GPS and Timetabling for Conflict-free Scheduling

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GPS (Graduation Planning System) and Timetabling work together to provide students with clear degree paths and conflict-free schedules. GPS includes major components like student tracking and roadmaps, while timetabling ensures courses are scheduled efficiently. Principles of Timetabling guide the process to meet faculty availability, room inventory, and specific scheduling needs. Faculty availability is categorized into types and individual unavailabilities are considered, all aiming to create conflict-free schedules for successful degree completion.

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Timetabling Course Combinations for Conflict-free Scheduling

2 GPS: What is it? GPS is the Graduation Planning System. It will provide students with a clear and direct path to degree completion GPS Website http://www.kent.edu/gps

3 GPS Major Components Student Tracking/Alerts Explore Majors Website (roadmaps) Reporting GPS Auto Timetabling Website Advisor Assignment Timetabling

4 GPS: Roadmaps All undergraduate majors have a roadmap which outlines the most expedient path to graduation. The path outlines program milestones (courses, GPA, test scores, etc) that must be completed on schedule in order to remain on track for timely and successful degree completion. If a student veers off track , consultation with the student s advisor is expected.

5 GPS Roadmap: Botany

6 GPS and Timetabling Timetabling will ensure that the combination of courses represented on the roadmaps are scheduled conflict-free. To facilitate this process, the Principles of Timetabling have been created by the Timetabling Steering Committee. It is available on GoogleDocs at https://sites.google.com/a/kent.edu/timetabling- department-constraints/

7 Timetabling: What is it? Timetabling is the creation of a conflict-free schedule given Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

8 Faculty Availability Student Needs Specific Scheduling Parameters Room Inventory

9 Faculty Availability Faculty Availability is divided into 3 categories. Professor Types ex: number of early AM starts, number of late PM ends, teaching time per day, consecutive teaching time, etc Department Meetings Individual Unavailabilities ex: religious observation, governance, etc See Principles of Timetabling for guidelines.

10 Faculty Availability Student Needs Specific Scheduling Parameters Room Inventory

11 Room Inventory Room Inventory is stored in FAMIS, the authoritative database for room information. FAMIS is maintained by the University Architect s Office. Room Information will be fed from FAMIS into Banner and the scheduling system.

12 Room Inventory cont d Room Inventory includes Room type (lecture hall, seminar, computer lab, scientific lab, etc) Room status (active, inactive) Room capacity Room characteristics (tablet-arm chairs, technology package, whiteboards, chalkboards, etc) Exclusive/Priority room usage will be governed by the Principles of Timetabling.

13 Faculty Availability Student Needs Room Inventory Specific Scheduling Parameters

14 Specific Scheduling Parameters Scheduling Parameters are CRN (section) specific parameters on the system. Examples include: Groups CRNs/Deliveries meeting same time, same room, same instructor(s) Block Offs setup/teardown time for labs Ties Deliveries (same CRN) meet on different days or with a day in between CRNs scheduled on different days Lecture before Lab, etc

15 Student Needs Faculty Availability Specific Scheduling Parameters Room Inventory

16 Student Needs Student Needs will be represented by Course Combinations. Course combinations are the semester prescriptions of required courses that need to be offered conflict- free. from Botany Fall 2009 Semester 3 Option 1 = Semester 3 Option 2 = CHEM30475 (CORE), CHEM20481 (CORE-LIST) (50 students) CHEM30475 (CORE), CHEM30481 (CORE-LIST) (50 students)

17 Timetabling: What isn t it? Timetabling is not an attempt to reproduce the current schedule. Timetabling does not create sections. The number of sections and number of seats are determined by the department. Timetabling does not randomly select days and times for a section. It is based on the meeting pattern that is selected by the department. Timetabling does not assign faculty to sections or manage faculty workload. This is done by the department.

18 Aren t we Timetabling now? We have been doing a process called the Room Assignment where days and times are set by the departments. We will be switching to a process where the system finds the best days, times, and rooms for the section based on all of the parameters determined by the departments.

19 Room Assignment v Timetabling NOW: Room Assignment COMING SOON: Timetabling Section: MATH101 Section 001 Section: MATH101 Section 001 Enrollment: 50 Enrollment: 50 Meeting Information Meeting Information Dates: Jan 1, 2012 May 1, 2012 Dates: Jan 1, 2012 May 1, 2012 Days/Times: MWF 11:00 11:50 Days/Times: Pattern 3 x 50 (days/times will be assigned) Room Information Room Information Room Type: Classroom w/Tech Pkg Room Type: Classroom w/Tech Pkg Pavilion: Bowman Pavilion: Bowman Room Requirements: Internet at Instr Station, projector Room Requirements: Internet at Instr Station, projector Room: (room will be assigned) Room: (room will be assigned) Instructor Information Instructor Information Instructor: John Doe Instructor: John Doe

20 Timetabling: Simulation Timeline Dept Parameters Wksp: Mar 15 26 Dept Parameters Submitted: Mar 15 May 7 Scheduling Parameters Wksp: Mar 22 26 DCU for Spring 2011 data entry: Apr 19 Jul 2 Scheduling Parameters also will be submitted via the DCU during this time Timetable Produced: Jul 5 Oct 15 Course Combination Workshops: Aug 11 Aug 18 Course Combinations Submitted: Aug 11 Sep 10 Feedback: Oct 18 Nov 19

21 Timetabling: Course Planning System View/maintain course information including Your department s course combinations, your courses in another department s course combinations, historical section offering information Submit meeting information Maintain instructor types Submit faculty unavailability Submit scheduling parameters Timetabling feedback Looking for volunteers to review specifications. If interested contact Gail Rebeta, grebeta@kent.edu

22 Additional Resources on the Web Website address: https://sites.google.com/a/kent.edu/timetabling- department-constraints/ The Department Parameters Website contains: Simulation timeline and information Master documents to view or download GPS and Timetabling overviews

23 Timetabling: The Team Sally Kandel, Associate Vice President Stephane Booth, Associate Provost Glenn Davis, University Registrar Gail Rebeta, Manager Registrar Office Systems Academic Scheduling Center Lynette Johnson, Business Analyst Brenda Gordon, Timetabling Coordinator Sandra Alli, Office Systems Coordinator Barbara Johnson, Administrative Clerk TBD, Administrative Clerk TBD, Clerical Specialist Timetabling Steering Committee You!

24 Timetabling: Steering Committee Sandra Alli, Registrar s Office Gregory Blase, JMC Stephane Booth, Provost s Ofc Tim Chandler, Provost s Ofc Susan Cole, IS Ron Corthell, English Glenn Davis, Registrar s Office Pam Evans, Architecture Lynette Johnson, Registrar s Office Richard Kolbe, Business David Odell-Scott, Philosophy Gail Rebeta, Registrar s Office Richard Serpe, Sociology Yvonne Smith, Nursing Cynthia Stillings, Theatre Andrew Tonge, Math Stanley Wearden, CCI Kathy Wilson, Economics

25 Questions?

26 Course Combinations for Conflict-free Scheduling Course Combinations tell the system which courses need to be scheduled conflict-free. They are the primary way in which we will represent our students in the scheduling system.

27 Course Combination Data Mix Roadmap Data Student Plan Data You! Student Needs

28 Assembling Course Combinations from Roadmap Data Each course combination will represent the course requirements of a particular semester for a given program and catalog year. Every semester on a roadmap can potentially yield one or more course combinations based on the type of course requirements found in that semester.

29 Roadmap Data Every line on a roadmap represents a requirement. 1 2 3 4 5 6

30 Requirement Categories: SINGLE SINGLE Requirements Students must take one course and may only choose from one course Ex: BSCI10120 is a SINGLE requirement. A Botany student must take this course. In this semester, CHEM10061 and CHEM10063 are also SINGLE requirements.

31 Requirement Categories: SHORT-LIST SHORT-LIST Requirements Students must take one course but may choose from a list of two or three courses Ex: (MATH12003 or MATH30011) is SHORT-LIST requirement. A Botany student must take one course but can choose between either of these two courses.

32 Requirement Categories: LARGE-LIST LARGE-LIST Requirements Students must take one course and may choose from a list of four or more courses LARGE-LIST requirements will not be represented in our course combinations. Ex: BSCI or CHEM or PHY Elective is an example of a LARGE-LIST. The actual number of courses that a Botany student may choose from to satisfy the requirement is four or more courses. In this semester, Foreign Language and Botany Core Course are also LARGE-LIST requirements.

33 Program Milestones and Categories All SINGLE and SHORT-LIST requirements will make up a course combination. Whether a requirement has been flagged as a milestone (critical) has no bearing on its course combination requirement category.

34 Semester Options When a requirement is a SHORT-LIST requirement, it produces multiple OPTIONS that a student can take to successfully complete a semester. Ex: A Botany student must take either CHEM20481 or CHEM30481. The student must take CHEM30475. So to successfully complete Semester 3 the student may opt to follow Option 1 CHEM20481+CHEM30475 OR Option 2 CHEM30481+CHEM30475.

35 Student Count Student Count is the number of students who are expected to need to take a combination of courses in a given scheduling term. This data is based on each student s academic history and general student record in Banner. Semesters producing multiple options will have their student counts divided equally among the options.

36 Roadmap Q and A Q1: Will Kent Core and General Electives be included in the combinations? A1: No they are LARGE-LIST requirements. Q2: What requirement categories are attached to CHEM10060, CHEM10062, MATH11002? A2: They are all SINGLE requirements Q3: How many options/paths to completions does this semester have? A3: One option/path since all requirements are SINGLE CHEM10060+CHEM10062+MATH11022

37 Roadmap Q and A Q1: What type of requirement is (MATH11012 or MATH12002)? A1: It is a SHORT-LIST requirement. Q2: How many paths/options to completion does this semester have? A2: Two options exist: (MATH11012+ECON22060+ MIS 24053) OR (MATH12002+ECON22060+ MIS 24053)

38 Assembling Course Combos from Student Plans DegreeWorks contains a Student Educational Planner. The roadmap will be applied to a student. The student version is a PLAN. A student will work with their advisor to manage their plan. Joe s Botany PLAN for Spring 2012 (Semester 3) CHEM20481 CHEM30475 ENG 21011 ARCH10001 ANTH18210 BSCI30275

39 Assembling Course Combos from Student Plans cont d The PLAN data will be submitted as course combinations for all students who have plans that have been approved by an advisor. Joe s Botany PLAN for Spring 2012 (Semester 3) CHEM20481 CHEM30475 ENG 21011 * ARCH10001 ANTH18210 BSCI30275 Joe s Course Combo for Spring 2012 CHEM20481 SINGLE CHEM30475 SINGLE ARCH10001 SINGLE ANTH18210 SINGLE BSCI30275 SINGLE (1 student) *ENG 21011 will not be included in Joe s combination. It is similar to LARGE-LIST requirement since many sections are offered in a term.

40 Plan Data v Roadmap Data v You! Plans will be submitted as course combinations for those students who have advisor approved plans Roadmap data will be submitted for students who have a corresponding roadmap/template but no advisor approved plans. You will be able to submit custom plans for student populations who are not represented by a plan or a roadmap such as graduate students.

41 You! - My Course Combos Through the Course Planning System you will be able to edit course combinations from roadmaps. Examples of why you might edit your existing combinations include - A course is a FALL-only course and will not be offered in SPRING. You can replace the FALL-only course with a suitable substitute, if necessary. Ensure that certain popular LARGE-LIST courses are also offered conflict-free with the required SINGLE/SHORT-LIST courses.

42 You! - My Course Combos cont d Through the Course Planning System you will be able to add new combinations. Examples of why you might add new combinations include Spread out elective courses to ensure that there are a suitable number of them that are not offered in conflict. Create combinations for graduate programs to ensure that those courses are not offered in conflict.

43 You! - My Course Combos cont d Create a course combination to represent a segment of your student population that is not represented by the combinations pulled from the roadmaps Needed combinations can be identified by student needs by level in your programs Catalog Year Level Level Level Level Level Level Level Level Semester 1 Semester 2 Semester 3 Semester 4 Semester 5 Semester 6 Semester 7 Semester 8 201080 Semester 1 Semester 2 Semester 3 Semester 4 Semester 5 Semester 6 Semester 7 Semester 8 200980 Semester 1 Semester 2 Semester 3 Semester 4 Semester 5 Semester 6 Semester 7 Semester 8 200880 Semester 1 Semester 2 Semester 3 Semester 4 Semester 5 Semester 6 Semester 7 Semester 8 200780

44 Additional Information Course combinations will not contain the following information: LARGE-LIST requirements Courses where historically many sections are offered such as US 10097, ENG 11011 and ENG 21011. Course combinations will not be submitted under the following circumstances: The related semester had no SINGLE or SHORT-LIST requirements. All requirements are LARGE-LIST requirements where the student may select from 4 or more courses. The related semester had one SINGLE or one SHORT-LIST requirement. You need at least 2 requirements. The related semester had no students. NOTE: At this time there are only 2009 and 2010 roadmaps available. Therefore there will be very few, if any, roadmaps that go beyond semester 4.