Summer Scheduling Workshop

1. Summer Scheduling Workshop Jamie Sprague 893-3602 jamie.sprague@sa.ucsb.edu Scheduling Rocky Moran 893-3575 rocky.moran@sa.ucsb.edu Publications Denise Belanger 893-7873 d.belanger@summersessions.ucsb.edu Summer Sessions Sean Woods 893-5234 sean.woods@sa.ucsb.edu Summer Scheduling

2. Summer Scheduling Cycle • Three proof process • 1st proof is copy of last summer • Schedule 25 run for primaries after 2nd proof; 3rd proof for secondaries • STAR “released” to departments; courses can be viewed in GOLD by students • After STAR is released, use SAF for changes

3. General Assignment Room Inventory • www.registrar.ucsb.edu/staffonly.htm • FWS rules still apply: • The more media requested, the fewer rooms possible in which the class may be scheduled • Increased competition for prime times and rooms • Request minimum media necessary

4. General Assignment Room Inventory Beginning Summer 2009... Maintenance Program for GA Classrooms will begin Every summer, designated GA classrooms will be painted, repaired, etc. Affected departments will be notified prior to the start of summer

5. Department-Controlled Rooms • Any room that is not on the GA Room Inventory (e.g., computer labs) • Departments must verify the room is available for their use • The Office of the Registrar will not verify that the room is available • Use the Curriculum Audit report to verify courses scheduled in department-controlled rooms

6. 2009 Summer Sessions • All non-delayed-sectioning courses must have assigned session or session dates

7. Days and Times In fall, winter & spring there are two standard class meeting schedules: • 50 minute class meeting (typically MWF classes) • 75 minute class meeting (typically TR classes) But in summer…

8. Days and Times (cont.) • Standard time is 80 minute period MTWRF • “Prime Time” hours listed in red • Courses that use two or more time slots should be scheduled in non-Prime Time hours

9. Prime Time Hours • Requests for these times are very impacted • Not all requests for these time periods can be filled • Have alternatives ready • Standard times are given priority when scheduling into Prime Times

10. Minimum Contact Time • Minimum contact time is established by the Master Course Approval (MCA) • The MCA also establishes the distribution of hours (e.g., lecture only; lecture and discussion section, etc.) • To “convert” the time of a F/W/S course into a summer course, begin by converting required course hours into minutes • Each “hour” is equal to 50 minutes

11. Minimum Contact Time

12. Minimum Contact Time (cont.) • Distribute minutes over number of days and weeks for the appropriate session See handout for sample exercises to practice • Many courses have contact times that exceed the minimum per department practice or faculty preference. Do not change w/o consulting someone in the department.

13. Delayed Sectioning • Indicated on schedule proofs as • DELAYED SECTIONING: I • Will have generic “0100” section and one enrollment code on proof and GOLD • A new section is created for the instructor and session the student is enrolled in • There is never enrollment in the generic EC. • Do not assign session or session dates to delayed sectioning courses

14. Delayed Sectioning See Handouts for Examples

15. Delayed Sectioning (cont.) • In GOLD, students enroll using the generic EC# and instructor name • Students also need to select the correct session from a pull down menu

16. Special Courses • Some courses are offered in coordination with special summer programs. For example: Travel-Study Programs Language Institutes (Graduate Programs) • Courses may appear on your proof (or STAR) even though you didn’t add them • Call Summer Sessions before altering

17. Schedule Alteration Form (SAF) L&S Undergraduate Classes with enrollment • Same process as FWS* • Provide explanation of how and when the students will be notified of day/time changes or cancellations College of Engineering Classes • Same process as FWS* • Obtain Dean’s signature prior to sending to Office of the Registrar *Send to SS Office ATTN: Denise Belanger

18. Schedule Alteration Forms (cont.) Session must be written in; there is no printed field designated for this information See Handouts for Example

19. Final Exams • Final exams are usually held on the last regularly-schedule class meeting • Beginning Summer 2009, instructors can opt for a final exam period outside the last class meeting • Must be indicated on department’s Curriculum Plan (check with your Business Officer) • Once courses are known, the Registrar’s office will determine the most efficient way to schedule exams

20. STAR & E-Grades • Most common problems in summer are with courses taught by grad student instructors & visiting faculty • Instructor Table Listing lists the “wrong” title code • STAR won’t accept a function of 1 (Instructor of Record) • Possible reasons: • Summer appointment hasn’t been entered into PPS yet • Appointment is in PPS but upload hasn’t occurred yet • If PPS lists more than one active title code, the highest level will be in STAR (e.g., Associate-1507 vs TA-2311)

21. www.registrar.ucsb.edu/staffonly.htm • Legend for schedule proofs and Schedule Alteration forms • FAQ About Schedule Proofs • General Assignment Room Inventory • Academic Support Staff Calendar • Master Course Approval deadlines • Instructions for adding instructors • One-Time Room Request template

22. www.summer.ucsb.edu(click on “UCSB staff”) • Scheduling Courses for Summer • Sample Exercises for Calculating Contact Time