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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.

Production Timeline

Fall 2022 Production Timeline (COVID-19 Revamp)

Date

Status/Task
Oct. 27 Office of the Registrar technical staff rolls Spring 2022 (220210) schedule to Fall 2022 (202230) - Instructors not rolled.
Nov. 1

Office of the Registrar synchronizes Fall 2022 term to EMS Campus (room scheduling software).

Office of the Registrar runs Cognos report - Opens schedule for edits - sends Course Schedule email to department chairs, program coordinators, master and division schedule builders.

Nov. 1-18 Department chairs/program coordinators review schedule, make corrections/updates, and send to schedule builder.
Nov. 19 Deadline for receiving adds/changes/deletes for Fall 2022 classes from department chairs/program coordinators.
Nov. 22-Dec. 16 Schedule builders modify, delete, and add sections as needed.
Dec. 17 Deadline for schedule builder to enter changes/updates to the Fall 2022 term.
Dec. 20-Dec. 22

Office of the Registrar will again synchronize Fall 2022 classes to EMS Campus (room scheduling software).

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

Jan. 3-13 2022 Department chairs and program coordinators proof the Fall 2022 Course Schedule for errors.
Jan. 14, 2022 Deadline for receiving changes/updates for the final proof of the Fall 2022 Course Schedule from department chairs/program coordinators.
Jan. 18-Feb. 4, 2022
 Schedule builders make final corrections to 202230.
Feb. 7-18, 2022

Office of the Registrar and master schedule builder will verify the accuracy of the schedule and make adjustments accordingly.

Schedule builder may continue to modify, delete, and add sections as needed.
Feb. 21-24, 2022

Office of the Registrar will publish room assignments from EMS back to Banner.
Feb. 25. 2022 Fall 2022 (202230) is published only as "view only" on the Interactive Class Schedule. No major revisions to the course schedule should be requested at this time.
Sept. 19, 2022
 Office of the Registrar runs Cognos report for Fall 2022 (POT 1, 2, & 4) and places course sections with "0" enrollment on Cancelled Status.
Oct. 24, 2022 Office of the Registrar runs Cognos report for Fall 2022 (POT 3, 6, & DC) and places course sections with "0" enrollment on Cancelled Status.

Spring 2023 Production Timeline

Date

Status/Task
March 25

Office of the Registrar technical staff rolls Spring 2022 Course Schedule to Spring 2023 (202320) – Instructors not rolled.

Registrar Office synchronizes Spring 2023 terms to EMS Campus (room scheduling software).
April 1 Office of the Registrar runs Cognos report – Opens schedule for edits – sends Class Schedule email to department chairs/program coordinators, master schedule builder, and schedule builder.
April 11-29 Department chairs/program coordinators review schedules, make corrections/updates, and send to schedule builder.
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 builder to enter changes/updates for Spring 2023.
June 1-16

Office of the Registrar will synchronize Spring 2023 classes to EMS.

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

June 17 Office of the Registrar will publish room assignments from EMS back to Banner.
June 21-July 14 Department chairs/program coordinators proof the Spring 2023 Course Schedule for errors (e.g. section number issues, day/time errors, etc.)
July 15 Deadline for receiving changes/updates to the final proof of course schedule from department chairs/program coordinators.
July 18-Aug. 12 Schedule builders make final corrections to 202310.
Aug. 15-Sept 1

Office of the Registrar and master schedule builder 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.
Oct. 3-7
 Office of the Registrar runs Cognos report prior to the start of Spring 2023 Class Registration - sends email to department chairs/program coordinators and master schedule builder with course sections with issues to resolve (Missing Instructor, No Classroom assigned, Temporary Closed, etc.).
Oct. 10-14 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
Oct. 17-21 Office of the Registrar processes corrections/changes. Any Spring 2023 course sections without a proper classroom assigned will be assigned TBA Building/Room until resolved. Any course section without an instructor assigned will be assigned STAFF, STLCC instructor.
Dec. 12-16 Office of the Registrar runs Cognos report prior to the start of Spring 2023 term - sends email to department chairs/program coordinators and master schedule builder with course sections with issues to resolve (Missing Instructor, No Classroom assigned, Temporary Closed, etc.)
Dec. 19-22 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
Jan. 3-6 2023 Office of the Registrar processes corrections/changes. Any Spring 2023 course sections without a proper classroom assigned will be TC'd until resolved. Any course section without an instructor assigned will be assigned to the Department Chair.
Feb. 13, 2023 Office of the Registrar runs Zero Enrollment report (POT 1, 2, & 4) and places course sections on Cancelled Status.
March 27, 2023
 Office of the Registrar runs Zero Enrollment Report (pot 3, 6, & DC) and places course sections on Cancelled Status.

Summer 2023 Production Timeline

Date

Status/Task
June 24

Office of the Registrar technical staff rolls Summer 2022 Course Schedule to Summer 2023 (202320) – Instructors not rolled.

Office of the Registrar synchronizes Summer 2023 terms to EMS Campus (room scheduling software).

July 15 Office of the Registrar runs Cognos report – Opens course schedule for edits in online spreadsheet – sends Summer 2023 Course Schedule email to department chairs and program coordinators.
July 18-Sept. 1 Department chairs/program coordinators review schedule, makes corrections/updates, and sends to the Office of the Registrar to enter course schedule and room preferences into Banner.
Sept. 2 Deadline for receiving adds/changes/deletes and room preferences for Summer 2023 classes in online spreadsheet by department chairs/program coordinators.
Sept. 6 Online spreadsheet closes at 8 AM.
Sept. 6-Oct. 27
 Office of the Registrar to enter changes/updates to term 202320 in Banner.
Oct. 28 Deadline for Office of the Registrar to enter changes/updates to term 202320 in Banner.
Oct. 31-Nov. 11 Office of the Registrar will synchronize optimize, and publish the Summer 2023 Course Schedule into EMS.
Nov. 14-Dec. 15
 Office of the Registrar reopens online spreadsheet and returns final Summer 2023 Course Schedule to department chairs/program coordinators to review and check for errors.
Dec. 16 Deadline for department chairs and program coordinators final review of Summer 2022 Course Schedule and send back to the Office of the Registrar.
Dec. 19-Jan. 12, 2023 Office of the Registrar enters final Summer 2023 Course Schedule corrections/changes into Banner.
Jan 13, 2023 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.
Feb. 27-March. 3, 2023 Office of the Registrar runs Cognos report prior to the start of Summer 2023 Class Registration - sends email to department chairs and master schedule builder with course section issues to resolve (Missing Instructor, No Classroom assigned, Temporarily Closed).
March 6-10, 2023
 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
March 13-17, 2023 Office of the Registrar processes corrections/changes. Any Summer 2023 course section without a proper classroom will be assigned TBA Building/Room until resolved. Any course section without an instructor assigned will be assigned to Staff, STLCC.
April 17-21, 2021 Office of the Registrar runs Cognos report prior to the start of Summer 2023 (202320) term - sends email to department chairs and master schedule builder with course section issues to resolve (Missing Instructor, No Classroom assigned, Temporarily Closed).
April 24-28, 2023 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
May 1-5, 2023 Office of the Registrar processes corrections/changes. Any Summer 2023 course section without a proper classroom will be TC'd until resolved. Any course section without an instructor assigned will be assigned to the department chair.
June 20, 2023 Office of the Registrar runs Cognos report for Summer 2023 and places all course sections with zero enrollment (All POTs) on Cancelled Status.

Fall 2023 Production Timeline

Date

Status/Task
Sept. 23

Office of the Registrar technical staff rolls Fall 2022 schedule to Fall 2023 (202330) – Instructors not rolled.

Office of the Registrar synchronizes Fall 2023 term to EMS Campus (room scheduling software).

Nov. 1 Office of the Registrar runs Cognos report – Opens schedule for edits in online spreadsheet – sends Fall 2023 Course Schedule email to department chairs and program coordinators.
Nov. 1-22 Department chairs/program coordinators reviews 202330 Course Schedule and schedule builder enters adds/changes/deletes in online spreadsheet.
Nov. 23
 Deadline for Department Chair/program coordinators initial review and schedule builder edits and room preferences for Fall 2023 in online spreadsheet.
Nov. 28 Online spreadsheet closes at 8 AM.
Nov. 28-Dec. 21 Office of the Registrar will enter the Fall 2023 Course Schedule and room preferences into Banner.
Dec. 22 Deadline for Office of the Registrar to enter initial changes/updates to 202330 term in Banner.
Jan. 3-6 2023 Office of the Registrar syncs, optimizes, and publishes the Fall 2023 Course Schedule into EMS.
Jan. 9-26 2023 Office of the Registrar reopens online spreadsheet and returns Fall 2023 Course Schedule to department chairs/program coordinators for final review. Schedule builders enters final changes/updates in online spreadsheet.
Jan. 27, 2023
 Deadline for department chairs/program coordinators final review of Fall 2023 Course Schedule and schedule builder edits in online spreadsheet.
Jan. 30-Feb. 16, 2023 Office of the Registrar enters Fall 2023 Course Schedule final corrections/changes into Banner.
Feb. 17, 2023 Fall 2023 (202330) is published online as “view only” on the Interactive Class Schedule. No major revisions to the schedule should be requested at this time.
Feb. 27 - Mar. 3, 2023 Office of the Registrar runs Cognos report prior to the start of Fall 2023 Registration - sends email to department chairs and master schedule builder with course section issues to resolve (Missing Instructor, No Classroom assigned, Temporarily Closed).
March 6-10 2023 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
March 13-17 2023 Office of the Registrar processes corrections/changes. Any Fall 2023 course section without a proper classroom will be assigned TBA Building/Room until resolved. Any course section without an instructor assigned will be assigned to Staff,STLCC.
July 24-28 2023 Office of the Registrar runs Cognos report prior to the start of Fall 2023 (202320) term - sends email to department chairs and master schedule builder with course section issues to resolve (Missing Instructor, No Classroom assigned, Temporarily Closed).
July 31-Aug. 4, 2023 Department chairs/program coordinators reviews report and sends corrections back to the Office of the Registrar.
Aug. 7-11, 2023 Office of the Registrar processes corrections/changes. Any Fall 2023 course section without a proper classroom will be TC'd until resolved. Any course section without an instructor assigned will be assigned to the Department Chair.
Sept. 18, 2023 Office of the Registrar runs Zero Enrollment Report (POT 1, 2, & 4) and places course sections on Cancelled Status.
Oct. 23, 2023 Office of the Registrar runs Zero Enrollment Report (POT 3, 6, & DC) and places course sections on Cancelled Status.

 

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 a.m. 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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