CLSS Help Guide

CLSS edit access is restricted to those who are responsible for scheduling their department's classes.

If you need to request CLSS access for the first time or need access to edit another department, please fill out the Request to Add or Remove a CLSS Scheduler. Although users can see all schedules, an individual is only able to edit the schedules they have access to.

Use this link to sign in: https://nextcatalog.uaf.edu/admin/dashboard/.

Log in using your UAF SSO. If encountering difficulties logging in  it's possible that the individual doesn't have a CourseLeaf user account. Contact the Curriculum Management Team at UAF-curriculum@alaska.edu to verify user account status.

CLSS contains historical terms, current terms, and future terms. Historical terms are archived as non-editable. Current terms are published in UAOnline.

Choose the instance (semester) to be edited.

Double-click on a term to open it, then find the unit in the list of scheduling units. Only the approved schedulers listed for a unit can make edits to that unit’s sections. Double-click on the unit line to open its schedule.

The top navigation shows the term you are working in and the department. Click the term to return to the list of departments. Click CourseLeaf/CLSS to return to the CLSS homepage. 



The next line shows how many courses you have scheduled, and how many individual sections are scheduled. These numbers include non-owned courses. Next, you will see what Phase and Mode your schedule is in. If the schedule is in Design Mode.


Each course show the subject and catalog number and the long title.

The scheduling unit screen shows a list of courses with existing sections. By default, the list only shows courses with sections. To view sections of a course double-click on the course shell. In the image below, ACCT  is the course shell, and the sections are nested below, each displaying the CRN, section number, instruction type code, instructor, and schedule.

To expand all courses with scheduled sections, click the opposing arrows near where the number of courses and sections in the unit are displayed - the converging arrows next to it will collapse all the lines again.

To view all active courses available to a scheduling unit, including those without sections, check the box labeled "Show courses with no sections" in the top right corner.

Double-click on a course to view all scheduled sections. Section number, component, instructor, meeting pattern, topic title, and cross-lists will be shown. If the cross-lists start with "See," that means that section is the parent section. If the cross-lists start with "Also," that means it is the child section.





Double-click a section to view or edit an existing class.
Click the green plus to the right of a course to add a new section.

Click the green plus to the right of a course to add a new section.



The Create Section pop up will appear.



Details for completing each field are below under Adding a Section (Detailed Instructions).

CourseLeaf Section Scheduler (CLSS) streamlines how colleges and universities determine their class sections each term—everything from inputting, editing, validating, approving, and updating the sections.

The unit home screen only shows classes that have already been scheduled for a term. To view all available courses in the course catalog, click Show courses with no sections.



If still not visible, it may not be in the catalog. If a proposal was recently submitted please check the CIM to see if the Status is Registrar. If in the status Registrar reach out to the Curriculum Management Team. Once added to Banner it will show in CLSS the day after they have been processed.

Design Mode: You can find where an item is in the workflow at the top of the unit's page.



Refine Mode: You can find where an item is in the workflow at the bottom of the form.



To view who is in the role of the workflow, hover over the role and the individual(s) email will present itself in the bottom left hand corner of the screen.

The dropdown list of instructors only show those assigned to the unit. If they are not in the dropdown, click Other... and search again. This will search all instructors at UAF.

Instructors must be added to the instructor/advisor table. If this is the first time they are teaching, fill out and submit the CLSS Missing Instructor Approval Form.

Error messages are helpful; they ensure the information provided adheres to UAF Policies and Procedures.

• All error messages include instructions on how to fix the rule being broken. Please read the instructions carefully.

Examples of common error messages are the following:

Rule 118. Double booking Rooms not allowed


Rule 116. "Does Not Meet" must add session hours

CLSS has two modes: Design Mode and Refine Mode.

Schedules will be in Design Mode when working on an upcoming semester. In Design Mode, all units will be submitted as a whole unit. All edits, deletions and additions are made before validation and starting the workflow. None of the submissions will sync to Banner until they are out of the workflow.

Schedules that have made it through the workflow in Design Mode will then be in Refine Mode. All schedule edits will be submitted one at a time to the workflow and all changes will sync in realtime to Banner and UAOnline.

 

CLSS has several phases: Plan/Proof, Room Assignment, Registration, Post Registration, Locked, and Archive.

The phase is viewable at the top of the unit:

Unlike Modes, all schedules must be in the same Phase at the same time. They are controlled at the university level, not the department level.

• Plan/Proof Phase - CLSS starts in Plan Phase, during which changes to all units are permitted. This Phase is only in Design Mode.
• Room Assignment Phase - Room Assignment Phase is used to temporarily limit changes while the Academic Scheduling Specialist assigns general-use classrooms to any sections missing or requesting a general-use classroom that wasn't assigned by the unit. Room Assignment Phase typically lasts less than one day; CLSS is then moved into Review Phase.
• Review Phase - This phase is in Refine Mode only. After this time, sections can't be deleted (only cancelled).
• Locked Phase - No edits are permitted. Locked Phase is only used when needed by the Academic Scheduling Specialist when trying to trouble shoot an issue in CLSS. 
• Archived Phase - No edits are permitted, and CLSS no longer checks for updates to these terms as the semester has ended.

Please subscribe to the CLSS Scheduling Deadlines Calendar to receive notifications of upcoming due dates. These dates can also be viewed under Upcoming Class Scheduling Deadlines.

Error can’t Save (fatal flaws - these are your friend):

Warning can Save, but proceed with caution:



Workflow Save for Approval:

There are two reasons why a room may not appear in the dropdown or when typed into the search bar.

1. The location does not exist in which the Missing Location in CLSS Form will need to be filled out. Typically the location will be created in one to two business days and will show up in CLSS the next day after creation in Banner.
2. The location is offline due to maintenance for the semester.

You can find the current list of CLSS unit schedulers here.

All zero enrollment sections are required to be canceled in CLSS after the add/drop deadline. You can find the add/drop deadline in the UAF Academic Calendar.

The drop-down menu usually shows the default value and "Other/Long Title/Subtitle." For Varying Topics courses, Seminars (F-92), Special Topics, and Trial Courses, previous titles used for the section may also be viewed.

• To change the title, select "Other/Long Title/Subtitle." The transcript title is a short title (30-character limit) that appears on a student's transcript. The long title area is for adding a subtitle or long title for Varying Topics courses, Seminars (F-92), Special Topics, and Trial Courses.

• The beginning digit will correlate with session codes (see number 7).
• The ending digit of a section number indicates the number of sections for a course and are to never end with a zero.

The "Campus" field is student-facing. It is a drop-down field that denotes which UAF Campus a section is being offered at. This assignment determines which campus has scheduling authority over that section, and helps to direct students, fees, and registration questions to the right offices.

                        Always Double-check Campus

• All new additions automatically default to Fairbanks Campus.

The Status field is student-facing and is used to allow or deny registration.



All new sections not assigned a CRN are required to stay Inactive, the Bursar's Office is the one that activates CRNs for new sections.

Selection of Cancelled is only allowed in Refine Mode. 

This field is student-facing and is used to require students to have special approval to register for a section.

Examples:

• Instructor Approval Required
• Closed (Restricted) Enrollment

"Grade Mode" pulls from the Catalog, it is best practice to also check the grade mode in CIM. Selecting Student Choice allows students the ability to audit. Grade modes are never altered in the schedule.

For example, a course that is listed as a letter grade cannot be changed to pass/fail in the schedule.



A course cannot be both pass/fail and letter grade per Board of Regents Policy R10.04.090.

The Part of Term field is student-facing and crucial for scheduling, registration rules, financial aid, and benefit eligibility.

It sets the duration of class meetings and the time span a student must engage with the class content. This affects scheduling to meet contact hours and how CLSS applies rules to a section. The drop-down menu shows the default start and end dates for the term, but these dates are just an indication and do not necessarily determine the meeting pattern dates for a section.

Part of Term Regulations:

The start dates for a semester must always fall within the instructional period of that semester and must never start after the last day of instruction for that semester.

F - Full Semester (15 weeks total)

• Sections are required to meet for the full 15 weeks

FP1 - 1st half of semester (8 weeks total)

• Sections are required to meet for the full 8 weeks

FP2 - 2nd half of semester (8 weeks total)

• Sections are required to meet for the full 8 weeks

F01 - 1st Week Start

• Sections start the first week of the semester but end before or on the last day of the semester

F02 - 2nd Week Start

• Sections start the second week of the semester but end before or on the last day of the semester

F03 - 3rd Week Start

• Sections start the third week of the semester but end before or on the last day of the semester

F04 - 4th Week Start

• Sections start the fourth week of the semester but end before or on the last day of the semester

F05 - 5th Week Start

• Sections start the fifth week of the semester but end before or on the last day of the semester

F06 - 6th Week Start

• Sections start the sixth week of the semester but end before or on the last day of the semester

F07 - 7th Week Start

• Sections start the seventh week of the semester but end before or on the last day of the semester

F08 - 8th Week Start

• Sections start the eighth week of the semester but end before or on the last day of the semester

F09 - 9th Week Start

• Sections start the ninth week of the semester but end before or on the last day of the semester

F10 - 10th Week Start

• Sections start the tenth week of the semester but end before or on the last day of the semester

F11 - 11th Week Start

• Sections start the eleventh week of the semester but end before or on the last day of the semester

F12 - 12th Week Start

• Sections start the twelfth week of the semester but end before or on the last day of the semester

F13 - 13th Week Start

• Sections start the thirteenth week of the semester but end before or on the last day of the semester

F14 - 14th Week Start

• Sections start the fourteenth week of the semester but end before or on the last day of the semester

F15 - 15th Week Start

• Sections start the fifteenth week of the semester but end before or on the last day of the semester

FM - Manual Part of Term

• The meeting days for sections are outside of F, FP1, FP2, F01 - F15 parts of term

• Custom start and end dates for FM part of term must be within the semester in which a section is scheduled and is required to follow the academic calendar.

FDE - High School/Dual Enrollment/Tech Prep

• Sections taught in high schools for secondary students.

FYS - Full Year Spring

• Sections that meet for 6 months or more starting in the spring

FYL - Full Year Summer

• Sections that meet for 6 months or more starting in the summer

FYF - Full Year Fall

• Sections that meet for 6 months or more starting in the fall

Custom start and end dates are required for the follwoing parts of term:

• FM - Manual Part of Term
• F01 - F15 (only if custom dates are entered in the meeting patterns.)
• FDE- High School/Dual Enrollment/Tech Prep
• FYS - Full Year Spring
• FYL - Full Year Summer
• FYF - Full Year Fall

The Credit Hrs field shows the course credits assigned in the Catalog and can't be changed at the section level, except for Variable Credit Courses.

The variable credit range appears in light gray as "# to #". To let students choose their credit amount within this range, leave the field as-is. To set a specific credit amount, enter that number in the field. Sections can't be offered for credits outside the range of what is listed in the Catalog, and the range can't be shortened, only locked at a specific amount or left open as the full range.

Non Variable:  


Variable: 

If "Viewable on Search, Can Register" is selected it allows the section to be viewable in UAOnline and for students to register.

If "Not Viewable on Search, Cannot Register" is selected the section will not be viewable and students will not have the ability to register through UAOnline.

Schedule Type cannot be changed unless the section being added is a Directed Study, Special Topics (F*93), or a Trial Course (F*94). The information in this field is determined by its Catalog-Level record in CIM.

This field helps the Office of the Registrar determine which sections require a General Use Classroom for their final exam. It also notifies the Registrar's Office if a section has a final exam but doesn't need a General Use Classroom assigned in 25Live.

There are three options:

• Yes - general-use classroom on Troth Yeddha' campus needed (only use this one if the instructor truly needs a general-use classroom for the final)

• Yes - No room needed for final (use this option if the section is not already scheduled in a general-use classroom and the instructor doesn't require one for the final exam)

• No Final Exam - Section does not have a final exam

To edit, delete, or add an instructor click the blue pencil icon.

The dropdown list of instructors only shows those assigned to the unit. If they are not in the dropdown, click Other... and search again. This will search all instructors at UAF.

• Searching for Instructors:

  • Preferably search by UA ID number.
  • If the ID number is unknown, search by last name, first name.

• Adding Instructors:

  • Ensure all instructors are in the instructor/advisor table.
  • For first-time instructors, submit the CLSS Missing Instructor Approval Form.

• Instructor Roles:

  • Primary Instructor:
    • Only one per section.
    • Manages grading and student overrides.
  • A blue star marks the primary instructor in CLSS scheduling.
    • The Snapper tool uses this to show their occupied times with a red bar.

• Primary Role and Blue Star:

  • An instructor can have a blue star without being the primary.

• Calculating Percent Responsibility:

  • Instructors' total responsibility must sum to 100%.
  • Assign any combination of percentages as long as they total 100%.

• Assigning Instructors to Meetings:

  • Meeting patterns appear at the top of the Instructors window.
  • By default, all instructors are assigned to all patterns.
  • To designate responsibilities, click a meeting pattern line to separate them.
  • Ensure total responsibility across all patterns equals 100%.

The Schedule area provides a summary of the section's meeting patterns and serves as a link to the Snapper. Every section has at least one meeting pattern, even if it's labeled "Does Not Meet."

To open the Snapper, click on the displayed meeting pattern. To remove all scheduled meeting patterns, click the X. Various aspects of a section affect the schedule; refer to the quick links below for related pages and processes.

Snapper

The Snapper is the scheduling interface for CLSS. It displays the section being scheduled along with related sections. Named for its ability to "snap" sections into standard meeting times when hovering over the time grid, its default view shows all sections of the same course, but you can add other courses of interest as well.

Heat Map


The fire icon in the Snapper functions just like the Visualize/Heat Map tool (see tools) from the schedule view.

Days

The Days drop-down allows the addition or removal of days from the schedule. By default, weekends are excluded they will need to be selected. To include weekends go here and select them.



Patterns

The Patterns drop-down displays potential meeting schedules for a section. These schedules depend on the Type of Instruction and the credit count listed on the course shell at the catalog level, excluding credit distribution. Understanding the course distribution is crucial for ensuring adequate contact hours when scheduling courses.

Meeting Patterns appear in this format:

MP stands for meeting pattern, next is the number of credits, followed by the distribution (lecture hours |lab hours) then the days and the minutes per pattern. 

Day Initials are as follows:

M = Monday            T = Tuesday              W = Wednesday             R = Thursday                F = Friday                 S = Saturday                U = Sunday

Selecting a meeting pattern then clicking on the calendar will schedule a meeting pattern for the section. To view the meeting type, room and dates for the pattern just created, or to add a second meeting pattern click on “Meetings” in the lower-left corner.

User-Defined Meeting Pattern:

If a section cannot fit into standard meeting blocks, a user-defined meeting time can be set. Follow these steps to assign a User Defined Meeting Pattern:

1. In the Patterns dropdown, select "User Defined." The menu may close and reopen.
2. Enter the desired meeting pattern in the "Day initial, start time - end time" format in the Meeting Pattern Name text box at the bottom. For example, for meetings on Monday and Wednesday from 8:00 am to 4:00 pm, enter "MW 8:00 am - 4:00 pm."
3. Click Add to apply the pattern.

For further management of meeting details:

• Click the Meetings button to view meeting details for a section.

• Use the green plus icon to add new meeting patterns, the pencil icon to edit existing ones, and the trash icon to delete them. The pattern highlighted in green is the one being edited or deleted.
• To adjust Type, Room, and Dates, click the pencil icon to open the Meeting Details window.

• To change the pattern itself, select it and use the calendar or the User Defined Meeting Pattern tool.

Normally, meeting patterns use Default Dates, which match the standard start and end dates for the section's Part of Term. To specify specific dates, use the Meeting Details tool after selecting a pattern.

Note: Multiple meeting patterns may be required for sections with more than one delivery method. Ensure the Meeting Type matches the delivery method or Schedule Type from the catalog.

After entering meeting patterns, do not click the red X at the top of the snapper, as this will discard changes. Instead, click the small grey x, then click Accept at the bottom right-hand corner of the snapper to save your changes.

 




Meeting Types:

The meeting type lists how a section will be delivered. Schedulers must specify a meeting pattern and select the appropriate meeting type for each delivery method. To update the meeting type:

1. Click the Meetings box.
2. Click the pencil edit icon.
3. In the meeting type drop-down, select the option ending with (meeting type will be listed).
4. Click Accept.
5. Click the small grey X next to the green plus sign.
6. Click Accept again.
7. Save your section.

Note: For multiple delivery methods, create a separate meeting pattern for each. The meeting type must match the Schedule Type from the catalog.

List of meeting types:

• (Class): Meeting is held Face-to-Face.
• (Arranged): Meeting is Arranged.
• Seminar (no parentheses): Schedule type is a seminar.
• (Audio Conference): Meeting is held via Audio Conference, distinct from Zoom.
• (Video Conference): Meeting is held in a specific location like a classroom; students must attend in person (not distance learning).
• (Lab): Meeting type is a Lab, and Schedule Type is Combined Lecture/Lab.
• Lab (no parentheses): Schedule type is a Lab.
• (Web-based): Meeting is held online, either synchronously or recorded for asynchronous viewing.
• Studio (no parentheses): Schedule type is a Studio.
• (Field): Meeting type is fieldwork.
• Field (no parentheses): Schedule type is Field.
• Thesis (no parentheses): Schedule type is Thesis.
• Research (no parentheses): Schedule type is Research.

The Room section of the Section Edit window includes the Room Selection drop-down and integrates with 25Live Room Seek. 

Classroom scheduling protocols must also be followed when requesting locations at UAF.

Selecting a Room:

• The Room Selection drop-down displays eligible locations for each scheduling unit. Information is sourced from Facility Services, departments, and colleges. If a room's ownership is incorrect or needs updating, fill out the Missing Location in CLSS form.
• In addition to departmental rooms, the drop-down includes general-use classrooms available to all units.
• Note: Avoid listing a General Use Classroom at Troth Yeddha` Campus if it's unnecessary to prevent automatic assignment by the Registrar’s Office. Contact the Curriculum Management Team if you can't find a location.

Room listings show Building Code, Room Number, Room Name, and maximum capacity from Banner. Ensure section capacity doesn't exceed Design and Construction's occupant load for locations. If a room is assigned, the drop-down displays it for single-room assignments; otherwise, it shows "Multiple Rooms" requiring editing in the Schedule.

Searching for "Other Room..." displays less common or possibly unused locations.

Rule 118 - Double Booking Rooms:

• This error occurs if a location is in use during the specified days and times. For two sections with the same instructor at the same time, list the location and the other section's details in the internal comments, leaving the location as a general-use classroom.
• If this error appears incorrectly (without double-bookings), CLSS may not recognize custom start and end dates; follow the same steps as above.

25Live Room Seek:

• Available in Refine Mode for schedulers, 25Live Room Seek displays location availability and allows selection directly from this screen by clicking the green select button.
• Hover over blue location information to view details in 25Live, redirecting to the site for features, layouts, and availability.

Room Attributes:

• Use Room Attributes in 25Live Room Seek to refine searches by location features (e.g., Computers, Ceiling Microphones).
• Select an attribute from the dropdown in 25Live Room Seek to see available locations for specified meeting days and times, particularly useful for selecting General Use Classrooms.

The Maximum field is the total number of students that can register in the section. Sections must always have at least 1 seat. The maximum enrollment must not exceed the student capacity for any assigned room listed in () next to the room in the dropdown.

• Accurate estimates of expected class size help select the proper classroom size and reduce room changes after the semester starts.
• Consult Academic Scheduling when significantly increasing enrollment or consolidating sections to ensure classroom availability.
• Enrollment history or anticipated increases will be used to determine classroom size. Enrollment limits should be reviewed and adjusted based on actual previous term enrollments, with an estimated increase no more than 15%. Justification in writing is required for increases greater than 15%.

The Wait Cap is the number of seats available on a section's waitlist. When a section is full, it appears as "closed" on UAOnline. If a section has a waitlist, students can join it through the first week of classes. Being on the waitlist doesn't guarantee a seat, but if a spot opens up, the first student on the list will be notified by email and given a limited time to register for the class.

In the “Comments” field, you can trigger several processes such as:

• Adding section fees
• Indicating cohorts
• Specifying section co-requisites
• Providing reasons for cancellation
• Requesting a location when hidden by the Registrar’s Office
• Ensuring sections are in the same location (rule 118.)
• Including other important internal information not visible to students
• Labeling eCampus courses as Rural Campus sponsored

Some fields trigger fatal error messages that require specific information to be copied and pasted into the comments, such as if "Does Not Meet" is listed for the meeting days and times, Honors Cohort Code, and Co-requisite. If it is important for internal use, please list it here.

For cross-listed or stacked sections, a new Xlist/Stack Enrollment area will be available. The Maximum field in this area will show the total enrollment limit for all sections in the pairing and will only appear on the parent course. If you want to set a specific maximum for cross-listing, this value must be adjusted within the parent section.



Ensure the total does not exceed the room's capacity. For more details on cross-listing and stacking, refer to the Xlist/Stack With page of this document.

To cancel a section that is cross-listed or stacked with another section, follow these steps:

1. Access the child section (where the cross-listing/stacking occurred).
2. Remove the parent section from the xlst area and submit the changes.
   • If canceling only the child section, removing the parent section from the xlst area allows both to be canceled simultaneously upon submission.

This process involves just two steps if it's the only change needed. After completing these steps in the workflow, proceed to cancel the section as required. The same steps apply if both sections need to be canceled.

If the sections were manually cross-listed or stacked by an Academic Scheduling Specialist and cannot be edited in CLSS, contact them directly to remove the cross-listing or stacking.

25Live Room Seek is one of the best features in CLSS and is only available for use in "Refine Mode". It allows an individual to view locations in 25Live, as well as, allow the selection of a location right from this screen by hitting the green select button to the right. Hover over the blue location information and click on the location to view it in 25Live, this will forward to the actual 25Live site to room details, from this area features, layouts, and availability can be viewed.

Room Seek also takes into account any events that are not scheduled through CLSS to make sure the schedulers are viewing accurate availability of locations.

To Use:

1. For best results select room attributes.
2. From the Edit Section form with the “Room” field.
3. From the CourseLeaf Snapper on the bottom left of the window. 
4. From the Meetings Details screen:  

When selected, this powerful solution runs an availability search in batches of 10 against all of the spaces that UAF allows individuals to potentially book at that point of the scheduling cycle. The results of that search will return a screen like the following: 



At the top, highlighted in gray, will be all of the data points CLSS uses for its space search. It will then check all meeting days for the entire range of dates the section runs. If there are any conflicts for a room on any of the dates, the room will show under “Not Available”. It is only spaces that are free on ALL dates that will show up as available. If a room is available on all dates, the final two data points, enroll max and room features, are used to determine which “Available” category a room is placed under.

In Person Or Online:

• Navigate to meetings.
• Enter the meeting days and times for the first meeting pattern. (this should be the in person portion)
• Select the plus + sign or the copy icon.

• Select the meeting pattern if you used the plus sign and then enter the meeting days and times for the new pattern.

In Person And Online:

• Navigate to meetings.
• Enter the meeting days and times for the first meeting pattern. (this should be the in person portion)
• Select the plus + sign.
• Select the meeting pattern if you used the plus sign and then enter the meeting days and times for the new pattern in Patterns.

Only courses that are "Varying Topic" (this must be stated in the course description of the Catalog course), Special Topics (F*93), and Trial Courses (F*94) are required to list the short title and course title listed on their approval forms. Seminars (F*92) can alter their title to match the syllabus.

1. Select Other/Long Title/Subtitle
2. A previous title may be selected from the dropdown, however, it is highly recommended to enter the title manually.
3. Enter the transcript title (30 character limit, be mindful to abbreviate if needed with clear indication of what the title is).
4. In the Long Title area be sure to list the Catalog Title and add a colon after and then list the subtitle/long title.

The following are codes that Banner uses to differentiate between course description, section notes and prerequisites:

• • This is only available for F001-F049 (Non-credit), F-92 (Seminar), F-93 (Special Topics) and F-94 (Trial Courses). We never override/add custom catalog course descriptions for courses listed in the catalog.

• CD# - This indicates it is a course description and it must be an exact match to what is on the approval form.
• SN# Notes: - This indicates any pertinent information students may need in order to register or to be aware of such as fees, who to contact regarding the section, etc.
• PR# Prerequisites: - This indicates the course has prerequisites and they are required to match what is listed on the approval form.
  • The Academic Scheduling Specialist will also code these in CLSS for the scheduler for the section.

1. Click the pen icon in "Section Comments".
2. type CD#, space, copy and paste the course description after CD#.
   • The box will then turn read as there is a 60 character limit on each line.
   • estimate where the character limit is and hit enter, do this until the box is now longer red.
3. If there are notes type SN# Notes:, space, and enter any notes.
   • Repeat the above steps to clear the red out of the box.
4. If there are prerequisites listed on the approval form type PR# Prerequisites: and enter what is listed on the approval form.

What is the difference between a Directed Study and an Individual Study?

Directed Study

Directed Study is used when a course listed in the UAF Course Catalog, is not being offered during the current semester. All information should be the same as it is listed in the UAF Course Catalog. 

• NOTE: This includes courses in No-Print Status; please double-check CIM.

Individual Study (Course numbers will always end in 97)

Individual Study is used when a course is not listed in the UAF Course Catalog.

• NOTE: This does not include courses in No-Print Status; please double-check CIM to be sure the course doesn’t actually exist or has been deactivated.

Individual studies can also be used if there will be significant changes to a course offered in the catalog. 

• EXAMPLES: Changing the grade mode from letter grade to pass/fail; changing the course level from F300 to F600; if the number of credits will be different if not listed as variable in the UAF Course Catalog.

Step I: 

Scheduling is done by the department unit scheduler in CLSS. These can only be created while in Refine Mode after registration begins and are required to be submitted by the 1st Friday of full-semester instruction starting in Fall 2023.

To schedule a DIRECTED STUDY section in CLSS, use the following settings:

1. Schedule/Print = Viewable on Search, Can Register
2. Schedule Type = Directed Study
• If the Directed Study option is not available, contact  UAF-curriculum@alaska.edu
• If anything other than Directed Study is selected, the section will be rolled back

• Section Attribute = ONLY Directed Study Students

1. Max Enrollment = 5 (or less)
• If more than one student will be enrolled, adjust the max enrollment in CLSS for each student so they can be registered
2. Internal Comments = Enter the number of contact hours per week student(s) will have with the instructor
• If this information is left blank or a variable amount is entered, the section will be rolled back
3. Internal Comments = Enter the number of hours per week student(s) will be working independently
• If this information is left blank or a variable amount is entered, the section will be rolled back
• DO NOT include sensitive student information such as the name of the student

To schedule an INDIVIDUAL STUDY section in CLSS, use the following settings:

1. Transcript Title and Long Title = Title of the course
• DO NOT include sensitive student information such as the name of the student
2. Schedule/Print = Viewable on Search , Can Register
3. Schedule Type = Individual Study
• This option will only show for course numbers ending in 97
4. Section Attribute = ONLY Individual Study Students
5. Max Enrollment = 5 (or less)
• If more than one student will be enrolled, adjust the max enrollment in CLSS for each student so they can be registered
6. Internal Comments = Enter number of contact hours per week student(s) will have with the instructor
• If this information is left blank or a variable amount is entered, the section will be rolled back
7. Internal Comments = Enter the number of hours per week student(s) will be working independently
• If this information is left blank or a variable amount is entered, the section will be rolled back

IMPORTANT NOTES

For students to be in the same Directed or Individual Study CRN, the information submitted in CLSS must be identical for the following:

• contact hours per week with the instructor
• hours per week worked independently
• instructor
• amount of credits
• credits for Individual studies cannot be entered as blank or variable credits

There should be no sensitive student-identifying information listed anywhere in CLSS.

Students will now enroll themselves in the course in UAOnline. Sections must be scheduled before the add-drop deadline each semester.

Step II: For Individual Study (F*97) Syllabus

The syllabus is submitted via a NextGen form from the Registrar’s website and should be initiated by the department admin or instructor only, never the student. 

• The individual study section must be created in CLSS before you submit the NextGen form so the CRN is ready and active for students to be registered promptly into the course. If the CRN doesn’t match the section created in CLSS, the NextGen will be routed back to the initiator, causing delays in registration.
• Individual Studies require an attached syllabus.
• If more than one student will be enrolled, adjust the max enrollment in CLSS for each student so they can be registered.

1. Open the edit window and change the status to "Cancelled."
2. Click the red X next to the meeting pattern in the "Schedule" area (if it appears).
3. Select "No instructor."
4. Set enrollment maximum and waitlist to 0.
5. If there's only one location, select "No room needed."
6. Enter "Cancelled (reason for cancellation)" in the internal comments.
7. Save the section to submit it to the workflow.

To schedule a room but are triggering rule 118 or to find out what sections are scheduled in a certain location(s), do the following:

1. Navigate to CLSS Tools "FIlter"
2. Navigate to "Rooms"
3. Enter the Room ID (if listing more than one use a comma to separate each location)
   • Room ID example: GRUE 307
     • • or
   • Enter the Building Code, example GRUE or FS314 (FS starts only in spring 2025). this will pull all sections scheduled in rooms associated with that building.
4. Click the green "Apply" button.
5. Sort using "View By" if desired.

The View By drop-down allows schedules to be organized by different criteria. The selection only applies to the scheduling unit currently being viewed.

Be sure to check with all schedulers that have access to edit a unit before validation to verify all changes to the schedule have been made before starting the workflow. You can find a list of schedulers in the List of Current CLSS Schedulers.

The Validate button runs every section in the scheduling unit being viewed against all CLSS Rules, displaying every failed section. Failed sections result in either Workflows, Warnings or Errors. Of those only Errors require correction.

Heat maps visually represent the number of sections scheduled each week.

Hovering over a red shade reveals the number of sections at that time. Lighter shades mean fewer sections, darker shades mean more sections.

Clicking on the heat map shows detailed information, including sections starting earlier but overlapping the selected time.

A shaded bar at the top of the schedule grid shows section density. The far-left number indicates the fewest sections, and the far-right number shows the busiest time. A smaller blue bar indicates the number of sections that do not meet.

The Framer provides a view of sections by instance/term. It can be used to view and copy a section from one archived term to the other. The left-pointing arrow button can be clicked to show more historical data.

The Export feature allows you to export the current URL (including filter URLs) to a PDF for printing or an Excel/.csv file with more details. In Excel exports, selecting which data to include is helpful for focusing on relevant information and excluding unnecessary details.

Excel:



PDF: