Summer Scheduling Workshop

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Summer Scheduling Workshop

• Rocky Moran
• 893-3575
• rocky.moran_at_sa.ucsb.edu
• Publications

Jamie Sprague 893-3602 jamie.sprague_at_sa.ucsb.edu
Scheduling
Denise Belanger 893-7873 d.belanger_at_summersessio
ns.ucsb.edu Summer Sessions
Sean Woods 893-5234 sean.woods_at_sa.ucsb.edu
Summer Scheduling
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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

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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

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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

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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

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

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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

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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

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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

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Minimum Contact Time
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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.

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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

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Delayed Sectioning

• See Handouts for Examples

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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

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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 didnt add them
• Call Summer Sessions before altering

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Schedule Alteration Form (SAF)

• LS 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 Deans signature prior to sending to
  Office of the Registrar
• Send to SS Office ATTN Denise Belanger

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Schedule Alteration Forms (cont.)

• Session must be written in there is no printed
  field designated for this information

See Handouts for Example
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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 departments Curriculum Plan
  (check with your Business Officer)
• Once courses are known, the Registrars office
  will determine the most efficient way to schedule
  exams

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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 wont accept a function of 1 (Instructor of
  Record)
• Possible reasons
• Summer appointment hasnt been entered into PPS
  yet
• Appointment is in PPS but upload hasnt 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)

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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

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www.summer.ucsb.edu(click on UCSB staff)

• Scheduling Courses for Summer
• Sample Exercises for Calculating Contact Time