1. Full Timetabling Department Scheduling

2. Timetabling Timeline 2

3. Timetabling: What Information is Needed? Timetabling requires information regarding each of four factors 3 Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

4. 4 Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

5. Room Inventory Room Inventory includes ▫ Room type (lecture hall, seminar, computer lab, scientific lab, etc) ▫ Room status (active, inactive) ▫ Room capacity ▫ Room characteristics (tablet-arm chairs, technology package, whiteboards, chalkboards, etc) 5

6. Room Inventory cont’d Room Inventory is stored in FAMIS, the authoritative database for room information FAMIS is maintained by the University Architect’s Office Room Information will be fed from FAMIS into Banner and the scheduling system. ▫ Report discrepancies in room inventory to Cheryl Smith in the architect’s office (csmit75@kent.edu) with a copy to the Academic Scheduling Center (acadschedctr@kent.edu)csmit75@kent.edu 6

7. 7 Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

8. Faculty Availability This information includes Meetings, Professor Type, and Instructor Block-Offs ▫ Department Meetings are optional and should be used for meetings that recur throughout the semester ▫ Professor Type provides the general parameters by which groups of instructors should be scheduled ▫ Instructor Block-Offs represent specific times that an individual instructor is not available to teach 8

9. Faculty Availability This information will submitted and maintained in the Section Planning and Feedback System (SPFS) ▫ Meeting Requestor role is required to submit and edit departmental meetings ▫ Instructor Maintenance role is required to submit and maintain individual instructor availability and professor types No information regarding Faculty Availability should be entered in the DCU 9

10. 10 Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

11. Student Needs will be represented by Course Combinations Course combinations are the semester prescriptions of required courses that need to be offered conflict- free 11

12. Student Needs cont’d This information will submitted and maintained in the Section Planning and Feedback System (SPFS) ▫ Program Coordinator role is required to submit and edit Course Combinations No information regarding courses that should be scheduled conflict free should be entered in the DCU 12

13. 13 Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

14. Specific Scheduling Parameters Scheduling Parameters are CRN (section) specific parameters to be considered in scheduling This includes all information entered in the DCU ▫ Sections (Component) and Enrollment ▫ Deliveries/Groups ▫ Time Request/Time Notes ▫ Room Request/Room Notes ▫ Assigned Instructor(s) 14

15. Component (Section) Component setup remains unchanged. Include: ▫Section Number ▫Section Type ▫Max Enrollment ▫Banner Higher Education Information 15

16. Component (Section) cont’d Utilize the ‘Done’ checkbox to indicate when data entry is completed for a section ▫ This will allow the ASC to review your submissions and process notes which will reduce cleanup issues and emails once the build window has closed 16

17. Deliveries Deliveries include dates, time patterns, location and instructor information Creation and removal of deliveries remains unchanged 17

18. Deliveries cont’d Only one delivery for each scheduling type should be created ▫ Multiple deliveries will cause the meets to be scheduled multiple times ▫ If a delivery within a section requires multiple rooms, create one delivery with multiple room requests 18

19. Deliveries cont’d Multiple Rooms – Don’tTimetable Result Delivery 01: 2x50 time pattern and CLAX room request Delivery 02: 2x50 time pattern and LAB room request Delivery 01: MW 11:00-11:50 meets in CLAX ANX 222 Delivery 02: TR 8:50-9:40 meets in room LAB ANX 333 19

20. Deliveries cont’d Multiple Rooms – DoTimetable Result Delivery 01: 2x50 time pattern, one CLAX room request and one LAB room request Delivery 01: MW 11:00-11:50 meets in rooms CLAX ANX 222 and LAB ANX 333 20

21. Deliveries cont’d Lecture and Lab - DoTimetable Result LEC Delivery 01: 2x1:15 time pattern and LECX room request LAB Delivery 02: 1x3:00 time pattern and LAB room request Delivery 01: TR: 12:30 – 1:45 meets in room LECX CHH 011 Delivery o2: W: 11:00 – 2:00 meet in room LAB CHH 105 21 If multiple schedule types are required, multiple deliveries can be used

22. Delivery Groups (Co-Scheduling) Proper Co-Scheduling is critical for an accurate Timetable ▫ Make sure all deliveries that meet in the same room, at the same time, and with the same instructor are properly Co-Scheduled ▫ Co-Scheduling process remains unchanged 22

23. Delivery Groups cont’d Delivery Group – Don’tTimetable Result Delivery SUB 43333 001 01: 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 53333 001 01: 3x50 time pattern, CLAX room request, Instructor J. Smith No Group Created Delivery SUB 43333 001 01: MWF 11:00-11:50 meets in BOW 213, Instructor J. Smith Delivery SUB 53333 001 01: MWR 7:45-8:35 meets in BOW 112, Instructor J. Smith 23

24. Delivery Groups cont’d Delivery Group – Don’tTimetable Result Delivery SUB 43333 001 01: Enrollment 25, 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 53333 001 01: Enrollment 10, no time pattern, no room request, Instructor J. Smith No Group Created Delivery SUB 43333 001 01: MWF 11:00-11:50 meets in BOW 213 – capacity 25, Instructor J. Smith Delivery SUB 53333 001 01: No meets scheduled 24

25. Delivery Groups cont’d Delivery Group – DoTimetable Result Delivery SUB 43333 001 01: Enrollment 25, 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 53333 001 01: Enrollment 10, 3x50 time pattern, CLAX room request, Instructor J. Smith Co-Scheduled Group Created Delivery SUB 43333 001 01 MWF 11:00-11:50 meets in BOW 217 – capacity 35, Instructor J. Smith Delivery SUB 53333 001 01: MWF 11:00-11:50 meets in BOW 217 – capacity 35, Instructor J. Smith 25

26. Deliveries and Co-Scheduling Improper Delivery creation and Co-Scheduling leads to undesired results in the timetable ▫ Instructor Schedule is affected ▫ Room availability is affected ▫ Time pattern subset selection is affected 26

27. Time Requests Select Pattern Request and then select the appropriate Time Pattern. Specific times and days will not be entered. 27

28. Time Requests cont’d Make sure to double check the time patterns on existing deliveries ▫ DCU data is being rolled from the Spring 2011 Simulation database ▫ Time patterns were updated in this database for forced times and EVE deliveries, but the cleanup may not have assigned the intended pattern 28

29. Time Requests cont’d Check your time patterns by looking at the pattern subsets ▫ Pattern file (Timeblocks – Final - Excel) is located on the ASC Timetabling Webpage: http://www.kent.edu/registrar/academic/timetabling/index.cfm http://www.kent.edu/registrar/academic/timetabling/index.cfm 29

30. Time Requirements Notes Add time notes in the Time Requirements text box ▫ Time notes are used to specify the structure and relationships of time requests, not to indicate specific times and days 30

31. Time Requirements Notes cont’d Time notes should be specific and should include reasons for the requirement. ▫ Always include the course numbers (if different) and the section numbers that are being referenced ▫ Avoid vague verbiage – together, early, late, etc. ▫ Do not note instructor availability (SPFS) ▫ Do not note sections that must be conflict free (SPFS) ▫ If no time is required (i.e. Web courses) do not enter a time pattern, no note required 31

32. Time Requirements Notes cont’d Time Note – Don’tTime Note – Do Schedule sections in the morning Daylight is required for this section Instructor can only teach after 5 PM Section 001 and 002 must be scheduled prior to 1:00pm because students prepare daily athletic reporting schedules Schedule this section between the hours of 9am and 5:30pm because daylight is required No note needed – use an EVE pattern 32

33. Time Requirements Notes cont’d Time requirements to consider – shared time: ▫ Same time (Different professors and rooms) ▫ Same time, same professor (Different rooms) ▫ Same time, same room (Different professors) ▫ Same time, same pavilion (Different professors and rooms) Same time, same room, same professor is co- scheduled, and a group should be created and no note is needed 33

34. Time Requirements Notes cont’d Time Note – Don’tTime Note – Do Schedule sections together Schedule Intro and Fundamentals class at 11:00 Schedule sections in labs at same time Schedule section 001 and 002 same time, same pavilion for project coordination Schedule 001 and SUB 15151 001 at the same time so students can’t enroll in both Schedule section 001 and 002 same time, same prof to offer simultaneous labs 34

35. Time Requirements Notes cont’d Time requirements to consider – different time: ▫ Same day(s) ▫ Different day(s) ▫ Day between meets ▫ Lab after lecture ▫ Back to back (B2B)  When requesting back to back, specify whether sections must be in specific order 35

36. Time Requirements Notes cont’d Time Note – Don’tTime Note – Do Schedule lab after lecture Schedule MWF Schedule following other section Schedule this LAB after at least one meet of SUB 11031 001 Schedule 001 with at least one day between each meet Schedule section 001 and 002 B2B with 001 first 36

37. Forced Times Requests for forced scheduling will be considered on a limited basis ▫ Submit times, but give clearly articulated reasons for the request in the time requirement note ▫ Only approved forcible deliveries will be processed in the Timetable 37

38. Forced Times – Guidelines Guidelines for Forcing Days and Times: ▫ Whenever possible the delivery must be forced on pattern ▫ Whenever possible the delivery must not cross the time blocks ▫ Whenever possible the delivery must start and/or end on pattern 38

39. 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 Office of University Registrar. 39

40. Approved Forcible Deliveries 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 40

41. Room Requests All classrooms (AUDX, CLA, CLAX, LEC, LECX, SEM, SEMX) are being reviewed by the Classroom Review Committee ▫ Exclusive usage of these room types will be reviewed and approved by the committee There will be no change in selection of exclusive and forced room types in the DCU. ▫ Forced room types include: DIS, GYM, LAB, LBC, LBCX, STU, STUX, TEA, TEAX 41

42. Room Request Priority rooms will no longer be available to select in the DCU. If a specific room is needed for a section, enter a room requirements note 42

43. Room Requirement Notes Room Notes – Don’tRoom Notes – Do Schedule in ANX 0192 Schedule in SFH 0113 after section 002 This section must be scheduled in ANX because access to GYM is necessary for practical experience Schedule in same room as section 002 for professor mobility issues (also add B2B time note) 43 Room notes should be specific and should include the reason for the requirement

44. Assigned Instructor(s) Assign an instructor to a class whenever possible ▫ The assigned instructor allows the system to consider faculty scheduling parameters Only assign instructors who are teaching the class (must be present for each class meeting) ▫ Don’t assign coordinators who oversee many sections of a class  Sections must schedule conflict free for instructors  Sections must schedule according to instructor parameters 44

45. Unknown Instructor A full time faculty member will be teaching the course, but it will be one of two professors who will be assigned the section at a later date ▫ Assign both professors to the section in the DCU ▫ The system will schedule the class at a time when both professors will be available to teach ▫ During the feedback window, or after the schedule is transferred to Banner, the professor who is not assigned can be removed from the section 45

46. Unknown Instructor A section will be scheduled, but an adjunct professor who is only available in the evening will be assigned to the section at a later date ▫ Select an EVE time pattern, the section will only be scheduled in the evening subsets 46

47. Unknown Instructor A section will be scheduled and an adjunct professor will be assigned to the section, since the instructor is unknown, the unavailability is unknown ▫ Select the desired time pattern based on student needs or historic scheduling – if updates are necessary, they can be requested during the feedback window or after the schedule is transferred to Banner 47

48. Unknown Instructor Multiple sections will be scheduled, but one currently unknown instructor is expected to teach these sections ▫ Create a TBA instructor in the DCU and specify the instructor type (i.e. DEPT_PT: Part time instructor) ▫ Assign the TBA instructor to the created sections ▫ This will force the system to schedule conflict free and according to parameters set in the professor type to create the best possible schedule for this to-be-named instructor 48

49. How To: Create TBA Instructors Click on the Instructors tab 49

50. How To: Create TBA Instructors cont’d Select your department from the dropdown list. 50

51. How To: Create TBA Instructors cont’d Click on New. 51

52. How To: Create TBA Instructors cont’d You will complete the GLOBAL section ONLY. 52

53. How To: Create TBA Instructors cont’d Fill in a First and Last Name. If you do not know the name, enter something generic such as Last Name = ACCT, First Name = TBA1 53

54. How To: Create TBA Instructors cont’d Select an Instructor Type from the dropdown list. REMEMBER to select a type that is associated with your department so that the correct scheduling rules are applied! 54

55. How To: Create TBA Instructors cont’d Click Save. 55

56. How To: Create TBA Instructors cont’d You have just created a TBA instructor that is attached to your department and associated with your professor type! 56

57. How To: Create TBA Instructors cont’d Reminders ▫ The system will automatically generate an ID for the TBA Instructor. ▫ This process is only for instructors who are unknown and do not exist in Banner. TBA instructors should be used as a placeholder. ▫ TBA Instructors will not be transferred back to Banner. ▫ If an instructor exists in Banner but not in the DCU, contact the ASC to have the instructor added. DO NOT create a TBA for a real instructor. ▫ Only complete the GLOBAL section when creating a new TBA. Do not attempt to submit unavailability (blockoffs) here; they will be deleted. Meetings and blockoffs will be entered and managed in the Section Planning and Feedback System. 57

58. Open Labs Open labs are scheduled throughout the DCU and SPFS build window ▫ Wednesdays and Fridays 2-5 PM ▫ No sessions will be held during finals week (May 2 thru May 8, 2011) ▫ More information on ABC Signup http://reg.abcsignup.com/reg/event_page.aspx?ek=005 5-0003-B3F794AA2DA34A5BA5D324D82AB6342F 58

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