned to the class."
UNI Bookstore will receive course material information from our system through an interface on a daily basis. The bookstore will, in turn, supply our system with an estimated price.
UNI Bookstore will continue to make contacts to resolve questions about book titles, new editions, etc. If any changes are made, updates to course material information must be entered into the system as it serves as the system of record holding the published information viewable within the Schedule of Classes.
Once course material information is published in the Schedule of Classes, students will be able to purchase course materials from their vendor of choice.
To support University compliance with Higher Education Opportunities Act Textbook Provision, it is important to note the following:
Course materials purchased somewhere other than from a typical textbook vendor (such as a course packet available from the department or at Copy Works) should also be added to the textbook information in the system, along with a note about where the items can be purchased and the cost.
The current options in the system for course material types are: Course Packet, General Merchandise, Rental Instrument, and Textbook. Please let us know if other needs arise as you work through the schedule building process.
Department schedulers have expressed a concern about receiving course material information in a timely manner from Faculty. Any efforts to support this process by encouraging faculty to communicate course materials to the department as early as possible in the process and as soon as they are known will positively impact the availability of this information to students and the fulfillment of our obligation under the law. It's recommended that course materials/textbooks be left at a "pending" status until confident that they are final and accurate. Please stress to faculty that late changes to course material information will require immediate contact with all enrolled students concerning the changes as some students purchase these items early.
There are two main note types in the Schedule of Classes - Global Notes and Class Notes.
Notes that pertain to an entire subject area such as wait list policies and procedures. In the past, this type of note has appeared at the beginning of the class section listing for a given subject or department. In the system, Global Notes don't have department/Academic Organization security tied to them and, for that reason, the Office of the Registrar must provide maintenance. Please contact Shannon Seehase with any required changes to these notes.
Notes specific to each class section entered by department schedulers during the maintenance period within the Notes tab of the Schedule of Classes set up pages. There are two Class Note types:
Preformatted Class Notes
Commonly used notes with static text set up in advance which are added to the class section by selecting the desired note from a list of available notes set up by a system administrator.
Free Format Text
Notes typed or copied in from another source that are specific to the section.
Important: Do not copy/paste prerequisite information from the catalog to the class notes. The catalog level prerequisites will appear automatically in the Class Search.
In addition to the specified Course Attribute and Preformatted Class Note, Honors courses must also have an entry made on the Meetings tab to include "Honors Course" in the Free Format Topic. The "Print Topic on Transcript" box should also be checked.
A course component or course type is defined for every course at the catalog level. Some course components were set up based on common course numbers, and others were set up as a result of requested feedback from department heads. The current values in the system for course components are:
- Applied Lesson
- Continuous Registration
- Cooperative Education
- Field Study
- Independent Study
- Open Credit
- Study Tour
Course component values at the catalog level were defaulted to the appropriate value for courses having common course numbers. New course component values and their associated courses identified by department heads to date have also been defined and assigned to courses in the system. Remaining courses will have a default value for course component of Lecture/Discussion. If you find that additional course component values are needed, or that a course needs to have a different course component value associated with it, please contact Patti Rust. Before a course can be scheduled with a desired course component value, the course component needs to be set up at the catalog level for the course.
Space problems can occur when departments add students to the original limits and consequently outgrow the room they are assigned. This creates problems in trying to find larger classrooms once the semester has started. Therefore, we request that department heads notify the Office of the Registrar if they find it necessary to override the limits that were originally placed on classes. The room capacity is viewable on the Meetings Tab under the Capacity heading. Do not let the actual number of students exceed the room capacity.
The system allows you to request a specific room or room features, but please keep in mind that final room assignments will be determined by the Office of the Registrar. If you desire to add a class or move a class, it will be necessary to check with the Office of the Registrar to obtain a classroom. The Office of the Registrar will not be obligated to consult a department to secure permission to use a classroom. If a shift in classes becomes necessary and involves more than one department, the Office of the Registrar will consult with the Department Heads involved. Once advance registration has started, any time changes or added classes must be cleared by the Office of the Registrar.
Adequate resources are not available to support all buildings for the entire twelve weeks of the summer term. In addition, extended time periods must be available for needed remodeling and maintenance projects, therefore, classrooms will be assigned by the Office of the Registrar to ensure as much efficiency as possible in regards to building usage. Departments should only indicate specific rooms on their schedule for summer courses in cases where the course is dependent upon that room. If a specific building is preferred, please indicate the building name only in the Class Notes (no room number).
The following large lecture spaces should be scheduled through the following departments:
Rooms and Capacities
McCollum Science Hall (MSH)
Room 1 & Room 37
McCollum Science Hall (MSH)
McCollum Science Hall (MSH)
Chemistry & Biochemistry
Room 39 & Room 215
The following lecture rooms may be scheduled through the Office of the Registrar:
There remains a need for half-semester courses. Departments should continue to offer half-semester courses (80 and 90 section numbers) for the benefit of students needing to add hours at midterm.
Guided Independent Study Courses (GIS):
Do not delete these sections. These courses must be included in the Schedule of Classes so that the enrollment process can be executed within the SIS.
Courses offered at CUE, Allen College, HCC, etc.:
These will continue to be handled as they have in the past. We will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The location will be OFF-CAMPUS.
Courses that fall into this category that have traditionally been listed in the Schedule of Classes will continue with the same process (similar to the CUE, Allen College, HCC, courses) in that we will coordinate and confirm these offerings with you, and your department will be asked to enter the information for these sections. The delivery mode for these sections will be "Online Semester Based." Please attach note 0007 to alert students the course will be offered through eLearning/Blackboard.
Workshops, Specialized Courses Offered Off-Campus, ICN, and eLearning/Blackboard:
If offered to specific off-campus audiences, these courses will be entered by the Office of Continuing and Distance Education in cooperation with the Office of the Registrar.
On-Campus Sections of ICN Courses (Taught as Part of Load):
Primarily for COE; When connected with off-site delivery, these courses will be coordinated with the Office of Continuing and Distance Education but will be entered by the academic department. The Office of Continuing and Distance Education will enter course information for the remote sections. Please contact the Office of Continuing and Distance Education if there are questions regarding this process.
Interdisciplinary courses include those utilizing the subject areas HUM, SOC SCI, CAP, and UNIV. Departments should only edit the sections belonging to their academic organization. For example, the History Department should only edit HUM sections they are offering and leave the sections offered by other academic organizations (such as Philosophy and World Religions) alone. To see the Academic Organization offering the section of a course, go to the "Basic Data" tab in Maintain Schedule of Classes.
Only courses that have an approved lab fee amount should have this information listed within the schedule of classes. The Office of the Registrar will remove any lab fees that have not gone through the approval process.
The session field in the system designates the period of time in which a course will be meeting within a given term. In Spring and Fall terms, most courses utilize full-semester or half-semester sessions on the Basic Data Tab. There are several additional options during the summer months.
Section 80 numbers should be used for first half-semester courses and June 4-Week session courses.
Section 90 numbers should be used for second half-semester courses and July 4-Week courses.
Section 4xDJ numbers should be used for winter courses.
All other session should utilize a numerical pattern for section numbering beginning with 01.
Summer session dates can be found on our Academic Calendars page.
The Faculty Senate established the requirement that activity workshop be scheduled for 30 hours of contact time for each semester hour of credit (March 27, 1978). Indicate in the schedule whether a workshop is activity or lecture based. Lecture workshops require 16 classroom contact hours for every one hour of credit. Activity workshops require 30 classroom contact hours for every hour of credit.
Regular Fall and Spring term courses should follow the class meeting times set forth in Standard Class Meeting Times guidelines. Summer courses, however, meet at the following times:
- 7:30am - 8:30am
- 8:40am - 9:40am
- 9:50am - 10:50am
- 11:00am - 12:00pm
- 12:10pm - 1:10pm
- 1:20pm - 2:20pm
After 2:20pm, hours can be flexible in terms of length and frequency of meetings provided the Minimum Minutes of Instruction have been met. The recommended number of meetings per week are as follows:
Number of Meetings Per Week
|Credit Hours||12-Week Session||8-Week Session||6-Week Session||4-Week Session||Minimum Required Minutes|
Classes meeting two consecutive hours per day should use the 7:30am - 9:40am, 9:50am - 12:00pm, and 1:20pm - 3:30pm time blocks. The late afternoon and evening time slots can be flexible.
To avoid conflicts for students who desire to take more than one course, every effort should be made by the department to avoid scheduling a course in multiple time periods. You are encouraged, instead, to explore non-traditional time offerings such as weekend or a series of weekend sessions and/or evening classes. Caution should be taken in scheduling low enrollment offerings during the summer. This is not an efficient use of resources particularly when budgets are tight. It is appropriate to offer such courses and workshops on a self-supporting basis through the Office of Continuing and Distance Education. Decisions regarding such offerings will be based on a rather solid indication of student interest.
Session for 2021-2022 Academic Year:
- 4 Week Session (4 credit maximum): December 16 - January 14 (break December 23 - 26, resume December 27)
- Session: These courses should be set up using session "WTR" (winter)
- Section: Use section 4X's to distinguish these sections as unique (40DJ, 41DJ, etc.)
- Course Attribute: All winter sections must have a course attribute of WNTR4W (Winter 4-week: Dec 16 - Jan 14) added
Courses during the winter session must start at the beginning of one of these times:
- 7:30am - 8:30am
- 8:40am - 9:40am
- 9:50am - 10:50am
- 11:00am - 12:00pm
- 12:10pm - 1:10pm
- 1:20pm - 2:20pm
- 2:30pm - 3:30pm
- 3:40pm - 4:40pm
After 4:40pm, hours can be flexible in terms of length and frequency of meetings provided the Minimum Minutes of Instruction have been met. The recommended number of meeting minutes per week are as follows:
Meeting Minutes per Week
|Credit Hours||4-Week Session||Minimum Required Minutes|