Pam Deegan Training Up the Deputies April 3, 2013

1. The ABCs of Scheduling deputy Pam Deegan Training Up the Deputies April 3, 2013

2. Important Now More than Ever • Budget cuts • Limited Mission – • Transfer • Career/Technical Education • Basic Skills • Repeatability • Student Success Act 2012

3. Crucial with Student Success Task Force • Recommendation # 4 – • Align course offerings to meet student needs (Give the highest priority for courses advancing student academic progress)

4. Best Practices

5. If you build it, they will come OR we schedule for students. • Classes offered should be based on classes that students need, not historical patterns. • Important factors are being able to link schedule development with: • Ed Plans • CCC mission • Community needs

6. Establish time blocks to maximize efficiency for students, teachers, and classrooms. Stay in time blocks.

7. Sample Time blocks Draft

8. Schedule according to your own Academic Master. Plan, plan, plan • Look at the fill rate of your courses. What is a good fill rate? • Look at wait list numbers.

9. For progressive programs, think in pyramids. • Give departments hour allocation and FTES target. Why? And How?

11. Master Planning Resource Implications

12. Be aware of your curriculum cycle so you can schedule what you want, when you want. Know that you need to calculate adequate time for area dean, state, and commission approvals. • On sanction?? Can’t start new programs. • Think in systems. Look at your program needs on a 2-year basis.

14. Know when to cancel and how to cancel. Let’s talk about process.

15. Hybrids?? 8-weekers?? Build them together so you don’t waste a room.

16. What are the advantages of assigning rooms?? (with 2 year analysis of room utilization) • Sample of Dates of migrating “ownership” • Department ----- date • Instruction ----- date • Others ----- date

17. Monitor your enrollments and be ready to make appropriate adjustments. • Have a protocol for adding new classes or cancelling others. ** Look at MiraCosta’s enrollment management system, EDDI at https://eddi.miracosta.edu/ (go in as a guest, select “active”, and look at Fall 2012)

18. Examine the IGETC/other patterns for your college. Look by day/night. Look by location. Look at everything!

20. Know your apportionment methods and the impact of each method. • When you go away from weekly census, you lose FTES. • Positive attendance counts in the term where the last day rests.

21. Summer can count in either year (class by class) IF Census day is in one year and end date in another. • Give yourself flexibility by scheduling this way.

22. Are you counting flex correctly?

23. Build a Budget • Know where you want to go in terms of FTES • Build a budget to accomplish your FTES target

24. Copy of MiraCosta budget for instruction. Take a look! http://www.miracosta.edu/home/jaustin/Budgetprojections2010-11_4Austin.xlsx

25. Know Board Policy or Contract regarding: • Full-time overload for Fall and for Spring. • Your order after load is filled • Summer, for both Full-time or Associate Faculty (could be different than state law)

26. Part-time Faculty Load (State says they can only go over .67 for two semesters each 3 years. This has to be tracked. (very serious stuff) (“someone comes in, someone goes out”) • Any teaching- including credit and non-credit-count toward the 67%. Community Services is exempt. • How do you track this????

27. Put together a good and accurate budget. • Copy of MiraCosta budget for instruction. Take a look! http://www.miracosta.edu/home/jaustin/Budgetprojections2010-11_4Austin.xlsx

28. Cutting • As you cut, keep your core as intact as you can. • What you keep involves analysis of your programs relative to your college’s goals; the state’s mission and mandates; and your community needs. • Base cuts on analysis of above--the rules are not the same for every program.

29. Summary Know where you are going and then plan, plan, plan. Be nimble in these trying times.

30. The End