Template and Training Points of Emphasis
Table of Contents
Template Details:
Always in Colleague:
- Petition Required (SRES)
- Billing fields (SECB) AR Code, Amount, Calc Type
- Deleting Relationships/Crosslistings (SXRF)
- Tying Co-Requisite Sections (SREQ)
- Section Comments (ASCI)
- Section Meeting Patterns with Days/No Times. All meeting patterns for these sections.
- Section Meeting Patterns with No Days/No Times OR No Days/Times IF meeting pattern dates are different than overall section dates. All meeting patterns for these sections.
After Section Integration with other software (VERBA & Talon)
- Changing section number (SECT) is no longer allowed in Coursedog OR Colleague.
After Registration has begun
- See previous sections.
- Section Credits (SECT) cannot be edited. Rebuild the section.
- Section fees (SECB) cannot be edited in Coursedog.
- Section cancellation (Status – SECT) must be done in Colleague.
- Section dates (SECT) cannot be changed in Coursedog OR Colleague. Rebuild the section.
After Payroll has been attached
- See previous sections.
- Adding/Removing Instructors (FASC) must be done in Colleague.
- Adding instructional Methods (SOFF) must be done in Colleague.
- Updating/Adding/Deleting a meeting pattern (SOFF) must be done in Colleague.
- Instructional Method
- Days
- Times
- Rooms/Buildings
Descriptions/Explanations
Course Types: You should only be able to select NWEB from the dropdown now. One thing that’s worth noting, however, is that if you were to accidentally remove the existing Course Type, you will not be able to add it back on the section since NWEB is the only option in the template. You would be able to get out of the section without saving, go back in, and see the course type value present again. You would need to add back into Colleague or reach out to Kristina.
Instructor Assignment: Each time, you will need to toggle the ‘all instructors’ option for instructors to generate.
Instructor Search: Search by legal name (i.e. Dave Hunt, have to search by David).
Instructor Assignment: Be sure to assign all others that are not primary as non-primary.
Primary Instructors: You are only able to assign one primary instructor. If it is a lecture/lab course, only one of these can be primary, list the other as non-primary (i.e. Rylee May is teaching APP-160 as a lecture/lab course – Rylee May is assigned as primary to 2-credits of lecture, and then non-primary as 1-credit lab). If rolling/batch copying with instructors, it will not flag – if you go to edit, you will need to update this.
Instructor Loads: Instructor load is not required in Instructor Roles and Details in Meeting Pattern Card. You do not need to input anything here, unless different than course load that would pull from Colleague (i.e. cross listed sections need to be 0’d out).
Instructional Method: Only Change Instructional Method IF it is different than what pulls through from the course level.
Actual Enrollment: This is there to show enrollment once registration begins.
Room Type Filter: Not currently functioning, we are working with Facilities on this.
Double booking rooms: Check ‘all rooms’ and then you will need to click into ‘set details’ to ‘ignore double booking’ if intentionally double booking a room. Also be aware the red box will not go away, but you can still save out. You also have to click ‘show all available rooms’ to see the options.
Room Requests: Please continue to email room.scheduling@kirkwood.edu to request general use rooms. Once room scheduling confirms/approves the room, they will give the go-ahead for the builder to make the room change in Coursedog.
Rule Exception Request on New Section: The ability to submit a rule exception request from within the section modal will only be available once a Section ID is in existence, since the request needs to be tied to a Section ID. This means that for NEW sections, you will need to Save the section first (to create the Section ID), and then click back into it in order to see this Submit Rule Exception Request button. Rule Exceptions do not prevent you from being able to save the section. Review Rule Exception Documentation for more details.
Faculty Qualifications (FQV): You will need to input faculty qualification info into Coursedog AND Colleague (source of truth).
Copying (per Dena): You are not able to copy in Coursedog, however, please never use SCOP to copy a single section from Summer 2021 or earlier
(HS Only) Billing Method: You will need to update this when creating sections. If needing to edit after building, then need to do it in Colleague. If HS group does batch copying, rule will flag and send to Colleague if trying to edit.
Section Cancellation: Section cancellation must be done in Colleague after registration has begun for two reasons. 1. If a section has students registered and someone cancels the section through Coursedog, it does not initiate a refund to the students that were registered for the class. In Colleague, when you cancel a section, a prompt appears asking if you want to rebill. This MUST be clicked to have issues refunded to the students. 2. if a section has had a student registered in the past and a W was issued for a grade, Colleague does not allow you to cancel the section. Coursedog will let you save as cancelled, but it does not cancel the section in Colleague and the section status will revert back to the previous status in the overnight. Coursedog doesn’t have a way to know the section had someone registered previously, so we have to set the rule to when registeration begins.
Winter Sections: Winter session sections and ONLY winter sections MUST be built with an ATW2 section number. For the winter session, students are only allowed to register for one course. There is code built into Colleague that will prevent a student from registering for more than one section with the section number starting with ATW2. If a section is built with this coding outside the winter term, it could prevent registration in other sections.
Section Field Hard Stops/Required by Field:
Field Name |
Type of Requirement |
| Location | Required Field
Section Location of AT must have Delivery Method of UANET, Instructional Method of AT-W, Building of ATAW & Registration Restriction of CUATAW |
| Delivery Method | Required Field |
| Section | Required Field
First two characters must match the location |
| Start/End Date | Section Dates cannot be edited after registration has begun. Changes must be made in Colleague for it to reflect on a student’s record. |
| Section Status | Instructors must be removed from the section before the section can be cancelled.
Sections cannot be changed from Cancelled. |
| Min Credits | Required Field |
| Max Credits | Field must be blank |
| Min Credits / Billing Hours | Min Credits and Billing Hours field must match
Section credits cannot be edited after registration has begun. If changes need made, cancel and rebuild the section. |
| Instructional Method | Required Field |
| Section Capacity | Required Field
If a face to face section has a cap over 39, a Rule Exception Request must be submitted. Sections with a location of AT cannot be over 32 Winter sections cannot be over 20 Section capacity cannot be higher than the room capacity. If you believe that the room capacity is incorrect, once the section is created you can submit a Request to have the room capacity reviewed. |
| Waitlist Maximum | Waitlist Maximum must have a value |
| Instr.Role | If an instructor is attached to the section, Instr. Role (Primary/Nonprimary) must be populated |
| Instr. Method | If an instructor is attached to the section, Instr Method must be populated |
| Instructional Method (Set Details) | If a meeting pattern is attached to the section, Instructional Method (Set Details) must be populated |
| Fees | Section fees cannot be added after students are registered. This must be updated in Colleague and an email sent to the registrar’s office |
Review our table of Reporting Conflict Types.
Coursedog Frequently Asked Questions (FAQ)
We will continue to add regularly asked questions to our Coursedog FAQ Document.
