Purpose

              To change the DCU welcome message and settings when creating a new database for a term or updating the DCU welcome as we change the scheduling representatives’ access throughout the term

 Procedure

DCU set up for the first time after the database has been created:

Log into the Admin site of the DCU (https://isacadweb.nexus.uwaterloo.ca/DCU/Admin/)

Ensure that it’s pointing to the correct database in

• General Setup

  • Database Configuration

 The database you are going to be opening for reps should be listed under “Database Name:”

Enter the default term start and end dates:

• Display settings

  • Timetables

 Change welcome board message (see below for examples)

Instructors:

• Data entry settings

  • Instructors

    • Global Settings & Available Data

Instructor Types = TBA

Unavailability Types = Level 3 – Preferred – May be overridden

Unavailability types displayed in Timetables within the DCU = everything

Constraints there should be 6 constraints listed as the teaching windows

1. No Back-to-Back Classes

2. No Research Days Required (available 5 days/week)

3. Teaching Window - 8:30-4:00

4. Teaching Window - 9:30-4:30

5. Teaching Window - 10:30-5:30

6. Teaching Window - All day 8:30-5:30

Ensure the change request form is closed in the DCU when you have first opened the DCU, this will change later in the term and is described in the Message Board Examples below. The Change Request Form is found:

• Change Request Form

  • Change Request Settings

    • “Allow DCU users to send change requests” should be checked off

 Perform cleanup activities in the DCU after Systems is done on their end and update the Task document found on the “Scheduling and Exams” teams channel once complete:

In the Timetabler database use “Tools” then “RollOver” then “Delete…” and “Advanced” to “Select a data element:” then select “Deliveries”:

any deliveries associated with a TST slot

any deliveries with a forced time (Status has a green bottom)

any deliveries with no time or no room request (Status red top/bottom)

any deliveries with no Time request and a room request (white top/red bottom)

any deliveries with forced room and no time (green top red bottom)

This will ensure we are clearing out any forced times and rooms. Keep all deliveries with a Status of white and red top/white bottoms.

In Timetabler go to Secondary Files then Terms to check for term date accuracy example:

Along the left-hand navigation bar select Course Combinations and then check to ensure Course combinations are all enabled and that the Default Academic Block Type is set “to spread things out”

Once all the changes and edits have been made the DCU can be opened for the people with DCU access. This is done from:

• General Setup

  • Database Configuration

Then selecting “Open: Data Entry”

Message Board Examples

DCU Data Entry Period

For initial opening of the DCU for reps to enter course combinations, notes, instructor information & room/time/pattern requests using the DCU.

Message board message:

Preliminary Review Period

For Preliminary Review period, the DCU change request form should be opened.

Open the DCU Admin (link above) and select “Change Request Form” then “Change Request Settings”.

The Access Points should have “Allow DCU users to send change requests” should be checked on and “From the Delivery Edit Page” should be checked on.

E-Mail Settings the “Subject” should be changed to the current term numeric code.

Remove the question of “Time change requests now needs Associate Dean approval, does this have approval?”. To remove the question, select the question and then select the tiny trash can icon. She gone.

Message board message:

Final Schedule Released

For Final Schedule Released period, the DCU change request form should remain open.

The “Time change requests now needs Associate Dean approval, does this have approval?” required question should be added. The “Type” should be drop down list with “Yes”, “No - you may not submit this change until there is approval”, and “N/A”. To add this question, select the small plus icon under Change Request Questions, this pop-up will appear:

Enter in the question. Select under “Type” the “Drop-down list” radio button, enter in the three “Label”s and check the “Required” box.

Select “Ok” when done, then move the associate dean question to the top of the list. This is done by selecting the question and using the small arrows to move it up.

Message board message:

DCU View Only Period

Once we have pushed the course delivery information from the DCU into Quest we keep the DCU open, but with “View Only” access. Under “General Setup” and then “Database Configuration” the status should now be “Open: View only”.

The change request form should be “closed”:

 Message board message: