OVERVIEWEach semester a new credit-by-exam (CBE) course file is created by copying the CBE course file from the previous CBE semester: Fall (YY8)-copy Summer (YY5); Summer-copy Spring (YY1); Spring-copy Fall.
Although we request reporting, and fulfill requests placed from The Center for Teaching and Learning (CTL) to add courses, during all semesters (Spring, Summer and Fall), the majority of administrative tasks take place in the Fall, about 1 month prior to 1st class day. The CBE course file is double-checked against inventory (*NRCBCR) only once a year, in August, when preparing the Fall CBE course file.
CTL makes requests for new sections to be added throughout the year, usually after or upon review of an updated/distributed CBE file, but primarily just prior to the start of semesters.
The CBE course file is vetted in a manner very similar to our published course schedules (a discrepancy list is reviewed for invalid courses and title changes), the changes are then made in *NRCRSE. All items found by review of the discrepancy list and actions we take in *NRCRSE get communicated to CTL in a memo.
The CBE course file differs from the published online course schedule (OCS) in that
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CBE course schedules are "CCYYS-1".
Examples: Spring CBE: CCYY1; Summer CBE: CCYY5; Fall CBE: CCYY8.
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CALENDARGeneration of each semester's Credit-by-Exam course file normally takes place 30 days before the first day of class. Previous calendar dates for each semester request have been as follows:
December 15: To create Spring CBE (January is too busy following break to attempt)
May 1: To create Summer CBE
August 1: To create Fall CBE
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TASKSSubmission output should be filed on output server: \\austin.utexas.edu\disk\reg\scheduling\CBEANDFiled via copy, NOT move, to documentation server for retention purposes: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\CBE\e-files
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Fall- Create Credit-by-Exam Course File for the Fall CCYY8
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- Review "Proof Copy" to "Adv Copy" output
- Distribute (e- and hardcopies) to CTL (currently Mel Patterson) and copy Margie and Dalton in Records & OP. see template/examples at \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\CBE\Memos_Correspondence
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Spring and Summer- Create Credit-by-Exam Course File (CCYY1 for Spring; CCYY5 for Summer)
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- Distribute (e- and hardcopies) to CTL (currently Mel Patterson) and copy Margie and Dalton in Records & OP.
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Discrepancy ListFIRST CHECK 296 FOR SECTIONS MARKED FOR DELETION. WE MAY NEED TO RESET THE CANCEL SW FOR CBE BEFORE RUNNING DISCREPANCY
Also, archived documentation fails to clarify actions toward certain items in the discrepancy report. At this time, we take no action on the following items found in the discrepancy report:
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Discrepancies: When found, tab the pages in the Proof Copy.
Note: Make notes regarding any changes made on the pdf
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*NRCRSE –managing updates found in vetting the discrepancy listBefore you can make any updates to a CBE course file, you must be authorized in *NRCRSE for the CCYYS you need to update (the following people are currently authorized to update your settings: Robert Wyatt, Michael, Truman. Go to *DPUSER, AA screen. Semester must read the CBE CCYYS. Once you have completed your edits for CBE, have your settings changed back to what they were before.
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INVALID COURSES
- All invalid course uniques should be deleted using the DD command and should be marked on the copy of the course file. Tab the page for future reference.
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- NOTE: RE W/O CBM3 RECORDS (NO CRIN RECORD FOR THIS COURSE *) DO NOT MARK THESE FOR DELETION WITHOUT ASKING FIRST-NO WAY TO REINSTATE. FLA COURSES DO NOT GET DELETED.**
- Job NRNW29o will OBLIT the courses you marked with the DD command in NRCRSE. Job NRNW29o will have output: double-check the printout against the lined out courses, or against your notations (tabbed pages) in the discrepancy list.
- Sometimes sections are oblitted that were NOT on the Discrepancy report-need to look into this
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If no course is found to replace the invalid one, the invalid course will be noted as "dropped" in our memo to CTL. Not all courses have replacements, or are replaced by a single course.
Note: Sometimes it is impossible to OBLIT a course from the credit-by-exam file because there are student records attached. These are students who have received credit by exam for a course in the past. If the Job 29o ABENDS, and the reason is not apparent, it is likely this scenario (a student record is attached the unique) has caused the report to ABEND. Bring this to Priscilla and the SIS person responsible to discuss.
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UPDATING TITLES
- All uniques requiring title updates (to standalone courses), should be updated using the DS command and should be marked on the Proof Copy of the course file. Tab the page for future reference.
- Please review both the current semester title and previous semesters in NRCRIN. If the current semester title is different from the previous title you will need to type it in manually in **NRCRSE.
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- Please note that CSP relays even "cosmetic" updates to titles to CTL in a memo. For instance, if the original title was Geography of Former Sov Union and the title changes to Geo of Former Sov Union…we will communicate these minor title changes to CTL in our memo.
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Requests from Center for Teaching and Learning
- A memo is required from CTL requesting a course or courses be added to the CBE file. At this time, Mellanie Patterson is our recognized contact with The Center of Teaching and Learning (CTL).
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- NOTE: Credit for graduate courses cannot be given by exam.
TOPICS COURSE
Review CBE Course Schedule report (NRNW0296) to make sure course is not already in CBE course file.
Vet in *NRCRIN whether course is valid or invalid.
Vet in *NRCRIN or *NRCBCR that inventory states it is a topics course (SS#16).
VALID COURSE requests
- Please note: CTL wants course added with the topic title they supply, not with the generic title of the course. Follow OVERALL concerning abbreviation and style.
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- If the course "partially fulfills the legislative requirement for American history" (example), add this noteline to the course record. **HOW?? **
INVALID COURSE requests
- If the course to be added is not valid for the CCYYS requested, CTL must affirm in writing that the placement exam was taken at a time when the course was valid. When this has been done, add the course according to the instructions below (*NRCRSE –Adding or Updating Courses).
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- Titles for these courses should be preceded with an asterisk
(i.e. add an asterisk to the title), to indicate the course is not currently valid.
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*NRCRSE – Adding and Updating Courses (at the request of CTL)
ADDING A COURSE
NOTE: When adding the course number, leave first space blank for Spring and Fall adds. The space is reserved for F, N, W and S designations when adding Summer courses.
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- Enter command = DA
- Enter appropriate CCYYS-1.
- Enter Closing Limit of 999
- Delete all other information from inventory, such as course-related fees and standard statements.
- Remember to precede any title of an invalid course with an asterisk
- Add unique to CBE course file PDF via comment
UPDATING TITLES
- Note edit to be made to title in system.
- Tab page for future review.
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- Command = DS
- Enter appropriate CCYYS-1
- Enter Unique of course
- Update the title
- Delete all other information from inventory, such as course-related fees and standard statements.
UPDATING NOTELINES
- Note edit to be made to Notelines in system.
- Tab page for future review.
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- Command = DS
- Enter appropriate CCYYS-1
- Enter Unique of course
- Delete all other information from inventory, such as course-related fees and standard statements.
- Under Other (non-CRIN) statements add statement requested (example) "Partially fulfills the legislative requirement for American history".
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COMMUNICATION TO CTL about changes madeA template for the memo we use, as well as examples of previous communications are provided on the The Registrar's Server (Registrar\\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\CBE.
The memo contains items found in the discrepancy list that are applied to the CBE course file. These items are:
- New or updated titles.
- Invalid courses (noted as dropped)
- Invalid courses with the course that replaces it.
If CTL should make a request to add new test uniques, we reply to them separately via email when we have completed their request. Copies of these responses are also found in the Memos_Correspondence folder on the Registrar Server.
DOCUMENTATION & Distribution of reports
Distribution of Reporting (NRNW0296 –aka CBE Course File)
Recipient: Course Scheduling
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