Adding/editing Reserves on Courses
PURPOSE
This procedure outlines what happens to requests for reserve capacities additions and edits to Undergraduate and Graduate classes for which requirement groups has not yet been created for use or already exist.
When a department indicates that they want to open up the reserves on a course (and you can’t delete it because there are students enrolled)…this also the procedure to follow.
PROCEDURE
Adding/editing a reserve
The Scheduling office will receive a request from the a Departmental Scheduling representative to have a reserve added to a class, on the Maintain Schedule of Classes.
Enter in the Start Date - this date should be before students will be enrolling in the class, typically entering the first date of the previous term is a safe date. If you’re adding reserves for the Spring term, entering a date of January 1st of that year.
The requirement group can be added by selecting the magnifying glass and searching the list, and putting some of the first few characters of the reserve in the “Description” box. Sometime the rep will ask for a short form of a plan, using a % symbol can broaden your search results. If the reserve needs to be created See below for how ask for a reserve to be created.
Once you have found the reserve on the list select it
Add the “Cap Enrl” number that the rep has given you. That number can not be higher than the Enrollment Capacity on the Enrollment Control tab.
You can add multiple reserves by selecting the plus button shown below, and repeat the steps above
New non-existing reserve
When the Scheduling Office receives a request from a Departmental Scheduling representative to have a reserve added to a class and the requirement group has not already been created for use. If it’s undergrad email sarecord@uwaterloo.ca to have the reserve created. If it’s Graduate Studies Office charged with adding new reserves will review the plans required with the Departmental Scheduling rep (if any doubts arise). Email gscheduling@uwaterloo.ca
The respective systems team will send the requirement group number via email to the Scheduling Office once complete.
The undergrad office or grad office will inform the Departmental Scheduling rep of any discrepancies, and will detail exactly what changes are required.
If the Scheduling Rep is unable to provide a list of programs/plans/sub plans, the undergrad or grad will interact with the Records and Systems team to prepare a list.
In-activing Reserves
In Quest: change the Start Date of the reserve to the last day of the term (Last day of April/July/December) which will make the reserve inactive for the remainder of term. The reserve will be active again for the next ‘like’ term when we run Prior Term Copy. One limitation is that the web schedule of classes will not change and it will appear that the reserves are still effective, but they are not. The capacity of those successfully enrolled in the reserve will change, but the reserve caps won’t. See screen shot below:
Explain to the department who request to open up “all spaces” in the course once done:
“The effective date has been changed in Quest on all reserves on this course to open all available spots until max enrollment in the course is achieved. This includes any previously reserved spots that may become available if a student drops the course. The reserve capacity changes will not be reflected on the Schedule of Classes and at this point you must refer to the enrolment total only. The date change will not affect the next year’s course during Prior Term Copy.”
One week after the start of the a term we will inactivate all the reserves using this procedure.