Add or Edit Courses

Use the Courses page to configure the list of courses, course codes, and properties for every course offered in every program at your institution. The type of properties can be items such as prerequisites, fees, corequisites, custom fields, and so on.

When a student registers for a course as an audit, Anthology Student follows the guidelines from the U.S. Department of Education (ED). If a student is registered in a course:

As an audit, and the student is not required to attend or complete coursework, ED considers it an audit course, and the LDA should not be updated. You can take attendance, but Anthology Student will not update the LDA for students in an audit course.
Not as an audit, and the student is required to attend or complete coursework, ED considers it a course where the LDA should be updated. When attendance is taken in this course, Anthology Student updates the LDA.

If Course Sub-Components have been configured by your institution, the contact hours entered in the course must match the total of subsequent course sub-component hours. A validation message appears if the hours do not match.

Course configuration page includes a Course Sub-Components tab where sub-component items can be added. If the Enable Sub-Component Scheduling and Registration flag is enabled, adding course sub-components will be mandatory to complete configuring courses.

Prerequisites

Authorizations:

Academics - Configuration - View
Academics - Configuration - Manage

To edit an item associated with multiple campuses, you must have access to all assigned campuses. If you have access to only some of the campuses, you can view the item but cannot edit it. When adding an item, you can select only campuses you can access.

Access

Configuration > Academic Records > Courses

Filters

By default, the grid displays records for all authorized campuses. Use the drop-down to filter by campus.

Add or Edit Items

Select All Campuses or select a specific Campus.
Review the record values.
To:
- Add an item, select New
- Duplicate an item, select it and then select Duplicate
- Edit an item, select its Name
Select the General tile.
Review, specify, or change the values.

Campuses Indicates the campuses that will offer or share this course. When you save the record, a campus group is dynamically created or updated for all the selected campuses.

Code The alphanumeric code assigned to the item by your institution. In most cases, codes must be unique. Select or assign the code for this item.

Course Level The name and code of the course level that will be assigned to the course for billing purposes.

Course Prefixes The name and code of the course prefixes that will be assigned to the course.

Course Type The various types of courses available at the institution, for example, lecture, laboratory, internship, and so on.

Default Pass Fail Setting The system-defined values that are applicable to the course level: - Non-Pass/Fail – Indicates that the course is graded on a letter grade basis. - Pass/Fail (Required) – Indicates that all students taking the course will receive a pass or fail grade. - Student's Choice – Indicates that students can choose to receive a pass/fail grade.

Dependent Course (Child) Indicates the course is a dependent course. In this case, the Credits, Hours, Enroll Status Credits, Enroll Status Hours fields are disabled. You can select one or more Parent courses using the Parent Courses & Equivalents tile.

Grade Level Specify the grade level that indicates the grade level at which the student typically takes this course. The Grade Level list is a preconfigured list item which contains the codes that are used by the Department of Education to determine eligibility for financial aid. The institution can add additional grade levels as needed.

Limit Availability for Scheduling to these Campuses This field displays the campuses that are added to the Campuses field. You can add or remove the campuses for which the course is available for Class Scheduling. If the field is left blank, the system considers all the campuses added under the Campuses field to be available for Class Scheduling. If you remove the campus for any course that is already scheduled for that campus, the system will display a confirmation message to reconfirm the action.

Name The name of the item (e.g., data set, batch, job, process, task, person, organization, entity, file).

Published Code In most cases, it is the published code used in reports and documents for the course.

Remedial Course Indicates that the course is a remedial course that addresses academic deficiencies identified by low entrance test scores or unmet criteria. Remedial courses may be automatically added to course lists, are visible on degree pathway pages, and can be configured by institutions at the program or course level. They may not count toward cumulative credits or financial aid eligibility, depending on institutional policy.

Under Length and Delivery, review, specify, or change the values.

Allow Override Indicates that the staff member is allowed to override the number of credits and hours awarded to the student after completing the course successfully. When you select Allow Override, the Minimum Credits and Maximum Credits fields are enabled. When you select Allow Override, the Minimum Credits and Maximum Credits fields are enabled, and the Match Override Credits check box is selected. If the student has a registration lock and you select Allow Override, Registration Locks are evaluated when you update Credits and Hours. If you update the values for a course in a status other than Future, it can affect registration locks configured for the student.

Compare Contact Hours with Scheduled Hours Indicates that the campus is configured to compare Course Contact Hours with class Scheduled Hours. In this comparison, the hours specified in the course or class section are used in the comparison, instead of the course contact hours for a variable credit course.

Credits The Credits required for the course.

Days for Incomplete Expiration The days after the course end date to calculate the expiration deadline.

Enroll Status Credits The number of credits that can be used to calculate a student's enrollment status. This option is used for zero-credit courses that cannot be taken for academic credit but are used mainly for financial aid purposes. For example, graduate-level internships. The value entered in Enroll Status Credits is used in enrollment status calculations and automated disbursement approval for credit hour programs. If you do not specify a value, Anthology Student updates the field with the value in Credits. If the course is a dependent course, the Enroll Status Credits field is disabled.

Enroll Status Hours The number of hours that can be used to calculate a student's enrollment status. This option is used for zero-credit courses that cannot be taken for academic credit but are used mainly for financial aid purposes. For example, remedial courses that are part of the academic program but do not earn academic clock hours towards graduation, and do not contribute towards academic progress calculation. The value entered in Enroll Status Hours is used in enrollment status calculations and automated disbursement approval for clock hour programs. If you do not specify a value, Anthology Student updates the field with the value in Hours. If the course is a dependent course, Enroll Status Hours is disabled.

Hours The number of hours associated with the record (e.g., attendance hours, course hours, hours worked) during a specified period.

Match Override Credits Indicates the Enroll Status Credits field will contain the same value as the Credits field. Match Override Credits is enabled only if Allow Override is enabled. For example, if a student taking a variable credit course specifies 10 as the value in Credits, the Enroll Status Credits will be updated to reflect 10 if Max Override Credits is enabled. If you do not select Allow Override, Enroll Status Credits will display the value configured in Course Code.

Maximum Credits For variable credit courses, specify the maximum number of credits that a student can select to receive when taking the course. If you do not specify a value, staff and students can enter any credit value during registration.

Maximum Days For distance learning, the maximum number of days the student can take to complete the course.

Minimum Credits For variable credit courses, specify the minimum number of credits that a student can select to receive when taking the course. If you do not specify a value, staff and students can enter any credit value during registration.

Minimum Days For distance learning, the minimum number of days the student must spend in the course.

Outside Course Work Hours The value of out-of-class hours. Specify the value in five-minute increments as expressed in hour decimals. For example, 10 minutes is 0.17 hours.

Total Financial Aid Hours The total number of hours specified in the student's financial aid. It is a read-only field that displays the total of the academic hours or enrollment statuses and outside coursework hours.

Unit Type The minutes or quantity in which attendance is measured. Use Minutes for traditional classroom situations. Use Quantity for quantifiable goals, such as the number of tasks completed.

Under Retake, review, specify, or change the values.

Charge Retake Fee on Attempts If the course has a retake Fee, use this setting to define the number of attempts after which a retake fee is charged. This list is enabled only when the Retake Fee is set to Yes. You must specify a value greater than zero.

Exclude Drops Specifies the default setting to use when a course is added to a required course list. Anthology Student uses this setting to determine whether to count dropped courses towards the maximum number of attempts allowed when a student is registered for a course that is not required.

Maximum Retake Attempts The maximum attempts that will be allowed for a student to retake a course. This value will be enforced during registration. The value in the Charge Retake Fee on Attempts field must be lower than the Maximum Retake Attempts.

Retake Course Selecting "Yes" indicates that this course is subject to retake methodology, meaning it will impact the calculation of all GPAs for every attempt by the student. Generally, credits for this course may be applied only once toward the academic program. Retake methodology does not currently apply to DPA or Pathway courses; if a course with retake=Yes is fulfilled multiple times, additional attempts may be reclassified as Courses Not Applied. Selecting "No" designates the course as a Repeat course, allowing students to enroll multiple times, with each instance contributing to both GPA and DPA category calculations. Repeat courses are exempt from retake methodology, and all attempts are included in GPA evaluations.

Retake Fee Indicates that the course requires a retake fee. Retake Fee is enabled only when Retake Course is enabled. The default is No.

Specify the Course Description A short description or name of the course..
Save your changes.

If New or Changed Courses Meet a Course Rule

Anthology Student does not automatically include or exclude new or changed courses to the pools.

For example, you will need to rebuild the pool in these cases.

You have a rule that includes all the courses with the prefix ART, and you add more courses with the prefix
You have a rule that includes all the courses with the prefix ART, and you change or remove the prefix on some of the courses

You can either:

Access each of the configured pools and select Apply Course Ruleson the Course Rules tab. (Configuration > Academic Records > Pools)
Use the Update Pools process to update all the pools at once (Processes > Academic Records > Update Pools