SCHEDULE PRODUCTION. (Banner Schedule Production Manual, Sept 2, 2015) SCHEDULING OFFICE

Transcription

1 SCHEDULE PRODUCTION (Banner Schedule Production Manual, Sept 2, 2015) SCHEDULING OFFICE

2 TABLE OF CONTENTS What Banner Forms to Use... 2 Adding a New Class Basic Class Information... 3 Adding Seat Count and Wait List... 6 Adding Meet Days, Time and Room... 6 Adding or Changing an Instructor... 9 Adding or Changing an Assignment Type & Loadfactor Schedule Calendar Form - SSAACCL Deleting a Class During Schedule Production Faculty Schedule Query SIAASGQ Form Schedule Section Query SSASECQ Form Banner Buttons, Icons and Keyboard Shortcuts Military Time Grid Calculating Meeting Times Option to Add students to Special/Honors class... 20

3 What Banner Forms to Use Adding a new class: 1. SSASECT form enter class information. 2. SIAASGN form enter pay information such as, assignment type, loadfactor, etc. 3. SSAACCL form enter Academic Calendar Type code (students cannot register if code is not entered). Modifying faculty or class information: 1. SSASECT form modify the appropriate information. 2. SIAASGN form need to re-enter information if instructor was modified in the SSASECT form. Modifying an assignment type & loadfactor: 1. SIAASGN form modify the appropriate information. NOTE: Information must be re-entered in SIAASGN form if the instructor is added or removed from SSASECT form. SSASECT SSAACCL SIAASGN Adding a new class x x x Change meeting days and time x Change instructor x x Change assignment type & loadfactor x Banner Schedule Production Manual (September 2, 2015) 2

4 Adding a New Class Basic Class Information Adding a new class in Banner requires inputting information in three of the following Banner forms: SSASECT, SIAASGN, and SSAACCL. Complete the forms in the order that they are listed. ADDING BASIC CLASS INFORMATION: 1. Go to your Banner main page, type SSASECT form name in the [Go To] field, and hit the [Enter] key on your keyboard. 2. Enter effective term for the class in the [Term] field. Term = 6-digit numbers (year + quarter code + school code) Quarter codes: Summer=1, Fall=2, Winter=3, Spring=4 School codes: De Anza=2, Foothill=1 Ex = Fall 2012, = Winter 2013 NOTE: Summer is the first quarter in a given Academic Year. Example, Academic Year starts with: Summer 2013 = Fall 2013 = Winter 2014 = Spring 2014 = Hit the [Tab] key to navigate to the [CRN] field, and type in the word ADD. Banner Schedule Production Manual (September 2, 2015) 3

5 4. Click on the [Next Block] icon or press [Ctrl+PgDn] to enter the class information. Next block icon 5. Enter the [Subject] and [Course Number] fields. Use the [Tab] key to move to the next field. [All course numbers must begin with a D for De Anza College, and F for Foothill College.] Ex. Subject=EWRT Course Number=D001A 6. Enter class section number in [Section] field. 7. Skip the [Cross List] field, even if it is a cross-listed class. [Skip for now, Scheduling Office will set this up in the future.] 8. Enter DA or DO in the [Campus] field. [Classes offered on campus should have DA in the Campus field, use DO for classes that are off-campus and abroad.] 9. Enter O in the [Status] field. [The code O stands for Open-Students May Register, classes with this code will be displayed in Banner Self Service and will allow students to register for the class if the seat count > 0.] IF YOU MADE A MISTAKE, delete class by hitting [Record Remove] or [Shift+F6] and [Save]. 10. Click on the pull-down menu in the [Schedule Type] field, select the appropriate schedule type from the list, and click [OK] button. [The list of schedule types is defined by the catalog. A schedule type not listed cannot be used. For distance learning class, enter the code 72 in this field otherwise modification would not be possible if class meeting and instructor information have already been inputted. For hybrid, enter the code 88.] Ex. 02 = lecture, 04 = Lab, 06 = Lec-Lab, 08 = Lec-Lab. 11. Hit the [Tab] key to default in data for the [Instructional Method] field. 12. Leave the [Grade Mode] field blank. [Information is pulled from the catalog. If class is only Pass/NP enter in P otherwise leave blank.] 13. Enter one of the following choices in the [Session] field: D, E or W. [D=day, E=eveningclasses starting at 4:30pm, W=weekend.] 14. Leave the [Special Approval] field blank. [This field is used to indicate the person who could waive students for the class, if the class has specific registration requirements.] 15. Leave the [Duration] field blank. 16. How many weeks is the class? Use the pull-down menu in the [Part of Term] field, select from the list, and click [OK] button. Use 1 = Full Term for all 12-week classes. Use S Term Spanning for classes that meet for a couple of days or for a number of weeks that is not listed as one of the choices. Banner Schedule Production Manual (September 2, 2015) 4

6 17. Skip the following fields: [Registration Dates] [Start Dates] [Maximum Extensions] [CEU Hours] [Billing Hours] [Contact Hours] [Lecture] [Lab] [Other] [Reporting Year] Information in these fields will default in from the catalog or other tables. DO NOT modify these fields. 18. Click on the pull-down menu in the [Attendance Accounting Method] field, select the appropriate accounting method from the list, and click [OK] button. D W IW ID P Summer classes or classes that meets 5 or more times for the same number of hours at each class meeting. 12-week classes that meet every week. Distance learning and hybrid classes during 12-week quarter, special projects, and internship (ex. ADMJ 64). Distance learning and hybrid classes, special projects, and internship during summer quarter. APRN classes, apprenticeship, intercollegiate PE classes or classes that do not meet for a consistent number of hours at each meeting. 19. Verify that the [Print] check box is checked if you want the section to show on the web. Uncheck the Print box if you don t want the section to be available on the web. 20. Verify that the [Voice Response & Self Service Available] box is checked if you want the section available on the web. Uncheck the box if you don t want the section to be available on the web. Banner Schedule Production Manual (September 2, 2015) 5

7 21. Verify that the [Gradable] box is checked. If you have checked or unchecked any boxes SAVE at this time. 22. Click on [Save] icon. Adding Seat Count and Wait List 23. In SSASECT form, click on the [Section Enrollment Information] tab. 24. Enter Seat Count in [Maximum] field. Enter waitlist in [Waitlist Maximum] field. [Class that is opened to a captive group of students, list seat count=0 and waitlist=0.] 25. Click on [Save] icon. Adding Meet Days, Time and Room 26. In SSASECT form, click on the [Meeting Times and Instructor]. Banner Schedule Production Manual (September 2, 2015) 6

8 27. Hit TAB once. Under the Meeting Type, specify only one of the three below. We do not use any other meeting type. CLAS = lecture LAB = laboratory TBA = distance learning or hybrid online parts 28. After specifying Meeting Type, hit TAB twice to default in the dates you established on the 1 st block of SSASECT. Select the days of the week the course is offered. Enter your start and end times in Military Time (see table in appendix). For assistance in calculating the start and end times, see table Calculate Meeting Times in appendix. Converting to military time: Before 1pm time is the same. Ex: 8:00am = 0800, 11:30am = pm or later add 12 to the hours. Ex: 1:00pm = 1300, 3:30pm = Session Indicator for the first line will default to 01 (it is the first field on the line). If you have more than one meeting line, change the session indicator accordingly for each additional meet line. DO NOT use the same session indicator if you have more then one meet line. A course with both a Lecture and a Lab component, MUST have times and days entered on separate lines, with different session indicators. IF YOU MADE A MISTAKE, delete class by hitting [Shift+F6] or [Record Remove] and [Save]. Banner Schedule Production Manual (September 2, 2015) 7

9 30. Calculating Hours per Day, Hours per Week and Total Contact Hours is done automatically or manually depending on: a. If the Meeting Type is Clas or Lab, all the hours will all be calculated automatically. Ensure that the INCLUDE BREAK TIME box is checked if it is not already checked. Verify that the hours scheduled for the section is the same as the information from the 1 st block of SSASECT. b. If the Meeting Type is TBA (distance learning or hybrid online parts), all the hours will need to be calculated manually. Click the Override Hours Indicator box, TAB to Hours per Day and Hours per Week fields and enter the same hours in both fields. The Hours per Day and Hours per Week are determined by the information from the 1 st block of SSASECT. TAB to the Total Contact Hours. This field = Hours per Week multiplied by Hours scheduled must equal the catalog hours that is listed on 1 st block of SSASECT. Banner Schedule Production Manual (September 2, 2015) 8

10 31. Click on [Save] icon to save your data. If you get a room conflict error message, it means that the room is double booked. Perform one of two options: a. If it is a valid double booking due to a cross-listing or shared lecture, then type O under the Meeting Conflict Override field then click on [Save] icon. b. If it is NOT a valid double booking, change the room assignment to TBA, then type O under the Meeting Conflict Override field then click on [Save] icon. NOTE: Each division is designated a specific number of rooms to use during the class schedule production phase. If your class was assigned to a room outside of your division last year, it does not mean that the classroom can be used again this year. Re-assign the class to a room in your division or change the room to TBA. 32. Click [Next Block] or press [Ctrl+PgDn] to go to the Instructor Block. Adding or Changing an Instructor 34. Add an instructor to a newly added section: enter the instructor [ID]. *If you don t know the instructor ID, click on the down arrow button. Click [Next Block] or press [Ctrl+PgDn]. Tab to last name field and enter instructor last name followed by % sign. (NOTE: Case sensitive, i.e. Smith%). [Query execute] or [F8]. Look for the appropriate instructor and highlight. Double click to add the instructor. Then go to step Changing an instructor to an existing section: Make sure you are in the Instructor block. To delete the instructor, hit [Shift+F6] or [Record Remove]. YOU CAN NOT TYPE OVER the existing instructor. Banner Schedule Production Manual (September 2, 2015) 9

11 36. If you entered or selected an instructor ID and the system comes back with the error message person not an instructor, press LIST for instructors, contact Cynthia Smith to verify instructor s status. 37. If the Instructor ID you entered or selected is valid, enter in the 100% for [Percent of Responsibility] and 100% for [Percent of Session]. DO NOT change [Percent of Responsibility], it should always be 100%. If two instructors are team teaching, sharing the same meet line/session indicator, then change [Percent of Session] = 50% and [Percent of Responsibility] = 100% for each instructor. NOTE: If you select STAFF (ID = ) as the instructor or if you get an instructor conflict error message, and it is due to a cross-listed or shared lecture class, check the [Instructor Conflict Override] box. 38. Click on the SAVE icon. 39. Go to SIAASGN form and enter assignment type, load, position number, etc. Banner Schedule Production Manual (September 2, 2015) 10

12 Adding or Changing an Assignment Type & Loadfactor 40. To access SIAASGN form: a. If you are already in the instructor field in SSASECT > Go to OPTIONS > Select [Faculty Assignments (SIAASGN)]. Click [Next Block] or press [Ctrl+PgDn]. b. If you are NOT in SSASECT form, in the [Go To] box type in the main page of Banner type in SIAASGN and hit [Enter]. Then enter the Instructor s ID in the [ID] field and enter the term code in the [Term] field. Click [Next Block] or press [Ctrl+PgDn]. 41. SIAASGN displays the information for each CRN that this particular instructor has been assigned to teach for that term. Click on the arrow on the scroll bar to the right to view all assignments. 42. If class is for PAY, Assignment Type = 0. a. Modify the [Override Workload] field if the load is different from what is being displayed in the [Workload] field. b. Blank out the following fields: [Contract Type], [Position Number], and [Position Number Suffix]. c. Enter 0 in the [Assignment Type] field. Banner Schedule Production Manual (September 2, 2015) 11

13 43. If class is for PAY, Assignment Type = 2, 4 or 8. a. Modify the [Override Workload] field if the load is different from what is being displayed in the [Workload] field. b. If the Assignment Type = 2 i. In the [Contract Type] field enter SU for summer quarter and FO for all other quarters. c. If the Assignment Type = 4 or 8 i. In the [Contract Type] field enter SU for summer quarter and AC for all other quarters. d. In the [Position Number] field = quarter term code e. In the [Position Number Suffix] field enter 2-digit number, such as 00, 01, 02, etc. DO NOT duplicate a Position Number Suffix. Use a different one for each assignment. f. Enter the appropriate Assignment Type in the [Assignment Type] field. 44. If class is for NO PAY, Assignment Type = 3 or 5. a. Enter 0 in the [Override Workload] field. b. Blank out the following fields: [Contract Type], [Position Number], and [Position Number Suffix]. c. Enter the appropriate Assignment Type in the [Assignment Type] field. 45. Click on the SAVE icon. CHECK the [Override Conflicts] box, if you receive a Schedule Conflict error message. This is usually due to cross-listing or shared lecture sections. A/T= 2, 4, 8 à requires contract type, position number, and suffix. A/T= 0, 3, 5 à make sure these fields are BLANK: contract type, position number, and suffix. Banner Schedule Production Manual (September 2, 2015) 12

14 Schedule Calendar Form - SSAACCL 46. SSAACCL populates important dates such as census dates, last day to enroll, and refund, these dates impacts students and A&R. These dates will not be populated if the [Academic Calendar Type] field is blank. To access SSAACCL form: a. If you are already in SSASECT > Go to OPTIONS > Select [Section Calendar (SSAACCL)]. Click [Next Block] or press [Ctrl+PgDn]. b. If you are NOT in SSASECT form, in the [Go To] box type in the main page of Banner type in SSAACCL and hit [Enter]. Then enter the term code in the [Term] field and the CRN in the [CRN] field. Click [Next Block] or press [Ctrl+PgDn]. 47. In the [Academic Calendar Type] field enter the Part of Term code that you ve entered in SSASECT. Hit [Enter] key on your keyboard. Click on the SAVE icon. Code must be the same in these 2 fields Banner Schedule Production Manual (September 2, 2015) 13

15 Deleting a Class During Schedule Production 1. Go to the SSASECT form. 2. Enter the term code in the [Term] field and the CRN in the [CRN] field. Click [Next Block] or [Ctrl+PgDn]. 3. Click [Remove Record] or [Shift+F6]. 4. Click on the SAVE icon. Once a record has been removed, it cannot be undone. Banner Schedule Production Manual (September 2, 2015) 14

16 Faculty Schedule Query SIAASGQ Form 1. SIAASGQ form displays the faculty s class schedule by term. 2. Open up SIAASGQ. Enter the term code in the [Term] field. Enter instructor s ID in the [ID] field or type in the instructor s name (LastName, FirstName - capitalize first letter of last name and use % as a wild card). Click [Next Block] or [Ctrl+PgDn]. Banner Schedule Production Manual (September 2, 2015) 15

17 Schedule Section Query SSASECQ Form 1. To find a class or list of classes, from the SSASECT form enter the term code in the [Term] field. In the [CRN] field click on the drop down arrow. This will cause the SSASECQ form to pop up. 2. In the SSASECQ form complete the appropriate fields to locate the classes you want. You do not have to fill in every field. Ex: If you are looking for all EWRT D001A class, enter EWRT in the [Subject] field and D001A in the [Course] field. Press [F8] or [Execute Query] button. Another option to using SSASECQ form is the Active Division Report available in MyPortal. Banner Schedule Production Manual (September 2, 2015) 16

18 Banner Buttons, Icons and Keyboard Shortcuts Navigation Button or Link Lets you Keyboard Shortcuts Save F10 Rollback, clear all fields. Shift+F7 Insert record Remove record Shift+F6 Previous record Next record Previous block Next block Enter query or search page. Execute query or search. Ctrl+PgUp Ctrl+PgDn F8 Cancel query or search. Send or view message Print Broadcast message Online help Exit all forms and return to main menu Banner Schedule Production Manual (September 2, 2015) 17

19 Military Time Grid Military time is the same for time before 1pm, for example 10:30am = 1030 in military time and 12:30pm = For times that are 1pm and later, add 12 to the hours and the minutes remain the same, for example 1:35pm = 1335 in military time and 6:15pm = Regular Time Military Time Regular Time Military Time Midnight 0000 Noon :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m :00 a.m :00 p.m Banner Schedule Production Manual (September 2, 2015) 18

20 Calculate Meeting Times Clock hour = Class hour + Passing Time/Break 60-minutes = 50-minutes + 10-minutes Each class hour scheduled requires a 10-minute break time to be included in the scheduled time except the first and last class hour. Hour(s) Per Day Break Time Start/End Time Scheduled Time 1 0 8:30 9:20 50 minutes :30 9: :30 10: :30 10: :30 11: :30 11: :30 12:20 75 minutes or 1 hour 15 minutes 110 minutes or 1 hour 50 minutes 135 minutes or 2 hour 15 minutes 170 minutes or 2 hour 50 minutes 195 minutes or 3 hour 15 minutes 230 minutes or 3 hour 50 minutes Banner Schedule Production Manual (September 2, 2015) 19

21 Option to Add students to Special/Honors class Option A: Step 1 - Student restriction via SPECIAL APPROVAL field in SSASECT form Step 2 - Clearance done through SFASRPO form Example: MPS Program below: Step 1 - Student restriction via SPECIAL APPROVAL field in SSASECT form Banner Schedule Production Manual (September 2, 2015) 20

22 Step 2 - Clearance done through SFASRPO form Banner Schedule Production Manual (September 2, 2015) 21

23 Option B: Step 1 - Student restriction via Student Cohort field in SSARRES form Step 2 - Clearance done through SGASADD form Example Honors Program: Display of Course Section Info Banner Schedule Production Manual (September 2, 2015) 22

24 Step 1 - Student restriction via Student Cohort field in SSARRES form Step 2 - Clearance is done through SGASADD form using Cohort Code Banner Schedule Production Manual (September 2, 2015) 23