Classes that are continuing into the next semester or fiscal year may be duplicated rather than re-created. There are two ways to duplicate classes - from the main class grid or from within the Class record. If you duplicate from the main class grid, you can choose to bring over all Enrolled students or no students to the new class. If you duplicate from within the class record, you have the option to choose which, if any, students including those who have already been completed from the class, will be enrolled in the new class.
IMPORTANT NOTE: If your agency shuts down for more than 90 days over the summer, but students should not count as Exited in the current year, when you enroll students in their classes for the new year, the Enrollment Date must be prior to the student's last activity in the current year. Please review the scheduled services documentation for additional information. As an example, if a student's last hours this FY are on 5/30 and he won't be returning to class until 9/4 of the new year, he will have a 90 day gap in service. If this student should count as exited at the end of the current year, you can enroll him in his fall class with an Enrollment Date of 9/4. But, if he should not count as exited because he has a a scheduled service that will place him in a continuing PoP, the Enrollment Date will need to be 5/30 or earlier.
Duplicating from the Class grid
Be sure that you look through the student list to clean up any class enrollment statuses that need to be changed prior to duplication. Only students with a class status of Enrolled will be brought over when duplicating from the class grid, which means you shouldn’t complete the current FY classes until after duplicating classes. Be sure to make the status of the duplicated classes “Active” not “Prospective” or you won’t be able to bring the enrolled students over. You can make edits to duplicated classes if needed, such as changing a course number or room number.
In the class list, put a check next to the class(es) you want to duplicate and go to Selection > Subset. All classes that display in the list will be duplicated so be absolutely sure to subset only the classes you need.
Go to More > Duplicate Classes.
In the resulting window:
Below the grid displaying the classes to be duplicated, enter the Term, Class Status, Start Date, End Date, and Max Enroll. Note that if the Class Status, Start Date, End Date and Max Hours aren't the same for each class, you can edit them in the grid displaying the classes to be duplicated.
In the grid of classes to be duplicated, there is a column for "Schedule." For each class being duplicated, you will need to select which schedule information, if any, to carry over to the new class. The options are None, All, Scheduled Instruction, or Asynchronous Instruction.
In the grid of classes to be duplicated, you can also edit the Class Title if a class being created does not have the same name as the the one being duplicated.
In the Student Options, select whether to "Include all currently enrolled students" or "Do not include any students."
Select the Enroll Date. This date will be used as the Enroll Date for all students being carried over into the new class. If students will have a 90+ day gap in activity before the new class starts, but should be in a continuing PoP, make sure the Enroll Date is before the student's last hours date in the class being duplicated.
In the Staff Options, select whether "Do not include," "Include Primary," or "Include all currently assigned."
Click "Save."
When you are returned to the Class list, the new classes will not be displayed since you subset the classes you wanted to duplicate. You can click the X on the green search tile for 'Subset: Selected Records' to remove the subset.
Duplicating from within the Class Record
To duplicate a class, select the class you intend to duplicate. Open the class record and go to the Enrollment tab. Click the Duplicate Class button.
You will get a Duplicate Class Setup data window to enter in the Status, Term, and Start and End Dates for your class. You can also select whether staff should not be brought over, only primary staff should be brought over, or all staff should be brought over. For the Schedule options, you can select "Do not include any Class Schedules," "Include all Class Schedules," "Scheduled Instruction only ," or "Asynchronous Instruction only."
The student list will automatically display only the students currently enrolled. You can uncheck the box indicating that only enrolled students should display in order to display all students, including those with a status of Left or Waiting. You can indicate which students from the list should be enrolled in the duplicated class by putting checkmarks (or removing checkmarks) from the checkboxes to the left of each name. If you remove the checks from all of the students, the class will be duplicated, but no students will be enrolled.
You will be returned to the original class record, but the class has been duplicated and can be searched for using the title, term or course number. Repeat as needed for additional classes.
The following fields will ‘carry over’ to the duplicated class, if the fields were entered in the original class.
Course Number
Program
Class Keyword
Level
Department
Scheduled Instruction - Automatically included when duplicating from the class grid. Can opt to include or not include it when duplicating from within the class record.
Asynchronous Instruction - Automatically included when duplicating from the class grid. Can opt to include or not include it when duplicating from within the class record.
If the Max Enroll number is less than the number of enrolled students in the class being duplicated, students who exceed the number will be enrolled with the status of Waiting.