1. Academic Scheduler User Group Meeting October 3, 2014 1 Academic Scheduler User Group Meeting

2. Today’s Agenda  Introductions  Facility updates  Scheduling Life Cycle  Dashboards  Guest Speaker  Mark Zohns, BioResource and Agricultural Engineering department scheduler  Scheduling “Fun Facts”  Discussion/Q & A 2 Academic Scheduler User Group Meeting

3. Introductions  Introductions  University Scheduling Team Newest member Michele Reynolds  Please sign the sign-in sheet Any new schedulers in attendance?  Welcome Data Warehouse Team that builds the dashboards 3 Academic Scheduler User Group Meeting

4. Scheduling Life Cycle 4 Planning Phase (3-4 months) Departments enter schedules into PeopleSoft University Scheduling assigns lecture spaces and verifies registration settings Currently Spring 2015 Term Proofing Phase (3-5 months) Departments review schedules and submit minor changes Currently Winter 2015 Term Reporting Phase (1 week) Departments finalize schedule for reporting to the Chancellor’s Office Currently Fall 2014 Term Academic Scheduler User Group Meeting

5. Facility Updates  Equipment Refreshes  Over the summer the following rooms have had equipment overhauls  06-124 Philips Hall  08-123: Capacity is now 146 (was 141) Classroom Technologies at http://www.classtech.calpoly.edu/  38-121: New Collaborative Learning Space Center for Teaching, Learning & Technology at http://www.ctlt.calpoly.edu/ 5 Academic Scheduler User Group Meeting

6. Facility Updates (08-123) 6 Academic Scheduler User Group Meeting

7. Facility Updates (06-124) 7 Academic Scheduler User Group Meeting

8. Dashboards  SOC (Schedule of Classes) Dashboard  Schedule of Classes Enhancements Additional fields have been added Class Listing view mimics the spreadsheet distributed by Scheduling Office One day departments may be asked to used the dashboard for Proofing & Reporting purposes  *New* Class Listing with Reserve Capacity Section Only enrollment components display Provides the information to quickly review the number of seats being reserved Fields that display are start and end dates for the restrictions, number of seats being saved (compare to enrollment cap), student group information, and class notes (quickly review that appropriate notes assigned) 8 Academic Scheduler User Group Meeting

9. Dashboards  *New* Class Time Spread Dashboard  Campus Administrative Policy, Section 282  Scheduling throughout the day and evening is not just about university space and utilization; it helps students build better schedules.  When classes are spread out, departments get more of their originally-scheduled times with less negotiation and fewer changes after the Planning Phase deadline.  Number of sections not accommodated at originally-requested time: Spring 2014165 Fall 2014210 Winter 2015212 9 Academic Scheduler User Group Meeting

10. Dashboards  Class Time Spread Dashboard  Prior to this dashboard, departments had no tool available to determine how classes were spread  Gauge how well are you adhering to policy early in and throughout the process  Decrease the number of class sections that aren’t accommodated  If more classes are accommodated, it will result in fewer changes to the schedule 10 Academic Scheduler User Group Meeting

11. Dashboards  Class Time Spread Dashboard  Fall 2014, we scheduled 7,201 hours of lecture, seminar and discussion, which equates to 79% of capacity (Monday-Friday, 7am-10pm)  1,920 sections (52% of scheduled classes excluding Sr. Project and Independent Study) are scheduled with a start time between 9am and 3pm 11 Academic Scheduler User Group Meeting

12. Guest Speaker  BioResource & Agricultural Engineering department scheduler Mark Zohns will share a spreadsheet he developed to help him check his department’s schedule for room conflicts, instructor conflicts, and course conflicts. 12 Academic Scheduler User Group Meeting

13. Scheduling Fun Facts  Do you know…  How many university lecture rooms do we have? 121  How many of those hold 100 or more students? 7  How many University Lecture Rooms have a capacity of 24-48? 95 (79% of university lecture space) 13 Academic Scheduler User Group Meeting

14. Discussion/Q & A  Open Discussion  What scheduling issues are you’re finding difficult to manage? Reach out to your peers to learn how they handle particular tasks. These are your mentors.  Do you find yourself consistently “chasing” larger rooms after classes begin?  Are you using historical enrollment figures to plan your schedules?  Are you adjusting the default settings for requested room capacity?  For AY 2013-14, we added 17,000 seats of non-supervisory classes over the previous year.  How many of you react to the waitlists for Fall Quarter by editing your schedule?  When you make changes to the Fall schedule, are they intended for continuing students or block enrolled freshmen? 14 Academic Scheduler User Group Meeting

15. ASUG Meeting Thank you for coming! Contact Information University Scheduling Office classschedule@calpoly.edu 756-2461 http://registrar.calpoly.edu/universityscheduling/index Next Meeting: TBD November/December 2014 15 Academic Scheduler User Group Meeting