CLASS SCHEDULEINFORMATION SESSION

2015-2016 ACADEMIC YEAR

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Class Schedule Info SessionWho Are We?

Leslie Chalmers Manager, Class Scheduling Services

Nasim RazaviniaClass Schedule Administrator

Rhea SaddickClass Schedule Administrator

Jenny Dionatos Class Schedule Coordinator

Janet Martone Timetable and Schedule Coordinator

Amanda Niat Lan Lim Chow TomGovernment Reporting and Class Scheduling Administrator

Kristina Kotoulas Degree Evaluation Officer and Class Schedule Administrator

Vanessa FabrisDegree Evaluation Officer and Class Schedule Administrator

Maria PietraroiaAdministrative Assistant

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Class Schedule Info Session

Session Overview

I. Changes in the Scheduling ProcessII. Banner Information / UpdatesIII. Course Scheduling FormsIV. Website InformationV. TimelinesVI. Workshops

Questions

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Class Schedule Info Session

I. Changes in the Scheduling Process

Previous Process

Manual Course Combination forms

New Process

WEB-BASED Course 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

classschedule@mcgill.ca

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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 / UpdatesRooms – What To DoAssign / 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 building code). Example: S138 for BIOL-DEPT

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Class Schedule Info Session

II. Banner Information / UpdatesRooms – 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 FormsCourse 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

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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 FormsHow To Submit To Enrolment Services

Course Constraint Forms & Department Unavailability Form

1. Email Electronically to: timetableproject.es@mcgill.ca

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:

– 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

Class Schedule Info Session

VI. Workshops

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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

1 p.m. to 4:00p.m.

Wednesday, October 22nd & 29th and Thursday, Oct. 23rd

1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m.

Thursday, October 30th 8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.

Monday, November 3rd 1 p.m. to 3:00p.m. & 3:00p.m. to 5:00p.m

Friday November7th

8:30a.m. to 10:30 a.m. & 10:30a.m. to 1:00p.m.

Friday November14th

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 timetableproject.es@mcgill.ca 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)