1. Academic Scheduler User Group Meeting January 30, 2015 1 Academic Scheduler User Group Meeting

2. Today’s Agenda  Welcome and Introductions  Catalog/Curriculum – Susan Olivas  Selected Topics Courses  2015-2017 Catalog Release June 2015  Academic Scheduling  Scheduling Process  Helpful Tools (handout) & Dashboards – Use of Tools  Managing Your Schedule  Dates to Remember  Course Demand – Debbie Arseneau  Q&A 2 Academic Scheduler User Group Meeting

3. Catalog/Curriculum  New Feature in PASS – Show all GE  Topic-Based Courses  Subtitle/Topic Courses (e.g. CM 424, ENGL 439)  Selected Topic Courses (“470s”)  2015-2017 Catalog  Effective Summer 2015  Courses that roll and don’t roll to newly created terms  Component types, unit values, and contact hours are related Academic Scheduler User Group Meeting 3 1 unit of LEC, SEM, DIS= 1 contact hour 1 unit of ACT = 2 contact hours 1 unit of LAB = 3 contact hours

4. Academic Scheduling  Scheduling Process  Each term has 3 scheduling phases. Can you name them? Planning: Building registration Proofing: Final review prior to registration Reporting: Finalizing schedule for reporting purposes Academic Scheduler User Group Meeting 4

5. Academic Scheduling  Scheduling Process: Planning Phase  Departments build schedule in PeopleSoft.  Department focus: Building registration Communicating special instructions to University Scheduling staff Thoroughly review your data (notes, consent codes, valid meeting patterns) Use available tools (handout) Dashboards (Schedule of Classes, Time Spread, Course Demand) Planning Checklist sent with the Planning material Academic Scheduler User Group Meeting 5

6. Academic Scheduling  Scheduling Process: Planning Phase  University Scheduling Staff Focus: Validate the data and verify coding for registration (consent code, notes, unit values, valid meeting patterns). Communicating to departments questions that need a department response. Assign university lecture rooms. 175-200 unaccommodated lectures, UCS staff negotiates day/time changes with departments for placement in University Lecture Space UCS staff has approximately 3 weeks to negotiate changes Academic Scheduler User Group Meeting 6

7. Academic Scheduling  Scheduling Process: Proofing Phase  Final review of the schedule prior to PASS becoming available for students to begin planning and registering for classes.  Minor changes are expected.  If day/time changes are submitted at this time, changes are dependent upon availability of university lecture rooms. Use your tools to look for room availability. Academic Scheduler User Group Meeting 7

8. Academic Scheduling  Scheduling Process: Reporting Phase  Validating your schedule for reporting purposes to the Chancellor’s Office.  Focus is mainly on instructor assignments and faculty workload. Academic Scheduler User Group Meeting 8

9. Academic Scheduling  Managing Your Schedule  UCS is responsible for ensuring that: Students can register for your classes without unnecessary barriers and Your classes have a room assignment.  Departments are responsible for: Meeting deadlines, Replying quickly and completely to questions, and Clearly communicating your needs to UCS.  Change is inevitable, but… Why so many changes at Proofing? What would help? Academic Scheduler User Group Meeting 9

10. Academic Scheduling  Dates to Remember  Spring Registration Begins: Tues, Feb 10  Summer Open Lab: Mon, Feb 2, 1-3pm, 35-217D (You may use this open lab for Fall data entry as well)  Summer Planning & Instructions Due: Wed, Feb 4  Fall Open Lab: Thurs, Feb 12, 3-5pm, 35-217C  Fall Planning & Instructions Due: Fri, Feb 13  Please respond promptly to emails and deadlines Academic Scheduler User Group Meeting 10

11. Course Demand  Course Demand Data  How does your department use this data?  How catalog changes affect demand data for Fall  PolyPlanner Update  Another variable: UCS uses course demand data to help prioritize who is accommodated when a room becomes available and trying to accommodate classes with the highest demand. Academic Scheduler User Group Meeting 11

12. Q & A  Open discussion  Any questions for other schedulers?  …for the University Scheduling Team?  …for the other presenters? Academic Scheduler User Group Meeting 12

13. Contacts & Resources Catalog/Curriculum catalog@calpoly.edu http://www.catalog.calpoly.edu/ Susan Olivas, Shayna Bailey, Pam Bleisch University Scheduling classschedule@calpoly.edu x6-2461 http://registrar.calpoly.edu/universityscheduling/index Kathleen Agostini, Vicky Myers, Michele Reynolds, Bianca Uway Master Calendar events@calpoly.edu x6-5550 http://registrar.calpoly.edu/universityscheduling/request Cesar Galvez & Michele Reynolds PolyPlanner, Dashboards & Course Demand Debbie Arseneau x6-7717 Carolyn Polvi x6-6037 Registrar’s Office registrar@calpoly.edu x6-2531 (student) or x6-2532 (staff/faculty) http://registrar.calpoly.edu/ Classroom Technologies classtech@calpoly.edu x6-7198 Center for Teaching, Learning & Technology posulliv@calpoly.edu x6-7244 Patrick O’Sullivan Facilities x6-5555 Academic Scheduler User Group Meeting 13