Make final changes to fall 2019 classes by Friday, August 23

It is imperative to make final changes to classes as soon as possible. Late class changes can negatively impact student financial aid eligibility, retention, and degree progress. It is the department’s responsibility to make changes prior to this deadline.

Changes that should be made by August 23, 2019, include:

• Credit changes of any kind (e.g., reduction, addition, variable to set, set to variable, etc.)
• Grading basis changes of any kind (e.g., A-F only to S-N only, S-N to A-F only, etc.)
• Class cancellations
• Career changes
• Repeat allowance updates
• Component changes

After August 23, ASR will formally review each class change requested. Many changes are not directly accommodated after students are enrolled and financial aid has been disbursed.

How do I make the change requests?

Changing credits

• If choosing a set number of credits for a variable credit class, request your changes by emailing ocmsched@umn.edu.
• If a reduction or addition to course credits needs to be made, submit your changes through ECAS.

Changing grade basis, career, component, and/or repeat allowances

• Submit your changes through ECAS.

Canceling a class with low enrollment

1. Change the Class Status to “Stop Further Enrollment” (on the Enrollment Control tab of CCS).
2. Notify all enrolled students directly and offer alternate options.
3. Email ocmsched@umn.edu to process your cancellation (and drop students).

Note: If your college requires collegiate approval for cancellation with low enrollment, also refer to your college procedures.

Canceling a class with zero enrollment

• Change the Class Status to “Cancelled Section" (on the Enrollment Control tab of CCS).

Confirm room assignments for fall 2019 (1199)

Room assignments for fall 2019 are available on the Class Schedule. Review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned.

Please note the following:

• Classes with zero and low enrollments are continuing to be centrally monitored if they are assigned a general purpose classroom. Email ocmsched@umn.edu as soon as possible if a class will no longer be offered or for assistance moving a class to a departmental space.
  
• There is an increased demand for classroom space on Tuesdays and Thursdays from 9:05 a.m.-12:05 p.m. If you can move a class to a departmentally controlled room during those times, please let us know.
  
• If you notice a class without a room assignment, notify ocmsched@umn.edu ASAP to work to find a classroom. We are aware that not all classes have been assigned a room during peak times.
  
• Remind instructors to verify their classroom assignment before the first class, as room assignments are subject to change prior to the start of the term.

Changes to TA role assignments in Canvas

Beginning Thursday, August 15, 2019, teaching assistants (TAs) who are the sole instructors of a course must be marked in PeopleSoft with the grade roster access field of ‘Grade’ or ‘Approve.’ This ensures TAs who are sole instructors have the appropriate level of access to enter grades and grant them the correct access in Canvas. TAs with grade or approve access will have the “Teacher” role in Canvas, which allows them to publish courses.

Please note: CCS grade “Access” for undergraduate TAs must be left blank. They are not allowed to enter or submit grades.

Auto-generation of unpublished courses in Canvas

For each active PeopleSoft course, including their sections, empty unpublished academic course sites are automatically generated in Canvas. Instructors and teaching assistants (TAs) assigned in PeopleSoft will see the generated courses in their Canvas dashboards. They can import course content or build it from scratch. Once they are done, they will need to publish the course, so enrolled students can see the content. The following schedule shows the dates when the courses are generated for each upcoming term:

• Fall term: April 16
• Spring term: August 1
• Summer term (including May term): January 3

If faculty and instructors are planning to teach a class in Canvas and their course site does not appear on their dashboard, they are directed to reach out to their college or campus scheduler to ensure they are assigned as the primary or secondary instructor in PeopleSoft. More information can be found on the OIT page on Auto-generated Course Sites.

Astra Schedule updates

Astra Schedule, the University’s academic and event scheduling system, has been converted into four unique, campus-specific databases (Crookston, Duluth, Morris, Twin Cities/Rochester) and should now be accessed via the links below.

• Crookston: z.umn.edu/CrookstonAstra
• Duluth: z.umn.edu/DuluthAstra
• Morris: z.umn.edu/MorrisAstra
• Rochester: z.umn.edu/RochesterAstra
• Twin Cities: z.umn.edu/TwinCitiesAstra

Please update your bookmarks accordingly. Any questions, comments, or feedback should be directed to ocmsoftwarehelp@umn.edu. We want to hear how it is going and appreciate the feedback.

Canceling classes for fall 2019 with zero and low enrollments

If you do not plan to offer a class, the class needs to be cancelled in CCS as soon as possible and before the start of the term. Failure to cancel a class has a direct impact on students. Please do not try to do workarounds to hide the class from the schedule.

For classes with low enrollment to be cancelled, please do the following:

1. Change the Class Status to “Stop Further Enrollment” on the Enrollment Control panel of CCS.
   
2. Notify enrolled students directly to offer alternative options before requesting a class cancellation.
   
3. Email ocmsched@umn.edu to process your cancellation.
   
4. ** If your college requires collegiate approval for cancellation with low enrollment, also refer to your college procedures.

For classes with zero enrollments to be cancelled, change the Class Status to “Cancelled Section” on the Enrollment Control panel of CCS.

PeopleSoft Campus Solutions user guides

Need help remembering the path to a Campus Solutions page? If so, please refer to the Campus Solutions Navigation Guide (Google Sheet). Detailed PeopleSoft Campus Solutions guides can be found on the Academic Support Resources (ASR) website.