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

2. Steps to take to create the Schedule of Classes

3. # 1
After reviewing the college FTES cap, the executive team of the college determines the FTES goal for the year.

4. # 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.

5. 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

6. # 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.

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

8. Sample

11. # 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.

12. WCH Allocations for 2015-16 Fall/Spring – 2015-16 WCH FTES Allotted
SCHOOL
Fall/Spring –
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

13. # 6
The Instructional team develops the schedule of classes, one that adheres to “best practices”, many of which follow.
The Best

14. Best Practices and Things You Have to Do –

15. WE SCHEDULE
FOR STUDENTS !!

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

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

18. 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

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

20. 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

21. What Rules Need to be Followed with a Scheduling Matrix?

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

23. 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

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

25. When Can’t You Use Fill Rate

26. Look at wait list numbers

27. 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

28. 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

29. 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

32. For a great model of analysis, look what Dean Jon Knolle from Monterey Peninsula College has done!

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

36. Spring 2014 Semester
ACC111 Accounting Principles I 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 ✔ ✔

37. What about College Hour?

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

39. 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.

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

41. Investigate student bottlenecks

42. Talk to your Counseling Faculty throughout your Scheduling Process

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

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

45. 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

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

47. 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!

49. Be Mindful of the 67% Law

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

51. Be Aware of Flex Calculations

52. How to Best Prepare Your College for the New Funding Law

53. Look at Enrollment Management System

54. Look at Analyses

55. Summary

56. The End