Download - Academic Scheduler User Group Meeting October 3, 2014 1 Academic Scheduler User Group Meeting
Academic Scheduler User Group Meeting
October 3, 20141
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Today’s Agenda
IntroductionsFacility updatesScheduling Life CycleDashboardsGuest Speaker
Mark Zohns, BioResource and Agricultural Engineering department scheduler
Scheduling “Fun Facts”Discussion/Q & A
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Introductions
Introductions University Scheduling Team
• Newest member Michele Reynolds Please sign the sign-in sheet
• Any new schedulers in attendance? Welcome Data Warehouse
• Team that builds the dashboards
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Scheduling Life Cycle
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Planning Phase
(3-4 months)Departments
enter schedules into PeopleSoft
University Scheduling assigns lecture
spaces and verifies registration settings
Currently Spring 2015 Term
Proofing Phase
(3-5 months)Departments
review schedules and submit minor
changes
Currently Winter 2015 Term
Reporting Phase
(1 week)Departments
finalize schedule for reporting to the
Chancellor’s Office
Currently Fall 2014 Term
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Facility Updates
Equipment Refreshes Over the summer the following rooms have had
equipment overhauls 06-124 Philips Hall 08-123: Capacity is now 146 (was 141)
• Classroom Technologies at http://www.classtech.calpoly.edu/
38-121: New Collaborative Learning Space• Center for Teaching, Learning & Technology at
http://www.ctlt.calpoly.edu/
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Facility Updates(08-123)
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Facility Updates(06-124)
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Dashboards
SOC (Schedule of Classes) Dashboard Schedule of Classes Enhancements
• Additional fields have been added• Class Listing view mimics the spreadsheet distributed by
Scheduling Office• One day departments may be asked to used the
dashboard for Proofing & Reporting purposes *New* Class Listing with Reserve Capacity Section
• Only enrollment components display• Provides the information to quickly review the number of
seats being reserved• Fields that display are start and end dates for the
restrictions, number of seats being saved (compare to enrollment cap), student group information, and class notes (quickly review that appropriate notes assigned)
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Dashboards
*New* Class Time Spread Dashboard Campus Administrative Policy, Section 282
Scheduling throughout the day and evening is not just about university space and utilization; it helps students build better schedules.
When classes are spread out, departments get more of their originally-scheduled times with less negotiation and fewer changes after the Planning Phase deadline.
Number of sections not accommodated at originally-requested time:
Spring 2014 165
Fall 2014 210
Winter 2015 212
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Dashboards
Class Time Spread Dashboard Prior to this dashboard, departments had no tool
available to determine how classes were spread Gauge how well are you adhering to policy early
in and throughout the process Decrease the number of class sections that aren’t
accommodated If more classes are accommodated, it will result in
fewer changes to the schedule
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Dashboards
Class Time Spread Dashboard Fall 2014, we scheduled 7,201 hours of lecture,
seminar and discussion, which equates to 79% of capacity (Monday-Friday, 7am-10pm)
1,920 sections (52% of scheduled classes excluding Sr. Project and Independent Study) are scheduled with a start time between 9am and 3pm
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Guest Speaker
BioResource & Agricultural Engineering department scheduler Mark Zohns will share a spreadsheet he developed to help him check his department’s schedule for room conflicts, instructor conflicts, and course conflicts.
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Scheduling Fun Facts
Do you know… How many university lecture rooms do we have?
• 121 How many of those hold 100 or more students?
• 7 How many University Lecture Rooms have a
capacity of 24-48?• 95 (79% of university lecture space)
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Discussion/Q & A
Open Discussion What scheduling issues are you’re finding difficult to manage?
Reach out to your peers to learn how they handle particular tasks. These are your mentors. Do you find yourself consistently “chasing” larger rooms after
classes begin? Are you using historical enrollment figures to plan your schedules? Are you adjusting the default settings for requested room capacity? For AY 2013-14, we added 17,000 seats of non-supervisory
classes over the previous year. How many of you react to the waitlists for Fall Quarter by editing
your schedule? When you make changes to the Fall schedule, are they intended
for continuing students or block enrolled freshmen?14
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ASUG Meeting
Thank you for coming!
Contact Information
University Scheduling Office
756-2461
http://registrar.calpoly.edu/universityscheduling/index
Next Meeting: TBD November/December 201415
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