1. Fall 2016/Winter 2017 Timetable in DCU December 2, 2015

2. Fall 2016/Winter 2017 Timetable Production Schedule 2 DateActivity December 1st DCU is open for Fall 2016/Winter 2017 data entry. February 1st DCU is closed for data entry; Deadline for STA forms. April 8th Deadline to review prerequisites at the course level May 2nd Fall 2016/Winter 2017 timetable uploaded to Banner

3. Fall 2016/Winter 2017 Timetable Production Schedule 3 DateActivity May 2 nd – May 13th Departmental Timetable Coordinators review timetable and submit changes. May 25th Timetable is published on Carleton Central September 1st Post room assignments on Carleton Central + students are notified of a time/room change via auto email notification

4. DCU  DCU is a web-based module that eases the collection of departmental scheduling information and ensures that departmental users are submitting information in a common, consistent and understandable format.  Go to http://dcu.carleton.ca and login to DCU using you network login and password.http://dcu.carleton.ca 4

5. DCU Email timetabling@carleton.ca iftimetabling@carleton.ca  you have not been given access to all the departments under your administration  an active catalogue course is missing under Courses  a course that is no longer active in the catalogue is displayed under Courses  an active instructor is missing under Instructors 5

6. How to start  When you are ready to edit/enter course information for the 201630-201710 timetabling cycle, run SCH_INTERNAL_XLS or SCH_INTERNAL report in Banner for the 201530 and 201610 terms.  Mark the changes on a copy of the report. 6

7. SES website – excellent source of information! http://carleton.ca/ses/timetabling/preparing-for-coordinated- timetable/departmental-timetabling-coordinators/ 7

8. Special Timetabling Arrangement (STA) Requests  Departmental Timetabling Coordinators collect STA information from instructors  We suggest that the STA data collection form is emailed to instructors; they complete the form and return it to the Departmental Timetabling Coordinator  Form is available here: http://carleton.ca/ses/wp- content/uploads/STA-data-collection-form.pdfhttp://carleton.ca/ses/wp- content/uploads/STA-data-collection-form.pdf  STA requests DID NOT get rolled over from last year. 8

9. Special Timetabling Arrangement (STA) Requests  When an instructor makes an STA request, the Departmental Timetabling Coordinator contacts the Chair of the department to assign an appropriate category to the request.  Then the Departmental Timetabling Coordinator enters the STA information, including the assigned category, into the DCU.  STA Examples: http://carleton.ca/ses/timetabling/preparing-for- coordinated-timetable/examples-of-special- timetable-arrangements/ http://carleton.ca/ses/timetabling/preparing-for- coordinated-timetable/examples-of-special- timetable-arrangements/ 9

10. Special Timetabling Arrangement (STA) Requests  Category 1 (Legislative Requirements): Carleton Human Rights Policy 10

11. Special Timetabling Arrangement (STA) Requests  Category 2 (Reported Circumstances): A medical condition not covered by Category 1; family/personal issues of a serious nature, other official academic responsibilities 11

12. Special Timetabling Arrangement (STA) Requests  Category 3 (May Accommodate): Category 3 requests will be considered and will be accommodated if possible 12

13. Special Timetabling Arrangement (STA) Requests  Requests of preferential or convenience matter should not be submitted as STA.  Use AM/PM preference on the Instructor Editing screen to submit such requests. 13

14. Special Timetabling Arrangement (STA) Requests  Not approved as STA: 14

15. Forced times  Forced times requests (the proposed schedule along with the rationale) must be submitted to the University Timetabling Committee, for approval review.  This proposal can be sent via memo or an email to Suzanne Blanchard.  Approval is NOT necessary for contract instructors. Details regarding contract instructors should be recorded in the Time Requirement text box on the Component Editing screen in DCU. 15

16. Forced rooms  Departmental rooms can be forced by departmental administrators in the DCU without approval; this information will not be purged. 16

17. Off-pattern timeslot requests  Off-pattern timeslot requests (the proposed schedule along with the rationale) must be submitted to the University Timetabling Committee, for approval review.  Note that off-pattern scheduling arrangements affect student timetables and room utilization.  If the request is approved, the departmental timetabling coordinator will then enter the off- pattern timeslot requirement information into the DCU (Time Requirements text box on the Component Editing screen). 17

18. Departmental Meetings  Time requested by academic departments for departmental meeting or other administrative/academic activities should not exceed 3 hours and must follow the time slot system  Any requests that fall outside of these parameters must be sent to the University Timetabling Committee, for approval.  If the request is approved, the submitter will be notified by the UTC, and the departmental timetabling coordinator will then enter the departmental meeting information into the DCU. 18

19. TA Ties  TA Ties are ties between graduate and undergraduate courses. Teaching assistants (TAs) for undergraduate courses are typically hired from a pool of grad students.  TA Ties ensure that both the graduate course and undergraduate course are assigned to be scheduled conflict-free.  2015-16 TA Ties have been rolled over into 2016-17  SCH_TA_TIES_VALIDATION_REPORT displays TA Ties entered into SZATTDT for a selected department in a selected term. 19

20. TA Ties  For the 2016-17 timetabling cycle, all changes to TA Ties should be done in SZATTDT.  SZATTDT is now open for data entry on December 1 st and will be closed on February 1, 2016.  Please note that although we strive to fulfill all TA Ties, in some cases it is not possible due to other constraints imposed on courses (e.g. STA requests).  TA Ties documentation: http://carleton.ca/ses/wp- content/uploads/TA-Ties.pdfhttp://carleton.ca/ses/wp- content/uploads/TA-Ties.pdf 20

21. Course Combinations  A course combination is a set of courses that are required to be scheduled conflict free for a specific number of students in a program.  Course combinations are entered into the DCU by departmental timetabling coordinators.  Course combinations are used by the TPHi-Assigner module to automatically create the required academic blocks which are then used in the timetabling process.  An academic block is a set of course sections (CRNs) that need to be scheduled conflict free. 21

22. Course Combinations Academic block: BUSI 1004 A BUSI 1800 A BUSI 1800 A01 ECON 1000 A ECON 1000 A01. 22 Course Combination: BUSI 1004 ECON 1000 BUSI 1800  Academic blocks are built based on course combinations and course offerings information:

23. Course Combinations  Course Combinations are term specific. Fall term courses are listed in one block and winter term courses are listed separately in another block.  Note that you need to know which term (fall or winter) the courses are offered in so that you can include them in the appropriate course combination.  Only one section from a cross-list needs to be recorded.  More info on course combinations: http://carleton.ca/ses/timetabling/preparing-for-coordinated- timetable/departmental-timetabling-coordinators/ http://carleton.ca/ses/timetabling/preparing-for-coordinated- timetable/departmental-timetabling-coordinators/ 23

24. Prerequisites  Prerequisites are not part of DCU  Prerequisites in Banner have two levels: course level (SCAPREQ) and section level (SSAPREQ).  When the new timetable is built and uploaded to Banner, course sections (CRNs) will ”inherit” prerequisites stored at the course level (SCAPREQ). 24 Course level: E.g. ECON 2400 (SCAPREQ) Course level: E.g. ECON 2400 (SCAPREQ) Section level: E.g. ECON 2400 A (SSAPREQ) Section level: E.g. ECON 2400 A (SSAPREQ) Prerequisites

25. Prerequisites at the course level  It is important that you review your prerequisites at the course level before the first upload, to make sure that course sections inherit the right prerequisites.  For the Fall 2016/winter 2017 timetable deadline is April 8 th  To review prerequisites stored at the course level, run the new report SCH_COURSE_LEVEL_PREREQ (enter the term 201630). 25

26. Prerequisites at the course level  To modify existing prerequisites at the course level, go to the SCAPREQ form, enter Subject, Course number and the term 201630, perform Next Block and click on the Course Prerequisites Restrictions tab.  Note: Far Fall/Winter courses enter 201630 even if the course is offered in the Winter!!! In this case 201630 is not the term when the course is offered, it is the calendar “effective” term for prerequisites. 26

27. Prerequisites at the course level 27 To change prerequisites at the course level click on the Maintenance button (if enabled), select copy restriction, make the change and save.

28. Prerequisites at the section level  After the first upload, any changes to prerequisites should be done at both levels (in SCAPREQ and SSAPREQ). At that point, changes made at the course level will not be passed to the section level and vice versa. 28

29. New DCU Features  Ability to assign instructors in DCU after the DCU is closed for data entry.  This feature will not be available for summer terms.  DCU will be locked in March and April for timetable building. During these months administrators will be submitting requests for instructor assignments through Banner.  Additional validation tools need to be created to make sure that instructor assignments entered by administrator do not create conflicts. 29

30. New DCU Features  Instructor timetable. The timetable can be downloaded to PDF (provided you have PDF creator) and sent to the instructor.  Room timetable  Academic block timetable 30

31. Invalid Primary Indicator Assignment Warning  The warning message will appear for components with no instructors assigned. Changes will be saved. Ignore the message. 31

32. DCU Support Email: timetabling@carleton.catimetabling@carleton.ca Julia Piatigorskaia: ext. 8877 Phay Mui: ext. 8803 Amy Resmer: ext. 3009 Documentation: http://www.carleton.ca/ses/timetabling/preparing-for- coordinated-timetable/departmental-timetabling- coordinators/ http://www.carleton.ca/ses/timetabling/preparing-for- coordinated-timetable/departmental-timetabling- coordinators/ 32