Updates, Best Practices & New Features

Schedule of ClassesSummer/Fall 2011

Agenda

• Welcome & Introductions• Rolling Terms

– Facility ID Pilot

• Dates & Deadlines• Cross-listed Classes & Combined Sections • Opportunity for Feedback• Wins and Improvements in Scheduling• Questions & Answers

Welcome & Introductions

Steve Smith – New UMBC RegistrarNate Czarnota – Assistant Registrar – Scheduling

Beth Jones – Director, S/W Special Programs

Chuck Brawner – Program Specialist, S/W Programs

Edyta Edwards – Academic Program Specialist, Registrar’s Office

Introductions

Steve Smith – New UMBC Registrar

Rolling Like Terms

• Summer/Fall 2010 was rolled over to Summer/Fall 2011.

What was Rolled?Class Statuses:– Active– Tentative– Canceled

Rolling Like Terms

What was NOT Rolled?• Room Characteristics• Reserve Capacities• Instructors (Summer only)• Combined sections for courses that

are NOT cross-listed at the Catalog-level

Pilot Program

Starting with Summer 2011 we are piloting a process that will roll Facility IDs.•Remember Facility IDs roll with the individual section, NOT the instructors.•Exception – if your class was held in a “pilot” room the previous like term, those Facility IDs were not rolled.•The Facility ID pilot is in effect for Summer/Fall ‘11 ONLY.

We will revisit this process to determine if we should continue in future terms.

Rolling Facility ID’s

If the Facility ID (Room Assignment) is OK:• Do nothing, Leave as is

If the Facility ID (Room Assignment) is NOT OK: Options:1 ) Remove the Facility ID and leave the field blank

2) Remove the Facility ID and enter a Dept Maintained Room

3) Remove the Facility ID and enter a Room Characteristic For additional room scheduling assistance in summer session, submit RT ticket or email to: swschedule@umbc.edu.

Dates and Deadlines

Dates for Summer/Fall ‘11 Schedule: 

November 29th & Dec. 1st Scheduling Coordinator Kickoff Meetings November 16th Summer/Fall 2011 schedule opens for editing

November 29th Deadline to request OSWP schedule build

December 17th Deadline for faculty to submit Summer ‘11 Course Proposals

 January 7th, 2011 Deadline for departments to update Summer

’11 course schedule Week of Jan 17th Approval of Summer schedule

February 7th Summer Schedule goes live February 27th Deadline for final Fall edits and Combined course requests

Dates and Deadlines

February 28th Summer/Fall blackout period begins March 14th Summer/Fall blackout period ends March 21st Fall Schedule goes live March 28th Advanced Registration begins for

Summer/Fall 2011 May 31st First day of Summer session I 2011

July 11th First day of Summer session II 2011

August 30th First day of Fall term 2011

  

Summer Course Proposal Process

Academic Department Builds the Schedule

• Most departments now build or update their own schedule of classes. • Departments establish internal procedures for faculty to provide summer course

proposals to their scheduling coordinator.• A hardcopy Summer 2011 Course Proposal Form is available on the web for

download & printing. This form is for internal department use only.

http://www.umbc.edu/ssfaculty “Course Proposals” “Course Proposal Form”

• Faculty obtain approval from chair & submit course proposals or updates to department scheduling coordinators by December 17, 2010.

• Scheduling coordinators finalize updates to 2011 schedule by January 7, 2011.

Summer Course Proposal Process

Best Practices - Notes

Cross-listed Classes

Cross-listed courses are those courses that are:• Combined at Catalog level (share course ID #) • Share the same course title, description, and attributes• Classes are never scheduled independent of each other• The Combined Sections of these Cross-listed courses will roll over

each term

• For each Cross-listed Course there is one LEAD department.• LEAD Department is responsible for communicating details about the

cross-listed offerings between other departments and the Registrar’s Office.

• Both Cross-listed and non Cross-listed classes share the same instructor & the same room.

• Both types are considered Combined Sections in SA.

Cross-listed Classes

Cross-listed Report:• Edits in YELLOW• Deletions in RED

• Additions in GREEN

Combined Classes that are Not Cross-listed

Combined Classes that are not Cross-listed are those courses that are:• 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)

• Scheduling Coordinators have to request that a combined section be built (via form) each term

• For each Combined Class there is one LEAD department.• The LEAD Department is responsible for communicating details about the

Combined Class offerings between other departments and the Registrar’s Office.

• Both Cross-listed and Combined Section classes share the same instructor & the same room.

• Both types are considered Combined Sections in SA.

Combined Class Request Form

https://spaces.umbc.edu/display/sa/Scheduling+Coordinators

Opportunities for Feedback

Reserve Caps•How is it working?

Room Characteristics•More effective method of communicating needs?

New Cross-listed Course Business Process

Creation of an Advisory Board for Scheduling

Feedback on “Other” Items

GREAT NEWS!!! • Number of unplaced Classes after

blackout REDUCED by 2/3rds!

• By Advanced Registration – – only 24 unplaced sections– Currently 4 unplaced sections

• Cleanup of Data before Scheduling Rooms

• Cross-listed Course Business Process

Communications Submit ALL requests for SUMMER AND FALL

via an RT Ticket - Course Acronym -Catalog #- Class Nbr: -Issue or Info

Wrap-Up Questions & Answers