Pam Deegan and Carlos Lopez The Art of Scheduling Pam Deegan and Carlos Lopez April 2018

Steps to take to create the Schedule of Classes

# 1 After reviewing the college FTES cap, the executive team of the college determines the FTES goal for the year.

# 2 The CIO develops a FTES Plan for Fall/Spring and any intersessions to outline how the FTES target will be achieved. This is done in concert with historical information.

You need to analyze, analyze, analyze! This is why you shouldn’t roll the schedule from last year. You need to analyze, analyze, analyze! Again and again and again

# 3 The CIO develops a projected budget, and compares it with one developed by the CBO. All of this information is shared with the President and executive team, while still in planning stages, so all know the FTES target and the attendant costs.

A calendar is developed. # 4 A calendar is developed.

Sample

# 5 Based on the aforementioned, the CIO creates a distribution chart of FTEF and FTES for each division/department working with the deans and chairs.

WCH Allocations for 2015-16 Fall/Spring – 2015-16 WCH FTES Allotted SCHOOL Fall/Spring – 2015-16 WCH FTES Allotted Target Arts and Letters 3,135 3,002   Library 24 22 Counseling 57 61 CTE 2,386 2,403 Math and Science 3,792 3,995.5 TOTALS 9,394 9,522

# 6 The Instructional team develops the schedule of classes, one that adheres to “best practices”, many of which follow. The Best

Best Practices and Things You Have to Do –

WE SCHEDULE FOR STUDENTS !!

Classes offered should be based on classes that students need, not historical patterns.

Important factors are being able to link schedule development with: Student Ed Plans Education Master Plan CCC mission Community needs Various College plans Other?

The Right of Assignment Important for Deans to review schedule that has been presented to review for proper balance of: day, night, on-line; classes being offered as part of a program; classes that met IGETC, CSU Cert, Transfer degrees Classes meet proper scheduling blocks Classes maximize room usage Other issues

Establish time blocks to maximize efficiency for students, teachers, and classrooms. Stay in time blocks.

2 Days Per Week –Full Term 3 Hour Lecture – 48 Hours 2 Days Per Week – Full Term 4 Hour Lecture – 64 Hours 2 Days Per Week –Full Term 5 Hour Lecture – 80 Hours Day Time Block MW 7:30 am – 9:20 am 9:00 am – 10:50 am 11:00 am – 12:50 pm 1:00 pm – 2:50 pm 3:00 pm – 4:50 pm 5:00 pm – 6:45 pm TTH 7:00 am - 8:50 am Day Time Block MW 8:00 am -10:20 am 10:30 am – 12:50 am 1:00 pm – 3:20 pm 3:30 pm – 5:50 pm TTH Day Time Block MW 8 am – 9:20 am 9:30 am– 10:50 am 11:00 am– 12:20 pm 12:30 pm – 1:50 pm 2:00 pm – 3:20 pm 3:30 pm – 4:50 pm 5:00 pm – 6:20 pm TTH 11:00 am – 12:20 pm 1 Day Per Week – Full Term Day Time Block MTWTH 2:30 pm – 5:20am M or T or W or TH 6:30 pm – 9:20 pm Friday ends before noon Starts after noon

What Rules Need to be Followed with a Scheduling Matrix?

Monitor your enrollments and be ready to make appropriate adjustments. Have a protocol for adding new classes or cancelling others.

Monitoring Progress School & Department FTEF Allotment FTES Target FTEF Spent FTEF left FTES Generated   Fall and Spring in Fall for spring in Fall by % Fall Fall by % Math, Natural Sci, Ex Sci Astronomy 4.9 106.59 2.4 2.5 49% 55 52% Biology 30.65 751.83 16 14.65 378 50% Chemistry 20.28 355.25 10 10.28 174 Exercise Science 38.72 677.72 20 18.72 340 Geog 7.47 129.91 3 4.47 40% 42% Geology 3.2 52.69 1.5 1.7 47% 27 51% HED 9.37 235.98 5 4.37 53% 125 Math 71.84 1598.7 35 36.84 765 48% Oceanography 2.3 46.02 2 0.3 87% 23 Physc 8.4 146.4 4 4.4 77 Psy 2.1 43.48 0.1 95% 21 Science 2.2 45.05 1.1 24 Total Math, Nat Sci, Ex Sci 201.43 4,189.62 102 99 2,064

Look at the fill rate of your courses. What is a good fill rate? Why use fill rates? Why use fill rates

When Can’t You Use Fill Rate

Look at wait list numbers

Accreditation Standards ACCJC wants to see your analysis of programs to assure that students can graduate on schedule - Utilization of two-year plans for each program in the college Analysis of IGETC/CSU Certification

Think in systems. Look at your program needs on a 2-year basis Think in systems. Look at your program needs on a 2-year basis. Analyze, analyze, analyze

Spring 2015 Sum 2015 Fall 2015 Spring 2016 Sum 2016 Fall 2014 Course Title Spring 2008 Fall 2007 Summer 2007 Spring 2007 Fall 2006 Summer 2006 HORT 115* Soil Science   X HORT 116* Plant Science HORT 117* Plant Identification HORT 121* Landscape Management HORT 126* Landscape Irrigation HORT 127* Landscape Design HORT 128* Landscape Construction HORT 134* Plant Pest Control HORT 110*** Basic Horticulture HORT 111*** Intro to Agri-Bus Mgmt HORT 118*** Arboriculture HORT 130*** Adv Irrigation Design HORT 132*** Turf Management HORT 299*** Coop Work Exp * Required Course; ** One of Two Courses Required; *** Select One Course Spring 2015 Sum 2015 Fall 2015 Spring 2016 Sum 2016 Fall 2014

For a great model of analysis, look what Dean Jon Knolle from Monterey Peninsula College has done! https://goo.gl/QnfT0Q

Publish and integrate with ed plans to students interested in the programs.

Spring 2014 Semester ACC111 Accounting Principles I 3.0 Credits Fundamental theory of accounting principles and procedures. Prerequisites: None. Section Location Delivery Dates Days Times Instructor Availability Notes: Recommended Course Qualification is MAT092 Books: 1 book 30245 Dobson Campus In person -lecture 1/14/14- 5/9/14 TR 9 AM – 10:15 AM Lewis Open 10 of 36 Seats available F I X ✔ ✔

What about College Hour?

For progressive programs, think in pyramids. 4 3 3 2 2 2 1 1 1 1

Be aware of your curriculum cycle so you can schedule what you want, when you want. Know that you need to calculate adequate time for area dean, state, and commission approvals.

Can’t start new programs. On sanction?? Can’t start new programs.

Investigate student bottlenecks

Talk to your Counseling Faculty throughout your Scheduling Process

Some colleges have designated Counselors Working with Specific Departments prior to the scheduling process

Know when to cancel and how to cancel. Let’s talk about process. Classes

Analyze which programs need big rooms and which ones can be What are the advantages of assigning rooms?? (with 2 year analysis of room utilization) Analyze which programs need big rooms and which ones can be in smaller rooms What are the four types of classrooms ? Assign rooms according to need

Sample of Dates of migrating “renter ship” Who has Priority? When ? Department Date Other Departments Office of Instruction Others

Examine the IGETC/other patterns for your college. Look by day/night Examine the IGETC/other patterns for your college. Look by day/night. Look by location. Look at everything!

Be Mindful of the 67% Law

Know Your Contract(s)/ Honor Your Contract(s)/Keep a List of Things you Think Should be Renegotiated in Your Contract(s)

Be Aware of Flex Calculations

How to Best Prepare Your College for the New Funding Law

Look at Enrollment Management System

Look at Analyses

Summary

The End