OCS Prep (Uniques Finalized)

Prior to OCS Prep: We must complete the Headnote FOS check and Advance Copy/final re-sequence
Step 1: Update Registration Priorities, OCS Search Drop-down Menus, Notify Uniques Final, No Class Days Blocked, and Add 'Coming Soon' Note
Coming Soon pdf: As part of Drupal updates, we upload a 'Coming Soon' pdf version to UTBox. This template pdf is in Drupal (Scheduling folder) and on our server at <Z:\Course Scheduling\4.Online Course Schedule or OCS\course schedules\ut.courses.comingsoon.pdf>. Open the template and save as as 'ut.courses.{semesternameCCYY}'. Upload to UTBox (scheduling folder)
Update Jobs
NRJG029J: Job NRNW029J updates registration priorities and make RM and PM commands available. No longer run per AIS 5.21.20 ml
NRJG029S: Job NRNW029S resets small-class switch and session-sequence switch.
NRJGWBCS: Initial load for tables (*TXTBLS/NRSEMDEP,NRSEMDAY,NRSEMTIM) that drive the OCS search drop-down menus based upon what is currently offered in the course schedule (F60).
NOTE: If a new FOS, time, or date combo is added/changed after this point in the CS, we must update these tables again by either re-running this job or manually making changes directly in *TXTBLS for it to appear in the OCS to students.

• NRNWSEMD: Populates Department/FOS menu (*TXTBLS,NRSEMDEP).
• NRNWSDAY: Populates Day of week combos/choice menu (*TXTBLS,NRSEMDAY)
• NRNWSTIM : Populates Time of day combos/choice menu (*TXTBLS,NRSEMTIM)

Manual Follow-up
*TXTBLS, NRSEMDEP: Check output from NRNWSEMD for issues. To fix, go into *TXTBLS, E1, NRSEMDEP for the CCYYS in question. Only FOS with courses scheduled will appear.
Known, usual suspects:

1. 1. Replace the lowercase 't' with a capital T in UTeach (There can be 2 of these to fix: L A and N S). Also capitalize the words after the hyphen in the name.
   2. Replace the capital 'S' with a lowercase 's' in Women's and Gender Studies
   3. Change 'Studio Art' to 'Art, Studio' so ART will sort with A, not S
   4. Capitalize the D in Pharmd i.e. PharmD
   5. AET replace number that appears for FOS name (5001020003) with FOS name 'Arts and Entertainment Technologies'
   6. LAL change name from 'Indigenous Languages of Latin America' to 'Latin American Languages, Indigenous' so LAL will sort with L, not I
   7. Remove MED-Dell Medical School from table – should not show up as option for students
   8. LTC, full FOS name is cut off: Language, Teaching and Coordination
   9. AFR, AHC, IMS, GSD will be abbreviated

Morning of CSU opening:
*NRTABL, Option 5: Make the RM and PM commands in *NRRECS functional for new CCYYS by changing the Low/High CCYYS. Reg-IT or WTG must do this.
Please be careful because this determines dates for everyone on campus. Do NOT update any other dates on this table.  They are updated by others at different times. 
To update the Lo/Hi CCYYS do the following:

1. Logon to *NRTABL
2. Enter 5 for table number, 'UPDATE NRCTDATE CURRENT YYS RECORD'
3. Halfway down the page, you will see an entry similar to this:

20139      LOW CCYYS FOR PS, PU, AND RC UPDATES               139
20146     HIGH CCYYS FOR PS, PU, AND RC UPDATES               146

1. Add a semester to the LOW CCYYS and one to the HIGH CCYYS (HIGH CCYYS=CCYYS of semester you are about to publish in OCS)

Email: Coordinate with Registration team to initialize advising bars
Send out email to Reg-IT, Degree Audit, and Registration team, notifying them uniques are finalized for the new semester (on the day we post Adv. Copy). In general, uniques are finalized:
Example email:
From: Glenn, Truman Sent: Monday, September 19, 2016 7:52 AM To: AustinDL-rgreg <RGREG@austin.utexas.edu>; Registrar-Certification & Veterans Svcs <certification@austin.utexas.edu>; Registrar-Degree Audit <degreeaudit@austin.utexas.edu> Cc: Registrar-Course Schedule <course.schedule@austin.utexas.edu>; Schumann, Brenda A <brenda.schumann@austin.utexas.edu>; eric.poch@austinutexas.edu; Bell, Bethany D <bethany.bell@austin.utexas.edu>; Torrez, Jodi K <jodi.torrez@austin.utexas.edu>; McArthur, Jean A <j.mcarthur@austin.utexas.edu>; Evans, Shan <shan.evans@austin.utexas.edu>; Subject: Spring 2017 Finalized Uniques & *NRRECS RM,PM available
Hi All, Summer 2019 Course Schedule unique numbers have been finalized.  Course Scheduling completed the following processes:

• Reset small-class switch and session-sequence switch
• Updated registration priorities
• Made*NRRECS RM and PM commands available for 20196
• Made*NRRECS RM and PM commands functional for 20196 by changing the Low/High CCYYS
• Loaded tables used to build the pull-down menus in the online course schedule
• Advising bars will be initialized the same night the Course Schedule becomes available online, April 2.
• Students will be able to search for and view core codes in the spring 2017 online Course Schedule.

Summer 2019 CSU opens Monday, March 18 and the Summer 2019 Course Schedule will be published April 2 by 5pm.

No-Class Days, Special Event Dataset, & Priority/Bulk event requests:
Confirm Special Event dataset reservations and begin scheduling priority/bulk reservations. (Should already be done: block out no class days for partial-control times, renovations, construction, and anything scheduled with 'short course' dataset reservations.) Special reservations are published as scheduled: spring=late November, summer=April/May, fall=mid-July.

Post Date of Publication:
Post date of publication to current online course schedule page if not already done (This should have happened already).
Step 2: OCS 'QuickSearch' Menu
OCS Menu for QuickSearch: Temporarily turn on the course schedule in order to get a 'screen scrape' of the drop-down FOS menu for the Quick search maintained by the RegWeb Team (Jana Tate/Marilyn Darrell).
NOTE: If a new FOS is added/changed after this point, we must update this table again by manually making changes directly in *TXTBLS/NRNWSEMDEP for it to appear in the OCS. Must also coordinate with RegWeb Team for QuickSearch to be changed.
At a low-traffic time (early in the am):

1. Go to the online course schedule webpage.
2. Select the most recent semester and click 'Find courses now.' Your url is similar to this: https://utdirect.utexas.edu/registrar/nrclav/index.WBX?s_ccyys=20132.
3. Change the 'ccyys=' value to the new CCYYS by typing in your browser's url. For example, I would change 'ccyys=20132' to 'ccyys=20136' to go to the summer 2013 OCS. My new url would be: https://utdirect.utexas.edu/registrar/nrclav/index.WBX?s_ccyys=20136 . Press 'Enter.' If the CCYYS is not yet available, you will see a message stating so.
4. (PWW or REG-IT may have to do this) *TXTBLS, NRCLAV: Activate new high CCYYS using the E1, C01 command. This step turns on the Online Course Schedule. Note that the server farm refreshes on a fifteen minute interval so it may be a few minutes before the new Course Schedule is consistently available across all servers. There is only one table entry; enter command "C01" (for change the first entry) when updating the field to the new CCYYS. Do not use the "A" or "D" command.
5. If the CCYYS is not yet available, you will see a message stating so. Hold 'Ctrl' and press 'R' key to force the webpage to refresh from the server.
6. Once the CCYYS is available, capture the HTML for FOS drop-down list:
7. Right-click on the OCS webpage. Select 'View Page source' – this will open a text file of the html code.
8. Using the browser Menu options, select 'File->Save As' to save the file. Save on the Registrar server in \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\4.Online Course Schedule or OCS\1.Preparing the OCS\OCSmenuHTML, and name file '{semester}{CCYY}_OCSmenu.txt' (ie, 'spring2013_OCSmenu.txt').
9. (PWW or REG-IT may have to do this) Deactivate the new CCYYS by changing the CCYYS in TXTBLS NRCLAV back to the current CCYYS. *This step turns OFF the Online Course Schedule. Again, this will not be instantaneous. Confirm that the OCS for the new CCYYS no longer shows as available BEFORE proceeding.
10. Attach HTML text file to email and send to Marilyn Darrell, Registration Asst. Registrar and team at AustinDL-rgreg, course.schedule), explaining what it is for (OCS QuickSearch Drop-down menu).

Example email:
Subject: 20146 OCS Widget Pull down Menu
Hi Marilyn,
We were able to turn on the summer 2017 course schedule briefly and grab the source code.  I have attached the file so you can get the fields of study needed to Jana for the Quick Course Search on the Registrar's home page.  Fall 2017 will be sent to you in the next few weeks.  If you need anything please let us know.
 Thanks,
Step 3: 'Printed Version' of the Course Schedule
*NRRECS, LP: PDF of Course Schedule. We are required by law (section 504, ADA) to provide this 'Printed Version' of the course schedule. Use 'Coming Soon' PDF as the initial version (done as a part of step 1) and update again on the morning we publish the OCS to students.

1. Before we turn on the OCS, we ftp a 'Coming Soon' version to the registrar web server (rstar profile). This template pdf is on our server at <Z:\Course Scheduling\4.Online Course Schedule or OCS\course schedules\ut.courses.comingsoon.pdf>. Open the template and skip to steps 4 ('save as' with different name) and 5 (FTP step) below. Do as a part of Step 1 now.
2. *NRRECS, LP command. Enter CCYYS, starting page number 01, mark "N" in only print head notes field. Output goes to \\austin.utexas.edu\disk\reg\scheduling. Check *UTQA to ensure job ran successfully. If not successful, address issue.
3. Open file using MS Word. Remove any references to Dell Medical School and the entire Dell Medical School section. Add a custom text watermark of 'as of MM/DD/YYYY'. Save in '*.rtf' format.
4. Export/Save in '*.pdf' format on the documentation server as 'ut.courses.{semesternameCCYY}' at \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\4.Online Course Schedule or OCS\course schedules. You MUST use this EXACT naming convention for the document to link properly from our webpage. If this file already exists on the server, rename the existing file by appending '_{last saved date}' to the end of the file name BEFORE trying to save your updated, new version.
5. Using a secure FTP tool, upload the pdf to 'rstar' web server/schedules' at https://uts.cc.utexas.edu/ /export/httpd/vhosts/reg/data/docs/schedules. Overlay any existing files with the same name with the new file. (Login Username and Password are shared in Stache: https://stache.security.utexas.edu/index.jsp) Upload to UTBox: Share> Link Settings> Enable custom URL>. Custom URL now add UT prior to CCYYS due to minimum character limit change. Make appropriate change in Drupal.

Step 4: Turn on CS for CCYYS

1. Registration staff coordinating publication of the online course schedule will send email to turn on the Course Schedule.
2. Go to the online course schedule webpage.
3. Select the most recent semester and click 'Find courses now.' Your url is similar to this: https://utdirect.utexas.edu/registrar/nrclav/index.WBX?s_ccyys=20132.
4. Change the 'ccyys=' value to the new CCYYS by typing in your browser's url. For example, I would change 'ccyys=20132' to 'ccyys=20136' to go to the summer 2013 OCS. My new url would be: https://utdirect.utexas.edu/registrar/nrclav/index.WBX?s_ccyys=20136 . Press 'Enter.' If the CCYYS is not yet available, you will see a message stating so.
5. (PWW or REG-IT may have to do this) *TXTBLS, NRCLAV: Activate new high CCYYS using the E1, C01 command. This step turns on the Online Course Schedule. Note that the server farm refreshes on a fifteen minute interval so it may be a few minutes before the new Course Schedule is consistently available across all servers. There is only one table entry; enter command "C01" (for change the first entry) when updating the field to the new CCYYS. Do not use the "A" or "D" command.
6. If the CCYYS is not yet available, you will see a message stating so. Hold 'Ctrl' and press 'R' key to force the webpage to refresh from the server.
7. The Course Schedule is now functional for the CCYYS. Send Email to Registration staff coordinating publication of the online course schedule.
8. Follow remaining steps per Registration contact's checklist.

From: White, Priscilla W Sent: Tuesday, April 07, 2015 12:52 PM To: Calkins, Trina M <trina.calkins@austin.utexas.edu>; Registrar-Course Schedule <course.schedule@austin.utexas.edu>; AustinDL-rgreg <RGREG@austin.utexas.edu>; Tate, Jana D <jana.tate@austin.utexas.edu>; Schumann, Brenda A brenda.schumann@austin.utexas.edu; Adrian Rocha Subject: RE: {Semester CCYY} Course Schedule Live Today
Hi, All,
We have completed steps 2, 3, and 4 below: uploaded the pdf of the course schedule, activated CS search pages by changing high CCYYS at TXTBLS NRCLAV E1 command, and sent notification of this.
Thanks,
Priscilla
From: Calkins, Trina M Sent: Tuesday, April 07, 2015 9:20 AM To: Registrar-Course Schedule; AustinDL-rgreg; Tate, Jana D; Schumann, Brenda A Subject: Fall 2015 Course Schedule Live Today
Hello all,
Just a reminder that we are publishing the 159 Course Schedule today. See steps below.
Scheduling, please do the next three steps, starting with Upload pdf of Course Schedule.

Thanks,
Trina M. Calkins
The University of Texas at Austin
Office of the Registrar
Registration (M5504)
512-475-7656