Departmental Training
October 14, 2015
Timetabling Process
2
Timetabling Process
Carleton University has two separate timetabling cycles:
Summer and Fall/Winter.
The Timetabling Team
validates and cleans the
data entered by DTCs,
builds the timetable and
uploads it to Banner
DTCs review the
preliminary timetable and
submit changes before the
timetable is released to
students in Carleton
Central
Departmental Timetabling
Coordinators (DTCs) enter
course information and
instructor assignments info
into the DCU
DTCs submit timetabling
changes, when necessary
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Summer 2016 Production
Schedule
4
Summer 2016 Production
Schedule
Dare
Activity
October
19th DCU is open for Summer 2016 data entry.
Memo sent to Deans/Associates/Chairs/Directors
from the SES highlighting the overall process and
timelines. SES emails departments regarding
prerequisites and restrictions for summer courses.
November 24th DCU is closed for Summer data entry. Deadline to
review prerequisites for summer courses at the
course level.
December 4th SES makes Summer course offerings available in
Banner (not in Carleton Central yet)
December 7th SES to email reports with summer course offerings
to Associate Deans for approval
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Summer 2016 Production
Schedule
Date
Activity
December 18th Deadline for Associate Deans to approve summer
courses offerings via email. No need to return
signed reports to SES.
December 21st SES makes Summer 2016 course offerings available
in Carleton Central (no instructor or room
information). Students are sent an email indicating
that summer course offerings are available in
Carleton Central. SES to email DTCs re approval of
their summer courses is complete
February 8th Room information is available in Banner (not in
Carleton Central yet)
March
14th Students can see instructors in Carleton Central
April
22nd Room information is available in Carleton Central
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DCU
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DCU
 DCU is a web-based module that eases the
collection
of
departmental
scheduling
information and ensures that departmental
users are submitting information in a common,
consistent and understandable format.
 Go to http://dcu.carleton.ca and login to DCU
using you network login and password.
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DCU
Email timetabling@carleton.ca if
 you have not been given access to all the
departments under your administration
 an active catalogue course is missing under
Courses
 a course that is no longer active in the catalogue
is displayed under Courses
 an active instructor is missing under Instructors
 an instructor who is no longer active is listed
under Instructors
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Before DCU is open for data
entry
 Obtain course information
assignments from your Chair
and
instructor
 Contact instructors regarding their availability to
teach in the term
 (Fall/Winter terms only!) Work on your course
combinations (they are posted on the shared
drive in mid October).
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How to start
 When you are ready to edit/enter course
information for the 201520 timetabling cycle,
run last Summer’s (201520) SCH_INTERNAL_XLS
or SCH_INTERNAL report in Banner.
 Mark the changes on a copy of the report.
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Timetabling forms and
reports
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Submitting Change Requests
(after the DCU is Closed)
Once the DCU is closed, all changes to the timetable are to be
submitted through two Banner forms: SZACHRQ and SZCHRU.
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SCH_DZACHRQ_DEPT report
 SCH_DZACHRQ_DEPT report displays requests
submitted through SZACHRU and SZACHRQ.
 Use the report to track submitted requests.
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How to Cancel a Course Section
 Run the class list and inform the registered
students about the courses cancellation prior to
submitting the request.
 Set the maximum enrolment to 0 to prevent
further registration.
 Submit a request through SZACHRQ
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What you may do in SSASECT
 Change the course title (special topics ONLY)
 Change credit and billing hours info (if no students
have registered yet)
 Change Gradability and Web Availability
 Change grade mode (if no students have registered
yet)
 Change max enrollment so that it does not exceed
the size of the current room
 Change links
 You may create a section of an unscheduled course
in SSASECT on your own, without letting us know,
however, please note that the section will not be in
the DCU for the next timetabling cycle.
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What you may NOT do in SSASECT
(submit a request instead)
 Assign an instructor (even to an unscheduled course)
 Make a course inactive (even if the course is
unscheduled)
 Create a new section of a course (if the course
requires time and room).
 Increase max enrollment so that it exceeds the size
of the current room
 Change the time or room of a course (even if the
room is departmental)
 Change credit and billing value, or grade mode if the
course has registrants
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Scheduling reports: SCH_INTERNAL/
SCH_INTERNAL_XLS
Class Schedule in PDF or Excel format
18
Scheduling reports: SCH_CHECK
 Detailed class schedule information displayed in
PDF format for one or more terms. Displays
reserved seating, restrictions and waitlist
information.
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SCH_REG_TIMESLOT_CLASS report
 Use the reports when you need to find a timeslot
to move a course section with registered students
 The report goes through each student’s
registration (including CUOL courses) and outputs
the result in a grid (see below). Each cell contains
the number of students registered in the
timeslot.
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SCH_REG_TIMESLOT Report
Use this report when
you need to
 find a time for
students in a
selected population
(e.g. students that
belong to a
department) to have
a meeting
 schedule TA hours
21
Scheduling reports:
SCH_CRN_CHANGED
 Use the report to identify timetabling changes (e.g.
room, time or instructor changes) that occurred in
the selected period of time.
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Cross-Listed Courses
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Cross-Listed Courses
 Cross-listed courses (a.k.a cross-referenced or sameas) are courses that are listed under two or more
subject codes offered by one or more academic
departments. They are taught at the same time in
the same room by one instructor.
 If you need to cross-list a number of courses when
the DCU is closed, submit a request through the
SZACHRQ form, including combined max enrollment
and how these spaces will be allocated between the
sections.
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Cross-Listed Courses
Option A. There are restrictions on how many
students can register in the individual course
sections of the group.
If so, the enrolment for each course section should
be set to the number of spaces allocated to that
section, with the totals for the various sections
adding up to the maximum total for the group.
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Cross-Listed Courses
Option A will require ongoing monitoring by the
host department and possible adjustment of
enrolment limits to match actual demand from
students attempting to register in each course
section.
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Cross-Listed Courses
Option B. There are no restrictions on enrolment in
the individual course sections. In this case, the
enrolment for each course section should be set to
the maximum for the group. Using Option B, the Host
Department may decide to allow the spaces to go to
the first 50 students registering in either LALS 3002 A
or ANTH 3002 A.
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Cross-Listed Courses
The Host Department then sets the enrolment for
LALS 3002 A to 50 in SSASECT and directs the nonhost department to set the enrolment for ANTH 3002
A to 50 in SSASECT.
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Special topics courses
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Special Topics
 Special topics courses have a generic title in the
courses catalog, e.g. “Special topics in Economics.”
 A special topic title rolls over from the previous
year in the DCU. You cannot change the generic
title in the DCU, however once the timetable is
uploaded to Banner you should enter the title in
SSASECT for each section where the topic differs.
 There is no need to inform the timetabling team
about the change. As soon as the change is made
in SSASECT it will be reflected in Carleton Central.
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Special Topics
 If the title is not entered prior to the assignment of
grades in Banner, only the generic ‘Special Topics'
title will show on the transcript with the final
grade.
 The specific title of the topic will only appear on
the transcript if it is entered in Banner before the
course is graded.
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Special Topics
 SCH_INTERNAL_XLS report displays the generic
catalog title in the CATALOG_TITLE column (e.g.
“Special Subjects in History”) while the
SSASECT_TITLE column displays the title from
SSASECT.
 Run the SCH_INTERNAL_XLS report and make sure
that special topic titles in the SSASECT_TITLE
column are up to date.
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Registration setup
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Registration Setup
 Prerequisites: courses and test scores (SCAPREQ
and SSAPREQ forms in Banner).
 Restrictions: degree, major, program, department,
year standing (SSARRES form in Banner)
 Departmental permission (Special Approval field in
SSASECT)
 Reserved Seating (distribution of seats between
different student populations allowed into the
course by registration restrictions)
 Waitlist Setup
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Prerequisites
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Prerequisites
 Prerequisites are not part of DCU
 Prerequisites in Banner have two
levels: course level (SCAPREQ)
and section level (SSAPREQ).
 When the new timetable is built
and uploaded to Banner, course
sections (CRNs) will ”inherit”
prerequisites stored at the course
level (SCAPREQ).
Course level:
E.g. ECON 2400
(SCAPREQ)
Prerequisites
Section level:
E.g. ECON 2400 A
(SSAPREQ)
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Prerequisites at the course
level
 It is important that you review your prerequisites
at the course level before the first upload, to
make sure that course sections inherit the right
prerequisites.
For the Summer 2016 timetable deadline is
November 24th
For the Fall 2016/winter 2017 timetable
deadline is April 15th
 To review prerequisites stored at the course level,
run the new report SCH_COURSE_LEVEL_PREREQ
(enter the term 201630).
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Prerequisites at the course
level
 To modify existing prerequisites at the course
level, go to the SCAPREQ form, enter Subject,
Course number and the term 201630, perform
Next Block and click on the Course Prerequisites
Restrictions tab.
 Note: enter 201630 even if the course is offered in
the Winter!!! In this case 201630 is not the term
when the course is offered, it is the calendar
“effective” term for prerequisites.
 For the Summer 2016 term enter 201620.
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Prerequisites at the course
level
Click on the Maintenance button (if enabled),
make the change and save. When you are done,
the From term will change to 201630.
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Prerequisites at the section
level
 After the first upload, any changes to prerequisites
should be done at both levels (in SCAPREQ and
SSAPREQ). At that point, changes made at the
course level will not be passed to the section level
and vice versa.
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Prerequisites forms
SCAPREQ (course level)
SCAPREQ displays prerequisites at the course level.
SCAPREQ contains subject and course number (NO
CRN!!!)
The Term in SCAPREQ is the academic term in which
the set of prerequisites is in effect. When you enter
201630 in SCAPREQ, it does not mean that the course
will be offered in the Fall 201630 term, it means that if
you create a section of the course in 201630 it will
inherit this set of prerequisites.
The From Term in SCAPREQ is the first academic term
when this set of prerequisites is in effect. The To Term
in SCAPREQ is the last academic term when this set of
prerequisites is in effect.
SSAPREQ (section level)
SSAPREQ
displays
prerequisites at the
section (CRN) level.
SSAPREQ contains the
section’s CRN.
The Term in SSAPREQ is
the term when the
course section is offered.
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Common errors: brackets
 What is wrong with the prerequisites below?
 What did the user mean?
 ECON 1000 or (ECON 1001 and ECON 1002)
 (ECON 1000 or ECON 1001) and ECON 1002
 (ECON 1000 and ECON 1002) or ECON 1001
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Common errors: brackets
 When AND and OR are both used, use brackets to
separate the prerequisites subsets.
 ECON 1000 or (ECON 1001 and ECON 1002)
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Common errors: brackets
 Use double brackets when needed:
MATH 1004 and (ECON 1000 or (ECON 1001
and ECON 1002))
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Common errors: missing
minimum grade
 Minimum grade must be entered, otherwise
students with WDN or F grades will be able to
register
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Restrictions
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Restrictions
 Restrictions are rolled over from the previous like term.
 You can work on your restrictions in the DCU (while it is
open for the term), or in Banner after the timetable is
uploaded (early December for Summer; early May for
Fall/Winter). For information on how to enter
registration restriction into the DCU, refer to the DCU
manual: http://carleton.ca/ses/timetabling/preparingfor-coordinated-timetable/departmental-timetablingcoordinators/
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Restrictions
How to view/edit course restrictions in Banner after the
timetable is uploaded (Late April - early May)
 Open SSASECT form
 Enter term and CRN or search for CRN
 Press “Next Block”
 Click on “Options” and select “Course Section
Restrictions (SSARRES)
 For more information on course restrictions refer to
Section C: Registration of the Banner Departmental
Manual: http://carleton.ca/registrar/admin/wpcontent/uploads/c_registration1.pdf. The site is
password protected: Username: reg_user; Password:
regtory73
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Restrictions: common errors
 Be careful mixing different types of restrictions
(e.g. Degree and Program)
 Restrictions should not contradict each other or
reserved seating
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Restrictions: common errors
 The user wanted to include all BENG students and
students in the BAS-DG program. With this setup
neither BENG nor BAS-DG students will be able to
register.
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Restrictions: common errors
 Possible solution: Include Degrees BENG and BAS and
use reserved seating to distribute seats between BENG
and BAS-DG.
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Restrictions: common errors
 The user wanted to include graduate and 4th year
students. Y4 students will not be able to register as
their level is undergraduate.
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Restrictions: common errors
 In this case it is best to exclude 1st, 2nd and 3rd year
students.
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Reserved seating
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Reserved Seating
 Reserved Seating setup is rolled over from the
previous like term
 You can work on reserved seating in DCU, or in
Banner after the first upload (late April). However,
if your changes to the reserved seating setup
would change the maximum enrolment, please do
the change in the DCU, to insure correct room
assignment.
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Reserved Seating
 Reserved Seating setup is done in SSASECT (Section
enrollment Information -> Reserved Seats)
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Reserved Seating
Restrictions
Reserved
Seating
 Restrictions determine which
student population gets access
to the class. Reserved seating
distributes
seats
among
different groups in the student
population.
 E.g. If you reserve seats for
BENG students but exclude
them in restrictions, BENG
students will not be able to
register.
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Section Comments
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Section comments
Registration messages may be entered in DCU (before
it is closed) or SSATEXT form in Banner (after the first
upload). These messages will appear in Carleton
Central.
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Section Comments
 Preclusion statements should be part of section
comments. A one time process had assigned
preclusion statements to appropriate course
sections in 201430. Section comments get rolled
over from the previous like term.
 SCH_PRECLUSIONS_XLS report will help you
identify course sections with preclusion
statements in SSATEXT that need to be reviewed
and/or updated.
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Section Comments
• Review? column displays Y, if there is a
discrepancy between the preclusion statement in
SSATEXT and the preclusion statement extracted
from the most recent course description. Review
the preclusion statements with Y, and update, if
necessary.
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Waitlist Setup
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Waitlist
 If Waitlist Maximum is greater than 0 the wait list
for this section is activated. Waitlist Maximum will
get rolled over from the previous like term.
 Run SCH_INTERNAL_XLS before the start of
registration to identify sections with active waitlist.
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Departmental Permission
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Departmental Permission
 DP code in the Special Approval field in SSASECT
will not prevent students without DEPAAPP
override from registering in the course section
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DCU Support
•
•
•
•
Email: timetabling@carleton.ca
Julia Piatigorskaia: ext. 8877
Phay Mui: ext. 8803
Amy Resmer: ext. 3009
Documentation:
http://www.carleton.ca/ses/timetabling/preparing-forcoordinated-timetable/departmental-timetablingcoordinators/
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SES Website and policies
• SES Website: http://www.carleton.ca/ses/
• Timetabling documentation :
http://carleton.ca/ses/timetabling/preparing-forcoordinated-timetable/departmental-timetablingcoordinators/
• Timetabling policies:
http://www.carleton.ca/ses/timetabling/preparing-forcoordinated-timetable/
• Acceptable changes to Timetable:
http://www.carleton.ca/ses/timetabling/revisions-toscheduled-coordinated-timetable/
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