1. Rocky Moran Scheduling & Publications Rocky.moran@sa.ucsb.edu Denise Belanger Summer Sessions Program Manager d.belanger@summersessions.ucsb.edu Sean Woods Summer Scheduling & One-Times Sean.woods@sa.ucsb.edu Jamie Sprague Fall, Winter & Spring Scheduling Jamie.sprague@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

4. Online Schedule of Classes PDF PDF PDF includes narrative information (the first 30 pages) like calendars, deadlines, policies, etc

5. 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

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

7. Fall 2010 Scheduling Cycle 1st Proof Delivered Monday, January 11th 1st Proof Due Wednesday, January 27th 2nd Proof Delivered Wednesday, February 10th 2nd Proof Due Wednesday, February 24th 3rd Proof Delivered Friday, March 12th 3rd Proof Due Monday, April 5th Release to STAR Monday, April 12rh Deadline to Schedule Unplaced Monday, April 19th Deadline for Changes Monday, May 3rd Because we aren’t printing the Schedule of Classes, the Fall schedule proof process will begin one week later, and finish one month later that in past years.

8. Printing a Proof in STAR 1. From the STAR Main Menu, enter selection “R” to go to the Reports menu.

9. Printing a Proof in STAR From the Reports menu, look for the “Schedule Proof (pdf)” option.

10. Printing a Proof in STAR 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. Enter the department whose schedule you’d like to view, and type in the email address you’d 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.

11. Curriculum Download in STAR From the Reports menu, look for the “Curriculum Extract” option. Type the number and press enter

12. Curriculum Download in STAR Enter your email address, and press enter to run the job.

13. 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.

14. Curriculum Download in STAR Open Excel, go to the “Data” tab, drop down to “Import External Data”, and click on “Import Data”.

15. 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”.

16. Curriculum Download in STAR Once you choose your file, Excel will open the “Text Import Wizard”. Choose “Delimited” in Step 1. Click next.

17. Curriculum Download in STAR In step 2, check the box for “Semicolon”. Click next.

18. Curriculum Download in STAR In step 3, click on the column marked “ENROLL CODE” and change the data format to Text. Click finish.

19. Curriculum Download in STAR

20. Scheduling Course Days and Times Summer 2010 Session Dates Summer Quarter Contact Time Regulations and Standard Days/Times for Fall, Winter Spring

21. 2010 Summer Sessions FormatSession Instruction Begins InstructionEndsSessionEnds 6-weekA June 21 July 30 July 31 6-weekB Aug 2 Sept 10 Sept 11 10-weekC June 21 Aug 27 Aug 28 3-weekD June 21 July 9 July 10 3-weekE July 12 July 30 July 31 3-weekF Aug 2 Aug 20 Aug 21 3-weekG Aug 23 Sept 10 Sept 11 All non-delayed-sectioning courses must have assigned session or session dates

22. Summer Days and Times Standard time is 80 minute period MTWRF Standard time is 80 minute period MTWRF “Prime Time” hours listed in red “Prime Time” hours listed in red Courses that use two or more time slots should be scheduled in non-Prime Time hours Courses that use two or more time slots should be scheduled in non-Prime Time hours Class Begins Class Ends (No Later Than) 8:00 AM 9:20 AM 9:30 AM 10:50 AM 11:00 AM 12:20 PM 12:30 PM 1:50PM 2:00 PM 3:20 PM 3:30 PM 4:50 PM 5:30 PM 6:50 PM 7:00 PM 8:20 PM 8:30 PM 9:50 PM

23. Minimum Contact Time Minimum contact time is established by the Master Course Approval (MCA) 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.) 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 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 Each “hour” is equal to 50 minutes

24. Minimum Contact Time Course Type Units If MCA says… = Minutes Lower Division (Lab)2 Primary: 30 hours 1500 Lower Division (Lec/Discussion Section) 4 Primary: 30 hours Secondary: 10 hours 1500/500 Lower Division (Lec/Lab Section) 5 Primary: 20 hours Secondary: 40 hours 1000/2000 Upper Division (Lecture only) 4 Primary: 30 hours 1500 Graduate (Lecture only) 4 Primary: 40 hours 2000

25. Minimum Contact Time Distribute minutes over number of days and weeks for the appropriate session 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. Many courses have contact times that exceed the minimum per department practice or faculty preference. Do not change without consulting someone in the department.

26. Summer Special Courses Some courses are offered in coordination with special summer programs. For example: 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 didn’t add them Courses may appear on your proof (or STAR) even though you didn’t add them Call Summer Sessions before altering Call Summer Sessions before altering

27. 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 8:00am or after 3:30pm, 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.

28. 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, we’re requesting that: Requests for Campbell Hall and IV Theater are limited to either MWF-50 minute or TR-75 minute time blocks. 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. We are given at least two alternate times in addition to your first preference.

29. Summer Session Finals

30. Summer Final Exams Faculty can choose to hold their final exam during the last regularly-scheduled class meeting, OR, 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. Summer proof packets will include a form for you to indicate which courses will require a 3-hour final. Once courses are known, the Registrar’s office will schedule finals and notify departments of their final schedule. Once courses are known, the Registrar’s office will schedule finals and notify departments of their final schedule. However… However…

31. Summer Finals There are a limited number of final time periods available. 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. The possibility exists for some students to have more than one final in the same time period. It is the instructor’s responsibility to accommodate students with verifiable exam conflicts. It is the instructor’s 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. 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.

32. IRAL Instructor Resource Audit List

33. 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.

34. 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 Registrar’s 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.

35. Frequently Asked Scheduling Questions

36. 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

37. What time blocks can I use for MW courses?  MW time blocks begin and end on same times as TR courses MWF MW or TR 8:00am-8:50am8:00am-9:15am 9:00am-9:50am9:30am-10:45am 10:00am-10:50am11:00am-12:15pm 11:00am-11:50am12:30pm-1:45pm 12:00pm-12:50pm2:00pm-3:15pm 1:00pm-1:50pm3:30pm-4:45pm etc…5:00pm-6:15pm

38. 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 instructor’s 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

39. Why doesn’t an instructor’s name appear on the proof/in STAR? Instructors names written on the proof must reflect their STAR Instructor ID Instructors names written on the proof must reflect their STAR Instructor ID I couldn’t read your handwriting I couldn’t read your handwriting

40. Why does STAR list an “incorrect” title code? Common explanations…  Appointment has been entered into PPS but the upload hasn’t happened yet  Summer appointment hasn’t 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

41. Why didn’t 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 Requested Approval Codes Approval Codes Created PHIL 100A 0100 n/a (required secondaries) 20 total PHIL 100A 0101 155 PHIL 100A 0102 155 PHIL 100A 0103 155 PHIL 100A 0104 155

42. 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 Don’t 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 isn’t needed) SAFs are required once student registration has started

43. Rocky Moran Scheduling & Publications Rocky.moran@sa.ucsb.edu Denise Belanger Summer Sessions Program Manager d.belanger@summersessions.ucsb.edu Sean Woods Summer Scheduling & One-Times Sean.woods@sa.ucsb.edu Jamie Sprague Fall, Winter & Spring Scheduling Jamie.sprague@sa.ucsb.edu Questions? Concerns?