Full TimetablingDepartment Scheduling

Timetabling Timeline

2

Spring 2012 Schedule Build (201210)Kent Campus

Event Dates

DCU and SPFS data entry window04/18/11 - 05/27/11

Registrar imports SPFS entries and draft timetable built05/30/11 - 07/01/11

Departmental feedback in SPFS website07/05/11 - 07/22/11

Registrar begins production of final timetable & upload to Banner07/25/11 - 09/09/11

Schedule adjustment in workflow/Banner09/12/11 - 09/16/11

Schedule published in FlashFAST and Registrar's website 9/19/2011

Timetabling: What Information is Needed?•Timetabling requires information regarding each of

four factors

3

Faculty Availabilit

y

Room Inventory

Specific Schedulin

g Paramete

rs

Student Needs

4

Faculty Availabilit

y

Room Inventory

Specific Schedulin

g Paramete

rs

Student Needs

Room Inventory•Room Inventory includes

▫Room type (lecture hall, seminar, computer lab, scientific lab, etc)

▫Room status (active, inactive)▫Room capacity ▫Room characteristics (tablet-arm chairs, technology

package, whiteboards, chalkboards, etc)

5

Room Inventory cont’d•Room Inventory is stored in FAMIS, the authoritative

database for room information•FAMIS is maintained by the University Architect’s

Office•Room Information will be fed from FAMIS into

Banner and the scheduling system.▫Report discrepancies in room inventory to Cheryl

Smith in the architect’s office (csmit75@kent.edu) with a copy to the Academic Scheduling Center (acadschedctr@kent.edu)

6

7

Faculty Availabilit

y

Room Inventory

Specific Schedulin

g Paramete

rs

Student Needs

Faculty Availability•This information includes Meetings, Professor Type,

and Instructor Block-Offs▫Department Meetings are optional and should be used

for meetings that recur throughout the semester▫Professor Type provides the general parameters by

which groups of instructors should be scheduled▫Instructor Block-Offs represent specific times that an

individual instructor is not available to teach

8

Faculty Availability•This information will submitted and maintained in

the Section Planning and Feedback System (SPFS)▫Meeting Requestor role is required to submit and edit

departmental meetings▫Instructor Maintenance role is required to submit and

maintain individual instructor availability and professor types

•No information regarding Faculty Availability should be entered in the DCU

9

10

Faculty Availabilit

y

Room Inventory

Specific Schedulin

g Paramete

rs

Student Needs

Student Needs•Student Needs will be represented by Course

Combinations•Course combinations are the semester prescriptions

of required courses that need to be offered conflict-free

11

Student Needs cont’d•This information will submitted and maintained in

the Section Planning and Feedback System (SPFS)▫Program Coordinator role is required to submit and

edit Course Combinations•No information regarding courses that should be

scheduled conflict free should be entered in the DCU

12

13

Faculty Availabilit

y

Room Inventory

Specific Schedulin

g Paramete

rs

Student Needs

Specific Scheduling Parameters•Scheduling Parameters are CRN (section) specific

parameters to be considered in scheduling•This includes all information entered in the DCU

▫Sections (Component) and Enrollment▫Deliveries/Groups▫Time Request/Time Notes▫Room Request/Room Notes▫Assigned Instructor(s)

14

Component (Section)• Component setup remains

unchanged. Include:▫ Section Number▫ Section Type▫ Max Enrollment▫ Banner Higher Education

Information

15

Component (Section) cont’d•Utilize the ‘Done’ checkbox to indicate when data

entry is completed for a section▫This will allow the ASC to review your submissions and

process notes which will reduce cleanup issues and emails once the build window has closed

16

Deliveries•Deliveries include dates, time patterns, location and

instructor information•Creation and removal of deliveries remains

unchanged

17

Deliveries cont’d•Only one delivery for each scheduling type should be

created▫Multiple deliveries will cause the meets to be

scheduled multiple times▫If a delivery within a section requires multiple rooms,

create one delivery with multiple room requests

18

Deliveries cont’dMultiple Rooms – Don’t Timetable Result

Delivery 01: 2x50 time pattern and

CLAX room request

Delivery 02:2x50 time pattern and

LAB room request

Delivery 01:MW 11:00-11:50 meets in

CLAX ANX 222

Delivery 02:TR 8:50-9:40 meets in

room LAB ANX 333

19

Deliveries cont’dMultiple Rooms – Do Timetable Result

Delivery 01:2x50 time pattern, one

CLAX room request and one LAB room request

Delivery 01:MW 11:00-11:50 meets in

rooms CLAX ANX 222 and LAB ANX 333

20

Deliveries cont’d

Lecture and Lab - Do Timetable Result

LEC Delivery 01:2x1:15 time pattern and

LECX room request

LAB Delivery 02:1x3:00 time pattern and

LAB room request

Delivery 01:TR: 12:30 – 1:45 meets in

room LECX CHH 011

Delivery o2:W: 11:00 – 2:00 meet in

room LAB CHH 105

21

• If multiple schedule types are required, multiple deliveries can be used

Delivery Groups (Co-Scheduling)•Proper Co-Scheduling is critical for an accurate

Timetable ▫Make sure all deliveries that meet in the same room,

at the same time, and with the same instructor are properly Co-Scheduled

▫Co-Scheduling process remains unchanged

22

Delivery Groups cont’dDelivery Group – Don’t Timetable Result

Delivery SUB 43333 001 01:3x50 time pattern, CLAX

room request, Instructor J. Smith

Delivery SUB 53333 001 01:3x50 time pattern, CLAX

room request, Instructor J. Smith

No Group Created

Delivery SUB 43333 001 01:MWF 11:00-11:50 meets

in BOW 213, Instructor J. Smith

Delivery SUB 53333 001 01:MWR 7:45-8:35 meets in

BOW 112, Instructor J. Smith

23

Delivery Groups cont’dDelivery Group – Don’t Timetable Result

Delivery SUB 43333 001 01:Enrollment 25, 3x50 time

pattern, CLAX room request, Instructor J. Smith

Delivery SUB 53333 001 01:Enrollment 10, no time

pattern, no room request, Instructor J. Smith

No Group Created

Delivery SUB 43333 001 01:MWF 11:00-11:50 meets

in BOW 213 – capacity 25, Instructor J. Smith

Delivery SUB 53333 001 01:No meets scheduled

24

Delivery Groups cont’dDelivery Group – Do Timetable Result

Delivery SUB 43333 001 01:Enrollment 25, 3x50 time

pattern, CLAX room request, Instructor J. Smith

Delivery SUB 53333 001 01:Enrollment 10, 3x50 time

pattern, CLAX room request, Instructor J. Smith

Co-Scheduled Group Created

Delivery SUB 43333 001 01MWF 11:00-11:50 meets

in BOW 217 – capacity 35, Instructor J. Smith

Delivery SUB 53333 001 01:MWF 11:00-11:50 meets

in BOW 217 – capacity 35, Instructor J. Smith

25

Deliveries and Co-Scheduling• Improper Delivery creation and Co-Scheduling leads

to undesired results in the timetable▫Instructor Schedule is affected▫Room availability is affected▫Time pattern subset selection is affected

26

Time Requests•Select Pattern Request and then select the

appropriate Time Pattern. Specific times and days will not be entered.

27

Time Requests cont’d•Make sure to double check the time patterns on

existing deliveries▫DCU data is being rolled from the Spring 2011

Simulation database▫Time patterns were updated in this database for forced

times and EVE deliveries, but the cleanup may not have assigned the intended pattern

28

Time Requests cont’d•Check your time patterns by looking at the pattern

subsets ▫Pattern file (Timeblocks – Final - Excel) is located on

the ASC Timetabling Webpage: http://www.kent.edu/registrar/academic/timetabling/index.cfm

29

Time Requirements Notes

•Add time notes in the Time Requirements text box▫Time notes are used to specify the structure and

relationships of time requests, not to indicate specific times and days

30

Time Requirements Notes cont’d•Time notes should be specific and should include

reasons for the requirement.▫Always include the course numbers (if different) and

the section numbers that are being referenced▫Avoid vague verbiage – together, early, late, etc.▫Do not note instructor availability (SPFS)▫Do not note sections that must be conflict free (SPFS)▫If no time is required (i.e. Web courses) do not enter a

time pattern, no note required

31

Time Requirements Notes cont’dTime Note – Don’t Time Note – Do

• Schedule sections in the morning

• Daylight is required for this section

• Instructor can only teach after 5 PM

• Section 001 and 002 must be scheduled prior to 1:00pm because students prepare daily athletic reporting schedules

• Schedule this section between the hours of 9am and 5:30pm because daylight is required

• No note needed – use an EVE pattern

32

Time Requirements Notes cont’d•Time requirements to consider – shared time:

▫Same time (Different professors and rooms)▫Same time, same professor (Different rooms)▫Same time, same room (Different professors)▫Same time, same pavilion (Different professors and

rooms)•Same time, same room, same professor is co-

scheduled, and a group should be created and no note is needed

33

Time Requirements Notes cont’dTime Note – Don’t Time Note – Do

• Schedule sections together

• Schedule Intro and Fundamentals class at 11:00

• Schedule sections in labs at same time

• Schedule section 001 and 002 same time, same pavilion for project coordination

• Schedule 001 and SUB 15151 001 at the same time so students can’t enroll in both

• Schedule section 001 and 002 same time, same prof to offer simultaneous labs

34

Time Requirements Notes cont’d•Time requirements to consider – different time:

▫Same day(s)▫Different day(s)▫Day between meets▫Lab after lecture▫Back to back (B2B)

When requesting back to back, specify whether sections must be in specific order

35

Time Requirements Notes cont’dTime Note – Don’t Time Note – Do

• Schedule lab after lecture

• Schedule MWF

• Schedule following other section

• Schedule this LAB after at least one meet of SUB 11031 001

• Schedule 001 with at least one day between each meet

• Schedule section 001 and 002 B2B with 001 first

36

Forced Times•Requests for forced scheduling will be considered on

a limited basis ▫Submit times, but give clearly articulated reasons for

the request in the time requirement note▫Only approved forcible deliveries will be processed in

the Timetable

37

Forced Times – Guidelines•Guidelines for Forcing Days and Times:

▫Whenever possible the delivery must be forced on pattern

▫Whenever possible the delivery must not cross the time blocks

▫Whenever possible the delivery must start and/or end on pattern

38

Approved Forcible Deliveries• Weekend Deliveries

▫Any deliveries which occur on a Friday evening, Saturday or Sunday may be forced

• Extended Deliveries ▫Any deliveries which last more than three hours may be

forced• Graduate Programs with 2 year scheduling cycles

▫Graduate programs with published 2-year scheduling cycles may force the documented evening deliveries. These 2-year plans must be submitted to the Office of University Registrar.

39

Approved Forcible Deliveries cont’d• External Influence Deliveries

▫Deliveries with an external influence may be forced when the days and times are set for that delivery based on factors outside of the control of the university. These include deliveries: At foreign sites In non-academic space such as Ice Arena or SWRC Consortiums Medical facility clinical experiences Performance deliveries with public participation/audience Coordinated across universities or primary/secondary school systems

40

Room Requests•All classrooms (AUDX, CLA, CLAX, LEC, LECX, SEM,

SEMX) are being reviewed by the Classroom Review Committee▫Exclusive usage of these room types will be reviewed

and approved by the committee•There will be no change in selection of exclusive and

forced room types in the DCU.▫Forced room types include: DIS, GYM, LAB, LBC, LBCX,

STU, STUX, TEA, TEAX

41

Room Request•Priority rooms will no longer be available to select in

the DCU. If a specific room is needed for a section, enter a room requirements note

42

Room Requirement Notes

Room Notes – Don’t Room Notes – Do

• Schedule in ANX 0192

• Schedule in SFH 0113 after section 002

• This section must be scheduled in ANX because access to GYM is necessary for practical experience

• Schedule in same room as section 002 for professor mobility issues (also add B2B time note)

43

•Room notes should be specific and should include the reason for the requirement

Assigned Instructor(s)•Assign an instructor to a class whenever possible

▫The assigned instructor allows the system to consider faculty scheduling parameters

•Only assign instructors who are teaching the class (must be present for each class meeting)▫Don’t assign coordinators who oversee many sections

of a class Sections must schedule conflict free for instructors Sections must schedule according to instructor

parameters

44

Unknown Instructor•A full time faculty member will be teaching the

course, but it will be one of two professors who will be assigned the section at a later date▫Assign both professors to the section in the DCU▫The system will schedule the class at a time when both

professors will be available to teach▫During the feedback window, or after the schedule is

transferred to Banner, the professor who is not assigned can be removed from the section

45

Unknown Instructor•A section will be scheduled, but an adjunct professor

who is only available in the evening will be assigned to the section at a later date▫Select an EVE time pattern, the section will only be

scheduled in the evening subsets

46

Unknown Instructor•A section will be scheduled and an adjunct professor

will be assigned to the section, since the instructor is unknown, the unavailability is unknown ▫Select the desired time pattern based on student

needs or historic scheduling – if updates are necessary, they can be requested during the feedback window or after the schedule is transferred to Banner

47

Unknown Instructor•Multiple sections will be scheduled, but one

currently unknown instructor is expected to teach these sections▫Create a TBA instructor in the DCU and specify the

instructor type (i.e. DEPT_PT: Part time instructor)▫ Assign the TBA instructor to the created sections▫This will force the system to schedule conflict free and

according to parameters set in the professor type to create the best possible schedule for this to-be-named instructor

48

How To: Create TBA Instructors• Click on the Instructors tab

49

How To: Create TBA Instructors cont’d• Select your department from the dropdown list.

50

How To: Create TBA Instructors cont’d• Click on New.

51

How To: Create TBA Instructors cont’d• You will complete the GLOBAL section ONLY.

52

How To: Create TBA Instructors cont’d• Fill in a First and Last Name. If you do not know the name, enter

something generic such as Last Name = ACCT, First Name = TBA1

53

How To: Create TBA Instructors cont’d• Select an Instructor Type from the dropdown list. REMEMBER to

select a type that is associated with your department so that the correct scheduling rules are applied!

54

How To: Create TBA Instructors cont’d• Click Save.

55

How To: Create TBA Instructors cont’d• You have just created a TBA instructor that is attached to your

department and associated with your professor type!

56

How To: Create TBA Instructors cont’d• Reminders

▫ The system will automatically generate an ID for the TBA Instructor.▫ This process is only for instructors who are unknown and do not exist in

Banner. TBA instructors should be used as a placeholder.▫ TBA Instructors will not be transferred back to Banner.▫ If an instructor exists in Banner but not in the DCU, contact the ASC to

have the instructor added. DO NOT create a TBA for a real instructor.▫ Only complete the GLOBAL section when creating a new TBA. Do not

attempt to submit unavailability (blockoffs) here; they will be deleted. Meetings and blockoffs will be entered and managed in the Section Planning and Feedback System.

57

Open Labs•Open labs are scheduled throughout the DCU and

SPFS build window▫Wednesdays and Fridays 2-5 PM ▫No sessions will be held during finals week (May 2 thru

May 8, 2011)▫More information on ABC Signuphttp://reg.abcsignup.com/reg/event_page.aspx?ek=0055-0003-B3F794AA2DA34A5BA5D324D82AB6342F

58

Questions?

59