Contents
- 1 ADMIN. UTILITIES
- 1.1 Blanket Approval Department
- 1.2 Blanket Approval School
- 1.3 Maintain Code Information
- 1.4 Maintain Exam Auto Assign Control
- 1.5 Modify Approval Requirements
- 1.6 Modify Building Information
- 1.7 Modify Days of Week List
- 1.8 Modify Pooled Room User Access
- 1.9 Modify Room Attributes
- 1.10 Modify Room Information
- 1.11 Modify Standard Times
ADMIN. UTILITIES
The Admin. Utilities area of WUCRSL houses functional menus only available to those with dean’s level or higher access to the system. Menu items are available to dean’s office and super users. See WUCRSL Security
Blanket Approval Department
This semester based window allows a dean’s office user the ability to approve Semester and Curriculum courses all at once for a single department. This feature is often used after a school as reviewed course offerings for a semester. Available to dean’s office users and super users.
Blanket Approval School
This semester based window allows a dean’s office user the ability to approve Semester and Curriculum courses all at once for an entire school. This feature is often used after a school as reviewed course offerings for a semester. Available to dean’s office users and super users.
Maintain Code Information
This table is where certain data in WUCRSL is defined. Available only to super users.
- Building Areas (e.g. Danforth, Medical School, South 40, and Tyson)
- Instruction Types (Classroom Instruction, Independent Research, Online Course, Study Abroad/Study Away)
- Room Flag (e.g. No, Obsolete, S25 and Yes)
- Room Pooled (e.g. No, Obsolete and Yes)
Maintain Exam Auto Assign Control
This semester based window is used to control which divisions can use the Auto Assign Final Exam Codes functionality. It is necessary for OUR to add the participating divisions, an active flag for each division, and the level cut off for courses that will have final exams automatically assigned. The auto assign exam process is run by going to Application Functions>Auto Assign Exam Codes. Any cleanup that needs to be done after initial exam code assignments are done from Application Functions>Auto Assign Exam Code Cleanup. Available only to super users.
As of 6/22/10, LA, EN and TU are using the Auto Assign Exam feature so it is only necessary to add three rows.
- When adding the row for LA, the school is L, Active box is checked, level cut off is 499
- When adding the row for EN, the school is E, Active box is checked, level cut off is 599
- When adding the row for TU, the school is T, Active box is checked, level cut off is 599
Adding these rows to the Maintain Exam Auto Assign Control table is a step in the WUCRSL roll-forward process. Generally, WUIT does the roll-forward for courses. When finished OUR is notified to add the three rows above to the Maintain Exam Auto Assign Control for the semester rolled-forward. After this is done, OUR notifies WUIT to run their SQL script, which rolls forward data into two tables for use in the auto exam load process. See https://istconfluence.wustl.edu/display/SISWIKI/Auto+Load+final+exam+codes
Modify Approval Requirements
This window controls the course departments under each school that must have its courses approved at the Semester and Curriculum levels. This data rolls forward. This window is rarely, if ever, modified by OUR. The settings roll forward each semester. Available only to super users.
Modify Building Information
This table is where building information is listed for all buildings in WUCRSL. Building data stored in this table includes building code, building long name, building short name and campus area (Danforth, Med, 560, Tyson, Off Campus, Lewis Center, No Longer Exists, North Campus, South Campus, S40, West Campus. Campus areas are defined in the Admin. Utilities “Maintain Code Information” table. Available only to super users.
To add a new building, you must enter the following data:
- Code: this is the four or five digit building code
- The building code is provided by the Space Utilization Coordinators.
- Danforth Campus: Sue Ugalde, 935-5650, susan_ugalde@wustl.edu
- Medical Campus: Terrell Davis, 362-8146, davis.terrell@wustl.edu
- Use 9xxx numbers as building codes for non-WU buildings.
- The building code is provided by the Space Utilization Coordinators.
- Name: there are two name fields, one is the long name and one is the short name
- The long name appears on the SISAdmin Class Schedule and on the WebSTAC Class Schedule and Class Schedule with Map
- The short name appears in the drop down box of buildings on the WUCRSL Section window and as the building in Course Listings
- Area: this is area of campus where the building exists. Areas include 560 Music Center, Danforth, Lewis Center, Medical School, No Longer Exists, North Campus, Off Campus, South 40, South Campus, Tyson Research Center, West Campus
- The list of Building Areas is controlled by a table also in WUCRSL, Application Functions>Maintain Code Information
Important Notes: It is not a good idea to delete a building because it will remove the building from sections and will make data tracking of space utilization impossible. The building table is not a semester based table, so any change is reflected across all semesters.
Modify Days of Week List
Day of Week refers to a table in Course_Listings as well as the concept of the days of the week in which courses are offered. All of the days of the week combinations for classes are stored in this table. Day combinations can be added, deleted or changed in this table. This table also controls the display order of the days of the week on the Section window where the drop down list of days is visible and can be selected by users. Day of the week combinations include MWF, TuTh, MTuThF, M, F, FSaSu, TuWF, etc. Available only to super users.
Modify Pooled Room User Access
This window controls which users can assign pooled classrooms directly to course sections. This is only allowed in rare instances and is based on WUCRSL department-level security access). Only WUCRSL super users (those in the Office of the University Registrar) can assign this functionality to a department. Once a department is given access to assign pooled rooms to sections, anyone who has that department-level access within WUCRSL can do this. For example, those with department-level access to L19 Earth and Planetary Sciences (EPSc) have access to assign classes to Rudolph Hall 102. This is because room 102 has unique materials in it that are not found in other classrooms on campus.
Modify Room Attributes
Obsolete as of fall 2016. This was where room features (e.g. audio visual equipment) associated with pooled classrooms were listed. These room features could then be requested for any course section needing a pooled classroom. The scheduling software would utilize the requested room attributes in its algorithm along with requested seating, days and times in order to match the course sections with the best rooms, ensuring that sections requesting Smartboards were placed into pooled rooms with Smartboards. Available only to super users.
Modify Room Information
This is maintenance window where information about rooms are listed, including room code, room name, max seating capacity, room flag, pooled room flag, EMS Room Name (this name should match the room name in the EMS app) and EMS domain. Available only to super users.
To add a new room, you must enter the following data:
- Room Code: this is the room number
- Room Name: this is the corresponding (common) room name, if one exists. The majority of rooms do not have a separate room (common name). The Room Name field does not display in SIS or WebSTAC
- Max Size: this is the number of student seats
- Room Flag: This setting has two purposes. The settings are Yes, No, S25, or Obsolete
- It was formerly used primarily to indicate that a room should be included in the old Schedule25 room scheduling software program.
- It is also used to indicate that room no longer exists. This can happen when buildings are renovated.
- Pooled room: indicates whether or not a room is a University-managed pooled classroom. The settings are Yes, No or Obsolete.
- If a room was once pooled and then is taken out of the pool, it is marked as Obsolete.
- Rooms marked Yes are considered in the logic that determines when a section is adhering or not adhering to the standard day/time rules.
- EMS Room Name: if a room is supposed to be reserved in EMS, this room in this field should mirror the room name in EMS. The room name is a combination of the building name and room name. If the WUCRSL EMS Room Name field does not match the EMS room name field, EMS has a built in process to reconcile the two names so that EMS recognizes them as the same space.
- EMS Domain: The word “domain” is an EMS term. It refers to the WU School or area that will be using EMS to reserve academic classrooms for classes using the EMS bulk optimization process.
- The five school/area domains defined in WUCRSL are: Brown, Business, Law, Pooled (OUR) and SamFox. Because these domains reserve classrooms for classes in bulk, they need the help of a room reservation software like EMS. All of the school/are spaces that get bulk reserved by EMS are listed in the rooms table as being part of a specific school/area domain.
- There is one additional domain into which all other buildings and rooms are linked. It is labeled the “No EMS Domain.” Any building or room that is not reserved using EMS is included in the “No EMS Domain.” For example, buildings and rooms in the Taylor Avenue Building at the Medical School are in the “No EMS Domain.” This doesn’t mean that rooms in the Taylor Avenue building aren’t still a part of the Medical School, it just means that because the rooms are not being reserved using EMS, they are designated in WUCRSL as being in the “No EMS Domain.”
Notes:
- Never delete a room as this could adversely affect data reporting on prior semester room reporting. Instead, mark the Room Flag field with an Obsolete setting.
Additional Functionality
- The rooms table also includes functionality which allows users with access to certain academic departments to pre-assign their department’s classes to specific pooled classrooms.
- These types of exceptions are rare and are only made after The Classroom Monitoring Committee, the Teaching Center and OUR agree that such an arrangement is beneficial to the classroom pool.
- Only John Pingree should update the Pooled Department Exceptions table.
Modify Standard Times
This is a semester based window. It houses the lists of standard class meeting days and times for each semester. It includes days of the week, class begin time, class end time, the session to which each standard time applies and a flag for “block pooled sections.” Available only to super users.
When a WUCRSL user attempts to save a schedule record at a day and time when the “Block Pooled Section” checkbox is checked (turned on), the record will not be saved if the user has requested a pooled classroom (domain = Pooled OUR, building is TBA and EMS Assigned is True). Instead, the WUCRSL user is be presented with the “No Pooled Classroom” dialog box that reads, “There are no pooled classrooms available during the day and time chosen for this section. Please choose another day and time. Contact the University Registrar’s Office with questions.”