summer scheduling workshop rocky moran 893-3575 [email protected] publications denise belanger...
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Summer Scheduling WorkshopSummer Scheduling Workshop
Rocky [email protected]
Publications
Denise [email protected]
Summer Sessions
Jamie [email protected]
Scheduling
Sean [email protected]
Summer Scheduling
Summer Scheduling CycleSummer Scheduling Cycle
Three proof process– 1st proof is copy of last summer
Schedule 25 run for primaries after 2nd proof; 3rd proof for secondaries
STAR “released” to departments; courses can be viewed in GOLD by students
After STAR is released, use SAF for changes
General Assignment Room InventoryGeneral Assignment Room Inventory
www.registrar.ucsb.edu/staffonly.htm
FWS rules still apply:
– The more media requested, the fewer rooms possible in which the class may be scheduled
Increased competition for prime times and rooms
– Request minimum media necessary
General Assignment Room InventoryGeneral Assignment Room Inventory
Beginning Summer 2009...
Maintenance Program for
GA Classrooms will begin
Every summer, designated GA classrooms will be painted, repaired, etc. Affected departments will
be notified prior to the start of summer
Department-Controlled RoomsDepartment-Controlled Rooms
Any room that is not on the GA Room Inventory (e.g., computer labs)
Departments must verify the room is available for their use
The Office of the Registrar will not verify that the room is available
Use the Curriculum Audit report to verify courses scheduled in department-controlled rooms
2009 Summer Sessions2009 Summer Sessions
SessionInstruction
BeginsInstruction
Ends
A June 22 July 31
B Aug 3 Sept 11
C June 22 Aug 28
D June 22 July 10
E July 13 July 31
F Aug 3 Aug 21
G Aug 24 Sept 11
All non-delayed-sectioning courses must have assigned session or session dates
Days and TimesDays and Times
In fall, winter & spring there are two standard class meeting schedules:
– 50 minute class meeting(typically MWF classes)
– 75 minute class meeting(typically TR classes)
But in summer…
Days and Times Days and Times (cont.)(cont.)
Standard time is 80 minute period MTWRF
“Prime Time” hours listed in red
Courses that use two or more time slots should be scheduled in non-Prime Time hours
Class BeginsClass Ends
(No Later Than)
8:00 AM 9:20 AM
9:30 AM 10:50 AM
11:00 AM 12:20 PM
12:30 PM 1:50PM
2:00 PM 3:20 PM
3:30 PM 4:50 PM
5:30 PM 6:50 PM
7:00 PM 8:20 PM
8:30 PM 9:50 PM
Prime Time HoursPrime Time Hours
Requests for these times are very impacted
Not all requests for these time periods can be filled
Have alternatives ready
Standard times are given priority when scheduling into Prime Times
Minimum Contact TimeMinimum Contact Time
Minimum contact time is established by the Master Course Approval (MCA)
The MCA also establishes the distribution of hours (e.g., lecture only; lecture and discussion section, etc.)
To “convert” the time of a F/W/S course into a summer course, begin by converting required course hours into minutes
Each “hour” is equal to 50 minutes
Minimum Contact TimeMinimum Contact Time
Course Type Units If MCA says… = Minutes
Lower Division
(Lab)2 Primary: 30 hours 1500
Lower Division (Lec/Discussion Section)
4Primary: 30 hours
Secondary: 10 hours1500/500
Lower Division
(Lec/Lab Section)5
Primary: 20 hours
Secondary: 40 hours1000/2000
Upper Division
(Lecture only)4 Primary: 30 hours 1500
Graduate
(Lecture only)4 Primary: 40 hours 2000
Minimum Contact Time (cont.)Minimum Contact Time (cont.)
Distribute minutes over number of days and weeks for the appropriate session
See handout for sample exercises to practice
Many courses have contact times that exceed the minimum per department practice or faculty preference. Do not change w/o consulting someone in the department.
Delayed SectioningDelayed Sectioning
Indicated on schedule proofs as – DELAYED SECTIONING: I
Will have generic “0100” section and one enrollment code on proof and GOLD
A new section is created for the instructor and session the student is enrolled in – There is never enrollment in the generic EC.
Do not assign session or session dates to delayed sectioning courses
Delayed SectioningDelayed Sectioning
See Handouts for Examples
Delayed Sectioning Delayed Sectioning (cont.)(cont.)
In GOLD, students enroll using the generic EC# and instructor name
Students also need to select the correct session from a pull down menu
Special CoursesSpecial Courses
Some courses are offered in coordination with special summer programs. For example:
Travel-Study Programs
Language Institutes (Graduate Programs)
Courses may appear on your proof (or STAR) even though you didn’t add them
Call Summer Sessions before altering
Schedule Alteration Form (SAF)Schedule Alteration Form (SAF)
L&S Undergraduate Classes with enrollment
Same process as FWS*
Provide explanation of how and when the students will be notified of day/time changes or cancellations
College of Engineering Classes
Same process as FWS*
Obtain Dean’s signature prior to sending to Office of the Registrar
*Send to SS Office ATTN: Denise Belanger
Schedule Alteration Forms Schedule Alteration Forms (cont.)(cont.)
See Handouts for Example
Session must be written in; there is no printed field designated for this information
Final ExamsFinal Exams
Final exams are usually held on the last regularly-schedule class meeting
Beginning Summer 2009, instructors can opt for a final exam period outside the last class meeting
Must be indicated on department’s Curriculum Plan
(check with your Business Officer)
Once courses are known, the Registrar’s office will determine the most efficient way to schedule exams
STAR & E-GradesSTAR & E-Grades
Most common problems in summer are with courses taught by grad student instructors & visiting faculty
– Instructor Table Listing lists the “wrong” title code
– STAR won’t accept a function of 1 (Instructor of Record)
Possible reasons:
– Summer appointment hasn’t been entered into PPS yet
– Appointment is in PPS but upload hasn’t occurred yet
– If PPS lists more than one active title code, the highest level will be in STAR (e.g., Associate-1507 vs TA-2311)
www.registrar.ucsb.edu/staffonly.htmwww.registrar.ucsb.edu/staffonly.htm Legend for schedule proofs and
Schedule Alteration forms
FAQ About Schedule Proofs
General Assignment Room Inventory
Academic Support Staff Calendar
Master Course Approval deadlines
Instructions for adding instructors
One-Time Room Request template
www.summer.ucsb.eduwww.summer.ucsb.edu(click on “UCSB staff”)(click on “UCSB staff”)
Scheduling Courses for Summer
Sample Exercises for Calculating Contact Time