Transcript PowerPoint presentation

Class Schedule Info Session
Who Are We?

Leslie Chalmers
Manager, Class Scheduling Services

Nasim Razavinia
Class Schedule Administrator

Rhea Saddick
Class Schedule Administrator

Jenny Dionatos
Class Schedule Coordinator

Janet Martone
Timetable and Schedule Coordinator

Amanda Niat Lan Lim Chow Tom
Government Reporting and Class Scheduling Administrator

Kristina Kotoulas
Degree Evaluation Officer and Class Schedule Administrator

Vanessa Fabris
Degree Evaluation Officer and Class Schedule Administrator

Maria Pietraroia
Administrative Assistant
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Class Schedule Info Session
Session Overview
I.
II.
III.
IV.
V.
VI.
Changes in the Scheduling Process
Banner Information / Updates
Course Scheduling Forms
Website Information
Timelines
Workshops
Questions
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Class Schedule Info Session
I. Changes in the Scheduling Process
Previous Process
New Process
 Manual Course
 WEB-BASED Course
Combination forms
Combinations form submitted
via Minerva
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Class Schedule Info Session
I. Changes in the Scheduling Process
 Course Combinations WEB-BASED Form
 Course Combinations forms are now completed and
submitted via Minerva as of the month of October. Units are
responsible for verifying/modifying and submitting the
course combinations.
 Forms will be available on October 5, 2014 and the Class
Schedule Coordinators must submit the Course
combinations for approval to the department approver.
 Class Schedule Coordinators must allow the approvers
enough time to review and approve the course
combinations by November 14, 2014.
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Class Schedule Info Session
II. Banner Information / Updates
 Rollover – completed September 30, 2014
 New course section creation
 Existing course sections modification
 Max enrolment
 Pre-requisites validation (SSAPREQ)
 Professor assignments (if known)
 Room characteristics
 Links
 Cross listed groups: send to the Class Schedule Coordinator at
[email protected]
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Class Schedule Info Session
II. Banner Information / Updates
Important Notes About Patterns
 Patterns must be reviewed for changes. All new CRNs with a default
pattern of CLAS must be updated to the correct meeting type
 Examples
Pattern 3X1 | MWF, TRF or MTR | 8:35 - 9:25 or 9:35 - 10:25 etc.
Pattern 2X15 | MW, TR or WF | 8:35 - 9:55 or 10:05 - 11:25 etc.
Pattern 1X3 | M,R,W,R,F | 8:35 - 11:25 or 11:35 - 14:25 etc.
 Pattern NTN -- used in meeting type field if a course section does not need
a time or room. E.g. reading courses, thesis courses etc.
 Pattern FRC -- used in meeting type field if a course section must be
offered at a specific time. E.g. Seminars with guest speakers, adjunct
professors who can only teach at a certain time etc. Should be rarely
used and must be approved by Class Scheduling prior to selecting.
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Class Schedule Info Session
II. Banner Information / Updates
Rooms – What To Do
Assign / Force the building and the room if a course section must
absolutely go into a specific room. Examples - Lab and studio course
sections, Phys. Ed. Activity courses (Soccer, Swimming, Rugby etc.)
 Indicate “NOROOM” in the building field and “NEEDED” in the room
field if a course section does not need a room. Example - Course
sections that take place in the Instructor’s office
 Room preferences (not attributes) must be indicated in SSATEXT
 Indicate a max of 3-4 room attributes and identify their priority (they
should not all be ranked as priority 1)
 New attribute code for active learning classrooms – S145. Ensure
that it is part of your course selection if course has to go into that
type of room
 If a course section must be assigned into a departmental room,
indicate the appropriate department room characteristic (not 8
building code). Example: S138 for BIOL-DEPT
Class Schedule Info Session
II. Banner Information / Updates
Rooms – What NOT To Do
 Do NOT select both whiteboard and chalkboard room attributes for the
same course section
 Do NOT select conference table and moveable sidearm for the same
course section
 Do NOT select the overhead projector room attribute as this attribute
has been “retired” from the database (S024 displays as ~Do Not use Overhead
projector)
 Do NOT select the Slide projector room attribute as this attribute has
been “retired” from the database (S032 displays as ~Do Not use Slide projector)
 Do NOT inflate the max enrolment more than 20% of the previous
year’s actual enrolment without providing a valid reason to the Class
Scheduling Office
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Class Schedule Info Session
III. Course Scheduling Forms
 Course Section Constraint Forms
-- Existing course section constraint forms are being sent to each
department for review and approval
(Indicate “No Change Needed“ where appropriate)
-- New course sections offered will require a new course section constraint form
available on our website
 Instructor Unavailability ONLINE Form
-- An online Instructor Unavailability form is available on Minerva for all
instructors under the Faculty Menu
--Instructors must fill out the form and have it approved otherwise no
unavailability will be assigned to them. Therefore they can be scheduled during a
period when they are not available to teach.
 Department Unavailability Forms
-- Department Unavailability forms are being sent to each unit for review
 Course Combinations ONLINE Form
-- An online Course Combination form is available on Minerva under the SR
ADMIN> Catalogue and Schedule Menu
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Class Schedule Info Session
III. Course Scheduling Forms
Course Constraint Forms
 Examples of Blockoffs:
-- Lecture should be scheduled in the morning because its labs are
scheduled in the afternoon
 Examples of Course Section Ties/Groups:
-- Lab and Tutorial must be on the same day and same time
-- Two sections must be offered at the same time in different rooms
-- Two course sections must be offered back to back
 Indicate LT (for Lab Technician) or TA (for Teaching Assistants) if an
Instructor is attached to a lab or tutorial section in Banner but does not
attend it
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Class Schedule Info Session
III. Course Scheduling Forms
Instructor Unavailability Forms
 Instructor Unavailability forms must be reviewed and approved by the
Chair/Director or Delegate
 Any changes in regards to Chair or Delegate should be communicated to
Leslie for proper access.
 Units are responsible for informing instructors when the forms become
available.
 Preference for 8:30 or 4:30 timeslot does not guarantee course sections to
be scheduled at that time
 Some problems encountered related to Instructor Blockoffs:
-- Instructor teaches a course section that is offered 3 times a week, the course
section must be offered on MWF because it is scheduled in large auditorium like
LEA 132 or ADAMS AUD, and the instructor has one of these days blocked off
-- Instructor attends a lab section that must be offered in the afternoon until 5:30
and the Instructor has blocked off part of the afternoon
-- Two Instructors teach the same course section and have opposite blockoffs 12
Class Schedule Info Session
III. Course Scheduling Forms
Department Unavailability Form
 Fill out a Department Unavailability Form:
http://www.mcgill.ca/classschedule/schedulingkit/forms
 Indicate departmental activities that require Instructors’
attendance or a departmental room
 Indicate only departmental activities that are scheduled in
advance
 Indicate list of Instructor names for departmental activities where
not all Instructors attend the session
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Class Schedule Info Session
III. Course Scheduling Forms
Course Combinations
 Blocks of courses that need to be conflict free with each other for
each program and each year of that program and each term in
that program. A maximum of 6 in each combination and a
minimum of 2 courses must be in each combination.
 New on-line process this year: all forms must be verified before
submission.
 Only unit-approved course combinations will be processed
during the cycle
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Class Schedule Info Session
III. Course Scheduling Forms
How To Submit To Enrolment Services
Course Constraint Forms & Department Unavailability Form
1. Email Electronically to:
[email protected]
2. Print and Mail / Deliver to:
688 Sherbrooke Street, Suite 750
Instructor’s Unavailability Form & Course Combinations
Minerva
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Class Schedule Info Session
IV. Website Information
 Website Address: http://www.mcgill.ca/classschedule/
 Information includes:
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Timeline
Scheduling Instructions
Checklist of items to be completed by the deadline
Dos and Don’ts
Forms
Workshop dates and registration information
FAQs
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Class Schedule Info Session
V. Timelines Summary
 November 14th, 2014
-- Deadline to provide course information for scheduling
-- Deadline for instructor unavailability forms
 February 16th, 2015
-- Preliminary Class schedule available on Banner for review
 February 27th, 2015
-- Deadline for feedback of the 1st class schedule draft
 March 31st, 2015
-- Final class schedule available on Minerva
 April 7th, 2015
-- 2015/16 Registration begins for returning students
Additional details available on our website:
https://www.mcgill.ca/classschedule/schedulingkit/timeline
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Class Schedule Info Session
VI. Workshops
Our on-going workshops provide an opportunity for you to get hands-on assistance while working on your
Banner updates.
Note - Registration is required (on Minerva) and workshops are subject to cancellation if no one registers.
Employee>ICS Training Menu> Enrolment Services Workshops
2014 Workshop Schedule

Friday, October 10th
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Wednesday, October 22nd & 29th and Thursday, Oct. 23rd
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Thursday, October 30th
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Monday, November 3rd
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Friday November7th
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Friday November14th
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1 p.m. to 4:00p.m.
1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m.
8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.
1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m
8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.
1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m
Additional details (venue etc.) available on class schedule website:
http://www.mcgill.ca/classschedule/schedulingkit/infosessions
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Class Schedule Info Session
Questions ?
If you have additional questions please contact us. You may
 Register for a workshop
 Email us at [email protected]
 Call us …
-- Leslie Chalmers (5705)
-- Nasim Razavinia (5916)
-- Rhea Saddick(7242)
-- Jenny Dionatos (3491)
-- Amanda Niat Lan Lim Chow Tom (8018)
-- Kristina Kotoulas (00769)
-- Maria Pietraroia (1309)
-- Vanessa Fabris (2282)
-- Janet Martone(00643)
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