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Schedule Builder

Schedule Builder, the replacement for PASS (Plan a Student Schedule), lives within the Student Center and works with Degree Planner to create a seamless user experience.

Schedule Builder is only available to students who are term activated in the given term. Students who are not active can still view Cal Poly's online Class Schedule by visiting Class Search.


How to Use Schedule Builder (View PDF)

Frequently Asked Questions

Troubleshooting Resources and Video Tutorials

How to Use Schedule Builder:

Step 1: Access Schedule Builder through your Student Center

"My Apps" in the Cal Poly Portal > Student Center > Schedule Builder

You will be greeted by a Welcome Message that displays pertinent information and timely messaging associated with the registration process.

Selecting "Skip this message in the future" will suppress the message for future visits. The message will refresh should the content change.

Schedule Builder is found in the Student Center.

Screenshot of the Schedule Builder Welcome Page encouraging students to find their Cal Poly Catalog on the Academics Tab of their My Cal Poly Portal.

Step 2: Select the correct available term from the Term drop-down menu, view your Planned and/or Enrolled courses for that term

You can select the correct available term from the Term drop-down menu on the left-hand side of the screen.

          Term drop-down menu

Planned coursework and Enrolled coursework will pull directly into Schedule Builder for that term. Students may elect to pull in coursework from the Shopping Cart, or courses where they are Wait Listed by using the drop down. It is easy to identify where a course pulled from based on the icon in the Status column (see "11. What do the symbols on the main page in Schedule Builder mean?" in the FAQs below).

If a course does not pull in from either Planned, Enrolled, Shopping Cart, or Wait Listed coursework, the Import Courses option may be used to manually refresh the page. 

          Import Courses option in the upper right-hand corner of the page (next to Expand Filters)

Step 3: Expand Filters, set filter options, and add additional courses

In order to search for courses, select Expand Filters in the upper right-hand corner of the screen.

          The Expand Filters button in the upper right-hand corner of the page (next to the Import Courses option)

 

Unavailable Time Filter

Unavailable Time may be set and used as a Filter when searching for classes. This Filter may be turned off if results are too limited.

          Unavailable Time filter allows students to block periods of time.

 

Class Status

When searching for courses, Schedule Builder will automatically include only open courses (courses with open seats available).

To view courses that have both open seats and courses that have formed a waitlist, students should select "Open" and "Wait List" in the "Class Status" field.

          Students should select "Open" and "Wait List" to view both open courses and courses that have formed a wait list.        

 

Section Filters

Section Filters may be used to search for courses in specific categories. Students may elect to search by GE (General Education) Area, US Cultural Pluralism (USCP) courses, Graduation Writing Requirement (GWR) courses, or Fully Online courses.

Students have the ability to select multiple Section Filters, but Section Filters do not overlap. If a student selects the GWR filter and the USCP filter, Schedule Builder will include all GWR courses and all USCP courses in the search results.

*Note: If a quick view of all courses that fulfill a specific GE Area is required, Class Search is an easy tool to use to quickly generate this information.

GE Sub-Area navigation with Cal Poly Catalog included.

GE Sub-Area A1 with Cal Poly Catalog included.

When searching for General Education (GE) courses, students must know their Cal Poly catalog.

*To find your catalog, visit the My Academics tab of your student portal.

 

Subject and Catalog Number Filters

Students may also search directly for a course by entering the Subject and Catalog Number in the drop down fields. When searching for a course, these two fields are required (note the red asterisk).

Subject and Catalog Number fields are required when searching for a specific course (note the red asterisk)

 

Add Course

Use the Add Course button to select the courses Schedule Builder will use to create Class Schedule options. By selecting the course in the subnavigation, a student may elect to further limit which sections are used to build schedules. If the student does not select specific sections of the course, Schedule Builder will create Class Schedule options with all available sections.

Add Course button

 

View Seat Availability

Once the course has been added, the student can either click on the course or the "Select Sections" button to view additional class details and seat availability.

Students can select the course itself or the Select Sections button to view class details.

Unreserved and reserved seat counts are listed for each section of the class. If the student has selected the "Open" Class Status filter, only open sections will appear.

If the student selected the "Open" Class Status filter and the "Wait List" Class Status filter, all sections will appear. A yellow exclamation point in the "Wait List Open" column indicates that the section has opened the wait list. The wait list counts down to zero from the total positions available (for example 89/99 means that 10 wait list positions have been taken). 

Unreserved seats, reserved seats, and wait list status can be viewed for each section of the class.

Step 4: Build schedule options

Up to ten (10) courses may be used when building a schedule. Select Build Schedule to see options.

Main Schedule Builder home page that displays selected courses.

*Results will return up to 100 schedules

Step 5: Evaluate schedule options

Set Favorites

Students may elect to save up to five (5) Favorite schedules. Indicate that a schedule is a "Favorite" by clicking the heart icon.

          Add to favorites heart icon.

A pop up will allow you to name each Favorite schedule.

          The Adding to Favorite pop-up window allows the user to name the selected schedule.


 

Compare Schedule Options

Student may compare multiple schedules using the Add to compare function.

Add to compare button in the upper left-hand corner of the screen.

Compare two schedules. Schedules overlap so the user can see key differences.


 

View Maps

From the schedule, students may view class locations on a map by clicking the three (3) dots in the upper right-hand corner of the screen:

          View on Map function. Click on the three dots in the upper right-hand corner of the screen.

The map feature will allow students to view the distance between their classes: 

Map feature displays distance between classes.

Step 6: Enroll in classes and review important messaging

Once the desired schedule has been identified, a student may Validate the schedule, Add the classes to their Shopping Cart, or Enroll directly in the classes. Select the green "Enroll" button to view these options.

Green Enroll button in the upper left-hand corner of the screen.

Select Classes window with Validate, Add to Cart, and Enroll options.

Validate Schedule

This option is helpful prior to the student's enrollment appointment. The Validate function will check that the student meets requisites for the selected courses. If a permission number will be needed during the registration process, the student will know prior to their enrollment appointment.

 

Add to Shopping Cart

This option allows the student to move classes directly to the Shopping Cart in their Student Center. From there, they may complete the registration process.

 

Enroll in Classes

Students have the option to Enroll directly in classes from Schedule Builder.

If Enrolling directly in classes, the student will select each class and fill in any necessary information related to the enrollment transaction.

Enrollment options window with Grading option, Permission Number, and Wait list option.

Option: Change Grading Basis

Option: Add Permission number

Option: Select Waitlist

 

 

Review Messaging

After options have been saved and the Enroll transaction has been processed, students will receive messages associated with each transaction. It is important to read all messages to ensure that the enrollment process was successful.

Green: Success

Red: Errors that need to be reviewed

Yellow: Success, but with messages. It is important to review each message (wait list placement, course repeat notification, etc.).

 

Important messaging appears once the enrollment transaction has been processed.

 

Frequently Asked Questions:

1. Do I need to wait for my enrollment appointment to be able to enroll using Schedule Builder?

Yes. Enrollment options will be available to you both in Schedule Builder and the Enroll option in your Student Center once you have a valid enrollment appointment.

2. I selected my term but do not see where to find courses. What do I do?

Select Expand Filters in the top right portion of the page. This will allow the user to set filters or search for courses.

          Expand Filters button in the upper right-hand corner of the screen (next to Import Courses)

3. I see a Favorite schedule saved by someone other than myself. How did this happen?

Members of the Advising community have access to assist students in Schedule Builder. An Advisor may act on a student's behalf and set Favorite schedules. This is typically done during an advising session. You will always see the individual's name who made adjustments or changes in Schedule Builder

Multiple Favorite Schedules with the individual's name assigned to the schedule they saved.

4. What do the various symbols in the class section information mean?

Zero Cost Course materials or Open Education Resources

Zero cost course materials or Open Education Resources symbol is a book with a dollar sign crossed out.

Closed Leaf - Sustainability Focused

Sustainability Focused symbol is a green leaf.

Open Leaf - Sustainability Related

Sustainability Related symbol is a green outline of a leaf.

 

5. I need to see what textbooks are required for my class. Where do I look?

Under the class section information, once confirmed by the instructor, there will be a link to "Course Materials." This link will take you directly to the Follett website to view required course material information and purchase materials as needed.

A link to Course Materials can be found under class section information.

6. I cannot see a future term, what does this mean?

If you are unable to see a future term, it could mean one of two things:

1) The term is not yet available. Visit the Student Planning calendar to review dates.

2) You are not term activated for the desired term. This means you are unable to register for classes.

Contact the Records Unit within the Office of the Registrar for additional information.

          Term drop-down menu found in the upper left-hand corner of the Schedule Builder home page.

7. How do I search for a specific course?

You must enter a Subject and Catalog Number (as noted by the red asterisk) if you are searching for a specific course. Course description and prerequisite information will display when the Subject and Catalog Number fields have been filled. Select Add Course to include the specific course as an option when building your schedule.

Subject and Catalog Number fields are required when searching for a specific course. These fields include a red asterisk.

8. The system isn't allowing me to build a schedule with a class that is full or has formed a wait list; I am receiving a "Class Status" error. What do I do?

Check which filters you have applied. If you have set your Class Status filter to only show schedules with Open courses, Schedule Builder will remove courses that have formed a wait list. You must select both the "Open" Class Status filter and the "Wait List" Class Status filter to build a schedule with a class that is full or has an existing wait list.

Remember to Expand Filters to select both Open and Closed course options.

9. How do I search for a General Education area in a specific course?

Using the Section Filters, select "General Education Area" and "Sub-Area." You can then use the Course Selection Filters to search for courses that fulfill that specific GE Area.

Schedule Builder works like a funnel to narrow down results based on search criteria.

Note that when selecting multiple Course Attributes (i.e. General Education and USCP), results will include all courses that meet either attribute, not only courses that meet both attributes.

When searching for General Education options, you will need to know your Cal Poly Catalog to ensure that you make the correct choice.

 

          GE Sub-Area with Cal Poly Catalog included.

Another option to see a quick view of seat availably by GE Area is Class Search.

10. How do I search for all Open seats in General Education courses?

Using the Filters, select Course Attribute and Course Attribute Value. Schedule Builder works like a funnel to narrow down results based on search criteria. Note that when selecting multiple Course Attributes (i.e. General Education and USCP), results will include all courses that meet either attribute, not only courses that meet both attributes.

Begin by selecting "Open" under the Class Status filter:

          The "Open" Class Status filter will only display open courses in the search results.

Identify GE Area and Sub-Area in the two drop down options:

          GE Sub-Area with Cal Poly Catalog included.

 

Another option to see a quick view of seat availably by GE Area is Class Search.

11. I can't find GWR, USCP, or Fully Online sections. What do I do?

Under the Section Filters heading, use the first field (Select GE; GWR; USCP; Online) and select one of the following: Graduation Writing Requirement, United States Cultural Pluralism, or Fully Online.

These types of courses do not have "sub-areas," so the "If GE, Select Area" field does not need to be populated.

Next, under the Course Selection heading, select a Subject from the drop-down menu. Once you select a Subject, the corresponding Catalog Numbers will display only the courses that are offered during that term. Be mindful of your filter selections as they will impact what courses appear in the drop-down menu.

The Section Filters allow you to find GWR, USCP, or Fully Online sections.

12. How can I search for virtual class offerings? What is an "Asynchronous" virtual class, and what is a "Synchronous" virtual class?

Asynchronous classes are taught in a self-guided format. There are no required weekly meeting days and times. The meeting pattern will be "TBA" in Schedule Builder.

Synchronous classes are taught in a guided format. There are required weekly meeting days and times, and students are required to log in for class instruction of some sort.

To find Asynchronous and Synchronous virtual class offerings in Schedule Builder, use the "Instruction Mode" filter:

The "Instruction Mode" filter can be found in the Section Filters.

13. What General Education pattern do I follow? 

If you are an undergraduate student, it is important to know your Cal Poly Catalog when using Schedule Builder. This information can be found by logging into your Cal Poly portal and visiting the Academics tab. Your catalog is listed at the top of the page under "Degree Information" (Please note: Only undergraduate students can use this method to locate their Cal Poly Catalog information).

          A student's Cal Poly Catalog can be found on the Academics tab of their My Cal Poly Portal.          

14. Once I have enrolled, how do I see my class schedule? How do I verify what classes I'm enrolled in?

It is important to read all messages carefully when registering via Schedule Builder.

A green symbol means there are no warnings or errors associated with the enrollment process.

A red symbol means there is an error which must be fixed.

A yellow symbol indicates a warning associated with the transaction. This is generally an advisory message.

If in doubt, visit your Class Schedule via your Student Center.

15. What do the symbols on the main page in Schedule Builder mean?

Planned - Courses are brought over from Degree Planner, planned coursework

          Planned coursework symbol is a purple box.

Enrolled - Sections in which the student is enrolled

          Enrolled symbol is a green figure with a check mark.

Wait List - Section in which the student is on the wait list

          Wait list symbol is a yellow list.

Shopping Cart - Section that has been added directly into the Shopping Cart

          Shopping Cart symbol is a dark green shopping cart.

16. How do I import courses?

When you visit Schedule Builder for the term, any Planned or Enrolled courses should automatically be pulled in. Students have the option to manually pull in Wait Listed courses and courses that have been put directly in the Shopping Cart. If courses did not pull in automatically, the selections under the Import Classes drop down may be used.

          Import Courses button found in the upper right-hand corner of the Schedule Builder home page.

*Sections that are set to 'no print' will not appear in Schedule Builder. The class number must be entered directly into the Shopping Cart to complete the enrollment transaction (Add Class).

17. I don't meet the prerequisites for a course. Can I still build a schedule with that course?

Yes. When selecting Build, a pop-up will appear. You may either Cancel and adjust your course options or Continue. If you continue and you do not meet the prerequisites, please note that you will be prevented from enrolling in the course without a permission number.

          You will be warned if you do not meet the prerequisites for a course.

18. Once enrolled, I need to make a change to my schedule. Where do I do that?

Once enrolled, dropping classes may be done directly in the registration system. Classes cannot be dropped via Schedule Builder. A student may elect to swap if enrolled in another section, should they choose to do so in Schedule Builder. If in doubt, visit the Add option directly via your Student Center.

19. I need to wait list for a class. How do I do that?

Students have the option to wait list when enrolling in the course under Enrollment Options. Select the "Wait list if class is full" check box.

Wait list if class is full check box option in Enrollment options window.

20. I have a permission number for a class. Where do I enter it?

Students have the option to enter a permission number for a course under Enrollment Options. Be mindful that a permission number is not required for courses set up as student specific permission required.

Permission Number box in Enrollment options window.

21. I cannot find a class I'm looking for. Why not?

Sections that the department has set to "no print" will not publish in Schedule Builder. For a section where you have been given the class number to enroll, you must do so directly from the Add option via your Student Center.

22. I do not understand the warning (yellow) or error (red) message I received. Where can I go for help?

First, check your class schedule for the term to review what classes you have been successfully enrolled in. If there are outstanding questions, contact the Records Unit within the Office of the Registrar or the Advising Center in your college. Refer to  contact information under Troubleshooting Resources at the bottom of this page.

23. How do I see a topic for a course?

Classes with topics are viewable when selecting sections in Schedule Builder. There is a drop down menu that can be used to search for specific topics associated with that course.

Specific topics associated with a given course.

24. How do I select a unit value on a variable unit course offering?

Variable unit courses will have the option to set unit value before completing the registration process. Use the "Units*" field to select number of units in which you would like to enroll.

Variable unit option in the Enrollment options window.

25. Where can I see information about reserve capacities on classes?

After selecting the class section, navigate to the bottom of the page. Information related to reserve capacities is clearly defined based on which student population seats are held for.

Seat availability information is listed at the bottom of each class section window.

26. Where can I see class notes for a section?

Class notes are seen as you select sections for a course. They are viewable prior to drilling down into the expanded course information.

Class notes appear when the section of the course is selected.

27. I am a Cal Poly faculty member/staff member that does not have security access to view Schedule Builder. How can I gain access?

To gain security access to Schedule Builder, you will need to submit a Technical Service Request. The Technical Service Request link can be found in the “My Apps” menu of your Cal Poly Portal.

When you submit your request, please include detailed information explaining why you need access to this student tool.

Please Note: In order to receive security access, you must have taken the FERPA training through the Cal Poly Learning Hub within the last year.

You can access the FERPA training course through the "Staff and Faculty Training" tab on your Cal Poly Portal. Once there, click on the "Go to the Cal Poly Learning Hub" green button and search for the “Data Security and FERPA” training.

Please allow about an hour and a half to complete the training.

28. I am a Cal Poly faculty member/staff member. Can I use Schedule Builder as an enrollment monitoring tool?

No. Faculty and staff must act on behalf of students when using Schedule Builder. As there is no general view in Schedule Builder, the platform should not be used for enrollment monitoring purposes.

To monitor enrollment, faculty and staff can use any of the following: Class Roster, Class Search, and/or Enrollment Management Dashboards.

 

Troubleshooting Resources and Video Tutorials:

For Curriculum-Related Assistance:

College Advising Center

Mustang Success Center (First-year students)

For Technical Assistance:

Office of the Registrar, University Scheduling

classschedule@calpoly.edu

To Find Your Cal Poly Catalog (Undergraduate students):

  • Access your My Cal Poly Portal
  • Select your Academics tab
  • Your Cal Poly Catalog is listed under Degree Information

For Registration Issues:

Office of the Registrar, Records Unit

records@calpoly.edu

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