university scheduling updates, tips & resources for department schedulers

University Scheduling

Updates, Tips & Resourcesfor Department Schedulers


University Class Scheduling Website:www.universityscheduling.calpoly.eduExplore the links and information

provided. Your feedback is encouraged.

Serves both Academic and Event scheduling needs.


Phases of the Scheduling CyclePlanning

New term generated from last like term (i.e. Fall to Fall, Spring to Spring)

PDF sent to the DepartmentsDepartment Schedulers update schedules in

PeopleSoft and send notification to University Scheduling that the changes have been completed

Main focus: complete data entry; communicate special requests to Scheduling; request registration controls


Phases of the Scheduling Cycle, Continued…

ProofingAll room assignments have been made. Room and

time changes depend on room availability.Excel spreadsheet is sent to the departments for

their review of the schedule and “minor” changes are placed on the spreadsheet.

Last phase prior to the schedule appearing on PASS.Main focus: confirm or assign footnotes, registration

controls and print controls


Phases of the Scheduling Cycle, Continued…

PASS Email reminder sent to departments to review the

schedule one final time before it’s available to students online.

Must obtain Dean’s approval for certain changes at this point.

Reporting Excel spreadsheet sent to the departments for

reconciliation at the end of the second week of the term.Main focus: faculty assignment verification. Every

class with enrollment must have a faculty member assigned.


Helpful Screens when working on the Planning Phase and the data entry.

Screens found under “Curriculum Management” navigational pathCourse Catalog

Catalog SummarySchedule of Classes

Maintain Schedule of ClassesAdjust Class AssociationsUpdate Sections of a Class


Curriculum Management > Course Catalog

Course Catalog SummaryCurriculum information such as unit

value, components, repeatability, contact hours.


Curriculum Management > Schedule of Classes > Maintain Schedule of ClassesBasic Data page

Class SectionComponent

New to 8.9: For students to enroll in multiple component courses (i.e. lecture and lab), both components must be set to print

Class Type (Enrollment and Non-enrollment)Associated Class (Caution: defaults to 1)Schedule PrintStudent Specific PermissionsCourse Topic ID


Curriculum Management > Schedule of Classes > Maintain Schedule of ClassesMeetings page

Facility IDPat (day pattern i.e., MW or TR)Start and end timeDays of week check boxes (field used to determine

pattern)Faculty Empl IDAccess (always ‘Approve’) Room Characteristic (Smart, Multi-media, etc)

Smart room vs. Multi-media room? Room Characteristics – Must be requested at Planning

Phase.Later requests may not be available.


Curriculum Management > Schedule of Classes > Maintain Schedule of ClassesEnrollment Control page

Consent (Department or No Consent)Requested Room Capacity (what size room)Enrollment Capacity (number of students to enroll) –

this number should not be larger than the requested room capacity

Waitlist (Cal Poly uses 99 as the waitlist capacity default)


Curriculum Management > Schedule of Classes > Maintain Schedule of ClassesReserve Cap data entry COMPLETED and

MAINTAINED by University SchedulingThis page is managed by Class Scheduling.Reserved seats are set here.This is an area to review enrollment controls.

If seats are held for majors during the rotation cycle, you will see the coding here.


Curriculum Management > Schedule of Classes > Maintain Schedule of ClassesClass Notes

Notes roll from prior like term. Important to review these notes as they may not apply in subsequent terms.

CBF section notes should be removed until you can accurately identify the ‘new’ CBF class offerings.


Curriculum Management > Schedule of Classes > Adjust Class AssociationsViewable information only: these pages are

maintained by University Scheduling.Pages to review:

Class Associations Minimum and maximum units for a class Variable unit classes – fixed or remain variable Course contact hours

Class Components Components, contact hours, workload, grading basis

Class Requisites Registration controls can both pull from the catalog and

be set for a specific term, such as concurrent enrollment requirement


Curriculum Management > Schedule of Classes > Update Sections of a Class

Class Status pageVerify section numbers are 2-digits, i.e. 02, 05,

10…All components are scheduledAssociated class values (verify components are

linked properly)ConsentPrint

Great place to review information at a ‘glance’


Curriculum Management > Schedule of Classes > Update Sections of a Class

Class Enrollment Limits pageEnrollment capacityEnrollment TotalsWaitlist Totals


PDF files/Excel SpreadsheetsPDF file sent at Planning PhaseExcel Spreadsheets sent at Proofing and

Reporting Phases


Communicate these items to University Scheduling after Planning Phase data entry completed

If you have more than one special room request for a section, i.e. need smart room 3 days/week and PC lab 1 day/week, identify smart room and email details to [email protected]

Any special circumstances, such as instructor health-related requests, should be emailed to [email protected]

Be open to more than just one classroom on campus. Specific requests limit options and may not get a room assignment so no trading options available


Communicate these items to University Scheduling after Planning Phase data entry completed, continued… Enrollment Requirement control changes only Reserve capacities – Number of seats and

Requirement Group (i.e. CBF classes) Back-to-back requests (will try to accommodate) Combined sections – Section 70 Intentional room conflicts Variable unit classes – Fixed at single value or

remain variable Distance learning classes – Section 80


Helpful tips for Communicating to Scheduling: Identify term and class info in subject line of your email

i.e. Winter 2092 ENGL 132-35 Instructor Change

List your phone number at bottom of email Condense your emails when possible. Instead of 5

messages, can you compile them and send one email?

When requesting room changes: First, check for an internal swap Next, use the Events website (events.calpoly.edu) to look for

an available room and time Adding Independent Study Classes once on PASS

Provide all relevant info: Section, Instructor Emplid, Meeting Pattern/TBA Hours, Consent?, Schedule Print?, Enrollment Cap?, Notes?, Requisites?


After requested changes are completed: University Scheduling will send you a confirming

email requesting you review the changes in PeopleSoft. Please review the changes for accuracy.

Have they been completed? Do they reflect your request?

Refer to these helpful screens to review changes: Maintain Schedule of Classes Adjust Class Associations Update Sections of a Class Catalog Summary


Permissions and the Consent ProcessDepartment Consent

Any class identified as Department Consent remains Department Consent through the End of Add/Drop.

Permissions will not appear in the instructor’s portal.


Permissions and the Consent ProcessNo Consent

Any class identified as No Consent ‘flips’ to Instructor Consent on the Friday before classes start. Permission numbers will be system generated (40% of enrollment capacity) and will appear in the instructor’s portal the next day (the Saturday before classes start.

After permission numbers are system generated, Departments have the opportunity to review them and make changes before they are pushed to the instructor’s portal.


Permissions and the Consent Process Permission numbers automatically generated for

No Consent classes. Permissions numbers default to verify that

registration controls/requirements have been met prior to successful enrollment.

Permission numbers default to allow the class limit to be overridden. We are asking Departments to assist us with

preventing over-enrollment in the classes.


Permissions and the Consent Process Independent Study Classes – example of what

others are doing Some departments code these classes so permissions will

push to the instructor’s portal. Create several sections of the independent study class. Print the first section as “Staff” with Department Consent. Remaining sections are No Print and No Consent. When students contact the department for permission to enroll,

you can immediately provide a class number for the appropriate instructor.

When the consent flag ‘flips’ the day before classes start, No Consent classes change to Instructor Consent, and the instructor assigned to the class can access the permission numbers in their portal.


Faculty Center vs. Printable Course Info Faculty Center:

Where is it located?

Registration & Enrollment Tab on portal

Faculty Course Info Channel


Faculty Center vs. Printable Course Info Faculty Center:

What does it look like?


Faculty Center vs. Printable Course Info Printable Course Info Channel:

Where is it located? Registration & Enrollment Tab on portal Printable Course Info Channel

Printable Course Info Channel: What does it look like?


Process Changes when Schedule available on PASS

Dean’s approval needed to:cancel, add, change time of class.

No approval needed to change a room, instructor, enrollment capacity, and to add an independent study class.

Cannot change consent of a class.Cannot change enrollment requirements.


Final Exam Schedule Exam time determined by the start time of

the Lecture or Seminar component Classes meeting 4 or 5 days per week follow

the MWF schedule. One-unit lecture classes hold their exams at

the last regular class meeting to avoid scheduling conflicts.

Exams for activity, lab and recitation classes are held during the last regular class meeting.


Finals Schedule, continued… Common Final Exams can be requested for

3 or more sections of the same class Classes that meet in two or more different

rooms need to work with University Scheduling to schedule their exam

Classes scheduled at day/time not listed on the finals schedule need to work with University Scheduling to schedule their exam


Scheduling events and ad hoc requestsEvents web viewer (events.calpoly.edu)

Look for room availability and characteristics, i.e. whiteboards, tables and chairs, etc…

Online Facilities and Event Request Form for ad hoc requests (universityscheduling.calpoly.edu)

Additional information, please call 6-5550


Where do I look to:Verify Enrollment Requirements

(hard registration controls)Three places to check

‘Class Requisites’ page in Adjust Class Associations Curriculum Management > Schedule of Classes >

Adjust Class Associations ‘Class Requisites’ tab‘Offerings’ page in the Course Catalog

Curriculum Management > Course Catalog > Course Catalog ‘Offerings tab’

‘Reserve Cap’ page in the Maintain Schedule of Classes

Curriculum Management > Schedule of Classes > Maintain Schedule of Classes ‘Reserve Cap’ tab


Where do I look to:Check Enrollment/Waitlist information

Two different places to obtain the same information

‘Enrollment Cntrl’ tab in the Maintain Schedule of Classes

Curriculum Management > Schedule of Classes > Maintain Schedule of Classes ‘Enrollment Cntrl’ tab

‘Class Enrollment Limits’ tab in Update Sections of a Class

Curriculum Management > Schedule of Classes > Update Sections of a Class ‘Class Enrollment Limits’ tab


Where do I look to:Verify Print Codes

Two different places‘Class Status’ tab in Update Sections of a Class

Curriculum Management > Schedule of Classes > Update Sections of a Class ‘Class Status’ tab

‘Basic Data’ tab in the Maintain Schedule of Classes Curriculum Management > Schedule of Classes >

Maintain Schedule of Classes ‘Basic Data’ tab


Questions?

Academic Schedulers (academic course offerings for a term)

[email protected] 756-2461

Event Schedulers (Ad hoc requests, i.e. department meetings)

[email protected] 756-5550

Thank you for attending today andfor all of your hard work!