1. Updates, Best Practices & New Features Schedule of Classes Winter/Spring 2011

2. Agenda Welcome & Introductions Rolling Terms Dates & Deadlines Best Practices & New Features Cross-listed Classes & Combined Sections Communications Wrap-up/ Questions & Answers

3. Welcome & Introductions Nate Czarnota – Assistant Registrar - Scheduling Beth Oertel – SA Training ----------------------------------------------------------- Yvette Mozie-Ross – Assistant Provost, Enrollment Management Michael Busges – Project Director, Provost’s Office Beth Jones – Director, S/W Special Programs Chuck Brawner – Program Specialist, S/W Programs Edyta Edwards – Academic Program Specialist, Registrar’s Office

4. Welcome & Introductions Special Guests: Jean Bunche – Director, SBS Cindy Hoffmaster – Assistant Director, SBS John Fritz – Assistant VP, Information Technology Karin Readel – Director, Information Technology

5. Rolling Like Terms Winter/Spring 2010 was rolled over to Winter/Spring 2011. Includes Class Status = – Active – Tentative – Cancelled NOT ROLLED – Combined sections for courses that are NOT cross-listed at the Catalog-level

6. Dates and Deadlines Dates for Winter/Spring ‘11 Schedule: Week of Aug 2 Week of Aug 9 Scheduling Coordinator Kickoff Meetings August 11 Winter/Spring 2011 schedule opens for editing September 10Deadline for updating Winter course schedule Week of Sept 13 Approval of Winter schedule September 30 Deadline for final Winter/Spring edits and Combined course requests October 1Winter Schedule go live Winter/Spring blackout period begins

7. Dates and Deadlines October 15Winter/Spring blackout period ends October 22Spring Schedule go live November 1Advanced Registration begins for Winter/Spring 2011 January 3First day of Winter session 2011 January 25Last day of Winter session 2011 January 26First day of Spring term 2011

8. New SOC Procedure October 15Winter/Spring blackout period ends We will be actively monitoring changes to the SOC after the blackout period is lifted. Benefits: Proactive, enhancement of communication btwn Registrar & Departments View changes to SOC by User Reporting capabilities Monitor changes that may affect faculty contracts

9. Best Practices & Updates Basic Data Tab Meetings Tab Enrollment Control Tab Reserve Cap Tab Notes Tab

10. Best Practices – Basic Data Tab Class Section Numbering: Must be 2-digit!!! For consistency in Reporting. Associated Class #: Single Component Classes = Associated Class Number matches the section number Multiple Component Classes = Associated Class Number is used to group the components that go together.

11. Best Practices – Basic Data Tab Implications of incorrect set-up with Associated Class #s: -After registrations begin, Associated Class numbers extremely difficult to change -Variable credit courses cannot set credits per section -Students registered in multiple sections of same course have issues when they drop one section

12. Best Practices – Basic Data Tab Defining “Permission Only” Classes Special Topics – are assigned on the Basic Data Tab ONLY. Special Topics should include NOTES with a description of the material covered in the “special topic.”

13. Basic Data Tab Equivalent Course Group - Course Equivalency Groups are assigned at the Catalog – level. Purpose is to link Course IDs converted from legacy system.

14. DEFINITION OF COURSE DELIVERY FORMATS Definitions of delivery format: In-Person: A "traditional" class that conducts all of its meetings or activities during a fixed date, time and location. The pedagogical focus is usually instructor led. Hybrid (part online, part face-to-face): A class that replaces one or more of its weekly, face-to-face sessions with online activities that may or may not occur during a fixed date or time. The pedagogical focus shifts more responsibility to students, who do work online, either in self-paced activities (e.g., use of courseware for announcements, quizzes, asynchronous discussion boards) or small groups (e.g., discussions, chats/forums, projects/assignments). Online: A class that only meets online, typically in an asynchronous mode (not in real time). The pedagogical focus is more on self-paced student learning using many or all of the hybrid activities above. Since the format is totally online, the student shoulders most of the responsibility for learning, with the instructor serving more as a facilitator or guide.

15. Best Practices – Basic Data Tab Campus = OFF (Off Campus) Instruction Mode = O (Online) Online

16. Best Practices – Basic Data Tab Hybrid Enter the day and time you meet face to face Enter Descriptive Notes

17. Course Fees Course Fees will now appear as a Course Attribute on the Basic Data Tab. Course Fees are assigned at the Catalog Level Multi-component classes – fee is assessed on the Graded component of the course Double- check to see if it is correct

18. Prerequisites Reminders…. Prerequisites are enforced on a per term basis, not per session. Granting Exceptions = Consent Required + Requisite Not Met See Dept Chair for a list of courses w/ System-enforced Prerequisites

19. Best Practices – Meetings Tab Check your Meeting Patterns, Times & Facility ID Assign Instructors & Set ACCESS!!! X

20. New Feature – Meeting Tab Room Characteristics we will use are: UMBC Smart Room Computer Lab Dept Maintained Accessibility Need UMBC Smart Room = Ceiling Mounted data projector Push-button system control Input and cable for Instructor Laptop Wired and Wifi internet connectivity Sound system for computer and video sources Pull-down screen *Assumes presenter is bringing a laptop.

21. Room Characteristics The process for scheduling a Computer Lab remains the same!!! Enter RT ticket and coordinate via OIT.

22. Room Characteristics Benefits: No More “special room request’ forms Less Paperwork Registrar’s Office will be reaching out to you. More efficient Better Communication Draw Backs: Can only choose one Room Characteristic When R25 runs, the section of the course will only be assigned to a room that meets the Characteristic you selected.

23. Independent Study Classes Best Practice: -One Section Per Instructor (number sections sequentially) -Leave Status at “Tentative” until you have confirmation the instructor will be accepting students for a particular term -Then change Status to “Active” -Instructor access set to “Approve”

24. Best Practices - Enrollment Enrollment Control: Requested Room Capacity cannot exceed 20% of your Enrollment Capacity

25. New Feature Reserve Capacities are used if a department wants to reserve a specified number of seats in a section for either or both: - Academic Level (Fresh, Soph., Jr. Sr.) - Major

26. New Feature Reserve Capacity consists of three parts: a) Start Date b) Requirement Group c) Cap Enrollment

27. Reserve Capacity Requirement Group Reserve Capacities Requirement Group – If you need to have a custom Requirement Group built - Aggregate of Academic Level & Major - submit an RT ticket!!! Header to include “Reserve Capacity Requirement Group Request”

28. Reserve Capacity Training Sign – up @ …..umbc.edu/training Wed, Aug 25th 12p-1p Mon, Aug 30th, 12p-1p Wed, Sept 8th 12p-1p Mon, Sept 13th, 12p-1p Held in ESC 025

29. Best Practices Don’t forget the NOTES!!! -They rolled too!

30. Cross-Listed Classes vs. Combined Section Only Cross-Listed Classes Combined at Catalog level (share course ID #) Share the same course title, description, and attributes Classes are never scheduled independent of each other Combined Section rolls over each term Combined Sections 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) Have to request a combined section (via form) each term Both Cross-listed and Combined Section classes share the same instructor & the same room. Both types are considered Combined Sections in SA.

31. One “Lead” department for each combined section – Communication – Main point of contact with Registrar – Final approval of combined section class New process for combining Cross- listed classes New Combined Section Form New Report for Cross-listed classes Ch, Ch, Ch, Changes…

32. Combined Section Lunch & Learn Sign – up @ …..umbc.edu/training Wed, Aug 25th 12p – 1p Mon, Aug 30th 1p – 2p Wed, Sept 8th 12p – 1p Held in ESC 023 Self-paced Video available 8/18….umbc.edu/sa

33. Communications We want to hear from you!!! NO MORE SCHEDREGOFFICE@UMBC.EDUSCHEDREGOFFICE@UMBC.EDU Submit all requests via RT Tickets -Course Acronym -Catalog # -Class Nbr: -Issue For Winter ‘11 Classes – Email swschedule@umbc.edu swschedule@umbc.edu

34. Expectations of the Registrar’s Office - Respond to inquiries within 48 hours - Set up Cross-listed courses - Combine already created courses for combined sections - Actively monitor the schedule of classes and manage issues that arise -Be available for refresher training -Kick-off Meetings every Scheduling cycle

35. Expectations of the Office of Summer & Winter Programs -Review winter schedule updates -Assist depts with schedule updates as needed -Schedule winter room assignments -Promote winter session online & in print -Manage faculty employment contracts -Coordinate schedule issues with academic depts & Registrar’s Office

36. Expectations of Scheduling Coordinators - Meet deadlines - Correctly set up classes, check and double check all courses - Ask questions when you are unsure - Communicate with departments for cross-listed and combined courses -Submit requests through RT tickets (Spring/Fall) -Winter ‘11 – email swschedule@umbc.eduswschedule@umbc.edu - Communicate with instructors on dept. consent courses (student-specific vs. permission numbers)

37. Wrap-Up Questions & Answers