Rocky Moran Scheduling & Publications Rocky.moran@sa.ucsb Extension 3575

1. Rocky Moran Scheduling & Publications Rocky.moran@sa.ucsb.edu Extension 3575 Jamie Sprague Fall, Winter & Spring Scheduling Jamie.sprague@sa.ucsb.edu Extension 3602 Sean Woods Summer Scheduling & One-Times Sean.woods@sa.ucsb.edu Extension 5234

2. Online Resources http://www.registrar.ucsb.edu/staffonly.htm • General assignment classroom inventory • Schedule proof FAQ • Approval code instructions • Legend for Proofs and SAFs • One-time room request templates • IRAL Instructions http://www.policy.ucsb.edu 5539 – Academic Scheduling of Classes and Classrooms 5539 Attachment A – Classroom Scheduling 5548 – Facility Scheduling During the Regular Academic Year and Break Periods

3. General Assignment Rooms • Updated quarterly • Lists physical and media attributes for each room Overhead projectors are standard in every general assignment classroom • Contact Instructional Resources at extension 3549 to coordinate the use of media features • The registrar controls most rooms from 8am through 10pm • The registrar has limited control of Bren Hall 1414, Campbell Hall, Lotte Lehman Hall, and the IV Theaters New for Spring 2009 • The Arts building is offline for renovations from Spring 2009 through the 2009-2010 school year • The second floor of Girvetz is now equipped with computer network

4. Department Controlled Rooms • Departments must maintain their own schedule for department rooms • The Office of the Registrar cannot verify that department rooms are available • Use the Curriculum Audit report (included in Proof Two and Three) to check for conflicts in department rooms • Same rules apply to computer labs

5. Schedule Proofs

6. Scheduling Cycle Overview Proof One • An exact copy of the last “like” quarter • Listed days, times and rooms are not assignments Proof Two • A reflection of the changes indicated on Proof One Exceptions – Courses without approved MCAs and instructors not on your table • Listed days, times and rooms are not assignments Proof Three • Updated schedule based on changes from Proof Two • Listed days, times and rooms are assignments for primaries only

7. Schedule25 • Program used to assist the in assigning classrooms • Run twice… 1. After Proof Two to assign primaries 2. After Proof Three to assign secondaries • Assigns rooms… Within the general assignment room pool Primarily by enrollment max and requested media • Maximizes utilization of classroom space Goal is to assign to each course to the classroom that best utilizes the rooms number of seats and media/physical features

8. Prioritization of Courses 1st Priority Courses in standard time blocks 2nd Priority Courses in non-standard time blocks outside of prime time 3rd Priority Courses in non-standard time blocks in prime time • All departments are equal • While Schedule25 is utilized to assign rooms, a lot of time and effort is taken by hand to finalize room assignments

9. Standard Days and Times Three Days a Week • MWF for 50 minutes starting on the hour Two Days a Week • MW or TR for 75 minutes starting every 90 minutes One Day a Week Primaries • Will be scheduled at 8:00am or after 3:30pm, and after courses following standard time blocks have been assigned • Impacted hours are 9am-5pm Two days a week slots are particularly impacted • Non-standard days and times cannot always be scheduled, and all first requests cannot be filled. Please have other choices ready.

10. Media Features • Don’t request more than needed for a course. List only the media that is required for the course. • Be specific. Rather than listing “AV media” or “digital media”, use the specific media abbreviations. DT demonstration table PPP plug-and-play podium INC incline seating CVC computer video capture NWD no windows DVD in-room DVD STG stage VCR in-room VCR TA tablet armchairs DSP dual slide projection TC tables and chairs SP slide projection TH fixed theater seat 35M 35mm movie projector S, M, L chalkboard size 16M 16mm movie projector WB whiteboard 3SC three projection screens C in-room computer PA public address system CN computer network PNO piano VP data/video projection

11. Adding Courses Use the supplemental proof sheet to add courses. Do not add courses on the printed proof. Do not cross out course numbers and replace with a new number. • Proof are hand entered • Supplemental proof sheets make information organized and understandable • Courses do not need to be added in numerical order as the system will reorganize them once entered • We cannot reuse enrollment codes

12. Delayed Sectioning • Indicate on Proofs with “Delayed Sectioning: I” • There will only be one enrollment code on Proof and on GOLD • Students enroll with this generic enrollment code which prompts them to then select an instructor, using the instructor’s two digit instructor code • A new section is then created for this instructor and the student is enrolled • There is never enrollment in the first primary

13. Instructor Codes

14. Tips for Completing Proofs • Be neat and clear – eliminate the risk of guessing • Make changes in red pen only • List specific days/times and max enrollments. Courses without this information will not be placed. • Always indicate if secondaries are required or not • Instructors names must reflect names in STAR Proof One and Two • If the max enrollment is changed to a number higher than that allowed in the requested room, the room will be deleted Proof Three • Any day/time changes made to courses in registrar controlled rooms will not be honored All Proofs • If there is not a day or time listed, the day will be indicated as Monday as to ensure the courses inclusion when running reports

15. Curriculum Audit • Included in Proofs Two and Three • Lists unusual situations that might indicate errors Classes in department controlled rooms Concurrent courses with time conflicts Classes less than 50 mins or longer than 4 hours Maximum enrollments set at zero Maximum enrollment exceeds preferred room capacity Secondary is not required Etc…

16. Schedule Alteration Forms (SAFs)

17. When to use SAFs • If student registration has started Submit an SAF signed by the department chair • If student registration has not started Submit an SAF or Email your request to Fall/Winter/Spring – jamie.sprague@sa.ucsb.edu Summer – sean.woods@sa.ucsb.edu

18. When to use SAFs Use an SAF when… • Adding courses/sections • Canceling courses/sections …and when changing… • Day or time in any room • Registration restrictions • Registrar controlled rooms Don’t need an SAF when changing… • Instructors • Between two department controlled rooms at the same day and time • Enrollment maxes (as long as a new registrar controlled classroom isn’t needed) When in doubt, use an SAF

19. One-Time Room Requests

20. When to make One-Time Requests • Any instruction related academic use of a classroom that does not count towards instructional contact hours… • Other requests need to go through the Office of Student Life • Not all classrooms are available – Bren Hall 1414, Campbell Hall, Lotte Lehman and IV Theaters Review Sessions Guest Speakers Films Supplemental Discussion Sections Make-up lectures or discussion sections

21. One-Time Room Requests • Send requests at least one week prior to the event • Email requests to req1room@sa.ucsb.edu • Use the request form found at www.registrar.ucsb.edu or request the form from req1room@sa.ucsb.edu

22. One-Time Room Request Form

23. Weekend Room Use • Provide a copy of the room reservation to the instructor • Campus police can unlock rooms, but only if provided with the conformation

24. IRAL Instructor Resource Audit List

25. IRAL Instructions Third Week Census Date • Taken 15 days after the first day of instruction • A “snapshot” of the quarter Prior to the third week census date… • Cancel courses with zero enrollment • Drop students still enrolled in canceled courses • IRALs printed before the third week census date will be marked as preliminary and will not be accepted

26. IRAL Instructions After the third week census date… • Print the IRAL • Check for incorrect or missing information Will be notated by blanks and error message on the last page • Correct missing information • Sign on signature line on last page • Turn into the Registrar’s Office http://www.registrar.sa.ucsb.edu/downloads/IRAL-Instructions.doc