1. CLASS SCHEDULE INFORMATION SESSION 2015-2016 ACADEMIC YEAR

2. Class Schedule Info Session Who Are We?  Leslie Chalmers Manager, Class Scheduling Services  Nasim Razavinia Class Schedule Administrator  Rhea Saddick Class Schedule Administrator  Jenny Dionatos Class Schedule Coordinator  Janet Martone Timetable and Schedule Coordinator  Amanda Niat Lan Lim Chow Tom Government Reporting and Class Scheduling Administrator  Kristina Kotoulas Degree Evaluation Officer and Class Schedule Administrator  Vanessa Fabris Degree Evaluation Officer and Class Schedule Administrator  Maria Pietraroia Administrative Assistant 2

3. Class Schedule Info Session Session Overview I.Changes in the Scheduling Process II.Banner Information / Updates III.Course Scheduling Forms IV.Website Information V.Timelines VI.Workshops Questions 3

4. Class Schedule Info Session I. Changes in the Scheduling Process 4 Previous Process  Manual Course Combination forms New Process  WEB-BASED Course Combinations form submitted via Minerva

5. Class Schedule Info Session I. Changes in the Scheduling Process 5  Course Combinations W EB -B ASED Form  Course Combinations forms are now completed and submitted via Minerva as of the month of October. Units are responsible for verifying/modifying and submitting the course combinations.  Forms will be available on October 5, 2014 and the Class Schedule Coordinators must submit the Course combinations for approval to the department approver.  Class Schedule Coordinators must allow the approvers enough time to review and approve the course combinations by November 14, 2014.

6. Class Schedule Info Session II. Banner Information / Updates 6  Rollover – completed September 30, 2014  New course section creation  Existing course sections modification  Max enrolment  Pre-requisites validation (SSAPREQ)  Professor assignments (if known)  Room characteristics  Links  Cross listed groups: send to the Class Schedule Coordinator at classschedule@mcgill.ca classschedule@mcgill.ca

7. Class Schedule Info Session II. Banner Information / Updates 7 Important Notes About Patterns  Patterns must be reviewed for changes. All new CRNs with a default pattern of CLAS must be updated to the correct meeting type  Examples Pattern 3X1 | MWF, TRF or MTR | 8:35 - 9:25 or 9:35 - 10:25 etc. Pattern 2X15 | MW, TR or WF | 8:35 - 9:55 or 10:05 - 11:25 etc. Pattern 1X3 | M,R,W,R,F | 8:35 - 11:25 or 11:35 - 14:25 etc.  Pattern NTN -- used in meeting type field if a course section does not need a time or room. E.g. reading courses, thesis courses etc.  Pattern FRC -- used in meeting type field if a course section must be offered at a specific time. E.g. Seminars with guest speakers, adjunct professors who can only teach at a certain time etc. Should be rarely used and must be approved by Class Scheduling prior to selecting.

8. Class Schedule Info Session II. Banner Information / Updates 8 Rooms – What To Do Assign / Force the building and the room if a course section must absolutely go into a specific room. Examples - Lab and studio course sections, Phys. Ed. Activity courses (Soccer, Swimming, Rugby etc.)  Indicate “NOROOM” in the building field and “NEEDED” in the room field if a course section does not need a room. Example - Course sections that take place in the Instructor’s office  Room preferences (not attributes) must be indicated in SSATEXT  Indicate a max of 3-4 room attributes and identify their priority (they should not all be ranked as priority 1)  New attribute code for active learning classrooms – S145. Ensure that it is part of your course selection if course has to go into that type of room  If a course section must be assigned into a departmental room, indicate the appropriate department room characteristic (not building code). Example: S138 for BIOL-DEPT

9. Class Schedule Info Session II. Banner Information / Updates 9 Rooms – What NOT To Do  Do NOT select both whiteboard and chalkboard room attributes for the same course section  Do NOT select conference table and moveable sidearm for the same course section  Do NOT select the overhead projector room attribute as this attribute has been “retired” from the database (S024 displays as ~Do Not use Overhead projector)  Do NOT select the Slide projector room attribute as this attribute has been “retired” from the database (S032 displays as ~Do Not use Slide projector)  Do NOT inflate the max enrolment more than 20% of the previous year’s actual enrolment without providing a valid reason to the Class Scheduling Office

10. Class Schedule Info Session III. Course Scheduling Forms 10  Course Section Constraint Forms -- Existing course section constraint forms are being sent to each department for review and approval (Indicate “No Change Needed“ where appropriate) -- New course sections offered will require a new course section constraint form available on our website  Instructor Unavailability O NLINE Form -- An online Instructor Unavailability form is available on Minerva for all instructors under the Faculty Menu --Instructors must fill out the form and have it approved otherwise no unavailability will be assigned to them. Therefore they can be scheduled during a period when they are not available to teach.  Department Unavailability Forms -- Department Unavailability forms are being sent to each unit for review  Course Combinations O NLINE Form -- An online Course Combination form is available on Minerva under the SR ADMIN> Catalogue and Schedule Menu

11. Class Schedule Info Session III. Course Scheduling Forms 11 Course Constraint Forms  Examples of Blockoffs: -- Lecture should be scheduled in the morning because its labs are scheduled in the afternoon  Examples of Course Section Ties/Groups: -- Lab and Tutorial must be on the same day and same time -- Two sections must be offered at the same time in different rooms -- Two course sections must be offered back to back  Indicate LT (for Lab Technician) or TA (for Teaching Assistants) if an Instructor is attached to a lab or tutorial section in Banner but does not attend it

12. Class Schedule Info Session III. Course Scheduling Forms 12 Instructor Unavailability Forms  Instructor Unavailability forms must be reviewed and approved by the Chair/Director or Delegate  Any changes in regards to Chair or Delegate should be communicated to Leslie for proper access.  Units are responsible for informing instructors when the forms become available.  Preference for 8:30 or 4:30 timeslot does not guarantee course sections to be scheduled at that time  Some problems encountered related to Instructor Blockoffs: -- Instructor teaches a course section that is offered 3 times a week, the course section must be offered on MWF because it is scheduled in large auditorium like LEA 132 or ADAMS AUD, and the instructor has one of these days blocked off -- Instructor attends a lab section that must be offered in the afternoon until 5:30 and the Instructor has blocked off part of the afternoon -- Two Instructors teach the same course section and have opposite blockoffs

13. Class Schedule Info Session III. Course Scheduling Forms 13 Department Unavailability Form  Fill out a Department Unavailability Form: http://www.mcgill.ca/classschedule/schedulingkit/forms  Indicate departmental activities that require Instructors’ attendance or a departmental room  Indicate only departmental activities that are scheduled in advance  Indicate list of Instructor names for departmental activities where not all Instructors attend the session

14. Class Schedule Info Session III. Course Scheduling Forms 14 Course Combinations  Blocks of courses that need to be conflict free with each other for each program and each year of that program and each term in that program. A maximum of 6 in each combination and a minimum of 2 courses must be in each combination.  New on-line process this year: all forms must be verified before submission.  Only unit-approved course combinations will be processed during the cycle

15. Class Schedule Info Session III. Course Scheduling Forms How To Submit To Enrolment Services Course Constraint Forms & Department Unavailability Form 15 1. Email Electronically to: timetableproject.es@mcgill.ca 2. Print and Mail / Deliver to: 688 Sherbrooke Street, Suite 750 Instructor’s Unavailability Form & Course Combinations  Minerva

16. Class Schedule Info Session IV. Website Information 16  Website Address: http://www.mcgill.ca/classschedule/http://www.mcgill.ca/classschedule/  Information includes: – Timeline – Scheduling Instructions – Checklist of items to be completed by the deadline – Dos and Don’ts – Forms – Workshop dates and registration information – FAQs

17. Class Schedule Info Session V. Timelines Summary 17  November 14 th, 2014 -- Deadline to provide course information for scheduling -- Deadline for instructor unavailability forms  February 16 th, 2015 -- Preliminary Class schedule available on Banner for review  February 27 th, 2015 -- Deadline for feedback of the 1 st class schedule draft  March 31 st, 2015 -- Final class schedule available on Minerva  April 7 th, 2015 -- 2015/16 Registration begins for returning students Additional details available on our website: https://www.mcgill.ca/classschedule/schedulingkit/timeline

18. Class Schedule Info Session VI. Workshops 18 Our on-going workshops provide an opportunity for you to get hands-on assistance while working on your Banner updates. Note - Registration is required (on Minerva) and workshops are subject to cancellation if no one registers. Employee>ICS Training Menu> Enrolment Services Workshops 2014 Workshop Schedule  Friday, October 10 th  1 p.m. to 4:00p.m.  Wednesday, October 22 nd & 29 th and Thursday, Oct. 23 rd  1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m.  Thursday, October 30 th  8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.  Monday, November 3 rd  1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m  Friday November7 th  8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.  Friday November14 th  1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m Additional details (venue etc.) available on class schedule website: http://www.mcgill.ca/classschedule/schedulingkit/infosessions http://www.mcgill.ca/classschedule/schedulingkit/infosessions

19. Class Schedule Info Session Questions ? 19 If you have additional questions please contact us. You may  Register for a workshop  Email us at timetableproject.es@mcgill.catimetableproject.es@mcgill.ca  Call us … -- Leslie Chalmers (5705) -- Nasim Razavinia (5916) -- Rhea Saddick(7242) -- Jenny Dionatos (3491) -- Amanda Niat Lan Lim Chow Tom (8018) -- Kristina Kotoulas (00769) -- Maria Pietraroia (1309) -- Vanessa Fabris (2282) -- Janet Martone(00643)