SAFARI Project Entering Reserve Capacities Business Process Guide February 2004
Updates Date Action 02/09/2004 Created 03/14/2005 Added caution about zero cap rows altering schedule display for staff and students 3/20/07 Updated navigation for version 8.9. 8/24/05 Updated screen shots for version 8.9. Page(s) 4 & 6 All
SAFARI Project Entering Reserve Capacities Process Table of Contents Entering Reserve Capacities Overview .................................................................................................... 2 Before You Begin .................................................................................................................................... 2 Prerequisites and Assumptions ........................................................................................................ 2 1.0 Entering Reserve Capacities..................................................................................................... 3 1.1 Entering a Reserve Capacity ................................................................................................ 3
Entering Reserve Capacities Page 1 of 7 Entering Reserve Capacities Process SAFARI Project Entering Reserve Capacities Overview Reserve Capacities are used in PeopleSoft to “set aside” a certain number of class seats for students of a certain type (Orientation students, Continuing Freshmen, etc.) For example, if a class has an overall enrollment capacity of 40, you could use Reserve Capacities to reserve 10 of those seats for Continuing Freshmen, and 10 seats for students in Freshman Orientations. Reserve Capacities use Enrollment Requirements (same as Pre­Requisites and Co­Requisites) to designate the criteria for the particular reserved seats. So, before setting up a Reserve Capacity, the Enrollment Requirement that identifies the students must first be setup (Home > Curriculum Management > Enrollment Requirements > Enrollment Requirement Groups). Note: Reserve Capacities can only be used for Enrollment type sections (e.g. Lectures not zero­credit labs). Before You Begin Prerequisites and Assumptions Before you can successfully perform the Entering Reserve Capacities process, it is assumed that each of the following conditions has been met: q The class section needs to reserve seats for students of a particular kind. q The Enrollment Requirement has been set up. q The class is an enrollment section (not a zero­credit lab)
Entering Reserve Capacities Page 2 of 7 Entering Reserve Capacities Process SAFARI Project 1.0 Entering Reserve Capacities 1.1 Entering a Reserve Capacity Home > Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Steps for Completing the Entering a Class Note Process 1. 2. Enter appropriate Term, Subject Area and Catalog Nbr information. Click on Search. 3. Use the right and left arrows if there is more than one section to locate the appropriate section requiring the note. Go to the Reserve Capacity tab.
4. Entering Reserve Capacities Page 3 of 7 Entering Reserve Capacities Process 5. 6. 7. 8. 9. 10. SAFARI Project The Reserve Capacity Sequence will default to 1. This number designates the order in which you want the system to place students into the Reserve Capacity categories. For example if you have one reserve capacity of 10 seats for History majors (sequence 1) and another one with 10 seats for Seniors (sequence 2), then if a student is a Senior History major, the system would attempt first to place the student into the History major reserved seats, and if not successful, then try to place the student into the Seniors seats. So, usually you want the lowest sequence numbers to be given to the most restrictive reserve capacity, if there is more than one. Enter the Start Date when you want the reserve capacity to go into effect. Most often you would simply enter the first date of early registration. Enter the Requirement Group that designates the type of students you are reserving seats for. In the Cap Enrl field, enter the number of seats you wish to reserve for students in this group. CAUTION: Adding multiple rows will cause the available seats and reserve seats available to display incorrectly. If at all possible, the reserve seat capacities should be changed or set to zero on the day we want them to expire instead of adding a row that is future dated. If necessary, you can use the blue plus sign in the lower portion of the page, to insert additional effective dated rows for this same Requirement Group. Inserting additional effective dated rows can be used to have the number of reserved seats change over time. For example on 5/20/04 you could have 10 seats reserved for Continuing Freshmen, but then on 6/1/04 you could reduce the number to 5 seats reserved for Continuing Freshmen, etc. See below page shot for how that would look.
Entering Reserve Capacities Page 4 of 7 Entering Reserve Capacities Process 11. 12. SAFARI Project If you click the blue plus sign in the middle portion of the page next to the Sequence number, then you can insert additional reserve capacities for different categories of students. For example you could reserve 10 seats for Continuing Freshmen and 5 seats for students in Orientation Session 1 and 5 seats for students in Orientation Session 2, etc. See screen shot below. Note that the total number of reserve seats assigned for all categories of students on any particular effective date, cannot exceed the total enrollment capacity of the class. If you attempt to exceed the enrollment capacity you will receive an error message.
Entering Reserve Capacities Page 5 of 7 Entering Reserve Capacities Process 13. 14. SAFARI Project If you want all of the reserve capacities to ‘expire’ or go out of effect at a certain date (such as when open enrollment begins) then there is a particular method to make that happen. What you need to do is return to sequence line 1 and insert a row with the effective date when you want all of the reserve capacities to go out of effect, and enter a Cap Enrol of zero. This will have the impact of leaving no reserve capacities after that date. See below for screen shot. CAUTION: Adding multiple rows will cause the available seats and reserve seats available to display incorrectly. If at all possible, the reserve seat capacities should be changed or set to zero on the day we want them to expire instead of adding a row that is future dated.
Entering Reserve Capacities Page 6 of 7 Entering Reserve Capacities Process 15. 16. 17. 18. SAFARI Project After you have setup the reserve capacities and students begin enrolling in the class, the Enrollment Total for each reserve capacity sequence line on this page will increment whenever students enroll who fit any of these categories. In addition (as always) the enrollment figures on the Enrollment Control tab will increment to indicate the class total enrollment (including students in reserve capacities and those who are not in reserve capacities). Note that once a student is enrolled in the class, you cannot delete reserve capacities. You can change existing reserve capacities and add new ones, but not delete existing ones. In addition, note that students may wait list for a class after the enrollment totals + the reserve capacity = Enrollment Capacity. The system determines the class is “Closed”, meaning that the Total Enrollment capacity has been reached. Even though particular reserve capacities may be full, or if a student cannot get into the class because all the remaining seats are reserved, the student will be able to wait list. Once the reserve capacities expire or are removed the wait list process will auto­enroll students from the wait list. Reserve capacities can be rolled with the term roll if desired; there is a check box on the Prior Term copy process.
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