Updates, Best Practices & New Features

Schedule of ClassesWinter/Spring 2011

Agenda

• Welcome & Introductions• Rolling Terms• Dates & Deadlines• Best Practices & New Features• Cross-listed Classes & Combined Sections• Communications • Wrap-up/ Questions & Answers

Welcome & Introductions

Nate Czarnota – Assistant Registrar - SchedulingBeth Oertel – SA Training-----------------------------------------------------------Yvette Mozie-Ross – Assistant Provost, Enrollment

Management

Michael Busges – Project Director, Provost’s Office

Beth Jones – Director, S/W Special Programs

Chuck Brawner – Program Specialist, S/W Programs

Edyta Edwards – Academic Program Specialist, Registrar’s Office

Welcome & Introductions

Special Guests:

Jean Bunche – Director, SBS

Cindy Hoffmaster – Assistant Director, SBS

John Fritz – Assistant VP, Information Technology

Karin Readel – Director, Information Technology

Rolling Like Terms

• Winter/Spring 2010 was rolled over to Winter/Spring 2011.

• Includes Class Status = – Active– Tentative– Cancelled

• NOT ROLLED– Combined sections for courses that are

NOT cross-listed at the Catalog-level

Dates and Deadlines

Dates for Winter/Spring ‘11 Schedule: Week of Aug 2 Week of Aug 9 Scheduling Coordinator Kickoff Meetings August 11 Winter/Spring 2011 schedule opens for editing September 10 Deadline for updating Winter course schedule Week of Sept 13 Approval of Winter schedule  September 30 Deadline for final Winter/Spring edits and Combined course requests

October 1 Winter Schedule go live Winter/Spring blackout period begins 

Dates and Deadlines

October 15 Winter/Spring blackout period ends October 22 Spring Schedule go live November 1 Advanced Registration begins for

Winter/Spring 2011 January 3 First day of Winter session 2011

January 25 Last day of Winter session 2011 January 26 First day of Spring term 2011  

New SOC Procedure

October 15 Winter/Spring blackout period ends

We will be actively monitoring changes to the SOC after the blackout period is lifted.

Benefits:•Proactive, enhancement of communication btwn Registrar & Departments• View changes to SOC by User• Reporting capabilities• Monitor changes that may affect faculty contracts

  

Best Practices & Updates

• Basic Data Tab• Meetings Tab• Enrollment Control Tab• Reserve Cap Tab• Notes Tab

Best Practices – Basic Data Tab

Class Section Numbering:

Must be 2-digit!!!For consistency in Reporting.

Associated Class #: Single Component Classes = Associated Class Number matches the section number

Multiple Component Classes = Associated Class Number is used to group the components that go together.

Best Practices – Basic Data TabImplications of incorrect set-up with Associated Class #s:

-After registrations begin, Associated Class numbers extremely difficult to change

-Variable credit courses cannot set credits per section

-Students registeredin multiple sectionsof same course have issues when they drop one section

Best Practices – Basic Data TabDefining “Permission Only” Classes

Special Topics – are assigned on the Basic Data Tab ONLY.

Special Topics should include NOTES with a description of the material covered in the “special topic.”

Basic Data Tab

Equivalent Course Group -

Course Equivalency Groups are assigned at the Catalog – level.Purpose is to link Course IDs converted from legacy system.

DEFINITION OF COURSE DELIVERY FORMATS

Definitions of delivery format:• In-Person: A "traditional" class that conducts all of its meetings or activities

during a fixed date, time and location. The pedagogical focus is usually instructor led.

• Hybrid (part online, part face-to-face): A class that replaces one or more of its weekly, face-to-face sessions with online activities that may or may not occur during a fixed date or time. The pedagogical focus shifts more responsibility to students, who do work online, either in self-paced activities (e.g., use of courseware for announcements, quizzes, asynchronous discussion boards) or small groups (e.g., discussions, chats/forums, projects/assignments).

• Online: A class that only meets online, typically in an asynchronous mode (not in real time). The pedagogical focus is more on self-paced student learning using many or all of the hybrid activities above. Since the format is totally online, the student shoulders most of the responsibility for learning, with the instructor serving more as a facilitator or guide.

Best Practices – Basic Data Tab

• Campus = OFF (Off Campus)

• Instruction Mode = O (Online)

Online

Best Practices – Basic Data Tab

Hybrid

Enter the day and time you meet face to

face

Enter Descriptive

Notes

Course Fees

Course Fees will now appear as a Course Attribute on the Basic Data Tab.•Course Fees are assigned at the Catalog Level•Multi-component classes – fee is assessed on the Graded component of the course•Double- check to see if it is correct

Prerequisites Reminders….Prerequisites are enforced on a per term basis, not per session.Granting Exceptions = Consent Required + Requisite Not Met

See Dept Chair for a list of courses w/ System-enforced Prerequisites

Best Practices – Meetings Tab

Check your Meeting Patterns, Times & Facility ID

Assign Instructors & Set ACCESS!!!

X

New Feature – Meeting Tab

Room Characteristics we will use are:

•UMBC Smart Room•Computer Lab•Dept Maintained•Accessibility Need

UMBC Smart Room =•Ceiling Mounted data projector•Push-button system control•Input and cable for Instructor Laptop•Wired and Wifi internet connectivity•Sound system for computer and video sources•Pull-down screen*Assumes presenter is bringing a laptop.

Room Characteristics

The process for scheduling a Computer Lab remains the same!!!

Enter RT ticket and coordinate via OIT.

Room Characteristics

Benefits:•No More “special room request’ forms

• Less Paperwork

• Registrar’s Office will be reaching out to you.

• More efficient

• Better Communication

Draw Backs:

• Can only choose one Room Characteristic

• When R25 runs, the section of the course will only be assigned to a room that meets the Characteristic you selected.

Independent Study Classes

Best Practice:- One Section Per Instructor (number

sections sequentially)- Leave Status at “Tentative” until you

have confirmation the instructor will be accepting students for a particular term

- Then change Status to “Active”- Instructor access set to “Approve”

Best Practices - Enrollment

Enrollment Control:Requested Room Capacity cannot exceed 20% of your

Enrollment Capacity

New Feature

Reserve Capacities are used if a department wants to reserve a specified number of seats in a section for either or both:

- Academic Level (Fresh, Soph., Jr. Sr.)- Major

New Feature

Reserve Capacity consists of three parts:a) Start Dateb) Requirement Groupc) Cap Enrollment

Reserve Capacity Requirement Group

Reserve Capacities Requirement Group –

If you need to have a custom Requirement Group built - Aggregate of Academic Level & Major - submit an RT ticket!!!

Header to include “Reserve Capacity Requirement Group Request”

Reserve Capacity Training

Sign – up @ …..umbc.edu/training

Wed, Aug 25th 12p-1p Mon, Aug 30th, 12p-1p Wed, Sept 8th 12p-1p Mon, Sept 13th, 12p-1p

Held in ESC 025

Best Practices

Don’t forget the NOTES!!!-They rolled too!

Cross-Listed Classes vs. Combined Section Only

Cross-Listed Classes• Combined at Catalog level

(share course ID #)• Share the same course title,

description, and attributes• Classes are never scheduled

independent of each other• Combined Section rolls over

each term

Combined Sections• Different courses at the catalog

level• Can have different syllabuses

and materials. (i.e., UGRD & GRAD)

• Can share the same syllabus and class materials (i.e., Topic class)

• Have to request a combined section (via form) each term

Both Cross-listed and Combined Section classes share the same instructor & the same room.

Both types are considered Combined Sections in SA.

• One “Lead” department for each combined section– Communication – Main point of contact with Registrar– Final approval of combined section class

• New process for combining Cross-listed classes

• New Combined Section Form• New Report for Cross-listed classes

Ch, Ch, Ch, Changes…

Combined Section Lunch & Learn

Sign – up @ …..umbc.edu/training

Wed, Aug 25th 12p – 1pMon, Aug 30th 1p – 2pWed, Sept 8th 12p – 1p

Held in ESC 023

Self-paced Videoavailable 8/18….umbc.edu/sa

Communications

We want to hear from you!!! NO MORE SCHEDREGOFFICE@UMBC.EDU Submit all requests via RT Tickets

- Course Acronym - Catalog #- Class Nbr:- Issue

For Winter ‘11 Classes – Email swschedule@umbc.edu

Expectations of the Registrar’s Office

- Respond to inquiries within 48 hours

- Set up Cross-listed courses

- Combine already created courses for combined sections

- Actively monitor the schedule of classes and manage issues that arise

- Be available for refresher training- Kick-off Meetings every Scheduling

cycle

Expectations of the Office of Summer & Winter Programs

-Review winter schedule updates

-Assist depts with schedule updates as needed

-Schedule winter room assignments

-Promote winter session online & in print

-Manage faculty employment contracts

-Coordinate schedule issues with academic depts & Registrar’s Office

Expectations of Scheduling Coordinators

- Meet deadlines

- Correctly set up classes, check and double check all courses

- Ask questions when you are unsure

- Communicate with departments for cross-listed and combined courses

- Submit requests through RT tickets (Spring/Fall)- Winter ‘11 – email swschedule@umbc.edu

- Communicate with instructors on dept. consent courses (student-specific vs. permission numbers)

Wrap-Up Questions & Answers