Academic Scheduling Spring 2012

1. Academic Scheduling Spring 2012 Quick highlights of what is new for the spring 2012 schedule!

2. Remember FYE scheduling block • During the Fall and Spring semesters, the First Year Experience learning community courses will be scheduled during the MWF 9 am -11 am block, which will affect space availability for all courses. • This leaves very limited availability in classrooms during these times. • Courses with an enrollment higher than 15 should not be scheduled during this time block. • Courses serving freshmen or expecting significant freshman enrollment should avoid this time period.

3. Five day a week courses Courses that meet five days a week must start at a time that is conforming for all meeting days. The conforming start times are 8:10 am, 11:10 am, 2:10 pm, 5:10pm, and 8:10pm. Any other start time on all five days of the week will be considered non-conforming. An alternative is to schedule two different meeting patterns to optimize space utilization. Schedule one MWF meeting pattern that conforms to the approved scheduling pattern, and a second TuTh meeting pattern that conforms to those days’ approved pattern.

4. Approved Scheduling Pattern • All scheduled courses must adhere to the approved scheduling pattern • To seek exceptions to the approved scheduling pattern: • Department chairs/Schedulers must forward a request to approve non-conforming day/time patters to the dean of the school in which the course is offered. • The dean will then consult with the Provost’s office. • The Provost will notify Enrollment Services of approved scheduling exceptions. • Approval must be received by Enrollment Services by the published deadline. • Check Enrollment Services’ Scheduling website for all term deadlines

5. Approved Scheduling Pattern • Any courses scheduled outside the approved scheduling pattern that did not receive approval by the published deadline will not receive classroom space, and will be hidden from the academic schedule until: • The meeting pattern is changed to be a conforming one • OR • The meeting pattern is approved by the Provost’s office • Classroom priority is given to courses that adhere to the approved scheduling pattern over those that are non-conforming, even when the non-conforming courses are approved by the Provost’s office.

6. Class Notes Class Notes are a part of each course scheduled for any given semester. They include information about a course that is not otherwise conveyed in Cardinal Station, or information that students should be aware of at registration. Common uses include noting the specific location of off-campus courses, or noting that a course meeting in person has additional online work. For the Spring 2012 semester schedulers have been given access to view class notes.

7. Class Notes Introduction Class notes include information about a course that is not otherwise conveyed in Cardinal Station, or information that students should be aware of at registration. • The most common use of class notes include: • The specific location of courses when they are off-campus. I.e. the building and address where the class is meeting. • Information like, the course is only open to freshmen. • If a course that meets in person has additional online work.

8. Information to know about class notes • Class notes roll each semester. When Enrollment Services rolls curriculum data forward, class notes will roll. So if ENG 101 during the spring 2011 semester had a note associated with it, this note will appear in the spring 2012 schedule when data is rolled. • Class notes appear on the printed schedule of classes and online. • Class notes are not free format text. There are pre-programmed notes managed by Enrollment Services that schedulers can choose to apply to a course they are scheduling. • You can apply multiple notes to a course.

9. How to view a course note In Cardinal Station navigate to Curriculum Management >Schedule of Classes >Maintain Schedule of Classes. Enter CRDNL for Academic Institution. Enter the term code for the semester you are scheduling. You can use the magnify glass to search. Enter the abbreviation for Subject, or use the magnify glass to search. Enter the catalog number of the course you are looking up, or leave empty to have all classes appear. Click “Search”

10. How to view a course note, Cont. Click “Notes” tab

11. How to view a course note The note information will appear in the Class Notes box

12. What you need to do to manage Class Notes Review course notes for all offered courses before the scheduling deadline. Remember notes roll, so if a note is no longer applicable and needs to be removed please email Meg Jerabek (jerabek@cua.edu) If a course is offered off-campus, the correct location must be listed in the course notes tab To add a note to a course, please email your request to Meg Jerabek (jerabek@cua.edu)

13. New method for scheduling Online classes Enrollment Services is changing the way we are scheduling online courses. Below are the steps schedulers should take to note that a course is offered online only.

14. Scheduling Online Classes • On the Basic Data tab. • Enter the Location = Main • Formally you may have entered ONLINE as the location. This is no longer an option. Please select MAIN for the location of online courses.

15. Scheduling Online Classes, Cont • On the Basic Data tab • Choose the Instruction Mode = OL (for Online)

16. Scheduling Online Classes, Cont • On the Meetings Tab • Enter Room Characteristic = 48, for No Classroom Needed

17. Courses with No Meetings Some courses such as independent studies, directed readings, etc. do not have regular meeting patterns. In the past, schedulers have used creative ways to mark that a course has no meeting pattern. Unfortunately these different methods have created inaccurate student schedules as well as confusion within our scheduling software.

18. Courses with no meetings • Starting with the Spring 2012 schedule, academic schedulers need to email Meg Jerabek (jerabek@cua.edu) with a list of any courses that do not have meeting patterns. Enrollment Services will then go in and add a note to the course to inform students that the course does not have a regular meeting pattern. • This note will be visible to students at the time of registration. • Please no longer enter after-hours meeting times (i.e. 12 am – 1am) to note courses that do not have meeting patterns. • This creates inaccurate information in student schedules • As well, it causes problems for our scheduling software.

19. Room Characteristic Codes • Enrollment Services is introducing new room Characteristic codes. • Room characteristic codes note various classroom features that you can request for a particular class. • Most schedulers are accustomed to the current codes available: • 46 = Computer Lab • 47 = Digital Presentation Room • 48 = No Classroom Needed • 49 = Regular Room • 50 = TV/VCR/DVD

20. New Codes We have created new codes for “secondary” classroom features. Secondary features are those characteristics of rooms that are valuable for certain courses. Items such as chalkboards, blackout curtains, a certain seating style. You will be required to still request one primary room characteristic (codes 46, 47, 48, 49, 50). And you will have the option to select one additional secondary space feature.

21. Primary Classroom Characteristic Every class scheduled in Cardinal Station for a given semester must have one primary room characteristic assigned to it. Failure to enter a primary characteristic will result in the class being hidden from the course schedule and no space will be assigned.

22. What are the primary characteristics?

23. What are the primary characteristics, Cont.

24. Noting a Primary room characteristic For each class scheduled, you must note a primary room characteristic under the “Meetings” Tab.

25. Secondary Room Characteristics Schedulers can choose to request ONE secondary space feature for each class. Please only request one secondary feature. Any features beyond two will be removed before rooming occurs.

26. What are the secondary characteristics?

27. Noting a Secondary room characteristic In the “Meetings” Tab where room characteristics are recorded. After entering the primary room characteristic, click the button to add a new row. Then enter the code associated with the secondary room characteristic you would like. Remember: Only enter one secondary code

28. Noting a Secondary room characteristic, cont With two room features selected , the Room Characteristics section will look like this: Be sure to Click Save when complete

29. Final Exams Final exams are governed by the Final Exam Policy. Final exam periods are assigned by Enrollment Services for each class; instructors are not permitted to reschedule a course’s final exam. You can view final exam information for a course by going to “Maintain Schedule of Classes” and searching for the applicable course. There is an “Exam” tab you can click on to see the course’s exam date, time, and location.

30. Requesting space during final exams • During final exams, there are two types of requests for space that Enrollment Services will strive to honor: • Request for study session/review session space • Request for alternative final exam space. In the event that a course for example would like to utilize a computer lab or alternative space for a final exam.

31. Request for study session/review session space • To request space for a review session, please submit a request through the http://events.cua.edu website. • Be sure to note the date and time for the review session, as well as anticipated attendance. • You must includethe course information of the review session- i.e. note that the review session is for TRS 201-01. • If the review session is occurring during finals week we ask that the times of the session conform as much as possible to the exam periods. For example if exams are taking place from 10:30am – 12:30 pm, we ask that the review session be scheduled for that time as compared to scheduling one from 10 am to 12 pm. This helps to find available space for the review session, as well as limits the amount of noise occurring in academic buildings while exams are taking place. • Be sure that the date/time requested to hold a review session is prior to the assigned exam block for that course.

32. Requesting alternative Final Exam Locations • If you are requesting an alternative space for a final exam, please do not submit a request through the events.cua.edu website. • Email requests to the Assistant Director for Curriculum Management, Meg Jerabek (Jerabek@cua.edu) • Be sure to include information about what course the room change is for. • The time and date requested for the alternative exam location must be the same time and date of the original exam period assigned by Enrollment Services.

33. Comprehensive Exams When preparing to offer Comprehensive Exams, it is important to request space in a timely manner. Enrollment Services faces many challenges in rooming comprehensive exams because of the length of time exams take and the limited availability of classrooms. We ask that you submit a request for space through the http://events.cua.edu website one month prior to the comprehensive exam date you are requesting. Be sure you note the date, time, and anticipated number of students taking the exam when you submit your request.

34. Questions? If you have questions about any of these changes for the spring 2012 scheduling process, please don’t hesitate to contact: Meg jerabek jerabek@cua.edu Or via phone at X5309