New Delete One-offs

This section provides answers to Frequently Asked Questions (FAQs) about creaing New/Delete One-offs. Click on a topic below and you will be directed to the FAQ. For a detailed document, see New/Delete One-offs. 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.

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Q: I have several changes I need to make today on the same Sched Dev record. Do I need to create a one-off for each change to my Sched Dev record?

A: In general, if you have several changes you want to make to the same Sched Dev record, you can make them on the same day in a single one-off (clicking Start One-off just one time not several times in one day). Then when you are ready to send the one-off indicate the various changes you made in that one-off. One-offs that are marked to be sent to AIS are sent during the nightly processing where they are added to a queue to be manually processed by the Registrar's Office. One-offs are not necessarily processed the next day.

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Q: During the New/Delete One-offs allowed period, how can I click the Hired/App checkbox on the Instructors tabbed area, for an instructor record that has already been sent to AIS?
A: During the New/One-offs allowed period, modifications to fields of a Sched Dev instructor record that has already been sent to AIS are not allowed, so you will not be able to check the Hired/App checkbox on an instructor record that has already been sent.

Instead, you can create one-offs on sequential days. On day one you can create (and send) a one-off to delete the instructor. On day two you can create (and send) a one-off to add the instructor back. Follow these steps:

1. Click Start One-off Changes.
2. Click the Instructors tabbed area.
3. Mark the instructor for delete (by clicking the red x on the same line as the instructor record), and send the one-off. In the Reason for Modification popup indicate that you are deleting the instructor and will add the instructor back the next day in a separate one-off.
4. Then on the next day, click Start One-off Changes, click the Instructors tabbed area, add the instructor, mark the Hired/App checkbox, and send the one-off.

You can also wait until the Modification One-offs period when you will be able to change the value of the Hired/App checkbox

Related Frequently Asked Questions:

• How to view a report that lists those Sched Dev records with instructors who are not marked Hired and Approved

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Q: In the faculty screen I just changed an instructor's temporary CruzID to their real CruzID. Do I need to send a one-off to let the Office of the Registrar know?

A: When you make a change to a faculty record's CruzID, the processing in the CCLP (in the Faculty and Sched Dev areas) happens overnight and does not happen immediately. The CruzID change will not appear in the CCLP until the next day. The faculty record, any Sched Dev records, and faculty equivalency records will be updated with the new CruzID. The Registar's Office will not be notified though about the CruzID change in the CCLP.

If you have previously checked the Hired/App checkbox, it is not necessary to create a one-off. Please email the Classroom Scheduling Team and indicate that you have changed the temporary CruzID to a real CruzID. Do not make a one-off to notify the Registar's Office about this change.

If you have not previously checked the Hired/App checkbox you can wait until the Modifcation One-off period to do it in one transaction. Information detailed how you can change the Hired/App checkbox value during the New/Delete One-off period will be added to this FAQ section shortly (stay tuned).

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Q: I have a Sched Dev record that was marked Cancelled before the batch scheduling was sent for the quarter. I now want to remove the Cancelled checkmark because I want to schedule the class afterall. How can I do that?

A: This type of scenario will require adminstrative correction. Please contact your Divisional Curriclulm Analyst for assistance. If you are a college, please contact Corinne for support.

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Q: How can I cancel a Sched Dev record?

A: During the New/Delete period Sched Dev records cannot be cancelled. Instead they can be marked for delete. To do this, click Start One-off and click Delete Course.

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Q: How can I cancel a one-off that I started?

A: If you have started a one-off, you can cancel it if you have not modified any field values. If you have an option to cancel the one-off, you will see a red message that says "To Cancel One-off Click Here." If you have made any additions or deletions after starting a one-off, then you will not be able to cancel the one-off.

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Q: If I need to make some additions or changes to the day, time, or location of a class do I need to make a one-off to change my Sched Dev record?

A: If you need to add or change the day, time, or location of a class, contact Classroom Scheduling directly instead of creating a one-off. The reason is that the Office of the Registrar needs to determine the availability.

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Q: If I need to make some additions or changes to the Scheduling Comments or Registar Comments for a class do I need to make a one-off to change my Sched Dev record?

A: If you need to to Scheduling Comments or Registrar Comments for a class, please contact Classroom Scheduling directly instead of creating a one-off. 

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Q: How can I see if I have any unsent one-offs?
A: To see if you have any unsent one-offs:

1. Click Reports (to open the Reports menu)

2. In the second column of reports, select Sched Dev One-off Reports

3. From the SchedDev One-off Reports Setup select a Term (otherwise leave it blank)

4. Click Unsent One-offs

5. Any unsent one-offs will be listed.

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Q: When I click Send One-off to AIS and then click Send, I am receiving the error message "This record cannot be modified in this window because it is already being modified in a different window."

A: It is likely that you have a Reason for One-off window in the background. This would happen if you started to work on the Reason for Modification but never completed entering information in the window. To see if you do have a window in the background:

1. Click OK. You will get a blank Reason for This One-off window.

2. Click the red x in the corner of the window to close it.

3. From the FileMaker menu (not the CCLP menu), select Window.

4. Most likely you have a window listed that says Reason for One-off (this is your window you never finished). Select that window.

5. Finish entering the description

6. Click Send One-off

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Q: When I click Send One-off to AIS and then click Send, I am receiving the error message "Please correct the data error(s) indicated, then click the Send One-off to AIS button."

A: This error indicates that there is a data error. The error dialog box should indicate the specific reason for the data error. If the error dialog box is sized too small, you may not see the indicated data error. In this case, drag the right corner of the error dialog to expand it and you will see the data error condition. The most common error condition results from the Enrollment fields being blank on the Enrollment tabbed area:

• Data condition: "Enrollment data can't be blank." To resolve this error, click on the Enrollment tabbed area, fill in the Projected Enrollment and the AIS Initial Enrollment fields. The Projected Enrollment must be greater than 0 and the AIS Initial Enrollment field can be zero or greater but cannot be blank.

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Q: I have a Sched Dev record that will not be offered. Should I delete it or cancel it?

A: If the Sched Dev record is still in the New/Delete One-offs period, then you can delete the Sched Dev record. You should not cancel a Sched Dev record that is in the New/Delete One-offs period. To mark a Sched Dev record for delete:

1. Click Start One-off.
2. Click Delete Course.
3. Click the Send One-off to AIS button.
4. In the Reason for One-off dialog box indicate that you are marking the course for delete. The next day the Sched Dev record will be deleted.

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Q: I sent a one-off. When will it be processed?

A: One-offs are manually processed by the Office of the Registrar. One-off changes are not automatically processed in AIS. They will be processed as soon as possible.

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Q: I just sent a one-off for a new Sched Dev record. Can I cancel the one-off, add more detail, and send the one-off later?

A: If the one-off you created was for a new Sched Dev record (as opposed to an existing one) you can click the Start One-off Changes button to continue editing the Sched Dev record. When you are ready to send it to AIS, click Send One-off To AIS (this will queue the one-off to be sent that evening).

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Q: How can I view what one-offs will be sent tonight for the department and subject I am logged into the CCLP with?

A: The One-offs Sent Tonight report will indicate the one-offs that are queued to be sent tonight (by the department and subject you are logged into the CCLP with). To run this report:

1. Select Reports, from the CCLP menu.
2. Select Sched Dev One-Off Reports (this is the first report on the rightmost column of reports).
3. Select the report One-Offs Sent Tonight.
4. To close the report, click Continue, and then click Cancel.

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Q: I started a one-off to delete an instructor. Can I cancel the delete? I have not sent the one-off yet.

A: On the Instructors tab area of the Sched Dev record, if one or more instructor records is marked for delete, there will be a red link on the screen "Click Here to Undelete Instructors". To undelete any instructors that are marked for delete, click the red link. The Undelete Record? dialog box will appear (click Undelete). If you have not made any other one-off changes and you want to cancel the one-off, you will see a red message to the right of the buttons "To Cancel One-off, Click Here!" Click that link to cancel the one-off.

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Q: When I try to modify a field I am getting the error "Can't modify field; only new/delete one-offs allowed."

A: When I try to change a field value I am receiving the error "Can't modify field; only new/delete one-offs allowed." During the New/Delete One-off period, you cannot make changes to existing Sched Dev record fields (for example, changes to days, times, rooms, AIS initial enrollment, or changes to Scheduling Comments or Registrar Comments). To make these changes, email Classroom Scheduling instead. If the changes are to classes or sections that are in departmental space, computer labs or non-general assignment space, please update them on the proofs. Changes on the proofs will be updated in AIS and will be reflected in the re-sync to Sched Dev. To make a change to the Hired Approved value on the instructors tab see the FAQ How to Change the Hired Approved Checkbox Value.

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