Academic Scheduler User Group Meeting

October 3, 20141

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Today’s Agenda

IntroductionsFacility updatesScheduling Life CycleDashboardsGuest Speaker

Mark Zohns, BioResource and Agricultural Engineering department scheduler

Scheduling “Fun Facts”Discussion/Q & A

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Introductions

Introductions University Scheduling Team

• Newest member Michele Reynolds Please sign the sign-in sheet

• Any new schedulers in attendance? Welcome Data Warehouse

• Team that builds the dashboards

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Scheduling Life Cycle

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Planning Phase

(3-4 months)Departments

enter schedules into PeopleSoft

University Scheduling assigns lecture

spaces and verifies registration settings

Currently Spring 2015 Term

Proofing Phase

(3-5 months)Departments

review schedules and submit minor

changes

Currently Winter 2015 Term

Reporting Phase

(1 week)Departments

finalize schedule for reporting to the

Chancellor’s Office

Currently Fall 2014 Term

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Facility Updates

Equipment Refreshes Over the summer the following rooms have had

equipment overhauls 06-124 Philips Hall 08-123: Capacity is now 146 (was 141)

• Classroom Technologies at http://www.classtech.calpoly.edu/

38-121: New Collaborative Learning Space• Center for Teaching, Learning & Technology at

http://www.ctlt.calpoly.edu/

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Facility Updates(08-123)

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Facility Updates(06-124)

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Dashboards

SOC (Schedule of Classes) Dashboard Schedule of Classes Enhancements

• Additional fields have been added• Class Listing view mimics the spreadsheet distributed by

Scheduling Office• One day departments may be asked to used the

dashboard for Proofing & Reporting purposes *New* Class Listing with Reserve Capacity Section

• Only enrollment components display• Provides the information to quickly review the number of

seats being reserved• Fields that display are start and end dates for the

restrictions, number of seats being saved (compare to enrollment cap), student group information, and class notes (quickly review that appropriate notes assigned)

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Dashboards

*New* Class Time Spread Dashboard Campus Administrative Policy, Section 282

Scheduling throughout the day and evening is not just about university space and utilization; it helps students build better schedules.

When classes are spread out, departments get more of their originally-scheduled times with less negotiation and fewer changes after the Planning Phase deadline.

Number of sections not accommodated at originally-requested time:

Spring 2014 165

Fall 2014 210

Winter 2015 212

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Dashboards

Class Time Spread Dashboard Prior to this dashboard, departments had no tool

available to determine how classes were spread Gauge how well are you adhering to policy early

in and throughout the process Decrease the number of class sections that aren’t

accommodated If more classes are accommodated, it will result in

fewer changes to the schedule

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Dashboards

Class Time Spread Dashboard Fall 2014, we scheduled 7,201 hours of lecture,

seminar and discussion, which equates to 79% of capacity (Monday-Friday, 7am-10pm)

1,920 sections (52% of scheduled classes excluding Sr. Project and Independent Study) are scheduled with a start time between 9am and 3pm

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Guest Speaker

BioResource & Agricultural Engineering department scheduler Mark Zohns will share a spreadsheet he developed to help him check his department’s schedule for room conflicts, instructor conflicts, and course conflicts.

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Scheduling Fun Facts

Do you know… How many university lecture rooms do we have?

• 121 How many of those hold 100 or more students?

• 7 How many University Lecture Rooms have a

capacity of 24-48?• 95 (79% of university lecture space)

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Discussion/Q & A

Open Discussion What scheduling issues are you’re finding difficult to manage?

Reach out to your peers to learn how they handle particular tasks. These are your mentors. Do you find yourself consistently “chasing” larger rooms after

classes begin? Are you using historical enrollment figures to plan your schedules? Are you adjusting the default settings for requested room capacity? For AY 2013-14, we added 17,000 seats of non-supervisory

classes over the previous year. How many of you react to the waitlists for Fall Quarter by editing

your schedule? When you make changes to the Fall schedule, are they intended

for continuing students or block enrolled freshmen?14

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ASUG Meeting

Thank you for coming!

Contact Information

University Scheduling Office

classschedule@calpoly.edu

756-2461

http://registrar.calpoly.edu/universityscheduling/index

Next Meeting: TBD November/December 201415

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