General Information

Updated 5/5/20 - JVS

Department course schedulers wanting to add a new course or change the timeline of an existing course post-production call to ask Scheduling to place GPCs on hold. GPCs are placed on hold to prevent a different course from using the room while a CSU form is en route. Once a GPC has been placed on hold, the department course scheduler has 5 business days to submit a CSU.
All holds are done through the Room Scheduling System. If a department course scheduler asks for a room to be placed on hold and then later decides not to make the change or discards the CSU, the hold will not be released automatically.
The rooms on hold point person should run the rooms on hold report once a week, generally done on Wednesdays, to release any rooms that have been on hold for more than 5 business days without a CSU.

How to place a GPC on hold

1. Search for a GPC in the Room Scheduling System using the semester-long search.

The search purpose is "Update class/hold room".

1. Select the GPC, enter the unique number if the hold is for an existing course OR check the box "hold for class to be added"

1. Enter the following information:

• The field of study and course number if it is for an add
• The department course schedulers name
• The date (this is very important to track how long the room has been on hold)
• Your initials (in the event there is a question we know who placed the room on hold)

1. Select "Hold Class". When you place the room on hold, inform the scheduler they have 5 business days to submit a CSU to add or update the course.
2. In addition to viewing the hold through "View rooms on hold for a class," the hold is also shown in the graphical view of the room.

How to release a hold

1. In the Room Scheduling System select "View rooms on hold for a class".

1. If the hold was for an existing class, enter the unique and click 'rooms on hold for a class' to display the room on hold for that particular unique. Otherwise, leave the unique field blank and click 'rooms on hold for a class to be added' to display all rooms on hold for classes to be added for that semester.

1. Select "release" for the appropriate room.

Once a hold has been released there will no longer a record of the hold.

How to run and review the rooms on hold report

1. In the mainframe, enter input: txtask, press enter. On the next screen fill in the appropriate fields:

Command: SSJName: RGJGSCH5Version: P Department: RG

1. Enter "Y" for LISTHLD2: Rooms on hold – list (new files)

1. Enter the appropriate YYS, and hit <enter> to run the report.

1. The report will be routed to the Scheduling output folder. Holds for existing courses will be listed followed by holds for courses to be added.

1. To verify if a CSU has been submitted for the course, open the Course Schedule Update system, and view "Forms in progress".

1. If the CSU is for an existing course, search using the unique number.

1. If the CSU is for a course to be added, search using the field of study and course number.

1. If the CSU has been created, but is waiting further approval or processing no action needs to be taken.

1. If there is not a CSU for the course in progress, reach out to the course scheduler. Copy the course scheduling team on communication.

Example e-mail:
Subject: (Semester) GPC on Hold
Hi (name), 
Thanks for your email! (Room) has been put on hold (days of week) from (beginning time) to (end time) for (unique)/(a course to be added) for (semester). Please let us know if you have any questions or concerns!

1. Once reviewed, drag the report from the Scheduling output folder into the "Course Scheduling" folder.