Rocky Moran

1
Rocky Moran Scheduling Publications Rocky.moran_at_
sa.ucsb.edu
Sean Woods Summer Scheduling One-Times Sean.wood
s_at_sa.ucsb.edu
Denise Belanger Summer Sessions Program
Manager d.belanger_at_summersessions.ucsb.edu
Jamie Sprague Fall, Winter Spring
Scheduling Jamie.sprague_at_sa.ucsb.edu
2
Online Resources

• http//www.registrar.ucsb.edu/staffonly.htm
• General assignment classroom inventory
• Schedule proof FAQ and Legend for Proofs and SAFs
• Approval code instructions
• One-time room request templates
• IRAL Instructions
• Academic Support Staff Calendar
• http//www.summer.ucsb.edu/
• Scheduling Courses for Summer
• Sample Exercises for Scheduling Summer Classes
• http//www.policy.ucsb.edu
• 5539 Academic Scheduling of Classes and
  Classrooms
• 5539 Attachment A Classroom Scheduling

3
Things that have changed now that we are not
printing the Schedule of Classes
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Online Schedule of Classes PDF

• PDF includes narrative information (the first 30
  pages) like calendars, deadlines, policies, etc

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Changes to the Scheduling Cycle

• Proof One
• An exact copy of the last like quarter
• Listed days, times and rooms are not assignments
• Proof Two
• A reflection of the changes indicated on Proof
  One
• Listed days, times and rooms are not assignments
• Proof Three
• Updated schedule based on changes from Proof Two
• Listed days, times and rooms are assignments for
  primaries only

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Changes to the Scheduling Cycle

• Release to STAR
• Allows scheduling contacts to view their schedule
  in STAR
• Schedule is released to GOLD at the same time
• New deadlines
• Deadline to Schedule Unplaced Primaries
  Secondaries
• Instead of a deadline to make changes before
  going to print
• Will always be one week after the Release to STAR
• Deadline for Changes
• Try to make as many changes as possible before
  this date
• Will always be one week before Pass One
• Used to be the day that the printed schedule of
  classes was due on campus

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Fall 2010 Scheduling Cycle
Because we arent printing the Schedule of
Classes, the Fall schedule proof process will
begin one week later, and finish one month later
that in past years.
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Printing a Proof in STAR

• 1. From the STAR Main Menu, enter selection R
  to go to the Reports menu.

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Printing a Proof in STAR

• From the Reports menu, look for the Schedule
  Proof (pdf) option.

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Printing a Proof in STAR
Enter the department whose schedule youd like to
view, and type in the email address youd like
the schedule sent to. Then press Enter to submit
the job. The department course schedule will be
sent to the email address entered as a pdf (it
should look just like a schedule proof) which
shows all courses and restrictions, similar to
how the printed Schedule of Classes would present
the information.
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Curriculum Download in STAR
From the Reports menu, look for the Curriculum
Extract option. Type the number and press enter
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Curriculum Download in STAR
Enter your email address, and press enter to run
the job.
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Curriculum Download in STAR
You will be sent two emails one will be titled
Curriculum Extract and the other Curriculum
Time Extract. Delete the Curriculum Time
Extract.
Double click the attachment in the Curriculum
Extract email to access the text file. Drag the
file on to your desktop.
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Curriculum Download in STAR
Open Excel, go to the Data tab, drop down to
Import External Data, and click on Import
Data.
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Curriculum Download in STAR
Excel will prompt you to open your data file.
Navigate to your desktop, and open the file you
saved to your desktop. It will always start with
EMAIL.your-user-name.
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Curriculum Download in STAR
Once you choose your file, Excel will open the
Text Import Wizard. Choose Delimited in Step
1. Click next.
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Curriculum Download in STAR
In step 2, check the box for Semicolon. Click
next.
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Curriculum Download in STAR
In step 3, click on the column marked ENROLL
CODE and change the data format to Text. Click
finish.
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Curriculum Download in STAR
20
Scheduling Course Days and Times Summer 2010
Session DatesSummer Quarter Contact Time
Regulations andStandard Days/Times for Fall,
Winter Spring
21
2010 Summer Sessions
All non-delayed-sectioning courses must have
assigned session or session dates
22
Summer Days and Times

• Standard time is 80 minute period MTWRF
• Prime Time hours listed in red
• Courses that use two or more time slots should be
  scheduled in non-Prime Time hours

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Minimum Contact Time

• Minimum contact time is established by the Master
  Course Approval (MCA)
• The MCA also establishes the distribution of
  hours (e.g., lecture only lecture and discussion
  section, etc.)
• To convert the time of a F/W/S course into a
  summer course, begin by converting required
  course hours into minutes
• Each hour is equal to 50 minutes

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Minimum Contact Time
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Minimum Contact Time

• Distribute minutes over number of days and weeks
  for the appropriate session
• See handout for sample exercises to practice
• Many courses have contact times that exceed the
  minimum per department practice or faculty
  preference. Do not change without consulting
  someone in the department.

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Summer Special Courses

• Some courses are offered in coordination with
  special summer programs. For example
• Travel-Study Programs
• Language Institutes (Graduate Programs)
• Courses may appear on your proof (or STAR) even
  though you didnt add them
• Call Summer Sessions before altering

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Standard Days and Times

• Three Days a Week
• MWF for 50 minutes starting on the hour
• Two Days a Week
• MW or TR for 75 minutes starting every 90 minutes
• One Day a Week Primaries
• Will be scheduled at 800am or after 330pm, and
  after courses following standard time blocks have
  been assigned
• Impacted hours are 9am-5pm, and MW/TR spaces are
  also impacted
• Non-standard days and times cannot always be
  scheduled, and all first requests cannot be
  filled. Please have other choices ready.

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Campbell Hall IV Theater 1

• Due to the increased demand for Campbell Hall and
  IV THEA1 for courses of 500, we will be unable
  to place courses which request a MW-75 minute
  space.
• Space concerns have grown to a point where
  accommodating the volume of requests for large
  lectures is a challenge in itself Giving all
  courses their choice time in these rooms may be
  an impossibility. In order to ease the scheduling
  tension in these rooms, were requesting that
• Requests for Campbell Hall and IV Theater are
  limited to either MWF-50 minute or TR-75 minute
  time blocks.
• We are given at least two alternate times in
  addition to your first preference.

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Summer Session Finals
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Summer Final Exams

• Faculty can choose to hold their final exam
  during the last regularly-scheduled class
  meeting, OR,
• they may opt for a separately-scheduled, 3-hour
  final outside the last class meeting.
• Summer proof packets will include a form for you
  to indicate which courses will require a 3-hour
  final.
• Once courses are known, the Registrars office
  will schedule finals and notify departments of
  their final schedule.
• However

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Summer Finals

• There are a limited number of final time periods
  available.
• The possibility exists for some students to have
  more than one final in the same time period.
• It is the instructors responsibility to
  accommodate students with verifiable exam
  conflicts.
• If the instructor wishes to schedule a second
  final for affected students, the Registrar's
  Office can assist in scheduling an additional
  alternate final meeting.

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IRAL

• Instructor Resource Audit List

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IRAL Instructions

• Third Week Census Date
• Taken 15 days after the first day of instruction
• A snapshot of the quarter
• Prior to the third week census date
• Cancel courses with zero enrollment
• Drop students still enrolled in canceled courses
• IRALs printed before the third week census date
  will be marked as preliminary and will not be
  accepted

During the Summer quarter, the third week census
date is taken at the fifth day of instruction
during each session. The IRAL report is not
compiled until the end of the entire Summer
quarter, not after each session.
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IRAL Instructions

• After the third week census date
• Print the IRAL
• Check for incorrect or missing information
• Will be notated by blanks and error message on
  the last page
• Correct missing information (and call or email us
  with your questions!)
• Sign on signature line on last page
• Turn into the Registrars Office

Remember - the printed IRAL report is a tool for
the Registrar and the academic department
scheduling contact use to make sure that all
course information enter in STAR is correct.
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Frequently Asked Scheduling Questions
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Which classrooms are controlled by the Registrar?
What are their attributes?

• Room Inventory lists physical and media
  attributes for each room
• The registrar controls most rooms from 8am
  through 10pm (with limited control of Bren Hall
  1414, Campbell Hall, Lotte Lehman Hall, and the
  IV Theaters)
• Contact Instructional Resources at extension 3549
  to coordinate the use of media features
• Other Campus Space
• Departments must maintain their own schedule for
  department rooms
• Use the Curriculum Audit report (included in
  Proof Two and Three) to check for conflicts in
  department rooms
• The Office of the Registrar cannot verify that
  department rooms or computer labs are available

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What time blocks can I use for MW courses?

• MW time blocks begin and end on same times as TR
  courses

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What is Delayed Sectioning?

• Indicate on Proofs with Delayed Sectioning I
• There will only be one enrollment code on Proof
  and on GOLD
• Students enroll with this generic enrollment code
  which prompts them to then select an instructor,
  using the instructors two digit instructor code
• A new section is then created for this instructor
  and the student is enrolled
• There is never enrollment in the first primary

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Why doesnt an instructors name appear on the
proof/in STAR?

• Instructors names written on the proof must
  reflect their STAR Instructor ID
• I couldnt read your handwriting

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Why does STAR list an incorrect title code?

• Common explanations
• Appointment has been entered into PPS but the
  upload hasnt happened yet
• Summer appointment hasnt been entered into PPS
  yet
• There are two title codes in PPS. If PPS lists
  more than one title code, the highest level will
  be in STAR
• EX Associate - 1507 vs. TA - 2311

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Why didnt I receive the number of approval codes
I requested?

• Pass One and Two
• Each course will be allowed approval codes up to
  20 of the max capacity of the room they are
  assigned. For courses with secondaries, this 20
  will be based off of the max capacity of the room
  assigned to the lecture and evenly distributed
  across the secondaries.
• EX If PHIL 100A is assigned to Buchanan 1930
  (max 100), only a total of 20 approval codes
  total will be allowed during pass 1 and 2 (20 of
  the max capacity of Buchanan 1930 is 20). These
  20 approval codes will then be distributed evenly
  across the four secondaries.
• Requested Approval
  Codes Approval Codes Created
• PHIL 100A 0100 n/a (required
  secondaries) 20 total
• PHIL 100A 0101 15 5
• PHIL 100A 0102 15 5
• PHIL 100A 0103 15 5
• PHIL 100A 0104 15 5

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When do I need an SAF?

• Use an SAF when
• Adding courses/sections
• Canceling courses/sections
• and when changing
• Day or time in any room
• Registration restrictions
• Registrar controlled rooms

• Dont need an SAF when changing
• Instructors
• Between two department controlled rooms at the
  same day and time
• Enrollment maxes (as long as a new registrar
  controlled classroom isnt needed)

SAFs are required once student registration has
started
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Questions? Concerns?
Rocky Moran Scheduling Publications Rocky.moran_at_
sa.ucsb.edu
Sean Woods Summer Scheduling One-Times Sean.wood
s_at_sa.ucsb.edu
Denise Belanger Summer Sessions Program
Manager d.belanger_at_summersessions.ucsb.edu
Jamie Sprague Fall, Winter Spring
Scheduling Jamie.sprague_at_sa.ucsb.edu