Coordinated Timetable

1. Coordinated Timetable Process effective 2007- 2008

2. Fall/Winter 2007-08 Class Schedule Training • Logging on – Banner Prod, Web link, V Drive Banner Link http://banfrm01.nt.carleton.ca:16010/dev.html Web Link http://www.carleton.ca/registrar/admin/timetable/index.htm V Drive Link \\Ccsnas01\DeptFolders$\Admissions\Scheduling\Departmental_Reports • Welcome and Introductions • Workshop goals • Update – modifications of reports. • Questions and Answers • Follow up - and continuing support • Contact information: Judy_Katz@carleton.ca                          ext. 3610 Payal_Chadha@carleton.ca                    ext. 1635 Kathleen_Nicholson@carleton.ca            ext. 3588

3. Policies and Process:What’s New and Improved Policies • Principles of Timetabling • Basic Rules of Timetabling • General Parameters • Timeslot system; new variations • Chair and Director Roles • Special Timetabling Arrangement Form and Process

4. Data Collection for Coordinated Timetable Part 1: Banner Schedule (Course, Room, Professor) Part 2: Spreadsheet (Academic Blocks = Students and Course Requirements)

5. Part 1: Banner Schedule (Course, Room, Professor)

6. What’s New and Improved • Banner roll forward with purge function (‘old’ day/times, room and instructor information stripped). • Concept of timetabling with time patterns based on the current timeslot system with new variations to the timeslot system. • New linking convention for courses with more than one component, eg., lecture and discussion groups.

7. Information Update • The Banner Catalogue has been updated based on the 2007-08 curriculum changes. • The Banner roll forward process has been done and terms 200730 and 200810 are now available for updating.

8. Part 1: Updating the Banner Schedule (SSASECT)

9. Step 1: Deleting a courseDelete the course sections that will not be offered.Enter the term and CRN in the key block and perform ‘Next Block’.Choose ‘Remove Record’ and ‘Save’.

10. How to Add a Course SectionStep 2: Adding a course Change or add course sections as appropriate. Remember that adding and changing Fall/Winter full-session course sections must be done in both Fall and Winter terms.Enter the term and type the word ‘ADD’ in the CRN-field and perform ‘Next Block’.Fill in the appropriate fields. (Refer to Class Section Fields and Data Requirements document to ensure you fill in all the required fields.)

11. Example : Adding a full session course in SSASECT.

12. Section Enrolment Info Form • Adjust maximum enrolment, if applicable.

13. Scheduled Meeting Times form

14. Schedule Meeting Times Form(Continued)Important Fields.

15. Schedule Meeting Times Form (Continued)Time Aspect of Timetabling Before the Roll Forward (200630 term) After the Roll Forward (200730 term). Time Pattern Reset to a “forced” time, if applicable.

16. Schedule Meeting Times Form (Continued)Meeting Type fieldList of available time patterns based on the current slot system with new variations. (Refer to Carleton University Slot System handout.)

17. Schedule Meeting Times Form (Continued)Room Aspect of Timetabling. Before the Roll Forward (200630 term) After the Roll Forward (200730 term) After the Roll Forward (200730 term) CRNs with Auto Scheduler code of ‘DE’, the Building and Room information was not stripped.

18. Schedule Meeting Times Form (Continued)Scheduler Preference field Click on the ‘Icon’ detail. Partition Preferences form ( = Location Preferences) Room Attribute Preferences form

19. Assigned Instructors Form Enter the Instructor ID number, and Click ‘Save’ Step 1: Step 2:

20. Course Section Detail Form A new linking convention has been adopted for coordinated timetabling. For 2007-2008, the Scheduling Office will be responsible for entering the new linking codes.

21. Course Section Comments Form Add registration messages, if applicable. Step 1: Step 2:

22. Cross-List Definitions Form Ensure that the enrolment in the Maximum Enrolment Field and the associated CRNs are in agreement. (Refer to Cross-Listed Courses document for setting up cross-listed groups.)

23. Part 2: Spreadsheet (Academic Blocks = Students and Course Requirements)

24. Coordinated Timetable The Academic Constraints spreadsheets for 2007-2008 can be picked up by going to the following link – \\Ccsnas01\DeptFolders$\Admissions\Scheduling\Departmental_Reports Click on your respective Faculty Folder, open the folder '2007-2008 Academic Block Spreadsheets' and the course department. Step 2:

25. Updating the Academic Constraints Spreadsheets Academic Blocks Groups = Same Time Ties = Sequencing Teaching Assistant (T.A.) Ties

26. Academic BlocksWhat is the importance of Academic Blocks?Combination of courses in a given block that are required to be scheduled conflict free for a specific number of students in a program. “Blocks of courses that must be scheduled conflict free.”How to Build Academic Blocks?Identify the core/elective/optional courses that are required to be conflict with each other so students can take that particular program to fulfill the requirements.Academic Blocks are term specific. Example, the fall term courses are listed in one block, and the winter term courses are listed individually in another block. (See example below).Courses that are cross-listed are required to list only one of the courses in an academic block.Formatting Instructions for Academic BlocksColumn fields – adjust the widths of the columns to ensure that all the information can be clearly read.Course combination/Program field – alpha characters should not exceed 30 characters for each field. Example – LALS Block 1 (Listed under ‘Course Combination ID’ and that individual block 1 should correspond the program field i.e. BA HONS in LALS 1.)Term Field – the term refers to the year in which the data is being collected for the course combinations Example of Academic Courses that are to be conflict free/term specific.

27. Groups = Same TimeWhat are the types of constraints?1. Same Time, Different Room (Example, MATH 3057A and MATH 3007A should be scheduled at the same time but in a different room.)2. Same Time, Same Room/Alternating Weeks. (Example, ELEC 2501 Lab 3 / Lab 4 be scheduled at the same room, same time but alternating weeks.)How to build Groups = Same Time Constraints?Identify the groups that are supposed to be scheduled at the same time, but different room or groups that are needed to be scheduled in the same room.

28. Ties = SequencingWhat are the types of constraints?Course sections that are needed to be scheduled back to back.Course sections/groups//tutorials that are needed to be scheduled one before the other.Course sections that should not be scheduled back to back.Identify the constraints that fall into the category of Ties=Sequencing.

29. T.A. Ties(Ties between Graduate & Undergraduate courses)Undergraduate courses that require TA’s are usually taking graduate courses. TA Ties identifies the graduate course where the TA resources are needed, and the undergraduate course for the TA to assist the students should be listed in order for these courses to be scheduled conflict free.

30. Completed Excel File Enter the department, date, name of the person who is submitting the file. Ensure the department, date, and contact information fields are completed.

31. TimeLine2007- 2008 Production Schedule TTC = Timetable CoordinatorsSES = Scheduling Team

32. Questions/Discussions

33. Appendixes • Carleton University Principles of Timetabling • Carleton University Academic Timetable Responsibilities • Special Timetabling Arrangements • Carleton University Basic Rules of Timetabling