University Scheduling Updates, Tips & Resources for Department Schedulers

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  • University Scheduling Updates, Tips & Resources for Department Schedulers
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  • University Scheduling University Class Scheduling Website: www.universityscheduling.calpoly.edu Explore the links and information provided. Your feedback is encouraged. Serves both Academic and Event scheduling needs.
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  • University Scheduling Phases of the Scheduling Cycle Planning New term generated from last like term (i.e. Fall to Fall, Spring to Spring) PDF sent to the Departments Department Schedulers update schedules in PeopleSoft and send notification to University Scheduling that the changes have been completed Main focus: complete data entry; communicate special requests to Scheduling; request registration controls
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  • University Scheduling Phases of the Scheduling Cycle, Continued Proofing All room assignments have been made. Room and time changes depend on room availability. Excel spreadsheet is sent to the departments for their review of the schedule and minor changes are placed on the spreadsheet. Last phase prior to the schedule appearing on PASS. Main focus: confirm or assign footnotes, registration controls and print controls
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  • University Scheduling Phases of the Scheduling Cycle, Continued PASS Email reminder sent to departments to review the schedule one final time before its available to students online. Must obtain Deans approval for certain changes at this point. Reporting Excel spreadsheet sent to the departments for reconciliation at the end of the second week of the term. Main focus: faculty assignment verification. Every class with enrollment must have a faculty member assigned.
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  • University Scheduling Helpful Screens when working on the Planning Phase and the data entry. Screens found under Curriculum Management navigational path Course Catalog Catalog Summary Schedule of Classes Maintain Schedule of Classes Adjust Class Associations Update Sections of a Class
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  • University Scheduling Curriculum Management > Course Catalog Course Catalog Summary Curriculum information such as unit value, components, repeatability, contact hours.
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  • University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Basic Data page Class Section Component New to 8.9: For students to enroll in multiple component courses (i.e. lecture and lab), both components must be set to print Class Type (Enrollment and Non-enrollment) Associated Class (Caution: defaults to 1) Schedule Print Student Specific Permissions Course Topic ID
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  • University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Meetings page Facility ID Pat (day pattern i.e., MW or TR) Start and end time Days of week check boxes (field used to determine pattern) Faculty Empl ID Access (always Approve) Room Characteristic (Smart, Multi-media, etc) Smart room vs. Multi-media room? Room Characteristics Must be requested at Planning Phase. Later requests may not be available.
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  • University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Enrollment Control page Consent (Department or No Consent) Requested Room Capacity (what size room) Enrollment Capacity (number of students to enroll) this number should not be larger than the requested room capacity Waitlist (Cal Poly uses 99 as the waitlist capacity default)
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  • University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Reserve Cap data entry COMPLETED and MAINTAINED by University Scheduling This page is managed by Class Scheduling. Reserved seats are set here. This is an area to review enrollment controls. If seats are held for majors during the rotation cycle, you will see the coding here.
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  • University Scheduling Curriculum Management > Schedule of Classes > Maintain Schedule of Classes Class Notes Notes roll from prior like term. Important to review these notes as they may not apply in subsequent terms. CBF section notes should be removed until you can accurately identify the new CBF class offerings.
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  • University Scheduling Curriculum Management > Schedule of Classes > Adjust Class Associations Viewable information only: these pages are maintained by University Scheduling. Pages to review: Class Associations Minimum and maximum units for a class Variable unit classes fixed or remain variable Course contact hours Class Components Components, contact hours, workload, grading basis Class Requisites Registration controls can both pull from the catalog and be set for a specific term, such as concurrent enrollment requirement
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  • University Scheduling Curriculum Management > Schedule of Classes > Update Sections of a Class Class Status page Verify section numbers are 2-digits, i.e. 02, 05, 10 All components are scheduled Associated class values (verify components are linked properly) Consent Print Great place to review information at a glance
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  • University Scheduling Curriculum Management > Schedule of Classes > Update Sections of a Class Class Enrollment Limits page Enrollment capacity Enrollment Totals Waitlist Totals
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  • University Scheduling PDF files/Excel Spreadsheets PDF file sent at Planning Phase Excel Spreadsheets sent at Proofing and Reporting Phases
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  • University Scheduling Communicate these items to University Scheduling after Planning Phase data entry completed If you have more than one special room request for a section, i.e. need smart room 3 days/week and PC lab 1 day/week, identify smart room and email details to classschedule@calpoly.edu classschedule@calpoly.edu Any special circumstances, such as instructor health-related requests, should be emailed to classschedule@calpoly.educlassschedule@calpoly.edu Be open to more than just one classroom on campus. Specific requests limit options and may not get a room assignment so no trading options available
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  • University Scheduling Communicate these items to University Scheduling after Planning Phase data entry completed, continued Enrollment Requirement control changes only Reserve capacities Number of seats and Requirement Group (i.e. CBF classes) Back-to-back requests (will try to accommodate) Combined sections Section 70 Intentional room conflicts Variable unit classes Fixed at single value or remain variable Distance learning classes Section 80
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  • University Scheduling Helpful tips for Communicating to Scheduling: Identify term and class info in subject line of your email i.e. Winter 2092 ENGL 132-35 Instructor Change List your phone number at bottom of email Condense your emails when possible. Instead of 5 messages, can you compile them and send one email? When requesting room changes: First, check for an internal swap Next, use the Events website (events.calpoly.edu) to look for an available room and timeevents.calpoly.edu Adding Independent Study Classes once on PASS Provide all relevant info: Section, Instructor Emplid, Meeting Pattern/TBA Hours, Consent?, Schedule Print?, Enrollment Cap?, Notes?, Requisites?
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  • University Scheduling After requested changes are completed: University Scheduling will send you a confirming email requesting you review the changes in PeopleSoft. Please review the changes for accuracy. Have they been completed? Do they reflect your request? Refer to these helpful screens to review changes: Maintain Schedule of Classes Adjust Class Associations Update Sections of a Class Catalog Summary
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  • University Scheduling Permissions and the Consent Process Department Consent Any class identified as Department Consent remains Department Consent through the End of Add/Drop. Permissions will not appear in the instructors portal.
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  • University Scheduling Permissions and the Consent Process No Consent Any class identified as No Consent flips to Instructor Consent on the Friday before classes start. Permission numbers will be system generated (40% of enrollment capacity) and will appear in the instructors portal the next day (the Saturday before classes start. After permission numbers are system generated, Departments have the opportunity to review them and make changes before they are pushed to the instructors portal.
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  • University Scheduling Permissions and the Consent Process Permission numbers automatically generated for No Consent classes. Permissions numbers default to verify that registration controls/requirements have been met prior to successful enrollment. Permission numbers default to allow the class limit to be overridden. We are asking Departments to assist us with preventing over-enrollment in the classes.
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  • University Scheduling Permissions and the Consent Process Independent Study Classes example of what others are doing Some departments code these classes so permissions will push to the instructors portal. Create several sections of the independent study class. Print the first section as Staff with Department Consent. Remaining sections are N