Taking a stroll through a term SCHEDULING 102 Taking a stroll through a term

Scheduling 102 – step by step This presentation will provide a step-by-step breakdown of how a term is scheduled. Plus some bonus information. November 16, 2018

Scheduling 102 – step by step Preamble: When a student registers for a course, think of it as signing a contract. There is an expectation from instructors that the student attend and successfully participate in class. Likewise, there is an expectation by the student that a course meets at the day and time listed at registration. Our job is to ensure that students have a complete, and correct, schedule of classes. We rely on you, department schedulers, to give us accurate, timely information. November 16, 2018

Scheduling 102 – step by step Roll (or copy) a term: Completed within 2 weeks of the end of a term. For example: In December, Fall term 201701 was copied to become Fall term 201801. What fall term 201701 looked like at the end of the term, is what fall term 201801 looked like when it rolled. November 16, 2018

Scheduling 102 – step by step Roll (or copy) a term continued: The new term will have the same courses with the same information – instructor, capacity, day, time, credits, grading mode. If it was in a department room it will be in the same room. If it was in a General Purpose classroom it will not have a room assigned (with exceptions such as computer classrooms) November 16, 2018

Scheduling 102 – step by step Preliminary Edits: Once the term is rolled, departments (you) will be notified by email that the preliminary edit period is open for approximately 2-3 weeks. (deadline included in email as well as on Registrar website) Preliminary edits include: New course adds – use new course add form Deleted courses – send a list via email Do not include: Edits to existing courses November 16, 2018

Scheduling 102 – step by step SSR1000: Approximately one week after the preliminary edit due date, an email will be sent with SSR1000 instructions and the due date. The SSR1000 will be EMAILED to department schedulers. We expect the MAJORITY of department edits/adds/deletes to be included with the SSR1000. Department schedulers are responsible for adding instructors (exception: 503/603 thesis sections) and capacity changes to individual CRN’s in SYASECT. November 16, 2018

Scheduling 102 – step by step November 16, 2018

Scheduling 102 – step by step SSR1000 continued: Work with your department to determine what edits/adds/deletes are needed for the term. Work with department on necessary attributes needed for rooms – limit of 3. Make all edits on SSR1000 in RED Course adds can be attached, an Excel spreadsheet works nicely. Be sure to include all pertinent information (you can use course add online form as a reference) November 16, 2018

Scheduling 102 – step by step SSR1000 continued: Make sure meeting time patterns align with total number of credits. (1) lecture courses—one contact hour for each credit (two hours of outside work implied); (2) laboratory or studio course—at least two contact hours for each credit (one hour of outside preparation implied); (3) independent or online study—at least three hours of work per week for each credit.“ http://registrar.oregonstate.edu/osu-credit-hour-policy Emails with edits/adds/deletes sent during this time will not be accepted; we will remind you to add them to your SSR1000 and we will delete the email(s). November 16, 2018

Scheduling 102 – step by step Scheduling Classrooms: Lock Banner for the term for approximately two weeks – we will send an email. Departments will not be able to use SYASECT for the locked term. Run Zone Reports Departments that are out of zone are either notified to move classes or we will choose courses to block, which means that the class will not be assigned a room on the first run of the program. November 16, 2018

Scheduling 102 – step by step Scheduling classrooms continued: If there are courses scheduled out of zone, we will first ask that the department comply with zone rules. If that is not an option, the course will be designated “GRP TBAD” unless it can be assigned to a department-controlled room. “This class and classroom scheduling protocol helps students get the courses they need to graduate by reducing scheduling conflicts. For faculty, it optimizes access to instructional technology and facilities.” http://registrar.oregonstate.edu/zone-requirements November 16, 2018

Scheduling 102 – step by step November 16, 2018

Scheduling 102 – step by step Scheduling classrooms continued: Once rooms are scheduled, we will send an email when Banner is open for edits. Double check schedules, make sure instructors are added, and capacities are correct. Also check credits, grading mode, meeting day/times. This check should be for proofing and minor edits, as the majority of changes should have been made on the SSR1000. This needs to be a priority in order to produce the most complete SOC as possible for students. November 16, 2018

Scheduling 102 – step by step Registration: Once students register for classes: We can add courses. We can cancel courses. Make sure we are notified when courses have been cancelled. Making day/time/grading mode/credit changes after registration is discouraged. But there is a process. November 16, 2018

Scheduling 102 – step by step Making changes after Registration: Requests must be submitted via email stating the reason for the change and must have the support of the department chair. Late day/time/credit/grading changes will only be approved under very unusual circumstances. In the event a day/time/credit/grading change is approved, the section will be cancelled and a new section created. It will be the responsibility of the department to contact students to inform them of the change and invite students to enroll in the replacement section if the new day/time fits their schedule. November 16, 2018

Scheduling 102 – step by step Making changes after Registration, continued: Courses newly approved by Academic Programs after registration begins will not be offered until the next term. Once registration begins, sections will no longer be deleted, but will be changed to “cancelled” status. Faculty and departments must not change or trade assigned classrooms without approval from Scheduling.        November 16, 2018

Scheduling 102 – step by step Making changes after Registration, continued: Room changes are accommodated if an appropriate replacement is available. Departments should not continue to add students to a class with the expectation that a larger room will be found as there may not be one available. In the event of an emergency closure of a classroom building, scheduling will attempt to relocate classes and will work with departments on this effort. November 16, 2018

Scheduling 102 – step by step Term Begins – first two weeks: We can add courses. We can cancel courses. When a course is cancelled, you need to let us know. We can move courses, if absolutely necessary. “The instructor doesn’t like the room” is not a good reason to move a course. Provide specific details on why a course needs to be moved. November 16, 2018

Scheduling 102 – step by step Group Midterms (pre-approved): We will send an email approximately 1 week before the term begins asking for your group midterm information. This goes to departments with approved group midterms. “A course qualifies for a group midterm if it consists of three or more sections or two sections of an anticipated enrollment of 150 or more students. All (lecture) sections of the course constitute the group.” http://catalog.oregonstate.edu/ChapterDetail.aspx?key=371#Section2610 November 16, 2018

Scheduling 102 – step by step FINALS: In week 5, departments will be sent an email to provide information for finals. EVERY department needs to reply to this request. Group finals info – for pre-approved group finals ONLY. Sections that require a larger room. Any section that will not have a final but has one listed in the Schedule of Classes. Do not individually list the sections that have no changes Finals will be listed in the Schedule of Classes week 5. Group finals room assignments will be posted by week 9 in web viewer. November 16, 2018

Scheduling 102 – step by step FINALS Continued: If there are no changes to your final exam schedule, write “No changes” on the form and return it to Scheduling – We need to account for every department responding to this process, this is critical!  “Final examinations are administered during the final class meeting, in accordance with the "Final Week Schedule" as published in the Schedule of Classes. Final examinations shall not be given during "dead week." (See Academic Regulation #16).” http://catalog.oregonstate.edu/ChapterDetail.aspx?key=371#Section2610 November 16, 2018

Scheduling 102 – step by step FINALS November 16, 2018

EVENTS in General Purpose Classrooms Department, class, student groups – we schedule them all. For Fall, Winter, Spring – events are scheduled with a ‘soft hold’ through the end of week 2 of the term. The reason for this is that courses take priority over events. Always. Events during finals week will not be scheduled until week 9 of the term. We finish scheduling rooms for finals by the end of week 8. Student organizations need to be approved through Student Leadership and Involvement (SLI) before we can schedule meetings beyond 10/31. Keep your CRN’s handy. You need a new CRN each term. Each CRN holds 32 lines of events. Use Web Viewer to make requests. November 16, 2018

What is the process your department uses for scheduling? Round Table – Discussion – Questions? (here are some ideas to get us started) What is the process your department uses for scheduling? Do you have a process that is working well? Do you have a process that needs improvement? Overrides – what codes to use? LINC / BEXL room requests – “innovative, active learning” Questions regarding deadlines? Questions regarding policies? Questions regarding scheduling of: Courses? Events? Finals? Midterms? November 16, 2018

Scheduling 102 – Any questions? November 16, 2018