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
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Slide1
The Secrets of Academic Scheduling
Brought to you by your friendly neighborhood academic scheduler,
Sally M. Serrin Melena
Slide2Academic 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
Slide3Classroom 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
Slide4Functional Administration of Campus
Scheduling Software
25Live
Classes and Academic Space
Event and Conference Services (ECS)“3 week rule” University HourOptimizer Algorithm
Slide5Data
& Training
Data Input
& Collection
Training for Schedule Building Classroom Rush
Slide6PeopleSoft
Functional
Technical
AccessSecurity
Slide7Specialized Groups, Timeline, & Coordination *Fun*
American
Language and Culture
Institute (ALCI)
Supplemental InstructionThe Office of Global
Education
Extended Learning
Slide8Academic 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.
Slide9We know this is how it feels
Slide10Getting 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
Slide11Timeline
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
Slide12Slide13Audits
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)
Slide14Timeline (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
Slide15O
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
Slide16Calculating 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?
Slide17CSU Course Classification System & Faculty Workload Formula
Slide18CS 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
Slide19It’s all perfectly clear now, right?