Quest & Email - Prior Term Copy

The Prior Term Copy process is used to copy forward basic Schedule of Classes information from a previous like term to a new like term with a variety of selection options. Note that facilities and enrolments do not carry forward.

This procedure provides the steps for copying classes from one term to another.

The dates should be requested about a week prior to give other areas time to set up. Contact the Grad office in Grad Studies to set up the GRD Regular term session dates. Contact the Records systems team to set up the UG Regular and PCS term session dates and ensure that PCS is run first.

The session dates should be verified using the Term/Session Table to confirm the start and end dates for each session, prior to executing the Prior Term Copy process.

Check with the Systems team to make sure prior term copy date is okay as scheduled and that PCS has already been run.

Log into SCHDPROC in Quest

View session dates for GRD and UG to ensure the beginning and end dates are correct for the new term (Term/Session Table)

• Set Up SACR → Foundation Tables → Term Setup → Term/Session Table

Open

There are two panels in the Prior Term Copy process. Use the Prior Term Copy panel to set the selection parameters for the terms and groups of classes for copying. Use the Prior Term Copy2 panel to select the details attached to the classes for copying.

To access Find an Existing Value—Prior Term Copy dialog box:

• Curriculum Management → Roll Curriculum Data Forward → Copy Prior Term’s Schedule

On the Find an Existing Value—Prior Term Copy dialog box, select Search. A list of run control IDs that you have created appears.

• the run control on SCHDPROCs account is “Prior_Term_Copy”

Open

In the Academic Institution field, accept the default of UWATR.

From the Roll From Term look up list, select the applicable term from which you wish to copy term information.

From the Roll To Term look up list, select the applicable term you wish to create.

From the Academic Group look up list, select the Academic Group for which classes will be copied.

• There should be 13 panels for “Regular” session:

  • AHS

  • ART

  • CGC

  • ENG

  • ENV

  • GRAD

  • MAT

  • REN

  • SCI

  • STJ

  • STP

  • THL

  • VPA

The Subject Area and Campus (which should be blank!) select the Subject or Campus for which classes will be copied. If Subject Area is selected, the Catalog Number From and Catalog Number To fields will be available for selection.

The Session drop-down list should be Regular for all classes. To add additional selection criteria such as another Academic Group to the Prior Term Copy process, select the plus button. Repeat the steps above.

Select the Copy Prior Term’s Schedule2 tab.

Under the Class Status section, choose the status of classes you wish to copy forward.

• Active and Stop Enrl (this includes closed sections) (Should be checked on). Cancelled and Tentative should be left unchecked.

Select Roll Options as required.

• Roll Combined Sections, Roll Class Notes, and Roll Reserve Capacities should be checked

• Use Catalog Component, Roll Room Characteristics, Roll Meeting Patterns, Roll Instructors, Roll Class Requisites, Roll Class Attributes, Roll Textbook Assignments, Roll Class Assoc Attributes should all be unchecked

On the toolbar, select the save button.

The system saves the report parameters under your run control ID.

On the toolbar, select yellow Run button.

• The Process Scheduler Request dialog box appears. Ensure the server name says “SISP1”.

Select OK.

The Prior Term Copy process starts.

To observe the status of your process request, select the Process Monitor link.

The Establish Courses window minimizes, and the Process Monitor window appears with a listing of all processes organized by operator ID. The Prior Term Copy process appears at the top of the list. Wait for it to be Complete

To exit the Prior Term Copy panel group, on the toolbar, select the yellow Return to Search button, or select any of the navigation points left of Prior Term Copy on the navigation map above the panel group.

Once Prior Term Copy has a run status of Success and a distribution of “Posted”, the Scheduling Office asks the SISP team to include the new term in the drop down list on the Schedule of Classes and the scheduling team to change the notes on the Schedule of Classes by creating a Jira “Records Support - Quest”, and this should be the contents of that request (https://uwaterloo.atlassian.net/wiki/spaces/SOR/pages/43531174319 ) Here’s the procedure to change the note on the schedule of classes web site.

Once the Prior Term Copy is complete the Scheduling Office must also run Queries and carry out clean ups.

• Schedule of Classes – run for previous like term to find all sections that were cancelled (X in the Class Stat column). Use this to see if the current term needs to have sections renumbered because those cancelled sections will not carry forward. Also remove any of “Off Exchange” courses using the newly added term UW_RS_SCH_SCHEDULEOFCLASSES_SB

• Consent Mismatch - Consents should match the catalog consent the schedule of classes consent should be changed. Run it for GRD and UG (leave SWREN as is) UW_RS_SCH_CONSENT_CHECK_LW

• Drop Consent Mismatch - Consents should match the catalog consent the schedule of classes consent should be changed. (except Engineering; SYDE, ECE, ME, GEOE, ENVE, ect) UW_RS_SCH_CONSENT_CHK_DROP_SB

• Grading basis doesn’t match the catalog (Exception is PD - leave that as is) UW_RS_SCH_GRD_BASIS_NE_SB

• Unit weights don’t match the catalog, change scheduling units to match catalog units UW_RS_SCH_UNTS_NE_CAT_UNTS_SB

• Components not in catalog but have been scheduled UW_RS_SCH_COMP_CHCK_SB

• Primary component not graded component  UW_RS_SCH_CMPNT_MISMATCH_LW

• Fixing mismatched class components UW_RS_SCH_MISSING_COMPONENT_JV

• Run after above query to re-add any that were accidentally removed UW_RS_SCH_COMP_NOT_ASS_CLS_JV

• Fixing Auto Enrol with no secondary component UW_RS_SCH_AUTO_NO_AUTO_ENRL_NP

• Fixing reserve capacity sequence orders UW_RS_RESERVE_CAP_ORDER_NP

• Check Combined section totals to ensure they match (create new column and add formula (=EXACT(F3,G3)) UW_RS_SCTN_CMBN_TOTALS_SB

• Removing the TST component from online courses – it forces the departments requesting the addition to get approval from CEL (except STAT 230 and 231) - UW_RS_SCH_TRM_W_TST_COMP_S

Once the query cleanup has been done and the new term is appearing on the schedule of classes, inform the Scheduling Representatives to access this preliminary information for the new term and provide a deadline by which they must send information to the Scheduling Office. The email to be sent out to the scheduling reps: