8-03.11 Procedure - Class Cancellation Procedure

  1. Class Section Cancellation Process 

    1. The required minimum class section enrollment is 15 students.
    2. Lower class section sizes are permitted when required by regulatory/accreditation standards, third-party clinical affiliation agreements, class/lab size constraints, equipment constraints, when the class is needed for graduation in the current term, when the cancellation causes a delay in student progression, or with written justification in dynamic forms (e.g., the faculty overload form) by the appropriate academic dean.
    3. The academic program director, department head, and/or dean will actively monitor class enrollment and identify sections for possible cancellation due to low-enrollment classes on or before the cancellation deadline (see timeline below).
    4. The academic program director/department head will email the academic scheduler and copy the appropriate administrative assistant and academic dean to notify them which classes to cancel.
    5. The Class Cancellation Dynamic Form is deployed by department-designated individual when faculty have been assigned to the class, and pay needs to be adjusted.
    6. Classes cannot be canceled when the start date has been met.  

  2. Cancellation Timeline

     
    Courses cancellations should be made three business days prior to the start of the term.  For unique enrollments, cancellations should be made three days prior to start of the class.

  3. Processing Class Cancellations in Colleague


    1. The academic scheduler follows the procedure for canceling a section outlined in the Data Entry Manual for Scheduling Course Sections and cancels the class section in Colleague.
    2. The academic scheduler removes the faculty assignment on the FASC screen in Colleague, which removes the canceled section from the FWLR form.
    3. Colleague automatically generates a cancellation email to the student and faculty that the class has been canceled.
    4. The class is then automatically removed from the student’s schedule. 

  4. Student Outreach

    1. Each department will establish an outreach procedure for class cancellations, including phone calls and/or college text messages when a section is canceled.
    2. A department representative or advisor will contact each student within twenty-four hours of the class cancelation.
    3. An email will be sent to the students notifying them that the class is canceled. The email will include recommendations to register for another section of the same class and/or reach out to their advisor to choose a different class. The email will include the advisor’s contact information.

  5. Removing Class from Payroll

    1. The administrative assistant receives email notification of class cancellation from the academic program director/department head.
    2. The department’s designated preparer (department admin, department head, or academic program director) completes the Class Cancellation Form if the payroll forms have been submitted. The appropriate dean’s administrative coordinator, dean, and designee from the Office of Human Resources are selected.
    3. The administrative assistant updates the Payroll Summary Form to reflect the class cancellation and ensures accurate faculty compensation.