Best Practices Scheduling Classes/Classrooms

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1 Best Practices Scheduling Classes/Classrooms The following is a best practice guide that includes some class scheduling fields with tips to help departments improve their student s registration experience and their classroom assignments. Session A 1 st 7.5 week, B 2 nd 7.5 week or C 15 week. These are the only choices available unless your department has received Provost Approval to use DYN dynamic. The default session is C. Tip In order to schedule an A session class in University space a department must also schedule a B session class at the same time, for the same capacity, if the class is an on ground class (they don t have to be the same class). Notice must be sent to rooms@asu.edu by the data entry deadline for a schedule build of the matched up classes from A and B session. Send a simple list, as follows: Session A ASU :30-11:45 TTH cap 40 Session B ASU :30-11:45 TTH cap 40 Class Section standard sectioning is 1001, 1002, 1003 etc. Tip some departments and colleges are assigning meaning to sectioning for reporting and tracking purposes. For example the Nursing College uses the following sectioning: 1020, 1021 etc. to indicate Downtown Phoenix classes 1050, 1051 etc. to indicate Mayo Clinic classes 1070, 1071 etc. to indicate a particular RN program 1080, 1081 etc. to indicate an online program University College uses sectioning to indicate campus: 1001 etc. is Tempe 2001 etc. is West 3001 etc. is Poly 4001 etc. is Downtown If sectioning is used in this manner, four digits associated class numbers will have to be used also. Component each course can have one or more components set at the catalog level during the Curriculum ChangeMaker process. Tip each component must be scheduled or enrollment problems occur. If you don t need a component for a particular semester or class you can request

2 (rooms) that it be removed from the class level for that semester. Please do this prior to the data entry deadline. Class Type enrollment or non-enrollment. Tip classes that are associated can have only one enrollment section but multiple non-enrollment sections. Classes that are not associated can only have enrollment as their class type. Associated Class 1, 2, 3, etc. usually matches the section number. Tip **this field defaults to 1, if you are not associating classes this field must contain a unique number from all other sections of the class you are building or modifying. If scheduling more than one component, the primary / graded component must also be the enrollment component. Location this is used to indicate where the class will be held. Tip the newest locations are ASUONLINE which is used for classes that are part of an online degree program and ICOURSE which is used for classes that will be held online but are not part of an online degree program. Instruction Mode HY=Hybrid; OL=Online; P=in person; TV=CABLE/KAET/TV Tip use HY if a class meets online most of the time but has one or more meetings in person. These classes should have an on-campus location. Course Topic ID used primarily for special topics courses to list the title of the section for that term. Tip this is the proper location for the title to be listed. If you don t find the title you are looking for listed then you must request the title be added using the Topics Form in Curriculum ChangeMaker. Facility ID shows the building and room that a class is assigned. Tip fill in this field in People Soft if the class is being held at an off-campus location such as: Mayo, ASU Research Park, Schools and countries where Study Abroad classes are held, or online (INTRT), otherwise leave blank. Time and Days time and day(s) a class is being offered.

3 Tip always use standard timeframes/days; if you can t use a standard timeframe begin a class at a standard and find another class to match the class so that a room is used across all times. Example: A class is submitted with the time 9:00 a.m. to 11:45 a.m. on Tuesday, you must match this with another class that will run from 9:00 a.m. to 11:45 a.m. on Thursday so that the room is in use for the same total number of times as it would be when using standard times and days. This also helps to ensure that the class is meeting for the required amount of contact time. Example: A three unit (credit) class is offered M from 9:40-12:40, you must match this with a W and F class at the same time. Free Format Topic DO NOT USE Tip using this field causes problems for enrolling students. Instructor and Access used to list the name of the instructor that will be teaching the class and give them access for grading and/or posting grades. Tip at least one instructor with Post access must be listed on every class in order for grades to be posted. Room Characteristics used to list types of equipment or furniture that an instructor prefers to have in a classroom. Tips make sure you remember to add a total number needed when choosing a characteristic that asks for a quantity needed. Asking for too many characteristics may cause a class to be disqualified for any room. Enrollment Capacity rolls over as 30, make sure it is modified to the capacity required. Reserve Capacity used to reserve seats for a particular group of students. Tips put most restrictive reserve requirement group first, followed by the next most restrictive etc. Do not ever put more than one reserve requirement group on a sequence; use a new sequence for every new requirement group. For example: Reserve Capacity Sequence 101 = reserved for seniors Reserve Capacity Sequence 102 = reserved for freshman

4 Each reserve capacity sequence must have a start date but doesn t have to have an end date. Put an end date if there is a date that you would like to release remaining seats to the general student population. Deleting versus Cancelling classes delete classes during the schedule build process. Cancel classes once students can view the schedule. Tip if a class is combined with another class you must first remove it from the combined section ID before cancelling or deleting it. If you don t remove it first, you will cancel all of the other classes that are in the combined ID. Schedule New Course use this when adding a class for the very first time. Tip try this when you have searched for a class in Maintain Schedule of classes and have received no results. Class Association Table use this to modify your variable unit classes to a different set of variables or to a fixed unit. Also use this to turn on your instructor edit field. Tips make these changes before students begin enrolling. After students begin enrolling ROOMS has to make these changes for you. Changing units after students begin enrolling causes a roll process to occur which ROOMS and then REGTECH must use to change units for the students that are already enrolled. To turn the instructor edit field on after students are enrolled all of the enrolled students have to be dropped and then enroll again so that they can pick the instructor they will be working with. If this is not done in the proper order multiple problems occur in the system with student records. Combined Sections use this to combine two or more classes together that will be held at the same time and days in the same room. Combined sections must have the same titles and their units must match. Tips 1. Do not enter any information on the meetings page for each class that will be combined until you have finished combining the classes, once combined use the Schedule Class Meetings screen to enter this information. 2. Make sure that your combined classes meet the criteria for combined classes (see Combined Sections in your Class Scheduling training manual). 3. All of the class components, units and titles of each class to be combined must match. 4. Make sure you enter the total number of seats you will need to accommodate all of the classes in the combination into the Enrollment Capacity field on the combined sections table and that it matches the total

5 seats combined. If you have more seats available on your class sections than you list in the combined section screen students won t be able to enroll. 5. If you modify your class capacities after combining classes remember to go back and modify your combined section ID. It is recommended that you modify the combined section ID to the new total capacity first, then adjust the capacities on the individual sections. 6. If you cancel a class that is part of a combined section you must first remove it from the combined section or you will cancel all classes in the combined section. Instructor/Advisor Table used to add instructors to a department so that they can teach that departments subjects. Tips make sure you have the instructors correct ID available to you before you begin as often only the ID is unique. Effective date the instructor prior to the start of the term they begin teaching otherwise they will not appear on the list when you attempt to add them to the class. Information to include via by the Data Entry Deadline 1. List of matched classes. Classes that are not standard but are matched up to use a room for the same number of times a standard or standards would use a room. 2. List of Session A and Session B matched classes. 3. Any other special needs for a class that you can t inform us about through People Soft or Ad Astra. 4. Special needs for disabled faculty and students (if you know about them). 5. Classes that have the same students in the back to back, (if you know about them). 6. Classes being taught back to back by a single instructor. General Tips ** Remember to set your units (credits), instructor edit field, correct associated class number and components before students begin registering. Each of these becomes more difficult once students have enrolled and can be impossible without dropping all students making a change and re-enrolling them.