ALE Application: Copying Classes from one Term or Year to Another

In the Data Admin role, there is a tool for copying a set of classes by term or by year so that once the class schedule is established, it does not have to be built from the ground up each year.  Multiple Classes  can be selected and “copied” with all associated details from one Class Term  to another or one school year to another (minus student enrollments).

This function is housed on the “Data Admin” role, under the “Administrative Tasks” page.

Decide if you would like to copy classes by term or year-long classes.  Using the appropriate form, select which Class Term and/or year  you would like to copy Classes from, and which Class Term and/or year you would like to copy Classes to.  In this example, we will copy classes by term, choose Semester 1 and copy to Semester 2.

Next, you will need to select which Classes you will Exclude from the Copy.  Click on “Select” to get a list of all classes that have the Selected Class Term associated.  In our example, there are several classes that are already scheduled to cover Semester 1 and Semester 2 (year long classes) so we will want to be sure to exclude those.  

Use the “Class Term” column filter to find any classes that already include Semester 2.

Then, once filtered to this group,  use the checkmark at the top left to select them all. If you are done choosing classes to Exclude, you can click on “Add Classes.”

You can also add any additional Classes to the list that you wish to Exclude from the Copy - any classes that will not be offered second semester.  Use the available columns to locate the classes you would like to Exclude, then click the checkmark to the left of those individual classes. (Note: DO NOT click the “select all” arrow at the top or you will erase your original selections.)

You can review your list of selections by clicking on “View Selected” at the bottom right.

Once you have the complete list of selected classes that you do not want copied and have confirmed, click on “Add Classes”

Now we are ready to click on “Mass Copy Classes.” You will get a warning confirming you are ready:

Now, on the “All Classes” list available on the Teacher, Registrar or Program Manager Roles, you should see duplicate copies of your classes.

Additional things to note:

• Student enrollments are not copied over using this process. No students will be enrolled in the copied classes
• All other class details, including the schedule are copied forward.  The appropriate class term dates for the new term/year will be applied.  
• If the class is not following the same class schedule as the previous term/year, delete the existing class schedule and add a new one.