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Preparing to Edit
Printing Course Activity Reports The first step of the editing process is to print out the two types of reports for the courses you edit: 1) The Course Activity Report (provides a complete listing of all courses for your department/program as it appeared at the 3rd week of the quarter) and 2) The Course Activity Edit Report (a listing of courses with error messages identified). To view and print reports, log on to SCiiPi. From the main screen, click on “View Reports/Historical.” From the Report Selection screen, click on “Course Activity Report” and choose the appropriate “from” and “to” years as well as the corresponding term. Enter the subject code for your department/program (you do not need to enter a course number). Click “Find”. This will bring up a listing of courses offered in your department/program. To print the report, click on “Print/View Report” (make sure that your pop-up blocker is turned off). A new window will open up with your Course Activity Report in .pdf format (it make take some time for the report to open). To view and print the "Course Activity Edit Report", go to the Report Selection screen, and click on the “Course Activity Edit Report” button. Choose the appropriate year and term and type in your department/program code. Click on “Print/View Report.” A new window will open up (make sure to turn off pop-up blockers) with your report in .pdf format. Reviewing Course Activity Reports It is recommended that you make your edits on paper before you start making changes in SCiiPi; this will give you a record of what changes were made to the courses and help you proofread your edits. For the “Course Activity Report”, please check for incorrect or missing instructor and/or teaching assistant names, meeting days and times, and meeting location. In addition, please check for any non-credit (secondary) sections that are missing or were cancelled. Note: Credit-bearing courses that were not recorded at 3rd week cannot be added in SCiiPi, and credit-bearing courses that were cancelled after 3rd week cannot be deleted from SCiiPi. IMPORTANT: Please review BOTH activity reports to ensure that your edits will be complete. From the Main Screen, go to “Course Edit Screen” which will take you to the “Course Lookup Screen.” Enter the appropriate term and your department/program code and click on “Find.” Highlight the course you want to edit and click “Edit/View.” This will bring you to the “Course Edit Screen” which is divided into 4 editing sections: 1) Course specifications, 2) Course location and time, 3) Course instructor, and 4) Crosslisted courses.
Basic course specifications are located at the top of the course edit screen. On the top row (from left to right) is information about the academic year, term, department/program, course number, and course title. The second row contains information about section number, class type, number of units, number of students enrolled, student credit hours (automatically calculated and equals enrollment x units), weekly student hours (based on meeting times), and number of weeks (10 is the default). Student Hour Override – Checking the box to the left of Stdt Hr Override will allow you to change the Weekly Student Hrs field, but this should be done only under special circumstances. Typically, Weekly Student Hours are equal to Instructor Contact Hours. When you need to increase the Instructor Contact Hours, you'll note that you are unable to make them higher than Weekly Student Hours. In this case, you could check the Student Hour Override box, and increase the number of Weekly Student Hours. Another example of when to use this option is when the location of the course isn't a viable option in the system, but there were specific times when instructors and students met (e.g., the course met in the Taqueria every Tuesday from 1-3 pm). In this case, since the Taqueria isn't a location option in SCiiPi, you should check the Student Hour Override box and enter '2' into the Weekly Student Hrs field. This accounts for the two hours that the instructor met with students each week. Once that information is entered, you must also credit the instructor with '2' contact hours. Checked by Editor -- Check this box when you are certain that all of the information in the course edit screen is correct. If there are non-credit sections associated with a course, you will need to check the box on each page. Once all the boxes have been checked for a course, a 'Y' will appear in the Edited column on the course lookup screen. You may notice that a section already has been 'checked by editor' when you open it. This means that it is a crosslisted course that either you or another department editor has already verified. If there is a discrepancy between what is listed, and what should be listed, please contact that department editor. An alternative to checking each checked by editor box is to click on the “Accept All” button on the bottom right of the Course Lookup Screen. You should only click this button when you are sure that ALL edits for ALL your department/program’s courses are final.
The Add, Remove, and Change Options -- Use "Add" to add a new location, meeting day, and/or time. Use "Change" to make a revision to a current listing. Use "Remove" to delete a listing. Meeting Times are Off by 15-20 Minutes for Data Downloaded from AIS -- Some courses may not have the exact ending times. When course data is downloaded from AIS into SCiiPi, extra minutes are added on to the end time to accommodate for passing time between classes (i.e., time for students to ask questions or their instructor or depart or arrive in the room). You do not need to make changes the end time in this situation. Example: Most secondary sections are recorded as 90 minutes long in SCiiPi, even if they are only actually 70 minutes per week. Do not change the end times back 15 or 20 minutes- leave them as they are if the start time is correct. Most of the time you will not have to make changes to end times as passing time is already built into the data download and doesn’t need to be edited. The only instances that you’ll need to add passing time to the end time are if: 1) you are adding a new meeting time or 2) you are changing an incorrect meeting time. When adding a new time for a secondary section, please add passing time to the end time. For example, the end time for a 70 minute secondary section should be listed as 20 minutes past the official end time. Generally, classes that occur twice a week meet for 1 hour and 45 minutes. In this case, round up the meeting time 15 minutes to 2 hours. If the class is 2 hours in duration, round up an extra 15 minutes so that the end time is 2 hours and 15 minutes after the start time. If you are unclear about how much passing time to add to the end time, please feel free to contact sciipi@ucsc.edu for more information. Special Circumstances
The Add, Remove, and Change Options -- For editing instructor information, the Change button will only allow you to change contact hours and role, not name. You must use the "Add" and "Remove" buttons to change an instructor name. You cannot change an instructor’s Rank or Department. However, it is your responsibility to check that the instructor Role is correct. Instructor Roles -- click on the link to see detailed Instructor Role descriptions. SCiiPi editors are responsible for ensuring that instructor roles are accurately recorded. Checking the "No UCSC Appointment" box in the course edit screen (to the left of the instructor name field) indicates the instructor of record for the course does not have a UCSC appointment (i.e., is not a UCSC employee). Undergraduates fall into this category, as do some instructors hired as consultants. Special Circumstances
 Crosslisting a Course -- The SCiiPi Team will be responsible for cross-listing all classes; the team will work from information submitted through the "valid conflict" function. Please email the valid conflict transaction number and course information to sciipi@ucsc.edu to help ensure that courses are crosslisted correctly. Adding a Non-Credit Section (NCS) -- To add a Non-Credit Section, click the "Add NCS" button in the bottom left corner of the Course Edit Screen for the Primary (credit-bearing) section. Enter the Section Number, Class Type (double click in the field to view the listing of class types), Enrollment, and Number of Weeks. Click Save. Deleting a Non-Credit Section (NCS) -- To delete a Non-Credit Section, click the "Delete NCS” button at the bottom left of the Course Edit Screen for the Non-Credit section. NOTE: You cannot add or delete credit-bearing courses in SCiiPi. |
