Efficient Department Scheduling for Timetabling Success

Efficient timetabling for a department involves various stages like data entry, draft timetable creation, feedback collection, production of the final timetable, schedule adjustments, and publication. Key information needed includes faculty availability, room inventory, specific scheduling parameters, and student needs. Room inventory details such as room types, status, capacity, and characteristics are essential for effective scheduling. Additionally, maintaining accurate room inventory records in FAMIS ensures consistency across systems. Faculty availability details, department meetings, professor types, and instructor block-offs play a crucial role in scheduling optimization.

• Timetabling
• Department Scheduling
• Room Inventory
• Faculty Availability
• Student Needs

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1. Full Timetabling Department Scheduling

2. 2 Timetabling Timeline Spring 2012 Schedule Build (201210) Kent Campus Event Dates DCU and SPFS data entry window 04/18/11 - 05/27/11 Registrar imports SPFS entries and draft timetable built 05/30/11 - 07/01/11 Departmental feedback in SPFS website 07/05/11 - 07/22/11 Registrar begins production of final timetable & upload to Banner 07/25/11 - 09/09/11 Schedule adjustment in workflow/Banner 09/12/11 - 09/16/11 Schedule published in FlashFAST and Registrar's website 9/19/2011

3. 3 Timetabling: What Information is Needed? Timetabling requires information regarding each of four factors Faculty Availability Room Inventory Specific Scheduling Parameters Student Needs

4. 4 Faculty Availability Student Needs Specific Scheduling Parameters Room Inventory

5. 5 Room Inventory 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)

6. 6 Room Inventory cont d 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. Report discrepancies in room inventory to Cheryl Smith in the architect s office (csmit75@kent.edu) with a copy to the Academic Scheduling Center (acadschedctr@kent.edu)

7. 7 Faculty Availability Student Needs Specific Scheduling Parameters Room Inventory

8. 8 Faculty Availability This information includes Meetings, Professor Type, and Instructor Block-Offs Department Meetings are optional and should be used for meetings that recur throughout the semester Professor Type provides the general parameters by which groups of instructors should be scheduled Instructor Block-Offs represent specific times that an individual instructor is not available to teach

9. 9 Faculty Availability This information will submitted and maintained in the Section Planning and Feedback System (SPFS) Meeting Requestor role is required to submit and edit departmental meetings Instructor Maintenance role is required to submit and maintain individual instructor availability and professor types No information regarding Faculty Availability should be entered in the DCU

10. 10 Student Needs Faculty Availability Specific Scheduling Parameters Room Inventory

11. 11 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

12. 12 Student Needs cont d This information will submitted and maintained in the Section Planning and Feedback System (SPFS) Program Coordinator role is required to submit and edit Course Combinations No information regarding courses that should be scheduled conflict free should be entered in the DCU

13. 13 Faculty Availability Student Needs Room Inventory Specific Scheduling Parameters

14. 14 Specific Scheduling Parameters Scheduling Parameters are CRN (section) specific parameters to be considered in scheduling This includes all information entered in the DCU Sections (Component) and Enrollment Deliveries/Groups Time Request/Time Notes Room Request/Room Notes Assigned Instructor(s)

15. 15 Component (Section) Component setup remains unchanged. Include: Section Number Section Type Max Enrollment Banner Higher Education Information

16. 16 Component (Section) cont d Utilize the Done checkbox to indicate when data entry is completed for a section This will allow the ASC to review your submissions and process notes which will reduce cleanup issues and emails once the build window has closed

17. 17 Deliveries Deliveries include dates, time patterns, location and instructor information Creation and removal of deliveries remains unchanged

18. 18 Deliveries cont d Only one delivery for each scheduling type should be created Multiple deliveries will cause the meets to be scheduled multiple times If a delivery within a section requires multiple rooms, create one delivery with multiple room requests

19. 19 Deliveries cont d Multiple Rooms Don t Timetable Result Delivery 01: 2x50 time pattern and CLAX room request Delivery 01: MW 11:00-11:50 meets in CLAX ANX 222 Delivery 02: 2x50 time pattern and LAB room request Delivery 02: TR 8:50-9:40 meets in room LAB ANX 333

20. 20 Deliveries cont d Multiple Rooms Do Timetable Result Delivery 01: 2x50 time pattern, one CLAX room request and one LAB room request Delivery 01: MW 11:00-11:50 meets in rooms CLAX ANX 222 and LAB ANX 333

21. 21 Deliveries cont d If multiple schedule types are required, multiple deliveries can be used Lecture and Lab - Do Timetable Result LEC Delivery 01: 2x1:15 time pattern and LECX room request Delivery 01: TR: 12:30 1:45 meets in room LECX CHH 011 LAB Delivery 02: 1x3:00 time pattern and LAB room request Delivery o2: W: 11:00 2:00 meet in room LAB CHH 105

22. 22 Delivery Groups (Co-Scheduling) Proper Co-Scheduling is critical for an accurate Timetable Make sure all deliveries that meet in the same room, at the same time, and with the same instructor are properly Co-Scheduled Co-Scheduling process remains unchanged

23. 23 Delivery Groups cont d Delivery Group Don t Timetable Result Delivery SUB 43333 001 01: 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 43333 001 01: MWF 11:00-11:50 meets in BOW 213, Instructor J. Smith Delivery SUB 53333 001 01: 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 53333 001 01: MWR 7:45-8:35 meets in BOW 112, Instructor J. Smith No Group Created

24. 24 Delivery Groups cont d Delivery Group Don t Timetable Result Delivery SUB 43333 001 01: Enrollment 25, 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 43333 001 01: MWF 11:00-11:50 meets in BOW 213 capacity 25, Instructor J. Smith Delivery SUB 53333 001 01: Enrollment 10, no time pattern, no room request, Instructor J. Smith Delivery SUB 53333 001 01: No meets scheduled No Group Created

25. 25 Delivery Groups cont d Delivery Group Do Timetable Result Delivery SUB 43333 001 01: Enrollment 25, 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 43333 001 01 MWF 11:00-11:50 meets in BOW 217 capacity 35, Instructor J. Smith Delivery SUB 53333 001 01: Enrollment 10, 3x50 time pattern, CLAX room request, Instructor J. Smith Delivery SUB 53333 001 01: MWF 11:00-11:50 meets in BOW 217 capacity 35, Instructor J. Smith Co-Scheduled Group Created

26. 26 Deliveries and Co-Scheduling Improper Delivery creation and Co-Scheduling leads to undesired results in the timetable Instructor Schedule is affected Room availability is affected Time pattern subset selection is affected

27. 27 Time Requests Select Pattern Request and then select the appropriate Time Pattern. Specific times and days will not be entered.

28. 28 Time Requests cont d Make sure to double check the time patterns on existing deliveries DCU data is being rolled from the Spring 2011 Simulation database Time patterns were updated in this database for forced times and EVE deliveries, but the cleanup may not have assigned the intended pattern

29. 29 Time Requests cont d Check your time patterns by looking at the pattern subsets Pattern file (Timeblocks Final - Excel) is located on the ASC Timetabling Webpage: http://www.kent.edu/registrar/academic/timetabling/index.cfm

30. 30 Time Requirements Notes Add time notes in the Time Requirements text box Time notes are used to specify the structure and relationships of time requests, not to indicate specific times and days

31. 31 Time Requirements Notes cont d Time notes should be specific and should include reasons for the requirement. Always include the course numbers (if different) and the section numbers that are being referenced Avoid vague verbiage together, early, late, etc. Do not note instructor availability (SPFS) Do not note sections that must be conflict free (SPFS) If no time is required (i.e. Web courses) do not enter a time pattern, no note required

32. 32 Time Requirements Notes cont d Time Note Don t Time Note Do Schedule sections in the morning Section 001 and 002 must be scheduled prior to 1:00pm because students prepare daily athletic reporting schedules Schedule this section between the hours of 9am and 5:30pm because daylight is required Daylight is required for this section No note needed use an EVE pattern Instructor can only teach after 5 PM

33. 33 Time Requirements Notes cont d Time requirements to consider shared time: Same time (Different professors and rooms) Same time, same professor (Different rooms) Same time, same room (Different professors) Same time, same pavilion (Different professors and rooms) Same time, same room, same professor is co- scheduled, and a group should be created and no note is needed

34. 34 Time Requirements Notes cont d Time Note Don t Time Note Do Schedule sections together Schedule section 001 and 002 same time, same pavilion for project coordination Schedule 001 and SUB 15151 001 at the same time so students can t enroll in both Schedule Intro and Fundamentals class at 11:00 Schedule sections in labs at same time Schedule section 001 and 002 same time, same prof to offer simultaneous labs

35. 35 Time Requirements Notes cont d Time requirements to consider different time: Same day(s) Different day(s) Day between meets Lab after lecture Back to back (B2B) When requesting back to back, specify whether sections must be in specific order

36. 36 Time Requirements Notes cont d Time Note Don t Time Note Do Schedule lab after lecture Schedule this LAB after at least one meet of SUB 11031 001 Schedule 001 with at least one day between each meet Schedule MWF Schedule section 001 and 002 B2B with 001 first Schedule following other section

37. 37 Forced Times Requests for forced scheduling will be considered on a limited basis Submit times, but give clearly articulated reasons for the request in the time requirement note Only approved forcible deliveries will be processed in the Timetable

38. 38 Forced Times Guidelines Guidelines for Forcing Days and Times: Whenever possible the delivery must be forced on pattern Whenever possible the delivery must not cross the time blocks Whenever possible the delivery must start and/or end on pattern

39. 39 Approved Forcible Deliveries Weekend Deliveries Any deliveries which occur on a Friday evening, Saturday or Sunday may be forced Extended Deliveries Any deliveries which last more than three hours may be forced Graduate Programs with 2 year scheduling cycles Graduate programs with published 2-year scheduling cycles may force the documented evening deliveries. These 2- year plans must be submitted to the Office of University Registrar.

40. 40 Approved Forcible Deliveries cont d External Influence Deliveries Deliveries with an external influence may be forced when the days and times are set for that delivery based on factors outside of the control of the university. These include deliveries: At foreign sites In non-academic space such as Ice Arena or SWRC Consortiums Medical facility clinical experiences Performance deliveries with public participation/audience Coordinated across universities or primary/secondary school systems

41. 41 Room Requests All classrooms (AUDX, CLA, CLAX, LEC, LECX, SEM, SEMX) are being reviewed by the Classroom Review Committee Exclusive usage of these room types will be reviewed and approved by the committee There will be no change in selection of exclusive and forced room types in the DCU. Forced room types include: DIS, GYM, LAB, LBC, LBCX, STU, STUX, TEA, TEAX

42. 42 Room Request Priority rooms will no longer be available to select in the DCU. If a specific room is needed for a section, enter a room requirements note

43. 43 Room Requirement Notes Room notes should be specific and should include the reason for the requirement Room Notes Don t Room Notes Do Schedule in ANX 0192 This section must be scheduled in ANX because access to GYM is necessary for practical experience Schedule in same room as section 002 for professor mobility issues (also add B2B time note) Schedule in SFH 0113 after section 002

44. 44 Assigned Instructor(s) Assign an instructor to a class whenever possible The assigned instructor allows the system to consider faculty scheduling parameters Only assign instructors who are teaching the class (must be present for each class meeting) Don t assign coordinators who oversee many sections of a class Sections must schedule conflict free for instructors Sections must schedule according to instructor parameters

45. 45 Unknown Instructor A full time faculty member will be teaching the course, but it will be one of two professors who will be assigned the section at a later date Assign both professors to the section in the DCU The system will schedule the class at a time when both professors will be available to teach During the feedback window, or after the schedule is transferred to Banner, the professor who is not assigned can be removed from the section

46. 46 Unknown Instructor A section will be scheduled, but an adjunct professor who is only available in the evening will be assigned to the section at a later date Select an EVE time pattern, the section will only be scheduled in the evening subsets

47. 47 Unknown Instructor A section will be scheduled and an adjunct professor will be assigned to the section, since the instructor is unknown, the unavailability is unknown Select the desired time pattern based on student needs or historic scheduling if updates are necessary, they can be requested during the feedback window or after the schedule is transferred to Banner

48. 48 Unknown Instructor Multiple sections will be scheduled, but one currently unknown instructor is expected to teach these sections Create a TBA instructor in the DCU and specify the instructor type (i.e. DEPT_PT: Part time instructor) Assign the TBA instructor to the created sections This will force the system to schedule conflict free and according to parameters set in the professor type to create the best possible schedule for this to-be-named instructor

49. 49 How To: Create TBA Instructors Click on the Instructors tab

50. 50 How To: Create TBA Instructors cont d Select your department from the dropdown list.

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