Updates, Best Practices & New Features Schedule of Classes Summer/Fall 2011

Agenda Welcome & Introductions Rolling Terms – Facility ID Pilot Dates & Deadlines Cross-listed Classes & Combined Sections Opportunity for Feedback Wins and Improvements in Scheduling Questions & Answers

Welcome & Introductions Steve Smith – New UMBC Registrar Nate Czarnota – Assistant Registrar – Scheduling Beth Jones – Director, S/W Special Programs Chuck Brawner – Program Specialist, S/W Programs Edyta Edwards – Academic Program Specialist, Registrar’s Office

Introductions Steve Smith – New UMBC Registrar

Rolling Like Terms Summer/Fall 2010 was rolled over to Summer/Fall What was Rolled? Class Statuses: – Active – Tentative – Canceled

Rolling Like Terms What was NOT Rolled? Room Characteristics Reserve Capacities Instructors (Summer only) Combined sections for courses that are NOT cross-listed at the Catalog- level

Pilot Program Starting with Summer 2011 we are piloting a process that will roll Facility IDs. Remember Facility IDs roll with the individual section, NOT the instructors. Exception – if your class was held in a “pilot” room the previous like term, those Facility IDs were not rolled. The Facility ID pilot is in effect for Summer/Fall ‘11 ONLY. We will revisit this process to determine if we should continue in future terms.

Rolling Facility ID’s If the Facility ID (Room Assignment) is OK: Do nothing, Leave as is If the Facility ID (Room Assignment) is NOT OK: Options: 1 ) Remove the Facility ID and leave the field blank 2) Remove the Facility ID and enter a Dept Maintained Room 3) Remove the Facility ID and enter a Room Characteristic For additional room scheduling assistance in summer session, submit RT ticket or to:

Dates and Deadlines Dates for Summer/Fall ‘11 Schedule: November 29 th & Dec. 1 st Scheduling Coordinator Kickoff Meetings November 16th Summer/Fall 2011 schedule opens for editing November 29thDeadline to request OSWP schedule build December 17 th Deadline for faculty to submit Summer ‘11 Course Proposals January 7 th, 2011Deadline for departments to update Summer ’11 course schedule Week of Jan 17th Approval of Summer schedule February 7thSummer Schedule goes live February 27th Deadline for final Fall edits and Combined course requests

Dates and Deadlines February 28 th Summer/Fall blackout period begins March 14 th Summer/Fall blackout period ends March 21 st Fall Schedule goes live March 28 th Advanced Registration begins for Summer/Fall 2011 May 31 st First day of Summer session I 2011 July 11 th First day of Summer session II 2011 August 30 th First day of Fall term 2011

Summer Course Proposal Process Academic Department Builds the Schedule Most departments now build or update their own schedule of classes. Departments establish internal procedures for faculty to provide summer course proposals to their scheduling coordinator. A hardcopy Summer 2011 Course Proposal Form is available on the web for download & printing. This form is for internal department use only. “Course Proposals”  “Course Proposal Form” Faculty obtain approval from chair & submit course proposals or updates to department scheduling coordinators by December 17, Scheduling coordinators finalize updates to 2011 schedule by January 7, 2011.

Summer Course Proposal Process The Office of Summer, Winter & Special Programs (OSWSP) Builds the Schedule Notify OSWSP by November 29 if a department wants OSWSP to build or update the department’s summer schedule. Faculty obtain chair approval & submit course proposals to OSWSP using the ONLINE Course Proposal Form. Faculty must submit course proposals to OSWSP by Friday, December 17. See “Course Proposals” for more details.

Best Practices - Notes

Cross-listed Classes Cross-listed courses are those courses that are: Combined at Catalog level (share course ID #) Share the same course title, description, and attributes Classes are never scheduled independent of each other The Combined Sections of these Cross-listed courses will roll over each term For each Cross-listed Course there is one LEAD department. LEAD Department is responsible for communicating details about the cross-listed offerings between other departments and the Registrar’s Office. Both Cross-listed and non Cross-listed classes share the same instructor & the same room. Both types are considered Combined Sections in SA.

Cross-listed Classes Cross-listed Report: Edits in YELLOW Deletions in RED Additions in GREEN

Combined Classes that are Not Cross-listed Combined Classes that are not Cross-listed are those courses that are: Different courses at the catalog level Can have different syllabuses and materials. (i.e., UGRD & GRAD) Can share the same syllabus and class materials (i.e., Topic class) Scheduling Coordinators have to request that a combined section be built (via form) each term For each Combined Class there is one LEAD department. The LEAD Department is responsible for communicating details about the Combined Class offerings between other departments and the Registrar’s Office. Both Cross-listed and Combined Section classes share the same instructor & the same room. Both types are considered Combined Sections in SA.

Combined Class Request Form

Opportunities for Feedback Reserve Caps How is it working? Room Characteristics More effective method of communicating needs? New Cross-listed Course Business Process Creation of an Advisory Board for Scheduling Feedback on “Other” Items

GREAT NEWS!!! Number of unplaced Classes after blackout REDUCED by 2/3rds! By Advanced Registration – –o–only 24 unplaced sections –C–Currently 4 unplaced sections Cleanup of Data before Scheduling Rooms Cross-listed Course Business Process

Communications Submit ALL requests for SUMMER AND FALL via an RT Ticket -Course Acronym -Catalog # -Class Nbr:-Issue or Info

Wrap-Up Questions & Answers