The Art of Scheduling Pam Deegan April , 2016

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

What is the plan for the centers?? # 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. What is the plan for the centers??

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

Actual WSCH/FTEF 75% Cap WSCH/FTEF 90% Cap WSCH/FTEF 95% Cap WSCH/FTEF   Anthropology 544 416 499 526 554 Astronomy 478 366 439 463 488 Automotive Technology 425 324 389 410 432 Biology 471 359 431 454 Communication 338 405 428 450 Counseling 467 382 459 484 510 Earth Sciences 394 473 525 Education 360 270 342 English 362 279 335 354 372

Resource Implications Master Planning Category Fill Rate Compared to 100% Fill Course Success Rate State X 1 90 % and above X or better 2 Worst than 3 80 % - 89% 4 5 Less than 79% 6 Resource Implications

# 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 Student Equity Plan SSSP Plan Other?

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?

Wait lists Part of Program Capstone class Fill rate Time of Day/night load FTES/ FTEF balance Available rooms

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

Look at wait list numbers

New 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

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

Publish and distribute copies of the plans to students interested in the programs. Have transfer packages available too!

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 ✔ ✔

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

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

What are the advantages of assigning rooms What are the advantages of assigning rooms?? (with 2 year analysis of room utilization) Sample of Dates of migrating “rentership” Department ----- date Instruction ----- date Others ----- date

Monitor your enrollments and be ready to make appropriate adjustments. Have a protocol for adding new classes or cancelling others. ** Look at MiraCosta’s enrollment management system, EDDI at https://eddi.miracosta.edu/

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!

The End