Maintain Schedule of Classes

As of Spring 2021, all online courses are now considered Distance Education (DE) sections. Online (-6xx) classes no longer require approval from DELTA to be scheduled or modified. Departments are responsible for scheduling DE sections alongside their on-campus and hybrid offerings.

Step 1:  Add a New Section

• Navigate to the Basic Data tab in Maintain Schedule of Classes.
• Click the ‘+’ (Add) button to create a new section.

Step 2:  Complete Required Basic Data Fields

Session

• For fall/spring, choose: Regular Term, Eight Week 1, or Eight Week 2.
• For summer, choose: 3 Week, 5 Week, or 10 Week.

Start/End Date

• Auto-populates based on selected session.

Class Section

• Must be a three-digit number (e.g., 001, 105).
• Section numbering conventions:

Note: You may add letters (e.g., H for Honors, Q for FYI) at the end for a four-character code (e.g., 001H).

Component

• Available components are pulled directly from the course catalog. If an approved component is missing, it must first be added via the Class Associations tab.

Class Type

• Most sections are Enrollment sections.
• For non-enrollment components (e.g., labs or problem sessions), link them to the primary component.

Associated Class

• Typically:
  • All similar sections (same credit hours/restrictions) share one association.
  • Sections with variable credits (ex. special topics or internships) must each get a unique association.

Campus

• Defaults to Raleigh Main.

Location

• Click the magnifying glass to select the appropriate campus.
• Use DISTED for online sections.

Academic Organization

• Auto-fills based on the course catalog.

Holiday Schedule

• Defaults to SA (standard academic calendar).

Instruction Mode

• Defaults to P (In-Person). Update based on delivery method:

Schedule Print

• Must be checked for the class to appear in the student class search..

Step 3: Save

• Click Save in the bottom left corner of the screen.

• In the Scheduling Work Center, click Schedule New Course under More Class Scheduling (left menu).
• Enter the following search criteria and click Search:
  • Academic Institution = NCSU1
  • Term = appropriate term
  • Subject Area = course prefix
  • Catalog Nbr = course number
• Once the course is found, follow the same steps outlined in Step 2 to complete required Basic Data fields.
• Click Save.

Fill out and submit the Add New Section form.

Step 1:  Navigate to the Enrollment Cntrl tab in the Maintain Schedule of Classes page.

Step 2:  If students are already enrolled, check the box labeled Cancel if Student Enrolled (located at the bottom of the tab). This step is required to proceed with cancellation when enrollments exist.

Step 3:  From the Class Status dropdown, select Cancelled Section.

Step 4:  Click the Cancel Class button.

Step 5:  (Optional) Enter a message to enrolled students in the free-text box provided.

Step 6:  Click Save in the bottom left corner to finalize the cancellation.

In Maintain Schedule of Classes, go to the Meetings tab, then scroll to the Meeting Pattern section to view or edit the following:

• Facility ID: The assigned location of the class.
• Capacity: The official seating capacity of the room (auto-populated).
• Pat: Meeting pattern selected from a standard list (not all-inclusive).
• Mtg Start / Mtg End: Class start and end times. The system will alert you if you enter non-standard times.
• MTWTFSS: Days of the week the class meets; check the boxes under corresponding days.
• Start/End Date: Auto-populated based on the session dates from the Basic Data tab.

Enter Facility ID only for non-“110” rooms, such as labs, conference rooms, or department-controlled spaces (e.g., “210” lab).

• Enter Facility ID only for non-“110” rooms, such as labs, conference rooms, or department-controlled spaces (e.g., “210” lab).
• If a “110” classroom is needed, leave the Facility ID box blank. During schedule optimization, these sections will be assigned appropriate “110” classrooms automatically.
• For online Distance Education classes, enter DEONLINE as the Facility ID.
• To request a DELTA-controlled classroom, contact Jiakaira Dixon at jcdixon@ncsu.edu.

• If an instructor requires a specific “110” classroom, submit a pre-assign request during the open scheduling access period using the Request Room link under the Facility ID field.
• Requests must be justified by specific needs (e.g., instructor mobility, specialized technology).
• Generic reasons such as “instructor likes the room” or “class has been there before” are not valid and will be denied.

To request a change to a “110” classroom after initial scheduling, submit a Room Change Request via the Google form.

• Fall/Spring and Summer terms have separate timetables with standard meeting times outlined in the Unified Campus Time Table.
• All classes should be scheduled within these standard meeting times to optimize classroom use and schedule flow.
• Non-standard meeting times require advance approval through the Non-Standard Meeting Pattern form by the deadline on the scheduling production schedule. These requests are reviewed once per term by the Registration, Records, and Calendar Committee, so deadlines are strict

• To request a change in meeting time after open scheduling access closes, submit a Time Change Request via the Google form.

Go to the Meetings tab in Maintain Schedule of Classes. Scroll to the Instructors for Meeting Pattern section.

• ID: Instructor’s employee ID number.
• Name: Auto-fills based on the ID entered.
• Instructor Role: Choose one of the following roles:
  • Instructor of Record: Responsible for course design, instruction, and assigning the final grade.
  • Classroom Instructor: Handles daily teaching and grading but does not oversee course design or the final grade.
  • Instructional Support: Assists in course delivery (e.g., grading, lab supervision, logistics) but is not responsible for planning or instruction. Common examples include TAs and tech support.
    
• Print: Check this box for the instructor to appear in the public class schedule.
• Access:
  • Post: Grants access to submit final grades.
  • Grade: Allows viewing of grades but not posting.
    
• + / –: Use the + icon to add additional instructors.
• View All: Click this link to display all instructors assigned to the section, especially when more than two are listed.

Important Notes

• At least one Instructor of Record is required for every class section.
• For graduate-level courses (500 and above), only instructors approved by the NCSU Graduate School may be assigned.
  • These instructors are added to the Instructor/Advisor Table by the Graduate School.
  • Once updated in SIS, the instructor will be searchable and assignable in Maintain Schedule of Classes.
  • For questions, contact Jamie Digesare: jldigesa@ncsu.edu

• Only classes with more than 5 enrolled students are eligible for ClassEval.
• If a Classroom Instructor is listed, ClassEval will evaluate them, not the Instructor of Record.
  • For ClassEval questions, contact Grae Desmond: dgdesmon@ncsu.edu.
• Instructor information is required for all NC State classes and supports tracking of instructional and non-instructional workload.
• Each instructor may be assigned a Load Factor (percentage of instructional responsibility).
  • The total Load Factor for all instructors must equal 100%.
  • Load Factor may be left blank (i.e., treated as 0%) if others total 100%.

Step 1:  In Maintain Schedule of Classes, go to the Enrollment Cntrl tab.

Step 2:  Enter values for:

• Enrollment Capacity: The maximum number of students who can register for this section.
• Wait List Capacity: The number of students allowed to join the waitlist once the section is full.
  • SIS will automatically enroll the next student on the waitlist if a registered student drops the course.

Step 3:  Ensure that Requested Room Capacity matches Enrollment Capacity.

Step 4:  Click Save (bottom left corner).

Important Note:

• Classroom assignments (for “110” rooms) are based on a minimum seat fill rate of 75%, in accordance with NC State guidelines.
• Departments are encouraged to regularly review and adjust enrollment caps:
  • Account for anticipated demand and program growth.
  • Make adjustments for historically under-enrolled sections.
• Accurate enrollment caps help:
  • Improve classroom utilization data reported to the UNC System.
  • Ensure more efficient room scheduling.

Use this process to review past enrollment trends:

Step 1:  In MyPack Portal, go to the Student Information System homepage.

Step 2:  Select the Reporting Tools tile.

Step 3:  In the left-hand menu, choose Enrollment Statistics.

Step 4:  Enter the Subject Area (course prefix). Optionally, enter a Catalog Number to narrow the search.

Step 5:  Choose a term to view a breakdown of enrollment totals by section.

Step 1:  In Maintain Schedule of Classes, go to the Basic Data tab. Scroll to the Class Attributes section at the bottom.

Step 2:  If attributes already exist and you need to add another, click the ‘+’ icon to add a new row.

Step 3:  Click the magnifying glass next to Course Attribute to open the Look Up Course Attribute table.

Step 4:  Select the appropriate attribute.

Step 5:  Click the magnifying glass next to Course Attribute Value to open the corresponding value list.

Step 6:  Select the correct value for the chosen attribute.

Step 7:  Click Save (bottom left corner of the screen).

YESEVAL: Indicates the class requires a ClassEval.

BIWEEKLY: Identifies classes that meet on alternating weeks (A/B pattern).

INTERN: Flags internship courses that require a liability insurance fee (handled by Insurance & Risk Management, processed by the Cashier’s Office).

Catalog attributes apply to entire courses. They should not be manually added to individual sections unless already approved at the course level.

GEP: GEP Requirements

• FAD: Foundations of American Democracy
• GLOBAL: Global Knowledge
• HES: Health/Exercise Studies
• HUM: Humanities
• INTERDISC: Interdisciplinary Perspectives
• MATH: Mathematical Sciences
• NATSCI: Natural Sciences
• SOCSCI: Social Sciences
• USDEI: U.S. Diversity, Equity, and Inclusion
• VPA: Visual and Performing Arts

TERM: Typical Term Offerings

• ALL: Offered in Fall, Spring, and Summer
• FALL: Offered in Fall Only
• FALLSPRG: Offered in Fall and Spring
• FALLSUM: Offered in Fall and Summer
• SPRG: Offered in Spring Only
• SPRGSUM: Offered in Spring and Summer
• SUM: Offered in Summer Only

YEAR: Typical Scheduling Frequency

• ALTEVEN: Offered in Alternate Even Years (ex. 2024 and 2026)
• ALTODD: Offered in Alternate Odd Years (ex. 2025 and 2027)
• ALTYRS: Offered Alternate Years (not specific to even or odd year, but not offered every year)
• ONDMND: Offered Upon Demand (offered when department or college determines appropriate demand)
• THRDSEM: Offered Every Third Semester (offered every three semesters)
  
  Note: Even if a course has a YEAR attribute like ALTEVEN, sections from the previous like term will still roll forward. Schedulers should monitor activation status to prevent scheduling inactive or off-cycle courses.

Step 1:  If a new section is needed, follow the instructions in Adding a Section. Otherwise, proceed to Step 2.

Step 2:  Request the topic title for the upcoming term by either contacting Registration & Records or submitting the Special Topics Request form.

Step 3:  Once the topic title has been created in the course catalog, assign it to the section.

Step 4:  In the Course Topic ID field, enter the topic ID directly or click the magnifying glass icon to search available options.

Step 5:  Check the box for Print Topic in Schedule so the title will display in Class Search.

Step 6:  Click Save (bottom left corner).

Adding Notes for Students (if applicable):

Step 7:  Go to the Notes tab. Either select an exiting note or enter the custom text in the Free Format Text box.

Step 8:  To add more than one note, click the ‘+’ icon on the right.

Step 9:  Click Save again.

A special topics course offering may have the grading method changed on a per semester basis, as long as the requested grading method is already an available option in the catalog. Use the Special Topics Change of Grading Method form and submit directly to the Office of Undergraduate Courses, Curricula, and Academic Standards. Once approved by OUCC they will then send to Registration & Records for processing.

Each semester, verify with instructors whether they intend to use the assigned room for their final exam.

• If the instructor is using a physical room, set the Final Exam Flag to YES to ensure visibility to students in MyPack.
• If the instructor is not using a room (e.g., final paper or online assignment), set the Final Exam Flag to NO.

Note: Room type does not affect the flag setting.

How to Update the Final Exam Flag in SIS

Step 1:  In the Scheduling Work Center, go to: More Class Scheduling > Class Associations.

Step 2:  Enter the following search criteria:

• Academic Institution = NCSU1
• Term
• Subject Area = enter the course prefix
• Catalog Nbr = enter the course number

Step 3:  Click the Class Components tab.

Step 4:  In the Final Exam drop-down menu, choose YES, NO, or Last Class Meeting.

Step 5:  Click Save (bottom left corner).

If a change to the assigned final exam time or location is needed, an email should be submitted to Registration & Records at classscheduler@ncsu.edu.

Requests may be granted if the following conditions are met:

1. The instructor’s dean’s office has approved the change.
2. All enrolled students agree to the change, and
3. Students with conflicts are offered an alternate or make-up exam.