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Timetabling. Course Combinations for Conflict-free Scheduling. GPS: What is it?. GPS is the Graduation Planning System. It will provide students with a clear and direct path to degree completion GPS Website – http://www.kent.edu/gps. GPS – Major Components. GPS: Roadmaps.
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Timetabling Course Combinations for Conflict-free Scheduling
GPS: What is it? • GPS is the Graduation Planning System. It will provide students with a clear and direct path to degree completion • GPS Website – http://www.kent.edu/gps
GPS: Roadmaps • All undergraduate majors have a roadmap which outlines the most expedient path to graduation. • The path outlines program milestones (courses, GPA, test scores, etc) that must be completed on schedule in order to remain “on track” for timely and successful degree completion. • If a student veers “off track”, consultation with the student’s advisor is expected.
GPS and Timetabling • Timetabling will ensure that the combination of courses represented on the roadmaps are scheduled conflict-free. • To facilitate this process, the Principles of Timetabling have been created by the Timetabling Steering Committee. • It is available on GoogleDocs at https://sites.google.com/a/kent.edu/timetabling-department-constraints/
Timetabling: What is it? • Timetabling is the creation of a conflict-free schedule given –
Faculty Availability • Faculty Availability is divided into 3 categories. • Professor Types – ex: number of early AM starts, number of late PM ends, teaching time per day, consecutive teaching time, etc • Department Meetings • Individual Unavailabilities – ex: religious observation, governance, etc • See Principles of Timetabling for guidelines.
Room Inventory • Room Inventory is stored in FAMIS, the authoritative database for room information. • FAMIS is maintained by the University Architect’s Office. • Room Information will be fed from FAMIS into Banner and the scheduling system.
Room Inventory cont’d • Room Inventory includes • Room type (lecture hall, seminar, computer lab, scientific lab, etc) • Room status (active, inactive) • Room capacity • Room characteristics (tablet-arm chairs, technology package, whiteboards, chalkboards, etc) • Exclusive/Priority room usage will be governed by the Principles of Timetabling.
Specific Scheduling Parameters • Scheduling Parameters are CRN (section) specific parameters on the system. • Examples include: • Groups – CRNs/Deliveries meeting same time, same room, same instructor(s) • Block Offs – setup/teardown time for labs • Ties • Deliveries (same CRN) meet on different days or with a day in between • CRNs scheduled on different days • Lecture before Lab, etc
Student Needs • Student Needs will be represented by Course Combinations. • Course combinations are the semester prescriptions of required courses that need to be offered conflict-free. from Botany Fall 2009 Semester 3 Option 1 = CHEM30475 (CORE), CHEM20481 (CORE-LIST) (50 students) Semester 3 Option 2 = CHEM30475 (CORE), CHEM30481 (CORE-LIST) (50 students)
Timetabling: What isn’t it? • Timetabling is not an attempt to reproduce the current schedule. • Timetabling does not create sections. The number of sections and number of seats are determined by the department. • Timetabling does not randomly select days and times for a section. It is based on the meeting pattern that is selected by the department. • Timetabling does not assign faculty to sections or manage faculty workload. This is done by the department.
Aren’t we Timetabling now? • We have been doing a process called the Room Assignmentwhere days and times are set by the departments. • We will be switching to a process where the system finds the best days, times, and rooms for the section based on all of the parameters determined by the departments.
Timetabling: Simulation Timeline • Dept Parameters Wksp: Mar 15 – 26 • Dept Parameters Submitted: Mar 15 – May 7 • Scheduling Parameters Wksp: Mar 22 – 26 • DCU for Spring 2011 data entry: Apr 19 – Jul 2 • Scheduling Parameters also will be submitted via the DCU during this time • Timetable Produced: Jul 5 – Oct 15 • Course Combination Workshops: Aug 11 – Aug 18 • Course Combinations Submitted: Aug 11 – Sep 10 • Feedback: Oct 18 – Nov 19
Timetabling: Course Planning System • View/maintain course information including • Your department’s course combinations, your courses in another department’s course combinations, historical section offering information • Submit meeting information • Maintain instructor types • Submit faculty unavailability • Submit scheduling parameters • Timetabling feedback • Looking for volunteers to review specifications. If interested contact Gail Rebeta, grebeta@kent.edu
Additional Resources on the Web • Website address: https://sites.google.com/a/kent.edu/timetabling-department-constraints/ • The Department Parameters Website contains: • Simulation timeline and information • Master documents to view or download • GPS and Timetabling overviews
Timetabling: The Team • Sally Kandel, Associate Vice President • Stephane Booth, Associate Provost • Glenn Davis, University Registrar • Gail Rebeta, Manager Registrar Office Systems • Academic Scheduling Center • Lynette Johnson, Business Analyst • Brenda Gordon, Timetabling Coordinator • Sandra Alli, Office Systems Coordinator • Barbara Johnson, Administrative Clerk • TBD, Administrative Clerk • TBD, Clerical Specialist • Timetabling Steering Committee • You!
Timetabling: Steering Committee • Sandra Alli, Registrar’s Office • Gregory Blase, JMC • Stephane Booth, Provost’s Ofc • Tim Chandler, Provost’s Ofc • Susan Cole, IS • Ron Corthell, English • Glenn Davis, Registrar’s Office • Pam Evans, Architecture • Lynette Johnson, Registrar’s Office • Richard Kolbe, Business • David Odell-Scott, Philosophy • Gail Rebeta, Registrar’s Office • Richard Serpe, Sociology • Yvonne Smith, Nursing • Cynthia Stillings, Theatre • Andrew Tonge, Math • Stanley Wearden, CCI • Kathy Wilson, Economics
Course Combinations for Conflict-free Scheduling • Course Combinations tell the system which courses need to be scheduled conflict-free. • They are the primary way in which we will represent our students in the scheduling system.
Assembling Course Combinations from Roadmap Data • Each course combination will represent the course requirements of a particular semester for a given program and catalog year. • Every semester on a roadmap can potentially yield one or more course combinations based on the type of course requirements found in that semester.
Roadmap Data • Every line on a roadmap represents a requirement. 1 2 3 4 5 6
Requirement Categories: SINGLE • SINGLE Requirements • Students must take one course and may only choose from one course Ex: BSCI10120 is a SINGLE requirement. A Botany student must take this course. In this semester, CHEM10061 and CHEM10063 are also SINGLE requirements.
Requirement Categories: SHORT-LIST • SHORT-LIST Requirements • Students must take one course but may choose from a list of two or three courses Ex: (MATH12003 or MATH30011) is SHORT-LIST requirement. A Botany student must take one course but can choose between either of these two courses.
Requirement Categories: LARGE-LIST • LARGE-LIST Requirements • Students must take one course and may choose from a list of four or more courses • LARGE-LIST requirements will not be represented in our course combinations. Ex: BSCI or CHEM or PHY Elective is an example of a LARGE-LIST. The actual number of courses that a Botany student may choose from to satisfy the requirement is four or more courses. In this semester, Foreign Language and Botany Core Course are also LARGE-LIST requirements.
Program Milestones and Categories • All SINGLE and SHORT-LIST requirements will make up a course combination. • Whether a requirement has been flagged as a milestone (critical) has no bearing on its course combination requirement category.
Semester Options • When a requirement is a SHORT-LIST requirement, it produces multiple OPTIONS that a student can take to successfully complete a semester. Ex: A Botany student must take either CHEM20481 or CHEM30481. The student must take CHEM30475. So to successfully complete Semester 3 the student may opt to follow Option 1 – CHEM20481+CHEM30475 OR Option 2 – CHEM30481+CHEM30475.
Student Count • Student Count is the number of students who are expected to need to take a combination of courses in a given scheduling term. • This data is based on each student’s academic history and general student record in Banner. • Semesters producing multiple options will have their student counts divided equally among the options.
Roadmap Q and A Q1: Will Kent Core and General Electives be included in the combinations? A1: No – they are LARGE-LIST requirements. Q2: What requirement categories are attached to CHEM10060, CHEM10062, MATH11002? A2: They are all SINGLE requirements Q3: How many options/paths to completions does this semester have? A3: One option/path since all requirements are SINGLE – CHEM10060+CHEM10062+MATH11022
Roadmap Q and A Q1: What type of requirement is (MATH11012 or MATH12002)? A1: It is a SHORT-LIST requirement. Q2: How many paths/options to completion does this semester have? A2: Two options exist: (MATH11012+ECON22060+MIS 24053) OR (MATH12002+ECON22060+MIS 24053)
Assembling Course Combos from Student Plans • DegreeWorks contains a Student Educational Planner. • The roadmap will be applied to a student. The student version is a PLAN. • A student will work with their advisor to manage their plan.
Assembling Course Combos from Student Plans cont’d • The PLAN data will be submitted as course combinations for all students who have plans that have been approved by an advisor. Joe’s Course Combo for Spring 2012 • CHEM20481 SINGLE • CHEM30475 SINGLE • ARCH10001 SINGLE • ANTH18210 SINGLE • BSCI30275 SINGLE • (1 student) • *ENG 21011 will not be included in Joe’s combination. It is similar to LARGE-LIST requirement since many sections are offered in a term.
Plan Data v Roadmap Data v You! • Plans will be submitted as course combinations for those students who have advisor approved plans • Roadmap data will be submitted for students who have a corresponding roadmap/template but no advisor approved plans. • You will be able to submit custom plans for student populations who are not represented by a plan or a roadmap such as graduate students.
You! - My Course Combos • Through the Course Planning System you will be able to edit course combinations from roadmaps. Examples of why you might edit your existing combinations include - • A course is a FALL-only course and will not be offered in SPRING. You can replace the FALL-only course with a suitable substitute, if necessary. • Ensure that certain popular LARGE-LIST courses are also offered conflict-free with the required SINGLE/SHORT-LIST courses.
You! - My Course Combos cont’d • Through the Course Planning System you will be able to add new combinations. Examples of why you might add new combinations include – • Spread out elective courses to ensure that there are a suitable number of them that are not offered in conflict. • Create combinations for graduate programs to ensure that those courses are not offered in conflict.
You! - My Course Combos cont’d • Create a course combination to represent a segment of your student population that is not represented by the combinations pulled from the roadmaps • Needed combinations can be identified by student needs by level in your programs
Additional Information • Course combinations will not contain the following information: • LARGE-LIST requirements • Courses where historically many sections are offered such as US 10097, ENG 11011 and ENG 21011. • Course combinations will not be submitted under the following circumstances: • The related semester had no SINGLE or SHORT-LIST requirements. All requirements are LARGE-LIST requirements where the student may select from 4 or more courses. • The related semester had one SINGLE or one SHORT-LIST requirement. You need at least 2 requirements. • The related semester had no students. NOTE: At this time there are only 2009 and 2010 roadmaps available. Therefore there will be very few, if any, roadmaps that go beyond semester 4.
