Training Material for Department Course Administrators
Step-By-Step Guide for Academic Year 2017/2018

 

Course Catalog Management (March 30 – May 8)

Step 1 – Pull BI Course Catalog Report

  1. Go to bi.stanford.edu
  2. Search for “Course Catalog Data Rpt (PS_SR087)” or navigate to Catalog > Shared Folders > Student Administration > Student Records > Course Scheduling
  3. Select your department
  4. Click Apply
  5. Click on the third tab “Course Data Report by Subject and Catalog Number

Step 2 – Review Information from BI Report

Step 3 – Submit changes via Add/Update Course Catalog webform in PeopleSoft

!!Note!! Submit changes only. If the course is the same as last year, no need to submit a webform

  1. In PeopleSoft, navigate to CS Admin > Curriculum Management > Course and Class webforms > Add/Update Course Catalog
  2. Change Effective Date to 08/01/2017
  3. Add all changes in webform
  4. Write in “Special Instructions” field any information you think is helpful or additional instructions if the request is complicated
  5. Click “Send for Approval”
  6. You will receive an automated email once webform is approved or rejected

 

Time Schedule Management (May 12-July 31)

Step 1 – After Prior Term Copy is run, pull BI Time Schedule Report

Go to bi.stanford.edu

Search for “Time Schedule (1072-Future) (PS_SR109a)” or navigate to Catalog > Shared Folders > Student Administration > Student Records > Course Scheduling > Time Schedule (1072-Future) (PS_SR109a)

  1. Select Process by “Subject”
  2. Leave “Academic Org (Dept/School)” blank
  3. Select terms 1182, 1184, 1186 & 1188 (or each one individually if you prefer to have separate reports per quarter)
  4.  Select your department’s Subject (ex. “GENE”)
  5. Leave Cognate Status, Component & Instructor to “All”
  6. Click Apply
  7. Click on second tab “Time Schedule Report” to view report

Step 2  - Review Information from BI Report

Step 3 – Email changes to Curriculum Administrator (medregistrar@stanford.edu) These include:

  1. Instructor & TA
  2. Any non-medical school rooms
  3. Non-medical school room meeting pattern
  4. Notes
  5. Enrollment capacity
  6. Instructor/Department Consent

Medical School Rooms do not need to be emailed to the Curriculum Administrator. These are exported to PeopleSoft after scheduling deadline

 

Classroom Scheduling (May 12-July 31)

  • School of Medicine Rooms – submit via excel spreadsheet to Med Scheduler.
  • Department Scheduled Rooms – receive necessary approvals and email to Curriculum Administrator (kyralui@stanford.edu) the room and meeting pattern to be entered into PeopleSoft.
  •  Main Campus Rooms – email Curriculum Administrator (medregistrar@stanford.edu) the course number, meeting pattern, expected enrollment and room features. A request will be submit on your behalf to the main campus.

 

Drop-In Lab Dates

                Thursday, May 18 from 10:00-11:30am in Alway M206

                Tuesday, June 6 from 2:00-3:30pm in Alway M206