Spring 2013

1. Spring 2013 Scheduling Best Practices

2. Spring 2013 Timeline

3. Spring 2013 Where we start

4. DCU Rolled Data Rolled from Spring 2012 Scheduling Database

5. DCU Data Not Rolled Not Rolled from Spring 2012 Scheduling Database

6. DCU Updated Settings

7. SPFS Rolled Data • Rolled from Fall 2012 SPFS Database

8. Spring 2013 What’s New

9. Placeholder Courses • Use as a placeholder for courses that are Coming Soon • Courses not yet in Banner • Courses Pending Approval • Curriculum Changes • New Courses Only • Do not use placeholders for course conversions

10. Placeholder Courses – cont’d • Request Placeholder Courses for each subject in which they will be needed • Send an email to the Academic Scheduling Center Mailbox (acadschedctr@kent.edu) • List the number of courses you will need for each subject • Include the anticipated number for your new course(s) • Deadline to request Spring 2013 Placeholder Courses is Thursday, May 17, 2012

11. Placeholder Courses – cont’d • Within a week of your request, your Placeholder Courses will be available for use in the DCU • EX: ENG 00001, ENG 00002 • Build your sections in the DCU using the Placeholder Course • Create components and deliveries as you would for any other course

12. Placeholder Courses – cont’d • Resolve your Placeholder Courses before the schedule transfers to Banner • Email the ASC Mailbox (acadschedctr@kent.edu) AFTER the new course is active in Banner • Include a crosswalk from the Placeholder Course number to the new course number (Ex: ENG 00002 = ENG 12202) • Spring 2012 deadline for resolving Placeholder courses is Friday, Aug 10, 2012

13. Placeholder Courses – cont’d • Transfer to Banner • Resolved Placeholder courses will transfer to Banner with the new course number • The course number MUST be active in Banner • Unresolved Placeholder Courses will not transfer and assigned days, times and rooms may be lost

14. Banner and DCU Reserved seating

15. Reserved Seating • Reserved Seating is used to set aside a specific number of seats for a specific demographic group • Use any combination of criteria: Level, Campus, College, Degree, Program, Field of Study type, Field of Study Code, Department, Curricula, Class, Attribute, and Admission term • Reserved seating can be set up in the DCU or in Banner

16. Reserved Seating - DCU • Click on the Reserved Seating tab of the component information • Click Add to create a Reserved Seating Rule

17. Reserved Seating – DCU cont’d • Use the dropdown arrows to define one or multiple criteria for your reserved seats • Check the Overflow box to allow these students to register for available non-reserved seats once the reserved seats in this rule are filled

18. Reserved Seating – DCU cont’d • Update the number of reserved seats for this group of students • Update the waitlist with the number of the defined students who should be waitlisted • Repeat steps if another group will be defined (not another criteria)

19. Reserved Seating – DCU cont’d • Total Reserved seats and reserved waitlist will be displayed • The difference between the total reserved seats and the max enrollment will be the number of unreserved seats which will be open to all students

20. Reserved Seating – Banner • Access the Section Enrollment Details tab (SSASECT/Section Enrollment Information/Reserved Seats) • The first set of rules cannot be modified except for the Reserved Maximum value. This set represents unreserved seats.

21. Reserved Seating – Banner cont’d • Use the down arrow on the KEYBOARD or the Next Record icon to access the second set of rules. • Use the List of Values (LOV) button(s) to enter reserved seats criteria

22. Reserved Seating – Banner cont’d • If multiple criteria exist on a single set of rules, the student must meet ALL reserve seat criteria for that set in order to enroll in one of the reserved seats • For multiple groups, define in the next set of rules

23. Reserved Seating – Banner cont’d • Enter the number of seats to be reserved in the Reserved Maximum field for that set of rules • Check the Overflow checkbox in each rule. This allows students who meet the reserved seats criteria to register for available unreserved seats once the reserved seats in that rule are filled.

24. Reserved Seating – Banner cont’d • In the first, unreserved set of rules, reduce the reserved maximum number by the total number of reserved seats established – Reserved total = Max Enrollment

25. Reserved Seating – Banner cont’d • SAVE - Confirmation of the completed and saved transaction will appear at the bottom of the form. • Once a set of rules has been saved only the Reserved Maximum can be adjusted. To correct a set of rules prior to enrollment in the section, the rule must be record removed and reentered. • Once a set of rules has enrollment, the rule set cannot be updated or corrected, you must cancel the section and build a new one.

26. Best Practices and Updates Scheduling Workflows

27. Meeting Time Location • What’s New? • Comments character count • Timepatterns updated

28. Meeting Time Location cont’d • If you want a specific day/time or room, enter that information as a meeting edit

29. Meeting Time Location cont’d • For a pattern request (any time), add the preferred time in the edit; in the comments, note that any time for an indicated pattern may be assigned

30. Meeting Time Location cont’d • For room requests, edit to select the preferred pavilion and room type • Do not include the room number unless you need that particular room or if you are sure the room is available at the requested time. • Check availability for forced room types and exclusive rooms in SSAMATX

31. Meeting Time Location cont’d • Combine requests in one workflow only if they must be completed together to accomplish the adjustment, not if they are related in other ways • Use One Workflow • Use Multiple Workflows • A newly assignedinstructor is not available at the assigned time • PSYC11011 needs to move to a new time • PSYC22022 has to swap times and rooms to make the PSYC11011 move possible • Adjunct instructor has new unavailability on Tuesday and Thursday • PSYC11011 was on TR and needs to move to MW • PSYC22022 was on T and needs to move to M or W

32. Resubmit Returned Workflows • Resubmit workflows that have been returned for edit (do not reply to the email notification) • Access the workflow from your Worklist on your FlashLine My Action Items tab

33. Resubmit Returned Workflows • Click on the returned workflow in your Worklist • View the comments regarding the return by clicking on them in the Workflow Comments box in the lower left corner of the workflow

34. Resubmit Returned Workflows • You can stop the request, make updates to the request or add information to the Reason for change comment box • Once you have made an update, you will be able resubmit the request

35. Title Change Reminders • Title changes do not get updated with co-scheduled sections – a workflow should be submitted for each CRN • Kent Campus Honors attributes and title adjustments should be submitted to the Honors department – these cannot be updated through the workflow

36. Best Practices and Reminders DCU data entry

37. Open Learning Sections • Open Learning Components can be created in the DCU • Open Learning components are those that do NOT fit into the University’s standard parts of term • Open Learning sections cannot be converted to Part of Term components in Banner (and vice versa) • If the part of term field is left blank in the DCU, the component will be Open Learning

38. Open Learning Sections cont’d • Create an Open Learning component in the DCU as you would any other component except: • Leave the Part of term BLANK • Remember to add the correct dates to the delivery • Dates must be within scheduling term

39. Off-Site Locations cont’d • Create Off Campus sections in the DCU as you would any other component except: • Remember to select the appropriate Session Code

40. Off-Site Locations cont’d • If session code value is ‘O – Off Campus’ enter the 9-digit zip code of the US location in Section Text • If session code value is ‘F-International/Study Abroad’ enter ‘FOREIGNCN’ in Section Text TIP: Don’t forget to uncheck the voice response box for your Foreign sections! • Enter comments for the students in Section Long Text

41. Assigning Off-Site Locations • Assign the off-site location in the DCU • Add a room request if it does not already exist

42. Off-Site Locations cont’d • Select OFC for Room Type (Off Campus) • Select the desired off site location • Save the component

43. Time Pattern Requests • Use EVE patterns or day patterns where appropriate – Review Pattern Subsets at:http://www.kent.edu/about/administration/provost/registrar/academic/timetabling/upload/Timepatterns_2011.xlsx

44. Time Pattern Requests • Select Pattern Request and then select the appropriate Time Pattern - specific times and days should not be entered

45. Approved Forcible Deliveries • Weekend Deliveries • Any deliveries which occur on a Friday evening, Saturday or Sunday may be forced • Extended Deliveries • Any deliveries which last more than three hours may be forced • Graduate Programs with 2 year scheduling cycles • Graduate programs with published 2-year scheduling cycles may force the documented evening deliveries.  These 2-year plans must be submitted to the Academic Scheduling Center and are subject to approval by the Provost’s Office.

46. Approved Forcible cont’d • External Influence Deliveries • Deliveries with an external influence may be forced when the days and times are set for that delivery based on factors outside of the control of the university.  These include deliveries: • At foreign sites • In non-academic space such as Ice Arena or SWRC • Consortiums • Medical facility clinical experiences • Performance deliveries with public participation/audience • Coordinated across universities or primary/secondary school systems

47. Forced Time Approval • Requests for forced scheduling are reviewed each term and ONLY approved forcible deliveries will be processed in the Timetable • Submitted times must include clearly articulated reasons for the request in the time requirement note • Unapproved forced times will be converted to the closest standard timepattern request

48. Delivery Groups (Co-Scheduling) • Proper Co-Scheduling is critical for an accurate Timetable • All deliveries that should meet in the same room, at the same time, and with the same instructor must be Co-Scheduled

49. Delivery Groups cont’d • See the DCU quick reference guide for step-by-step directions http://www.kent.edu/about/administration/provost/registrar/academic/timetabling/upload/DCU-Quick-Reference-Guide-4-21-11.pdf

50. Time Requirement Notes • Time notes are used to specify the structure and sequencing of time requests • Time notes should be specific and should include reasons for the requirement