Pam Deegan March 12, 2014

1. The Art of Scheduling Pam Deegan March 12, 2014 1

2. Best Practices 2

3. If you build it, they will come OR we schedule for students. 3

4. Classes offered should be based on classes that students need, not historical patterns. 4

5. Important factors are being able to link schedule development with: • Ed Plans • CCC mission • Community needs 5

6. Establish time blocks to maximize efficiency for students, teachers, and classrooms. Stay in time blocks. 6

7. Sample Time blocks Draft 7

8. Look at the fill rate of your courses. What is a good fill rate? 8

9. Look at wait list numbers. 9

10. For progressive programs, think in pyramids. 4 3 3 2 2 2 1 1 1 1 10

11. Give departments hour allocation and FTES target. Why? And How? Let’s take a look! 11

12. Place Responsibility with Deans and Chairs • Allocation systems can be built that define two things: • Allotment of hours or FTEF • FTES Target 12

13. WCH Allocations for 2012-3 13

14. The steps each district follows with Enrollment Management • District establishes FTES target for each college in order to meet cap. • Know your target and plan (prior to the beginning of the new fiscal year) each step in getting there! 14

15. Let’s Look at How You Might Build an Allotment and Target System 15

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17. Master Planning Resource Implications 17

18. Be aware of your curriculum cycle so you can schedule what you want, when you want. Know that you need to calculate adequate time for area dean, state, and commission approvals. 18

19. On sanction?? Can’t start new programs. 19

20. New Accreditation Standards • ACCJC wants to see your analysis of programs to assure that students can graduate on schedule - • Utilization of two-year plans for each program in the college • Analysis of IGETC/CSU Certification 20

21. Think in systems. Look at your program needs on a 2-year basis. 21

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23. Investigate student bottlenecks 23

24. Know when to cancel and how to cancel. Let’s talk about process. Classes 24

25. Hybrids?? 8-weekers?? Build them together so you don’t waste a room. 25

26. What are the advantages of assigning rooms?? (with 2 year analysis of room utilization) • Sample of Dates of migrating “rentership” • Department ----- date • Instruction ----- date • Others ----- date 26

27. Monitor your enrollments and be ready to make appropriate adjustments. • Have a protocol for adding new classes or cancelling others. ** Look at MiraCosta’s enrollment management system, EDDI at https://eddi.miracosta.edu/ 27

28. Examine the IGETC/other patterns for your college. Look by day/night. Look by location. Look at everything! 28

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30. Know your apportionment methods and the impact of each method. • When you go away from weekly census, you lose FTES. • Positive attendance counts in the term where the last day rests. 30

31. Summer can count in either year (class by class) IF Census day is in one year and end date in another. • Give yourself flexibility by scheduling this way. 31

32. Build a Budget • Know where you want to go in terms of FTES • Build a budget to accomplish your FTES target 32

33. Copy of MiraCosta budget for instruction. Take a look! http://www.miracosta.edu/home/jaustin/Budgetprojections2010-11_4Austin.xlsx 33

34. Know Board Policy or Contract regarding: • Full-time overload for Fall and for Spring. • Your assignment order after load is filled • Summer, for both Full-time or Associate Faculty (could be different than state law) 34

35. Part-time Faculty Load (State says they can only go over .67 for two semesters each 3 years. This has to be tracked. (very serious stuff) (“someone comes in, someone goes out”) • Any classroom activity- including credit and non-credit-count toward the 67%. Community Services is exempt. • How do you track this???? 35

36. The End 36