rocky moran scheduling & publications [email protected] extension 3575 jamie sprague fall,...
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Rocky MoranScheduling & Publications
Extension 3575
Jamie SpragueFall, Winter & Spring Scheduling
Extension 3602
Sean WoodsSummer Scheduling & One-Times
Extension 5234
Online ResourcesOnline Resourceshttp://http://www.registrar.ucsb.edu/staffonly.htmwww.registrar.ucsb.edu/staffonly.htm General assignment classroom inventoryGeneral assignment classroom inventory Schedule proof FAQSchedule proof FAQ Approval code instructionsApproval code instructions Legend for Proofs and SAFsLegend for Proofs and SAFs One-time room request templatesOne-time room request templates IRAL InstructionsIRAL Instructions
http://www.policy.ucsb.eduhttp://www.policy.ucsb.edu5539 – Academic Scheduling of Classes and 5539 – Academic Scheduling of Classes and
ClassroomsClassrooms5539 Attachment A – Classroom Scheduling5539 Attachment A – Classroom Scheduling5548 – Facility Scheduling During the Regular 5548 – Facility Scheduling During the Regular
Academic Year and Break PeriodsAcademic Year and Break Periods
General Assignment General Assignment RoomsRooms
Updated quarterlyUpdated quarterly Lists physical and media attributes for each roomLists physical and media attributes for each room
Overhead projectors are standard in every general assignment Overhead projectors are standard in every general assignment classroomclassroom
Contact Instructional Resources at extension 3549 to Contact Instructional Resources at extension 3549 to coordinate the use of media featurescoordinate the use of media features
The registrar controls most rooms from 8am through 10pmThe registrar controls most rooms from 8am through 10pm The registrar has limited control of Bren Hall 1414, The registrar has limited control of Bren Hall 1414,
Campbell Hall, Lotte Lehman Hall, and the IV TheatersCampbell Hall, Lotte Lehman Hall, and the IV Theaters
New for Spring 2009New for Spring 2009 The Arts building is offline for renovations from Spring The Arts building is offline for renovations from Spring
2009 through the 2009-2010 school year2009 through the 2009-2010 school year The second floor of Girvetz is now equipped with computer The second floor of Girvetz is now equipped with computer
networknetwork
Department Controlled Department Controlled RoomsRooms
Departments must maintain their own schedule Departments must maintain their own schedule for department roomsfor department rooms
The Office of the Registrar cannot verify that The Office of the Registrar cannot verify that department rooms are availabledepartment rooms are available
Use the Curriculum Audit report (included in Use the Curriculum Audit report (included in Proof Two and Three) to check for conflicts in Proof Two and Three) to check for conflicts in department roomsdepartment rooms
Same rules apply to computer labsSame rules apply to computer labs
Schedule ProofsSchedule Proofs
Scheduling Cycle Scheduling Cycle OverviewOverview
Proof OneProof One An exact copy of the last “like” quarterAn exact copy of the last “like” quarter Listed days, times and rooms are Listed days, times and rooms are notnot assignments assignments
Proof TwoProof Two A reflection of the changes indicated on Proof OneA reflection of the changes indicated on Proof One
Exceptions – Courses without approved MCAs and instructors not on Exceptions – Courses without approved MCAs and instructors not on your tableyour table
Listed days, times and rooms are Listed days, times and rooms are notnot assignments assignments
Proof ThreeProof Three Updated schedule based on changes from Proof TwoUpdated schedule based on changes from Proof Two Listed days, times and rooms are assignments for Listed days, times and rooms are assignments for
primaries onlyprimaries only
Schedule25Schedule25 Program used to assist the in assigning classroomsProgram used to assist the in assigning classrooms Run twice…Run twice…
1. After Proof Two to assign primaries1. After Proof Two to assign primaries
2. After Proof Three to assign secondaries2. After Proof Three to assign secondaries Assigns rooms…Assigns rooms…
Within the general assignment room poolWithin the general assignment room pool
Primarily by enrollment max and requested mediaPrimarily by enrollment max and requested media Maximizes utilization of classroom spaceMaximizes utilization of classroom space
Goal is to assign to each course to the classroom that Goal is to assign to each course to the classroom that best utilizes the best utilizes the rooms number of seats and rooms number of seats and media/physical featuresmedia/physical features
Prioritization of CoursesPrioritization of Courses
11stst Priority Priority
Courses in standard time blocksCourses in standard time blocks
22ndnd Priority Priority
Courses in non-standard time blocks outside of prime Courses in non-standard time blocks outside of prime timetime
33rdrd Priority Priority
Courses in non-standard time blocks in prime time Courses in non-standard time blocks in prime time
All departments are equalAll departments are equal While Schedule25 is utilized to assign rooms, a lot of While Schedule25 is utilized to assign rooms, a lot of
time and effort is taken by hand to finalize room time and effort is taken by hand to finalize room assignmentsassignments
Standard Days and TimesStandard Days and TimesThree Days a WeekThree Days a Week MWF for 50 minutes starting on the hourMWF for 50 minutes starting on the hour
Two Days a WeekTwo Days a Week MW or TR for 75 minutes starting every 90 minutesMW or TR for 75 minutes starting every 90 minutes
One Day a Week PrimariesOne Day a Week Primaries Will be scheduled at 8:00am or after 3:30pm, and after Will be scheduled at 8:00am or after 3:30pm, and after
courses following standard time blocks have been courses following standard time blocks have been assignedassigned
Impacted hours are 9am-5pmImpacted hours are 9am-5pmTwo days a week slots are particularly impactedTwo days a week slots are particularly impacted
Non-standard days and times cannot always be Non-standard days and times cannot always be scheduled, and all first requests cannot be filled. Please scheduled, and all first requests cannot be filled. Please have other choices ready.have other choices ready.
Media FeaturesMedia Features Don’t request more than needed for a course. List only Don’t request more than needed for a course. List only
the media that is required for the course.the media that is required for the course. Be specific. Rather than listing “AV media” or “digital Be specific. Rather than listing “AV media” or “digital
media”, use the specific media abbreviations.media”, use the specific media abbreviations.
DT demonstration table PPP plug-and-play podiumINC incline seating CVC computer video captureNWD no windows DVD in-room DVDSTG stage VCR in-room VCRTA tablet armchairs DSP dual slide projectionTC tables and chairs SP slide projectionTH fixed theater seat 35M 35mm movie projectorS, M, L chalkboard size 16M 16mm movie projectorWB whiteboard 3SC three projection screensC in-room computer PA public address systemCN computer network PNO pianoVP data/video projection
Adding CoursesAdding Courses
Use the supplemental proof sheet to add courses.Use the supplemental proof sheet to add courses.
Do not add courses on the printed proof.Do not add courses on the printed proof.
Do not cross out course numbers and replace with a Do not cross out course numbers and replace with a new number.new number.
Proof are hand enteredProof are hand entered Supplemental proof sheets make information Supplemental proof sheets make information
organized and understandableorganized and understandable Courses do not need to be added in numerical order Courses do not need to be added in numerical order
as the system will reorganize them once enteredas the system will reorganize them once entered We cannot reuse enrollment codesWe cannot reuse enrollment codes
Delayed Sectioning Delayed Sectioning Indicate on Proofs with “Delayed Sectioning: I”Indicate on Proofs with “Delayed Sectioning: I” There will only be one enrollment code on Proof There will only be one enrollment code on Proof
and on GOLDand on GOLD Students enroll with this generic enrollment code Students enroll with this generic enrollment code
which prompts them to then select an instructor, which prompts them to then select an instructor, using the instructor’s two digit instructor codeusing the instructor’s two digit instructor code
A new section is then created for this instructor A new section is then created for this instructor and the student is enrolledand the student is enrolled
There is never enrollment in the first primaryThere is never enrollment in the first primary
Instructor CodesInstructor Codes
Tips for Completing Tips for Completing ProofsProofs
Be neat and clear – eliminate the risk of guessingBe neat and clear – eliminate the risk of guessing Make changes in red pen onlyMake changes in red pen only List specific days/times and max enrollments. Courses without List specific days/times and max enrollments. Courses without
this information will not be placed.this information will not be placed. Always indicate if secondaries are required or notAlways indicate if secondaries are required or not Instructors names must reflect names in STARInstructors names must reflect names in STAR
Proof One and TwoProof One and Two If the max enrollment is changed to a number higher than that If the max enrollment is changed to a number higher than that
allowed in the requested room, the room will be deletedallowed in the requested room, the room will be deleted
Proof ThreeProof Three Any day/time changes made to courses in registrar controlled Any day/time changes made to courses in registrar controlled
rooms will not be honoredrooms will not be honored
All ProofsAll Proofs If there is not a day or time listed, the day will be indicated as If there is not a day or time listed, the day will be indicated as
Monday as to ensure the courses inclusion when running Monday as to ensure the courses inclusion when running reportsreports
Curriculum AuditCurriculum Audit Included in Proofs Two and ThreeIncluded in Proofs Two and Three Lists unusual situations that might indicate errorsLists unusual situations that might indicate errors
Classes in department controlled roomsClasses in department controlled rooms
Concurrent courses with time conflictsConcurrent courses with time conflicts
Classes less than 50 mins or longer than 4 Classes less than 50 mins or longer than 4 hourshours
Maximum enrollments set at zeroMaximum enrollments set at zero
Maximum enrollment exceeds preferred room Maximum enrollment exceeds preferred room capacitycapacity
Secondary is not requiredSecondary is not required
Etc…Etc…
Schedule Schedule Alteration Forms Alteration Forms
(SAFs)(SAFs)
When to use SAFsWhen to use SAFs If student registration has startedIf student registration has started
Submit an SAF signed by the department Submit an SAF signed by the department chairchair
If student registration has If student registration has notnot started started
Submit an SAFSubmit an SAF
oror
Email your request toEmail your request to
Fall/Winter/Spring – [email protected]/Winter/Spring – [email protected]
Summer – [email protected] – [email protected]
When to use SAFsWhen to use SAFs
Use an SAF when…Use an SAF when… Adding courses/sectionsAdding courses/sections Canceling Canceling
courses/sectionscourses/sections
……and when changing…and when changing…
Day or time in any roomDay or time in any room Registration restrictionsRegistration restrictions Registrar controlled Registrar controlled
roomsrooms
Don’t need an SAF when Don’t need an SAF when changing…changing…
InstructorsInstructors Between two department Between two department
controlled rooms at the controlled rooms at the same day and timesame day and time
Enrollment maxes (as Enrollment maxes (as long as a new registrar long as a new registrar controlled classroom controlled classroom isn’t needed)isn’t needed)
When in doubt, use an SAF
One-Time Room One-Time Room RequestsRequests
When to make One-Time When to make One-Time RequestsRequests
Any instruction related academic use of a classroom Any instruction related academic use of a classroom that does not count towards instructional contact that does not count towards instructional contact hours…hours…
Other requests need to go through the Office of Other requests need to go through the Office of Student LifeStudent Life
Not all classrooms are available – Bren Hall 1414, Not all classrooms are available – Bren Hall 1414, Campbell Hall, Lotte Lehman and IV TheatersCampbell Hall, Lotte Lehman and IV Theaters
Review SessionsReview SessionsGuest SpeakersGuest SpeakersFilmsFilmsSupplemental Discussion Supplemental Discussion SectionsSectionsMake-up lectures or discussion Make-up lectures or discussion sectionssections
One-Time Room One-Time Room RequestsRequests
Send requests at least one week prior to the Send requests at least one week prior to the eventevent
Email requests to Email requests to [email protected]@sa.ucsb.edu Use the request form found at Use the request form found at
www.registrar.ucsb.eduwww.registrar.ucsb.edu or request the form from or request the form from [email protected]@sa.ucsb.edu
One-Time Room Request One-Time Room Request FormForm
Weekend Room UseWeekend Room Use Provide a copy of the room reservation to the Provide a copy of the room reservation to the
instructorinstructor Campus police can unlock rooms, but only if Campus police can unlock rooms, but only if
provided with the conformationprovided with the conformation
IRALIRALInstructor Resource Audit Instructor Resource Audit
ListList
IRAL InstructionsIRAL Instructions
Third Week Census DateThird Week Census Date Taken 15 days after the first day of instructionTaken 15 days after the first day of instruction A “snapshot” of the quarterA “snapshot” of the quarter
Prior to the third week census date…Prior to the third week census date… Cancel courses with zero enrollmentCancel courses with zero enrollment Drop students still enrolled in canceled coursesDrop students still enrolled in canceled courses IRALs printed before the third week census date IRALs printed before the third week census date
will be marked as preliminary and will not be will be marked as preliminary and will not be acceptedaccepted
IRAL InstructionsIRAL Instructions
After the third week census date…After the third week census date…
Print the IRAL Print the IRAL Check for incorrect or missing informationCheck for incorrect or missing information
Will be notated by blanks and error message on the last pageWill be notated by blanks and error message on the last page Correct missing informationCorrect missing information Sign on signature line on last pageSign on signature line on last page Turn into the Registrar’s OfficeTurn into the Registrar’s Office
http://www.registrar.sa.ucsb.edu/downloads/IRAL-Insthttp://www.registrar.sa.ucsb.edu/downloads/IRAL-Instructions.docructions.doc