updates, best practices & new features schedule of classes winter/spring 2011
TRANSCRIPT
Updates, Best Practices & New Features
Schedule of ClassesWinter/Spring 2011
Agenda
• Welcome & Introductions• Rolling Terms• Dates & Deadlines• Best Practices & New Features• Cross-listed Classes & Combined Sections• Communications • Wrap-up/ Questions & Answers
Welcome & Introductions
Nate Czarnota – Assistant Registrar - SchedulingBeth Oertel – SA Training-----------------------------------------------------------Yvette Mozie-Ross – Assistant Provost, Enrollment
Management
Michael Busges – Project Director, Provost’s Office
Beth Jones – Director, S/W Special Programs
Chuck Brawner – Program Specialist, S/W Programs
Edyta Edwards – Academic Program Specialist, Registrar’s Office
Welcome & Introductions
Special Guests:
Jean Bunche – Director, SBS
Cindy Hoffmaster – Assistant Director, SBS
John Fritz – Assistant VP, Information Technology
Karin Readel – Director, Information Technology
Rolling Like Terms
• Winter/Spring 2010 was rolled over to Winter/Spring 2011.
• Includes Class Status = – Active– Tentative– Cancelled
• NOT ROLLED– Combined sections for courses that are
NOT cross-listed at the Catalog-level
Dates and Deadlines
Dates for Winter/Spring ‘11 Schedule: Week of Aug 2 Week of Aug 9 Scheduling Coordinator Kickoff Meetings August 11 Winter/Spring 2011 schedule opens for editing September 10 Deadline for updating Winter course schedule Week of Sept 13 Approval of Winter schedule September 30 Deadline for final Winter/Spring edits and Combined course requests
October 1 Winter Schedule go live Winter/Spring blackout period begins
Dates and Deadlines
October 15 Winter/Spring blackout period ends October 22 Spring Schedule go live November 1 Advanced Registration begins for
Winter/Spring 2011 January 3 First day of Winter session 2011
January 25 Last day of Winter session 2011 January 26 First day of Spring term 2011
New SOC Procedure
October 15 Winter/Spring blackout period ends
We will be actively monitoring changes to the SOC after the blackout period is lifted.
Benefits:•Proactive, enhancement of communication btwn Registrar & Departments• View changes to SOC by User• Reporting capabilities• Monitor changes that may affect faculty contracts
Best Practices & Updates
• Basic Data Tab• Meetings Tab• Enrollment Control Tab• Reserve Cap Tab• Notes Tab
Best Practices – Basic Data Tab
Class Section Numbering:
Must be 2-digit!!!For consistency in Reporting.
Associated Class #: Single Component Classes = Associated Class Number matches the section number
Multiple Component Classes = Associated Class Number is used to group the components that go together.
Best Practices – Basic Data TabImplications of incorrect set-up with Associated Class #s:
-After registrations begin, Associated Class numbers extremely difficult to change
-Variable credit courses cannot set credits per section
-Students registeredin multiple sectionsof same course have issues when they drop one section
Best Practices – Basic Data TabDefining “Permission Only” Classes
Special Topics – are assigned on the Basic Data Tab ONLY.
Special Topics should include NOTES with a description of the material covered in the “special topic.”
Basic Data Tab
Equivalent Course Group -
Course Equivalency Groups are assigned at the Catalog – level.Purpose is to link Course IDs converted from legacy system.
DEFINITION OF COURSE DELIVERY FORMATS
Definitions of delivery format:• In-Person: A "traditional" class that conducts all of its meetings or activities
during a fixed date, time and location. The pedagogical focus is usually instructor led.
• Hybrid (part online, part face-to-face): A class that replaces one or more of its weekly, face-to-face sessions with online activities that may or may not occur during a fixed date or time. The pedagogical focus shifts more responsibility to students, who do work online, either in self-paced activities (e.g., use of courseware for announcements, quizzes, asynchronous discussion boards) or small groups (e.g., discussions, chats/forums, projects/assignments).
• Online: A class that only meets online, typically in an asynchronous mode (not in real time). The pedagogical focus is more on self-paced student learning using many or all of the hybrid activities above. Since the format is totally online, the student shoulders most of the responsibility for learning, with the instructor serving more as a facilitator or guide.
Best Practices – Basic Data Tab
• Campus = OFF (Off Campus)
• Instruction Mode = O (Online)
Online
Best Practices – Basic Data Tab
Hybrid
Enter the day and time you meet face to
face
Enter Descriptive
Notes
Course Fees
Course Fees will now appear as a Course Attribute on the Basic Data Tab.•Course Fees are assigned at the Catalog Level•Multi-component classes – fee is assessed on the Graded component of the course•Double- check to see if it is correct
Prerequisites Reminders….Prerequisites are enforced on a per term basis, not per session.Granting Exceptions = Consent Required + Requisite Not Met
See Dept Chair for a list of courses w/ System-enforced Prerequisites
Best Practices – Meetings Tab
Check your Meeting Patterns, Times & Facility ID
Assign Instructors & Set ACCESS!!!
X
New Feature – Meeting Tab
Room Characteristics we will use are:
•UMBC Smart Room•Computer Lab•Dept Maintained•Accessibility Need
UMBC Smart Room =•Ceiling Mounted data projector•Push-button system control•Input and cable for Instructor Laptop•Wired and Wifi internet connectivity•Sound system for computer and video sources•Pull-down screen*Assumes presenter is bringing a laptop.
Room Characteristics
The process for scheduling a Computer Lab remains the same!!!
Enter RT ticket and coordinate via OIT.
Room Characteristics
Benefits:•No More “special room request’ forms
• Less Paperwork
• Registrar’s Office will be reaching out to you.
• More efficient
• Better Communication
Draw Backs:
• Can only choose one Room Characteristic
• When R25 runs, the section of the course will only be assigned to a room that meets the Characteristic you selected.
Independent Study Classes
Best Practice:- One Section Per Instructor (number
sections sequentially)- Leave Status at “Tentative” until you
have confirmation the instructor will be accepting students for a particular term
- Then change Status to “Active”- Instructor access set to “Approve”
Best Practices - Enrollment
Enrollment Control:Requested Room Capacity cannot exceed 20% of your
Enrollment Capacity
New Feature
Reserve Capacities are used if a department wants to reserve a specified number of seats in a section for either or both:
- Academic Level (Fresh, Soph., Jr. Sr.)- Major
New Feature
Reserve Capacity consists of three parts:a) Start Dateb) Requirement Groupc) Cap Enrollment
Reserve Capacity Requirement Group
Reserve Capacities Requirement Group –
If you need to have a custom Requirement Group built - Aggregate of Academic Level & Major - submit an RT ticket!!!
Header to include “Reserve Capacity Requirement Group Request”
Reserve Capacity Training
Sign – up @ …..umbc.edu/training
Wed, Aug 25th 12p-1p Mon, Aug 30th, 12p-1p Wed, Sept 8th 12p-1p Mon, Sept 13th, 12p-1p
Held in ESC 025
Best Practices
Don’t forget the NOTES!!!-They rolled too!
Cross-Listed Classes vs. Combined Section Only
Cross-Listed Classes• Combined at Catalog level
(share course ID #)• Share the same course title,
description, and attributes• Classes are never scheduled
independent of each other• Combined Section rolls over
each term
Combined Sections• Different courses at the catalog
level• Can have different syllabuses
and materials. (i.e., UGRD & GRAD)
• Can share the same syllabus and class materials (i.e., Topic class)
• Have to request a combined section (via form) each term
Both Cross-listed and Combined Section classes share the same instructor & the same room.
Both types are considered Combined Sections in SA.
• One “Lead” department for each combined section– Communication – Main point of contact with Registrar– Final approval of combined section class
• New process for combining Cross-listed classes
• New Combined Section Form• New Report for Cross-listed classes
Ch, Ch, Ch, Changes…
Combined Section Lunch & Learn
Sign – up @ …..umbc.edu/training
Wed, Aug 25th 12p – 1pMon, Aug 30th 1p – 2pWed, Sept 8th 12p – 1p
Held in ESC 023
Self-paced Videoavailable 8/18….umbc.edu/sa
Communications
We want to hear from you!!! NO MORE [email protected] Submit all requests via RT Tickets
- Course Acronym - Catalog #- Class Nbr:- Issue
For Winter ‘11 Classes – Email [email protected]
Expectations of the Registrar’s Office
- Respond to inquiries within 48 hours
- Set up Cross-listed courses
- Combine already created courses for combined sections
- Actively monitor the schedule of classes and manage issues that arise
- Be available for refresher training- Kick-off Meetings every Scheduling
cycle
Expectations of the Office of Summer & Winter Programs
-Review winter schedule updates
-Assist depts with schedule updates as needed
-Schedule winter room assignments
-Promote winter session online & in print
-Manage faculty employment contracts
-Coordinate schedule issues with academic depts & Registrar’s Office
Expectations of Scheduling Coordinators
- Meet deadlines
- Correctly set up classes, check and double check all courses
- Ask questions when you are unsure
- Communicate with departments for cross-listed and combined courses
- Submit requests through RT tickets (Spring/Fall)- Winter ‘11 – email [email protected]
- Communicate with instructors on dept. consent courses (student-specific vs. permission numbers)
Wrap-Up Questions & Answers