Entering Comments

The following are answers to Frequently Asked Questions about how to add Scheduling comments and Registrar comments to Sched Dev records. If you don't find the answer to your CCLP question, try putting a keyword or phrase into the Search CCLP field (in the upper right corner) and press Return, or you can submit an idea for a FAQ.

Q: On the Scheduling tabbed area, what is the difference between Scheduling Comments and Registrar Comments?
A: Scheduling Comments go directly into the Schedule of Classes. The Registrar Comments are directed solely to the Office of the Registrar and are not included in the Schedule of Classes.

Q: What is the appropriate usage of the Scheduling Comments and Registrar Comments fields?
A: The Scheduling Comments and Registrar Comments fields have different purposes. Please follow these guidelines:

• Use the Scheduling Comments field to indicate comments that are going to appear in the Schedule of Classes.
• Use the Scheduling Comments field to indicate courses that are also offered as another course (if the course is cross-listed or is taught in conjunction). Indicate what other course(s) it is going to be taught with (make sure to indicate the subject before the course number).
• Use the Registrar Comments field to indicate comments that are not going to appear in the Schedule of Classes. For example, faculty preferences (due to disability or preferences of times and geographic location). 
• If a course is taught in conjunction, indicate it in the Registrar Comments field and indicate additional information about the enrollments for each class. Be sure to indicate the subject before the course number (for example ANTH 101).
• Use the Registrar Comments field to indicate second preferences for a meeting time. Do not enter a second line in the meeting tme area unless there is actually a second meeting time for the class (e.g. Film has a lecture meeting time and a film viewing meeting time).
• For Fall 2021 scheduling, the Office of the Registrar is requesting that CCLP users specify instructional preference by selecting one of the top six list items from the Registrar Comments dropdown list. For more information see Adding a Registrar Comment to Indicate Instructional Preference for Fall 2021 Scheduling.

Q: Adding a Registrar Comment to Indicate Instructional Preference for Fall 2021 Scheduling
A: The Registrar Classroom Scheduling team has requested that colleges and departments indicate the instructional method preference for Fall 2021 by selecting one of the seven options for "F21" in the Registrar Comments dropdown list. The options are as follows:

• F21 - Fully Remote Course: remote primary either no sections or all secondary sections remote
• F21 - Remote primary with SOME in-person secondary sections
• F21 - Remote primary with ALL in-person secondary sections
• F21 - Online instruction (online status approved or pending from CCI)
• F21 - In-Person primary - general assignment space requested
• F21 - In-Person primary - other non-GA space planned
• F21 - Hybrid Primary: This course has a mix of in-person and remote-synchronous primary meetings.

For detailed information, please refer to the Registrar's Correspondence.

If you have questions, email corinne@ucsc.edu or classrm@ucsc.edu

Q: Adding a Registrar Comment to Indicate Instructional Preference for Winter 2022 Scheduling
A: The Registrar Classroom Scheduling team has requested that colleges and departments indicate the instructional method preference for Winter 2022 by selecting one of the top four options in the Registrar Comments dropdown list. The options are as follows:

• In Person - primary class meeting in person
• Online Synchronous - CCI approved or approval pending
• Online Asynchronous - CCI approved or approval pending
• Hybrid - in person and remote for the primary. CCI approved or approval pending

For detailed information, please refer to the Registrar's Correspondence.

If you have questions, email corinne@ucsc.edu or classrm@ucsc.edu

Q: Should I indicate in both the Scheduling Comments field and Registrar Comments field if a class is taught in conjunction with another class?
A: Yes you should indicate taught in conjunction in both fields. Enter the abbreviated department name and the course number. You should also indicate the respective enrollment values for each class. Please note that Cat Dev records should ideally be indicated as Taught in Conjunction as well. See indicating a catalog record is taught in conjunction.

Q: How can I find which Sched Dev records are for crosslisted courses?
A: If a Cat Dev record is indicated as a crosslisted course, when you schedule it in Sched Dev the Scheduling Comments and Registrar Comments should indicate that the course is "also offered as SUBJ ###". To assess which Sched Dev records are crosslisted, you can perform the following find in Sched Dev.

1. From Sched Dev, click Find Course.
2. In the upper left hand corner there is a field to indicate the course offering. It is labeled Offer #. Below the Offer # label there are two fields, one is yellow shaded followed by a slash followed by another field. In the field that follows the slash type in >1. (When a course is crosslisted the value after the slash will have a value that is greater than 1.)
3. To narrow down the search results to a particular year term offered, click the dropdown list for term and select the term you want.
4. Press Return

The results will include those Sched Dev records (for the selected search criteria) whose Cat Dev records are croslisted. You can use this technique when reviewing the Scheduling Comments and Registrar Comments field to verify if they indicate that the coures is also offered as another course.

Once you run this search, you can run the Registrar Schedule Request report to view a report of records in the result set. To do this:

1. Click Reports.
2. Select Registrar Schedule Request.
3. From the dialog box, select Current.
4. The report will be filtered to reflect just those records from the find.

Q: How can I find which Sched Dev records are for a Cat Dev record marked as taught in conjunction?
A: If a Cat Dev record is indicated as taught in conjunction (on the Enrollment tabbed area), when it is scheduled in Sched Dev the Taught in Conjunction checkbox will be checked. To assess which Sched Dev records have the Taught in Conjunction checkbox checked, you can perform the following find in Sched Dev.

1. From Sched Dev, click Find Course.
2. Click the Taught in Conjunction checkbox (to check it).
3. To narrow down the search results to a particular year term offered, click the dropdown list for term and select the term you want.
4. Press Return

The results will include those Sched Dev records whose Cat Dev records are marked as taught in conjunction. You can use this technique when reviewing the Scheduling Comments and Registrar Comments field to verify if they indicate that the coures is taught in conjunction. Please note that while a Cat Dev record may be indicated as taught in conjunction, sometimes it may not always be offered as a class as taught in conjunction. See indicating a catalog record is taught in conjunction for more information.

Once you run this search, you can run the Registrar Schedule Request report to view a report of records in the result set. To do this:

1. Click Reports.
2. Select Registrar Schedule Request.
3. From the dialog box, select Current.
4. The report will be filtered to reflect just those records from the find.

Q: How can I find which Sched Dev records have a value in the Registrar Comments field?
A: 

1. From the Welcome Screen, select a year (e.g. 21-22).
2. Select Sched Dev.
3. Click Find Course.
4. Select the term you want or leave it as is.
5. Click Scheduling Tab area.
6. In the Registrar Comments field, type ">=a" (without the quotes).
7. Press Return (this will return those records that have values in the Registrar Comments field)

To run a report from this filtered set of records:

1. Click Reports.
2. Click Registrar Schedule Request report.
3. Click Current. A filtered Registrar Schedule Request report will display with just those records that have Registrar Comments.
4. To print the report to a PDF, click Save as PDF, name the file, click Save.