CLSS Scheduling Phases

• Part One: Scheduling Units build the schedule in Design Mode
  • Schedule data lives ONLY in CLSS during Design Mode.
  • Reports are pulled from CLSS (not Banner/Qlik).
  • Schedulers enter key details such as meeting days and times, instructors, enrollment caps, registration restrictions, department room assignments or general purpose room preferences.
  • Once the schedule is complete, the Scheduler validates the full schedule as a whole and initiates the workflow. 
  • Tip: Use Validate frequently throughout the build to catch errors and warnings earlier, rather than later. 
• Part Two: Approver Review & Schedule Build Workflow 
  
  • Approver reviews schedule for accuracy and signifies approval of Schedule by approving the Schedule Build Workflow. 
  • In CLSS workflows, Approvers are labeled as Chair with the Scheduling Unit code, even if the Approver holds another role in the SU, like a director. For example, the Approver for Film Studies is listed as FMST Chair. 
  • Tip: Validation warnings do not appear in the workflow approval screen. To view, click Edit (above In Workflow box, top right) to view your Scheduling Unit's page in CLSS. Click the red Validate box at top of page. 
• UReg Scheduling conducts a high-level check (e.g., structural balance, Banner data readiness) and approves. CLSS Schedule pushed to Banner. Schedule Build Workflow is completed.
• Part Three: Scheduling Unit enters Refine Mode for Ad Hoc Edits.
  • Schedule data now lives in BOTH CLSS and Banner. 
  • Reports pulled from CLSS and Qlik.
  • Validation and workflow triggers at the section-level upon saving updates.
  • Approved CLSS updates sync to Banner in real time.
  • Banner populates NEW sections in CLSS with CRNs.
  • Important: Some data lives in CLSS only. It will never appear in Banner or Qlik, even in Refine Mode. 
    • Internal UReg Notes
    • General Purpose Preferred Room Attributes
    • Inactive Sections
    • Validation Warnings
    • Workflow Status
    • Final Exam Selection (still in development)
•  Revisions may continue in CLSS until end of Schedule Build Phase
  • Note: Some Scheduling Units may have limited time in Refine Mode during the Schedule Build Phase and that’s okay! As long as the  Schedule Build Workflow is approved by the Scheduling Unit Approver before the deadline, the schedule will be pushed to Banner.
  • Scheduling Units that miss the Approver deadline may receive lower priority during general purpose classroom assignment. 

• School Approver reviews schedules and provides feedback to Scheduling Units.
• University Registrar Scheduling conducts data integrity checks.
• Issues requiring Scheduling Unit review may be flagged in CLSS using section attributes (including REV) and Internal UReg Notes.

• CLSS reopens for Scheduling Units to make corrections and additional section updates.
• Scheduling Units review sections flagged with REV section attribute and check Internal UReg Notes in CLSS for required actions. 
  • View REV-attributed sections: In the applicable term's page in CLSS, click on Filter (top right). Under Section criteria, enter REV in the Attributes Code field and click Apply. 
  • Sections still flagged with REV that impact room assignment will not receive a general purpose classroom assignment.
  • Corrections are not complete until the workflow is finalized and the REV section attribute is cleared by UReg Scheduling.
• Validation (error checking) and workflow trigger at the section-level when updates are saved. 

• CLSS locked to Scheduling Unit edits to allow UReg Scheduling to assign general purpose classrooms (i.e., public classrooms).
• Room priority is based on utilization, capacity, use of standard time slots, accessibility accommodations and other institutional factors.
• Note: Sections still flagged with the REV section attribute may lose priority for room assignment. 

Once the schedule is published, it becomes visible to students in PATH. CLSS editing permissions and workflow behavior vary by Publish Phase stage, which is driven by registration activity and other parallel processes.

The 7 stages within the Publish Phase are: 

1. Schedule Revisions Continue
2. Registration Prep by UReg Scheduling - Locked to Scheduling Unit edits
3. PATH Cart Building
4. PATH RegOpt - Locked to SU edits
5. Open Registration
6. Term in Progress
7. Term Closeout

Note: Publish Phase stages apply to CLSS scheduling updates only and do not necessarily mirror student registration windows. 

Examples:

• Even if Add/Drop is paused, Scheduling Units will still follow the rules of the Open Registration stage.

• When students are still within the Add/Drop registration window but the term has started, Scheduling Units will work within the constraints of the Term in Progress stage.

See below for more details about each stage in the Publish Phase.

• The term is fully locked in CLSS and no further edits are allowed.
• Section data is no longer connected or synced with Banner.

Scheduling Units resume schedule revisions after general purpose room assignment.

Student Activity

• Schedule is visible to student in PATH.
• No student registration.

CLSS Edit Rules

• Sections cannot be deleted or inactivated. Cancel status is available. 
• Significant enrollment decreases may require review by the School Approver.

• Review General Purpose room assignments and submit room change requests using Preferred Room Attributes. 
• Be mindful of room shortages during peak time slots. Place sections in departmental spaces when possible. 
• Add TIER section attribute. 
• Review sections newly flagged with REV section attribute and check Internal UReg Notes for required actions.
• Replace TBD titles and course descriptions for COLL 100s, 150s and Topic sections.
• Review:
  • Sections hidden from student view
  • Sections with missing instructors
  • Sections with instructor permission required
• Tip: Use Qlik to pull Scheduling Reports.

CLSS locked to Scheduling Units (SUs) as University Registrar (UReg) finalizes registration setup.

Student Activity

• Occurs just before carts open, during Advising.
• May include some manual registration (SAS, St Andrews).

CLSS Edit Rules

• Locked to Scheduling edits by SUs. 
• Outstanding workflows paused. 
• Tiering changes not permitted. 

• Ensure all required edits are submitted before this stage begins.
• Allow time for any workflows to finish processing.
• Late change requests will not be accepted while CLSS is locked.

Carts open for UG students to build their schedules. 

Student Activity

• Students add preferred and alternative courses in PATH during the cart-building window.
• Some set their cart early; others revise it throughout the week.  

CLSS Edit Rules

• No edits that make a section more restrictive (adding instructor permission, major restrictions, prereqs).
• Changes requiring a workflow + School Approver Approval:
  
  • Days or times
  • Delivery mode
  • Grade mode
  • Credits
  • Enrollment drops
  • Start and end dates
  • Removal of major or subject section attributes (example/ removing HIST subject attribute from ENGL course)
  • Cancellations
  • Note: This is not an exhaustive list and subject to change

Scheduling Unit Notes

• Students expect courses to appear as they did during the initial days of cart-building so changes should be limited barring unforeseen circumstances.
• Cart-building data will be shared with SUs if a section is canceled or changed. The SU is responsible for notifying impacted students.

Registration Optimization and results reviewed. Locked to Scheduling Units for edits. 

Student Activity

• There is no live student activity during this phase.
• PATH registers students in rounds using cart preferences.
• Students are grouped by social class and registration is randomized within each group using a “snake” pattern that reverses each round.
• Tiering limits are enforced and each student is placed in one course (or co-requisite group) per round.

CLSS Edit Rules

• Locked. All changes must be submitted by the Scheduling Unit’s School Approver.

Scheduling Unit Notes

• UReg and School Approvers analyze RegOpt results to improve student outcomes. This may include:
  • Identifying courses with high unmet demand
  • Working with departments to add sections or adjust capacities
• On the final day of the PATH RegOpt in CLSS, results will be pushed to Banner.
• This is the point when SUs will be able to see student enrollment in Banner. Great time to start pulling Scheduling reports from Qlik. 

Add/Drop begins for students. Waitlisting set.

Student Activity

• During the Add/Drop period, students make real-time updates in PATH, including registration changes and joining waitlists.
• Registration opens by social class (starting with seniors) on the first day of Add/Drop. Major restrictions are enforced on the first day and lifted morning of Day 2.
• Waitlisting also begins on the first day of Add/Drop. Not all courses will have a waitlist. All UG waitlist maxes set to 50.
  • Some registration restrictions are not enforced at the waitlist level (e.g., time conflicts and corequisites); however, these restrictions are enforced if the student is offered a space in the course.

CLSS Edit Rules

• No edits that make a section more restrictive (adding instructor permission, major restrictions, prereqs)..
• Changes requiring a workflow + School Approver Approval:
  
  • Days or times
  • Delivery mode
  • Grade mode
  • Credits
  • Enrollment drops
  • Start and end dates
  • Removal of major or subject section attributes (example/ removing HIST subject attribute from ENGL course)
  • Cancellations
  • Note: This is not an exhaustive list and subject to change

Scheduling Unit Notes 

• Reducing restrictions (e.g., removing instructor or restrictions) is allowed and can improve registration outcomes
• PATH registration errors are global—a single section error can block all registration actions for a student. Avoid changes that introduce new registration blocks.
• If a section is canceled, the Scheduling Unit must notify all enrolled and waitlisted students (available in Qlik or in Banner Class List for instructor of record).
• Sections that require instructor permission will not have a waitlist. You may remove instructor permission from a section to enable waitlisting, but you cannot add instructor permission to a section that already has registration in order to disable a waitlist.
  • Waitlists cannot be reordered. If a student needs a seat, the best practice is to have them add themselves to the waitlist.
  • If classroom capacity allows, this is a great time to increase enrollment caps to admit students from a waitlist.

First day of classes through final exams.

Student Activity

• Includes conclusion of Add/Drop.
• Ongoing registration for sections with non-standard parts of term.

CLSS Edit Rules

• Any changes to sections with enrollment require workflow approval.
• Courses offered during non-standard parts of term continue to be added. Workflow required. 
• Room changes require School Approver approval.

SU Notes

• Changes to sections with student registration require School Approver approval and should be made only when absolutely necessary.

Term has ended but not yet Archived in CLSS.

Student Activity

• Students who did not successfully complete the second part of a two-term Honors project must have both terms' sections retroactively converted to independent studies. Student registration for these conversions is coordinated through the Charles Center.

CLSS Edit Rules

• Only approved Honors-to-independent-study conversions may be submitted.
• All other changes must be submitted by the Scheduling Unit’s School Approver.