Transcript Academic Scheduling Spring 2012

Academic Scheduling
Spring 2012
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QUICK HIGHLIGHTS OF WHAT IS NEW FOR
THE SPRING 2012 SCHEDULE!
Remember FYE scheduling block
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 During the Fall and Spring semesters, the First
Year Experience learning community courses will
be scheduled during the MWF 9 am -11 am block,
which will affect space availability for all courses.
This leaves very limited availability in classrooms during
these times.
 Courses with an enrollment higher than 15 should not be
scheduled during this time block.
 Courses serving freshmen or expecting significant
freshman enrollment should avoid this time period.
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Five day a week courses
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 Courses that meet five days a week must start at a time
that is conforming for all meeting days. The conforming
start times are 8:10 am, 11:10 am, 2:10 pm, 5:10pm, and
8:10pm. Any other start time on all five days of the week
will be considered non-conforming.
 An alternative is to schedule two different meeting
patterns to optimize space utilization. Schedule one
MWF meeting pattern that conforms to the approved
scheduling pattern, and a second TuTh meeting pattern
that conforms to those days’ approved pattern.
Approved Scheduling Pattern
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 All scheduled courses must adhere to the
approved scheduling pattern
 To seek exceptions to the approved scheduling pattern:
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Department chairs/Schedulers must forward a request to
approve non-conforming day/time patters to the dean of the
school in which the course is offered.
The dean will then consult with the Provost’s office.
The Provost will notify Enrollment Services of approved
scheduling exceptions.
Approval must be received by Enrollment Services by the
published deadline.

Check Enrollment Services’ Scheduling website for all term deadlines
Approved Scheduling Pattern
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 Any courses scheduled outside the approved
scheduling pattern that did not receive approval by the
published deadline will not receive classroom space,
and will be hidden from the academic schedule until:
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The meeting pattern is changed to be a conforming one
OR
The meeting pattern is approved by the Provost’s office
 Classroom priority is given to courses that adhere to the
approved scheduling pattern over those that are nonconforming, even when the non-conforming courses are
approved by the Provost’s office.
Class Notes
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 Class Notes are a part of each course scheduled for
any given semester. They include information about
a course that is not otherwise conveyed in Cardinal
Station, or information that students should be
aware of at registration. Common uses include
noting the specific location of off-campus courses, or
noting that a course meeting in person has
additional online work.
 For the Spring 2012 semester schedulers have been
given access to view class notes.
Class Notes Introduction
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Class notes include information about a course
that is not otherwise conveyed in Cardinal
Station, or information that students should be
aware of at registration.
The most common use of class notes include:
•The specific location of courses when they are
off-campus. I.e. the building and address where
the class is meeting.
•Information like, the course is only open to
freshmen.
•If a course that meets in person has additional
online work.
Information to know about class notes
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•Class notes roll each semester. When Enrollment
Services rolls curriculum data forward, class notes will
roll. So if ENG 101 during the spring 2011 semester had
a note associated with it, this note will appear in the
spring 2012 schedule when data is rolled.
•Class notes appear on the printed schedule of classes
and online.
•Class notes are not free format text. There are preprogrammed notes managed by Enrollment Services
that schedulers can choose to apply to a course they are
scheduling.
•You can apply multiple notes to a course.
How to view a course note
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1. In Cardinal Station navigate to Curriculum
Management >Schedule of Classes >Maintain
Schedule of Classes.
Enter CRDNL for Academic Institution.
Enter the term code for the semester you are
scheduling. You can use the magnify glass to search.
Enter the abbreviation for Subject, or use
the magnify glass to search.
Enter the catalog number of the course you
are looking up, or leave empty to have all
classes appear.
Click “Search”
How to view a course note, Cont.
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Click “Notes” tab
How to view a course note
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The note information will appear in the Class Notes box
What you need to do to manage Class Notes
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 Review course notes for all offered courses before the
scheduling deadline.
 Remember notes roll, so if a note is no longer
applicable and needs to be removed please email
Meg Jerabek ([email protected])
 If a course is offered off-campus, the correct location
must be listed in the course notes tab
 To add a note to a course, please email your request
to Meg Jerabek ([email protected])
New method for scheduling Online classes
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 Enrollment Services is changing the way we are
scheduling online courses.
 Below are the steps schedulers should take to note
that a course is offered online only.
Scheduling Online Classes
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 On the Basic Data tab.
 Enter the Location = Main
 Formally you may have entered ONLINE as the location. This
is no longer an option. Please select MAIN for the location of
online courses.
Scheduling Online Classes, Cont
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 On the Basic Data tab
 Choose the Instruction Mode = OL (for Online)
Scheduling Online Classes, Cont
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 On the Meetings Tab
 Enter Room Characteristic = 48, for No Classroom Needed
Courses with No Meetings
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 Some courses such as independent studies, directed
readings, etc. do not have regular meeting patterns.
 In the past, schedulers have used creative ways to
mark that a course has no meeting pattern.
 Unfortunately these different methods have created
inaccurate student schedules as well as confusion
within our scheduling software.
Courses with no meetings
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 Starting with the Spring 2012 schedule, academic
schedulers need to email Meg Jerabek
([email protected]) with a list of any courses that do not
have meeting patterns. Enrollment Services will then go
in and add a note to the course to inform students that
the course does not have a regular meeting pattern.
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This note will be visible to students at the time of registration.
 Please no longer enter after-hours meeting times (i.e. 12
am – 1am) to note courses that do not have meeting
patterns.
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This creates inaccurate information in student schedules
As well, it causes problems for our scheduling software.
Room Characteristic Codes
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 Enrollment Services is introducing new room
Characteristic codes.
 Room characteristic codes note various classroom
features that you can request for a particular class.
 Most schedulers are accustomed to the current codes
available:
46 = Computer Lab
 47 = Digital Presentation Room
 48 = No Classroom Needed
 49 = Regular Room
 50 = TV/VCR/DVD
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New Codes
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 We have created new codes for “secondary”
classroom features.
 Secondary features are those characteristics of rooms
that are valuable for certain courses. Items such as
chalkboards, blackout curtains, a certain seating
style.
 You will be required to still request one primary
room characteristic (codes 46, 47, 48, 49, 50).
 And you will have the option to select one
additional secondary space feature.
Primary Classroom Characteristic
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 Every class scheduled in Cardinal Station for a given
semester must have one primary room
characteristic assigned to it.
 Failure to enter a primary characteristic will
result in the class being hidden from the
course schedule and no space will be
assigned.
What are the primary characteristics?
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Number
Description
46
Computer Lab: These classrooms are equipped with individual PCs
for each student and an instructor’s PC with projector
47
Digital Presentation: These classrooms are equipped with a
projector, computer, DVD, VCR and some have audio or recording
capabilities. They are best suited for faculty who use a wide range of
media.
48
No Classroom Needed: Used for any department controlled room
assignments, off-campus, online, or abroad courses. To comply with
U.S. Dept. of Education and D.C. laws, we need to know the location of
all off-campus classes. Please email this information to Meg Jerabek
([email protected])
49
Regular Room- No Technology Needed: Standard Classroom
50
TV/VCR/DVD Room: These classrooms are equipped with a
television, VCR, and DVD player
What are the primary characteristics, Cont.
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Number
Description
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Smartboard: An interactive whiteboard, providing touch control of
computer applications. A projector displays computer’s video output on
whiteboard, which then acts as a large touch screen. The board comes
with digital pens which allow you to write on the board. (Note: this
technology is only available in MCGIV 009, 011, and 015)
52
Document Camera: A real-time image capture device for displaying an
object to a large audience. Can be used to project an object,
transparencies, and papers/books with text onto a screen. (Note: this
technology is only available in Maloney 175 and Gowan 126)
Noting a Primary room characteristic
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 For each class scheduled, you must note a primary
room characteristic under the “Meetings” Tab.
Secondary Room Characteristics
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 Schedulers can choose to request ONE
secondary space feature for each class.
 Please only request one secondary feature. Any
features beyond two will be removed before rooming
occurs.
What are the secondary characteristics?
#
Description
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53 Auditorium Style Seating: Classrooms that have tiered seating as in large
auditoriums
54 Tablet Desks: Classrooms with tablet desks. This may be valuable for
instructors who prefer to have students move desks during class.
55 Table and Chairs: Classrooms with tables that seat multiple students.
56 Seminar Style Seating: Similar to that of a large conference table. Great
for upper level courses. Note: seminar rooms are small, holding 19 students
or less.
57 Blackout window coverings: classrooms with black-out curtains or no
windows that may be valuable for showing films.
58 Chalkboard: Classrooms with large chalkboard space.
59 Whiteboard: Classrooms with large whiteboard space.
60 Lab Demonstration Space: Classrooms with the features necessary to
conduct lab demonstrations
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Close to Metro: Use for evening courses in which off-campus students are
traveling to campus for class.
Noting a Secondary room characteristic
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 In the “Meetings” Tab where room characteristics
are recorded.
 After entering the primary room characteristic,
click the
button to add a new row.
 Then enter the code associated with the secondary
room characteristic you would like.
 Remember: Only enter one secondary code
Noting a Secondary room characteristic, cont
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 With two room features selected , the Room
Characteristics section will look like this:
 Be sure to Click Save when complete
Final Exams
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 Final exams are governed by the Final Exam Policy.
 Final exam periods are assigned by Enrollment
Services for each class; instructors are not permitted
to reschedule a course’s final exam.
 You can view final exam information for a course by
going to “Maintain Schedule of Classes” and
searching for the applicable course. There is an
“Exam” tab you can click on to see the course’s exam
date, time, and location.
Requesting space during final exams
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 During final exams, there are two types of requests
for space that Enrollment Services will strive to
honor:
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Request for study session/review session space
Request for alternative final exam space. In the event that a
course for example would like to utilize a computer lab or
alternative space for a final exam.
Request for study session/review session space
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 To request space for a review session, please submit a
request through the http://events.cua.edu website.
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Be sure to note the date and time for the review session, as well as
anticipated attendance.
You must include the course information of the review session- i.e.
note that the review session is for TRS 201-01.
If the review session is occurring during finals week we ask that the
times of the session conform as much as possible to the exam
periods. For example if exams are taking place from 10:30am – 12:30
pm, we ask that the review session be scheduled for that time as
compared to scheduling one from 10 am to 12 pm. This helps to find
available space for the review session, as well as limits the amount of
noise occurring in academic buildings while exams are taking place.
Be sure that the date/time requested to hold a review session is prior
to the assigned exam block for that course.
Requesting alternative Final Exam Locations
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 If you are requesting an alternative space for a final
exam, please do not submit a request through the
events.cua.edu website.
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Email requests to the Assistant Director for Curriculum
Management, Meg Jerabek ([email protected])
Be sure to include information about what course the room
change is for.
The time and date requested for the alternative exam location
must be the same time and date of the original exam period
assigned by Enrollment Services.
Comprehensive Exams
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 When preparing to offer Comprehensive Exams, it is
important to request space in a timely manner.
Enrollment Services faces many challenges in rooming
comprehensive exams because of the length of time
exams take and the limited availability of classrooms.
 We ask that you submit a request for space through the
http://events.cua.edu website one month prior to the
comprehensive exam date you are requesting.
 Be sure you note the date, time, and anticipated number
of students taking the exam when you submit your
request.
Questions?
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IF YOU HAVE QUESTIONS
ABOUT ANY OF THESE CHANGES
FOR THE SPRING 2012
SCHEDULING PROCESS, PLEASE
DON’T HESITATE TO CONTACT:
MEG JERABEK
[email protected]
OR VIA PHONE AT X5309