THE SCHEDULE BUILD PROCESS

Transcription

1 THE SCHEDULE BUILD PROCESS SCHEDULE NEW COURSE / MODIFY EXISTING CLASS SECTION Business Process Guide for Academic Departments FALL _2164_Fall 2016_Schedule Build_Business Process Guide docx Page 1 of 32

2 REVISION CONTROL Document Title: Document File Name: Author: THE SCHEDULE BUILD PROCESS Schedule New Course / Modify Existing Class Section Fall _2164_Fall 2016_Schedule Build_Business Process Guide docx Criselda Yee Date By Action Pages 1/24/2008 Criselda Yee Completed 17 6/18/2008 Criselda Yee Revised 17 10/27/2009 Criselda Yee Renamed 14 2/4/2010 Criselda Yee Revised 15 2/20/2012 Criselda Yee Renamed 26 2/27/2012 Criselda Yee Revised 27 3/22/2012 Criselda Yee Updated 28 9/19/2012 Criselda Yee Updated 28 9/25/2012 Criselda Yee Updated 28 2/11/2013 Criselda Yee Updated 28 9/11/2013 Criselda Yee Updated 28 2/11/2014 Criselda Yee Updated 28 9/21/2014 Criselda Yee Updated 28 2/5/2015 Criselda Yee Updated 28 9/15/2015 Criselda Yee Updated 29 1/25/2016 Criselda Yee Revised 32 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 2 of 32

3 SCHEDULE NEW COURSE / MODIFY EXISTING CLASS SECTION PLEASE NOTE: These instructions are for building a new, non-existent class section. If you are working on a schedule that has been rolled from from a previous term, then those sections will already be existing in the current term with new Class Numbers, and can be modified via the Maintain Schedule of Classes screen. BEFORE YOU BEGIN: Check your PeopleSoft Access. You should be able to access Maintain Schedule of Classes, Query Viewer, Class Search, Class Roster, Class Permissions and Course Catalog. However, the data entry fields will not be activated until Schedule Build begins. Please submit the PeopleSoft Access Request Form: to obtain or update your Schedule Build access. Please refer to Approved Class Meeting Times on the Academic Scheduling Page: Bookmark it! All classes must follow the approved class meeting times to ensure the appropriate number of hours for class meetings, to maximize efficient use of classroom spaces, and to prevent scheduling conflicts. Please contact the Academic Scheduling Office if you have any questions about the Appproved Class Meeting Times. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 3 of 32

4 Table of Contents BEFORE YOU BEGIN:... 3 NAVIGATION... 5 Term: Year and Semester... 6 BASIC DATA TAB... 7 CHECKLIST for the Basic Data Tab:... 8 Course Level (CLEV)... 8 Service Learning Attribute (CSLI)... 8 Internship Attribute (NTRN)... 8 MEETINGS TAB... 9 CHECKLIST for Meetings Tab -- Meeting Patterns: Meeting APDB Mapping Values Learning Modes More Distinctly Identifying the Learning Mode of Courses Instructors for Meeting Pattern -- Assignment Tab Checklist for Assignment Tab: Instructors for Meeting Pattern -- Workload Tab CHECKLIST for Workload Tab CHECKLIST for Room Characteristics Section Numbering and Associated Class Rules Multiple Component Class Sections and Section Groupings EXAMPLES OF LECTURE/LAB SECTION NUMBERING Screenshots of Class Section and Associated Class coding for Lecture/Lab Combinations Multiple Components vs. Multiple Meeting Patterns CHECKLIST for Enrollment Control MULTIPLE COMPONENTS Screenshots for Lecture and Lab or Activity Combinations RESERVE CAPACITY TAB NOTES TAB (Class Notes) LMS DATA TAB (Learning Management Systems) Prior Term Copy ADDITIONAL INFORMATION: ROOM PUZZLING by Departments Approved Class Meeting Times _2164_Fall 2016_Schedule Build_Business Process Guide docx Page 4 of 32

5 NAVIGATION: Campus Homepage ( > MyCSUSM > Enter User ID and Password > My Page > Curriculum Management > [See options below] > Course Catalog (to look up Catalog Data about a course) Click on Course Catalog Or Or > Schedule of Classes - Class Search (View the Schedule of Classes) - Schedule New Course (Schedule a New Class) - Maintain Schedule of Classes (Add, view & update schedule of classes data) - (9 More ) - Adjust Class Associations (Adjust units) > Class Roster - Class Roster (View and Print Class Rosters) 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 5 of 32

6 Term: Year and Semester 2164 = FALL 2016; 2162 = Spring 2016; 2154 = FALL 2015; TIP: Fall 2016 = Remove the second digit from 2016, and add the 4 at the end. 4 = Fall, 3 = Summer, 2 = Spring Semesters in the 1990s are a little trickier: 0982 = Spring 1998; 0954 = Fall _2164_Fall 2016_Schedule Build_Business Process Guide docx Page 6 of 32

7 BASIC DATA TAB (See checklist on next page) A B C D E F NEW: Internship Class Attribute (NTRN) A B C D E F Find: Use this as a quick jump to other sections without the need to arrow through each section. Requires Class Nbr. View All: Use this to display all sections in a long list. Click "View 1" to return to individual section view. First: Clicking this returns you to the first section in the list. 1 of 1: Indicates that there is only one section of this course. This is a quick way to see how many sections exist. Last: Clicking this jumps to the last section in the list. "+" or "-" : Add or Delete this row of information. Use this to completely clear the information from the field. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 7 of 32

8 CHECKLIST for the Basic Data Tab: 1 Session: 1 (Regular Academic Session), 8W1 (first 8 weeks), 8W2 (second 8 weeks). Verify Start/End Date at right. 5W1, 5W2, 5W3 is used by the MBA and other PBAC programs. 2 Class Section must have at least two digits (01, 02, 03, 10, 11A, 12A, etc.) 3 Component: Denotes the type of a class section, as it is built in the Catalog. If all of the necessary components are not included (i.e. Lec AND Lab), students will not be able to register. These components may appear in the drop-down menu: LEC, LAB, 2nd LEC, 2nd LAB, Actvity, NT1 (Non-Traditional 1-unit ), PER (Performance), SUP (Supervision), ATH (Athletics) etc. 4 5 Class Type: Enrollment, Non-Enrollment. If it is just a lecture or just an activity (with no LEC), then choose Enroll. For a multi-component class (Lec & Lab), student will Enroll in one component and will be auto-enrolled in the Non-Enroll component. See page 19 for more screenshots. Associated Class: The Associated Class number links class sections that constitute a single course offering. When scheduling class sections that have only one component (e.g. Lecture only), the Associated Class number must match the class section number. The Associated Class number is a single digit number, so the simplest way to determine the number, is to remove the zero from its primary section number. Multiple Components must share the same Associated Class Number. See pages 13, 15 and 17 for details and/or screenshots. Skip down to Instruction Mode. 6 Instruction Mode: A (Hybrid: In Person AND On Line), I (Independent Study), L (On Line), O (Other), P (In Person) 7 8 Class Nbr (Class Number): Unique, 5-digit class number identifier that students use when they enroll in a class. The numbers are auto-generated as new class sections are created. New class sections default with a "0" that will be replaced with a 5-digit number once the Section Number and Associated Class Number are entered and saved. Start Date/End Date: Defaults to the start and end date of the session. (Check for Regular term, 8W1 or 8W2 dates) 9 Schedule Print 10 Student Specific Permissions : Select this box to set up student-specific class permissions. Specific students are entered via the Class Permissions screen to enroll in the course. School of Nursing is currently the only user. Contact us if you would like more information about this feature. 11 Course Level (CLEV) : Check for accuracy. P = Pre-Baccalaureate Division (Remedial); 1 = Lower Division; 2 = Upper Division; 3 = Graduate Division Service Learning Attribute (CSLI): Change the N to Y (Service Learning = Yes) if this section is offering Service 12 Learning credit. Internship Attribute (NTRN): Add a new row (click the + ), Click the magnifying glass and select Internship 13 from the Course Attribute sub-table. Next, select the Course Attribute Value Internship = Yes in the next dropdown menu. 14 SAVE 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 8 of 32

9 MEETINGS TAB IMPORTANT NOTE: Enter your most important sections first (i.e., the ones that you want students to enroll in first). All sections of a class will appear in the search results. The information in the top section was originally entered in the Catalog and the second section (Class Sections) in the Basic Data tab. This data carried forward to the Meetings tab New Meeting Patterns - Effective Fall A list of the new meeting patterns will appear when you click on the search icon (magnifying glass). 8 Item #8 is a subtable of #7. Please Note: The old meeting patterns were NOT rolled. Academic Coordinators/Department Staff are responsible for entering the appropriate meeting patterns for each class section during the Schedule Build Period. 9 See pages for details. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 9 of 32

10 CHECKLIST for Meetings Tab -- Meeting Patterns: Facility ID (Meetings tab). Leave the Facility ID blank unless it meets the following criteria: 1 If a class does not need a space on campus, the Facility ID (Meetings tab) MUST be populated with ARR, INDEP STUDY, OFF CAMPUS, TEMECULA, ONLINE, or CLINICAL. Otherwise, the space scheduling program will place the class in a space on campus, messing up your schedule, and rendering a classroom space unavailable. It is an exclusive-use space (science labs, VPA studio, etc.) It is approved to be entered as puzzled for 48 hours of classroom use. Departments may combine together. Please review Puzzling webpage for guidelines: To prevent double-booking with other departments, please notify us by what rooms you are puzzling. We can provide blank room charts for you for puzzling classes. Submit a copy of your puzzled schedule with the room numbers on it via the Need to Know . This will prevent the puzzled classes from being removed from their spaces. We will then run the room scheduling software for non-puzzled class sections and try to balance out the space requests fairly. When puzzling classes, it is imperative that you keep instructors with back-to-back class sections in one room. In other words, don t just grab a section because it fits an open timeslot. You need to check if the instructor of that class is teaching another class during the next hour, and keep him/her in the same room, or at least, the same building. Facility IDs that are entered, but do not meet the criteria will be removed. 2 Capacity: Indicates the seating capacity of the room entered in the Facility ID field. 3 Pat = Meeting Pattern. Click on the icon to view list. Use the list to guarantee correct calculation of class end time. 4 Mtg. Start: Use Military Time, and enter the Meeting Start time after selecting the Meeting Pattern. The end time will be auto-populated. Review new meeting patterns, effective Fall 2016 (Student Access Initiative), on pages Checkboxes for Days. Select the meeting days. 6 TOPICS COURSES: No HOLDS for Topics Courses (i.e., no placeholders) T-Forms must be submitted to Curriculum Office prior to scheduling the topics section. No Free Format Topics Do not use this field. If topic has pre-requisites, you must pick the correct course offer number (through the Catalog). Please contact Virginia Mann (vmann@csusm.edu ) in Catalog & Curriculum if you have any questions about topics. 7 Meeting APDB Mapping Values - Click on this link to open sub-table. Follow #s 8 and 9 below. 8 Space Type: Must be populated. See Page 11 for details. 9 Learning Modes See page 12 for details. NOTE: Learning Mode is no longer assigned under Meeting APDB Mapping Values. Campuses will assign Learning Mode under Class APDB Mapping Values (Class Section level). 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 10 of 32

11 Space Type (Meetings Tab, # 8 on page 11) IMPORTANT: All "face to face" (Learning Mode = F) instructional segments should have their reported Space Type based on the most appropriate, or ideal, type of space for the course in question, rather than the actual space in which instruction was given. (Section V, CSU Data Element Dictionary, p.100). For Example, if a lecture section is assigned to a computer lab because there are no other lecture rooms available (and the instructor cannot change the class time), then select Space Type = Lecture (instead of Laboratory), because that is the ideal type of space, not the actual type of space being used. Space Type 0 Not Applicable Do not use. 1 Lecture All "face to face" lectures. Definition of Mapping Values 2 Laboratory Science laboratories, Computer labs, Technical activity, Fine Arts Activity. 3 Non-Capacity 4 Multi-Mode Do not use. Asynchronous/Online components; ARR, PE (Physical Activity), Independent Study/Supervision, Off Campus (Student Teaching, Clinical), Non-State Funded Buildings (Clarke Field House, Mangrum Fields, FCB, Temecula, Quad). Examples for Multiple Meeting Patterns KINE 310 (01) T MARK 306 Space Type = Lecture R Clarke FH 113 Space Type = Non-Capacity SOC 417 (01) (Hybrid) TR ACD 319 Space Type = Laboratory Online Space Type = Non-Capacity Examples of Mixed Components BIOL 176 (10) and (11A) Lec & Lab TR MARK 125 Space Type = Lecture R SCI2 142 (Lab) Space Type = Laboratory CS 211 (10) Lecture & (11A) Computer Lab TR KEL 1111 Space Type = Lecture TR SCI2 302 (PC Lab) Space Type = Laboratory 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 11 of 32

12 Learning Modes (#9 on page 11) NEW INFORMATION Campuses will be assigning the Learning Mode at the Class Section level and all Class Sections will need to be reviewed and/or updated. It is important to note: a default of 09-Face to Face will be applied to this new Learning Mode field. Campuses will be responsible for appropriately reporting and for updating the values for the field with Distance Learning, Hybrid, and AB386 sections. More Distinctly Identifying the Learning Mode of Courses Nine new values have been defined to more distinctly identify a course s Learning Mode: Face-to-Face Classes (when all of the course contact hours meet face-to-face and none of the contact hours are online) 09 Face-to-face Fully Online Classes (no face-to-face meetings)* 01 asynchronous instructional course section can be offered anywhere (no campus meeting; fully online) 02 synchronous instructional course section can be offered anywhere (no campus meetings; fully online) 10 combination of asynchronous and synchronous instructional course section can be offered anywhere (no campus meetings; fully online) Online Classes that Only Meet Face-to-Face for Orientation, Mid-term, and/or Final Meeting* 03 asynchronous w/ some face to face (orientation, mid-term, final campus meetings allowed) 04 synchronous w/ some face to face (orientation, mid-term, final campus meeting allowed) 11 combination of asynchronous and synchronous instructional course section (orientation, mid-term, final campus meetings allowed) - federal Distance Education Hybrid Classes Combination of Online and Face-to-Face Meetings (meet face-to-face 4 or more times in a term)* asynchronous instructional course section segment with face-to-face course section segment (regular faceto-face meetings from every day to four or more times in a term) aka Hybrid 05 synchronous instructional course section segment with face-to-face course section segment (regular faceto-face meetings from every day to four or more times in a term) aka 06 Hybrid *Keep in mind that synchronous mode requires a student to login at a specified time and attend class online at the same time as the instructor and fellow students. Asynchronous mode does not require a student to log in at specified times, e.g. independently watch a video posted online, post to discussion boards and forums. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 12 of 32

13 Instructors for Meeting Pattern -- Assignment Tab Checklist for Assignment Tab: 1 ID: Enter the instructor's emloyee ID (EMPL ID) here. If the instructor does not yet have an EMPL ID, notify Academic Scheduling via the Faculty Assignment Form (FAF). Preferred Names contact Academic Scheduling via if an instructor wants a different name to appear in the schedule, other than their legal name. 2 Instructor role: Prim Instr (Primary Instructor): All individual instructors are "Primary". Sec Instr (Secondary Instructor): is used for team taught sections. This determines who has grade roster access. For this matter, both instructors can also be indicated as Primary Instructor. TA (Teaching Assistant/Associate): is used when instructors are supervised by a lead instructor. 3 Print checkbox: Checkmark indicates that the instructors' name will appear in the schedule. 4 Access: Indicates Grade Roster Access for the instructor. Approve: Instructor can enter grades and approve the grade roster. Grade: Instructor can only enter grades for the class. (Teaching Assistants/Associates). Post: Do NOT use this. 5 Contact Field -- Leave blank. / Empl Rcd # -- Do not use. 6 Click the + (plus sign) to add a row for an additional instructor (Team Teaching). If you are removing the instructor, you MUST check the (minus sign) to completely clear assignment from her/his record. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 13 of 32

14 Instructors for Meeting Pattern -- Workload Tab (Example below, SOC 314 section 01 has two meeting patterns.) 1 st meeting pattern: in class nd meeting pattern: online _2164_Fall 2016_Schedule Build_Business Process Guide docx Page 14 of 32

15 CHECKLIST for Workload Tab 1 2 AssignType: IFF ("Instructional Faculty Fraction" - Counts toward Workload Total) Not Incl ("Do Not Include in the Workload Total") One Instructor with Multiple Meeting Patterns If a class section has multiple meeting patterns (e.g., meets 2 hours in class-mw and 1 hour online, or TRF: TR and F ), follow the steps below to ensure that the instructor s workload is not doubled for this assignment. Under Assign Type in the first meeting pattern, select IFF. Under Assign Type in the second meeting pattern, select Not Include. Load Factor: The total load factor on one course component should equal 100 percent. This field can be used to divide one course components into multiple teaching assignments. For example, instructor A could be assigned 30% and instructor B could be assigned 70%, or they can be 50%-50%, etc. Multiple Instructors -- Team Teaching / Supervised Teaching a. When the assignment is team taught, list each instructor as Primary / Approve / IFF / 50%. (or 40% and 60%, 30% and 70%, etc.) b. When an adjunct or graduate student is teaching, a supervising instructor will need to be assigned to the class in order to access the rosters. The supervising instructor is added without workload credit. Remove the print checkmark from the Supervising Instructor. Teaching Assistant: Grade / IFF / 100% Teaching Associate: Approve/IFF/100% Supervising Instructor (Roster Access): Approve / Not Incl (No IFF) / % Leave blank. c. When a lecture has multiple lab sections attached to it, and the instructor of record (primary lecture instructor) needs to access the rosters for all of the labs: The instructor of record is added without workload credit. Remove the print checkmark from the Instructor of Record. Lab Instructors: Approve / IFF / 100% Instructor of Record (Roster Access): Approve / Not Incl (No IFF) / % Leave blank. 3 Room Characteristics: Select only one code (from table below) to link a desired room characteristic to class sections. 4 Academic Shift: Do not use. CHECKLIST for Room Characteristics 3 Room Characteristics: Use this field to indicate that an instructor has a strong need for a particular room feature. RC# Description RC# Description 2 Board, Chalk 43 (Flat) Tables/Chairs 3 Board, White 44 (Flat) Tablet Armchairs 10 Lecture Room, Not Computer Lab 59 Lab, Mac Computers 11 (Tiered) Fixed Tables/Chairs 60 Lab, P C Computer 30 Window Coverings, Blackout 83 Document Camera Active Learning Technology 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 15 of 32

16 Section Numbering and Associated Class Rules Section Numbers Navigation: Curriculum Management > Schedule of Classes > Schedule New Section Numbers identify a unique class section of a course. Each section of a class must have a section number. In order to comply with the Chancellor s Office APDB Reporting requirements and adhere to CSU CMS Schedule of Classes setup guidelines, the first two characters of the section number must be unique for each section of a class. Steps for Determining Section Number and Associated Class Number 1. When entering classes on the Basic Data page of Maintaining Schedule of Classes, Class Section numbers must be numbered sequentially beginning with 01, with the exception of multiple component classes. Example of Section Numbering: Single Component Classes (2 Characters) - Lecture only or Lab/Activity only Primary Section Number If you attempt to duplicate a section that already exists, the following error message will be displayed: The Associated Class number links class sections that constitute a single course offering. When scheduling class sections that have one component (e.g. Lecture only), the Associated Class number must always link to the primary class section number. The Associated Class number is a single digit number, so the simplest way to determine the number is to remove the zero from the primary section number. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 16 of 32

17 The following table reflects this scheme: Primary Section Number Primary Associated Class Number IMPORTANT NOTE: Enter the sections that you need students to enroll in first (sections 01, 02, and 03). 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 17 of 32

18 Multiple Component Class Sections and Section Groupings Multiple Component courses are courses that have more than one type of class activity. For example, a course may include a Lecture component and a Lab component. Course Components are identified in the Course Catalog. Section Groupings are class sections that are co-requisites at the class section level only, not at the catalog level. For example, one primary component grouped with one or more secondary components. Because section numbers do not indicate multiple components or section groupings, another indicator is needed so that multiple components and section groupings are recognizable to students in the published Schedule of Classes. IMPORTANT NOTE: SECTION NUMBERING FOR MULTI-COMPONENT SECTIONS: The APBD system only reads the first two digits of the section number, and does not read duplicated numbers. The following process is designed to visually link the multiple components together, and to properly calculate the workload values. NUMBERING PROCEDURE: To indicate links within multiple components or section groupings, follow these steps: Step 1 Step 2 Step 3 The Primary Component (e.g. Lecture, Seminar) is given a 2-character number (10, 20, 30, 40, 50, etc.) Labs and Activities associated with a primary lectures (above) will be numbered as follows: 11, 12, 13, 14, , 22, 23, 24, , 32, 33, 34, , 42, 43, 44, , 52, 53, 54, 55 59, etc. A third character, A or B, represents the additional component type: A = Activity or Laboratory (or NTI) B = 2 nd Lecture or 2 nd Lab Step 4 Enter the Associated Class number for each of the related lab and 2 nd lab sections to match the primary section s Associated Class number. This allows multiple components to be associated to one primary component (e.g. One Lecture, Five lab choices). Linking components will restrict enrollment to only these groupings. Examples are on the following pages. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 18 of 32

19 EXAMPLES OF LECTURE/LAB SECTION NUMBERING By adding an Alpha character to the end of the class section number you are creating only a visual connection between section groupings. This has no effect on the Student Administration (SA) system. A lecture with just one lab: The student will enroll in the lab and will be auto-enrolled into lecture. Lab sections should be built as the Enrollment component so that additional labs can be added without having to build a new lecture section. Section # Component Type Assoc Class Class Type 10 Lecture 1 1 Non-Enroll 1 st Auto Enroll 11A Activity or Laboratory for Lecture 1 1 Enrollment Lecture 2 2 Non-Enroll 21A Activity or Laboratory for Lecture 2 2 Enrollment Lecture 3 3 Non-Enroll 31A Activity or Laboratory for Lecture 3 3 Enrollment Lecture 4 4 Non-Enroll 41A Activity or Laboratory for Lecture 4 4 Enrollment 40 A Lecture with two (or more) lab choices. The student will enroll in one of the lab times, and will be auto-enrolled in the lecture. Section # Component Type Assoc Class Class Type 10 Lecture 1 1 Non-Enroll 1 st Auto Enroll 11A 1st Activity or Lab option 1 Enrollment 10 12A 2nd Activity or Lab option 1 Enrollment Lecture 2 2 Non-Enroll 21A 1st Activity or Lab option 2 Enrollment 20 22A 2nd Activity or Lab option 2 Enrollment Lecture 3 3 Non-Enroll 31A 1st Activity or Lab option 3 Enrollment 30 32A 2nd Activity or Lab option 3 Enrollment 30 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 19 of 32

20 One lecture with one lab or activity and a 2 nd lecture (LE2) or 2 nd lab (LA2). The student enrolls in the lecture and is auto-enrolled in the lab and LE2 (or LA2): Section # Component Type Assoc Class Class Type 10 Lecture 1 1 Non-Enroll 1 st Auto Enroll 2 nd Auto Enroll 11A Activity or Laboratory for Lecture 1 1 Enrollment 10 12B 12B 2nd Lecture (LE2) or 2nd Lab (LA2) 1 Non-Enroll 20 Lecture 2 2 Non-Enroll 21A Activity or Laboratory for Lecture 2 2 Enrollment 20 22B 22B 2nd Lecture (LE2) or 2nd Lab (LA2) 2 Non-Enroll 30 Lecture 3 3 Non-Enroll 31A Activity or Laboratory for Lecture 3 3 Enrollment 30 32B 32B 2nd Lecture (LE2) or 2nd Lab (LA2) 3 Non-Enroll One large lecture with multiple lab / 2 nd lab combinations. The student enrolls in one of the main lab options and is auto-enrolled in the lecture and associated 2 nd Lec or 2 nd Lab: Section # Component Type Assoc Class Class Type 10 Lecture 1 1 Non-Enroll 1 st Auto Enroll 2 nd Auto Enroll 11A Activity or Laboratory for Lecture 1 1 Enrollment 10 12B 12B 2nd Lecture (LE2) or 2nd Lab (LA2) 1 Non-Enroll 13A Activity or Laboratory for Lecture 1 1 Enrollment 10 14B 14B 2nd Lecture (LE2) or 2nd Lab (LA2) 1 Non-Enroll 15A Activity or Laboratory for Lecture 1 1 Enrollment 10 16B 16B 2nd Lecture (LE2) or 2nd Lab (LA2) 1 Non-Enroll One large lecture that has six options for lab times. The student enrolls in one of the labs and is auto-enrolled in the lecture. Section # Examples of Class Section and Associated Class coding for Lecture/Lab Combinations Lecture Section: Component Type Assoc Class Class Type 10 Lecture 1 1 Non-Enroll 1 st Auto Enroll 11A Activity or Laboratory for Lecture 1 1 Enrollment 10 12A Activity or Laboratory for Lecture 1 1 Enrollment 10 13A Activity or Laboratory for Lecture 1 1 Enrollment 10 14A Activity or Laboratory for Lecture 1 1 Enrollment 10 15A Activity or Laboratory for Lecture 1 1 Enrollment 10 16A Activity or Laboratory for Lecture 1 1 Enrollment 10 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 20 of 32

21 Screenshots of Class Section and Associated Class coding for Lecture/Lab Combinations Lecture Section: Corresponding Lab Section: Multiple Components vs. Multiple Meeting Patterns: Multiple Components are a combination of components such as a lecture and a laboratory, or lecture and activity, or lecture and 2 nd lecture (discussion group). Multiple Meeting Patterns indicate that a lecture has more than one meeting pattern (but is still just one lecture component). Example 1: A (3-unit) class section may meet together 2 hours per week in class (M or TR ), and meet an additional hour per week online. Example 2: A (3-unit) class section may meet TR AND F _2164_Fall 2016_Schedule Build_Business Process Guide docx Page 21 of 32

22 ENROLLMENT CONTROL TAB: CHECKLIST for Enrollment Control 1 Class Status: Active, Cancelled Section, Stop Further Enrollment, Tentative Section a. What classes appear in schedule: Schedule Print and Active are used. b. What classes do not appear in class schedule: Tentative or Stop Further Enrollment are used, or Schedule Print removed. 2 Add Consent and Drop Consent: Dept Consent, Instr Consent, No Consent (No Consent Required) If you select Instructor or Department, consent is granted either by a permission number or a student specific permission. Drop permissions are always student specific. IMPORTANT: Please check if the type of consent rolled correctly from previous term! Academic Scheduling will generate Permission Numbers prior to start of registration. Departments may request additional numbers via the online Permission Numbers Request Form. 3 1 st and 2 nd Auto Enroll Section fields: Enter a section within the same associated class number in which the system should automatically enroll students into the 1st Auto Enroll Section and 2nd Auto Enroll section. The auto enroll section must have a different component from the parent section. (See next page for screenshots.) Resection to Section: Do not use. 4 Requested Room Capacity: New sections default to 30. Change number to reflect the size of room that is needed. 5 Enrollment Capacity: New sections default to 30. Change to reflect expected headcount. 6 Wait List Capacity: If your department is using the Wait List function, enter 999. Minimum Enrollment Nbr: Do not use. 7 Auto Enroll from Wait List: If your department is using the Wait List function, check this box. Cancel if Student Enrolled: Do not use. Academic Scheduling use only. 8 Total: The system displays the current total of students enrolled and on the wait list for the section. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 22 of 32

23 ENROLLMENT CONTROLS cont. MULTIPLE COMPONENTS Screenshots for Lecture and Lab or Activity Combinations EXAMPLE: Lecture, Lab, Second Lab (3 Components). These screens show how the Auto-Enroll information is entered in the fields for the Enrollment sections. Keep the auto-enroll fields blank in the Non- Enrollment sections. Follow the data in the matching color boxes. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 23 of 32

24 EXAMPLE: Lecture, Lab, Second Lab (3 Components). These screens show the different times of each component. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 24 of 32

25 RESERVE CAPACITY TAB Use for classes that set aside a specific # of seats for specific Requirement Groups (e.g.: Nursing, Kinesiology, Economics). This is a feature that evaluates criteria to reserve or hold seats based on major, class level, or student group. It is used to facilitate enrollment in impacted courses. Below, a new row is added to include an expiration date for the Reserve Capacity. On this date, the reserved seats are returned to available status, for all other students. Example: 1. Beginning 06/12/2015, 15 seats will be reserved with the PSYC/CHAD Restriction ERG and this Reserve cap will end on 08/20/2015 (0 seats are saved for this ERG on that date). The 15 seats would be returned to available status. 2. Beginning 06/12/2015, 15 seats will be reserved with the HD Majors ERG, this reserve cap does not end. NOTES Above each group, Enrollment Total automatically lists how many seats in that reserve cap have been used (15 and 14 in above screenshot). Different ERGs on the same section will act as separate groups, if a student fits into either group they will be able to enroll. A whole new ERG will need to be created for the student to have to fit in both groups and entered in the reserve cap section in order to be utilized that way. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 25 of 32

26 NOTES TAB (Class Notes) NOTES: The two options are Pre-Set Class Notes or Free Format Text. Class Notes are viewed by the public! Do not use Free Format Text as a means to transmit messages to Academic Scheduling. Click the + sign to create more than one Class Note. IMPORTANT: ADD A CLASS NOTE WHEN A SECTION IS ONLINE (for both hybrid and fully online sections). Examples of Pre-Set Class Notes (Note Nbr): Examples of Free Format Text: BA 617 meets on Saturdays for 3 hrs. / Time TBD This course requires two hours-per-week in the classroom and two hours-per-week online. If this course, or any other Sociology course, is full please place yourself on the waiting list by going to Sociology s homepage at AH 111 (02) Cesmat will meet in KEL 1111, with Section (01) Avalos. Class meets 9/26, 9/27, 10/24, 10/25, 11/7, 11/8, 11/21, 11/22. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 26 of 32

27 EXAM TAB NOTE: Do not use. LMS DATA TAB (Learning Management Systems) NOTES: 1. Will be used for Cougar Courses. 2. You may see data populating these fields. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 27 of 32

28 Prior Term Copy The following parameters were rolled: Combined/Crosslisted Sections Catalog Components Class Requisites Class Attributes from Catalog Roll Cancel if Student Enrolled Global Notes FALL 2016 CLASS SCHEDULE The following parameters were NOT rolled: Meeting Patterns Room Characteristics Units from Class Association (variable units) Instructor Assignments Reserve Capacity Facility ID (classroom assignment) Special Topics Courses Class Notes GUIDE FOR BUILDING SCHEDULE AFTER TERM IS ROLLED 1. Run a query as a Class Schedule or Enrollment Summary for your academic areas. 2. Print and keep this hard copy on file. (Create a macro.) Suggest: SMO_SR_CLASS_SCHED_GRP 3. Give another copy to your department chair to line out or add information. 4. Enter your edited class schedule data under Maintain Schedule of Classes. 5. Use the process that works best for you to track your entries, where you stopped work, and where to start up again. (Checkmarks, highlighting the last line entered before stopping, etc.) The rolled schedule eliminates the need for you to build each section from scratch. The schedule data can be edited or deleted. Sections can be added or deleted. Puzzled Rooms: Review Room Puzzling information page Submit via directly to Academic Scheduling: Instructors who have specific classroom needs based on a disability that is on file with HR such as allergies, accessibility, etc. (acdsched@csusm.edu). Send these requests before the end of the Schedule Build Period Crosslisted or Combined classes 2 classes sharing one space (cyee@csusm.edu) Reserve Capacity (sserrin@csusm.edu) Depts. can input these directly, but if there are ANY questions, please contact us. Course software requests from faculty for each course -- Deadline 4/4/16. Please request that all faculty who will need any software on instructors stations, labs computer, or CougarApps fill out the appropriate request below: Please Note: If a software request is not received for software packages, it will be assumed that the package is no longer needed and may be eliminated. Questions? Candie Halstead at halstead@csusm.edu. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 28 of 32

29 ADDITIONAL INFORMATION: 1. Permission Numbers are batch generated right before posting the Class Schedule online. Additional numbers are generated upon request, and when new class sections are added after the initial posting. Please use the Online Permission Numbers Request form: 2. If a supplemental class meeting is needed during the first three weeks of the semester, use the Academic Breakout Request Form: After the 3-week period is over, please submit a 25Live request to Events and Conference Services. 3. The Online Room Change Request may be submitted by the department on behalf of the faculty, or by the faculty themselves. Please share this link with your faculty. 4. Final examinations will be held Monday, Dec. 8, 2016 through Saturday, Dec. 13, A two-hour examination period has been scheduled for each class. Final examination times may not be changed unless approved by the Dean of the College under which the course is taught. Use the Final Exam Room Change Request Form if an instructor needs a different type of classroom during the original final exam time (computer lab instead of online or instead of lecture room or vice versa, larger room to spread out students, etc.) 5. Class Rosters are not automatically generated with the Class Schedule; students must be enrolled in a class section before a roster is produced and accessible. 6. Wait Listing: If you have questions about the waitlisting process, please contact the Registrar s Office. 7. Cancelled Classes: Academic Scheduling will stop DELETING cancelled classes the day before Priority Registration begins. After Priority Registration, we will cancel without deleting. 8. Academic Scheduling Forms: The following forms are available on the Academic Scheduling webpage : Assigning Faculty Enrollment Control Changes Location Changes Other Changes o Independent Study Request Form o Service Learning Designation Request o Internship Designation Request 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 29 of 32

30 ROOM PUZZLING by Departments Sally Serrin Melena Puzzling a classroom requires scheduling 50 hours of class time for one room, thereby reserving the room for those scheduled classes during the schedule build process for the semester. FALL 2016: DEADLINE for getting Puzzling in for approval is February 26. Once it is approved, you can enter the room into the Facility ID section in PSoft. Do NOT enter any puzzled rooms in before it is approved by Academic Scheduling. Information and other documents available online on the Academic Program s Puzzling Page: (Type PUZZLING in the CSUSM search for easy reference) THINGS TO REMEMBER 1. Let Academic Scheduling (acdsched@csusm.edu) know as soon as you choose a room to puzzle. Also, let us know if you have decided not to puzzle a requested room - We would like you not to go through wasted effort if more than one person is trying to schedule the same room! Reserved Rooms will be posted online each semester on the Puzzling Page (Right Column) 2. Room Chart Please use a room chart to put in the 50hrs of classes, then scan and send to Academic Scheduling (acdsched@csusm.edu). Once you have approval, you may enter the classes in People Soft. Blank Room Chart - Example on Second Page of the document (please see Puzzling page) 3. Puzzled rooms must adequately meet, but not exceed, capacity i.e. Classes of 25 or 61, cannot meet in a 60 capacity room Do not go under 70% of room capacity and try to stay as close to 100% as possible. NEVER go over 100% of room capacity. 4. Classroom Capacity and Room Features Information o Type SMART ROOMS LIST in the CSUSM search for easy reference. Select Building on left bar, then select Room 5. Schedule professors with back-to-back classes into the same room Sorting a query by professors is helpful for this process. 6. Approved Course Meeting Times s.html (Type APPROVED CLASS MEETING TIMES in the CSUSM search for easy reference) You MUST use approved class meeting times for all classes. Please keep in mind, due to University Hour on Tuesdays & Thursday, TR and MW patterns are different before 1PM. 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 30 of 32

31 Approved Class Meeting Times - Main Campus Effective Fall Semester 2016 (Edited by Sally Serrin Melena) CLASS SECTIONS MEETING ONE (1) HOUR PER WEEK M or W or F T or R (Dedicated Space) 7:30 AM - 8:20 AM 8:00 AM - 8:50 AM 8:30 AM - 9:20 AM 9:00 AM - 9:50 AM * 9:30 AM - 10:20 AM 10:00 AM - 10:50 AM 10:30 AM - 11:20 AM 11:00 AM - 11:50 AM * 11:30 AM - 12:20 PM 12:30 PM - 1:20 PM 1:30 PM - 2:20 PM 11:50 AM - 12:50 PM University Hour 1:00 PM - 1:50 PM M or W (Dedicated Space) 2:00 PM - 2:50 PM * 2:30 PM - 3:20 PM 3:00 PM - 3:50 PM 3:30 PM - 4:20 PM * 4:00 PM - 4:50 PM * 4:30 PM - 5:20 PM 5:00 PM - 5:50 PM 5:30 PM - 6:20 PM * 6:00 PM - 6:50 PM * 6:30 PM - 7:20 PM 7:00 PM - 7:50 PM 7:30 PM - 8:20 PM 8:00 PM - 8:50 PM 8:30 PM - 9:20 PM 9:00 PM - 9:50 PM CLASS SECTIONS MEETING TWO (2) HOURS PER WEEK M or W or F MW or MF or WF TR (Dedicated Space) T or R (Dedicated Space) 7:30 AM - 9:20 AM 7:30 AM - 8:20 AM 8:00 AM - 8:50 AM * 8:00 AM - 9:50 AM 8:30 AM - 10:20 AM 8:30 AM - 9:20 AM 9:00 AM - 9:50 AM * 9:00 AM - 10:50 AM * 9:30 AM - 11:20 AM 9:30 AM - 10:20 AM 10:00 AM - 10:50 AM * 10:00 AM - 11:50 AM 10:30 AM - 12:20 PM 10:30 AM - 11:20 AM 11:00 AM - 11:50 AM * 11:30 AM - 1:20 PM 11:30 AM - 12:20 PM 12:30 PM - 2:20 PM 12:30 PM - 1:20 PM 1:30 PM - 2:20 PM 11:50 AM - 12:50 PM University Hour 11:50 AM - 12:50 PM University Hour 1:00 PM - 1:50 PM * 1:00 PM - 2:50 PM M or W (Dedicated Space) MW (Dedicated Space) 2:00 PM - 2:50 PM * 2:00 PM - 3:50 PM * 2:30 PM - 4:20 PM 2:30 PM - 3:20 PM * 3:00 PM - 3:50 PM * 3:00 PM - 4:50 PM 3:30 PM - 5:20 PM * 3:30 PM - 4:20 PM * 4:00 PM - 4:50 PM * 4:00 PM - 5:50 PM * 4:30 PM - 6:20 PM 4:30 PM - 5:20 PM * 5:00 PM - 5:50 PM * 5:00 PM - 6:50 PM 5:30 PM - 7:20 PM * 5:30 PM - 6:20 PM * 6:00 PM - 6:50 PM * 6:00 PM - 7:50 PM * 6:30 PM - 8:20 PM 6:30 PM - 7:20 PM * 7:00 PM - 7:50 PM * 7:00 PM - 8:50 PM 7:30 PM - 9:20 PM 7:30 PM - 8:20 PM 8:00 PM - 8:50 PM 8:00 PM - 9:50 PM 8:30 PM - 9:20 PM 9:00 PM - 9:50 PM * In puzzled rooms ONLY 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 31 of 32

32 CLASS SECTIONS MEETING THREE (3) HOURS PER WEEK M or W or F MWF TR T or R 7:30 AM - 10:20 AM 7:30 AM - 8:20 AM 7:30 AM - 8:45 AM 7:30 AM - 10:20 AM 8:30 AM - 11:20 AM 8:30 AM - 9:20 AM 9:00 AM - 10:15 AM 9:00 AM - 11:50 AM 9:30 AM - 12:20 PM 9:30 AM - 10:20 AM 10:30 AM - 11:45 AM 7:30 AM - 10:50 AM 1, 2 10:30 AM - 1:20 PM 10:30 AM - 11:20 AM 11:30 AM - 2:20 PM 11:30 AM - 12:20 PM 12:30 PM - 3:45 PM 1 12:30 PM - 1:20 PM 1:30 PM - 2:20 PM 11:50 AM - 12:50 PM University Hour 11:00 AM - 2:20 PM 1, 2 11:50 AM - 12:50 PM University Hour M or W MW 1:00 PM - 2:15 PM 1:00 PM - 3:50 PM 2:30 PM - 5:20 PM 2:30 PM - 3:45 PM 2:30 PM - 3:45 PM 2:30 PM - 5:20 PM 4:00 PM - 6:50 PM 4:00 PM - 5:15 PM 4:00 PM - 5:15 PM 4:00 PM - 6:50 PM 5:30 PM - 8:20 PM 5:30 PM - 6:45 PM 5:30 PM - 6:45 PM 5:30 PM - 8:20 PM 7:00 PM - 9:50 PM 7:00 PM - 8:15 PM 7:00 PM - 8:15 PM 7:00 PM - 9:50 PM 8:30 PM - 9:45 PM 8:30 PM - 9:45 PM 1 Any start time which allows for 150 min. class time between these hours or 170 min. of class time if two 10 minute breaks are factored in. 2 In subject specific labs only CLASS SECTIONS MEETING FOUR (4) HOURS PER WEEK M or W or F MW or MF or WF TR (Dedicated Space) T or R (Dedicated Space) 7:30 AM - 11:20 AM 7:30 AM - 9:20 AM 8:00 AM - 9:50 AM 8:00 AM - 11:50 AM 8:30 AM - 12:20 PM 8:30 AM - 10:20 AM 9:00 AM - 10:50 AM * 9:30 AM - 1:20 PM 9:30 AM - 11:20 AM 10:00 AM - 11:50 AM 10:30 AM - 2:20 PM 10:30 AM - 12:20 PM 11:50 AM - 12:50 PM 11:30 AM - 1:20 PM University Hour 5_2164_Fall 2016_Schedule Build_Business Process Guide docx Page 32 of 32 11:50 AM - 12:50 PM University Hour 12:30 PM - 2:20 PM 1:00 PM - 2:50 PM 1:00 PM - 4:50 PM 2:00 PM - 3:50 PM * 2:00 PM - 5:50 PM * M or W (Dedicated Space) MW (Dedicated Space) 3:00 PM - 4:50 PM 3:00 PM - 6:50 PM 2:30 PM - 6:20 PM 2:30 PM - 4:20 PM 4:00 PM - 6:50 PM * 4:00 PM - 7:50 PM * 3:30 PM - 7:20 PM * 3:30 PM - 5:20 PM * 5:00 PM - 6:50 PM 5:00 PM - 8:50 PM 4:30 PM - 8:20 PM 4:30 PM - 6:20 PM 6:00 PM - 7:50 PM * 6:00 PM - 9:50 PM * 5:30 PM - 9:20 PM * 5:30 PM - 7:20 PM * 7:00 PM - 8:50 PM 6:30 PM - 8:20 PM 8:00 PM - 9:50 PM * In puzzled rooms ONLY MW or TR ( ) MTWF or MWRF One 75 min timeblock on one day and 7:30 AM - 8:20 AM 10:30 AM - 11:20 AM 2 consecutive 75 min timeblocks on the other day 9:30 AM - 10:20 AM 1:30 PM - 2:20 PM Dedicated classrooms (in BLUE): A sufficient number of classrooms will be dedicated MW after 2:30 PM and TR all day to once a week 2-unit or twice a week 4-unit classes (expected use: 30 hours per week per classroom). Puzzling info and guidelines can be found on the PAR puzzling webpage: csusm.edu/par/acdsched/puzzling.html Friday afternoon classrooms and class times are currently unrestricted. Breaks: Timeblocks of 2 credit hours or larger have a 10 minute break factored in for each 50 minutes of class time.