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The Secrets of  Academic Scheduling The Secrets of  Academic Scheduling

The Secrets of Academic Scheduling - PowerPoint Presentation

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Uploaded On 2020-06-15

The Secrets of Academic Scheduling - PPT Presentation

Brought to you by your friendly neighborhood academic scheduler Sally M Serrin Melena Academic Scheduling Team Goals Classroom Utilization Functional Administration of Campus Scheduling Software ID: 778026

academic amp classes scheduling amp academic scheduling classes access units room classroom schedule enrollment learning functional class data space

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Presentation Transcript

Slide1

The Secrets of Academic Scheduling

Brought to you by your friendly neighborhood academic scheduler,

Sally M. Serrin Melena

Slide2

Academic Scheduling Team Goals

Classroom Utilization

Functional Administration of Campus Scheduling Software

Data Input & Collection

Training for Schedule Building & Classroom RushTechnical and Functional Management of PeopleSoft for the Scheduling Functional AreaPeopleSoft Access and SecuritySpecialized Academic Groups Scheduling NeedsTimeline Creation & Coordination

Slide3

Classroom Utilization

Fit as many classes, with as many butts in seats, in the Academic Space as possible.

Student Access Initiative in Fall 2016 with the (not so new anymore) Approved Class Meeting Times

Slide4

Functional Administration of Campus

Scheduling Software

25Live

Classes and Academic Space

Event and Conference Services (ECS)“3 week rule” University HourOptimizer Algorithm

Slide5

Data

& Training

Data Input

& Collection

Training for Schedule Building Classroom Rush

Slide6

PeopleSoft

Functional

Technical

AccessSecurity

Slide7

Specialized Groups, Timeline, & Coordination *Fun*

American

Language and Culture

Institute (ALCI)

Supplemental InstructionThe Office of Global

Education

Extended Learning

Slide8

Academic Scheduling Works with the Following Folks

IIT&S Identity Management (PeopleSoft Access);

Classroom Technology Group;

CollegeNET (25Live Company); Degree Planner Team; Degree, Set, Go Group; Registrar’s Office; College Dean’s Offices;

Advising Groups; Specialty Space Owners; Department Chairs;

Program Directors;

Program Coordinators;

Department Staff;

Community Engagement;

Provost’s Office;

Bookstore;

Extended Learning;

Academic Programs;

Event & Conference Services;

and Many Others.

Slide9

We know this is how it feels

Slide10

Getting the Right Room

Figure out what room is desired

Figure out what Type of Room = match room characteristics

Figure out room cap = match enrollment cap

Know your department preferences, may or may not want to change this.Check department building preferences

Slide11

Timeline

Arrangements and Date Coordination

Ongoing Analysis of Last and Previous Year

Preparation for Training, Audits, Access, etc.

Pre-Scheduling of Auditoria and Select Specialize SpacesSet up, Access, Testing, Process GuidesTypically Offered Values and OfferingsIn-Depth & Mandatory & Individual TrainingsWork SessionsCourse Needs Report Input & Data DistributionEnd Processes & Auditing

Slide12

Slide13

Audits

Meeting

during Approved Class Meeting

Times

Classes are meeting the appropriate number of hours/weekAppropriate Components includedMaximum enrollment matches/under Capacity of Room RequestedNotes for partial term, combined sections, reserve caps, online, hybrid, etc. addedCross-listed sections Part-of-term notice

Section

& Assoc Class Nbr

consecutive/appropriate

Faculty

Access

added

Schedule

Build OFF

classes

Check Auto-Enroll

Room Reports & Conflicts

Puzzle Requirements Met

General Education, Major/Minor (GEM)

Enrollment Requirement Groups (ERGs)

Slide14

Timeline (Continued)

Discrepancy Report distributed, Access Open

PeopleSoft Data Import, Optimization, Export

Classroom Rush (Setup, Process, Access)

Processing Changes (continuous through start of classes)Managing “External Programs” such as Service Learning, Internships, Fully Online Courses, Course Match, Class Setup for select program enrollment, International Student SeatsExam Processes, including table posting, generation, and export. Manage special finals week programs like senior experience and Extended Learning classes that meet during that week. Adjust Course AssociationsConfirm Dates for Next Semester and Start Work on Next TimelineGenerate Permission Numbers & Post Schedule

Work with Advising and Registrar’s Office to correct enrollment issues

Make finals changes & facilities issues (continuous)

Optimize Extended Learning Classes, Update 25Live, Schedule Specialized Programs including Supplemental Instruction and American Language and Culture Institute

Slide15

O

utside of Semester/Builds

Academic Space Audits

Update Scheduling Software & Reports

Generate Reports on Utilization & Look at Patterns of Scheduling from the Last Year, generate predictions for the year to comeContact & Meet with external Academic Schedulers for InformationSecurity Group cleanup & creation in 25LiveMultiple versions of schedule are optimized in different ways. We are trying to find better ways to place classes & manipulate the current algorithm. Place back to back class, enable more accurate features, arranging specialize programs.Input curriculum changes to road maps, which lay out student course plans, to be reflected in the ERGs used to control enrollment

Slide16

Calculating Costs

I have a 3 unit course, so that’s worth 3 WTUs, right?

Is it have multi-components?

What is the unit value for each component?

Is it a Supervision Course?What is the CS Value for each component, thus what is the workload factor?

Slide17

CSU Course Classification System & Faculty Workload Formula

Slide18

CS Values

ACCT 301 (4 units)

1 component, LECTURE, 4.00 units, CS 2ANTH 430 (4 units)

2 components, LECTURE & ACTIVITY, 4.00 unitsLECTURE, 3.00 units, CS 2ACTIVITY, 1.00 unit, CS 8BIOL 351 (5 units)

3 components, LECTURE, LECTURE 2, LABORATORY, 5.00 unitsLECTURE, 3.00 units, CS 2LECTURE 2, 1.00 units, CS 5LABORATORY, 1.00 units, CS 16

Slide19

It’s all perfectly clear now, right?