Modification One-offs

This section provides answers to Frequently Asked Questions (FAQs) about creaing Modification One-offs. For a detailed document, see Modification 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: 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 modifications after starting a one-off, then you will not be able to cancel the one-off (from CCLP). Instead click Send One-off to AIS and in the Reason for One-off dialog box indicate that you did not make any changes.

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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: Should I make a one-off to request a day, time, or room change on a Sched Dev record?
A: If you need to 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: 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: My Sched Dev record is not showing the change of time I submitted to the Registrar's office. The change I wanted is in AIS but is not in Sched Dev. When I look on the Sent to AIS tabbed area, there is no sync record for the change I requested to be made.

A: If you have an Unsent One-off, changes made in AIS will not sync with CCLP. Check to see if you have an Unsent One-off and when you are finished making the changes, click Send One-off to AIS.

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Q: How can I cancel a primary section?

A: Sched Dev records that are for terms that have a Modification One-off status (those that are already in the Schedule of Classes) can be cancelled if you do not plan on offering them. If the Sched Dev record does not have a status condition of Locked One-offs Allowed, see the article How to Delete a Sched Dev Record for instructions on how to proceed:

1. Click Start One-off
2. Mark the Cancelled checkbox (by clicking on it). The Cancelled checkbox is directly under the Reports menu option. When you mark a primary section as Cancelled an corresponding secondary sections are also marked Cancelled.
3. Click Send One-off To AIS.
4. In the Reason for One-off dialog box indicate that you are cancelling the section.

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Q: How can I add a primary section?

A: To add a new primary section or schedule a course:

1. From Sched Dev, click Schedule Course
2. Select the term, click Continue.
3. Select the course from the list of courses. If the term is a New/Delete or Modification One-off the CCLP will automatically create a New Unsent One-off.
4. Enter the course information.
5. Click Send One-off to AIS. Enter the reason for the one-off.

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Q: How can I add a secondary section?

A: To add a new secondary section:

1. From the Sched Dev you wish to add a secondary section to, click Start One-off Changes
2. From the Scheduling tabbed area, click Add Secondary Section.
3. Enter the secondary section information.
4. Click Send One-off to AIS. Enter the reason for the one-off

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

A: On a secondary section popup, 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 on the Sections popup, click the red link. The Undelete All Secondary Section Instructor Records? dialog box will appear (click Undelete), then close the Sections popup. 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: I need to cancel two secondary sections. I created a one-off to cancel one secondary section but when I try to cancel the other secondary section I receive the error message "You cannot change this field as the record is locked...".

A: You are receiving this error because you already clicked Send One-off to AIS. In order to be able to cancel the other secondary section you will need to first click the Start One-off Changes button. When you have made all the one-off changes you want, then click Send One-off to AIS. In the Reason for One-off dialog box indicate that you are cancelling the two sections.

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Q: How can I mark an instructor as hired and approved?

A: To mark an instructor as hired and approved:

1. On the Sched Dev record, click Start One-off Changes.
2. Mark the Hire App checkbox for the instructor.
3. Click Send One-off to AIS. In the Reason for One-off, indicate that the instructor is Hired.
4. Click Send

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