Student Management System

Student Management System Including Courses and Classes in the WAOL Catalog and Class Schedule Center for Information Services Supporting Washington State s Community and Technical Colleges

Center for Information Services 3101 Northup Way, Suite 100 Bellevue, WA 98004-1449 Phone 425.803.9700 http://www.cis.ctc.edu August 2002

Contents Introduction... 1 Using the WAOL Course Catalog and Class Scheduling Screens... 3 Update Virtual Campus Catalog Screen (CM3008)... 4 Using Function keys... 4 Adding WAOL-hosted courses to the catalog... 5 Field definitions for WAOL-hosted courses... 5 Adding college-hosted courses to the catalog... 6 Field definitions for college-hosted courses... 6 Schedule WAOL Classes Screen (IS1037)... 8 Using Function keys... 8 Adding classes to the schedule... 9 Fields on the Schedule WAOL Classes screen... 9 Schedule WAOL and College Classes Screen (IS1038)... 11 Using Function keys... 11 Adding classes to the schedule... 12 Fields on the Schedule WAOL and College Classes screen... 13 Center for Information Services i August 2002

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Introduction Washington Online (WAOL) offers an online searchable course catalog and schedule. The course and class data in the catalog and schedule is entered into a college s HP3000 by college staff scheduling WAOL and collegehosted courses and classes. Students will be able to search the course and class data for a specific college in the WAOL database using a Web browser. The searchable course catalog contains both WAOL-hosted and college-hosted courses: WAOL-hosted: System-owned courses available to all community and technical colleges College-owned courses that are either private (enrollments are limited to the college that owns the course) or shared (enrollments are open to other colleges) and are managed by WAOL College-hosted: College-owned and managed courses; advertised in the WAOL searchable course catalog Center for Information Services 1 August 2002

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Using the WAOL Course Catalog and Class Scheduling Screens In order to offer courses and classes through WAOL, colleges have traditionally established courses and scheduled classes with the Course Schedule screen (IS1001) and the Class Schedule screen (IS1002); colleges were then required to enter the appropriate data into a Web form on the WAOL administrative site. To streamline the process, the following screens replace the Web form and are now available to record course and class information in the WAOL searchable course catalog and schedule: Update Virtual Campus Catalog screen (CM3008); see page 4 for WAOL-hosted courses for college-hosted courses Schedule WAOL Classes screen (IS1037) for WAOL-hosted classes; see page 8 Schedule WAOL and College Classes screen (IS1038); see page 11 for WAOL-hosted courses for college-hosted courses Center for Information Services 3 August 2002

Update Virtual Campus Catalog Screen (CM3008) Use this screen when you want to add a WAOL-hosted or a college-hosted course to the WAOL searchable course catalog. Descriptions of how to complete the fields in this screen when you are adding a WAOL-hosted class begin on page 5; descriptions of how to complete the fields when you are adding a college-hosted course begin on page 6. CM3008-002 UPDATE VIRTUAL CAMPUS CATALOG WAOL Course ID Key [ ] Effective YRQ End [ ] Dept Div/Course Number [ ][ ] Starting YRQ [ ] Course Description 1 or 2? [ ] CM30080001:Press F1 to ADD the course, F5 to DELETE Using Function keys The following describes the purpose of the function keys associated with this screen. When you submit data by pressing function keys F1 or F5, a file is created on your college s HP3000. This file is transported to a temporary file on the WAOL processor and then transferred to the WAOL SQL server for inclusion in the WAOL searchable course catalog and schedule. The data that is submitted does not remain on your college s processor but it can be viewed by accessing the WAOL Web site. F1 - Add Adds a course to the WAOL searchable course catalog. F3 - Print Sends the displayed screen image to the system printer. Center for Information Services 4 August 2002

F4 - Refresh Redisplays the screen and the record if appropriate. F5 - Delete Deletes a course from the WAOL searchable course catalog. F6 - Next Screen Allows you to go directly to a different screen without having to return to the System Menu. F8 - Menu/Cancel Returns you to the System Menu or stops the transaction currently in process and displays a fresh screen. Adding WAOL-hosted courses to the catalog Complete the following steps to add a WAOL-hosted course to the WAOL searchable course catalog: 1 With data you obtain from the WAOL management staff, complete the WAOL Course ID Key field and the Effective YRQ End field. 2 Complete the remaining fields in the screen with data defined by the college. 3 Press F1 Add to add the course to the catalog. Field definitions for WAOL-hosted courses When adding a WAOL-hosted course to the catalog, refer to the following definitions for the fields on the Update Virtual Campus Catalog Screen: WAOL Course ID Key (Required) A four-character code (for example, 0001) that identifies the WAOLassigned course. Obtain this ID from the WAOL management staff. The WAOL Course ID Key is the same four-character number you specify in the class record on the Course Schedule screen (IS1001) in the WAOL ID field. Center for Information Services 5 August 2002

Effective YRQ End (Required) A four-character code that identifies the final year/quarter the course will be offered. Enter Z999 for ongoing courses with no ending year/quarter. Contact WAOL management staff for the correct code for this field. Note You only need to enter data once for courses with Z999 as the ending year/quarter, as long as your college has adopted the course. Dept Div/Course Number (Required) The nine-character code that identifies the college s department division (5 characters) and the number of the course (4 characters). This must be a valid course in the college course catalog, entered using the Course Catalog screen (CM3001). Starting YRQ (Required) A four-character code that identifies the year/quarter when you first want the course included in the catalog. Course Description 1 or 2? (Required) A one-digit code that identifies which course description should be extracted from the college s HP3000. Valid entries are 1, which extracts the description created using the Course Description screen (CM3002) or 2, which extracts the description created using the Course Description 2 screen (CM3004). Adding college-hosted courses to the catalog Complete the following steps to add a college-hosted course to the WAOL Catalog: 1 Complete all fields on the screen with college-defined data. See the following field definitions for a description of the data for each field. 2 Press F1 Add to add the course to the catalog. Field definitions for college-hosted courses When adding a college-hosted course to the catalog, refer to the following definitions for the fields on the Update Virtual Campus Catalog Screen: Center for Information Services 6 August 2002

WAOL Course ID Key (Required) Type COLL in this field to add a course to the searchable catalog. This entry signals to the WAOL staff that the course is college hosted. Effective YRQ End (Required) A four-character code that identifies the final year/quarter the course will be included in the catalog. Enter Z999 for ongoing courses with no ending year/quarter. Dept Div/Course Number (Required) The nine-character code that identifies the college s department division (5 characters) and the number of the course (4 characters). The course ID must exist in the college course catalog. Starting YRQ (Required) A four-character code that identifies the first year/quarter the course is included in the catalog. Course Description 1 or 2? (Required) A one-digit code that identifies which course description should be extracted from the college s HP3000. Valid entries are 1, which extracts the description created using the Course Description screen (CM3002) or 2, which extracts the description created using the Course Description 2 screen (CM3004). Center for Information Services 7 August 2002

Schedule WAOL Classes Screen (IS1037) Use this screen to submit only WAOL-hosted classes to the searchable class schedule for your college. You must complete this screen quarterly for each WAOL class offered by your college. You can also use this screen to verify that the WAOL classes being offered have the correct item number/waol ID association and to verify that class information for a specific WAOL ID is correct before submitting the data to the searchable class schedule. Note You can use this screen to add one class per screen or you can use the Schedule WAOL and College Classes screen (IS1038) to add multiple classes per screen (see page 11). IS1037-004 SCHEDULE WAOL CLASSES YRQ [ ] WAOL ID [W001] ITM NUM COURSE ID SEC COURSE TITLE [V001] [ENGL 102 ] [V01] [ENGL COMP II ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] 9000:Enter the key data; press the appropriate function key Using Function keys The following definitions describe the purpose of the function keys associated with this screen. When you submit data by pressing function keys F1 or F5, a file is created on your college s HP3000. This file is transported to a temporary file on the WAOL processor and then transferred to the WAOL SQL server for inclusion in the WAOL searchable class schedule. F1 - Schedule Adds a class to the WAOL searchable class schedule. Center for Information Services 8 August 2002

F3 - Print Sends the displayed screen image to the system printer. F4 - Refresh Redisplays the screen and the record if appropriate. F5 - Unschedule Deletes a class from the WAOL searchable class schedule. F6 - Next Screen Allows you to go directly to a different screen without having to return to the System Menu. F8 - Main Menu or Cancel Returns you to the System Menu or stops the transaction currently in process and displays a fresh screen. Adding classes to the schedule Complete the following steps to add a class to the WAOL searchable class schedule: 1 Type entries in the YRQ and WAOL ID fields. 2 Press Enter. Class data for the specified YRQ and WAOL ID is displayed. 3 If the data is accurate, press F1 Schedule. or If the data is inaccurate, use the Course Schedule screen (IS1001), the Class Schedule screen (IS1002), or both to make the necessary corrections. Then return to this screen and start again at step 1. Fields on the Schedule WAOL Classes screen Complete the fields on this screen as follows to view class information and add classes to the class schedule. Classes must be created using the Course Schedule screen (IS1001) and the Class Schedule screen (IS1002) before they can be displayed on this screen. Center for Information Services 9 August 2002

YRQ (Required) A four-character code that identifies the specific year/quarter the class is being offered. WAOL ID (Required) A four-character code that identifies the WAOL-assigned item number of the class. Itm Num (Display only) A four-character code that identifies the specific class. Course ID (Display only) A nine-character field that identifies the department/division (five characters) and number (four characters) of the course. The course ID must exist in the college course catalog. Sec (Display only) The 3-character code that identifies the section of the class. Course Title (Display only) A 24-character field that displays the title of the class. Center for Information Services 10 August 2002

Schedule WAOL and College Classes Screen (IS1038) Use this screen when you want to add WAOL-hosted or college-hosted class information to the WAOL searchable class schedule. For WAOL classes, you can also use this screen to verify that the WAOL classes being offered have the correct item number/waol ID association and to verify that class information for a specific WAOL ID is correct before submitting the data to the searchable class schedule. You must complete this screen quarterly for each WAOL-hosted or collegehosted class offered by your college. Note: You can use this screen to add multiple classes at once or you can use the Schedule WAOL Classes screen (IS1037) to add one class at a time (see page 8). IS1038-001 SCHEDULE WAOL AND COLLEGE CLASSES YRQ [A232] Item Numbers: [7002][9998][4750][7132][6988][ ][ ][ ][ ][ ] ITM WAOL NUM COURSE ID SEC COURSE TITLE ID Message [7002] [PHIL 101 ] [WO1] [INTRO PHILOSOPHY ] [3500] [WAOL ] [9998] [ENGL 101 ] [SA ] [ENGL COMP-I ] [1004] [WAOL ] [4750] [ED 198 ] [WO1] [LEARNING 21ST CENTURY ] [5000] [WAOL ] [7132] [PSYCH101 ] [04 ] [GEN PSYCH ] [ ] [LOCAL ] [6988] [PHIL 101 ] [01 ] [INTRO PHILOSOPHY ] [ ] [LOCAL ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] [ ] 9000:Enter the key data; press the appropriate function key Using Function keys The following definitions describe the purpose of the function keys associated with this screen. When you submit data by pressing function keys F1 or F5, a file is created on your college s HP3000. This file is transported to a temporary file on the WAOL processor and then transferred to the WAOL SQL server for inclusion in the WAOL searchable class schedule. Center for Information Services 11 August 2002

F1 - Schedule Adds a class or classes to the WAOL searchable class schedule. F3 - Print Sends the displayed screen image to the system printer. F4 - Refresh Redisplays the screen and the record if appropriate. F5 - Unschedule Deletes a class or classes from the WAOL searchable class schedule. F6 - Next Screen Allows you to go directly to a different screen without having to return to the System Menu. F8 - Main Menu or Cancel Returns you to the System Menu or stops the transaction currently in process and displays a fresh screen. Adding classes to the schedule Complete the following steps to add a class to the WAOL searchable class schedule: 1 Type entries in the YRQ and Item Numbers fields. 2 Press Enter. Class data for the specified YRQ and Item Number(s) is displayed. 3 If the data is accurate, press F1 Schedule. or If the data is inaccurate, use the Course Schedule screen (IS1001), the Class Schedule screen (IS1002), or both to make the necessary corrections. Then return to this screen and start again at step 1. Center for Information Services 12 August 2002

Fields on the Schedule WAOL and College Classes screen Complete the fields on this screen as follows to view class information and add classes to the class schedule. Classes must be created using the Course Schedule screen (IS1001) and the Class Schedule screen (IS1002) before they can be displayed on this screen. YRQ (Required) A four-character code that identifies the specific year/quarter the class is being offered. Item Numbers (Required) Ten four-character fields for codes that identify the specific class. Itm Num (Display only) A four-character code that identifies the specific class. Course ID (Display only) A nine-character field that identifies the department/division (five characters) and number (four characters) of the course. The course ID must exist in the college course catalog. Sec (Display only) The 3-character code that identifies the section of the class. Course Title (Display only) A 24-character field that displays the title of the class. WAOL ID (Display only) A four-character code that identifies the WAOL-assigned item number of the class. Message (Display only) A 17-character field displaying the type of class being scheduled (for example, WAOL, or college hosted). Center for Information Services 13 August 2002

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