Section and Meeting Editing

When scheduling decisions are made, Ad Astra admin users can edit the details of a meeting or a section. All edits will be retained within Ad Astra, even if data is ingested from the Student Information System.  Learn how to change a user's permissions

 

Access to Section and Meeting Details

Editing section and meetings take place on the details screen. The application you are accessing the details from will determine how you access the details.

Align

After you have selected a course from the course list in Align, go to the Sections tab to find the individual sections associated with a course.

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When the "List" is toggled on, you can select an individual section to view the section and the meeting details. 

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Monitor

After you have selected a course from the course list in Monitor, go to the Sections tab to find the individual sections associated with a course.

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Schedule

From the List view, simply select a section.

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Editing Meeting Details

Within a selected section there are two panels with information for the section -  Meeting details and Section details. Once you are here, if your permissions allow editing, you will see an Edit button. 

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When the Edit screen opens, you will see 2 different tabs that allow you to edit either the Meeting Details or the Section Details. 

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On the Meeting Details tab, you have the option of editing the different components of a meeting. 

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  1. Section Code: A section code can be modified to be any value important to an institution.

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  2. Term: Non-editable
  3. Part of Term: Change a Part Of Term by selecting from the drop-down. Information is ingested from the student information system.

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  4. Date Range: Modifying a date can be done in two ways.

    Input a date value. For example, a date range of January 17, 2022, to May 13, 2022, would be keyed in as 01/22/2022 to 05/13/2022.
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    Select a date range from a calendar. A user can also select the calendar icon to the right and select the specified date for the start and click OK. Then select the second calendar icon to choose an end date and click OK.
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  5. Meeting Days: Choose a day/days for a meeting by clicking on the day represented. If the day of the week is not selected, it will have a dotted circle and gray fill. When a day of the week has been selected, the circle will have a blue fill.

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  6. Time: The way you are able to edit time will depend on your user role in the system.
    Contributor roles (see Manage Users) can change a time to one that falls within a defined meeting pattern. The available meeting pattern time will display in the drop-down based on the meeting days selected above. The times will also indicate if a meeting pattern is ‘standard’ and/or ‘on grid’. Meeting patterns can only be altered by admins. Learn about meeting pattern settings.

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    If the user has an Admin role, they have the ability to use the Time Picker toggle (Ad hoc time selector) that will allow for a time to be selected outside of a defined meeting pattern.

    The desired time can be keyed in manually into the input box,
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    Or the time can be selected with the drop down in 5 minute increments.
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  7. Campus: Select the desired campus. 
  8. Building: Select the desired Building.
  9. Room: See the Editing Room Assignment section below.
  10. Instructor: One or multiple instructors can be added to a section, with the ability to mark an instructor as primary for the section.

    You can find an instructor by typing a name into the input box to narrow the list or search by an instructor's ID if known. Use the magnifying glass to do an advanced search for an instructor.
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    With the advanced search for instructors, you can choose from a variety of filters to choose faculty candidates.
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    To delete an instructor from a section, click on the trash can icon next to their name.

    Banner customers may use the percent responsible, percent session, and session indicator fields to indicate how an instructor is allocated and to which session they are associated. Typically, percent responsible would be used for a multi-instructor scenario, and percent session would be used for cross-listed sections where the same instructor is listed for both sections.
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  11. Modality: Institutions have varying ways to represent course modality and is not directly editable from this editing page. Learn more about editing modality settings
  12. Instructional Method: Selected from a drop-down of defined values from the settings. The Instructional Method settings can be in the Academic Settings.
  13. Session Indicator: A value that can be altered by an institution to a value representative of their system settings and workflow.

 

Editing Room Assignment

To have accurate room availability, users will need to have a term, meeting days, and time configured for the section before selecting a room assignment. The room drop-down selection will display basic information about the room, including whether the room is available, the room type, and the max capacity. This room drop-down list is automatically filtered to show rooms that can at least hold the section’s max enrollment or more. This drop-down can also be filtered by room type, see the Meeting Type to Room Type Mapping in the Academic Settings article. Users can select any room in the drop-down.

If a suitable room isn’t found within the room drop-down list, users may select the magnifying glass to view an unfiltered list of rooms for the selected building.

As users modify a section meeting pattern, campus, or building, the room dropdown will reset to check availability and display an updated room list.

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Curious to view double-booked rooms? Check out the Double Booked Rooms report available within Report! 

 

Editing Section Details

Selecting the Section Details tab will allow you to edit the Section Details. 

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On the Section Details tab, you have the option of editing additional components of a section. 

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  1. Section Title: Editing the text here will change the name of the section.

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  2. Section ID: Created by the student information and can not be edited.
  3. Actual Enrollment: Number of students enrolled in a section, not editable.
  4. Projected Enrollment: 
  5. Max Enrollment: Maximum allowed enrollment for the section and related to the number of seats offered. Updating this number will change the seats as well.

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  6. Seats: Controlled by the max enrollment, if the max enrollment is edited the seats will update to reflect the same number.
  7. Status: Available to select from a dropdown menu, editable in the setting page.
  8. Delivery Method: Available to select from a dropdown menu, editable in the settings page.
  9. Instructional Method: Available to select from a dropdown menu, editable in the settings page.
  10. Credit Hours: Credit hours assigned to the section.
  11. Billing Hours: Credit equivalent hours which the institution charges for credit courses.
  12. Attendance: Available to select from a dropdown menu, editable in the settings page.
  13. Grade Mode: Available to select from a dropdown menu, editable in the settings page.
  14. Session: Available to select from a dropdown menu, editable in the settings page.
  15. Cross-List: Input the cross-list code, if applicable. 
    If your SIS is Banner and you utilize the write-back functionality (section publishing), this field will NOT update in Banner. If it is edited in Ad Astra, it will not publish and will be overwritten by import. These changes must be made in Banner.
  16. Approval Code: Available to select from a dropdown menu, editable in the settings page.
  17. Tuition and Fee Waiver: Select this box if the tuition and fee should be waived for this section.
  18. Student Instructions: This input box is to have notes, helpful information, or instructions that are student-facing for them to have at enrollment. For example: “This is an online class. Online classes are available for access on Friday before class starts. Online classes require that you log in no later than the first Monday of each class by 8:00 pm.”

 

Adding Sections

On the Sections tab when viewing the course's section list, you can quickly add a new section by clicking the add section button at the top left of the list.

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The new section will appear in the list, highlighted in blue, and you can click on the new section to add or edit details to the new section.

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The new section requires a section code be added before changes can be saved.

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Deleting Sections

To delete a section, you must open the section from the Course's section list.

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When the "List" is toggled on, you can select an individual section. 

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In edit mode, click Delete. 

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If a user selects Delete for the section, it will mark the section as “Planned Delete”. The user must click Save to continue the delete process. The deleted section will appear in the section list as a planned delete. In order for planned delete sections to be removed, editing capabilities must be removed for your institution and allow an ingest from the Student Information System. Most users will want to ensure all edits have been recorded or published to the SIS before removing editing capabilities to ensure no data is lost.

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If delete was selected in error, you can also restore a 'Planned Delete' section by drilling into the details of a planned deleted section, clicking Edit, and then clicking Restore.

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Section Publishing

Customers using the Ellucian Banner will have the option to write back any section and meeting edits back to their Student Information System. Learn about section publishing

For institutions that either cannot or do not wish to use section publishing and write-back edits to their student information system, one of the questions will be "how do we know what was edited in Ad Astra so that we can put those changes into our SIS".

To help support the section scheduling and schedule building experience, the section export includes a tag to any field that has been edited in Ad Astra. In the spreadsheet generated by the export, "(edited)" will display in the applicable column following the value.

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