Departmental Training October 14, 2015

Timetabling Process 2

Carleton University has two separate timetabling cycles: Summer and Fall/Winter. 3 Departmental Timetabling Coordinators (DTCs) enter course information and instructor assignments info into the DCU The Timetabling Team validates and cleans the data entered by DTCs, builds the timetable and uploads it to Banner DTCs review the preliminary timetable and submit changes before the timetable is released to students in Carleton Central DTCs submit timetabling changes, when necessary

Summer 2016 Production Schedule 4

5 DareActivity October19thDCU is open for Summer 2016 data entry. Memo sent to Deans/Associates/Chairs/Directors from the SES highlighting the overall process and timelines. SES s departments regarding prerequisites and restrictions for summer courses. November24thDCU is closed for Summer data entry. Deadline to review prerequisites for summer courses at the course level. December4thSES makes Summer course offerings available in Banner (not in Carleton Central yet) December7thSES to reports with summer course offerings to Associate Deans for approval

Summer 2016 Production Schedule 6 DateActivity December18thDeadline for Associate Deans to approve summer courses offerings via . No need to return signed reports to SES. December21stSES makes Summer 2016 course offerings available in Carleton Central (no instructor or room information). Students are sent an indicating that summer course offerings are available in Carleton Central. SES to DTCs re approval of their summer courses is complete February8thRoom information is available in Banner (not in Carleton Central yet) March14thStudents can see instructors in Carleton Central April22ndRoom information is available in Carleton Central

DCU 7

 DCU is a web-based module that eases the collection of departmental scheduling information and ensures that departmental users are submitting information in a common, consistent and understandable format.  Go to and login to DCU using you network login and password. 8

DCU  you have not been given access to all the departments under your administration  an active catalogue course is missing under Courses  a course that is no longer active in the catalogue is displayed under Courses  an active instructor is missing under Instructors  an instructor who is no longer active is listed under Instructors 9

Before DCU is open for data entry  Obtain course information and instructor assignments from your Chair  Contact instructors regarding their availability to teach in the term  (Fall/Winter terms only!) Work on your course combinations (they are posted on the shared drive in mid October). 10

How to start  When you are ready to edit/enter course information for the timetabling cycle, run last Summer’s (201520) SCH_INTERNAL_XLS or SCH_INTERNAL report in Banner.  Mark the changes on a copy of the report. 11

Timetabling forms and reports 12

Submitting Change Requests (after the DCU is Closed) Once the DCU is closed, all changes to the timetable are to be submitted through two Banner forms: SZACHRQ and SZCHRU. 13

SCH_DZACHRQ_DEPT report  SCH_DZACHRQ_DEPT report displays requests submitted through SZACHRU and SZACHRQ.  Use the report to track submitted requests. 14

How to Cancel a Course Section  Run the class list and inform the registered students about the courses cancellation prior to submitting the request.  Set the maximum enrolment to 0 to prevent further registration.  Submit a request through SZACHRQ 15

What you may do in SSASECT  Change the course title (special topics ONLY)  Change credit and billing hours info (if no students have registered yet)  Change Gradability and Web Availability  Change grade mode (if no students have registered yet)  Change max enrollment so that it does not exceed the size of the current room  Change links  You may create a section of an unscheduled course in SSASECT on your own, without letting us know, however, please note that the section will not be in the DCU for the next timetabling cycle. 16

What you may NOT do in SSASECT (submit a request instead)  Assign an instructor (even to an unscheduled course)  Make a course inactive (even if the course is unscheduled)  Create a new section of a course (if the course requires time and room).  Increase max enrollment so that it exceeds the size of the current room  Change the time or room of a course (even if the room is departmental)  Change credit and billing value, or grade mode if the course has registrants 17

Scheduling reports: SCH_INTERNAL/ SCH_INTERNAL_XLS Class Schedule in PDF or Excel format 18

Scheduling reports: SCH_CHECK  Detailed class schedule information displayed in PDF format for one or more terms. Displays reserved seating, restrictions and waitlist information. 19

SCH_REG_TIMESLOT_CLASS report  Use the reports when you need to find a timeslot to move a course section with registered students  The report goes through each student’s registration (including CUOL courses) and outputs the result in a grid (see below). Each cell contains the number of students registered in the timeslot. 20

SCH_REG_TIMESLOT Report Use this report when you need to  find a time for students in a selected population (e.g. students that belong to a department) to have a meeting  schedule TA hours 21

Scheduling reports: SCH_CRN_CHANGED  Use the report to identify timetabling changes (e.g. room, time or instructor changes) that occurred in the selected period of time. 22

Cross-Listed Courses 23

Cross-Listed Courses  Cross-listed courses (a.k.a cross-referenced or same- as) are courses that are listed under two or more subject codes offered by one or more academic departments. They are taught at the same time in the same room by one instructor.  If you need to cross-list a number of courses when the DCU is closed, submit a request through the SZACHRQ form, including combined max enrollment and how these spaces will be allocated between the sections. 24

Cross-Listed Courses Option A. There are restrictions on how many students can register in the individual course sections of the group. If so, the enrolment for each course section should be set to the number of spaces allocated to that section, with the totals for the various sections adding up to the maximum total for the group. 25

Cross-Listed Courses Option A will require ongoing monitoring by the host department and possible adjustment of enrolment limits to match actual demand from students attempting to register in each course section. 26

Cross-Listed Courses Option B. There are no restrictions on enrolment in the individual course sections. In this case, the enrolment for each course section should be set to the maximum for the group. Using Option B, the Host Department may decide to allow the spaces to go to the first 50 students registering in either LALS 3002 A or ANTH 3002 A. 27

Cross-Listed Courses The Host Department then sets the enrolment for LALS 3002 A to 50 in SSASECT and directs the non- host department to set the enrolment for ANTH 3002 A to 50 in SSASECT. 28

Special topics courses 29

Special Topics  Special topics courses have a generic title in the courses catalog, e.g. “Special topics in Economics.”  A special topic title rolls over from the previous year in the DCU. You cannot change the generic title in the DCU, however once the timetable is uploaded to Banner you should enter the title in SSASECT for each section where the topic differs.  There is no need to inform the timetabling team about the change. As soon as the change is made in SSASECT it will be reflected in Carleton Central. 30

Special Topics  If the title is not entered prior to the assignment of grades in Banner, only the generic ‘Special Topics' title will show on the transcript with the final grade.  The specific title of the topic will only appear on the transcript if it is entered in Banner before the course is graded. 31

Special Topics  SCH_INTERNAL_XLS report displays the generic catalog title in the CATALOG_TITLE column (e.g. “Special Subjects in History”) while the SSASECT_TITLE column displays the title from SSASECT.  Run the SCH_INTERNAL_XLS report and make sure that special topic titles in the SSASECT_TITLE column are up to date. 32

Registration setup 33

Registration Setup  Prerequisites: courses and test scores (SCAPREQ and SSAPREQ forms in Banner).  Restrictions: degree, major, program, department, year standing (SSARRES form in Banner)  Departmental permission (Special Approval field in SSASECT)  Reserved Seating (distribution of seats between different student populations allowed into the course by registration restrictions)  Waitlist Setup 34

Prerequisites 35

Prerequisites  Prerequisites are not part of DCU  Prerequisites in Banner have two levels: course level (SCAPREQ) and section level (SSAPREQ).  When the new timetable is built and uploaded to Banner, course sections (CRNs) will ”inherit” prerequisites stored at the course level (SCAPREQ). 36 Course level: E.g. ECON 2400 (SCAPREQ) Course level: E.g. ECON 2400 (SCAPREQ) Section level: E.g. ECON 2400 A (SSAPREQ) Section level: E.g. ECON 2400 A (SSAPREQ) Prerequisites

Prerequisites at the course level  It is important that you review your prerequisites at the course level before the first upload, to make sure that course sections inherit the right prerequisites.  For the Summer 2016 timetable deadline is November 24 th  For the Fall 2016/winter 2017 timetable deadline is April 15 th  To review prerequisites stored at the course level, run the new report SCH_COURSE_LEVEL_PREREQ (enter the term ). 37

Prerequisites at the course level  To modify existing prerequisites at the course level, go to the SCAPREQ form, enter Subject, Course number and the term , perform Next Block and click on the Course Prerequisites Restrictions tab.  Note: enter even if the course is offered in the Winter!!! In this case is not the term when the course is offered, it is the calendar “effective” term for prerequisites.  For the Summer 2016 term enter

Prerequisites at the course level 39 Click on the Maintenance button (if enabled), make the change and save. When you are done, the From term will change to

Prerequisites at the section level  After the first upload, any changes to prerequisites should be done at both levels (in SCAPREQ and SSAPREQ). At that point, changes made at the course level will not be passed to the section level and vice versa. 40

Prerequisites forms 41 SCAPREQ (course level)SSAPREQ (section level) SCAPREQ displays prerequisites at the course level. SSAPREQ displays prerequisites at the section (CRN) level. SCAPREQ contains subject and course number (NO CRN!!!) SSAPREQ contains the section’s CRN. The Term in SCAPREQ is the academic term in which the set of prerequisites is in effect. When you enter in SCAPREQ, it does not mean that the course will be offered in the Fall term, it means that if you create a section of the course in it will inherit this set of prerequisites. The From Term in SCAPREQ is the first academic term when this set of prerequisites is in effect. The To Term in SCAPREQ is the last academic term when this set of prerequisites is in effect. The Term in SSAPREQ is the term when the course section is offered.

Common errors: brackets  What is wrong with the prerequisites below?  What did the user mean?  ECON 1000 or (ECON 1001 and ECON 1002)  (ECON 1000 or ECON 1001) and ECON 1002  (ECON 1000 and ECON 1002) or ECON

Common errors: brackets  When AND and OR are both used, use brackets to separate the prerequisites subsets.  ECON 1000 or (ECON 1001 and ECON 1002) 43

Common errors: brackets  Use double brackets when needed:  MATH 1004 and (ECON 1000 or (ECON 1001 and ECON 1002)) 44

Common errors: missing minimum grade  Minimum grade must be entered, otherwise students with WDN or F grades will be able to register 45

Restrictions 46

Restrictions  Restrictions are rolled over from the previous like term.  You can work on your restrictions in the DCU (while it is open for the term), or in Banner after the timetable is uploaded (early December for Summer; early May for Fall/Winter). For information on how to enter registration restriction into the DCU, refer to the DCU manual: for-coordinated-timetable/departmental-timetabling- coordinators / for-coordinated-timetable/departmental-timetabling- coordinators / 47

Restrictions How to view/edit course restrictions in Banner after the timetable is uploaded (Late April - early May)  Open SSASECT form  Enter term and CRN or search for CRN  Press “Next Block”  Click on “Options” and select “Course Section Restrictions (SSARRES)  For more information on course restrictions refer to Section C: Registration of the Banner Departmental Manual: content/uploads/c_registration1.pdf. The site is password protected: Username: reg_user; Password: regtory73http://carleton.ca/registrar/admin/wp- content/uploads/c_registration1.pdf 48

Restrictions: common errors  Be careful mixing different types of restrictions (e.g. Degree and Program)  Restrictions should not contradict each other or reserved seating 49

Restrictions: common errors  The user wanted to include all BENG students and students in the BAS-DG program. With this setup neither BENG nor BAS-DG students will be able to register. 50

Restrictions: common errors  Possible solution: Include Degrees BENG and BAS and use reserved seating to distribute seats between BENG and BAS-DG. 51

Restrictions: common errors  The user wanted to include graduate and 4 th year students. Y4 students will not be able to register as their level is undergraduate. 52

Restrictions: common errors  In this case it is best to exclude 1 st, 2 nd and 3 rd year students. 53

Reserved seating 54

Reserved Seating  Reserved Seating setup is rolled over from the previous like term  You can work on reserved seating in DCU, or in Banner after the first upload (late April). However, if your changes to the reserved seating setup would change the maximum enrolment, please do the change in the DCU, to insure correct room assignment. 55

Reserved Seating  Reserved Seating setup is done in SSASECT (Section enrollment Information -> Reserved Seats) 56

Reserved Seating  Restrictions determine which student population gets access to the class. Reserved seating distributes seats among different groups in the student population.  E.g. If you reserve seats for BENG students but exclude them in restrictions, BENG students will not be able to register. 57 Restrictions Reserved Seating

Section Comments 58

Section comments Registration messages may be entered in DCU (before it is closed) or SSATEXT form in Banner (after the first upload). These messages will appear in Carleton Central. 59

Section Comments  Preclusion statements should be part of section comments. A one time process had assigned preclusion statements to appropriate course sections in Section comments get rolled over from the previous like term.  SCH_PRECLUSIONS_XLS report will help you identify course sections with preclusion statements in SSATEXT that need to be reviewed and/or updated. 60

Section Comments Review? column displays Y, if there is a discrepancy between the preclusion statement in SSATEXT and the preclusion statement extracted from the most recent course description. Review the preclusion statements with Y, and update, if necessary. 61

Waitlist Setup 62

Waitlist  If Waitlist Maximum is greater than 0 the wait list for this section is activated. Waitlist Maximum will get rolled over from the previous like term.  Run SCH_INTERNAL_XLS before the start of registration to identify sections with active waitlist. 63

Departmental Permission 64

Departmental Permission  DP code in the Special Approval field in SSASECT will not prevent students without DEPAAPP override from registering in the course section 65

DCU Support Julia Piatigorskaia: ext Phay Mui: ext Amy Resmer: ext Documentation: coordinated-timetable/departmental-timetabling- coordinators/ coordinated-timetable/departmental-timetabling- coordinators/ 66

SES Website and policies SES Website: Timetabling documentation : coordinated-timetable/departmental-timetabling- coordinators/ coordinated-timetable/departmental-timetabling- coordinators/ Timetabling policies: coordinated-timetable/ coordinated-timetable/ Acceptable changes to Timetable: scheduled-coordinated-timetable/ scheduled-coordinated-timetable/ 67