Mastering the Schedule of Classes

Mastering the Schedule of Classes
Presented By Suhina Deol Assistant Registrar in Office of the Registrar & Danielle Buhrow Undergrad. Sr. Academic Advisor I & Grad. Program Coordinator in CALS Give a page of Ad Astra as a change Keep highlighting common mistakes Put more details on the fact that the course is inactive – course catalog form for the next semester .

Outline Checklist for Creating a New Semester
Schedule of Classes (SOC) Changes Open Scheduling Notes Checklist for Reviewing Sections during Open Scheduling Differences between In-Person, iCourse, and UA Online Sections Differences between Non-Honors and an Honors Sections Differences between Non-Combined, Cross-listed, & Co-convened Sections

Checklist for Creating a New Semester
Term roll RCS rolls all active sections in Schedule of Classes (SOC) Open Scheduling A period of time where Dept. Schedulers may act like RCS in UAccess Clean-up new semester RCS ensures sections follow RCS, ABOR, and HLC policy Room assignments RCS assigns Centrally Scheduled Classrooms to classes in Ad Astra Schedule of Classes available for review A period of time where Dept. Schedulers review SOC before Go Live Submit Section Forms edit the SOC Adds, Changes, and Cancels to SOC may be submitted on RCS’s website

Schedule of Classes (SOC) Changes
Before Now UA Facility Preference was used to manually give room assignments Priority scheduling requests were submitted in a variety of ways There were 4 Open Scheduling periods UA Facility Preference is omitted for an automated optimization process Priority scheduling requests may be submitted with a standard form There are 2 Open Scheduling periods

Schedule of Classes (SOC) Changes Cont...
Before Now Open Scheduling closed 2-4 months prior to Go Live Departments had 1-2 days to review SOC before Go Live After Room assignments, room requests were made blindly The Final Exams schedules were a mystery with navigation through our time table Open Scheduling closes 1 month prior to Go Live Departments have 2 weeks to review SOC before Go Live After Room assignments, room availability can be seen on Ad Astra The Final Exams schedule for each room and class can be found in Ad Astra!

What impact does this change have?
Before Now UA Facility Preference was used to manually give room assignments UA Facility Preference is omitted for an automated optimization process What impact does this change have? We are able to do room assignments in over a few days instead of a few months and decreases human error. Now, we will optimize based on: 1. Requested room capacity under Enrollment Cntrl tab 2. Room Characteristics your class requires under Meetings tab 3. Departments building location on campus

Before Now Priority scheduling requests were submitted in a variety of ways Priority scheduling requests may be submitted with a standard form What impact does this change have? One place for priority CLS requests, disability accommodations,… available on our website starting May 1st. Fairness in scheduling  Less changes after room assignments are made

Before Now There were 4 Open Scheduling periods There are 2 Open Scheduling periods What impact does this change have? It simplifies and streamlines our dates and deadlines for Open Scheduling. Term Open Scheduling 1) Winter ~Jan 15 to Mar 15 2) Spring ~April 15 to June 15 3) Summer ~July 15 to Sept 15 4) Fall ~Oct 15 to Dec 30 Term Open Scheduling 1) Winter & Spring May 1 to Sept 1 2) Summer & Fall  Nov 1 to Feb 1

Before Now Open Scheduling closed 2-4 months prior to Go Live Open Scheduling closes 1 month prior to Go Live Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Before  Closed in June Now  Closes in Sept. What impact does this change have? It allows Departments more time to plan their Schedule of Classes Term Open Scheduling 1)Winter ~Jan 15 to Mar 15 2) Spring ~April 15 to June 15 Term Open Scheduling 1) Winter & Spring May 1 to Sept 1 Go Live for Winter & Spring is Oct 1

Before Now Departments had 1-2 days to review SOC before Go Live Departments have 2 weeks to review SOC before Go Live What impact does this change have? It allows Departments time to review SOC internally, before the SOC is displayed to all current students and future students. Term Review Date 1) Winter & Spring Sept 29 Term Review Date 1) Winter & Spring Sept 15 Go Live for Winter & Spring is Oct 1

Before Now Poor access to reports focused on SOC policy enforcement, i.e. Standard Meeting Patterns, Policy, and CLS spaces All UA Faculty and Staff have access to ready made reports to check how their Department is doing in regard to SOC policy What impact does this change have? It allows RCS to better enforce policies for fairness in scheduling, safety on campus, and it gives Department’s ease of access to comply with policy

Before Now After Room assignments, room requests were made blindly After Room assignments, room availability can be seen on Ad Astra What impact does this change have? You can ask for rooms and times that you know are available and get a the room you want faster than ever before! AME S202? AME S202

Before Now Final Exams schedules were a mystery with navigation through our time table Final Exams schedule for each room and class can be found in Ad Astra! What impact does this change have? You can ask for rooms and times that you know are available and get a the room you want faster than ever before!

Open Scheduling Notes Different steps exist if the section has the following properties: In-person section UA Online section iCourse section Honors section Combined section Cross listed section Other type of section

Schedule of Classes (SOC) Changes Open Scheduling Notes Checklists for Reviewing Sections during Open Scheduling Differences between In-Person, iCourse, and UA Online Sections Differences between Non-Honors and an Honors Sections Differences between Non-Combined, Cross-listed, & Co-convened Sections

Checklists for Reviewing Sections during Open Scheduling
Course Catalog Checklist Is the course Active? What are the properties of the course? 2. Schedule of Classes Checklist Is the course already in Maintain Schedule of Classes? Yes Edit it to match the course catalog and your task No Create the section through Schedule New Course

Example For Fall 2018, I need to work make sure…
Dr. Wilson is teaching AREC 315 MWF 9:00 am to 9:50 am in a 100+ room

1. Course Catalog Checklist Check that it is Active Check Catalog Data
Min & Max Units Repeat for Credit Allow Multiple in Term Cross listings Check Components Components (Required & Optional) 2. Schedule of Classes Checklist

Let’s Navigate to the Check the Course Catalog
Go to uaccess.Arizona.edu and log-in as Administrative Staff

Use the Compass and Go to Curriculum Management> Course Catalog> Course Catalog

Look up your course i.e. AREC 315 and Click Search

Check if the course is Active

Check how to set up its properties in SOC
Cross listings Min/Max Units Repeatability

Check how to set up its properties in SOC
# of Components Components Optional or Required

1. Course Catalog Checklist Check that it is Active - Yes
Check Catalog Data Min & Max Units - 3 units Repeat for Credit - No Allow Multiple in Term - No Cross listings - No Check Components Components (Required & Optional) – Lecture Only  Okay, Now we know how to set-up the class

Checklists for Reviewing Sections during Open Scheduling
Course Catalog Checklist Is the course Active? What are the properties of the course? 2. Schedule of Classes Checklist Is the course already in Maintain Schedule of Classes? Yes Edit it to match the course catalog and your task No Create the section through Schedule New Course

SOC Checklist Check Basic Data Enrollment Cntrl Meetings Notes Session
Section & Associated Class Class Type Campus & Location Instruction Mode Meetings Facility ID Standard Meeting Pattern Instructor Enrollment Cntrl Class Status Add Consent Drop Consent Requested Room Capacity Enrollment Capacity Notes Note Nbr Free Format Text

Use the Compass and Go to Curriculum Management> Schedule of Classes> Maintain Schedule of Classes

Look up your course for the term i. e
Look up your course for the term i.e. AREC 315 for 2184 and Click Search

Let’s check Basic Data of the Section

Session Details The Session is 1 or Regular Academic Session, which means the class will take place over the entire semester. You may choose other sessions, such as 7W1, 7W2, 5W1, 5W2, and 5W3. Your meeting pattern will have to occur inside the session’s start/end date.

Class Section & Associated Class Details
Class Section numbers have meaning behind them iCourse sections are UA Online sections are Associated class Must match the Class Section number without leading zeros and letter. Combines components of a class together i.e. lecture and lab

Class Type Details You can choose the following Class Types: Enrollment Enrollment is used all required graded components Non-enroll Non-enroll is used for your additional components

Campus & Location Details
You can choose to offer your classes at a multitude of places. Common mistakes: iCourses are offered on Campus: Main and Location: Tucson UA Online are offered on Campus: ONLN Location: ONLN

Instruction Mode Details
You can choose the following instruction modes for your classes: P= In Person FO = Fully Online HY = Hybrid IT = Interactive

Class Attributes The class attributes below are pulled from the course catalog Engagement Tier 1 You may add the following class attributes to an individual section: Honors

SOC Checklist Check Basic Data Enrollment Cntrl Meetings Notes
Session - 1 Section & Ass. Class- 001 & 1 Class Type - Enrollment Campus & Loc – MAIN & TUCSON Instruction Mode - P Meetings Facility ID Standard Meeting Pattern Instructor Enrollment Cntrl Class Status Add Consent Drop Consent Requested Room Capacity Enrollment Capacity Notes Note Nbr Free Format Text

Let’s check Meetings of the Section

Meeting Pattern Facility ID Centrally Scheduled Room – Leave Facility ID blank but put in time and days the class will meet Departmentally Scheduled Room – Place your room in Facility ID, time, and days the class will meet Online Class– Place 999-Online in Facility ID

Instructors Details – You can edit this section all year!
ID -- Place a person’s name under ID. Instructor role --Choose the person’s role in the class: Primary Instructor Secondary Instructor TA Department Admin Print -- Select Print for the person you would like to display as the instructor Access – Choose access level: Post Grade

Session - 1 Section & Ass. Class- 001 & 1 Class Type - Enrollment Campus & Loc – MAIN & TUCSON Instruction Mode - P Meetings Facility ID Standard Meeting Pattern Instructor Enrollment Cntrl Class Status Add Consent Drop Consent Requested Room Capacity Enrollment Capacity Notes Note Nbr Free Format Text

Let’s check Meetings of the Section
THAT’S NOT PAUL WILSON!!!!

Session - 1 Section & Ass. Class- 001 & 1 Class Type - Enrollment Campus & Loc – MAIN & TUCSON Instruction Mode - P Meetings Facility ID – Blank for CSC Standard Meeting Pattern -Yes Instructor - Yes Enrollment Cntrl Class Status Add Consent Drop Consent Requested Room Capacity Enrollment Capacity Notes Note Nbr Free Format Text

Let’s check Enrollment Cntrl of the Section

Enrollment Details – You can edit capacity all year!
Class Status – Must be Active for students to enroll Add Consent -- Choose if student must request to enroll in class Drop– Choose if student must request to un-enroll from class Requested Room Capacity – This will drive the room optimization. Enrollment Capacity– Controls how many students can enroll in a class Waitlist Capacity – Controls how many can waitlist

Session - 1 Section & Ass. Class- 001 & 1 Class Type - Enrollment Campus & Loc - MAIN & TUCSON Instruction Mode - P Meetings Facility ID - Blank for CSC Standard Meeting Pattern -Yes Instructor - Yes Enrollment Cntrl Class Status - Active Add Consent - No Drop Consent - No Requested Room Capacity- 100+ Enrollment Capacity Notes Note Nbr Free Format Text

Let’s check Notes of the Section
Note Nbr– You can use a standard note built in UAccess Add Consent – You can write a individualized note to students who want to enroll in the class

Session - 1 Section & Ass. Class- 001 & 1 Class Type - Enrollment Campus & Loc - MAIN & TUCSON Instruction Mode - P Meetings Facility ID - Blank for CSC Standard Meeting Pattern -Yes Instructor - Yes Enrollment Cntrl Class Status - Active Add Consent - No Drop Consent - No Requested Room Capacity- 100+ Enrollment Capacity Notes Note Nbr - Blank Free Format Text - Blank

Differences between In Person, iCourse & UA Online
Differences between In Person, iCourse & UA Online? Navigation: CM> SOC> Maintain SOC> Basic Data Checklist In- Person iCourse UA Online Class Section , Campus Main ONLN Location Tucson Mode P, HY, IT FO Facility ID CSC or Dept Room 999-Online

Let’s go to the Maintain Schedule of Classes to look at example
Navigation: CM> SOC> Maintain SOC> Basic Data

Differences between In Person, iCourse & UA Online?
Checklist In- Person Class Section , Campus Main Location Tucson Mode P, HY, IT

Checklist iCourse Class Section Campus Main Location Tucson Mode FO

Checklist UA Online Class Section Campus ONLN Location Mode FO

Differences between In Person iCourse & UA Online?

Differences between In Person, iCourse & UA Online
Differences between In Person, iCourse & UA Online? Navigation: CM> SOC> Maintain SOC> Basic Data ✓ Checklist In- Person iCourse UA Online Class Section , Campus Main ONLN Location Tucson Mode P, HY, IT FO Facility ID CSC or Dept Room 999-Online

Differences between an Honors & non-Honors section
Differences between an Honors & non-Honors section? Navigation: CM> SOC> Maintain SOC> Basic Data Checklist Non-Honors Honors Class Attributes Course Attribute & Value: None HNRS & HCRS (Honors Course) Navigation: CM> SOC> Adjust Class Associations> Class Components Requirement Designation None HONR (Honors Course) * RCS to do this! Navigation: CM> SOC> Adjust Class Associations> Class Requisites Requirement Group None (Honors Active)

Checklist Honors Class Attributes Course Attribute & Value:
HNRS & HCRS (Honors Course) Requirement Designation HONR (Honors Course) Requirement Group (Honors Active)

Differences between an Honors & non-Honors section
Differences between an Honors & non-Honors section? Navigation: CM> SOC> Maintain SOC> Basic Data ✓ Checklist Non-Honors Honors Class Attributes Course Attribute & Value: None HNRS & HCRS (Honors Course) Navigation: CM> SOC> Adjust Class Associations> Class Components Requirement Designation None HONR (Honors Course) * RCS to do this! Navigation: CM> SOC> Adjust Class Associations> Class Requisites Requirement Group None (Honors Active)

Non-Combined versus Combined Sections
Checklist Non-Combined Cross-listed Co-Convened Driven By None Course Catalog Dept i.e. 400/500 Navigation: CM> SOC> Schedule Class Meetings> Meetings Meeting Pattern Open in Maintain SOC & Sched Class Meeting Only Open in Sched Class Meetings Navigation: CM> Combined Sections> Combined Sections Table> Session Combined Section None Add a row in table & place all classes in it

Non-Combined Section Check Navigation: CM> Course Catalog> Course Catalog>Catalog Data
Checklist Non-Combined Driven By None Meeting Pattern Open in Maintain SOC & Sched Class Meeting Combined Section

Non-Combined Section Check
✓ Checklist Non-Combined Driven By None Meeting Pattern Open in Maintain SOC & Sched Class Meeting Combined Section

Checklist Non-Combined Cross-listed Co-Convened Driven By None Course Catalog Dept i.e. 400/500 Navigation: CM> SOC> Schedule Class Meetings> Meetings Meeting Pattern Open in Maintain SOC & Sched Class Meeting Only Open in Sched Class Meetings Navigation: CM> Combined Sections> Combined Sections Table> Session Combined Section None Add a row in table & place all classes in it

Cross-listed Section Check Navigation: CM> Course Catalog> Course Catalog>Catalog Data
Checklist Cross-listed Driven By Course Catalog Meeting Pattern Only Open in Sched Class Meetings Combined Section Add a row in table & place all classes in it

Checklist Cross-listed Driven By Course Catalog Meeting Pattern Only Open in Sched Class Meetings Combined Section Add a row in table & place all classes in it CLAS 240 is Cross-listed with TLS 240, so you will need to create both of these sections in the Schedule of Classes and then combine them!

Checklist Cross-listed Driven By Course Catalog Meeting Pattern Only Open in Sched Class Meetings Combined Section Add a row in table & place all classes in it When you Add/Maintain the sections in the Schedule of Classes Leave the Meetings Tab empty! You need to combine the sections first and then put the meeting pattern in Schedule Class Meetings!

Cross-listed Section Check Navigation: CM> Combined Sections>Combined Sections Table

Check if your combination already exists. - Yes Edit it so the right sections are in the combination - No Add a combination by clicking the plus sign Checklist Cross-listed Driven By Course Catalog Meeting Pattern Only Open in Sched Class Meetings Combined Section Add a row in table & place all classes in it

CLAS exists, let’s check it out Checklist Cross-listed Driven By Course Catalog Meeting Pattern Only Open in Sched Class Meetings Combined Section Add a row in table & place all classes in it

Cross-listed Section Check Navigation: CM> SOC>Schedule Class Meetings>Meetings

✓ Checklist Non-Combined Cross-listed Co-Convened Driven By None Course Catalog Dept i.e. 400/500 Navigation: CM> SOC> Schedule Class Meetings> Meetings Meeting Pattern Open in Maintain SOC & Sched Class Meeting Only Open in Sched Class Meetings Navigation: CM> Combined Sections> Combined Sections Table> Session Combined Section None Add a row in table & place all classes in it

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Mastering the Schedule of Classes

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