Important Dates and Updates for Academic Records and Grade Mode

2025 Town Hall May 2, 2025

Agenda Important SP 26 Dates: 5/23 Preview Mode Live, emailing Application link 8/1 at 5pm: Department rooms can no longer be added in the Banner form SSASECT 8/1 at 10pm: GA Room Request Application access to add or change requests is turned off. All requests must be emailed to CMSS after this. 10/6: Course Explorer goes Live 10/20: GA Room Assignments Complete 11/3: Priority Registration Begins Updates Ellen Marr, Assistant Registrar Grade Mode and 599s Reserved Seats Wymer Hall Availability for Fall 2025 Room Request Application Review Linking vs Cross-lists Scheduling Changes Scheduling and Enrollment Best Practices Public Reports 2 CMSS

Academic Records Supplemental Grade Report Forms (SGRFs) - Must be saved in a secure location. - Should never be shared with students. - If you do not have a blank copy, please email Academic Records at record-info@illinois.edu. Thesis Research Courses- 599s - Through SU25, instructors do not enter grades for 599 courses. DFR (deferred) grades are added by the Office of the Registrar. - Once a student passes and deposits their thesis or dissertation, the Graduate College send a TDA form to our unit to update all 599 grades. ABS grades - Effective FA25, they will no longer be available for instructors to assign. - Previous ABS grades can still be updated using the SGRF. - Student Code and our website will be updated closer to August 25th. Ellen Marr

Academic Records Grade Mode - When there is a grade mode entered in that section, college COAR users cannot update individual student s grade mode to reflect student-driven decisions (e.g., CR/NC or HCLA). - Remember that the default grade mode should never be used an as override on a section! - C, D, and L grade modes should never be used for an entire roster of students. Ellen Marr

Academic Records Updates to SSASECT - After registration begins but before grade roll: - Updating the grade mode on SSASECT will not update the grade mode of the students already registered. - Please contact CMSS for assistance. - Once grade entry opens: - Changing which sections are gradable could cause issues with grade roll. - Please contact the CMSS and Academic Records for assistance. - After grade roll: - Any changes made to SSASECT, will not update the course in the students academic history. - Please contact Academic Records before updating SSASECT. - The Section field should never be changed after grade roll, as it will break the online grade change system for that course. Grade Roll Missing Instructors & CMSS Report If you receive an email from CMSS, please double check the sections they are contacting you about. We email instructors assigned to gradable sections notifying them about grading deadlines. Ellen Marr

Academic Records Zero Hour Sections - Zero hours sections should never use the S grade mode. The course should be set up for S/U grading as the default. - CMSS has a report that looks for any set up incorrectly and will reach out for resolution. It s possible this could mean a course revision is needed from the department. Variable Credit Sections - When a student registers for a variable hour section, Banner Self-Service will default to the lowest credit hours without student intervention. - This is an easily missed step in the process, so students might end up in a section for 0 hours with S grade mode. - - CMSS has a report to monitor this, so they will be contacting you about any students registered incorrectly. What to do when a grade change is needed, but the instructor is no longer at the university. - Please contact Academic Records. - We can discuss the situation with you and determine the best procedure to get the grade change submitted. - Either by using the online grade change system or SGRF. Ellen Marr

Reserved Seats In order to help with enrollment management, CMSS is offering training on Reserved Seats This should be treated similarly to XM-OLs: complicated to set up and is not fit for every section, but in very specific circumstances it can be helpful Contact us before attempting to enable reserved seats for a section Reserved seats should be decided and set up before any students enroll, as reserved seats cannot be removed while students are registered for the section We have new training documentation for Reserved Seats on our website 7 CMSS

Wymer Hall Fall 2025 Wymer Hall, located between BIF and Huff Hall, is set to be available for classes this Fall. We have gained seven new GA spaces in this building: SWH 1010, 1060, 2010, and 2060 have a capacity of 60 SWH 1020 and 2020 Movable tables and chairs Capacity of 80 SWH 1100 Auditorium, theater seating Capacity of 200 Because construction is still ongoing, these details may change 8 CMSS

Room Request Application The Room Request Application will be replacing the Room Request Spreadsheets for Spring 26 No changes to section information can be made in the application, only room requests. This Application does not update to Banner or Course Explorer and has no effect on section data; it only uploads section data from Banner once a day. This application is essentially a substitution for the Room Request Spreadsheet. It will serve the same function, and you should treat this application similar to the spreadsheet. Any requests for cross-lists should be emailed in, not put in the Additional Request Notes field A full Room Request Walkthrough Training is still available. Email cmss-sections@illinois.edu to set up a time to go through it, or go to our website for the PowerPoint. We are still open to suggestions for improvements to the application, and please report any bugs to us as soon as possible so we can work with our Data Team to fix it. 9 CMSS

Room Request Application CMSS sends out the application link to all schedulers to signify the start of the scheduling process for each term. The application contains all your active and pending section data from Banner, uploaded from Banner the night before. You only need to fill out the New Request or Alt Request form if the section needs a new GA room. It is best to Inactivate all sections which are going from Active to Cancelled first to avoid room or instructor conflicts delete the room when cancelling The due date is listed in the text at the top. The Request Status pull down can help you filter what still needs to be requested. The logo leads to the CMSS website. The Search bar can help you look for specific sections or other data. You can export a selection or all the subject s data to excel. Each column can be sorted ascending or descending. Warnings will help you decide which sections do or do not need a room. Hover for details. 10

Room Request Application Choosing New Request or Alt Request will lead to this form. Completing this form and saving is the only way to request a room. Each drop down menu has different options. Only select the relevant options, but feel free to clarify in the other or Additional Request Notes boxes. Section information is pulled into the application every night at midnight. Double check the projected and max enrollments are accurate in SSASECT. Make sure to save your request. You can come back and edit as necessary. Capacities are listed in parentheses for each room. Any changes to Days or Times will delete the request. Note any back-to-back sections here, but only if they follow the back- to-back definition. 11

Linking vs Cross-Listing LINKING CROSS-LISTING Use when there are multiple Discussions/Labs for the student to register for along with a Lecture, all under the same course and subject Use when multiple sections meet at the same time in the same room A meets with is a type of cross-list Must have the same schedule type, instructor, days, times, statuses, etc. Three different kinds: A meets with , usually topics courses, temporary, can be deleted when no longer needed B differential credit, temporary, can be deleted when no longer needed C catalog-level approved, cannot be removed unless dissolved at the catalog level Has a Link ID in SSASECT and a Link Connector in SSADETL Either the Lecture or the Discussion must have the credits and gradable box checked. The other must be 0 credits and the gradable box not checked. 12 CMSS

Scheduling Changes Due to an ever-increasing number of incoming students and regaining only a few GA rooms for Fall 2025, we ve had to make a few more changes GA spaces will no longer be entered in the Banner meeting row before Room Requests are due We previously allowed switching GA rooms to a different section if it rolled and you were going to use it for the same time slot. Due to continued data entry errors that have taken GA spaces that have not rolled, we are discontinuing the practice. Be absolutely sure that a room is your department space and not General Assignment space before assigning it in the Banner meeting row Rolled rooms are no longer the guarantee they once were For MWF classes 9AM-2:50PM, we are 88% full For TR classes 9AM-3:20PM, we are 97% full In order to best utilize the GA spaces to give everyone the best possible classroom, we might have to move your section out of a rolled room CMSS 13

Status Change Before Room Requests are Due Can do, but should only add department spaces After Room Requests are Due Adding room Cannot do, must email CMSS Removing room Can do, the change will drop the room Cannot do, must email CMSS Active/ Pending Time change Can do, the change will keep the room. But if the section is in a GA space when you change the time, remove the room Will drop the room, email CMSS as soon as you make the change so we can add the room back quickly Color Key Can do Can do with caveats Cannot do Absolutely cannot do Adding room Technically can do, but should not if staying inactive/cancelled Cannot and should not do, even for CMSS Removing room Can do, the change will drop the room Can do, the change will drop the room Inactive/ Cancelled Time change Can do but will not drop the room unless you delete the building/room in the meeting row Can do but will not drop the room unless you delete the building/room in the meeting row CMSS 14

Best Practices With more sections than ever before, we need Schedulers help more and more to prepare sections Check the Departmental Processing Calendar and add those dates to your calendar Check Report 42 for enrollment over capacity errors before and during Registration We schedule for the entire campus and not meeting the deadlines in our Processing Calendar adds extra work for CMSS If you cannot make the Room Request deadline for your sections, prioritize the larger rooms as those are more difficult to place Pull Report 42 and other Reports in our Public Reports folder When you cancel a section, either delete the meeting row or at least remove the room from the meeting row Pay special attention to your Max, Projected, and Cross-list Enrollments These should be easily viewable in the Room Request Application and Report 42 Report 42 also has errors when the max or actual enrollment is over the room capacity These must be accurate in order to make sure everyone gets the best room possible If a section has not changed max enrollment the past couple years and the enrollment has been consistently lower, we will not be able to assign a room of the max enrollment due to room shortages To reach us, email cmss-sections@illinois.edu. Questions regarding changes to classes at a catalog level should use cmss-catalog@illinois.edu. Cmss-finals@illinois.edu is no longer an actively checked email. CMSS 15

Report 42 and other Reports We have made several reports available in our Public Reports folder. You can request other reports if you feel something is missing or would be helpful. Reports typically have a number associated with it: Course Section Schedule (42) Department Schedulers list Gen Eds (121) Cross-list Errors (16 and 29) As well as others Report 42 pulls every CRN/section for a semester based on the filtering criteria you choose - A typical filtering to grab all your Active and Pending sections for Fall 2025 would look like this: - Click View Report after selecting the filters you need 16 CMSS

Any Questions? 17 CMSS