Presentation Transcript

1. Spring 2013

   Scheduling Best Practices
2. Spring 2013 Timeline
3. Spring 2013 Where we start
4. DCU Rolled Data Rolled from Spring 2012 Scheduling Database
5. DCU Data Not Rolled Not Rolled from Spring 2012 Scheduling Database
6. DCU Updated Settings
7. SPFS Rolled Data Rolled from Fall 2012 SPFS Database
8. Spring 2013 What’s New
9. Placeholder Courses Use as a placeholder for courses that are Coming Soon Courses not yet in Banner Courses Pending Approval Curriculum Changes New Courses Only Do not use placeholders for course conversions
10. Placeholder Courses – cont’d Request Placeholder Courses for each subject in which they will be needed Send an email to the Academic Scheduling Center Mailbox (acadschedctr@kent.edu) List the number of courses you will need for each subject Include the anticipated number for your new course(s) Deadline to request Spring 2013 Placeholder Courses is Thursday, May 17, 2012
11. Placeholder Courses – cont’d Within a week of your request, your Placeholder Courses will be available for use in the DCU EX: ENG 00001, ENG 00002 Build your sections in the DCU using the Placeholder Course Create components and deliveries as you would for any other course
12. Placeholder Courses – cont’d Resolve your Placeholder Courses before the schedule transfers to Banner Email the ASC Mailbox (acadschedctr@kent.edu) AFTER the new course is active in Banner Include a crosswalk from the Placeholder Course number to the new course number (Ex: ENG 00002 = ENG 12202) Spring 2012 deadline for resolving Placeholder courses is Friday, Aug 10, 2012
13. Placeholder Courses – cont’d Transfer to Banner Resolved Placeholder courses will transfer to Banner with the new course number The course number MUST be active in Banner Unresolved Placeholder Courses will not transfer and assigned days, times and rooms may be lost
14. Banner and DCU Reserved seating
15. Reserved Seating Reserved Seating is used to set aside a specific number of seats for a specific demographic group Use any combination of criteria: Level, Campus, College, Degree, Program, Field of Study type, Field of Study Code, Department, Curricula, Class, Attribute, and Admission term Reserved seating can be set up in the DCU or in Banner
16. Reserved Seating - DCU Click on the Reserved Seating tab of the component information Click Add to create a Reserved Seating Rule
17. Reserved Seating – DCU cont’d Use the dropdown arrows to define one or multiple criteria for your reserved seats Check the Overflow box to allow these students to register for available non-reserved seats once the reserved seats in this rule are filled
18. Reserved Seating – DCU cont’d Update the number of reserved seats for this group of students Update the waitlist with the number of the defined students who should be waitlisted Repeat steps if another group will be defined (not another criteria)
19. Reserved Seating – DCU cont’d Total Reserved seats and reserved waitlist will be displayed The difference between the total reserved seats and the max enrollment will be the number of unreserved seats which will be open to all students
20. Reserved Seating – Banner Access the Section Enrollment Details tab (SSASECT/Section Enrollment Information/Reserved Seats) The first set of rules cannot be modified except for the Reserved Maximum value. This set represents unreserved seats.
21. Reserved Seating – Banner cont’d Use the down arrow on the KEYBOARD or the Next Record icon to access the second set of rules. Use the List of Values (LOV) button(s) to enter reserved seats criteria
22. Reserved Seating – Banner cont’d If multiple criteria exist on a single set of rules, the student must meet ALL reserve seat criteria for that set in order to enroll in one of the reserved seats For multiple groups, define in the next set of rules
23. Reserved Seating – Banner cont’d Enter the number of seats to be reserved in the Reserved Maximum field for that set of rules Check the Overflow checkbox in each rule. This allows students who meet the reserved seats criteria to register for available unreserved seats once the reserved seats in that rule are filled.
24. Reserved Seating – Banner cont’d In the first, unreserved set of rules, reduce the reserved maximum number by the total number of reserved seats established – Reserved total = Max Enrollment
25. Reserved Seating – Banner cont’d SAVE - Confirmation of the completed and saved transaction will appear at the bottom of the form. Once a set of rules has been saved only the Reserved Maximum can be adjusted. To correct a set of rules prior to enrollment in the section, the rule must be record removed and reentered. Once a set of rules has enrollment, the rule set cannot be updated or corrected, you must cancel the section and build a new one.
26. Best Practices and Updates Scheduling Workflows
27. Meeting Time Location What’s New? Comments character count Timepatterns updated
28. Meeting Time Location cont’d If you want a specific day/time or room, enter that information as a meeting edit
29. Meeting Time Location cont’d For a pattern request (any time), add the preferred time in the edit; in the comments, note that any time for an indicated pattern may be assigned
30. Meeting Time Location cont’d For room requests, edit to select the preferred pavilion and room type Do not include the room number unless you need that particular room or if you are sure the room is available at the requested time. Check availability for forced room types and exclusive rooms in SSAMATX
31. Meeting Time Location cont’d Combine requests in one workflow only if they must be completed together to accomplish the adjustment, not if they are related in other ways Use One Workflow Use Multiple Workflows A newly assignedinstructor is not available at the assigned time PSYC11011 needs to move to a new time PSYC22022 has to swap times and rooms to make the PSYC11011 move possible Adjunct instructor has new unavailability on Tuesday and Thursday PSYC11011 was on TR and needs to move to MW PSYC22022 was on T and needs to move to M or W
32. Resubmit Returned Workflows Resubmit workflows that have been returned for edit (do not reply to the email notification) Access the workflow from your Worklist on your FlashLine My Action Items tab
33. Resubmit Returned Workflows Click on the returned workflow in your Worklist View the comments regarding the return by clicking on them in the Workflow Comments box in the lower left corner of the workflow
34. Resubmit Returned Workflows You can stop the request, make updates to the request or add information to the Reason for change comment box Once you have made an update, you will be able resubmit the request
35. Title Change Reminders Title changes do not get updated with co-scheduled sections – a workflow should be submitted for each CRN Kent Campus Honors attributes and title adjustments should be submitted to the Honors department – these cannot be updated through the workflow
36. Best Practices and Reminders DCU data entry
37. Open Learning Sections Open Learning Components can be created in the DCU Open Learning components are those that do NOT fit into the University’s standard parts of term Open Learning sections cannot be converted to Part of Term components in Banner (and vice versa) If the part of term field is left blank in the DCU, the component will be Open Learning
38. Open Learning Sections cont’d Create an Open Learning component in the DCU as you would any other component except: Leave the Part of term BLANK Remember to add the correct dates to the delivery Dates must be within scheduling term
39. Off-Site Locations cont’d Create Off Campus sections in the DCU as you would any other component except: Remember to select the appropriate Session Code
40. Off-Site Locations cont’d If session code value is ‘O – Off Campus’ enter the 9-digit zip code of the US location in Section Text If session code value is ‘F-International/Study Abroad’ enter ‘FOREIGNCN’ in Section Text TIP: Don’t forget to uncheck the voice response box for your Foreign sections! Enter comments for the students in Section Long Text
41. Assigning Off-Site Locations Assign the off-site location in the DCU Add a room request if it does not already exist
42. Off-Site Locations cont’d Select OFC for Room Type (Off Campus) Select the desired off site location Save the component
43. Time Pattern Requests Use EVE patterns or day patterns where appropriate – Review Pattern Subsets at:http://www.kent.edu/about/administration/provost/registrar/academic/timetabling/upload/Timepatterns_2011.xlsx
44. Time Pattern Requests Select Pattern Request and then select the appropriate Time Pattern - specific times and days should not be entered
45. Approved Forcible Deliveries Weekend Deliveries Any deliveries which occur on a Friday evening, Saturday or Sunday may be forced Extended Deliveries Any deliveries which last more than three hours may be forced Graduate Programs with 2 year scheduling cycles Graduate programs with published 2-year scheduling cycles may force the documented evening deliveries.  These 2-year plans must be submitted to the Academic Scheduling Center and are subject to approval by the Provost’s Office.
46. Approved Forcible cont’d External Influence Deliveries Deliveries with an external influence may be forced when the days and times are set for that delivery based on factors outside of the control of the university.  These include deliveries: At foreign sites In non-academic space such as Ice Arena or SWRC Consortiums Medical facility clinical experiences Performance deliveries with public participation/audience Coordinated across universities or primary/secondary school systems
47. Forced Time Approval Requests for forced scheduling are reviewed each term and ONLY approved forcible deliveries will be processed in the Timetable Submitted times must include clearly articulated reasons for the request in the time requirement note Unapproved forced times will be converted to the closest standard timepattern request
48. Delivery Groups (Co-Scheduling) Proper Co-Scheduling is critical for an accurate Timetable All deliveries that should meet in the same room, at the same time, and with the same instructor must be Co-Scheduled
49. Delivery Groups cont’d See the DCU quick reference guide for step-by-step directions http://www.kent.edu/about/administration/provost/registrar/academic/timetabling/upload/DCU-Quick-Reference-Guide-4-21-11.pdf
50. Time Requirement Notes Time notes are used to specify the structure and sequencing of time requests Time notes should be specific and should include reasons for the requirement
51. Time Requirement Notes cont’d Use notes for course requirement issues and student availability/health & safety issues Examples: Accreditation requires that this Ballet techniques course be offered Tues/Thurs Strenuous voice requirements dictate that this course cannot be offered prior to 9:00 AM
52. Time Requirement Notes cont’d Time requirements to consider – shared time groups: Same time (Different professors and rooms) Same time, same professor (Different rooms) Same time, same room (Different professors) Same time, same pavilion (Different professors and rooms) Same time, same room, same professor is co-scheduled, and a group should be created and no note is needed
53. Time Requirement Notes cont’d Time requirements to consider – sequenced ties: Same day(s) Different day(s) Day between meets Lab after lecture Back to back (B2B) Back-to-Back courses Please be sure to note if one course must be offered before the other – if this is not noted, they will be offered back-to-back in either order
54. Time Requirement Notes cont’d Time notes should not include information regarding faculty availability or courses that must be offered conflict-free Information of this type entered in Time Notes may not be accommodated in the Timetable Enter individual blockoffs in SPFS to indicate faculty unavailability Enter course combinations in SPFS to indicate courses that must be offered conflict-free
55. Combined/Breakout Sections Combined lecture/breakout sessions can be scheduled in the DCU It may help to illustrate your structure to help clarify the sequencing A separate component should be created for each breakout group Create each component’s lecture delivery and co-schedule all of the lecture deliveries
56. Combined/Breakout cont’d In each component, create an additional delivery for the breakout meeting since the instructor and room will be different. Note that all of the delivery 02s (breakouts) should be at the same time as each other. Enter that as a Time Note. If you want them on a different day, and at the same time as delivery 01, you must also specify that in the Time Notes.
57. Combined/Breakout cont’d Document is available with instructions for a 3x50 10 section combined lecture with back-to-back breakouts on Friday http://www.kent.edu/registrar/academic/upload/scheduling-a-10-section-combined-lecture-with-breakout-sessions.pdf Help is also available at weekly open labs during the schedule build window
58. Room Requests Add a room request for schedulable space Schedulable room types include: AUDX, CLA, CLAX, LEC, LECX, SEM, SEMX Exclusive rooms and forced room types require that the room number is selected in the DCU Forced room types include: DIS, GYM, LAB, LBC, LBCX, STU, STUX, TEA, TEAX If there is an alternate for these assignments, please include it in the Room Requirement Notes
59. Room Request cont’d If a specific schedulable room is needed for a section, enter a room requirements note Room notes should be specific and should include the reason for the requirement
60. Room Request cont’d Add a room note if there are specific health and safety issues regarding location Examples: Instructor has limited mobility and must have all courses in this pavilion Instructor must have room with natural lighting Remember to include room numbers when requesting non-standard characteristics (i.e. natural light, on the south side of the building, etc.)
61. Individual Blockoffs and Instructor Types Instructor Availability
62. Faculty Availability Divided into three categories and submitted in the Section Planning & Feedback System (SPFS). Department Meeting Blockoffs Individual Blockoffs Professor types – General scheduling parameters for instructors These categories must work together to create a successful schedule
63. Meeting Blockoffs Meeting requests are accommodated if possible; however, conflict-free scheduling takes priority Friday Block III is reserved for meetings when possible. Pattern times with a Friday Block III meeting is assigned only if necessary to create a conflict free schedule according to submitted parameters
64. Individual Blockoffs
65. Individual Blockoffs cont’d Individual demands must be balanced against the scheduling guidelines defined in the assigned departmental instructor type Instructor Type Limits will override Tier 2 and Tier 3 Blockoffs Review your instructor type limits on the Instructor Type Report on the home page of SPFS
66. Instructor Types Instructor types provide the general scheduling guidelines which the system will follow for an assigned professor Each setting has a preferred setting and a limit Some examples of these settings include: Number of non-teaching days per week Maximum number of class-time hours per day Maximum elapsed time per day Back-to-Back courses allowed
67. Instructor Type Limit Example This instructor has a non-teaching day limit of 4 The Ballet class must be offered on Tues/Thurs
68. Instructor Type Limit Example Another 2x1:40 section must be scheduled The result is a broken Tier 2 blockoff
69. Instructor Type Adjustments Review and update your instructor types Use the DEPT Professor Type Submission excel template to submit new or updated instructor types Or, you can submit updates to instructor type settings by printing out your pages of the Instructor Type Report, note the updated settings, then scan and email to the ASC mailbox (acadschedctr@kent.edu) New and updated Instructor types will require approval from the department chairperson or director These reports and templates are available on the Home page of SPFShttps://solutions.kent.edu/SectionPlanning/
70. Course Combinations & Academic Blocks Student Needs
71. Student Needs Student Programs are represented in Timetabling by Course Combinations Course combinations are the semester prescriptions of required courses that need to be offered conflict-free
72. Assembling Course Combinations Each course combination will represent the course requirements of a particular semester for a given program and catalog year. Every semester on a roadmap can potentially yield one or more course combinations based on the type of course requirements found in that semester. From Botany Fall 2009 Semester 3 Option 1 = CHEM30475 (SINGLE), CHEM20481 (SHORT-LIST) (50 students) Semester 3 Option 2 = CHEM30475 (SINGLE), CHEM30481 (SHORT-LIST) (50 students)
73. Plan Data v Roadmap Data v You! Plans will be used as course combinations for students who have a Degree Works advisor- approved plan Roadmap data will be submitted for students who have a roadmap template but no advisor-approved plan You will be able to submit custom combinations for student populations who are not represented by a plan or a roadmap (i.e. graduate students)
74. SPFS Course Combos Add and edit your course combinations in SPFS Use the My Combinations Report to review all department course combinations Detailed Course Combination Training and help is available: Open Labs offered weekly in the Data Entry window Timetabling Overview and SPFS sessions – Register on ABC Signup http://reg.abcsignup.com/view/view_month.aspx?as=55&wp=137&aid=KENT
75. Academic Blocks Timetabling schedules sections (not courses) Academic Blocks are the link between Course Combos and conflict free scheduling Academic Blocks are created by the system to schedule the correct number of sections conflict free based on the Student Count
76. Section Planning & Feedback System SPFS
77. SPFS https://solutions.kent.edu/sectionplanning/ View/maintain course information including: Your department’s course combinations Your courses in another department’s course combinations Historical section offering information Submit meeting information Attach Instructor Types Submit faculty blockoffs Preliminary Timetable feedback
78. SPFS Access Request Access to SPFS by role Viewer – View information in the system – No editing ability Meeting Requestor – Submit meeting requests Feedback User – Review and submit feedback on the Preliminary Timetable Instructor Maintenance – Assign instructor types, create individual instructor Blockoffs (Requires training) Program Coordinator – Review/add/edit course combinations (Requires training) SPFS Access Request Form: http://www.kent.edu/about/administration/provost/registrar/academic/timetabling/upload/SPFSAccess-rev-6-23-11.pdf
79. SPFS Training Upcoming SPFS Training: Tuesday, 4/10/2012 9:00 AM - 12:00 PM – Library 333 Friday, 4/13/2012 2:00 PM - 5:00 PM – Library 333 Register from the HR training opportunities website: http://reg.abcsignup.com/view/view_month.aspx?as=55&wp=137&aid=KENT Specific SPFS questions?

80. Thank you!

    Academic Scheduling Center