Training Material for Department Course Administrators
Step-By-Step Guide for Academic Year 2018-2019

 

Course Catalog Management (March 27 – May 4)

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 by May 4, 5:00pm

!!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 08/01/2018
  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 14-June 25/July 31)

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

  1. Go to bi.stanford.edu
  2. 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)
  3. Select Process by “Subject”
  4. Leave “Academic Org (Dept/School)” blank
  5. Select terms 1192, 1194, 1196 & 1198 (or each one individually if you prefer to have separate reports per quarter)
  6. Select your department’s subject (ex. “GENE”)
  7. Leave Cognate Status, Component, and Instructor to “All”
  8. Click Apply
  9. Click on second tab “Time Schedule Report” to view report

Step 2  - Review information from BI Report

Step 3 – Enter changes in CLSS form - https://exploredegrees-nextyear.stanford.edu/wen/

Classroom Scheduling (May 14-July 31)

  • School of Medicine Rooms – Smartsheet to Medscheduler by June 25
  • Department Scheduled Rooms – receive necessary approvals. Enter in CLSS by July 6
  • Main Campus Rooms – enter “General Room Assignment” and room characteristics in CLSS by July 6

SoM Registrar's Office/Medscheduler Open Lab Dates

  • Wednesday, April 25 from 1:30-3:00pm in Alway M206
  • Wednesday. May 16 from 10:00am-11:30am in Alway M206
  • Thursday, May 24 from 1:30-3:00pm in Alway M206
  • Wednesday, May 30 from 10:00-11:30am in Alway M206

Additional Resources

Explore Courses Admin - http://explorecourses.stanford.edu/admin

CLSS training material - https://registrar.stanford.edu/staff/courses-class-scheduling