INFORMATION YOU ALWAYS WANTED TO KNOW BUT WERE AFRAID TO ASK!

1. SCHEDULE PRODUCTION AND CLASSROOM SCHEDULING INFORMATION YOU ALWAYS WANTED TO KNOW BUT WERE AFRAID TO ASK!

2. PRODUCTION PROCESS Two productions each academic year • Spring • Summer-Fall

3. Lets talk definitions and terminology • What is a distribution? • What is a priority classroom? • What are cross listed classes? • What are cross referenced classes? • What is text? • What is POT? • What are the deadlines? • What is the scheduling pattern?

4. What is a Distribution? • A distribution is an Excel spreadsheet. Each department receives its own distribution. The 1st Distribution will contain information on classes that were offered by that department in the corresponding term of the previous academic year. • Following directions located on the Registrar’s website, each department makes changes to its distribution. The next slide is an example of a 1st Distribution.

7. Some departments have “priority” classrooms. • If a department does not use its priority classrooms on the 1st Distribution, the Registrar’s Office will assign a class to that room. • The official classroom/lab list indicates the department that has priority of a classroom. This list is located at: http://www.ipfw.edu/registrar/faculty/schedule.shtml (see handout )

8. What Are Cross Listed Classes? Classes are cross listed when more than one section meets in the same room, same time, same day with the same instructor.

9. What is Cross Referencing? • Cross Referencing is used to display a class under multiple departmental headings. For example, a course displays under English and under History in the printed schedule, on the public site, and/or on myIPFW.

10. What is text? Any verbiage, usually explanatory, that appears in the printed Schedule, or on the public or myIPFW displays of the Schedule. An example of text is “Signature Of Instructor And Department Chair Required”

11. What is a Part of Term (POT) code? • Part of term codes are utilized to standardize the dates for full semester sections, as well as sections that meet within pre-defined periods of time within a semester. • A part of term is created by the Registrar’s Office. • A part of term is identified for each course section based on the course dates.

12. What is a part of term code? (cont) • Example: A course section runs from January 11 through March 7. Upon request, the Registrar’s Office creates a part of term code. In this case, 7A was the code created for this period of time during the pertinent 16-week full term. • Such a section would require a special POT set up. Requests for special POTs are entered on the distribution. (see handout)

13. DEADLINES • It is very important to meet deadlines: See Production Schedule located at: http://www.ipfw.edu/registrar/faculty/schedule.shtml Deadline 1 – May 7 – 1st distribution due back to Registrar Deadline 2 – July 9 – 2nd distribution due back to Registrar Deadline 3 – September 7 – final proofing • There are over 30 departments receiving the 1st and 2nd Distributions for the schedule of classes • In order to provide a professional document which represents IPFW positively, our goal is to have a consistent campus wide timeline which meets the requirements of our publications office and external printing vendor. (see Production Schedule Handout)

14. 1st Distribution • The 1st Distribution is a document that contains the courses offered in the most recent “like” term. Spring 2010 Spring 2011 • Each course section is assigned a new CRN as part of the process with the section information duplicated from the previous “like” term. • Therefore, the 1st Distribution displays course sections previously offered. Except for the CRN, changes can be requested for class offerings in the new semester.

15. Directions for the 1st Distribution You will receive the 1st Distribution electronically. The 1st Distribution will include courses offered through the Division of Continuing Studies. To make changes to the 1st Distribution follow the directions on the 1st distribution memo located at: http://www.ipfw.edu/registrar/faculty/schedule.shtml Exceptions to the Class Scheduling Pattern must be approved by the Dean/Director of your academic unit and by the Vice Chancellor of Academic Affairs. Otherwise, sections with days and meeting times that deviate from the Class Scheduling Pattern will not be processed.

16. Production Schedule for Spring 2011 PHASE I 1st Distribution is sent electronically to departments. Courses from Continuing Studies are included and can be processed on the same file. (NOTE: NEW THIS Distribution) Sent out: 04/12/10 Departments make changes on the 1st Distribution. Follow the instructions you will find at our website located: http://www.ipfw.edu/registrar/faculty/schedule.shtml Timeframe: 04/12/10 - 05/07/10 Via email departments send changes to the 1st Distribution to Registrar’s Office: Arts & Sciences departments to Debi Thorpe-Rodda (thords01@ipfw.edu) All other departments to Lynda McGehee (mcgeheel@ipfw.edu) Due back: 05/07/10 Registrar will forward copies to Continuing Studies for its purposes.

17. CLASSSCHEDULINGPATTERNS • The class scheduling pattern is located at: http://www.ipfw.edu/registrar//faculty/schedule.shtml • Once again, exceptions to the Class Scheduling Pattern must be approved by the Dean/Director of your academic unit and by the Vice Chancellor of Academic Affairs. Otherwise, sections with days and meeting times that deviate from the Class Scheduling Pattern will not be processed. (see handout)

18. Directions for the 2nd Distribution • The 2nd Distribution incorporates the changes requested on the 1st Distribution and continues to include classes offered through the Division of Continuing Studies. • Along with the 2nd distribution, departments receive a draft of the printed schedule of classes; however, changes should be made on the distribution copy for submission. • To make changes to this distribution, follow the 2nd distribution directions located at: http://www.ipfw.edu/registrar/faculty/schedule.shtml

19. Production Schedule for the Spring 2011 PHASE II • 2nd Distribution is sent electronically to Departments. Courses from Continuing Studies are included and can be processed on the same file. Sent out: 06/14/10 • Departments make changes on the 2nd Distribution. Follow the instructions located at: http://www.ipfw.edu/registrar/faculty/schedule.shtml Timeframe: 06/14/10 - 07/09/10 • Via email, Departments send the 2nd Distribution to the Registrar’s Office: Arts & Sciences departments to Debi Thorpe-Rodda - thords01@ipfw.edu All other departments to Lynda McGehee - mcgeheel@ipfw.edu Due: 07/09/10 Registrar will then forward copies to Continuing Studies.

20. OTHER RELATED MATTERSSLIAEVN “I need to reserve a room for a meeting, or I want to see if a room is available to add a section. Where do I go to look for an available room”? • Use SLIAEVN in Banner! Follow the directions on the handout and you will become the master of room availability information!

21. IN BANNER – SLAIEVN

22. Directions for SLIAEVN • Type SLIAEVN in Go To field • Enter class/event start date and end date. (Date format is DD-MON-YYYY.) If a room is needed for one day, the start date and the end date should be the same. • Enter the class/event begin time and end time using military time. • Checkmark the days of the week the room is needed. • Enter other optional search criteria: • (a) Building: enter a building abbreviation if a specific building is required; leave blank to search all buildings • (b) Campus: not applicable – leave blank • (c) Site: not applicable – leave blank • (d) Capacity: enter the number of people the room must be able to fit • (e) Room Type: the All button should be selected • Click the Next Block icon (or Ctrl + Page Down) • Enter the Desired Room Attributes. The Classroom attribute (CLS) should be used for all room searches. Depress F9 or double click for list of all available Room Attributes. Up to six attributes can be entered. • Click the Next Block icon (or Ctrl + Page Down). The system will search for available rooms that meet the search criteria you entered. • Rooms that meet the entered search criteria will appear in the Available Rooms block. • To complete a new search, click the Rollback icon (or Ctrl + F7) and complete steps 2-9 • Contact the designated person in the appropriate office for assistance with officially scheduling the room for the class/event.

23. SSAMATX “I want to use KT G46 and it is not available. Where do I go to see what is scheduled in a room”? • Go to the SSAMATX screen in banner. Follow the directions in your handouts and you will be able to see who is in a room at any given time.

24. IN BANNER – SSAMATX

25. Directions For SSAMATX Type SSAMATX in Go To field Enter optional query criteria: (a) Building: enter building abbreviation to limit results to a specific building or leave blank to search all buildings (b) Room: enter room number to limit results to a specific room number or leave blank to search all rooms in the building (c) Campus: not applicable – leave blank (d) Days of the week: checkmark days of the week to limit results to specific days of the week or leave blank to search all days of the week (e) Begin time and end time: Use military time; enter start and end times to limit results to a part of the day or leave blank to search usage all day (f) Term: not applicable – leave blank (g) Start date/End date: enter dates to limit results to a specific range of dates or leave blank to search all past, current and future usage (Date format is DD-MON-YYYY.) If query is for the semester, the start date should be the first day of the semester, and the end date should be the last day of the semester. (h) Subject: enter course subject to limit results to a specific course subject or leave blank to see all sections (i) Course: enter course number to limit results to a specific course number or leave blank to see all sections (j) CRN: enter CRN to limit results to a specific CRN or leave blank to see all CRNs (k) Cross List: enter cross list code to limit results to specific cross listed sections or leave blank to see all sections (l) Function: enter function code to limit results to a specific special event function or leave blank to see all special events

26. Directions For SSAMATX (cont) Click the Execute Query icon (or F8). Results that match the query criteria will appear. The room is being used for a class if the CRN results are 5 numbers. The room is being used for a special event if the CRN results are an A followed by 4 numbers. To begin a new query, click the Enter Query icon (or F7) and enter new query criteria.

27. Online Form 200shttp://www.ipfw.edu/registrar/faculty/schedule.shtml

28. Why use the hard copy Form 200? To add a section • Indicate POT • Indicate LEC, IS, LAB, etc. • Indicate if it is a printable section or non-printable section • Obtain appropriate signature

29. Thank you • Please know we are here to help and guide you. • If you have any questions, give us a call. • Debi Thorpe-Rodda – x 16212 • Lynda McGehee – x 16123