UBC WEB DATA COLLECTOR (WDC) USER GUIDE

Transcription

1 Contents Introduction... 2 Launching WDC... 2 Functional Overview: Collecting Scheduling Need Process... 2 Navigate the Homepage Overview... 3 View Course List... 3 View and Update Course Detail Edit... 4 View Staff List... 4 Sections Menu... 5 Sections Edit, Delete, Generate... 5 Sections Delete... 6 Sections Generate Section from Template (PART 1)... 6 Sections Generate Section from Template (PART 2)... 7 Sections Edit... 7 Sections Edit, Details (Part 1/8)... 8 Sections Edit, Day and Time (Part 2/8)... 8 Sections Edit, Weeks (Part 3/8)... 9 Sections Edit, Location (Part 5/8) Sections Edit, Sequencing (Part 6/8) Sections Edit, Same Time (Part 7/8) Sections Edit, Cross Listed (Part 8/8) page 1

2 Introduction The Web Data Collector is a tool that enables the collection of academic course scheduling information from Faculties to Enrolment Services for the creation of the winter and summer academic schedules. Launching WDC Launching Web Data Collector To log-in: 1. Username: Enter ead\cwl 2. Enter your Password 3. Click Log in Functional Overview: Collecting Scheduling Need Process Faculties determine the courses offered and mode of delivery that they will be taught. Enrolment Services collects this information from faculty departments through the WDC* in order to build academic schedules for students. The academic scheduling governance committee establishes the rules in which Enrolment Services prioritizes the auto-scheduling sequence. * Important to Note that WDC DOES NOT SCHEDULE. It is a tool to collect information and does not look for conflicts or available space or time. page 2

3 Navigate the Homepage Overview The Homepage is the landing page that users will see after login. Users have different roles and may see slightly different options. View Course List 1. Select the Department you wish to work with. Courses that appear in the list summary are available for scheduling and have a status of Action Pending. 2. Mandatory: You must update the status of each course by changing Action Pending to Confirmed-Offered or Not Offered *Note: if a course is missing from the list of available courses, contact academic.scheduling@ubc.ca page 3

4 View and Update Course Detail Edit 1. Optional: select Edit to enter Projected Total Enrolment. If you are offering STT s, would like to use the WDC reporting functions or would like the ability to autogenerate the number of sections required for a course then Projected Total enrolment is required. 2. Mandatory: Update the status for each course. View Staff List In order for instructors name to appear with status confirmed in WDC they must have an active HRMS job code. *Note: if an instructor name is missing from the staff list, contact academic.scheduling@ubc.ca page 4

5 Sections Menu 1. Select the Department you wish to work with 2. Select the Course a. Note: only courses confirmed-offered in the course tab will appear. 2. Select a Section Template (ex: Lec, Lab, Tut) a. Note: this is a quick way to filter delivery modes of sections. Sections Edit, Delete, Generate 1. Select the Report a. Note: a new window will open with a comprehensive report on the Sections for this Course 2. Select Edit or Delete for each section to make adjustments or deletions 3. Select Generate to create new sections of this template type (eg: Lec, Lab) page 5

6 Sections Delete 1. Select the Department 2. Select the Course 3. Find the section 4. Select Delete on the section record a. Note: Deletions can not be recovered (you would need to create a new record) Sections Generate Section from Template (PART 1) 1. Select the Department 2. Select the Course 3. Select a Section Template 4. Select Generate 5. Optional: Select Edit or Add to modify course details Note: template is missing contact, academic.scheduling@ubc.ca page 6

7 Sections Generate Section from Template (PART 2) 1. Select the Sections to generate 2. Select Generate Sections You will be returned to the List Section screen. You will then need to edit any and all generated sections. Sections Edit 1. Select the Report a. A new window will open with a comprehensive report on the Sections for this Course 2. Select Edit for each section to make adjustments page 7

8 Sections Edit, Details (Part 1/8) 1. Select Size, to define the capacity of the section. 2. Select the Duration to set the amount of time each class will be. 3. Select Day and Time tab or the next tab that you wish to edit. a. Save a record if you wish to stay on the same screen and save an edit b. Save and Close will save the record and bring you to the List Section Menu c. Cancel will NOT save the current page and bring you to the List Section Menu *When you click between tabs the record will be saved automatically Sections Edit, Day and Time (Part 2/8) 1. Select the Day of Week, days that apply to this sections 2. Enter the Start Time -No Fixed Time will allow the auto schedule to pick a time 3. Enter the Schedule Type -Taught (No Preset Time) will allow the Scheduling software to determine the scheduled time of the section -Arranged Session (not scheduled) will not schedule a Time or Location for the section -Taught (Preset Time) The scheduling process will only schedule the course if the day and time ( Day of Week and Start Time ) is not in conflict with any other request (all Departments). 4. Select the next tab * that you wish to edit or select Save and Close page 8

9 Sections Edit, Weeks (Part 3/8) 1. Select the Week Pattern 2. Select the next tab* that you wish to edit or select Save and Close * When you click between tabs the record will be saved automatically.. page 9

10 Sections Edit, Staff (Part 4/8) 1. Select the Staff Suitability 2. Confirm the Number of Staff 3. Assign a Staff Requirement, unless it is an unassigned section (0:*) 4. Select the next tab* that you wish to edit or select Save and Close * When you click between tabs the record will be saved automatically page 10

11 Sections Edit, Location (Part 5/8) 1. Confirm the Zone 2. Select the Number of Rooms 3. Select a Location Suitability 4. Select Other Possible suitabilities if applicable 5. Select Location Requirement if applicable. * When you click between tabs the record will be saved automatically. Note: NO locations appear in the all locations available box if there are no locations available to accommodate suitabilities. page 11

12 Sections Edit, Sequencing (Part 6/8) 1. Select the Department 2. Select the Course 3. If applicable, select the Section Template Select the next tab* that you wish to edit or select Save and Close If using the sequencing function it is highly recommended that you use the Taught No Preset Time on the Days and Times of any sequenced section. Later The Same Day will occur after the Section listed in the top section, on that same day The Following Day - will occur after the Section listed in the top section, on the next business day Later in the week - will occur after the Section listed in the top section, later in the same week Back to Back will occur immediately after the Section listed in the top section. * When you click between tabs the record will be saved automatically. page 12

13 Sections Edit, Same Time (Part 7/8) 1. Select Department 2. Select Course 3. Select Sections 4. select Save and Close Scheduling conflicts can arise when user enters conflicting days and times against sections. * When you click between tabs the record will be saved automatically. page 13

14 Sections Edit, Cross Listed (Part 8/8) 1. Select New On next screen: 1. Select the Filter candidate section by Course 2. Select Joined Sections 3. Mandatory Complete JTA Options as follows: a. Name All combines names of each section in Scientia only (SISC splits name) b. Size All this will combine the size of both sections c. Location All Ensure the location allocation is large enough to accommodate both sections d. Staff ALL - Instructor names assigned to each sections of the cross-list. page 14

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