Coordinated Timetable
Process effective 2007- 2008
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Fall/Winter 2007-08 Class Schedule Training
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Logging on – Banner Prod, Web link, V Drive
Banner Link http://banfrm01.nt.carleton.ca:16010/dev.html
Web Link
http://www.carleton.ca/registrar/admin/timetable/index.htm
V Drive Link \\Ccsnas01\DeptFolders$\Admissions\Scheduling\Departmental_Reports
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Welcome and Introductions
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Workshop goals
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Update – modifications of reports.
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Questions and Answers
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Follow up - and continuing support
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Contact information:
Judy_Katz@carleton.ca
Payal_Chadha@carleton.ca
Kathleen_Nicholson@carleton.ca
ext. 3610
ext. 1635
ext. 3588
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Policies and Process:
What’s New and Improved
Policies
• Principles of Timetabling
• Basic Rules of Timetabling
– General Parameters
– Timeslot system; new variations
• Chair and Director Roles
– Special Timetabling Arrangement Form and
Process
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Data Collection for
Coordinated Timetable
Part 1:
Banner Schedule (Course, Room, Professor)
Part 2:
Spreadsheet (Academic Blocks = Students and Course
Requirements)
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Part 1:
Banner Schedule (Course, Room, Professor)
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What’s New and Improved
• Banner roll forward with purge function
(‘old’ day/times, room and instructor
information stripped).
• Concept of timetabling with time patterns
based on the current timeslot system with
new variations to the timeslot system.
• New linking convention for courses with
more than one component, eg., lecture
and discussion groups.
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Information Update
• The Banner Catalogue has been updated
based on the 2007-08 curriculum changes.
• The Banner roll forward process has been
done and terms 200730 and 200810 are
now available for updating.
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Part 1:
Updating the Banner Schedule
(SSASECT)
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Step 1: Deleting a course
Delete the course sections that will not be offered.
Enter the term and CRN in the key block and perform ‘Next Block’.
Choose ‘Remove Record’ and ‘Save’.
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Step 2: Adding a course
Change or add course sections as appropriate. Remember that adding and
changing Fall/Winter full-session course sections must be done in both Fall and
Winter terms.
Enter the term and type the word ‘ADD’ in the CRN-field and perform ‘Next Block’.
Fill in the appropriate fields. (Refer to Class Section Fields and Data Requirements
document to ensure you fill in all the required fields.)
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Example : Adding a full session course in SSASECT.
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Section Enrolment Info Form
• Adjust maximum enrolment, if applicable.
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Scheduled Meeting Times form
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Schedule Meeting Times Form
(Continued)
Important Fields.
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Schedule Meeting Times Form (Continued)
Time Aspect of Timetabling
Before the Roll Forward (200630 term)
After the Roll Forward (200730 term). Time Pattern
Reset to a “forced” time, if applicable.
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Schedule Meeting Times Form (Continued)
Meeting Type field
List of available time patterns based on the current slot system with new
variations. (Refer to Carleton University Slot System handout.)
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Schedule Meeting Times Form (Continued)
Room Aspect of Timetabling.
Before the Roll Forward (200630 term)
After the Roll Forward (200730
term) CRNs with Auto Scheduler
code of ‘DE’, the Building and
Room information was not
stripped.
After the Roll Forward (200730 term)
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Schedule Meeting Times Form (Continued)
Scheduler Preference field
Click on the ‘Icon’ detail.
Partition Preferences form ( = Location Preferences)
Room Attribute Preferences form
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Assigned Instructors Form
Enter the Instructor ID number, and Click ‘Save’
Step 1:
Step 2:
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Course Section Detail Form
A new linking convention has been adopted for coordinated timetabling. For
2007-2008, the Scheduling Office will be responsible for entering the new
linking codes.
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Course Section Comments Form
Add registration messages, if applicable.
Step 1:
Step 2:
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Cross-List Definitions Form
Ensure that the enrolment in the Maximum Enrolment Field and the associated
CRNs are in agreement. (Refer to Cross-Listed Courses document for setting up
cross-listed groups.)
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Part 2:
Spreadsheet (Academic Blocks = Students
and Course Requirements)
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Coordinated Timetable
The Academic Constraints spreadsheets for 2007-2008 can be picked up by
going to the following link –
\\Ccsnas01\DeptFolders$\Admissions\Scheduling\Departmental_Reports
Click on your respective Faculty Folder, open the folder '2007-2008 Academic
Block Spreadsheets' and the course department.
Step 2:
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Updating the Academic Constraints
Spreadsheets
a)
b)
c)
d)
Academic Blocks
Groups = Same Time
Ties = Sequencing
Teaching Assistant (T.A.) Ties
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Academic Blocks
What is the importance of Academic Blocks?
Combination of courses in a given block that are required to be scheduled conflict free for a specific number of
students in a program. “Blocks of courses that must be scheduled conflict free.”
How to Build Academic Blocks?
Identify the core/elective/optional courses that are required to be conflict with each other so students can take that
particular program to fulfill the requirements.
Academic Blocks are term specific. Example, the fall term courses are listed in one block, and the winter term
courses are listed individually in another block. (See example below).
Courses that are cross-listed are required to list only one of the courses in an academic block.
Formatting Instructions for Academic Blocks
Column fields – adjust the widths of the columns to ensure that all the information can be clearly read.
Course combination/Program field – alpha characters should not exceed 30 characters for each field. Example –
LALS Block 1 (Listed under ‘Course Combination ID’ and that individual block 1 should correspond the program field
i.e. BA HONS in LALS 1.)
Term Field – the term refers to the year in which the data is being collected for the course combinations
Example of Academic
Courses that are to be
conflict free/term specific.
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Groups = Same Time
What are the types of constraints?
1. Same Time, Different Room (Example, MATH 3057A and MATH 3007A should be scheduled at the
same time but in a different room.)
2. Same Time, Same Room/Alternating Weeks. (Example, ELEC 2501 Lab 3 / Lab 4 be scheduled at
the same room, same time but alternating weeks.)
How to build Groups = Same Time Constraints?
Identify the groups that are supposed to be scheduled at the same time, but different room or groups
that are needed to be scheduled in the same room.
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Ties = Sequencing
What are the types of constraints?
Course sections that are needed to be scheduled back to back.
Course sections/groups//tutorials that are needed to be scheduled one before the other.
Course sections that should not be scheduled back to back.
Identify the constraints that fall into the category of Ties=Sequencing.
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T.A. Ties
(Ties between Graduate & Undergraduate courses)
Undergraduate courses that require TA’s are usually taking graduate courses. TA Ties identifies the
graduate course where the TA resources are needed, and the undergraduate course for the TA to
assist the students should be listed in order for these courses to be scheduled conflict free.
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Completed Excel File
Enter the department, date, name of the person who is submitting the file.
Ensure the
department,
date, and contact
information fields
are completed.
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TimeLine
2007- 2008 Production Schedule
TTC = Timetable Coordinators
SES = Scheduling Team
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Questions/Discussions
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Appendixes
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Carleton University Principles of Timetabling
Carleton University Academic Timetable Responsibilities
Special Timetabling Arrangements
Carleton University Basic Rules of Timetabling
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