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Timetabling

Timetabling. Conflict-free Scheduling. GPS: What is it?. GPS is the Graduation Planning System. GPS provides students with a clear and direct path to degree completion GPS Website – http://www.kent.edu/gps. GPS – Major Components. GPS: Roadmaps.

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Timetabling

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  1. Timetabling Conflict-free Scheduling

  2. GPS: What is it? • GPS is the Graduation Planning System. GPS provides students with a clear and direct path to degree completion • GPS Website – http://www.kent.edu/gps

  3. GPS – Major Components

  4. GPS: Roadmaps • All undergraduate majors have a roadmap which outlines the most expedient path to graduation. • The path outlines program milestones (courses, GPA, test scores, etc) that must be completed on schedule in order to remain “on track” for timely and successful degree completion. • If a student veers “off track”, consultation with the student’s advisor is expected.

  5. GPS Roadmap: Botany

  6. GPS and Timetabling • Timetabling will ensure that the combination of courses represented on the roadmaps are scheduled conflict-free. • To facilitate this process, the Principles of Timetabling have been created by the Timetabling Steering Committee. • This document is available on the University Registrar’s Website: http://www.kent.edu/registrar/academic/timetabling/upload/ksu-principles-of-timetabling-20110425.pdf

  7. Timetabling: What is it? • Timetabling is the creation of a conflict-free schedule given –

  8. Timetabling Timeline Example

  9. Timetabling: What isn’t it? • Timetabling does not create sections. The number of sections and number of seats are determined by the department. • Timetabling does not randomly select days and times for a section. It is based on the meeting pattern that is selected by the department. • Timetabling does not assign faculty to sections or manage faculty workload. This is done by the department.

  10. Faculty Availability • Faculty Availability is divided into 3 categories and is submitted in the Section Planning & Feedback System (SPFS). • Professor Types – General scheduling parameters for instructors • Department Meeting Blockoffs • Individual Blockoffs – ex: religious observation, governance, etc • See Principles of Timetabling for guidelines.

  11. Professor Types • Professor Types provide the general scheduling guidelines which the system will follow for an attached professor. • These guidelines include settings such as: • Number of non-teaching days per week • Maximum number of class-time hours per day • Maximum elapsed time per day

  12. Professor Types – General Info • Early AM Time • This is defined at KSU as any delivery that begins prior to 7:46AM • Late PM Time • This is defined at KSU as any delivery that begins at or after 5:30PM • Preference and Limit • The preference is the preferred value for the parameter. The limit specifies the minimum or maximum value for the parameter.

  13. Professor Types – More General Info • Department • Professor Types belong to a specific department. An instructor may only be attached to a type within his/her department or the default type • Professor Type Name • This value is used to name the type in the system. These should be a short code (10 characters or less) which will identify each type • Professor Type Description • This brief description is used to identify the type of professor assigned and is viewable in SPFS

  14. Professor Types – Universal Settings • Respect Transfer Times • This value specifies whether the system will respect transfer times between buildings and campuses. • This value is always set to Yes • Desired Blockoffs Conflicts Allowed • This value specifies whether the system, if necessary, can create a conflict that violates instructor parameters • This value is always set to No • Weight • The weight specifies the importance of each of the parameters in relation to another • All weights are set equally at 50 unless otherwise specified by the department

  15. Professor Types – Allow Back to Back • This setting will allow the system to schedule one delivery to begin within a half hour after another delivery ends for the instructor type • This setting is Yes/No • Default setting is Y

  16. Professor Types – Max Elapsed Time Per Day • This setting controls the maximum number of hours that can elapse from the beginning of the first scheduled delivery to the end of the last scheduled delivery per day • This setting is expressed in hours • Default setting is 9 hrs

  17. Professor Types – Max Time Per Day • This setting controls the maximum number of class-time hours that can be scheduled per day. • This setting is expressed in hours • Default setting is 6 hrs

  18. Professor Types – Max Consecutive Time • This setting controls the maximum number of hours that can be scheduled consecutively (with half hour or less between). • This setting is expressed in hours • Default setting is 3 hrs

  19. Professor Types – Min Time, After Max Consecutive • This setting controls the minimum free time to be scheduled after having reached the maximum consecutive hours (setting above) • This setting is expressed in hours • Default setting is 1 hr

  20. Professor Types – Minimum Time Until Next After Late PM • This setting controls the number of hours between a scheduled delivery/meeting that ends after the Late PM time and the next morning delivery. • This setting is expressed in hours • Default setting is 12 hrs

  21. Professor Types – Min Free Days per Week • This setting controls the number of non-teaching days per week. • This setting is expressed as whole numbers between 0 – 7 • When making your selection, consider Saturday and Sunday. (e.g. if an instructor can teach 4 days per week with one weekday free for research, the setting should be 3) • Default setting is 2

  22. Professor Types –Max Early AM Start per Week • This setting controls the number of times per week an instructor can be scheduled with an Early AM Time delivery • This setting is expressed as whole numbers between 0 – 5 • Default setting is 5

  23. Professor Types – Max Late PM End per Week • This setting controls the number of times per week an instructor can be scheduled with a Late PM Time delivery • This setting is expressed as whole numbers between 0 – 5 • Default setting is 5

  24. Professor Types – Attach Professors • Professors may be attached to defined department types in SPFS • Instructor Maintenance access is required to attach instructors to types • All instructors who have not been attached to a department defined type will be given the default type “Instructor” • Send an email to the ASC Mailbox to create new Professor Types for your department

  25. Questions?

  26. Department Meetings • Department Meetings may be considered in the scheduling cycle. They must adhere to the following rules: • Meetings may not account for more than six hours of blockoffs during the week (M-F). • Meetings may not extend across blocks • Meetings should adhere, if possible, to standard time patterns.

  27. Department Meetings Cont’d • Friday Block III pattern times will only be assigned if necessary to reserve this time for departmental and university meetings. • All meeting blockoffs should be professional in nature and are subject to review and approval by the College Dean and the University Provost or his/her designee(s). • Meetings will be accommodated in the timetable if possible; however, priority will be given to conflict-free scheduling for student needs.

  28. Department Meetings – Required Information • Department • The department for the meeting you are submitting • Meeting Name • A short name for the meeting • Meeting Description • A short description of the purpose of the meeting

  29. Department Meetings – Required Information Cont’d • Meeting Type - Select a blockoff type from the dropdown list • CBA Stipulations - Collective Bargaining Agreement meetings • Other Academic Responsibilities - University and College Level meetings • Faculty Governance Committees - Faculty Governance meetings • Other - Other Department Meetings

  30. Department Meetings – Required Information Cont’d • Start Date • The start date for the meeting cycle (The meeting dates may not extend beyond the full part of term) • End Date • The end date of the meeting cycle (The meeting dates may not extend beyond the full part of term) • Day(s) • The day(s) of the week the meeting will be held

  31. Department Meetings – Required Information Cont’d • Start Time • The start time for the meeting (Please follow meeting guidelines) • End Time • The end time for the meeting (Please follow meeting guidelines) • Frequency • Weekly setting indicating how often the meeting repeats. For instance a value of 1 indicates a weekly meeting. A value of 2 means the meeting is every other week.

  32. Department Meetings – Attach Professors • Professors must be attached to meetings in SPFS • Meeting Requestor access is required to create meetings and attach instructors • All attached instructors will inherit the Department Meeting Blockoff

  33. Questions?

  34. Individual Blockoffs • Instructor unavailability information can be submitted through SPFS for instructors within your department • Instructor Maintenance access is required to create Individual Blockoffs • Requests are prioritized into three categories (Tiers) • Tier 1: Legislative Requirements - these will not be broken by the system or the ASC • Tier 2: Reported Circumstances – these will be broken if necessary to accommodate a conflict-free schedule • Tier 3: Preferences - Will be accommodated if possible

  35. Individual Blockoffs – Tier 1 • Tier 1 includes: • CBA stipulations • Disabilities • Religious observance • Professional External Influence outside of the control of the University

  36. Individual Blockoffs – Tier 2 and 3 • Tier 2 includes: • Other academic responsibilities, including assignments to University- and College-level academic committees • Family responsibilities, including child-care, spousal/parental/elder care • Health • Tier 3 includes: • Other – Other justifiable circumstances

  37. Individual Blockoffs – Required Info • Department • The department for the individual blockoff you are creating • Type • Select a blockoff type from the dropdown list (see Tiers above) • Start Date • The start date for Blockoff cycle (The dates may not extend beyond the full part of term)

  38. Individual Blockoff – Required Info Cont’d • End Date • The end date of the Blockoff cycle (The dates may not extend beyond the full part of term) • Day(s) • The day(s) of the week for which the Blockoff will apply • Start Time • The start time for the Blockoff

  39. Individual Blockoff – Required Info Cont’d • End Time • The end time for the Blockoff • Frequency • Weekly setting indicating how often the Blockoff repeats. For instance a value of 1 indicates a weekly Blockoff. A value of 2 means the Blockoff is every other week • Comments • A reason or brief description for the Blockoff must be provided

  40. Questions?

  41. Room Inventory • Room Inventory is stored in FAMIS, the authoritative database for room information. • FAMIS is maintained by the University Architect’s Office. • Room Information is fed from FAMIS into Banner and the scheduling system.

  42. Room Inventory cont’d • 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) • Exclusive/Priority room usage is governed by the Principles of Timetabling and overseen by the Classroom Review Committee.

  43. Room Inventory - Pavilions • A Pavilion indicates the building that is preferred by a department • All departments have defined home pavilions • Requested Pavilions are indicate the building where a delivery is desired • Alternate Pavilions are defined for all home pavilions • If space in unavailable in the requested pavilion, alternate pavilions will be selected if space is available

  44. Room Inventory – Pavilions Cont’d • Home and Alternate Pavilions should be reviewed periodically by each department • View the current Home/Alternate Pavilions for each department at: http://www.kent.edu/registrar/academic/upload/homealtpavilions_tt201180_20110128_1453.pdf • Send updates to the ASC Mailbox

  45. Questions?

  46. 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)

  47. Component (Section) • Component setup includes: • Section Number • Section Type • Max Enrollment • Banner Higher Education Information

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