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Date Exceptions

After you've created an import extract set, you have the option of defining date exceptions for it.

Date exceptions are always associated with a specific import extract set, and all sections that are part of an import extract set are affected by the exceptions you define. If a section meets the criteria for multiple extract sets, it is affected by the date exceptions of all of them, which is another reason it is recommended that you not create overlapping extract sets.

When date exceptions are applied

Date exceptions are applied to imported sections every time the sections are updated by LYNX, so it's best to create exceptions before you import any sections. If you need to add or change date exceptions after you've already imported sections, you can manually update the sections in the import extract set using the Review and Import function.

Date Exception Types

There are three types of date exceptions you can set:

  • Conversion
  • Make-up
  • Exclude

Conversion

Conversion date exceptions are used to replace the occurrence date of all sections meeting on that date with the occurrence date of all sections meeting on another date. For each occurrence on the specified original date and time, a duplicate occurrence on the target date will be created. All existing occurrences for all classes in this extract set, both on the original and target dates, will be removed.

Example: There are two Monday holidays in Spring semester. To distribute missing days evenly among all classes, on the Tuesday following the second Monday holiday, all Monday classes will meet instead of the Tuesday classes at the same times and in the same location they normally occupy on Mondays.

Make-up

Make-up date exceptions are used to specify the replacement date of all section occurrences that didn’t take place for some reason. For each occurrence on the original date and time, a duplicate occurrence on the target date will be created. No occurrences will be removed.

Example: A snow storm hits on a Friday morning in January and school is closed. The school needs to schedule a make-up day for all sections that didn’t meet that Friday.

Exclude

Exclude date exceptions are used to remove certain dates and times from all section meeting pattern schedules. All occurrences on the original date(s)/time(s) will be removed.

Example: Classes don’t occur during spring break or on campus holidays, so need to be removed from section meeting patterns.

Define Exclusions in LYNX

It is highly recommended that you define exclude exceptions for class sections in LYNX, rather than using 25Live folder-based exclusions.

Defining Date Exceptions

To Choose the Extract Set and Exception Type

  1. From the LYNX Import to 25Live menu, choose Section Import.
  2. On the Extract Sets for 25Live Imports page, select the extract set you want to set date exceptions for and click Date Exceptions.
  3. Select the type of exception from the Add New Date Exception menu, and define the exception as described below.

    Image: Use the Date Exceptions page to select and define date exceptions

To Define a Conversion or Make-Up Date Exception

  1. Enter a meaningful name for the exception.
  2. Enter the original date and time, and enter the target replacement date. You also have the option of choosing the dates using the calendar controls.
  3. Click “Yes” if you want to keep the room assignments of the affected sections. Click “No” if you don’t.

    Image: Use the displayed Add New Dates window to define Conversion and Make-Up Date Exceptions
  4. If you don’t want the exception to be active at this time, select “No.”
  5. Enter any notes you want to make about the exception.
  6. Click Submit to add this exception.
    or
    If you want to add another exception, click Submit and Add Next to add this exception and auto-fill the the next dates in the original and target date fields.

To Define an Exclude Date Exception

  1. Enter a meaningful name for the exception.
  2. Enter the first date and time to be excluded. You also have the option of choosing the date using the calendar control.
  3. To auto-fill the date following the one you just entered, click “Add More Dates." Repeat as needed for additional consecutive dates you want to exclude.

    Image: Use the displayed Add New Dates window to define Exclude Date Exceptions
  4. If you don’t want the exception to be active at this time, select “No.”
  5. Enter any notes you want to make about the exception.
  6. Click Submit to add this exception
    or
    If you want to add another exception, click Submit and Add Next to add this exception and auto-fill the the next consecutive date.

To Copy Exceptions From One Import Extract Set To Another

Note: This process replaces any existing date exceptions on the target extract set.

  1. From the LYNX Import to 25Live menu, choose Extract Sets.
  2. On the Extract Sets for 25Live Imports page, select the extract set you want to copy exceptions from and click Date Exceptions.
  3. Click Copy Date Exceptions To Another Extract Set.
  4. Choose the target extract set you want to copy the exceptions to, and click Submit.

Defining Targeted Date Exceptions

There may be times when you want to create date exceptions that affect a sub-set of sections. To do this, you create a new import extract set that contains just the sections you want affected by the exception dates.

Example

Let's say you have an import extract set with the following criteria: Term 202040, Campus M (all Fall 2020 classes on the main campus)

There is a heavy snow in late November. The law school cancels classes but the rest of the main campus remains open. The law school wants to create a make-up day for just their classes. How do you accommodate this in LYNX?

Solution

  1. Create a new extract set with the following criteria: Term 202040, Campus M, Subject LAW
  2. Add a Makeup exception for the snow day.
  3. Save the extract set.
  4. Review and import the classes.

Result

The LAW classes in Fall 2020 will be affected by the snow day makeup exception. No other classes will be affected since they were not part of the new extract set.

Note that this goes against the recommended best practice of not creating extract sets that overlap. It's okay to skirt the line of the best practice recommendations for simple situations like this, as long as you're comfortable with the implications. In the above scenario, for example, the LAW classes are part of two import extract sets: one for the whole term and one for just the LAW classes. Creating the new extract set does not remove the LAW classes from the original extract set, which means if you make the original extract set inactive, the LAW classes will continue to be updated unless you also make the LAW-specific extract set inactive.

If you wanted to fully separate the two extract sets in the above example, you could add a "Do not include Subject LAW" criterion to the original extract set so the LAW sections are handled solely by the LAW-specific extract set.




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