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PACRAO 2009 Academic Scheduling Roundtable Session

PACRAO 2009 Academic Scheduling Roundtable Session. Presented by Adam Lutzow Academic Scheduling Scheduling Coordinator Portland State University. General Facts About PSU. Staffing 2 Full-time Academic Schedulers 55 Primary Departmental Schedulers

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PACRAO 2009 Academic Scheduling Roundtable Session

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  1. PACRAO 2009Academic Scheduling Roundtable Session Presented by Adam Lutzow Academic Scheduling Scheduling Coordinator Portland State University

  2. General Facts About PSU • Staffing • 2 Full-time Academic Schedulers • 55 Primary Departmental Schedulers • 50+ Secondary Contacts and Program Coordinators • Resources • 115 General Pool Classrooms • Statistics • 27, 279 Headcount • ~ 7,000 CRNs offered • ~ 4,500 CRNs rolled • ~ 4,200 CRNs edited/added prior to registration • ~ 3,000 CRNs edited/added after registration begins

  3. Draft Processing Old and New • New Electronic Method • Prepare course data in Banner • Pull course data from the Data Warehouse • Import course data into Microsoft Excel and run formatting/distribution macros • Compile electronic draft materials • Deliver drafts via e-mail • Edits are made by each department and sent back via e-mail • Process drafts electronically using dual monitors • Proof processed drafts using Microsoft Excel • Publish the online Class Schedule • Additional edits/additions/cancellations are submitted via electronic CSMs Old Paper Method • Generate legal size report from the Data Warehouse • Print all draft materials on paper • Assemble draft materials • Hand deliver across campus • Departments made hand edits • Paper drafts returned in one drop off location • Repeat process (two-draft cycle)

  4. Policies Schmolicies • Create Time Grid of standardized time slots. • Create policies regarding spread of course offering across time zones. • Create policies about room changes and room bumping.

  5. PSU Time Grid

  6. Distribution of Course Times • Zone distribution target percentages are shown below. The intended outcome is to spread course offerings so that approximately 10% of enrollment is redistributed from the most popular time zone (10-2) to other less popular times.

  7. Everyone Do the Classroom Bump! • A 75% minimum fill rate (based on actual enrollment) for has been established. Beginning three weeks prior to the start of the term, ARR may relocate courses from classrooms when actual enrollment does not meet the 75% fill rate.

  8. Problems, Problems, Problems? • Creating consistent reports on rooms usage, course time spreads, etc. • Cap inflation to acquire desired room. • “Students won’t register for a class during undesirable times.”

  9. In The Future… • Priority Rooming??? • Departments that have few to no dept. controlled space. • Departments that utilize their departmentally controlled space very well. • Policies for General Pool vs. Dept Rooms??? • Do departments need more space or is current space under utilized.

  10. Questions?!

  11. Fin Adam Lutzow lutzow@pdx.edu 503-725-4985

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