Timetabling

1. Timetabling Department Parameters

2. GPS: What is it? • GPS is the Graduation Planning System. It will provide students with a clear and direct path to degree completion. • GPS Website – http://www.kent.edu/gps

3. GPS: Roadmaps • All undergraduate majors have a roadmap which outlines the most expedient path to graduation. • The path outlines critical requirements (courses, GPA, test scores, etc) that must be completed on schedule in order to remain “on track” for timely and successful degree completion. • If a student veers “off track”, consultation with the student’s advisor is expected.

4. GPS Roadmap: Botany

5. GPS and Timetabling • Timetabling will ensure that the combination of courses represented on the roadmap are scheduled conflict-free. • To facilitate this process, the Principles of Timetabling have been created by the Timetabling Steering Committee. • It is available on GoogleDocs at https://sites.google.com/a/kent.edu/timetabling-department-constraints/

6. Timetabling: What is it? • Timetabling is the creation of a conflict-free schedule given – • Student Needs • Faculty Availability • Room Inventory • Scheduling Parameters • Timetabling is not an attempt to reproduce the current schedule.

7. Timetabling: Student Needs • Student Needs will be represented by Course Combinations. • Course combinations are the semester prescriptions of required courses as detailed on the GPS roadmaps. from Botany Fall 2009 Semester 3 Option 1 = CHEM30475 (CORE), CHEM20481 (CORE-LIST) (50 students) Semester 3 Option 2 = CHEM30475 (CORE), CHEM30481 (CORE-LIST) (50 students)

8. Timetabling: Faculty Availability • Faculty Availability is divided into 3 categories. • Professor Types – ex: number of early AM starts, etc • Department Meetings • Individual Unavailabilities – ex: religious observation, governance, etc • See Principles of Timetabling for guidelines.

9. Timetabling: Room Inventory • Room Inventory is stored in FAMIS, the authoritative database for room information. • FAMIS is maintained by the University Architect’s Office. • Room Information will be fed from FAMIS into Banner and the scheduling system. • Exclusive/Priority room usage will be governed by the Principles of Timetabling.

10. Timetabling: Scheduling Parameters • Scheduling Parameters are CRN (section) specific Parameters on the system. • Examples include: • Groups – CRNs/Deliveries meeting same time, same room, same instructor(s) • Block Offs – setup/teardown time for labs • Ties • Deliveries (same CRN) meet on different days or with a day in between • CRNs scheduled on different days • Lecture before Lab, etc

11. Timetabling: Simulation Timeline • Dept Parameters Wksp: Mar 15 – 26 • Dept Parameters Submitted: Mar 15 – May 7 • Scheduling Parameters Wksp: Mar 22 – 26 • DCU for Spring 2011 data entry: Apr 19 – Jul 2 • Scheduling Parameters also will be submitted via the DCU during this time • Timetable Produced: Jul 5 – Oct 15 • Feedback: Oct 18 – Nov 19

12. Workshops – Department Parameters • Workshops will be available for the chairs to receive detailed information and receive assistance entering department parameters • Dates and Location • Tuesday, March 16th from 9:00AM – 12:00PM, Library 333 • Friday, March 19th from 2:00PM – 5:00PM, Library 333 • Monday, March 22nd from 2:00PM – 5:00PM, Library 333 • Friday, March 26th from 9:00AM – 12:00PM, Library 333 • Sign up for training at http://www1.kent.edu/hr/training/ • Click on Registration under Learning Opportunities/Workshops • Search for Timetabling – Department Parameters Workshop

13. Workshops – Scheduling Parameters • Workshops will be available for the schedulers to receive detailed information regarding scheduling parameters • Dates and Location • Tue, March 23rd from 2:00PM – 4:00PM, Moulton Ballroom • Wed, March 24th from 9:00AM – 11:00AM, Moulton Ballroom • Thu, March 25th from 2:00PM – 4:00PM, Moulton Ballroom • Fri, March 26th from 2:00PM – 4:00PM, Moulton Ballroom • Sign up for training at http://www1.kent.edu/hr/training/ • Click on Registration under Learning Opportunities/Workshops • Search for DCU Review and Timetabling Workshop

14. Timetabling: Course Planning System • 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 • Maintain instructor types • Submit faculty unavailability • Submit scheduling parameters • Timetabling feedback • Looking for volunteers to review specifications. If interested contact Gail Rebeta, grebeta@kent.edu

15. Additional Resources on the Web • Website address: https://sites.google.com/a/kent.edu/timetabling-department-constraints/ • The Department Parameters Website contains: • Simulation timeline and information • Master documents to view or download • GPS and Timetabling overviews • Forms to submit simulation parameters

16. Timetabling: The Team • Sally Kandel, Associate Vice President • Stephane Booth, Associate Provost • Glenn Davis, University Registrar • Gail Rebeta, Manager Registrar Office Systems • Academic Scheduling Center • Lynette Johnson, Business Analyst • TBD, Timetabling Coordinator • Sandra Alli, Office Systems Coordinator • Barbara Johnson, Administrative Clerk • Brenda Gordon, Administrative Clerk • TBD, Clerical Specialist • Timetabling Steering Committee • You!

17. Timetabling: Steering Committee • Sandra Alli, Registrar’s Office • Gregory Blase, JMC • Stephane Booth, Provost’s Ofc • Tim Chandler, Provost’s Ofc • Susan Cole, IS • Ron Corthell, English • Glenn Davis, Registrar’s Office • Pam Evans, Architecture • Lynette Johnson, Registrar’s Office • Richard Kolbe, Business • David Odell-Scott, Philosophy • Gail Rebeta, Registrar’s Office • Richard Serpe, Sociology • Yvonne Smith, Nursing • Cynthia Stillings, Theatre • Andrew Tonge, Math • Stanley Wearden, CCI • Kathy Wilson, Economics

18. Timetabling: Questions ?