CLSS Workflows for Student-Impacting Changes

For CLSS Schedulers. This page outlines workflows used when schedule updates go beyond routine edits and affect enrolled students. These workflows explain when additional review or coordination is required and what your Scheduling Unit needs to do to complete the update correctly.

The workflow used during Design Mode is documented in the Schedule Build Workflow. 

Cancellation after Student Enrollment in Section 

1. Enter a cancellation reason in Internal UReg Notes.
2. Click Start Workflow. While the section is moving through the workflow, UReg Scheduling will set the enrollment cap (and the waitlist cap, if applicable) to zero in Banner to prevent any additional enrollment.
   Note: While a section is in workflow, it will remain active in Banner and PATH but no additional enrollment will occur once UReg sets enrollment to zero in Banner. The Qlik course roster is not real time, so instructors should pull class lists directly from Banner. Scheduling Units may not contact students about a cancellation until approval has been received from the appropriate School Approver.
3. Wait for the School Approver to approve the cancellation.
4. If approved, the workflow will route back to you (the Scheduling Unit). At that point, notify all enrolled and waitlisted students about the cancellation.
5. Click Approve on the workflow to confirm that all affected students have been notified.
6. The workflow then continues to UReg Scheduling, who will drop students and cancel the section in Banner.

NOTE: In the rare event that this cancellation is requested while students are building schedules in PATH, the Scheduling Unit is also responsible for notifying any students who have added the section to their PATH cart. Please work with your School Approver to access this information

Changes that Require Cancelling AND Creating a Replacement Section

If a section already has enrollment, changes to meeting days/times, credit hours or part of term cannot be made directly in CLSS. In these cases, the section must be cancelled and a replacement section created using the workflow below.

Note: Banner and CLSS restrict these edits because Banner cannot display potential student schedule conflicts once meeting patterns or key section details are changed.

1. Cancel the existing section

• Enter a cancellation reason in Internal UReg Notes and note that a replacement will be created.
• Click Start Workflow and follow the instructions in the popup.

2. Create the new section

• Once the cancellation is approved by the School Approver, create a new section with the updated information (days/times, credit hours or part of term).
• Instructor Permission must be added to the new section. Instructor permission is added to ensure that students dropped from the cancelled section receive priority in the new section.
• In Internal UReg Notes, include the course and CRN of the cancelled section for reference.
• Click Start Workflow on the new section.

3. Notify and support affected students

• After the new section is approved, the Scheduling Unit must:
  • Issue INSTR overrides to all students who were dropped from the cancelled section.
  • Instruct students to enroll in the new section.

Important Notes

• Waitlist Students: There is no way to transfer waitlisted students into the new section. Each waitlisted student must re-add themselves, and their original position is not preserved. A student who was #1 may lose that priority.
• PATH Carts: If this change occurs while students are building schedules in PATH, the Scheduling Unit must also notify any students who added the cancelled section to their PATH cart. Please work with your School Approver to access this information.