Rocky Moran Scheduling & Publications [email protected] Denise Belanger Summer Sessions Program Manager [email protected] Sean Woods

Rocky MoranScheduling & Publications

[email protected]

Denise BelangerSummer Sessions Program Manager

[email protected]

Sean WoodsSummer Scheduling & One-Times

[email protected]

Jamie SpragueFall, Winter & Spring Scheduling

[email protected]

Online ResourcesOnline Resourceshttp://http://www.registrar.ucsb.edu/staffonly.htmwww.registrar.ucsb.edu/staffonly.htm General assignment classroom inventoryGeneral assignment classroom inventory Schedule proof FAQ and Legend for Proofs and SAFsSchedule proof FAQ and Legend for Proofs and SAFs Approval code instructionsApproval code instructions One-time room request templatesOne-time room request templates IRAL InstructionsIRAL Instructions Academic Support Staff CalendarAcademic Support Staff Calendar

http://http://www.summer.ucsb.eduwww.summer.ucsb.edu// Scheduling Courses for SummerScheduling Courses for Summer Sample Exercises for Scheduling Summer ClassesSample Exercises for Scheduling Summer Classes

http://www.policy.ucsb.eduhttp://www.policy.ucsb.edu5539 – Academic Scheduling of Classes and Classrooms5539 – Academic Scheduling of Classes and Classrooms5539 Attachment A – Classroom Scheduling5539 Attachment A – Classroom Scheduling

Things that have Things that have changed now changed now

that we are not that we are not printing the printing the Schedule of Schedule of

ClassesClasses

Online Schedule of Online Schedule of Classes PDFClasses PDF

PDF PDF includes narrative information (the first 30 pages) like calendars, deadlines, policies, etc

Changes to the Changes to the Scheduling CycleScheduling Cycle

Proof OneProof One An exact copy of the last “like” quarterAn exact copy of the last “like” quarter Listed days, times and rooms are Listed days, times and rooms are notnot assignments assignments

Proof TwoProof Two A reflection of the changes indicated on Proof OneA reflection of the changes indicated on Proof One Listed days, times and rooms are Listed days, times and rooms are notnot assignments assignments

Proof ThreeProof Three Updated schedule based on changes from Proof TwoUpdated schedule based on changes from Proof Two Listed days, times and rooms are assignments for Listed days, times and rooms are assignments for

primaries onlyprimaries only

Changes to the Changes to the Scheduling CycleScheduling Cycle

Release to STARRelease to STAR Allows scheduling contacts to view their schedule in STARAllows scheduling contacts to view their schedule in STAR Schedule is released to GOLD at the same timeSchedule is released to GOLD at the same time

New deadlines…New deadlines…

Deadline to Schedule Unplaced Primaries & Deadline to Schedule Unplaced Primaries & SecondariesSecondaries

Instead of a deadline to make changes before going to printInstead of a deadline to make changes before going to print Will always be one week after the Release to STARWill always be one week after the Release to STAR

Deadline for ChangesDeadline for Changes Try to make as many changes as possible before this dateTry to make as many changes as possible before this date Will always be one week before Pass OneWill always be one week before Pass One Used to be the day that the printed schedule of classes was Used to be the day that the printed schedule of classes was

due on campusdue on campus

Fall 2010 Scheduling Fall 2010 Scheduling CycleCycle

1st Proof Delivered1st Proof Delivered Monday, January 11thMonday, January 11th

1st Proof Due1st Proof Due Wednesday, January Wednesday, January 27th27th

2nd Proof Delivered2nd Proof Delivered Wednesday, February Wednesday, February 10th10th

2nd Proof Due2nd Proof Due Wednesday, February Wednesday, February 24th24th

3rd Proof Delivered3rd Proof Delivered Friday, March 12thFriday, March 12th

3rd Proof Due3rd Proof Due Monday, April 5thMonday, April 5th

Release to STARRelease to STAR Monday, April 12rhMonday, April 12rh

Deadline to Schedule UnplacedDeadline to Schedule Unplaced Monday, April 19thMonday, April 19th

Deadline for ChangesDeadline for Changes Monday, May 3rdMonday, May 3rdBecause we aren’t printing the Schedule of Classes, the Fall schedule proof process will begin one week later, and finish one month later that in past years.

Printing a Proof in STARPrinting a Proof in STAR1. From the STAR Main Menu, enter selection “R” to go to the Reports menu.1. From the STAR Main Menu, enter selection “R” to go to the Reports menu.

Printing a Proof in STARPrinting a Proof in STARFrom the Reports menu, look for the “Schedule Proof (pdf)” option.From the Reports menu, look for the “Schedule Proof (pdf)” option.

Printing a Proof in STARPrinting a Proof in STAR

Enter the department whose schedule you’d like to view, and type in the email address you’d like the schedule sent to. Then press Enter to submit the job. The department The department course schedule will be sent to the email address entered as a pdf (it course schedule will be sent to the email address entered as a pdf (it should look just like a schedule proof) which shows all courses and should look just like a schedule proof) which shows all courses and restrictions, similar to how the printed Schedule of Classes would restrictions, similar to how the printed Schedule of Classes would present the information.present the information.

Curriculum Download in Curriculum Download in STARSTAR

From the Reports menu, look for the “Curriculum Extract” From the Reports menu, look for the “Curriculum Extract” option. Type the number and press enteroption. Type the number and press enter


Enter your email address, and press enter to run the job.


You will be sent two emails – one will be titled “Curriculum Extract” and the other “Curriculum Time Extract”. Delete the “Curriculum Time Extract”.

Double click the attachment in the “Curriculum Extract” email to access the text file. Drag the file on to your desktop.


Open Excel, go to the “Data” tab, drop down to “Import External Data”, and click on “Import Data”.

Curriculum Download in Curriculum Download in STARSTARExcel will prompt you to open your data file. Navigate to your

desktop, and open the file you saved to your desktop. It will always start with “EMAIL.your-user-name”.

Curriculum Download in Curriculum Download in STARSTAROnce you choose your file, Excel will open the “Text Import

Wizard”. Choose “Delimited” in Step 1. Click next.


In step 2, check the box for “Semicolon”. Click next.


In step 3, click on the column marked “ENROLL CODE” and change the data format to Text. Click finish.


Scheduling Scheduling Course Days and Course Days and

TimesTimes

Summer 2010 Session Dates Summer 2010 Session DatesSummer Quarter Contact Time Summer Quarter Contact Time

Regulations Regulations andand

Standard Days/Times for Fall, Winter Standard Days/Times for Fall, Winter SpringSpring

2010 Summer Sessions2010 Summer Sessions

FormatFormat SessionSession Instruction Instruction BeginsBegins

Instruction Instruction EndsEnds

SessionSessionEndsEnds

6-week6-week AA June 21June 21 July 30July 30 July 31July 31

6-week6-week BB Aug 2Aug 2 Sept 10Sept 10 Sept 11Sept 11

10-week10-week CC June 21June 21 Aug 27Aug 27 Aug 28Aug 28

3-week 3-week DD June 21June 21 July 9July 9 July 10July 10

3-week3-week EE July 12July 12 July 30July 30 July 31July 31

3-week3-week FF Aug 2Aug 2 Aug 20Aug 20 Aug 21Aug 21

3-week3-week GG Aug 23Aug 23 Sept 10Sept 10 Sept 11Sept 11

All non-delayed-sectioning courses must have assigned session or session dates

Summer Days and TimesSummer Days and Times

Standard time is 80 Standard time is 80 minute period MTWRFminute period MTWRF

““Prime Time” hours Prime Time” hours listed in listed in redred

Courses that use two or Courses that use two or more time slots should be more time slots should be scheduled in non-Prime scheduled in non-Prime Time hoursTime hours

Class BeginsClass Begins

Class Ends Class Ends

(No Later (No Later Than)Than)

8:00 AM8:00 AM 9:20 AM9:20 AM

9:30 AM9:30 AM 10:50 AM10:50 AM

11:00 AM11:00 AM 12:20 PM12:20 PM

12:30 PM12:30 PM 1:50PM1:50PM

2:00 PM2:00 PM 3:20 PM3:20 PM

3:30 PM3:30 PM 4:50 PM4:50 PM

5:30 PM5:30 PM 6:50 PM6:50 PM

7:00 PM7:00 PM 8:20 PM8:20 PM

8:30 PM8:30 PM 9:50 PM9:50 PM

Minimum Contact TimeMinimum Contact Time

Minimum contact time is established by Minimum contact time is established by the Master Course Approval (MCA)the Master Course Approval (MCA)

The MCA also establishes the distribution The MCA also establishes the distribution of hours (e.g., lecture only; lecture and of hours (e.g., lecture only; lecture and discussion section, etc.)discussion section, etc.)

To “convert” the time of a F/W/S course To “convert” the time of a F/W/S course into a summer course, begin by converting into a summer course, begin by converting required course hours into minutesrequired course hours into minutes

Each “hour” is equal to 50 minutes Each “hour” is equal to 50 minutes


Course TypeCourse Type UnitUnitss

If MCA says…If MCA says…= =

MinuteMinutess

Lower Division Lower Division

(Lab)(Lab)22 Primary: 30 hoursPrimary: 30 hours 15001500

Lower DivisionLower Division

(Lec/Discussion (Lec/Discussion Section)Section)

44Primary: 30 hoursPrimary: 30 hours

Secondary: 10 Secondary: 10 hourshours

1500/5001500/500

Lower DivisionLower Division

(Lec/Lab Section)(Lec/Lab Section)55

Primary: 20 hoursPrimary: 20 hours

Secondary: 40 Secondary: 40 hourshours

1000/20001000/2000

Upper DivisionUpper Division

(Lecture only)(Lecture only)44 Primary: 30 hoursPrimary: 30 hours 15001500

GraduateGraduate

(Lecture only)(Lecture only)44 Primary: 40 hoursPrimary: 40 hours 20002000


Distribute minutes over number of days Distribute minutes over number of days and weeks for the appropriate sessionand weeks for the appropriate session

See handout for sample exercises to practiceSee handout for sample exercises to practice

Many courses have contact times that Many courses have contact times that exceed the minimum per department exceed the minimum per department practice or faculty preference. Do not practice or faculty preference. Do not change without consulting someone in change without consulting someone in the department.the department.

Summer Special CoursesSummer Special Courses

Some courses are offered in coordination with Some courses are offered in coordination with special summer programs. For example:special summer programs. For example:

Travel-Study ProgramsTravel-Study Programs

Language Institutes (Graduate Programs)Language Institutes (Graduate Programs)

Courses may appear on your proof (or STAR) Courses may appear on your proof (or STAR) even though you didn’t add themeven though you didn’t add them

Call Summer Sessions before altering Call Summer Sessions before altering

Standard Days and TimesStandard Days and TimesThree Days a WeekThree Days a Week MWF for 50 minutes starting on the hourMWF for 50 minutes starting on the hour

Two Days a WeekTwo Days a Week MW or TR for 75 minutes starting every 90 minutesMW or TR for 75 minutes starting every 90 minutes

One Day a Week PrimariesOne Day a Week Primaries Will be scheduled at 8:00am or after 3:30pm, and after Will be scheduled at 8:00am or after 3:30pm, and after

courses following standard time blocks have been courses following standard time blocks have been assignedassigned

Impacted hours are 9am-5pm, and MW/TR Impacted hours are 9am-5pm, and MW/TR spaces are spaces are also impactedalso impacted

Non-standard days and times cannot always be Non-standard days and times cannot always be scheduled, and all first requests cannot be filled. Please scheduled, and all first requests cannot be filled. Please have other choices ready.have other choices ready.

Campbell Hall & IV Campbell Hall & IV Theater 1Theater 1

Due to the increased demand for Campbell Hall Due to the increased demand for Campbell Hall and IV THEA1 for courses of 500+, we will be and IV THEA1 for courses of 500+, we will be unable to place courses which request a MW-75 unable to place courses which request a MW-75 minute space.minute space.

Space concerns have grown to a point where Space concerns have grown to a point where accommodating the volume of requests for large accommodating the volume of requests for large lectures is a challenge in itself: Giving all courses lectures is a challenge in itself: Giving all courses their choice time in these rooms may be an their choice time in these rooms may be an impossibility. In order to ease the scheduling impossibility. In order to ease the scheduling tension in these rooms, we’re requesting that:tension in these rooms, we’re requesting that:

Requests for Campbell Hall and IV Theater are limited to Requests for Campbell Hall and IV Theater are limited to either MWF-50 minute or TR-75 minute time blocks. either MWF-50 minute or TR-75 minute time blocks.

We are given at least two alternate times in addition to We are given at least two alternate times in addition to your first preference. your first preference.

Summer Session Summer Session FinalsFinals

Summer Final ExamsSummer Final Exams

Faculty can choose to hold their final exam during Faculty can choose to hold their final exam during the last regularly-scheduled class meeting, OR,the last regularly-scheduled class meeting, OR,they may opt for a separately-scheduled, 3-hour they may opt for a separately-scheduled, 3-hour final final outsideoutside the last class meeting. the last class meeting.

Summer proof packets will include a form for you Summer proof packets will include a form for you to indicate which courses will require a 3-hour to indicate which courses will require a 3-hour final.final.

Once courses are known, the Registrar’s office will Once courses are known, the Registrar’s office will

schedule finals and notify departments of their schedule finals and notify departments of their final schedule.final schedule. However…However…

Summer FinalsSummer Finals

There are a There are a limitedlimited number of final time number of final time periods available.periods available. The possibility exists for some students to have The possibility exists for some students to have

more than one final in the same time period. more than one final in the same time period. It is the instructor’s responsibility to It is the instructor’s responsibility to

accommodate students with verifiable exam accommodate students with verifiable exam conflicts. conflicts.

If the instructor wishes to schedule a If the instructor wishes to schedule a secondsecond final for affected students, the Registrar's final for affected students, the Registrar's Office can assist in scheduling an additional Office can assist in scheduling an additional alternate final meeting.alternate final meeting.

IRALIRALInstructor Resource Audit Instructor Resource Audit

ListList

IRAL InstructionsIRAL InstructionsThird Week Census DateThird Week Census Date Taken 15 days after the first day of instructionTaken 15 days after the first day of instruction A “snapshot” of the quarterA “snapshot” of the quarter

Prior to the third week census date…Prior to the third week census date… Cancel courses with zero enrollmentCancel courses with zero enrollment Drop students still enrolled in canceled coursesDrop students still enrolled in canceled courses IRALs printed before the third week census date IRALs printed before the third week census date

will be marked as preliminary and will not be will be marked as preliminary and will not be acceptedaccepted

During the Summer quarter, the third During the Summer quarter, the third week census date is taken at the fifth day week census date is taken at the fifth day of instruction during each session. The of instruction during each session. The IRAL report is not compiled until the end IRAL report is not compiled until the end of the entire Summer quarter, not after of the entire Summer quarter, not after each session.each session.

IRAL InstructionsIRAL InstructionsAfter the third week census date…After the third week census date…

Print the IRAL Print the IRAL Check for incorrect or missing informationCheck for incorrect or missing information

Will be notated by blanks and error message on the last pageWill be notated by blanks and error message on the last page Correct missing information (and call or email us with Correct missing information (and call or email us with

your questions!)your questions!) Sign on signature line on last pageSign on signature line on last page Turn into the Registrar’s OfficeTurn into the Registrar’s Office

RememberRemember - the printed IRAL report is a tool for - the printed IRAL report is a tool for the Registrar and the academic department the Registrar and the academic department

scheduling contact use to make sure that all course scheduling contact use to make sure that all course information enter in STAR is correct. information enter in STAR is correct.

Frequently Asked Frequently Asked Scheduling Scheduling QuestionsQuestions

Which classrooms are Which classrooms are controlled by the Registrar? controlled by the Registrar? What are their attributes?What are their attributes?

Room Inventory lists physical and media attributes for each Room Inventory lists physical and media attributes for each roomroom

The registrar controls most rooms from 8am through 10pm The registrar controls most rooms from 8am through 10pm (with limited control of Bren Hall 1414, Campbell Hall, Lotte (with limited control of Bren Hall 1414, Campbell Hall, Lotte Lehman Hall, and the IV Theaters)Lehman Hall, and the IV Theaters)

Contact Instructional Resources at extension 3549 to Contact Instructional Resources at extension 3549 to coordinate the use of media featurescoordinate the use of media features

Other Campus SpaceOther Campus Space Departments must maintain their own schedule for department roomsDepartments must maintain their own schedule for department rooms Use the Curriculum Audit report (included in Proof Two and Three) to Use the Curriculum Audit report (included in Proof Two and Three) to

check for conflicts in department roomscheck for conflicts in department rooms The Office of the Registrar cannot verify that department rooms or The Office of the Registrar cannot verify that department rooms or

computer labs are availablecomputer labs are available

What time blocks can I use What time blocks can I use for MW courses?for MW courses?

MW time blocks begin and end on same times as TR MW time blocks begin and end on same times as TR coursescourses

MWFMWF MW or TRMW or TR8:00am-8:50am8:00am-8:50am 8:00am-9:15am8:00am-9:15am

9:00am-9:50am9:00am-9:50am 9:30am-10:45am9:30am-10:45am

10:00am-10:50am10:00am-10:50am 11:00am-12:15pm11:00am-12:15pm

11:00am-11:50am11:00am-11:50am 12:30pm-1:45pm12:30pm-1:45pm

12:00pm-12:50pm12:00pm-12:50pm 2:00pm-3:15pm2:00pm-3:15pm

1:00pm-1:50pm1:00pm-1:50pm 3:30pm-4:45pm3:30pm-4:45pm

etc…etc… 5:00pm-6:15pm5:00pm-6:15pm

What is Delayed What is Delayed Sectioning?Sectioning?

Indicate on Proofs with “Delayed Sectioning: I”Indicate on Proofs with “Delayed Sectioning: I” There will only be one enrollment code on Proof There will only be one enrollment code on Proof

and on GOLDand on GOLD Students enroll with this generic enrollment code Students enroll with this generic enrollment code

which prompts them to then select an instructor, which prompts them to then select an instructor, using the instructor’s two digit instructor codeusing the instructor’s two digit instructor code

A new section is then created for this instructor A new section is then created for this instructor and the student is enrolledand the student is enrolled

There is never enrollment in the first primaryThere is never enrollment in the first primary

Why doesn’t an instructor’s Why doesn’t an instructor’s name appear on the name appear on the

proof/in STAR?proof/in STAR? Instructors names written on the proof Instructors names written on the proof must reflect their STAR Instructor IDmust reflect their STAR Instructor ID I couldn’t read your handwritingI couldn’t read your handwriting

Why does STAR list an Why does STAR list an “incorrect” title code?“incorrect” title code?

Common explanations…Common explanations…

Appointment has been entered into PPS but the Appointment has been entered into PPS but the upload hasn’t happened yetupload hasn’t happened yet

Summer appointment hasn’t been entered into PPS Summer appointment hasn’t been entered into PPS yetyet

There are two title codes in PPS. If PPS lists more There are two title codes in PPS. If PPS lists more than one title code, the highest level will be in STARthan one title code, the highest level will be in STAR

EX; Associate - 1507 vs. TA - 2311EX; Associate - 1507 vs. TA - 2311

Why didn’t I receive the Why didn’t I receive the number of approval number of approval codes I requested?codes I requested?

Pass One and TwoPass One and Two

Each course will be allowed approval codes up to 20% of the max Each course will be allowed approval codes up to 20% of the max capacity of the room they are assigned. For courses with secondaries, capacity of the room they are assigned. For courses with secondaries, this 20% will be based off of the max capacity of the room assigned to this 20% will be based off of the max capacity of the room assigned to the lecture and evenly distributed across the secondaries. the lecture and evenly distributed across the secondaries.

EX; If PHIL 100A is assigned to Buchanan 1930 (max 100), only a total EX; If PHIL 100A is assigned to Buchanan 1930 (max 100), only a total of 20 approval codes total will be allowed during pass 1 and 2 (20% of of 20 approval codes total will be allowed during pass 1 and 2 (20% of the max capacity of Buchanan 1930 is 20). These 20 approval codes the max capacity of Buchanan 1930 is 20). These 20 approval codes will then be distributed evenly across the four secondaries.will then be distributed evenly across the four secondaries.

Requested Approval Codes Approval Requested Approval Codes Approval Codes CreatedCodes Created

PHIL 100A 0100 n/a (required secondaries)PHIL 100A 0100 n/a (required secondaries) 20 total20 total

PHIL 100A 0101 15PHIL 100A 0101 15 55

PHIL 100A 0102 15PHIL 100A 0102 15 55

PHIL 100A 0103 15PHIL 100A 0103 15 55

PHIL 100A 0104 15PHIL 100A 0104 15 55

When do I need an SAF?When do I need an SAF?

Use an SAF when…Use an SAF when… Adding courses/sectionsAdding courses/sections Canceling courses/sectionsCanceling courses/sections

……and when changing…and when changing…

Day or time in any roomDay or time in any room Registration restrictionsRegistration restrictions Registrar controlled roomsRegistrar controlled rooms

Don’t need an SAF when Don’t need an SAF when changing…changing…

InstructorsInstructors Between two department Between two department

controlled rooms at the controlled rooms at the same day and timesame day and time

Enrollment maxes (as Enrollment maxes (as long as a new registrar long as a new registrar controlled classroom controlled classroom isn’t needed)isn’t needed)

SAFs are required once student registration has started

Rocky MoranScheduling & Publications

[email protected]

Denise BelangerSummer Sessions Program Manager

[email protected]

Sean WoodsSummer Scheduling & One-Times

[email protected]

Jamie SpragueFall, Winter & Spring Scheduling

[email protected]

Questions? Questions? Concerns?Concerns?

Documents

Rocky Moran Scheduling & Publications [email protected] Denise Belanger Summer Sessions Program Manager [email protected] Sean Woods