Class Offerings
CourseLeaf Section Scheduler (CLSS), our new class scheduling system, launched on January 23, 2017. CourseLeaf Section Scheduler (CLSS) has reinvented the way departments and schools determine when to offer class sections across campus. This intuitive online tool allows schedulers to conveniently plan, update, and even visualize their class schedules each semester.
Currently, the following schools at Emory University are using CLSS:
- Emory College
- Laney Graduate School
- Woodruff School of Nursing
- Goizueta Business School
- Oxford College
- Candler School of Theology
- Rollins School of Public Health
CLSS Support Service
Software issues with CourseLeaf Section Scheduler (CLSS) will be tracked and monitored via Salesforce by the CLSS support team: CLSSHELP@registrar.emory.edu
Once you submit an inquiry, you will receive a New Case notification email stating the Case #.
A member of the CLSS support team will communicate with you via email. You will receive updates/communications via email.
Once the case is resolved, you will receive a closed case notification via email.
The Office of the University Registrar endeavors to complete all inquiries within 3-5 business days from submission for any normal request. The time frame can be longer though depending on if the situation requires escalating to CourseLeaf’s Client Support Services.
Overview
Class Offering is the process in which schools at Emory University, and the departments within schools, submit to the Office of the Registrar their schedule of classes for future semesters. These updates will be done in CourseLeaf/CLSS by the approved scheduler assigned to the department/school. This process takes place based on the CourseLeaf timeline. This document presents Emory University schools and departments with procedures required for a correct and complete submission of their course offering.
Applicability
This policy applies to all schools at Emory University using CourseLeaf/CLSS.
Policy Details
Class Offerings must be submitted in CourseLeaf/CLSS no later than the date listed on the timeline for a semester.
Class Offerings will be submitted and updated directly into CLSS. Approved schedulers will have an opportunity to submit and update classes for the assigned schools/departments during the Planning Phase. Please see the tentative time frames for the Planning Phase for each semester below:
- Fall: Early December - Mid-February
- Spring: Early July - Late September
- Summer: Mid-November – Mid-January
After the Planning Phase and class offerings are in OPUS from CLSS, there will be a two week period when CLSS will not be available to schedulers. This is called the Proofing Phase. During the Proofing Phase, the Registrar's Office will process workflow items (i.e. cross listings, room assignments, new instructors, credit hours, etc.). After the Proofing Phase, CLSS will re-open and schedulers will be able to submit updates in CLSS. This will be the Publish Phase for each semester:
- Fall: Early March - Late December
- Spring: Early October - Mid-May
- Summer: Late January - Mid-August
Schedulers will be notified of error causing items as they “Save Sections” and/or “Validate” classes within CLSS.
After the Publish Phase, CLSS will not be available. This will be the Archive Phase. During this phase, a semester will go into the Historical section. Class schedules may be viewed only but not updated in this phase.
Failure to adhere to this policy may cause delays in the process and/or a chance of incorrect data.
Here are some of the benefits of CourseLeaf:
- Seamless class scheduling experience for all scheduling units
- Faster scheduling of classes and integration into OPUS
- Schedule building based on up-to-date OPUS data
- Schedule of classes will be available to students faster – regardless of the student’s career
- Potential planning tool for multiple term schedule building
- Room scheduling can begin earlier and with less impact from schedule adjustments
- Better validation and integrity of class data in OPUS
- Create a unified method for the timing and availability for schedule of classes for students
CourseLeaf will NOT:
- Be a mandated schedule planning tool
- Solve the issues of course demand, faculty availability, etc.
- Be available anytime for all terms. There will be strict cut off times/blackout dates where CourseLeaf will NOT be open for updates.
CourseLeaf will roll out in three phases:
Phase I
- Emory College
- School of Nursing
- Goizueta Business School
- Laney Graduate School
Phase II
- School of Theology
- School of Public Health
- Oxford College
Phase III schools (pending)
- School of Law
- School of Medicine
| Design Mode | Refine Mode | Refine Mode | Refine Mode | |
|---|---|---|---|---|
| Plan phase | Proofing phase | Publish phase | Archive phase | |
There are two types of Modes
- Design Mode – Data is NOT exchanged between CLSS and SIS (OPUS). All scheduling changes made in CLSS, at this point, will only be stored in CLSS and NOT updated in SIS (OPUS).
- Schedulers will only be able to make updates to their Scheduling Units. They will have “view only” access to other Scheduling Units.
- Refine Mode – Data is exchanged between CLSS and SIS (OPUS). Any changes, new sections, or deletes to existing sections that are successfully saved in CLSS, will updated in SIS (OPUS).
A Phase in CourseLeaf CLSS identifies the distinct time periods of the scheduling cycle.
Below are the four phases the we will have at Emory:
- Plan – Departments/Schools put their initial schedule together: securing faculty to teach, setting enrollment capacities, times, determining cross-listings, preferred locations, etc. All fields are editable by schedulers since it is the low risk phase.
- Proofing – CLSS administrators will enter cross listings, process workflow items, process some room assignments, make any necessary updates, etc. Some schools will NOT be able to make changes during this phase.
- Publish – Departments/Schools make final scheduling updates right before the schedule goes live for students to see in the class search. This phase also covers the registration period, meaning certain fields like the following should NOT be changed without notifying the enrolled students first: meeting patterns, cancellations, credit hours changes, changing from non-writing to writing or vice versa, and location. Publish phase will have more restrictions as to what fields schedulers may edit. The above fields are higher in risk of effecting student schedules and should not be edited, if at all possible.
- Archive – All scheduling changes cease in CLSS. This phase indicates the end of the scheduling cycle. All schedulers are prohibited from making adjustments to class schedules. Any class scheduling changes at this point are considered retroactive requests and must go through a formal approval process before being updated in SIS/OPUS.
Rules are a set of guidelines set by Leepfrog and Emory in CLSS to better assist you in correctly submitting your schedule of classes into OPUS. Rules can be set at the section level or the scheduling unit level. Rules can vary between Modes and Phases.
Please note, some Rules are in place for all schools in order to facilitate transmission to OPUS, and some are school specific and may not pertain to all schedulers.
There are three types of messages that you will receive, if there are errors once you "Save Section" or "Validate".
List of Some Rules Currently in CLSS
Below is a list of current Rules in CLSS. The Phase and Modes are listed by each rule. This shows which Mode and Phase a particular Rule is in affect. Also, if a rule is violated, the "On Failure" column shows the error type you will receive.
| >Rule Name | Instance | Phases | Mode | On Failure | Message | Full Description |
|---|---|---|---|---|---|---|
| 60% Primetime (UCOL and GSAS) | All Instances | Plan,Proof | Both | Workflow | 60% Primetime (UCOL and GSAS) | No more than 60% of a scheduling unit's classes may be scheduled between 10:00AM and 3:00pm without Provost approval |
| 9999 Not Valid Section Number | All Instances | All Phases | Both | Error | 9999 Not Valid Section Number | 9999 Not Valid Section Number |
| Any Change, Any New | All Instances | All Phases | Refine | Workflow | Any change or new section must get approval. | Any change or new section must get approval. |
| Assigned Room Cap Must Be ≥ Maximum Enrollment Cap | All Instances | All Phases | Both | Error | Assigned Room Cap Must Be ≥ Maximum Enrollment Cap | Assigned Room Cap Must Be ≥ Maximum Enrollment Cap |
| Cancelled Section Workflow | All Instances | Publish | Refine | Workflow | Cancelling a Section Must Be Approved | You are attempting to cancel a section. This must be approved by the Registrar's Office first. Please press Start Workflow to submit your cancellation request. |
| Classroom Cannot be Double-Booked | All Instances | All Phases | Both | Error | Classroom Cannot be Double-Booked | The selected room assignment is already in use by another class. Please adjust your room assignment. |
| Compliance 10AM-3PM | Off | All Phases | Both | Warning | Compliance 10AM-3PM | Compliance 10AM-3PM |
| Enrollment>0, Changes Not Allowed | Off | Publish | Refine | Error | Enrollment>0, Changes Not Allowed | When the Enrollment is greater than zero, changes cannot be made to meeting pattern or section number. Please adjust these values back to their original value to save successfully. |
| Missing Instructor | All Instances | Publish | Refine | Warning | Missing Instructor | This section currently does not have an instructor associated with it. Please assign an instructor other than the "Staff" option to save successfully. |
| No Session Changes | All Instances | All Phases | Both | Error | No Session Changes | No Session Changes |
| Primary Sections' Section Numbers Must be Numerical | All Instances | All Phases | Both | Error | Section Number Must be Numerical | This section must have a section number that is numerical. Please remove any non- numerical characters from the section number to save successfully. |
| Requested Room Cap Must Be ≥ Maximum Enrollment Cap | All Instances | All Phases | Both | Error | Requested Room Cap Must Be ≥ Maximum Enrollment Cap | Requested Room Cap Must Be ≥ Maximum Enrollment Cap |
| Section Number Start with X when Cancelling a Section | All Instances | All Phases | Both | Error | Section Number Start with X when Cancelling a Section | Section Number Start with X when Cancelling a Section |
| Sections in a Combined Section Cannot be Canceled in CLSS | All Instances | All Phases | Both | Error | Sections in a Combined Section Cannot be Canceled in CLS | Sections in a Combined Section Cannot be Canceled in CLSS |
| Standard Meeting Pattern Rule | All Instances | All Phases | Both | Warning | Does not Follow Standard Meeting Pattern | |
| Summer - Any Change Any New | All Instances | All Phases | Refine | Workflow | Changes Must Be Approved | Changes Must Be Approved |
- Class Scheduling Workflow (Design Mode) - UNDER CONSTRUCTION
- Class Scheduling Workflow (Refine Mode) - UNDER CONSTRUCTION
| Administrator | Persons in the Registrar’s office authorized to access CourseLeaf CLSS |
| Big Blast | Mass upload of CLSS to OPUS, OPUS to CLSS, etc. |
| CLSS | CourseLeaf Class Section Scheduler (pronounced “class”); Plan, edit, validate, and publish class schedules |
| Filter | Sort by course, section, instructor, etc. |
| Framer | Provides a view of sections by instance. Historical data can be viewed in the Framer. Information is pulled from SIS/OPUS |
| Heat Map | Visual representation of the number of sections in a scheduled week. Hovering over the heat map will reveal the number of classes for that time. Clicking within the heat map will reveal a detailed description of classes during that time. |
| Instance | Term |
| Leepfrog | The company that provides CLSS software and hosting |
| Scheduler | Person(s) in your department/school who has approved access to enter/update/submit class schedules |
| Scheduling Units | Department and Schools |
| SIS | Student Information System (OPUS) |
| Snapper | The Snapper shows the section being scheduled and related sections. The Snapper is so named because when hovering over the time grid, the software will attempt to “snap” the section into a pre-defined, standard meeting time. The default view is all sections of the same course, but other courses of interest can also be added. |
| Validation | Runs tests on a set of rules set by Emory to verify that classes are using resources to maximum efficiency. Error – Will not allow a section/scheduling unit to be saved as is. Warning – Will allow a section/scheduling unit to be saved, but caution should be taken before completing the schedule. The “Save As-Is” Button will be available. Workflow - Will allow a section/scheduling unit to be saved as is but approval will be required to complete entry of the schedule into the SIS/OPUS |
Text entered in the "Comments" section will go into Workflow for the Office of the University Registrar (OUR) to process. Details entered in the Comments section will only be visible to the OUR. Below is a list of keywords to be used as an example when submitting requests in the comments section.
| Text for Comments Box | Description | Example | Explanation |
| Same As | To add a crosslisting | Same as ANT 385 (5) = 15 | This is an example of what the originating department would submit to cross list with HIST 385 with 5 seats. The total enrollment would be 15 |
| Instructor: | To add an instructor not listed in CLSS | Instructor: Mary Poppins- 1234567, Primary; Instructor: Judy Jones - 2345678, Secondary; Instructor: Kim Nelson - 3456789, TA | The instructor's name, employee ID number, and role must be entered in the comments section. For example, Judy Jones - 2345678, Secondary instructor. |
| Room: | To add a room not listed in CLSS, list special room needs, anything room related | Room: Need room close to the quad, with windows, and with moveable chairs | |
| New Topic: | To add a new topic not listed in the drop down | New Topic: I Love Emory | |
| Tiered: | To add a class to the tiered enrollment list | Tiered: Sr-5, Jr-5, Soph-5, Fresh-5 = 20 | This is an example of a class of 20 on the tiered enrollment list: Seniors-5 seats, Juniors-5 seats, Sophomores-5 seats, and Freshmen-5 seats = 20 seats |
| Grade Mode Change | To change the grading basis (Refine Mode ONLY) | Grade Mode Change to S/U | |
| Session Change | To change sessions (Summer ONLY and Refine Mode ONLY) | Session Change to 2nd session | |
| Requirement Designation Change | To change to secondary requirement designation | Requirement Designation Change to HAP |
If you experience any issues while working in CLSS, please submit a ticket by emailing CLSSHelp@registrar.emory.edu. Our office will be notified when new tickets are submitted and will work as quickly as possible to resolve the issue. The amount of time needed depends on the type of issue reported. Please allow at least two (2) business days to resolve issues. When the issue is resolved, you will be notified via email. If the issue takes longer than two (2) business days to resolve, you will be notified of the status via email.
Please allow for a 24 hour turnaround time for processing workflow requests.
During peak times (i.e. Proofing Phase), turnaround times may be considerably longer for processing workflow requests.
SPECIAL NOTE (EMORY COLLEGE):
Please do NOT delete sections when CLSS is in Refine Mode. Sections/Classes in Refine mode should be canceled and not deleted.
View the Comments guideline and additional information
Please send an email to report bugs/issues: CLSSHelp@registrar.emory.edu.
Email us at CLSSHelp@registrar.emory.edu.