Transcript Ken Ayoob Dean, College of Arts, Humanities & Social Sciences (CAHSS) Richard Bruce CAHSS Office Manager, Former Psych Department Coordinator & University Senator Jená Burges Vice.

Ken Ayoob
Dean, College of Arts, Humanities & Social Sciences
(CAHSS)
Richard Bruce CAHSS Office Manager, Former Psych Department
Coordinator & University Senator
Jená Burges
Vice Provost
John Filce
Institutional Research & Planning
Bella Gray
Office of the Registrar Academic Scheduler
John Lee
Dean, College of Professional Studies (CPS)
Ben Marschke Faculty, History Department & University Senator
Dale Oliver
Math Faculty, Former Chair, College of Natural Resources
& Sciences Former Interim Associate Dean
Cheryl Satter Biology Department Admin Analyst, former Math and
Nursing Departments Coordinator
Improving Graduation Rate/Student Retention
Evidence-Based Problems/Solutions
Ameliorating Class & Space Availability
Reconfiguring the Scheduling Process—Keeping It
Simple!
New Process Impacts & Considerations
Vetting with Campus Stakeholders
Primary concern: 25% of all students reported problems with
convenience/availability of required classes (Campus Quality Survey,
2012)
Major classes
GE class
Other all-university requirements
Perk of process: Remove fall registration split by Thanksgiving break.
First & second year students who register after break could feel anxious
in registering “late” (though no student registers during the break)
First & second year students with spring classes can talk to their families
about the spring semester to garner familial support for continuing their
education
Spring + Fall 2012
Time Usage: 72.7%* of 2012 Classes Started
Between the hours of 9 or 3
Ex: MWF 1500-1550 counts three times for 3:00:00 PM
Day Usage: 67.8% of 2012 Classes had
a T, W or R Component; 11.45% of
Classes on Friday*
Day:
# Sections:
% of Week:
M
1254
20.8%
T
1354
22.4%
Spring + Fall 2012
W
1380
22.9%
R
1357
22.5%
*Data based on analysis of start times of classes in Spring 2012 & Fall 2012, including labs
F
691
11.4%
Mtg Start
6:00:00 AM
7:00:00 AM
8:00:00 AM
8:30:00 AM
9:00:00 AM
9:30:00 AM
10:00:00 AM
10:30:00 AM
11:00:00 AM
11:30:00 AM
11:50:00 AM
12:00:00 PM
12:30:00 PM
12:40:00 PM
1:00:00 PM
1:30:00 PM
2:00:00 PM
2:30:00 PM
3:00:00 PM
3:30:00 PM
3:45:00 PM
4:00:00 PM
4:30:00 PM
5:00:00 PM
5:30:00 PM
6:00:00 PM
6:30:00 PM
7:00:00 PM
8:00:00 PM
9:00:00 PM
11:00:00 PM
Total
Total
0.1%
6
0.0%
2
9.0%
544
0.2%
11
7.2%
435
3.2%
191
9.8%
594
0.1%
8
14.0%
848
0.1%
6
0.0%
2
7.8% 72.7%
469
2.9%
174
0.0%
2
6.5%
391
0.1%
4
16.9%
1019
0.1%
4
4.0%
244
2.1%
127
0.0%
1
5.0%
299
0.1%
7
5.8%
352
0.9%
54
2.3%
137
0.3%
19
1.2%
73
0.0%
1
0.0%
1
0.2%
11
6036
Total
6036
100.0%
Monday
Start time L L2 J M N O P Q W Z
0700-0730
Tuesday
N O Q R T WZ
Wednesday
L L2 K M O P Q W Z
Thursday
N P Q R T WZ
0730-0800
0800-0830
Class & Space Availability
Problems
0830-0900
0900-0930
0930-1000
1000-1030
1030-1100
1100-1130
154 Messy, overlapping
Scheduling Modules
72.7% of Class Meeting Times
during Congested “Prime
Time”
Internal department conflicts
Major/GE conflicts
All-university conflicts
1130-1200
1200-1230
1230-1300
1300-1330
1330-1400
1400-1430
1430-1500
1500-1530
1530-1600
1600-1630
1630-1700
1700-1730
1739-1800
1800-1830
1830-1900
1900-1930
1930-2000
2000-2030
2030-2100
154 Messy, Overlapping Scheduling Modules
Friday
J K MN O P WZ
Zone Data from Spring 2012-Fall 12 Section Offerings*
Zones
1.
2.
3.
4.
5.
6.
7.
Before 9:00 AM
*
9:00 -11:00 AM
20%
11:00 AM - 1:00 PM 20%
1:00 - 3:00 PM
20%
3:00 - 5:00 PM
20%
5:00 - 7:00 PM
*
After*7:00
PM 20% of scheduling
*
Combined
Zone 1:
Zone 2:
Zone 3:
Zone 4:
Zone 5:
Zone 6:
Zone 7:
Online
Total
Before 9
9-11
11-1
1-3
3-5
5-7
After 7
Zones 1 , 6 , 7 & online:
Spring 2012
Raw Sections
%
170
9.40%
329
18.20%
389
21.52%
441
24.39%
207
11.45%
201
11.12%
26
1.44%
45
2.49%
1808
100.00%
442
24.45%
Fall 2012
Raw Sections
%
169
8.76%
334
17.31%
426
22.08%
432
22.40%
228
11.82%
214
11.09%
60
3.11%
66
3.42%
1929
100.00%
509
26.39%
*Data is university-wide
For Scheduling Working Group. Data from email from Bella Oct 2, 2012.
For counting purposes, classes overlapping zones were counted in their starting zone.
(E.g., a class that went from 8-10 was counted in zone 1)
A section only counts once per zone; a MWF 9am class counts once; a TR 9am class counts once.
Scheduling Rules:
1.
2.
3.
There are 7 zones. Courses cannot cross between zones. Exceptions: Labs, Clinically based
classes (with approval of appropriate Dean), Graduate Seminars with fewer than 20 students,
classes placed in zones 6-7. Undergraduate seminars or lectures that meet for more than two
hours must be scheduled in zones 6 and 7. Because of the demand for classrooms in the
middle of the instructional day, it will not be possible to schedule sections that meet one day a
week except in Zones 6 and 7.
All courses start on the hour except for 80 minute classes beginning at 7:30 AM. (One hour
classes may also begin at 8, 10, 12, 2 and 4.)
No more than 20% of a department’s courses may be scheduled in each of zones 2-5. At least
20% must be placed in some combination of zones 1, 6, and 7, and wholly online classes.
Scheduling Rules, continued:
4.
5.
6.
7.
8.
9.
Day of the week patterns are MW, WF, MF, TR, MWF. 4 day per week classes can meet in any
four day combination.
Classes must be distributed across all days of the week with no more than half of a
department's classes on Tuesday and Thursday, subject to room availability.
All rules above apply regardless of whether a department or Schedule25 controls a room.
Departmental classrooms must be madeavailable for limited general purpose instructional use.
Standing meetings (ICC, Councils of Chairs, University Senate, etc.) must conform to zones as
part of university-wide scheduling requirements.
Once assigned, rooms may not be moved without approval of the appropriate college dean.
After early registration begins, the following changes to the published class schedule require
Dean's approval: addition of new sections, cancellation of scheduled sections,
day/time/classroom changes, and capacity decreases/increases.
Enrollment history or anticipated increases for a particular course will be used by Academic
Scheduling to determine classroom size, so enrollment limits should be carefully reviewed and
adjusted. Departments should base estimated enrollments on the actual enrollment during the
previous corresponding term, with an estimated increase no more than 15%. In cases where
the department projects a greater than 15% increase, justification must be provided in writing.
Scheduling Timeline
Week
1
2
3
4
5
6
7
8
Fall Date
Aug 20 - Aug 24 Aug 27 - Aug 31 Sept 2 - Sept 7
Sept 10 - Sept 14 Sept 17 - Sept 21 Sept 24 - Sept 28 Oct 1 - Oct 5
Oct 8 - Oct 12
Fall Timeline
Departments Plan Schedules
Department Data Entry on Schedule
Spring Date
Jan 21 - Jan 25 Jan 28 - Feb 1
Feb 4 - Feb 8
Feb 11 - Feb 15 Feb 18 - Feb 22
Feb 25 - Mar 1
Mar 4 - Mar 8
Mar 11 - Mar 15
Spring Timeline
Departments Plan Schedules
Departments do data entry on schedule
Sched 25 Resolutions
New Proposal
Departments Plan Schedules
Department Data Entry on Schedule
Deans' Level
Conflict Resolution
Who
Departments
Departments
Deans, Departments
Deadlines
Other
Currently, the first five
weeks are “Departments
Plan Schedules” in fall;
spring has 3 weeks for
schedule planning.
Registration in fall is split by
Thanksgiving.
Disabled Faculty
Requests Due to
Vice Provost
Roll Schedule
(Thursday?)
Prescheduling
Deadline
Large
Lectures/Labs due
Tuesday to
Registrar
Large lecture
results back,
Peoplesoft data
entry due Fri
Week
9
10
Fall Date
Oct 15 - Oct 19
Oct 22 - Oct 26
Fall Timeline
Sched 25 Resolutions
Spring Date
Mar 25 - Mar 29
Apr 1 - Apr 5
Spring Timeline
Advising
Who
Deadlines
Other
Schedule25
Resolutions
Registrar,
Departments
Run Sched 25
(Fri?)
ICC Deadline (Oct
10)
Census (Monday)
New Proposal
Monday: Run
Audits
11
12
13
14
Oct 29 - Nov 2 Oct 5 - Nov 9 Nov 12 - Nov 16 Thanksgiving Nov 26 - Nov 30
Advising
Registration
Registration
Apr 8 - Apr 12 Apr 15 - Apr 19 Apr 22 - Apr 26
Apr 29 - May 3
Registration
Advising
Registration
Best Practices for Departments
Call for best practices, such as posting schedule for
students to review before schedule data entry
Additional tools to allow departments to adjust
their schedules to try different configurations to
meet zone & day percentages
Conflict Matrix—which courses cannot conflict
within a department and across departments
Last half hour of zone “wasted” for 80 minute
classes
Time is made up later in the day (large lecture room
schedules only change TR to an hour later)
Allows more time for students/faculty to get to
next class
Allows more time to empty room before next class
Large lecture utilization must be adjusted—spread
throughout the day
Ongoing Review Process every year to allow for
changes
Meeting Schedules
ICC (Nov 13)
University Senate Executive Committee (Nov 13)
OAA Working Group (Nov 14)
Colleges’ Department of Chairs Meetings (Nov 15)
Associated Students (Nov 26 or Dec 10?)
University Senate (Nov 27?)
Department Coordinators (Dec 7)