Scheduling WorkGroup Report

Ken Ayoob Dean, College of Arts, Humanities & Social Sciences (CAHSS)

Richard BruceCAHSS Office Manager, Former Psych Department Coordinator & University Senator

Jená BurgesVice ProvostJohn Filce Institutional Research & PlanningBella GrayOffice of the Registrar Academic SchedulerJohn Lee Dean, College of Professional Studies (CPS)Ben Marschke Faculty, History Department & University SenatorDale Oliver Math Faculty, Former Chair, College of Natural Resources

& Sciences Former Interim Associate DeanCheryl Satter Biology Department Admin Analyst, former Math and Nursing Departments Coordinator

Problems to Resolve

Improving Graduation Rate/Student Retention

Evidence-Based Problems/Solutions

Ameliorating Class & Space Availability

Reconfiguring the Scheduling Process—Keeping It Simple!

New Process Impacts & Considerations

Vetting with Campus Stakeholders

Improving Graduation Rate/Student Retention

Primary concern: 25% of all students reported problems with convenience/availability of required classes (Campus Quality Survey, 2012)

Major classes

GE class

Other all-university requirements

Perk of process: Remove fall registration split by Thanksgiving break. First & second year students who register after break could feel anxious in registering “late” (though no student registers during the break)

First & second year students with spring classes can talk to their families about the spring semester to garner familial support for continuing their education

Evidence-Based Problems/SolutionsTime Usage: 72.7%* of 2012 Classes Started Between the hours of 9 or 3

Ex: MWF 1500-1550 counts three times for 3:00:00 PM

*Data based on analysis of start times of classes in Spring 2012 & Fall 2012, including labs

Day:# Sections:

% of Week: 20.8% 22.4% 22.9% 22.5% 11.4% 100.0%

W R F Total1354 1380 1357 691 60361254

M TSpring + Fall 2012

Day Usage: 67.8% of 2012 Classes had a T, W or R Component; 11.45% of Classes on Friday*

Mtg Start6:00:00 AM 6 0.1%7:00:00 AM 2 0.0%8:00:00 AM 544 9.0%8:30:00 AM 11 0.2%9:00:00 AM 435 7.2%9:30:00 AM 191 3.2%

10:00:00 AM 594 9.8%10:30:00 AM 8 0.1%11:00:00 AM 848 14.0%11:30:00 AM 6 0.1%11:50:00 AM 2 0.0%12:00:00 PM 469 7.8%12:30:00 PM 174 2.9%12:40:00 PM 2 0.0%

1:00:00 PM 391 6.5%1:30:00 PM 4 0.1%2:00:00 PM 1019 16.9%2:30:00 PM 4 0.1%3:00:00 PM 244 4.0%3:30:00 PM 127 2.1%3:45:00 PM 1 0.0%4:00:00 PM 299 5.0%4:30:00 PM 7 0.1%5:00:00 PM 352 5.8%5:30:00 PM 54 0.9%6:00:00 PM 137 2.3%6:30:00 PM 19 0.3%7:00:00 PM 73 1.2%8:00:00 PM 1 0.0%9:00:00 PM 1 0.0%

11:00:00 PM 11 0.2%Total

Total

Spring + Fall 2012

6036

72.7%

Ameliorating Class & Space Availability

Class & Space Availability Problems

154 Messy, overlapping Scheduling Modules

72.7% of Class Meeting Times during Congested “Prime Time”

Internal department conflicts

Major/GE conflicts

All-university conflicts

Start time L L2 J M N O P Q W Z N O Q R T W Z L L2 K M O P Q W Z N P Q R T W Z J K M N O P W Z0700-0730

0730-0800

0800-0830

0830-0900

0900-0930

0930-1000

1000-1030

1030-1100

1100-1130

1130-1200

1200-1230

1230-1300

1300-1330

1330-1400

1400-1430

1430-1500

1500-1530

1530-1600

1600-1630

1630-1700

1700-1730

1739-1800

1800-1830

1830-1900

1900-1930

1930-2000

2000-2030

2030-2100

Monday Tuesday Wednesday Thursday Friday

154 Messy, Overlapping Scheduling Modules

Reconfiguring the Scheduling Process & Keeping It Simple

Zones1. Before 9:00 AM * 2. 9:00 -11:00 AM 20%3. 11:00 AM - 1:00 PM 20%4. 1:00 - 3:00 PM 20%5. 3:00 - 5:00 PM 20%6. 5:00 - 7:00 PM *7. After 7:00 PM *

Scheduling Rules:1. There are 7 zones. Courses cannot cross between zones. Exceptions: Labs, Clinically based classes

(with approval of appropriate Dean), Graduate Seminars with fewer than 20 students, classes placed in zones 6-7. Undergraduate seminars or lectures that meet for more than two hours must be scheduled in zones 6 and 7. Because of the demand for classrooms in the middle of the instructional day, it will not be possible to schedule sections that meet one day a week except in Zones 6 and 7.

2. All courses start on the hour except for 80 minute classes beginning at 7:30 AM. (One hour classes may also begin at 8, 10, 12, 2 and 4.)

3. No more than 20% of a department’s courses may be scheduled in each of zones 2-5. At least 20% must be placed in some combination of zones 1, 6, and 7, and wholly online classes.

Raw Sections % Raw Sections %Zone 1: Before 9 170 9.40% 169 8.76%Zone 2: 9-11 329 18.20% 334 17.31%Zone 3: 11-1 389 21.52% 426 22.08%Zone 4: 1-3 441 24.39% 432 22.40%Zone 5: 3-5 207 11.45% 228 11.82%Zone 6: 5-7 201 11.12% 214 11.09%Zone 7: After 7 26 1.44% 60 3.11%Online 45 2.49% 66 3.42%Total 1808 100.00% 1929 100.00%

Zones 1 , 6 , 7 & online: 442 24.45% 509 26.39%

For counting purposes, classes overlapping zones were counted in their starting zone. (E.g., a class that went from 8-10 was counted in zone 1)

A section only counts once per zone; a MWF 9am class counts once; a TR 9am class counts once.

Zone Data from Spring 2012-Fall 12 Section Offerings*

Spring 2012 Fall 2012

For Scheduling Working Group. Data from email from Bella Oct 2, 2012.*Data is university-wide

* Combined 20% of scheduling

Reconfiguring the Scheduling Process & Keeping It Simple

Scheduling Rules, continued:4. Day of the week patterns are MW, WF, MF, TR, MWF. 4 day per week classes can meet in any four day

combination.5. Classes must be distributed across all days of the week with no more than half of a department's classes on

Tuesday and Thursday, subject to room availability.6. All rules above apply regardless of whether a department or Schedule25 controls a room. Departmental

classrooms must be madeavailable for limited general purpose instructional use. 7. Standing meetings (ICC, Councils of Chairs, University Senate, etc.) must conform to zones as part of university-

wide scheduling requirements.8. Once assigned, rooms may not be moved without approval of the appropriate college dean. After early

registration begins, the following changes to the published class schedule require Dean's approval: addition of new sections, cancellation of scheduled sections, day/time/classroom changes, and capacity decreases/increases.

9. Enrollment history or anticipated increases for a particular course will be used by Academic Scheduling to determine classroom size, so enrollment limits should be carefully reviewed and adjusted. Departments should base estimated enrollments on the actual enrollment during the previous corresponding term, with an estimated increase no more than 15%. In cases where the department projects a greater than 15% increase, justification must be provided in writing.

Reconfiguring the Scheduling Process & Keeping It Simple

Scheduling Timeline

Currently, the first five weeks are “Departments Plan Schedules” in fall; spring has 3 weeks for schedule planning. Registration in fall is split by Thanksgiving.

Week 1 2 3 4 5 6 7 8Fall Date Aug 20 - Aug 24 Aug 27 - Aug 31 Sept 2 - Sept 7 Sept 10 - Sept 14 Sept 17 - Sept 21 Sept 24 - Sept 28 Oct 1 - Oct 5 Oct 8 - Oct 12

Fall TimelineSpring Date Jan 21 - Jan 25 Jan 28 - Feb 1 Feb 4 - Feb 8 Feb 11 - Feb 15 Feb 18 - Feb 22 Feb 25 - Mar 1 Mar 4 - Mar 8 Mar 11 - Mar 15

Spring Timeline

Departments Plan Schedules Department Data Entry on Schedule

Departments Plan Schedules Departments do data entry on schedule Sched 25 Resolutions

New Proposal

Who

DeadlinesDisabled Faculty Requests Due to Vice Provost

Roll Schedule (Thursday?)

Large Lectures/Labs due Tuesday to Registrar

Large lecture results back, Peoplesoft data entry due Fri

Monday: Run Audits

Run Sched 25 (Fri?)

Other Prescheduling Deadline Census (Monday)

ICC Deadline (Oct 10)

Departments Plan Schedules Department Data Entry on ScheduleDeans' Level

Conflict Resolution

Departments Departments Deans, Departments

Week 9 10 11 12 13 14Fall Date Oct 15 - Oct 19 Oct 22 - Oct 26 Oct 29 - Nov 2 Oct 5 - Nov 9 Nov 12 - Nov 16 Thanksgiving Nov 26 - Nov 30

Fall Timeline Registration RegistrationSpring Date Mar 25 - Mar 29 Apr 1 - Apr 5 Apr 8 - Apr 12 Apr 15 - Apr 19 Apr 22 - Apr 26 Apr 29 - May 3

Spring Timeline

Sched 25 Resolutions Advising

Advising Registration

New ProposalSchedule25 Resolutions

WhoRegistrar,

Departments

Deadlines

Other

Advising Registration

Starts for Fall 2013 Schedule Build (Beginning Spring 2013)

Reconfiguring the Scheduling Process & Keeping It Simple

Best Practices for DepartmentsCall for best practices, such as posting schedule for students to review before schedule data entry

Additional tools to allow departments to adjust their schedules to try different configurations to meet zone & day percentages

Conflict Matrix—which courses cannot conflict within a department and across departments

New Process Impacts & ConsiderationsLast half hour of zone “wasted” for 80 minute classes

Time is made up later in the day (large lecture room schedules only change TR to an hour later)Allows more time for students/faculty to get to next classAllows more time to empty room before next classLarge lecture utilization must be adjusted—spread throughout the day

Ongoing Review Process every year to allow for changes

Vetting with Campus Stakeholders

Meeting SchedulesICC (Nov 13)

University Senate Executive Committee (Nov 13)

OAA Working Group (Nov 14)

Colleges’ Department of Chairs Meetings (Nov 15)

Associated Students (Nov 26 or Dec 10?)

University Senate (Nov 27?)

Department Coordinators (Dec 7)