West Virginia University Academic Scheduling April 2009

Overview of Transition Facilities Planning & Scheduling will be taking over scheduling duties –Meredith (McCoy) Morris – Scheduling Manager –Academic course scheduling in general purpose classrooms and SLI/eSLI process for Spring 2010 Actual scheduling duties for Spring 2010 classes start in July 2009 –Event scheduling in general purpose classrooms beginning December 21, 2009 Before then, requests need to continue to go through Admissions and Records –Any changes made to the Summer and/or Fall 2009 schedule will continue to go to Admissions and Records

Why the Change? Match technology requests, accessibility requests, and room features with teaching pedagogy Streamline process View room use in real time Meet state requirements for utilization

Schedule 25 Software optimization program Criteria to determine best placement –Departmental preferences –Estimated (max) enrollment –Room feature requests

Transition Plan First Semester – Spring 2010 –Minor changes with processes Second Semester – Summer/Fall 2010 –Begin pilot program for SLI coordinators performing Banner data entry –Process improvements Third Semester and Beyond –Continue incorporating SLI coordinators into Banner –Process optimization

Semester Rolls Course rolls from like term to like term (ex. Spring 2009 rolls to Spring 2010) –Aspects that will not change Cross lists will not roll Block schedule codes (extended learning courses) will not roll Room assignments for departmental classrooms and labs will roll –Aspects that will change Room assignments for general purpose classrooms will not roll

SLI/eSLI Process Options for SLI coordinators –Paper SLI –eSLI –Excel document Paper SLI and eSLI formats Will provide information back to departments as an Excel document Secure Server Pit Stop

General Purpose Classroom Allocation General purpose classrooms will not roll from semester to semester –Departmental classroom and lab assignments will continue to roll as they have in the past –Room and building assignments for general purpose classrooms will now show up as blank on the SLI/eSLI Can assign room features for all courses in general purpose classrooms Excel file will be sent to SLI coordinators for your relevant subject codes after today’s meeting. Needs returned by May 22 nd –Only request a room feature if it is REQUIRED –Must do this for Spring, Summer, and Fall 2010 –Then room features will roll and only change as requested –Departmental room assignments

Room Features DescriptionComments General Purpose Classroom Departmental Classroom Downtown CampusREQUIRED for all courses in general purpose classrooms Evansdale CampusREQUIRED for all courses in general purpose classrooms No Room NeededCommon with arranged courses Chalk Board Extra Area BoardMore than one chalk/white board White Board CTec Not Available CTec BasicLaptop ready with a projector and an input panel CTec Computer LabAll general purpose computer labs are CTec Computer Labs CTec StandardIncludes a PC with a DVD drive, document camera, touchpanel control system, projector, and input panel Enhanced AccessibilityOnly select if the instructor has accessibility needs – I will contact you Specialized EquipmentOnly select if the course has specialized needs and must be in a certain general purpose room – I will contact you Movable Seating

Maximum Enrollment –Please check these figures Too High Too Low –Be sure and pay attention to this for the Spring, Summer, and Fall 2010 semesters

SLI/eSLI Spring 2010 Dates SLI/eSLI submission process –July 22 nd Material submitted to departments –September 4 th Paper SLI material due back to Extended Learning, Honors, and Facilities Planning/Scheduling eSLI material due from department level users to college level users –September 11 th eSLI material due from college level users to Extended Learning, Honors, and Facilities Planning/Scheduling –September 28 th Material submitted back to departments for review –October 6 th Schedule of courses available on STAR

Scheduling Forms –Forms may be filled out using Microsoft Word –All forms may be submitted by a shared secure server Three folders for the semester within each subject code –New –Pending –Completed –All forms can also be faxed or hand delivered –All forms may be ed EXCEPT the Section Addition Form and the Instructor Add/Change Form

Form Distribution SEND TO: Facilities Planning/Scheduling SEND TO: Admissions and Records Faculty Advisor Information Form XMust be processed first when an instructor is new to WVU Section Addition Form XCan add new courses on the Excel SLI during initial schedule collection Instructor Add/Change Form X Cross List Information Form XMust be submitted before the Schedule 25 Run Time Waiver Request Form XFor new sections – must be approved Change FormXNew Form; All changes must come from a SLI coordinator

Non-Course Event Scheduling Event Scheduling –All non course event requests can be submitted at any time –All non course events will be considered for room placement 3 weeks after the start of the term –Necessary exceptions will be dealt with on a case by case basis –Non course event requests must come from an employee Student organizations go through Patricia Daniel at the Mountainlair –May be requested through the WebViewer, phone, or

WebViewer Can be used to request space for non course events only –New course sections must be submitted using the “Section Addition Form” Can be used to search for open space –For any room changes to a course, the SLI coordinator can search the WebViewer for open space and recommend a location

Results Improve teaching environment by being able to match technology, room characteristics, and accessibility requests with rooms Increase flexibility and streamline scheduling process Provide real time information about what is scheduled in general purpose classrooms Increase General Education Courses on both campuses Faculty might not teach in the same room year to year

Contact Information All forms that are ed should be submitted through Website for Facilities Planning/Scheduling WVU WebViewer The new website and the WebViewer are still in the process of being completely developed

Future Issues/Next Steps Incorporate SLI coordinators into Banner during scheduling process Continue process improvements Combine scheduling process for Spring and Summer (instead of Fall and Summer) Continue the effort to offer more General Education Courses on Evansdale

QUESTIONS?