The Secrets of Academic Scheduling

1. The Secrets of Academic Scheduling Brought to you by your friendly neighborhood academic scheduler, Sally M. Serrin Melena

2. Academic Scheduling Team Goals • Classroom Utilization • Functional Administration of Campus Scheduling Software • Data Input & Collection • Training for Schedule Building& Classroom Rush • Technical and Functional Management of PeopleSoft for the Scheduling Functional Area • PeopleSoft Access and Security • Specialized Academic Groups Scheduling Needs • Timeline Creation & Coordination

3. Classroom Utilization • Fit as many classes, with as many butts in seats, in the Academic Space as possible. • Student Access Initiative in Fall 2016 with the (not so new anymore) Approved Class Meeting Times

4. Functional Administration of Campus Scheduling Software • 25Live • Classes and Academic Space • Event and Conference Services(ECS) • “3 week rule” • University Hour • Optimizer Algorithm

5. Data & Training • Data Input & Collection • Training for • Schedule Building • Classroom Rush

6. PeopleSoft • Functional • Technical • Access • Security

7. Specialized Groups, Timeline, & Coordination *Fun* • American Language and Culture Institute (ALCI) • Supplemental Instruction • The Office of Global Education • Extended Learning

8. Academic Scheduling Works with the Following Folks • Program Directors; • Program Coordinators; • Department Staff; • Community Engagement; • Provost’s Office; • Bookstore; • Extended Learning; • Academic Programs; • Event & Conference Services; • and Many Others. • IIT&S Identity Management (PeopleSoft Access); • Classroom Technology Group; • CollegeNET (25Live Company); • Degree Planner Team; • Degree, Set, Go Group; • Registrar’s Office; • College Dean’s Offices; • Advising Groups; • Specialty Space Owners; • Department Chairs;

9. We know this is how it feels

10. Getting the Right Room • Figure out what room is desired • Figure out what Type of Room = match room characteristics • Figure out room cap = match enrollment cap • Know your department preferences, may or may not want to change this. • Check department building preferences

11. Timeline • Arrangements and Date Coordination • Ongoing Analysis of Last and Previous Year • Preparation for Training, Audits, Access, etc. • Pre-Scheduling of Auditoria and Select Specialize Spaces • Set up, Access, Testing, Process Guides • Typically Offered Values and Offerings • In-Depth & Mandatory & Individual Trainings • Work Sessions • Course Needs Report Input & Data Distribution • End Processes & Auditing

13. Audits • Meeting during Approved Class Meeting Times • Classes are meeting the appropriate number of hours/week • Appropriate Components included • Maximum enrollment matches/under Capacity of Room Requested • Notes for partial term, combined sections, reserve caps, online, hybrid, etc. added • Cross-listed sections • Part-of-term notice • Section & Assoc Class Nbr consecutive/appropriate • Faculty Access added • Schedule Build OFF classes • Check Auto-Enroll • Room Reports & Conflicts • Puzzle Requirements Met • General Education, Major/Minor (GEM) Enrollment Requirement Groups (ERGs)

14. Timeline (Continued) • Discrepancy Report distributed, Access Open • PeopleSoft Data Import, Optimization, Export • Classroom Rush (Setup, Process, Access) • Processing Changes (continuous through start of classes) • Managing “External Programs” such as Service Learning, Internships, Fully Online Courses, Course Match, Class Setup for select program enrollment, International Student Seats • Exam Processes, including table posting, generation, and export. Manage special finals week programs like senior experience and Extended Learning classes that meet during that week. • Adjust Course Associations • Confirm Dates for Next Semester and Start Work on Next Timeline • Generate Permission Numbers & Post Schedule • Work with Advising and Registrar’s Office to correct enrollment issues • Make finals changes & facilities issues (continuous) • Optimize Extended Learning Classes, Update 25Live, Schedule Specialized Programs including Supplemental Instruction and American Language and Culture Institute

15. Outside of Semester/Builds • Academic Space Audits • Update Scheduling Software & Reports • Generate Reports on Utilization & Look at Patterns of Scheduling from the Last Year, generate predictions for the year to come • Contact & Meet with external Academic Schedulers for Information • Security Group cleanup & creation in 25Live • Multiple versions of schedule are optimized in different ways. We are trying to find better ways to place classes & manipulate the current algorithm. Place back to back class, enable more accurate features, arranging specialize programs. • Input curriculum changes to road maps, which lay out student course plans, to be reflected in the ERGs used to control enrollment

16. Calculating Costs • I have a 3 unit course, so that’s worth 3 WTUs, right? • Is it have multi-components? • What is the unit value for each component? • Is it a Supervision Course? • What is the CS Value for each component, thus what is the workload factor?

17. CSU Course Classification System & Faculty Workload Formula

18. CS Values • ACCT 301 (4 units) • 1 component, LECTURE, 4.00 units, CS 2 • ANTH 430 (4 units) • 2 components, LECTURE & ACTIVITY, 4.00 units • LECTURE, 3.00 units, CS 2 • ACTIVITY, 1.00 unit, CS 8 • BIOL 351 (5 units) • 3 components, LECTURE, LECTURE 2, LABORATORY, 5.00 units • LECTURE, 3.00 units, CS 2 • LECTURE 2, 1.00 units, CS 5 • LABORATORY, 1.00 units, CS 16

19. It’s all perfectly clear now, right?