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OUR. Course Scheduling Spring 2015. Housekeeping. Roster routed at end of workshop Break Restrooms Cell phones on silent, text messaging Evaluation will be sent via email Workshop counts toward Pro3 certification
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OUR Course SchedulingSpring 2015
Housekeeping • Roster routed at end of workshop • Break • Restrooms • Cell phones on silent, text messaging • Evaluation will be sent via email • Workshop counts toward Pro3 certification • Do not need to do anything to get credit; it will be given automatically based on roster in the training room
Our Overall Objective Today: • To explain the University Registrar’s “course scheduling” process so that you may ensure your department or college’s schedule is reflected correctly and on a timely basis
To Do That, We Will: • Introduce key concepts • Including a review of the preliminary schedule calendar • Complete an overview of web screens that support scheduling: • Classroom space, final exam requirements, and instructors • Then, demonstrate how the system works • Conclude with reminders about the scheduling process
What’s Involved With “Scheduling”? • Scheduling involves: • Identifying the courses that are being taught by a department • Along with the number of sections taught • Matching them to classrooms • Also involves scheduling • Instructors • Final exam requirements
Who Can Schedule? • Individuals should be designated in each department/college to serve as “scheduling coordinators” • Security access to the course scheduling system is obtained through the OUR Security Area • Information and forms are available at • security@registrar.ufl.edu
Preliminary vs. Finalized • There are two main stages of Course Development • Preliminary • Finalized
Preliminary vs. Finalized • “Preliminary” Scheduling is the initial stage of scheduling in which we create a Schedule of Courses for a term. • The “preliminary” scheduling stage lasts approximately 12 weeks. • After that period, the schedule is “Finalized” and released to campus. • The Finalized schedule is used for registration and attendance.
Preliminary vs. Finalized • A previous “finalized” semester will be used as the “preliminary” schedule for the next corresponding semester • For example, the “finalized” spring 12 schedule was used to create the “preliminary” spring 13 schedule • All of the sections that were offered in spring 12 appeared as a preliminary spring 13 schedule
Based on the previous semester, the preliminary schedule will reflect: Any of “your” classrooms/labs that were assigned in the previous corresponding semester The day/period(s) of the sessions Actual number of students registered for the section (not enrollment capacity) The preliminary schedule will not reflect: Instructor(s) from the previous semester Any “off book” designations Any Office of the University Registrar (O.U.R.) classrooms that were used Preliminary vs. Finalized
Preliminary vs. Finalized • The preliminary scheduling stage “opens” and “closes” several times over the course of its 12 weeks • The initial opening is phase 1, during which time you should: • Look at each section in the preliminary schedule to determine whether it will be offered again
Preliminary vs. Finalized • During phase 1, you also should: • Add any courses/sections that were not offered in the previous corresponding semester • Designate the use of any of “your” rooms/labs for your department/college’s sections. Also, include any circa labs that you are borrowing.
Preliminary vs. Finalized • After phase 1 ends, the system will be closed for classroom assignments • The University Scheduling Coordinator will then use the AlliCator programs to assign classrooms to sections that requested “auto-scheduling.” • The process lasts several weeks. • Some sections will not find rooms.
Preliminary vs. Finalized • After the classroom assignments are made, the system is then opened for approximately 3 days for viewing only • You will be able to see what classroom assignments have been made • Didn’t get a classroom assigned? This is also your opportunity to confirm what changes would be acceptable in order to attempt to secure classroom (Days taught? Period changes? Enrollment numbers? Etc.)
Preliminary vs. Finalized • The system will then reopen for phase 2 • When the system reopens, departments can make changes and/or search for classrooms if they weren’t assigned • Using a link titled “Find a Room” • At the end of phase 2, the schedule is, then, "finalized"
To Put It in Perspective • To put it in perspective: • O.U.R. has approximately 200 classrooms • The more flexible you can be about days, periods, etc., when a section is taught, the better chance you have of securing a classroom
Other Key Concepts • Course scheduling must follow approved scheduling patterns to ensure classrooms are assigned appropriately and fairly • Schedules that violate approved patterns result in assignment errors, unsuitable scheduling for other courses, and waste of time/space
Other Key Concepts • College scheduling coordinators are responsible for monitoring department scheduling patterns • Please use full scope of periods: 1 – E1 • E2 – E3 are only used for exams, including during-term exams upon request
Other Key Concepts • Information about approved scheduling patterns is available as part of the Help Menu that we will discuss later today
Other Key Concepts • Now let’s discuss some other key concepts surrounding UF courses • “Special Program” • Sections for a unique subset of students • Special Programs are assigned a unique 3 character code by the Distance Learning Ofc • These codes are requested through the DL Ofc • Chris Newsom, cnewsom@dce.ufl.edu
Other Key Concepts • “Off Book” • Also known as “Self-funded” • Courses or programs that receive no funding by the state of Florida, which requires the unit that provides the course or program to charge fees to the individual for the full cost required of that instruction • Web Courses • All or a portion of the course is taught via the web
Scheduling Web Site—my.ufl.edu http://my.ufl.eduMain Menu < Quick Links < ISIS Admin
Scheduling Web Site—my.ufl.edu Be sure you’re on the Administrative Tab Then … < Course Mgmt < Room Scheduling < Course Development
Department Information Screen Updatedeach term
This information will be used to populate the contact information for the department as reflected on the Schedule of Courses Header Department Information Screen
Department Information Screen You may change the name, add a phone number or email address, etc. GOODPROFESSOR@UFL.EDU
Department Information Screen If changes/additions are made, be sure to click “Update/Enter,” or they will be lost GOODPROFESSOR@UFL.EDU
Department Information Screen Now, for Step 2 GOODPROFESSOR@UFL.EDU
Department/Course Browse The Department/ Course Browse displays all courses that your department is offering for this term.
Department/Course Browse • In order to teach a class: • The section must be offered • The course must be finalized
Department/Course Browse In this example, we want to indicate that ACG2021C, Section 7011, is going to be offered
Department/Course Browse We would select ACG2021C from our drop down menu, then click on the “Section 7011” link below
Section Detail You will be brought to the Section Detail screen Select “Section Is/Is NOT Being Offered”
Section Detail After changes/selections are made, be sure to click “Update/Enter”
Department/Course Browse • Once you’ve updated the Section Detail page and offered the section, • Go to Dept/Course Browse • Finalize the Course
Section Detail • Assigning rooms in Phase I To allow the OUR to find a room for you, choose “Yes” – Allow Auto-Schedule.
Section Detail • If you are inputting departmental rooms Enter any of “your” rooms or labs here
Section Detail: Site Codes Choose a site for each meet time. If you plan to use a Registrar on campus room, put 0001. If you enter your own campus room, the site will auto populate.
Add a Section If you need to add a section of a course that was not taught last year
Department Information Screen This screen is where you can review your department’s schedule once it’s entered If a course or section does not appear on this list, you either didn’t “Offer the Section” or “Finalize the Course” Best practice: Be sure get a copy of your schedule before the system closes GOODPROFESSOR@UFL.EDU
E. Alligator Alberto E. Alligator Alberto E. Alligator Alberto E. Alligator Alberto E. Alligator Alberto Current Department Schedule Also available at www.registrar.ufl.edu/soc (After the SOC is available to students on ISIS)
