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Timetabling. Course Combinations for Conflict-free Scheduling. 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. GPS – Major Components. GPS: Roadmaps.

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Course Combinations for Conflict-free Scheduling

gps what is it
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
gps roadmaps
GPS: Roadmaps
  • All undergraduate majors have a roadmap which outlines the most expedient path to graduation.
  • The path outlines program milestones (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.
gps and timetabling
GPS and Timetabling
  • Timetabling will ensure that the combination of courses represented on the roadmaps 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


timetabling what is it
Timetabling: What is it?
  • Timetabling is the creation of a conflict-free schedule given –
faculty availability
Faculty Availability
  • Faculty Availability is divided into 3 categories.
    • Professor Types – ex: number of early AM starts, number of late PM ends, teaching time per day, consecutive teaching time, etc
    • Department Meetings
    • Individual Unavailabilities – ex: religious observation, governance, etc
  • See Principles of Timetabling for guidelines.
room inventory
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.
room inventory cont d
Room Inventory cont’d
  • Room Inventory includes
    • Room type (lecture hall, seminar, computer lab, scientific lab, etc)
    • Room status (active, inactive)
    • Room capacity
    • Room characteristics (tablet-arm chairs, technology package, whiteboards, chalkboards, etc)
  • Exclusive/Priority room usage will be governed by the Principles of Timetabling.
specific scheduling parameters
Specific 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
student needs
Student Needs
  • Student Needs will be represented by Course Combinations.
  • Course combinations are the semester prescriptions of required courses that need to be offered conflict-free.

from Botany Fall 2009

Semester 3 Option 1 = CHEM30475 (CORE),


(50 students)

Semester 3 Option 2 = CHEM30475 (CORE), CHEM30481 (CORE-LIST)

(50 students)

timetabling what isn t it
Timetabling: What isn’t it?
  • Timetabling is not an attempt to reproduce the current schedule.
  • Timetabling does not create sections. The number of sections and number of seats are determined by the department.
  • Timetabling does not randomly select days and times for a section. It is based on the meeting pattern that is selected by the department.
  • Timetabling does not assign faculty to sections or manage faculty workload. This is done by the department.
aren t we timetabling now
Aren’t we Timetabling now?
  • We have been doing a process called the Room Assignmentwhere days and times are set by the departments.
  • We will be switching to a process where the system finds the best days, times, and rooms for the section based on all of the parameters determined by the departments.
timetabling simulation timeline
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
  • Course Combination Workshops: Aug 11 – Aug 18
  • Course Combinations Submitted: Aug 11 – Sep 10
  • Feedback: Oct 18 – Nov 19
timetabling course planning system
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
additional resources on the web
Additional Resources on the Web
  • Website address:


  • The Department Parameters Website contains:
    • Simulation timeline and information
    • Master documents to view or download
    • GPS and Timetabling overviews
timetabling the team
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
    • Brenda Gordon, Timetabling Coordinator
    • Sandra Alli, Office Systems Coordinator
    • Barbara Johnson, Administrative Clerk
    • TBD, Administrative Clerk
    • TBD, Clerical Specialist
  • Timetabling Steering Committee
  • You!
timetabling steering committee
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
course combinations for conflict free scheduling
Course Combinations for Conflict-free Scheduling
  • Course Combinations tell the system which courses need to be scheduled conflict-free.
  • They are the primary way in which we will represent our students in the scheduling system.
assembling course combinations from roadmap data
Assembling Course Combinations from Roadmap Data
  • 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.
roadmap data
Roadmap Data
  • Every line on a roadmap represents a requirement.







requirement categories single
Requirement Categories: SINGLE
  • SINGLE Requirements
    • Students must take one course and may only choose from one course

Ex: BSCI10120 is a SINGLE requirement. A Botany student must take this course. In this semester, CHEM10061 and CHEM10063 are also SINGLE requirements.

requirement categories short list
Requirement Categories: SHORT-LIST
  • SHORT-LIST Requirements
    • Students must take one course but may choose from a list of two or three courses

Ex: (MATH12003 or MATH30011) is SHORT-LIST requirement. A Botany student must take one course but can choose between either of these two courses.

requirement categories large list
Requirement Categories: LARGE-LIST
  • LARGE-LIST Requirements
    • Students must take one course and may choose from a list of four or more courses
    • LARGE-LIST requirements will not be represented in our course combinations.

Ex: BSCI or CHEM or PHY Elective is an example of a LARGE-LIST. The actual number of courses that a Botany student may choose from to satisfy the requirement is four or more courses. In this semester, Foreign Language and Botany Core Course are also LARGE-LIST requirements.

program milestones and categories
Program Milestones and Categories
  • All SINGLE and SHORT-LIST requirements will make up a course combination.
  • Whether a requirement has been flagged as a milestone (critical) has no bearing on its course combination requirement category.
semester options
Semester Options
  • When a requirement is a SHORT-LIST requirement, it produces multiple OPTIONS that a student can take to successfully complete a semester.

Ex: A Botany student must take either CHEM20481 or CHEM30481. The student must take CHEM30475. So to successfully complete Semester 3 the student may opt to follow

Option 1 – CHEM20481+CHEM30475


Option 2 – CHEM30481+CHEM30475.

student count
Student Count
  • Student Count is the number of students who are expected to need to take a combination of courses in a given scheduling term.
  • This data is based on each student’s academic history and general student record in Banner.
  • Semesters producing multiple options will have their student counts divided equally among the options.
roadmap q and a
Roadmap Q and A

Q1: Will Kent Core and General Electives be included in the combinations?

A1: No – they are LARGE-LIST requirements.

Q2: What requirement categories are attached to CHEM10060, CHEM10062, MATH11002?

A2: They are all SINGLE requirements

Q3: How many options/paths to completions does this semester have?

A3: One option/path since all requirements are SINGLE – CHEM10060+CHEM10062+MATH11022

roadmap q and a1
Roadmap Q and A

Q1: What type of requirement is (MATH11012 or MATH12002)?

A1: It is a SHORT-LIST requirement.

Q2: How many paths/options to completion does this semester have?

A2: Two options exist: (MATH11012+ECON22060+MIS 24053) OR (MATH12002+ECON22060+MIS 24053)

assembling course combos from student plans
Assembling Course Combos from Student Plans
  • DegreeWorks contains a Student Educational Planner.
  • The roadmap will be applied to a student. The student version is a PLAN.
  • A student will work with their advisor to manage their plan.
assembling course combos from student plans cont d
Assembling Course Combos from Student Plans cont’d
  • The PLAN data will be submitted as course combinations for all students who have plans that have been approved by an advisor.

Joe’s Course Combo for Spring 2012

  • CHEM20481 SINGLE
  • CHEM30475 SINGLE
  • ARCH10001 SINGLE
  • ANTH18210 SINGLE
  • BSCI30275 SINGLE
  • (1 student)
  • *ENG 21011 will not be included in Joe’s combination. It is similar to LARGE-LIST requirement since many sections are offered in a term.
plan data v roadmap data v you
Plan Data v Roadmap Data v You!
  • Plans will be submitted as course combinations for those students who have advisor approved plans
  • Roadmap data will be submitted for students who have a corresponding roadmap/template but no advisor approved plans.
  • You will be able to submit custom plans for student populations who are not represented by a plan or a roadmap such as graduate students.
you my course combos
You! - My Course Combos
  • Through the Course Planning System you will be able to edit course combinations from roadmaps. Examples of why you might edit your existing combinations include -
    • A course is a FALL-only course and will not be offered in SPRING. You can replace the FALL-only course with a suitable substitute, if necessary.
    • Ensure that certain popular LARGE-LIST courses are also offered conflict-free with the required SINGLE/SHORT-LIST courses.
you my course combos cont d
You! - My Course Combos cont’d
  • Through the Course Planning System you will be able to add new combinations. Examples of why you might add new combinations include –
    • Spread out elective courses to ensure that there are a suitable number of them that are not offered in conflict.
    • Create combinations for graduate programs to ensure that those courses are not offered in conflict.
you my course combos cont d1
You! - My Course Combos cont’d
  • Create a course combination to represent a segment of your student population that is not represented by the combinations pulled from the roadmaps
  • Needed combinations can be identified by student needs by level in your programs
additional information
Additional Information
  • Course combinations will not contain the following information:
    • LARGE-LIST requirements
    • Courses where historically many sections are offered such as US 10097, ENG 11011 and ENG 21011.
  • Course combinations will not be submitted under the following circumstances:
    • The related semester had no SINGLE or SHORT-LIST requirements. All requirements are LARGE-LIST requirements where the student may select from 4 or more courses.
    • The related semester had one SINGLE or one SHORT-LIST requirement. You need at least 2 requirements.
    • The related semester had no students. NOTE: At this time there are only 2009 and 2010 roadmaps available. Therefore there will be very few, if any, roadmaps that go beyond semester 4.