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Credit By Exam Updates

Credit By Exam Updates

May 06, 2020

OVERVIEW

Each 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

  1. it is never re-sequenced,

  2. it does not contain graduate courses,

  3. it does not list timelines, fees, instructors, or Notelines (with the exception of those courses which have statements such as "partially fulfills the legislative requirement for American History" or "fulfills second half of legislative requirement for government".)

  4. sort codes do not apply, and

  5. we list some courses (retired RUS and international baccalaureate courses FLA) which are not in the catalog, and which we don't offer at UT in the online course schedule.


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:

  • Same As

  • Standard Statement switches (11, 12, 14, 16, 18)

  • Topics course titles

  • No CRIN record for this course (these are CBM3 reference records; FLA is an example)


CBE course schedules are "CCYYS-1".
Examples: Spring CBE: CCYY1; Summer CBE: CCYY5; Fall CBE: CCYY8.

CALENDAR

Generation 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

TASKS

Submission 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

Fall

  1. Create Credit-by-Exam Course File for the Fall CCYY8

See job submission documentation: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\1-5-8 CBE Rollover.docx

  1. Review Discrepancy List.

  2. Take actions in *NRCRSE (Update (DS command) and Delete (DD command))

  3. Tab pages with changes, so that actions to be taken in NRCRSE can be documented in a memo to CTL. See below 'TASKS' section for more details.

  4. Request additional jobs

See job submission documentation: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\1-5-8 CBE Rollover.docx

  1. Review "Proof Copy" to "Adv Copy" output

  2. 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

 

Spring and Summer

  1. Create Credit-by-Exam Course File (CCYY1 for Spring; CCYY5 for Summer)

See job submission documentation: \\austin.utexas.edu\disk\reg\Registrar\Course Scheduling\6.SIS projects\Batch Scheduling\1-5-8 CBE Rollover.docx

  1. Distribute (e- and hardcopies) to CTL (currently Mel Patterson) and copy Margie and Dalton in Records & OP.

 

Discrepancy List

FIRST 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:

  • Same As

  • Standard Statement switches (11, 12, 14, 16, 18)

  • Topics course titles

  • No CRIN record for this course (these are CBM3 reference records; FLA is an example)


Note: The output: CCYYS-1 is audited against CCYYS inventory:

  • Title changes –for standalone courses only

  • Invalid courses -courses that have been dropped from the catalog (they will appear as * Course is not valid for this CCYYS

Discrepancies: When found, tab the pages in the Proof Copy.
Note: Make notes regarding any changes made on the pdf

*NRCRSE –managing updates found in vetting the discrepancy list

Before 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.

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.

NOTE: There are various CRIN related messages. Not ALL of them mean 'delete this section':

  • * COURSE IS NOT VALID FOR THIS YYS * (delete these)

  • * CRIN RECORD DROPPED OR LOCAL INVENTORY ** (delete these if numbered topic. Ask before deleting if not numbered topic.)

  • * NO CRIN RECORD FOR THIS COURSE * (Do NOT delete-these are special)


Note: The DD command is a 2-step process. After entering DD, CCYYS and the Unique, and hitting enter (which should confirm on the screen the FOS and course number of the section you are deleting) the system will ask that you select PF3 to complete the deletion. At this point, the section has only been marked for deletion. Job NRNW29o, when run, will find all of the sections marked for deletion and OBLIT them.
Also note: If a course has been dropped from the catalog and re-added with a
new credit-hour value, delete the dropped unique number and add its
replacement to the file. At no time should you utilize the TEMPCNUM utility.