University Scheduling

1. University Scheduling Updates, Tips & Resources for Department Schedulers

2. University Scheduling University Class Scheduling Website: www.universityscheduling.calpoly.edu • Explore the links and information provided. Your feedback is encouraged. • Serves both Academic and Event scheduling needs.

3. University Scheduling Phases of the Scheduling Cycle • Planning • New term generated from last like term (i.e. Fall to Fall, Spring to Spring) • PDF sent to the Departments • Department Schedulers update schedules in PeopleSoft and send notification to University Scheduling that the changes have been completed • Main focus: complete data entry; communicate special requests to Scheduling; request registration controls

4. University Scheduling Phases of the Scheduling Cycle, Continued… • Proofing • All room assignments have been made. Room and time changes depend on room availability. • Excel spreadsheet is sent to the departments for their review of the schedule and “minor” changes are placed on the spreadsheet. • Last phase prior to the schedule appearing on PASS. • Main focus: confirm or assign footnotes, registration controls and print controls

5. University Scheduling Phases of the Scheduling Cycle, Continued… • PASS • Email reminder sent to departments to review the schedule one final time before it’s available to students online. • Must obtain Dean’s approval for certain changes at this point. • Reporting • Excel spreadsheet sent to the departments for reconciliation at the end of the second week of the term. • Main focus: faculty assignment verification. Every class with enrollment must have a faculty member assigned.

6. University Scheduling Helpful Screens when working on the Planning Phase and the data entry. • Screens found under “Curriculum Management” navigational path • Course Catalog • Catalog Summary • Schedule of Classes • Maintain Schedule of Classes • Adjust Class Associations • Update Sections of a Class

7. University Scheduling Curriculum Management > Course Catalog • Course Catalog Summary • Curriculum information such as unit value, components, repeatability, contact hours.

8. University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes • Basic Data page • Class Section • Component • New to 8.9: For students to enroll in multiple component courses (i.e. lecture and lab), both components must be set to print • Class Type (Enrollment and Non-enrollment) • Associated Class (Caution: defaults to 1) • Schedule Print • Student Specific Permissions • Course Topic ID

9. University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes • Meetings page • Facility ID • Pat (day pattern i.e., MW or TR) • Start and end time • Days of week check boxes (field used to determine pattern) • Faculty Empl ID • Access (always ‘Approve’) • Room Characteristic (Smart, Multi-media, etc) • Smart room vs. Multi-media room? • Room Characteristics – Must be requested at Planning Phase.Later requests may not be available.

10. University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes • Enrollment Control page • Consent (Department or No Consent) • Requested Room Capacity (what size room) • Enrollment Capacity (number of students to enroll) – this number should not be larger than the requested room capacity • Waitlist (Cal Poly uses 99 as the waitlist capacity default)

11. University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes • Reserve Cap data entryCOMPLETED andMAINTAINED by University Scheduling • This page is managed by Class Scheduling. • Reserved seats are set here. • This is an area to review enrollment controls. If seats are held for majors during the rotation cycle, you will see the coding here.

12. University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes • Class Notes • Notes roll from prior like term. Important to review these notes as they may not apply in subsequent terms. • CBF section notes should be removed until you can accurately identify the ‘new’ CBF class offerings.

13. University Scheduling Curriculum Management > Schedule of Classes > Adjust Class Associations • Viewable information only: these pages are maintained by University Scheduling. • Pages to review: • Class Associations • Minimum and maximum units for a class • Variable unit classes – fixed or remain variable • Course contact hours • Class Components • Components, contact hours, workload, grading basis • Class Requisites • Registration controls can both pull from the catalog and be set for a specific term, such as concurrent enrollment requirement

14. University Scheduling Curriculum Management > Schedule of Classes > Update Sections of a Class • Class Status page • Verify section numbers are 2-digits, i.e. 02, 05, 10… • All components are scheduled • Associated class values (verify components are linked properly) • Consent • Print • Great place to review information at a ‘glance’

15. University Scheduling Curriculum Management > Schedule of Classes > Update Sections of a Class • Class Enrollment Limits page • Enrollment capacity • Enrollment Totals • Waitlist Totals

16. University Scheduling PDF files/Excel Spreadsheets • PDF file sent at Planning Phase • Excel Spreadsheets sent at Proofing and Reporting Phases

19. University Scheduling Communicate these items to University Scheduling after Planning Phase data entry completed • If you have more than one special room request for a section, i.e. need smart room 3 days/week and PC lab 1 day/week, identify smart room and email details to classschedule@calpoly.edu • Any special circumstances, such as instructor health-related requests, should be emailed to classschedule@calpoly.edu • Be open to more than just one classroom on campus. Specific requests limit options and may not get a room assignment so no trading options available

21. University Scheduling Communicate these items to University Scheduling after Planning Phase data entry completed, continued… • Enrollment Requirement control changes only • Reserve capacities – Number of seats and Requirement Group (i.e. CBF classes) • Back-to-back requests (will try to accommodate) • Combined sections – Section 70 • Intentional room conflicts • Variable unit classes – Fixed at single value or remain variable • Distance learning classes – Section 80

22. University Scheduling Helpful tips for Communicating to Scheduling: • Identify term and class info in subject line of your email • i.e. Winter 2092 ENGL 132-35 Instructor Change • List your phone number at bottom of email • Condense your emails when possible. Instead of 5 messages, can you compile them and send one email? • When requesting room changes: • First, check for an internal swap • Next, use the Events website (events.calpoly.edu) to look for an available room and time • Adding Independent Study Classes once on PASS • Provide all relevant info: Section, Instructor Emplid, Meeting Pattern/TBA Hours, Consent?, Schedule Print?, Enrollment Cap?, Notes?, Requisites?

24. University Scheduling After requested changes are completed: • University Scheduling will send you a confirming email requesting you review the changes in PeopleSoft. • Please review the changes for accuracy. • Have they been completed? • Do they reflect your request? • Refer to these helpful screens to review changes: • Maintain Schedule of Classes • Adjust Class Associations • Update Sections of a Class • Catalog Summary

25. University Scheduling Permissions and the Consent Process • Department Consent • Any class identified as Department Consent remains Department Consent through the End of Add/Drop. • Permissions will not appear in the instructor’s portal.

26. University Scheduling Permissions and the Consent Process • No Consent • Any class identified as No Consent ‘flips’ to Instructor Consent on the Friday before classes start. Permission numbers will be system generated (40% of enrollment capacity) and will appear in the instructor’s portal the next day (the Saturday before classes start. • After permission numbers are system generated, Departments have the opportunity to review them and make changes before they are pushed to the instructor’s portal.

27. University Scheduling Permissions and the Consent Process • Permission numbers automatically generated for No Consent classes. • Permissions numbers default to verify that registration controls/requirements have been met prior to successful enrollment. • Permission numbers default to allow the class limit to be overridden. • We are asking Departments to assist us with preventing over-enrollment in the classes.

28. University Scheduling Permissions and the Consent Process • Independent Study Classes – example of what others are doing • Some departments code these classes so permissions will push to the instructor’s portal. • Create several sections of the independent study class. • Print the first section as “Staff” with Department Consent. • Remaining sections are No Print and No Consent. • When students contact the department for permission to enroll, you can immediately provide a class number for the appropriate instructor. • When the consent flag ‘flips’ the day before classes start, No Consent classes change to Instructor Consent, and the instructor assigned to the class can access the permission numbers in their portal.

29. University Scheduling Faculty Center vs. Printable Course Info • Faculty Center: Where is it located? • Registration & Enrollment Tab on portal • Faculty Course Info Channel

30. University Scheduling Faculty Center vs. Printable Course Info • Faculty Center: What does it look like?

32. University Scheduling Faculty Center vs. Printable Course Info • Printable Course Info Channel: Where is it located? • Registration & Enrollment Tab on portal • Printable Course Info Channel • Printable Course Info Channel: What does it look like?

33. University Scheduling Process Changes when Schedule available on PASS • Dean’s approval needed to: • cancel, add, change time of class. • No approval needed to change a room, instructor, enrollment capacity, and to add an independent study class. • Cannot change consent of a class. • Cannot change enrollment requirements.

34. University Scheduling Final Exam Schedule • Exam time determined by the start time of the Lecture or Seminar component • Classes meeting 4 or 5 days per week follow the MWF schedule. • One-unit lecture classes hold their exams at the last regular class meeting to avoid scheduling conflicts. • Exams for activity, lab and recitation classes are held during the last regular class meeting.

35. University Scheduling Finals Schedule, continued… • Common Final Exams can be requested for 3 or moresectionsof the same class • Classes that meet in two or more different rooms need to work with University Scheduling to schedule their exam • Classes scheduled at day/time not listed on the finals schedule need to work with University Scheduling to schedule their exam

36. University Scheduling Scheduling events and ad hoc requests • Events web viewer (events.calpoly.edu) • Look for room availability and characteristics, i.e. whiteboards, tables and chairs, etc… • Online Facilities and Event Request Form for ad hoc requests (universityscheduling.calpoly.edu) • Additional information, please call 6-5550

37. University Scheduling Where do I look to: • Verify Enrollment Requirements (hard registration controls) • Three places to check • ‘Class Requisites’ page in Adjust Class Associations • Curriculum Management > Schedule of Classes > Adjust Class Associations ‘Class Requisites’ tab • ‘Offerings’ page in the Course Catalog • Curriculum Management > Course Catalog > Course Catalog ‘Offerings tab’ • ‘Reserve Cap’ page in the Maintain Schedule of Classes • Curriculum Management > Schedule of Classes > Maintain Schedule of Classes ‘Reserve Cap’ tab

38. University Scheduling Where do I look to: • Check Enrollment/Waitlist information • Two different places to obtain the same information • ‘Enrollment Cntrl’ tab in the Maintain Schedule of Classes • Curriculum Management > Schedule of Classes > Maintain Schedule of Classes ‘Enrollment Cntrl’ tab • ‘Class Enrollment Limits’ tab in Update Sections of a Class • Curriculum Management > Schedule of Classes > Update Sections of a Class ‘Class Enrollment Limits’ tab

39. University Scheduling Where do I look to: • Verify Print Codes • Two different places • ‘Class Status’ tab in Update Sections of a Class • Curriculum Management > Schedule of Classes > Update Sections of a Class ‘Class Status’ tab • ‘Basic Data’ tab in the Maintain Schedule of Classes • Curriculum Management > Schedule of Classes > Maintain Schedule of Classes ‘Basic Data’ tab

40. University Scheduling Questions? • Academic Schedulers (academic course offerings for a term) classschedule@calpoly.edu 756-2461 • Event Schedulers (Ad hoc requests, i.e. department meetings) events@calpoly.edu 756-5550 Thank you for attending today andfor all of your hard work!