Staff

 

administrative user

 

All information contained in UAConnect is considered private and confidential, and is available solely for job-related purposes. Federal Law and UA Code of Computing Practices prohibit the use or disclosure of such information. Because of the importance that all employees review and understand his or her responsibilities under the law, we recommend viewing the short video Getting to Know FERPA.

Job Aids

Adding a Faculty Mentor to a Student's Program Advisor Field

A  Faculty Mentor may be added to a student's account along with the student's advisor. Once added and saved, the Faculty Mentor's name and contact information will display on the View my Advisor page from the UA Degree Audit tile.

Navigation: Records and Enrollment>Student Background Information>Student Advisor

1. Type in the student's ID number or search by name.

2. Click the plus sign in the top blue navigation ribbon to add a new effective dated row.

3. The Effective Date defaults to the current date. You may adjust this if necessary by either typing in the new date or using the calendar icon to select a date.

4. If an advisor already exists, click the plus sign in the second blue navigation ribbon to add the row for Faculty Mentor. If there is no advisor, Faculty Mentor information can be added on the existing row.

 select faculty mentor

5. Select Faculty Mentor from the Advisor Role drop-down menu.

6. Type in or use the magnifying glass icon to populate the Academic Career, Academic Program, Academic Plan and Academic Advisor fields.  The information returned from the magnifying glass search is based on the student's ID. Click the result value to populate that field.

It is important to select the Active academic plan from the search results. An error will display if an inactive plan is selected.

7. Click Save to complete the process.

8. The Faculty Mentor's name and contact information now appear in the Advisor box  for the student.

 

Removing a Faculty Mentor from a Student's Program Advisor Field

1. Click the plus sign in the top blue navigation ribbon to add a new effective dated row.

2. Scroll to the Faculty Mentor role in the second blue navigation ribbon. Faculty Mentor should display in the Advisor Role field.

3. Click the Minus button on the second blue navigation ribbon to remove the Faculty Mentor role.

4. Click Save. This information will no longer display on the student's View My Advisor page.

adding a faculty mentor to a students program advisor field

Add a Student to a Class Waitlist

Navigation:  Records and Enrollment> Enroll Students>Quick Enroll a Student

1. Click the Add a New Value tab.

2. Input the student ID number Academic Career, Academic Institution and Term.

3. Click Add.

quick enroll for waitlisted student

4. The Quick Enrollment page opens to the Class Enrollment tab.

NOTE:  The Action field value should default to Enroll.

5. Input the class number in the Class Nbr filed. If needed, click the magnifying glass icon to view teh available values for this field.

6. Review the other tabs and complete the fields, as appropriate, for any overrides, requisites, permissions, or service indicators.

7. On the Class Override page, check the Wait List Okay check box.

submit for waitlit

8. Click Submit.

 

 add a student to a class waitlist

Add, Inactivate and Update Addresses

Navigation: Campus Community> Personal Information > Biographical >Address/Phones > Addresses

 Add an Address

1. Enter student id in the the id field and click Search. Active addresses are indicated with an asterisk in the address type field.

2. Click the Edit Address link in the Add Address Section.

add inactivate update addresses

3. The current date will default into the Effective Date field and the status will default to Active.

4. Enter address information in the appropriate fields.

NOTE: An address verification box will appear if the address is not recognized. You can overrirde the verification by selecting the Override Address Verification box. Verify you have entered the address correctly before selecting the override box.

5. Click OK.

6. The address is displayed in the Add Address section. Check the box for the appropriate address type.  Most departments should only use Local and Permanent address types.

7. Verify information is correct and click Submit.

 

Inactivate an Address

1. Click on the Edit/View Address Detail link for the address to be inactivated.

 view edit update link

2. Click the + sign to add a new row.

3. Click the drop-down arrow and select Inactive for the row with today's date as the effective date.

4. Click OK.

 

Update an Address

1. Click the Edit/View Address Detail  link for the address to be updated.

2. Change the Effective Date and click the Update Address link.

3. Enter the new address information to the appropriate fields.

4. Click OK.

5. Click Save.

address - add, update, inactivate

 

Requesting an Advisement Report

Users with the authorized security, granted by the dean's office, may request Academic Advisement Reports administratively. 

Request a New Academic Advisement Report

Navigation: Academic Advisement> Student Advisement>Request Advisement Report

1. Click Add a New Value.

2. Input the ID number and the Report Type in the appropriate fields or click the magnifying glass icon to lookup the value.

3. Click Add to open the Report Request screen.

4. Click Process Request in the Actions group to begin the report process.

5. An interactive degree audit screen opens. Click the View Report as PDF button to change the view of the report. Or, scroll to the bottom of the report. Be aware the report may be lengthy and click the Return to Report Request link.

academic advisement report interactive

6. Viewing options are available on the Report Request page.

7. Click the View Report link to view your report in an interactive mode.

8. Click the View Report as PDF button to display this report in pdf format.

academic advisement pdf format


 

Requesting a Previous Run Advisement Report

Navigation:  Academic Advisement>Student Advisement>Request Advisement Report

1. Enter the Find and Exisiting Value search criteria to locate the previous reports.

2. Click the desired report link in the Search Results.

 

 advisement report request

Assigning an Advisor to a Student

Use the Student Advisor page to view or assign individual advisors or a committee of advisors associated with the student.

Navigation:  Records and Enrollment > Student Background Information > Student Advisor

1. Enter the student id or student name and click Search.

2.  The Academic Institution filed should default to THEUA.

3. The Effective Date field should default to the current date. This field can be edited if needed.

4. Select the Advisor role from the drop-down menu.

assigning an advisor to a student

5. The Advisor Number field is automatically set to 1 and the number is increased by one as new advisors or committees are added.

6. Enter the Academic Career. Click the magnifying glass icon to select the value from the drop-down menu.

7. Enter the Academic Program.

8. Enter the Academic PlanThis field may be left blank if unknown.

9. Enter the Academic Advisor. If an individual advises a student, this field will display the advisor's ID. UAConnect prompts you with advisors that are within the student's academic career and program.

10. Check the Advised by Committee check box if a committee rather than an individual advises a student. The committee file becomes available for entry, and the Academic Advisor field becomes unavailable for entry.

11. A check in the Must Approve Enrollment check box indicates that the advisor must approve a student's enrollment into classes. This check box is for information purposes only.

12. A check in the Must Approve Graduation check box indicates the advisor or committee must make a degree check before completion of the student's graduation process. The Graduation Approved check box then becomes available for entry. Both check boxes are for information purposes only.

13. A check in the Graduation Approved check box indicates the advisor or committee has made a degree check and the student's graduation process can now be completed. The check box is only available for entry when the Must Approve Graduation check box is selected. 

14. Click Save.

Click the  add button  button to add additional advisors or committees.

assigning an advisor

 

 Combined Sections

If you need to offer two or more separate classes as one class offering, you can combine sections. This feature can be used for dual offerings of the same course (both graduate and undergraduate), or courses within different subject areas.

To offer both courses in the schedule of classes each semester, yet have the courses be taught as a single class (with one instructor, one location, one meeting pattern, etc.), you can combine sections. You can combine sections permanently or for a single class occurrence.

You can also combine sections within or across subjects. When classes are linked to a combined section, they are all given the same Event ID. The enrollment capacities are controlled both at the section level and at the sections combined level.

NOTE: If the Combined Section is already defined on the Combined Sections Table, navigate to the following path to link the combined sections.

Navigation:  Curriculum Management > Combined Sections > Identify Combined Sections

 

Creating Combined Sections

Navigation: Curriculum Management > Combined Sections > Combined Sections Table

1. Enter the term in the Term field.

2. Click on the appropriate Session.

3. The Combined Sections Table appears. Click on the Description header to sort in alphabetical order.

4. Click the add button to add a new row

5. Type the course name and number in the Description field. This is a required field.

6. Type the short description in the Short Description field. This is a required field.

7. Click Save.

8. Repeat steps 3, 4, 5 and 6 for each class.

9. To offer more than one section of a class, insert additional rows of data for that class. Use the format: subject, catalog number, section. Example: BENG4203 1, BENG4203 2

10. When the record is saved the View Combined Sections link will appear. Click the link to go to the Identify Combined Sections page.

combined sections table

 

Linking Combined Sections

Link classes to the Combined Sections ID.  This is the unique identifier for each combined sections record. 

If not using the View Combined Sections link on the Combined Sections Table, use this navigation:

Navigation: Curriculum Management > Combined Sections > Identify Combined Sections

1. Select a combination type form the Combination Type drop-down menu. Available values are:

•  Both - Courses that can be considered within subject and cross subject.

•  Cross Subject - Courses to be combined are not within the same subject area.

•  Within Subject - Courses to be combined are within one subject area.

2. Check the Permanent Combination check box if this is a permanent combination. Example:  all dual-credit courses are permanent combinations. When the box is checked, the combination will roll forward each term with the prior term copy process.

3. Check the Skip Mtg Pattern & Instr Edit check box to combine sections with different meeting patterns and instructor information.

4. Requested Room Capacity should be left blank in UAConnect to avoid scheduling errors in 25Live Pro.

identify combined sections

5. Enter the enrollment capacity for the combined sections in the Enrollment Capacity field.

The Enrollment Capacity field controls the total number of students allowed to register in the class. For example, a total enrollment number or 30 only allows a total of thirty students to enroll, regardless of the number entered in the enrollment capacity in the individual classes that are combined. If the Enrollment Capacity field for the combined sections is 30, and the individual sections each have an EnrlCap, of 30, only thirty students will be able to enroll in the class.

Wait List Capacity is being used in a limited number of departments. If the class is to be set up to allow students to add the class with a status of "waiting", the maximum number of students allowed to be on the wait list for the combined sections should be entered here.

6. Type in the class numbers of sections to combine OR click the magnifying glass icon to look up the number.

7. The Class Description page has a summary of the information provided on the Combined Sections Table page.

8. Click Save.

creating combined sections

Degree Audit

The information presented on this page will instruct the user on how to  request a degree audit, add and view advising notes, make exceptions, and move classes. Your UAConnect security will determining which features you are able to access. Students and Advisors have access to run the Degree Audit Report from their respective homepages.

 Requesting a Degree Audit

Navigation:   Academic Advisement > UA AA Custom Components > Degree Audits > Degree Audit (Admin)

1.  Type the student's ID number in the EMPL ID field.

2. Click Search.

NOTE: The Degree Audit Advising Notes feature is an enhancement that allows administrators and advisors to add concise notes that pertain specifically to the student's degree audit and degree clearance that will be visible to the student. Degree Audit Notes are not for general advising comments.  General Advising Notes should be documented in UASuccess (Starfish).

  1.  Click the Related Content link in the top right.
  2.  Select Advising Notes from the dropdown.
  3.  Hover over or near the thin line until the arrows appear. Drag the link to the left to enlarge the notes area.

For detailed instructions on creating and viewing Advising Notes see Advising Notes - Advisor.

 3.  Click Run Report for the desired plan or sub-plan.

degree audit plan selection

The Report Detail page opens displaying options to view additional information.

 degree audit report staff

 

NOTE: It is important to remember that non-coded plans, such as Correspondence Only or Global Campus, will not display on this request page. Refer to the icon legend for course status information.

 Optional Links

1. Click the Total Hours link on the Report Detail page to view information regarding hours applied toward a degree, non-degree, and academic totals. 

2. Click the CUM GPA link to view the Cumulative GPA details.

3. Click the Major GPA link to view information about the student's major GPA.

a. Click the Major Requirement Details link to view the advisement requirement.

4. Click the Rqmnt Details to view the requirement details for the class. This link provides a list of courses that are eligible to satisfy that requirement.

5. Click the Class link to view class details.

6. Click the Sort link in the Sort results by field to change the sort order by Grade, Class or to reset to the Default.

7. Click the Go to Planner link to review the student's planner.

 degree audit report admin

 

Viewing FERPA 3rd Party Release

A student may choose to allow certain people, suh as parents, to view his/her student educational records. Before releasing educational information to a 3rd party, verify that consent has been granted by the student.

The 3rd Party Release link will display ONLY for students that have completed the consent form.

Navigation: Campus Community > Personal Information > Biographical > Person FERPA > FERPA 3rd Party Release Inq

1.  Enter the student ID.

2. Click Search.

ferpa 3rd party release 

3rd party release form

Viewing FERPA Restrictions

The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy rights of a student's education record. The law applies to all schools that receive funds under any program administered by the U.S. Department of Education. FERPA applies only to student reccords and carries no authority over employee records.

Under FERPA, schools may disclose, without consent, "directory" or "public" information about a student, such as name, address, dates of attendance, provided that the student has a reasonable opportunity to restrict the disclosure of such information.

How do I identify FERPA restrictions?

In UAConnect, the privacy shade icon (ferpa shade) is used to indicate that all or part of a student's directory/public information is restricted.  When you see the shade icon on any page, it indicates that the student has requested that at least some part of his or her directory information be restricted from release to third parties. You may click the icon to open the Non-Releasable FERPA Directory Information page and view the restrictions.

 ferpa indicator

 Click on the privacy shade icon (ferpa shade ) to view restrictions.

ferpa restrictions

 

The University of Arkansas has designated the following as directory information and may release this information, unless the student has submitted a request for non-disclosure restriction.

 

ferpa restricitions list

 

 view ferpa restrictions

 

Post Enrollment Requirement Checking (PERC)

The Post Enrollment Requirement Checking (PERC) functionality is used to identify students who are missing or no longer meet requisiste requirements for classes in which they are enrolled. The process required two steps: running the post enrollment requirement check and then generating the report of students who are not requisite compliant.

This process can be run multiple times, but it is advisable to run it for the final time when grades and academic standings have been processed for the term(s) immediately preceding the term for which it is run.

Running Post Enrollment Requirement

1. Log on to UAConnect and click the NavBar icon on the banner.

2. Click the Navigator icon to open the menu files.

3. Click the Navigation: Curriculum Management>Enrollment Requirements>Post Enrollment Req Checking>Run Post Enrollment Req.

4. Click Add a New Value to create a new run control if needed. If a run control has already been created, enter the run control in the Run Control Id field.

5. Enter the parameters to run the process.

PERC requirement check

    • Institution and term: Academic Institution will be THEUA. Term will generally be the upcoming term, but it is possible that it is needed for both summer and fall terms at the end of the spring term.
    • Select the Enrollment Status(es) to be included.
    • Select Most Recent Requirements Statuses of Not Satisfied and Conditional. To view all statuses, select all options or select only the status applicable for your search. Include Satisfied status as majors and GPA my have changed.
    • Select the Action if applicable. NOTE: Do not set a Drop Request Indicator if you intend to run the process multiple times per term. Once a drop request indicator is set for a student, the process will not re-evaluate that student in subsequent runs.
    • Choose Population Selection or Manual Entry by Class to define what classes are to be evaluated.
      • Population Selection requires PS Query access to pull a subset of classes. Click the Look Up button and select the appropriate query from the available options:
      • SSR_REQS_ACAD_ORG - pulls by department
      • SSR_REQA_SUBJECT or SUBJECT_CATNBR - pulls by individual subject or individual course.
    • To keep output serviceable do not use the following PS queries:
      • SSR_REQS_ACAD_GROUP
      • SSR_REQS_CAMPUS
      • SSR_REQA_CAREER
    • Click the Edit Prompts link in the Population Selection area. Click the OK button to save prompt information.
    • Click the Preview Selection Results link in the Population Selection area. This returns class section information only and is not student specific data.

6. If the displayed information is correct, click the Return button and click Save.

7. Click the Run button at the top of the screen.

8. Verify SRRQPERC  is selected in the Process List and click OK.

9. Click on the Process Monitor link. Once the process completes, it should display a Run Status of Success and a Distribution Status of Posted.

10. Click the Go back to Post Enroll Requirement link.

11. Click the Get/Refresh Last Request button. Verify there are no transactions in error.

 

Printing Enrollment Requirement Roster

Navigate to Curriculum Management>Enrollment Requirements>Post Enrollment Req Checking>Print Enrollment Req Roster.

1. Click Add a New Value to create new run control if needed. If a run control has already been created, enter the run control in the Run Control Id field.

2. Enter the parameters to run the process: (Same options as listed above)

    • Institution and term: Academic Institution will be THEUA. Term should match whatever term(s) you ran the Post Enrollment Requirement Checking process.
    • Select Display Options for the report output, from Summary, Detail or Combined View.
    • Select a Sort Option.
    • Select Enrollment Status(es).
    • Select Not Satisfied and Conditional as the most recent requirement statuses.
    • Select other students to see:
      • who was overridden into a class
    • Choose Population Selection or Manual Entry by Class to define what classes are to be evaluated.
      • Population Selection requires PS Query access to pull a subset of classes. Click the Look Up button and select the appropriate query from the available options:
      • SSR_REQS_ACAD_ORG - pulls by department
      • SSR_REQS_SUBJECT or SUBJECT_CATNBR - pulls by individual subject or individual course.
    • To keep output serviceable do not use the following PS queries:
      • SSR_REQS_ACAD_GROUP
      • SSR_REQS_CAMPUS
      • SSR_REQS_CAREER
    • Click the Edit Prompts link and edit prompts as necessay.
    • Click the Preview Results link. NOTE: This returns class section information only, not student specific data.

3. Click the Return button at the top of the page.

4. Click Save.

5. Click Run at the top of the page.

6. Click the Distribution link. Select User from the drop-down. Add your user ID in the Distribution ID field and click OK.

PERC Disbribution

perc distribitution detail

 

7. Click OK to run the report.

8. Check the Process Monitor link. When the process displays a Run Status of Success and a Distribution Status of Posted, click the Go Back to Print Enrollment Req Roster link.

9. Click the Report Manager link at the top of the page.

perc report manager

10. Click the Administration tab to download the report.

11. Click the SSR_REQS_RPT-SSR_REQS_REPT.pdf link.

perc

 

Quick Enroll

Use Quick Enroll a Student to process overrides and other administrative adjustments to a student's schedule. The ability to process overrides depends on the user's level of security. Not all users will have the ability to process all of the overrides mentioned. If your security level is not sufficient, contact your supervisor to submit a Security Request from.

Navigation: Records and Enrollment > Enroll Students > Quick Enroll a Student

1. Complete the fields on the Add a New Value tab.

•    Input the student's ID number.

•     Input the Academic Career = UGRD, GRAD, LAW, AGLW

•     The Academic Institution should default to THEUA.

•     Type the Term in the field or click the magnifying glass icon to look up the term code.

2. Click Add. Click Find an Existing Value to review previous transactions.  Transactions done through Block Enrollment and Enrollment components will not display in Quick Enroll in the Find an Existing Value search results.

Class Enrollment

If a negative service indicator is assigned to a student's record, UAConnect displays the negative service indicator icon at the top of the page. Click the icon to view the details of a specific service indicator.

quick enroll input screen 

1. Select the desired Action from the drop-down menu. 

NOTE: Quick Enrollment does not allow a user to drop a student from all classes. That process must be done through the Term/Session Withdrawal page. Access to Term/Session Withdrawal is restricted to the Office of the Registrar. 

2. Enter the Class Nbr or click the magnifying glass icon to lookup the class number.

3.  Input any related components in the Related 1 and Related 2 fields,or click the magnifying glass icon to look up the values. Any related classes will be displayed as options in the search.

4. Click the plus button to insert a new row and make additional changes.

5.  If there are no overrides to process for the enrollment, click Submit. An Enrollment Request ID is assigned.

NOTE: The Class Location page opens only for those classes with any Instruction Mode that is not equal to P (face-to-face).

The state selected indicates the student's predominant location where this instruction will be taken.

When separate Enrollment or Swap actions are submitted within the same Enrollment Request ID, all classes requiring location information will appear each time a submission is made and must have the drop-down or check box completed in order to advance through the page.

6. Select a value from the State field drop-down menu or check the Outside the US checkbox.

7. Click Continue.

8.  The enrollment status indicates one of the following values:

•     Success - the process is complete.

•      Message - click to see additional information.

•     Error - registration was not successfully processed. Click the word Error for information about the               registration problem.

NOTE:  Links on the bottom of the Quick Enrollment page give the user access to several other areas that may contain needed information.

  • View Enrollment Access shows the details of enrollment functions. Selecting this link will open a new window and any information entered via Quick Enroll will be lost.
  • Calculate Tuition is only accessible by the Office of the Registrar or Student Accounts Office.
  • Study List displays the student's schedule.
  • Enrollment Appointments opens a page showing when the student is able to register through Self-Service and the maximum unit limits for the term. Selecting this link will open a new window and any information entered via Quick Enroll will be lost.
  • Term/Session Withdrawal is only accessible by the Office of the Registrar.
  • Student Services Center takes the user to the Student Services Center page. Selecting this link will open a new window and any information entered via Quick Enroll will be lost.

 Units and Grade tab is used to enter the number of units taken for variable credit hour courses. All other fields are used only by the Office of the Registrar.

Other Class Info tab is only  used within the Office of the Registrar.

General Overrides are used by administrative users/staff, with the appropriate security and may override Appointments, Unit Load, Time Conflict, Action Dates, Career, Service Indicator and Requisites on this tab.

Class Overrides tab allows administrative users/staff, with the appropriate security, to override Closed Class, Class Links, Class Units, Grading Basis,  Class Permission, Dynamic Dates, and Wait List Okay. A student's position on a waitlist can e viewed on this tab as well.


 

 Enrollment Errors and Issues

Below are some commonly reported issues that may be encountered when using Quick Enrollment. Be aware that not all users will have the ability to access every are in this module. If you need additional security, contact your supervisor and submit a Security Request form. If you need assistance resolving any of these issues, contact the  Office of the Registrar.

 

Classroom Capacity   The classroom for this class has reached its capacity.  See the document at uaconnect.uark.edu on the 25Live Pro link for more information regarding room capacity.
Requisites The student has not met the pre- or co- requisite requirements for this class. Click on the class to view its requisites.
Time Conflict  This class has a time conflict with another class on the student's schedule. Click on the error message to view which courses are in conflict with each other.
No Valid Appointment The student's enrollment appointment has not arrived. Click the Enrollment Appointments link to view the student's enrollment appointment.
Service Indicators A service indicator on the student's account is preventing the enrollment action from processing. Any service indicators display in the top right corner of the Quick Enroll screen.
Class Permission

This class has been set to an Instructor or Department consent. Override this consent on the  Class Overrides tab.

Closed Class The class has reached its enrollment capacity. Override the closed class restriction on the Class Overrides tab.
Unit Load Exceeded The student has reached the maximum number of hours allowed for the term. The student should contact the dean's office to request an overload.
Career Career refers to Undergraduate, Graduate, Law or Agricultural Law. Confirm that the correct section of the class is selected. Students who wish to enroll in classes outside of their career should contact the Graduate School.

 

Quick Enroll

 Search/Match

The Search/Match functionality is used when looking up records for a person in the UAConnect database. Before entering a new prospect or applicant into the system, always search the database using Search/Match to see if a record already exists for the person.

Navigation will depend on your security. Navigation options are:

  • Campus Community > Personal Information > Search /Match
  • Campus Community > SEVIS > Search Tools > Search/Match
  • Student Recruiting > Maintain Prospects > Search/Match
  • Student Admissions > Application Entry > Search/Match

 

1. Select Person from the Search Type drop-down menu.

2.  Input UA Traditional in the Search Parameter field. Or, click the magnifying glass icon to select a value.

3. Once you define your search parameters, click the Save Search Criteria link. You will then be able to access this search without reentering the parameters each time.

4. After saving the search, click the Use Saved Search drop-down menu to select your search. The search fields are then populated.

5. Click Search to open the Search Criteria  page. This will vary for each search type.

 

Entering Search/Match Criteria

When conducting a search, you have the choice of selecting a Search Result Code in the Search Result Rule group box. The Search Result Code contains information regarding how to display the IDs retrieved by the Search/Match and what data to return to help you quickly determine whether an ID already exists for the person you are looking for.

1. The Search Result Code field should default to UA_TRADITIONAL. If not, click the magnifying glass icon and select that value.

 search criteria

search by order number 

 Variations using Search/Match

1.  First Name, Last Name, Date of Birth and National ID (SSN) are the recommended fields to use when conducting a search/match. Use additional data such as, Address and Gender to help identify possible matches when looking at your search results.

2. When conducting a search/match, try all name combinations. In addition to the first and last name, there may be additional names you can include such as Middle, Previous or multiple first and last names.

Example 1 - First/Last Name: If the person's name is John Smith

(1) Enter John in the First Name field and Smith in the Last Name field

(2) Then conduct a second search by switching the names, John in the Last Name field and Smith in the First Name Field.

Example 2 - Previous Name: If you know of a previous name, include that in your search combinations. If Jane Smith lists a previous name as Jane Miller, you will need to conduct four separate searches.

(1) Enter Jane in the First Name field and Smith in the Last Name field.

(2) Enter Smith in the First Name field and Jane in the Last Name field.

(3) Enter Jane in the First Name field and Miller in the Last Name field.

(4) Enter Miller in the First Name field and Jane in the Last Name field.

Example 3 - Middle Name: If a middle name is provided, it can be entered in the Middle Name field. However, it is recommended that a middle name be treated as an additional name. If your person is John James Smith, conduct a search according to Example 1. Conduct additional search as follows:

(1) Enter John in the First Name field and James in the Last Name field.

(2) Enter James in the First Name field and John in the Last Name field.

(3) Enter James in the First Name field and Smith in the Last Name field.

(4) Enter Smith in the First Name field and James in the Last Name field.

Example 4 - More than Three Names: If more than three names are given, the steps listed above should still be followed. Use every name given in the first name field in combination with every other name in the Last Name field. For Jane Judith Smith Washington, your searches will look similar to this:

(1) Enter Jane in the First Name field and Judith in the Last Name field.

(2) Enter Jane in the First Name field and Smith in the Last Name field.

(3) Enter Jane in the First Name field and Washington in the Last Name field.

(4) Enter Judith in the First Name field and Jane in the Last Name field.

(5) Enter Judith in the First Name field and Smith in the Last Name field.

(6) Enter Judith in the First Name field and Washington in the Last Name field.

(7) Enter Smith in the First Name field and Jane in the Last Name field.

(8) Enter Smith in the First Name field and Judith in the Last Name field.

(9) Enter Smith in the First Name field and Washington in the Last Name field.

(10) Enter Washington in the First Name field and Jane in the Last Name field.

(11) Enter Washington in the First Name field and Judith in the Last Name field.

(12) Enter Washington in the First Name field and Smith in the Last Name field.

3. After entering your search criteria, all the available search field buttons will be yellow.

NOTE: At the top of the page is a generic Search button. Do not use this search alone. It will search until it finds the first match and then stop regardless of whether or not there are additional matches found in the system.

search criteria with information

Use only the available active searches found in the bottom half of the page. Do not use any one of these searches alone unless only one of the search buttons is active (yellow).

Search by each available active button. Compare the results you find from each search to make sure that you are getting the correct match. This will also help identify if duplicate IDs exist in the system.

search by order number active

If you find a duplicate ID in the system, notify your supervisor of the duplicate ID so that it can be resolved. Do not continue until you have been notified that the duplicate has been resolved.

search match

SMS Opt In/Opt Out

Faculty and Staff have the option to opt in or opt out of receiving SMS messages generated by UAConnect. The information provided will be used ONLY for the purpose of sending you alerts related to your UAConnect data. These notification preferences do not affect your RazALERT (Emergency and Inclement Weather) settings.

Please be advised that your cellular phone provider may charge a per-text message fee. International numbers are not supported.

To Opt in:

  1. Enter the mobile phone number.
  2. Tab out of the field.
  3. Click the Yes radio button.
  4. Click Save.

To Opt out:

  1. Leave the phone number field blank.
  2. Click Save
    • OR
  3. Enter the phone number.
  4. Tab out of the field.
  5. Click the No radio button.
  6. Click Save.

sms opt in or out

 

Changing Your Selection:

  1. Click on the UA Administrative Users tile.
  2. Click on the UA SMS Preferences link.
  3. Edit information as needed.
  4. Click Save.

sms preference updated

Last Update Date/Time is updated to the most recent Save.

NOTE: You will receive a pop-up message if the number already exists in UAConnect SMS Notifications. This may occur if you have received a new number from your cell phone provider that was previously used. Please contact the Office of the Registrar if this occurs.

sms opt in or opt out

Creating a Schedule of Classes

Building the Schedule of Classes

There are four views of scheduling features in UAConnect. The difference in the components is the view of the classes and the search function.

The security setting for an individual user controls the pages and fields that they can see. A user may not see all available pages or fields.

Maintain Schedule of Classes - displays only those classes that have already been scheduled for a term. This component is identical to the Schedule New Course component. Use this component to view and to modify already scheduled classes.

Schedule New Course - displays all courses available to be scheduled for a term. When adding multiple sections of a class, add the sections in the Schedule New Course component. Use this component to schedule courses that have newly been added to the catalog, but that have yet to be scheduled for any term.

Schedule Class Meetings - displays individual class sections that have been scheduled. Use this component to add or update meeting times, facilities, and instructors for one class section at a time. The benefit is a faster performance time in the save function because the edit functions are checking against only one section.

Update Sections of a Class - displays a snapshot summary of all section information for a class. Use this component to view and make changes to enrollment details for several class sections at one time.


Schedule of Classes Terminology

Class Associations  A means of tying specific sections of a component together. This functionality allows a department to tie several labs to one section of lecture, thereby prohibiting students from registering for another section of the lecture. Using an association number of "9999" allows students to do just the opposite—they can enroll in any lab section, regardless of what lecture they select.  Components or sections that are not tied together should have different association numbers.
Combined Sections A functionality that enables two or more separate classes to be offered as one class offering with one instructor, one location, one meeting pattern, and one enrollment capacity. Example: HUMN 3163 On Death and Dying  and SCWK 3163 On Death and Dying.  Combined sections are also used when offering both graduate and undergraduate credit for the same class.
Components Components are parts of the course. Each course has at least one component. For instance, a lecture course will have Lecture as its component. Courses may have an associated lab or drill for an additional component. Components do not have their own course ID. They are tied to the original course. However, they must be scheduled as their own separate class section; failure to schedule associated components will prevent students from being able to register for these classes.
Offerings Do not confuse this with sections of a class. Think of an offering as the same class with a change in the details. In the scheduling process, be sure to select the offering that is coded with the required details.  For example, a class may have an undergraduate offering and a graduate offering; an on campus offering and an off campus offering, or a "MIN" offering.  In the scheduling process, be sure to select the appropriate offering.
Class Type Classes should be set as "Enrollment" section UNLESS they are an associated lab or drill. These should be set as "Non-Enroll"; failure to set Class Type correctly will prevent students from being able to register for these classes.
Instruction Mode All classes scheduled under the Campus of "FAY" should be set with an Instruction Mode of 'P' (face-to-face). Off-campus classes are generally scheduled by Global Campus, and will have different instruction modes, depending on whether they are offered online or via distance education.

Scheduling a New Course

Navigation: Curriculum Management > Schedule of Classes > Schedule New Course

1. The Academic Institution field defaults to THEUA.

2. Input the correct term code in the Term field or click the magnifying glass icon to lookup the value.

3. Input information in other fields on the search page to locate the required class/classes such as Subject Area, Academic Career,  or Course ID.

The search can be as specific or as general as needed. Be aware that only the first 300 results will be returned in the search. For most purposes a search producing a smaller population is more useful.

4. Click the link in Search Results that describes the class to be added. This action opens the Basic Data page in the Schedule New Course component.

 Basic Data 

schedule of classes - basic data

 

Class Sections Group Box

1. Input the code for the session this class meets in the Session field or click the magnifying glass icon to see all the session values. This example shows a Session code of 1, Regular Academic Session. The session code determines the Start/End Date fields. If the class meets for a mini session, the Start/End Date information must be manually entered on both the Basic Data and Meetings tabs.

2. Type the section number in the Class Section field. Class Section number convention is as follows:

 class section numbering defined

3. The Component field defaults to LEC and the Class Type field defaults to Enrollment.  To add a zero-credit component, such as a drill or lab, add a new row to the associated class.

On the new row, a zero-credit component Drill will be added. The Session, Start/End Date, and Class Section fields default in. Because the Component and Class Type fields default to LEC and Enrollment, and this section is a zero-credit drill, these two fields must be changed.

NOTE: UAConnect does not allow two sections to have the same Component type and Class Type.

 

schedule of classes scheduled drill

 4. The Associated Class field is used to assign linkage to sections.  For example, a special topics class will have multiple sections, all having different topics. A student can enroll in several sections of the same course in this case. Each section of the course must follow in sequence, starting with 1, in assigning the Associated Class code. If two sections of the course have the same code, if the student drops one, UAConnect will drop them from the other automatically. Also, for zero-credit components, this field most often will be 9999, indicating that the component can be linked to any section of the parent course. (See Class Associations terminology for other options.) The parent course Associated Class code must be sequenced beginning with 1. Set the association number to match the class number. 

5. Ensure that the Schedule Print check box is checked to allow a section to be shown in the Schedule of Classes and Class Search Functions.

Class Topic Group Box

6.  If a class has variable topics click the magnifying glass icon next to the Course Topic ID field and select the required topic.

Class Attributes

7.  Every class should have at least two attributes: Course Method Codes and Course Type. These are set at a catalog level and roll to the Schedule of Classes. Other attributes may be added to individual class sections by the departments scheduling the class.

 Meetings

Use this page to assign a room, to schedule meeting times, and to assign an instructor.

When scheduling a large number of sections use the Schedule Class Meetings component to schedule facility and meeting pattern information. Because the system only performs edit checks (Facility Conflict checking) on an individual class section (rather than for all the sections of the class), performance is faster.

1. Click the magnifying glass icon to the right of the Pat (Pattern) field. The Lookup page appears for that field.

meeting pattern

2. Click Look Up to see a list of all the values available for that field. Select the standard meeting pattern that the class follows in the PAT field or leave the field blank if the class follows a non-standard pattern.

IMPORTANT: Use the PAT field instead of the days of the week checkboxes. The system checks the boxes based on the PAT selected. The checkboxes are only to be used for non-standard class meetings.

3. Input the time the class begins and ends in the Mtg Start/Mtg End fields. Example: 0930a indicates 9:30a.m. The leading zero must be entered. If a standard meeting pattern has been entered, the system calculates the ending time based on the starting time. This can be changed for an irregular meeting time. If a class meets different times on different days, insert tows for each unique meeting pattern.

4. Input the instructions ID in the ID field in the Instructors for Meeting Pattern group box or click the magnifying glass icon to lookup the ID.

5. Click the plus button to add additional rows for multiple instructors.

6. Select the role from the Instructor Role field drop down menu. Values include Prim Inst, Sec Inst or a TA.

7. Check the Print checkbox if the instructor's name should be printed in the Schedule of Classes.

8. Select the type of grade entry access the instructor should have from the Access drop down menu. Each assigned instructor must have access for each meeting pattern.

Approve: Instructor can enter grades and approve the grade roster.

Grade: Instructor can only enter grades for the class.

Post: Instructor can enter grades and approve the roster.

9. Enter the appropriate Room Characteristic(s). Click the magnifying glass icon to look up available options. Typically, you will need to select at least one of the following:

72: Classroom/Auditorium Space (use this to indicate a general access classroom is needed)

77: Lab/Special Purpose Space (class will not be included in the batch room scheduling process)

91: No Room Needed (class will not be included in the batch room scheduling process)

 

Enrollment Control

Click the Enrollment Cntrl tab. This is where the Class Status is indicated, whether Consent is required to take the class, and where the maximum Enrollment Capacity for the class can be set.

1. Select the class status from the Class Status drop-down menu. Values are: Active, Stop Further Enrollment, Cancelled Section, or Tentative Section. This field has a default status value of Active. Classes with an Active status are the only ones that will display in Class Search, and the only ones that allow students to enroll.

2. Press the Cancel Class button to cancel the class section. Cancelling a class drops all currently enrolled students and adjusts fee 100%, regardless of the date the cancellation is processed. The Class Status field must first be set to Cancelled Section to be able to select button. The date of the cancellation will display next to the button.

3. You must check the Cancel if Student Enrolled check box to cancel a class if students are enrolled. If this box is not check, UAConnect will prevent posting of the cancellation.

4. The Consent field value defaults from the Course Catalog. This value may be overridden by selection from the drop-down menu. The available values are: No Consent, Dept. Consent, and Inst. Consent. Do not use FYE consent.

5. Type the number of seats wanted for the classroom to override the Requested Room Capacity field. This field defaults from the Default Section Size in the Course Catalog. This is for use in the batch scheduling process.

6. Type the number of seats wanted for the classroom to override the Enrollment Capacity field. This field defaults from the Default Section Size in the Course Catalog. This number should reflect the maximum enrollment allowed for the class.

7. If your department uses the Wait List function, be sure to type the number of students you wish to allow to be added to the Wait List. You must also check the Auto Enroll from Wait List checkbox in order for eligible students to be moved from the Wait List into the class when the Wait List process runs. If you are wait listing a Combined Section class, you must also set that value on the Combined Sections Table.

8.  Click Save.

 

Notes

This section deals with class specific notes.  Each note is displayed only on the detail for the specific class section to which it is attached. Notes are optional, but they do roll from term to term in the Prior Term Copy process.

1. Click the Notes tab.

2. UAConnect creates the Sequence Number. The number determines the display order of the note if there are multiple notes. This sequence number can be overridden.

add note to soc

3. Print Location sets the print location of the note, either Before the class listing, or After it.

4. Use Note Nbr search to attach a pre-existing standard note. Selecting an item from the list will populate the adjacent field with the detail. If you would like a Note Nbr created for your department for future use, contact the Office of the Registrar.

 5. To modify the existing note, press Copy Note. The text will be copied to the Free Format Text area and eliminated from the previous area. The note number will be erased also.

6. Use the Free Format Text field to type a free format text note. Both a free format note and a Note Number may be specified for the same class section.

7.  Click Clear Note to clear the free format text.

NOTE:  Do not use the Even if Class Not in Schedule check box.

 

Remaining Tabs

1. Do not enter information on the Exam page. The Office of the Registrar populates this information, and it displays for both students and faculty. You may reference this information if you receive questions.

2. Do not enter information on the LMS Data page. This information was previously used to link class sections to BlackBoard but is no longer maintained.

3. Do not use the GL Interface page. The Treasurer's Office controls this information.

NOTE: Be certain to SAVE your changes. To add another class, either press Return to Search or move to the next class on your previous search list by pressing the Next in List button at the bottom of the page.

schedule of classes

 

Navigation: Curriculum Management > Schedule of Classes > Print Class Schedule

Run Control ID

If this is the first time to run the Schedule of Classes report, you must create a Run Control Id:

  • Click the Add a New Value tab.
  • Type a name in the Run Control Id field. It is recommended you use your department code and the Schedule of Classes (SOC) abbreviation as your Run Control Id name. Example: econ_soc for Economics Schedule of Classes.
  • Click Add to create your Schedule of Classes Report run control ID.
  • Once created, this run control id is available for use at any time.

create run control

If a run control id has been created, enter the id and click Search.

 

Print Class Schedule

From the Print Class Schedule page, indicate the reporting parameters for your report. Define your query from this page before running the report.

soc report parameters

1. Input THEUA in the Academic Institution field.

2. Input the Term code or click the magnifying glass icon to look up a list of available values.

3. Input the Academic Organization Node or click the magnifying glass icon to look up a list of available values. This is your department code. Once the report is created with this Run Control ID, the department code defaults during future use.

4. Leave the Session field blank to search for all classes offered for that semester.

5. Select a value from the Schedule Print drop-down menu. Available values are:

•     Yes - all the classes with this check box selected on the Basic Data page will appear on the report.

•      No - all the classes with this check box cleared on the Basic Data will not appear on the report. 

•       All - all the classes appear on the report, regardless of the check box setting on the Basic Data page.

6. Select a value from the Print Instructor in Schedule drop-down menu. Available values are:

•     Yes - all instructors with this check box selected on the Meetings page will appear on the report.

•      No - all  instructors with this check box cleared on the Meetings will not appear on the report. 

•       All - all instructors appear on the report, regardless of the check box setting on the Meetings page.

7. Check the Print By Location check box for specific locations (i.e. Global Campus Rogers)

NOTE: In the Class Status group box, you will find additional options for viewing active classes (Active), cancelled classes, (Cancelled), tentative (Tentative), or classes where enrollment has been stopped (Stop Enrl).

 

Report Print and Delivery Options

1. Click the Report Options tab to define what information appears on the report.

report options page

 

NOTE:  Check the Report Only check box to eliminate the File Path field or this error message will appear:

error message about path

2. After selecting the report options, click Run. This action opens the Process Scheduler Request page.

•     Select the Type and Format to view the report from UAConnect.

º     Select WEB from the Type drop-down menu

º     Select PDF from the Format drop-down menu 

3. Click Distribution to view options that allow other users to view the report when logging in to UAConnect, or send the report to them through email (when the Type is set to EMAIL).

4. Click OK to leave the Distribution page and return to the Process Scheduler.

5. Click OK to run the report and return to the Schedule of Classes page.

process scheduler request

 

Report Options

After submitting the job via the Process Scheduler Request page, use Process Monitor to review the status of scheduled or running processes. View all processes to see the status of any job in the queue and control any processes you have initiated.

1. Click the Process Monitor link on either the Print Class Schedule page or the Report Options page. This action opens the Process List page where you may view the Run Status of the report.

process monitor link

2. The Run Status field cycles through these statuses: Queued, Process, Posted, Success

3. Click Refresh at the top of the Process List page to check the current status  of a process.

4. Once the Run Status indicates Success and the Distribution Status indicates Posted, click the Details link to view the Process Detail page.

view log/trace link

5. Click the View Log/Trace link in the Process Detail page to open a new window displaying a link to view the Schedule of Classes Report.

view log/trace pdf link

6. Click the .PDF file to open Acrobat Reader and view the report.

schedule of classes report

schedule of classes report

 Student Groups

Security must be in place to view, add, or remove students from student group. Information provided for updating student groups includes:

  • Add a student to a student group
  • View the students in a student group
  • Inactivate a student from a student group

 

Adding an Individual to a Student Group

Navigation:  Records and Enrollment > Career and Program Information > Student Groups

1. Enter the search criteria for the student you wish to update.

2. If the student does not have any entries for Student Groups, a blank page is displayed to enter the student group data.

 add student to student group

3. If the student has entries for student groups, click the plus button in the upper right section of the screen to add a new row of data.

4. Enter the student group code in the Student Group field or click the magnifying glass icon to view the student groups to which you have access.

5. Once the student group is selected, press the TAB key to exit out of the field. 

add a new row for student groups

6. The Effective Date field is populated with the current date and the Status field defaults to Active. The effective date can be changed as needed.

7.  Comments may be added in the free form field as needed.

8. Click  Save.

9. Click the Return to Search button to add additional students to the group.

 

Viewing a List of Students in a Student Group

Navigation:  Records and Enrollment > Career and Program Information > View Student Groups by Student 

1. Enter the student group code in the Student Group field or click the magnifying glass icon to view the available groups.

2. Parameters can be set on this page to select portions of the student group to view, or to view the entire group.

3. Click the Select Effect Dates drop-down menu arrow to view the options available for selecting the Effective Dates.

4. Selecting an option for range causes activation of additional fields on the pages for data entry.

view list of students in student group parameters

5.  Once the effective date and/or range selection is set, click the Get Results button. Results are displayed.

results

 

Inactivating an Individual in a Student Group

Navigation:  Records and Enrollment > Career and Program Information > Student Groups 

1. Enter the search criteria to locate the student to update.

2.  If only one row of data exists for the group to be updated, click the plus button in the Details section of the page. If the student has multiple student groups, find the appropriate row to update by clicking on the directional arrows to go forward or backward. When the appropriate row is displayed, click the plus button for that row of data.

3. Enter the appropriate Effective Date for the inactivation and change the Status to Inactive.

inactivate student group

4. Click Save.

update student group

Viewing Student Program/Plan Records

Use the Student Program/Plan component to view a student's program stack dta and track the history of the information when a student changes his or her academic program, academic plan or academic sub-plan. All of a student's rows of information in the academic program table are called the student's program/plan stack.

Retrieving the Correct Program/Plan Record

Navigation:  Records and Enrollment > Career and Program Information > Student Program Plan

1. Enter the student's ID number. If unknown, search by Last Name and First Name. Leave the Academic Career and Student Career Nbr fields blank. This will ensure that all records for this student return in the search. You mush check the Include History check box to update any record in the Program/Plan stack. 

2. Click Search.

3. Click the desired record link. It is very important to select the correct Academic Career for the record to be viewed.

Viewing the Academic Program

In general, the information found on this page is generated from the Admissions Office matriculation process. The page opens to the student's current status.

 

Student Program Field Name and Description Table

program descriptions 

Program Action Explanations

A student's program action status indicates a high-level relationship with the student has with an academic program.  The program actions and program statuses relevant to UAConnect Student Records are explained in the tables below:

 program action options

 

Viewing the Academic Plan

It is important to note that a valid academic plan is required to activate a student into a term. Usually, the information on the page originates from the matriculation process found in UAConnect Recruiting and Admissions.

viewing the academic plan

Student Plan Field Name and Description Table

student plan field name and descriptions

 

Plan Sequence Conventions:

Note:  Do not add Plan Sequence Numbers 80 and 81. These numbers are reserved for the University Requirements Plan or ACT 182, respectively.

plan sequence conventions

 

Viewing the Academic Sub-Plan

student sub-plan page

Student Sub-Plan Field Name and Description Table

student sub-plan field name and description

student program-plan

View Individual Test Results

Navigation: Student Recruiting > Maintain Prospects > Academic Information > Test Results

1. Enter the ID number and click Search.

2. The Test Results page provides a view only look at the test the applicant has taken. The page opens to the View 1 option, but you may click the View All link to expand the rows of information.

 test results page

View a Summary of Test Scores

Navigation: Student Recruiting > Prospect Summaries > Academic Test Summary

1.  Enter the ID number and click Search.

Options

•     Search for the specific Test ID and Test Component you wish to view.

•     Sort the summary results by Date, Score or Test.

 

academic test summary

viewing test scores 

 UA Override Course Requisites

The UA Override Course Requisites page allow authorized users to post courses to a student's record in order to meet requisite requirements. This page is a clone of the Transfer Course Credits Manual page in UAConnect, with several notable exceptions that are indicated.

When posting courses on this page:

  • The course will not count in calculating hours earned nor factor into grade point calculation.
  • The course will not appear in the student's transcript.
  • The course will not appear on the student's study list.
  • The course cannot be used as a course substitution for degree requirements.

However, the course will meet requisite requirements for enrollment purposes and requisite checking where a grade of C or better is required for the requisite course.

UA Override Course Requisites

Navigation: Records and Enrollment > Enroll Students > UA Override Course Requisites

1. Enter the student's ID and click Search.

2. If the search returns No Matching Values Found, click the Add a New Value tab.

3. Enter the student's ID, Academic Career and Academic Institution information. If the student already has transfer work posted or has an exisitng course override, you will be automatically taken to the UA Transfer Course Entry tab.

UA Transfer Course Entry

1. Enter the student's current Academic Program located in the Target Information group box.

2. Enter the student's Articulation Term located in the Transfer Credit Term group box. The Articulation Term, for either PRE- or CO- requisites, can be equal to the term in which the student wishes to enroll; it is not necessary to enter a prior term to meet the PRE- requisites.

3.  Enter the Subject and Course Nbr fields located in the Incoming Course group box. The Year and Ext Term fields are optional.

4. Enter the Course Id located in the Equivalent Course group box. Click the magnifying glass icon to lookup the Course ID values. Multiple courses can be posted to the same Articulation Term by clicking the + button in the Incoming Course or Equivalent Course group box.

5. Click the Comments link to enter notes regarding the override. This is an optional field.

6. Click Save when all courses have been added.

ua transfer course entry

7. Click the UA Course Credits by Term tab.

8. Click the Calculate button.

9.  Click the Post button. Verify that the Model Status indicates Posted. It is not necessary to click Save.

ua override requisites posting

10. Follow these steps if you receive this warning when attempting to post the work.

override error message

11.  Click OK. This will return you to the UA Course Credits by Term page.

12. Click the Unpost button to reverse the transaction.

13. Verify that the correct Academic Program information is entered on the UA Transfer Course Entry page.

14. Click Save to enter the new program information.

15. Repeat steps 12 through 14 to verify Posted status.

NOTE:  Once a course is successfully posted using this page, it will meet enrollment requisites for any other course which names it as a pre- or co-requisite.

Other factors such as a full class, time conflict or consent may prevent the student from enrolling in the course. If the override is intended to be temporary, un-posting and deleting it at the end of that time will remove the override.

Existing Transfer Credit or Posted Override

Any existing transfer credit work or overrides will be inactive on the UA Transfer Course Entry page. Access to modify the transfer credit work is not available but editing existing overrides or adding new ones will be.

  • To edit or delete an existing override, you must first unpost it on the UA Course Credits by Term page. (See above)
  • To add a new override, click the + button at the Transfer Credit Model level and follow the instructions above to post the override.

exisitng transfer credit or posted override

 ua override course requisites

 CLSS - Class Scheduling

Adding a Special Purpose Room

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column. The list can be sorted by clicking the  up and down arrows by the column name. Sort can be ascending or descending order.

4. Double click on the Department Id to open the course selection.

5. Double click on the course name to open the class section.

6. Double click  on  the specific class.

NOTE:  Schedulers can assign a department-controlled space or indicate a Lab/Special Purpose space  will be assigned at a later date.

7. Click on the drop-down to view Rooms that the scheduler has permission to assign. Select the appropriate room. 

 8. To indicated the class will be scheduled at a later date in a Lab/Special Purpose space, select Classroom Requirement in the Room drop-down.

link to classroom

9. Click on the Room Characteristics pencil icon and select Lab/Special Purpose Space. Click Accept.

special purpose room added

10. Click Save Section.

 

adding a special purpose room

Adding an Instructor

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column. The list can be sorted by clicking the up/down arrows by the column name. Sort can be ascending or descending order.

4. Double click on the Department Id to open the course selection.

5. Double click on the course name to open the class section.

6. Double click the specific class.

7. Click on the Instructor drop-down.

instructor link shown on page

8.  The drop-down  will display all eligible instructors. The first position with the blue star, which is the position that will be highlighted in the Snapper Window, (Meeting) is to help prevent double scheduling this instructor.

⋅  If only one instructor is assigned, they will need Primary Instructor with Post access.

⋅  If multiple instructors, at least one needs to be designated as Primary Instructor with Post access.

⋅  Only the Primary Instructor will be evaluated at the end of the semester via CoursEval.

Role:  Primary Instructor, Secondary Instructor and Teaching Assistant

Roster Access:  Post, Approve and Grad

Print: Click the checkbox if the instructor is to display in the Class Search results.

required fields listing for instructor

NOTE: Instructors with the GRAD indicator are eligible to teach graduate level classes.

9. Select the appropriate instructor. If unknown, select Staff as the instructor.

10. Click the plus button button to add other instructors.

11. Click the Accept button.

NOTE: An instructor must be selected in order to Save Section, even if Staff is the instructor.

12. Click Save Section.

adding an instructor 

Assigning Rooms for Multiple Meeting Patterns

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column. The list can be sorted by clicking the up/down arrows by the column name. Sort can be ascending or descending order.

4. Double click on the Department Id to open the course selection.

5. Double click on the course name to open the class section.

6. Double click the specific class.

7. Click on  the Meeting Pattern link under Schedule.

meeting pattern schedule link

8. The Snapper window will open. Click on the Meetings link.

9. The multiple meeting patterns will diplay in a list.

multiple meeting patterns displayed

10. Click on the pencil beside the meeting pattern for which you are assigning a room.

11. Click the down arrow in the Room field to expand the selections.

12. Click on the room that will be assigned from the drop-down menu.

13. Click Accept.

14. Close the Snapper window by clicking the X in the upper right corner.

15. Click Save Section.

16. To verify the room assignment is saved, click on the Schedule link.

17. Click on Meetings.

18. The room assignment will display in the Room column for the meeting pattern selected.

assigning rooms for multiple meeting patterns

Introduction

This document will describe in detail how to update and add a new section, and how to link classes. An appendix will be available for definitions and administrative functions.

opening page

An "Instance" is a specific term, as defined by the University of Arkansas. Common instances are Spring 2019, Summer 2019 and Fall 2019. The ability to update or view depends on where you are in the semester.

The term "Modes" in CourseLeaf CLSS is used to identify how data flows between CLSS and UAConnect. CLSS utilizes two modes of data flow: Design and Refine.

clss - mode descriptions

The term "Phases" in CourseLeaf CLSS is used to identify the distinct time periods of the scheduling cycle where the norms of scheduling (such as making changes to meeting patterns) differ significantly from the periods preceding and/or following. Access will be different based on the period.

clss phases descriptions

When UARK schedulers work in CLSS, they will always work in both a specific mode and phase. Design Mode-> Plan Phase is when UARK schedulers first work on the schedule after it has been rolled from a previous term. The bulk of the work should be done in this mode/phase. Refind Mode->Archive Phase will always be the last mode and phase. All mode and phase combinations in between represent when the bulk of edits are done to the schedule in CLSS.

clss-phase-mode table

Example: Spring 2020 - Call for Classes

  • April 1 (Design Mode/Plan Phase)
  • August 24 (Refine Mode/Room Scheduling)
  • September 1 (Refine Mode/Publish)
  • 5th day of 8W2 classes (Refine Mode/Archive)
  • Will vary by session in progress (Refine Mode/Archive)

 

How to Build a Schedule of Classes

To access CLSS, open a web browser and enter https://nextcatalog.uark.edu/wen. Enter your userid and password.

The hierarchy within CLSS is Instance (Term), Scheduling Unit (Department), and Course Sections (individual classes).  Updates can be made to your department View access is available for all classes.

List can be sorted by clicking onup down arrows by the column name. Sort can be ascending or descending order.

Double click on the four-digit ID number or department Name to expand scheduling unit/department's page.

sort order

clss- introduction or filter page

 

 

Updating Classes

Review the classes that have been copied from the prior term.

Click up down arrows to display all currently scheduled sections. Double click to expand scheduling unit/department's page. Be mindful of the FAY and OFF offerings and select the appropriate class.  

selected department 

Change instructors, meeting patterns, rooms, etc. for the new term. Click Save SelectionA full description of all fields is listed in the Appendix.

data entry screen

NOTE: The pencil icon  pencil icon denotes an editable field.

Adding a Section to Courses with no Sections

Click the up down arrows to display all currently scheduled sections. Double click to expand the scheduling unit/department's page.

Select Show courses with no sections box. This will display all courses available to schedule.

show courses with no sections

Click the plus button button to add a new section.

add section

Enter all fields as needed. Click Save Selection. A full description of all fields is listed in the Appendix.

 

How to Link Sections

Add a new section by click on the plus button button. WARNING - Clicking on the red x button will delete all class sections. To delete a section, click the ⊗ to the left of the section number. A full description of all fields is listed in the Appendix.

add new section for class selected

Enter or edit all fields as needed. This is our primary section and the Link To filed will always be Not linked to other sections. Click Save Selection.

Classes that have a non-enrollment drill or lab need to be linked from the supplemental instructions sections to the appropriate lecture class(es).

Select the appropriate class from the drop-down men in the Link To field.

 linked to specific class and drill

To link drill, laboratory and supplemental instruction sections not associated to specific lecture classes, select the drill, lab or supplemental instruction.

not linked to specific class 

Double click on the class to select.

Select Not linked to other sections from the drop-down menu in the Link To field.

class linked to lab

Select Any enrollment section from the drop-down menu in the Link To field.

 any enrollment sections

Click Save Selection.

building a schedule of classes

 Building a Schedule of Classes - Apendix

clss-appendix1

clss-appendix2

clss-appendix3

clss - appendix for building schedule of classes

CLSS - CourseLeaf Class List Per Term Report

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column. List can be sorted by clicking on the  up and down arrows arrows, next to the column name. Sort can be ascending or descending order.

selecting department

4. Double click on the Department ID you want to export.

select specific department

5. Click the Export button.

download report

6. Click either the Excel File or PDF file for viewing. All sections are expanded and displayed in either file format.

NOTE: CSV files are exported to Excel and can be sorted and filtered.

course list per term report

Scheduling Min Session Classes

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column. The list can be sorted by clicking the  up and down arrows arrows by the column name. Sort can be ascending or descending order.

4. Double click on the Department Id to open the course selection.

5. Double click on the course name to open the class section.

6. Double click the specific class.

7. Click on the Session drop-down.

8. Select Mini Session from the drop-down list.

9. Click on the Meeting Pattern link under ScheduleNOTE: Custom meeting dates can still be entered even if the class does not have an associated meeting days or time set.

class meeting schedule

10. Add a User Defined Meeting Pattern.

 11. Click on the Meetings button when Snapper Window displays.

 meetings button

12. Click the pencil to edit the Meeting Details.

edit dates pencil

13. Click the drop-down menu in the Dates field.

14. Select Custom.

15. Change the Date fields as needed by clicking on the date field and selecting the specific date from the calendar.  Custom meeting dates can still be entered even if the class does not have an associated meeting days or time set.

select dates calendar view

16. Click Accept to save changes.

accepting date changes

 

scheduling min session classes

1. Navigate to CLSS - CourseLeaf at https://nextcatalog.uark.edu/wen and log in.

2. Double click on the desired term from the dashboard.

3. Locate the department code from the ID or Name column.  List can be sorted by clicking on the up and down arrowsby the column name. Sort can be ascending or descending order.

4. Double click on the Department ID to open the course selection.

5. Double click on the course name to open the class section.

6. Double click on the specific class.

7. Click on the Meeting Pattern link under Schedule

schedule

8. The Snapper window will open. Click on the Patterns drop-down. The class is highlighted in bright green.

meeting patterns and schedule

9. Official meeting times are displayed by mousing over the snapper window.

10. Select the correct meeting pattern for this class.

11. Window will close when a time is selected.

12. If the desired meeting pattern is not displayed, click the Patterns drop-down menu and select User Defined.

user defined meeting pattern

13. Enter a meeting pattern name and click the Add button.

NOTE: Meeting patterns must be formatted as follows: Day abbreviation, space, start time, dash, end time. Example: Sa 9:00am-5:00pm. Abbreviations availbe for use are listed below.

Days Abbreviation
Sunday Su
Monday M
Tuesday T
Wendesday W
Thursday Th
Friday F
Saturday Sa

 

If the correct format is not used, a message "Pattern Name could not be parsed, please check the format and try again" will display.

14. Click the Days drop-down menu to add Saturday and Sunday to the snapper window view. If scheduling days include Saturday and Sunday, those days must be selected.

days options

15. Class displays in the snapper window. Click Accept.

user defined pattern display

16. Click Save Section.

17. Click the Save As-Is button. This message only appears for non-standard meeting patterns.

Creating Multiple Meeting Patterns

Multiple Meeting Patterns are used for classes that have regularly scheduled class meetings for lecture or lab but tests are given outside of the normal class meeting.

1. Click on the Meetings button.

2. Click the plus sign button to add another pattern.

add multiple meeting patterns

3. Select the appropriate response to the drop-down menus.

4. Click the date field to display the calendar option.

select dates for multiple dates

  • Room
    • Room: No Room/No Meeting Pattern
    • Classroom Requirement
  • Dates
    • Date range of the regular semester
    • Custom (Date boxes will appear) Enter appropriate date

5. Click Accept.

6. Enter all dates needed. The multiple meetings will continue to stack on the class.

multiple dates

searching or creating a meeting pattern