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Schedule Building

This webpage is intended for our staff members who are schedule builders for credit-based coursework. Please use the production timelines listed below to ensure an optimal schedule for our students. In addition to these timelines, you will find other resources listed on this webpage to support you through the schedule building process.

Timeline

Spring 2023 Production Timeline

Date

  

Status/Task
March 25  

Registrar Technical Staff rolls Spring 2022 schedule to Spring 2023 (202320) – Instructors NOT rolled.

The Registrar Office synchronizes Spring 2023 terms to EMS Campus.
April 1  

The Registrar Office runs Cognos Report – Opens schedule for edits – sends Class Schedule email to Department Chairs, Program Directors, Master Schedule Builders, and Division Schedule Builders.

April 11-29  

Department Chairs/Program Coordinators review schedules, make corrections/updates, and send to Schedule Builders.

May 2   DEADLINE for receiving adds/changes/deletes for Spring 2023 classes from Department Chairs/Program Coordinators.
May 3-27   Schedule Builders modify, delete, and add sections as needed.
MAY 31
   DEADLINE for Schedule Builders to enter changes/updates for Spring 2023.
June 1-16  

The Registrar's Office will synchronize Spring 2023 classes to EMS Campus.

Master schedule builders will make group preferences and shared space adjustments in EMS.

June 17  

The Registrar's Office will publish room assignments from EMS Campus (room scheduling software) back into Banner.

June 20-July 14  

Department chairs and program coordinators proof the Spring 2023 class schedule for errors (e.g. section number issues, day/time errors, etc.)

July 15  

DEADLINE for receiving changes/updates to the final proof schedule from department chairs/program coordinators.

July 18-Aug. 12  

Schedule builders make final corrections to 202310.
Aug. 15-Sept 1  

The Registrar's Office and master schedule builders will verify the accuracy of the schedule and make adjustments accordingly.

Schedule builders may continue modify, delete, and add sections as needed.
Sept. 2
   Spring 2023 is published online as “view only” in the Interactive Class Schedule. No major revisions to the schedule should be requested at this time.

Summer 2023 Production Timeline

Date

  

Status/Task
June 24  

Registrar Technical Staff rolls Summer 2022 schedule to Summer 2023 (202320) – Instructors NOT rolled.

The Registrar Office synchronizes Summer 2023 terms to EMS Campus.
July 1   The Registrar Office runs Cognos Report – Opens schedule for edits – sends Class Schedule email to Department Chairs, Program Directors, Master Schedule Builders, and Division Schedule Builders.
Jul. 11-Aug. 4   Department Chairs/Program Coordinators review schedules, make corrections/updates, and send to Schedule Builders.
August 5   DEADLINE for receiving adds/changes/deletes for Summer 2023 classes from Department Chairs/Program Coordinators.
Aug. 8- Sept. 15   Schedule Builders modify, delete, and add sections as needed.
September 16   DEADLINE for Schedule Builders to enter changes/updates to term 202320.
Sept. 19-29  

The Registrar Office will synchronize Summer 2023 classes to EMS Campus.

Master Schedule Builders will make group preferences and shared space adjustments in EMS.

Sept. 30   The Registrar Office will publish room assignments from EMS Campus (room scheduling software) back into Banner.
Oct. 3-27   Department Chairs and Program Coordinators proof the Summer 2023 class schedule for errors.
October 28   DEADLINE for receiving changes/updates to the final proof schedule from Department Chairs/Program Coordinators.
Oct. 31-Dec. 9   Schedule Builders make final corrections to 202320.
Dec. 12, 2022-Jan. 6, 2023  

The Registrar Office and Master Schedule Builders will verify the accuracy of the schedule and make adjustments accordingly.

Schedule Builders may continue modify, delete, and add sections as needed.
Jan. 13   Summer 2023 (202320) is published online as “view only” in the Interactive Class Schedule. No major revisions to the schedule should be requested at this time.

Fall 2023 Production Timeline

Date

  

Status/Task

  
August 19  

Registrar Technical Staff rolls Fall 2022 schedule to Fall 2023 (202330) – Instructors NOT rolled.

The Registrar Office synchronizes Fall 2023 terms to EMS Campus.

  
August 26   The Registrar Office runs Cognos Report – Opens schedule for edits – sends Class Schedule email to Department Chairs, Program Directors, Master Schedule Builders, and Division Schedule Builders.  
Sept. 6-26   Department Chairs/Program Coordinators review schedules, make corrections/updates, and send to Schedule Builders.  
September 27   DEADLINE for receiving adds/changes/deletes for Fall 2023 classes from Department Chairs/Program Coordinators.  
Sept. 28-Oct. 27   Schedule Builders modify, delete, and add sections as needed.  
Oct. 28   DEADLINE for Schedule Builders to enter changes/updates to term 202330.  
Oct. 31-Nov. 10  

The Registrar Office will synchronize Fall 2023 classes to EMS Campus.

Master Schedule Builders will make group preferences and shared space adjustments in EMS.

 
Nov. 11   The Registrar Office will publish room assignments from EMS Campus (room scheduling software) back into Banner.  
Nov. 14-Dec. 8   Department Chairs and Program Coordinators proof the Fall 2023 class schedule for errors.  
Dec. 9
   DEADLINE for receiving changes/updates to the final proof schedule from Department Chairs/Program Coordinators.  
Dec. 12, 2022-Jan. 27, 2023   Schedule Builders make final corrections to 202330.  
Jan. 30-Feb. 23  

The Registrar Office and Master Schedule Builders will verify the accuracy of the schedule and make adjustments accordingly.

Schedule Builders may continue to modify, delete, and add sections as needed.

  
Feb. 24   Fall 2023 (202330) is published online as “view only” in the Interactive Class Schedule. No major revisions to the schedule should be requested at this time.  

 

Have schedule building questions or need assistance?

Contact Adrienne Sims at asims68@stlcc.edu.

Resources

Reports

When the schedule is rolled, review the reports to determine which rolled sections should be deleted or expanded. Work with your schedule builder during the editing phase (refer to production timeline) to make updates.

To access reports, login to Cognos Analytics from the CollegeWeb. Once logged in, click Team Content, then STLCC Reports, then Student.

NOTE: Where student contact information is needed, go to the Student Level 2 folder.

Topic

Details

Report Name

Average Section Enrollment

 Average enrollment by subject, by campus ST Average Section by Subject

Cancellations

 Contact info for students who were canceled out of a specific course section ST Canceled Course Roster by CRN
  Contact info for students who were canceled out of any course section ST Canceled Course Roster-All

Census Section Enrollment

 # of students enrolled in a section on census date ST Census Seats Taken by Course

Course Enrollment Planning

 Enrollment predictions are produced based on 5%-8% decrease or increase ST Course Enrollment Planning

Course Fill

 Course fill info for prior terms ST Course Fill Report

Days, Times, Locations

 Is there a section of ENG 101 offered at 11:00 am on MWF? ST Listing of All Courses
  How many morning, afternoon, and evening ENG sections are offered at my campus? ST Course Spread Reports

Faculty Assignments

 Displays in alpha order faculty and their teaching assignments, release time, course dates, and enrollment ST Faculty Assignments

Room Scheduling

 Displays classroom schedules for the selected campus; non-academic events are not captured ST Room Schedules by Building

Waitlists

 List of sections that have students on the waitlist ST Waitlisted Classes
  List of students, the sections they're waitlisted for, and their contact info ST Courses with Waitlisted Students

Cross-Listing

Traditional Cross-Listing

The CRN capacity of the two (or more) cross-lists is the same as the overall cross-list cap, all CRNs in the cross-list are taught on the same day/time/room/instructor/schedule type/etc.

Cross-list Code: TR001
TR = Traditional
3 digits for the number of cross-lists that exist with two leading zeros

Non-Traditional Cross-Listing

The CRN capacity of the two (or more) cross-lists add up to the overall cross-list cap.

Cross-list Code: NT001
NT = Non-Traditional
3 digits for the number of cross-lists that exist with two leading zeros

Hi-Flex Cross-Listing

One CRN is F2F and the other is LVL; the CRN caps and the overall cross-list cap are the same.

Cross-list Code: HF001
HF = Hi-Flex
3 digits for the number of cross-lists that exist with two leading zeros

Standard Scheduling Patterns

Adhere to Standard Scheduling Patterns.

What to do when Registration has started

When registration begins, it is critical for deans, chairs, and coordinators to review course enrollments and waitlists weekly. Doing this often and early will help to determine where we need faculty to teach new sections, and help our students by introducing new sections.

Term

  

Timelines to review cancellation, waitlist, etc. reports
Summer   End of March - Mid-June
Fall   End of March - Mid-October
Spring   End of November - Mid-March

Evaluating Scheduling Success

When the term ends, review the reports and assess how well your department scheduled!

  • Were the section enrollments at 80% at census?
  • Were there less cancellations than the prior, like-term?
  • How were low-enrolled sections addressed?
  • Were adjuncts available when new course sections were needed?
    • Identify areas for improvement and celebrate the successes.

Student Evaluations of Faculty

Please see the Student Evaluations of Faculty webpage for more information.

 
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