Student Systems Upgrade training available

The first of the Student Systems Upgrade training offerings were released this week. This includes the Student Systems Upgrade Overview that is required for all current users of the student system (i.e., Campus Solutions). You can complete that training online at any time. You may also register for the PeopleSoft 9.0 Upgrade Collaborative Class Scheduling (CCS) training that is required for all ECS users. More information can be found on Upgrade training page for Campus Solutions.

Grade entry deadlines and reminders

Fall 2014 grades (full semester) are due on Tuesday, December 23. A complete list of grading due dates is available online.

Grade entry best practices may be found on the One Stop’s Grade Reporting webpage.

What's open in ECS?

There are a number of terms currently open for editing:

• Spring 2015 (1153) - currently in ECS period 4 to make changes for spring semester
• Summer 2015 (1155) - currently in ECS period 3
• Fall 2015 (1159) - currently in ECS period 1 until February 10, 2015
• Spring 2016 (1163) - currently in ECS period 1 until April 10, 2015

See the scheduling production calendar and available tools for more specific information. We recommend completing all class scheduling for fall 2015 (1159) and spring 2016 (1163) before February 10, 2015 when the system goes offline for The Upgrade.

Scheduling policy basics

If you would like a refresher on the class scheduling policy, refer to the class scheduling policy summary and FAQ. The following information might also be helpful:

• The policy is based on the principle of the fair-use of resources. It aims to:
  • reduce classroom demand for certain days and times,
  • increase scheduling flexibility for departments, and
  • ensure reasonable class access for students.
• There is no requirement to schedule classes at a particular time, although it is required that classes are evenly distributed throughout the day and week.
• The Class Scheduling Distribution Summary illustrates the class demand of a department or college.
• The Liberal Education Distribution Summary illustrates the distribution of classes meeting one or more liberal education requirements.

Classes meeting during Spring Break week

OCM Scheduling now has an automated way to cancel class meetings during Spring Break in Astra Schedule by campus. This will remove those sections from the Scheduling and Activity Calendars and eliminate conflicts when scheduling events.

If you schedule a class that plans to meet in-person, on-campus during Spring Break next semester (1153), you must notify OCM Software Help by Friday, December 12, 2014 to ensure that a room assignment is retained during Spring Break (March 16-20, 2015).

Without notification, we will assume that a holiday break is a holiday break and that none of your classes have in-person, on-campus meetings during Spring Break 2015. All course section meetings during that timeframe will then lose their room assignments in Astra Schedule.

Verify access to grade rosters

Instructors should verify that they have access to their assigned grade rosters before the last day of instruction by using the "My Classes" report in UM Reports. Grades can be entered online through the University Self-Service grades pages. Class rosters and grade entry for courses owned by the School of Public Health are available only through the School of Public Health grading system.

Due to the PeopleSoft Upgrade in February, this is the last time the current University Self-Service grades pages will be used for final grading. As you provide your faculty and instructors with the following tips, you may wish to include information on how final grading will be changing.

Mobile devices
At this time, smart phones and iPads cannot be used to enter final grades. (The PeopleSoft self-service pages for grade entry are not compatible with mobile devices.) 

Browser compatibility
The browser type and version used by the grade enterer can also affect grade entry. Mac users typically have the best success with the Safari browser (Safari on an iPad will not work for grade entry). PC users typically have the best grade entry success with either the Internet Explorer or Firefox browsers. 

Clearing your cache
All grade enterers and approvers should clear their browser cache prior to the grades entry period to ensure they have the most recent version of the grades pages. Some assistance is available on the grade entry section of the Faculty One Stop web page. 

Where to go for help
If you know of someone encountering issues with grades entry please refer them to the Student Records Training and Support Team for further assistance at (612) 625-2803 or via email at srhelp@umn.edu. The University is closed on December 25 and 26. Although staff will not be available to answer questions on these days, instructors and others may still use these helplines and someone will respond to them as soon as possible.

Expanded weekend classroom hours during finals week

Finals week begins Thursday, December 11, with the first study day. The last day of exams is Thursday, December 18. General purpose classroom hours will be extended on Saturday, December 13, and Sunday, December 14, to meet the needs of students and faculty during finals week. Weekday hours remain unchanged during finals week (see standard operating hours).

Faculty, staff, and students should be reminded to carry their U Cards at all times to gain access to exterior building doors.

Saturday, December 13: All general purpose classrooms will be open from 8:00 a.m.-10:00 p.m. to accommodate scheduled final exams. U Cards are required to enter exterior building doors.

Sunday, December 14: All general purpose classrooms in weekend buildings will be open from 8:00 a.m.-10:00 p.m. to accommodate students for study day. U Cards are required to enter exterior building doors. Weekend buildings include the following:

• East Bank: Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall, STSS
• West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
• Saint Paul: McNeal Hall, Ruttan Hall

After final exams week, we will return to our standard operating hours. Additional studying space during final exam week is available in the University Libraries, Coffman Memorial Union, and the Saint Paul Student Center.

Room assignments complete for spring 2015 (1153)

General purpose classroom assignments for spring 2015 are available on the One Stop Class Schedule. Review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned a room.

Please note: room assignments are subject to change prior to the start of term. While this usually affects only a small number of classes, please encourage the instructors in your department to verify their classroom assignment before the first class meeting.

See how the PeopleSoft Upgrade will affect students

Interested in learning how the Upgrade will affect students? Attend one of the several Student Experience Preview sessions. The sessions will include demonstrations of class registration, bill payment, and viewing financial aid. Also covered will be how MyU and the One Stop website will work together after the upgraded systems launch in February.
These sessions were created for those who support students (e.g., advisers, student services staff). Previews for a student audience will be available in January and February. No need to register, just come when you can!

• Friday, November 21, 10:30-11:30, 31 Rapson Hall (East Bank)
• Monday, November 24, 3-4, 143 Ruttan Hall (St. Paul)
• Wednesday, November 26, 9-10, 50B Humphrey (West Bank)
• Monday, December 1, 3-4, 512A STSS (East Bank)

PeopleSoft 9.0 Upgrade training coming soon

The ASR Training team is developing two training courses to prepare staff for The Upgrade.

• The Student Systems Upgrade Overview course will be provided online and is required of all staff who have access to student information in PeopleSoft. This online, on-demand training becomes available on December 15.
• As part of The Upgrade, Electronic Course Scheduling (ECS) will change to Collaborative Class Scheduling (CCS). Staff with access to ECS will attend an in-person Collaborative Class Scheduling class, which will cover the changes coming with CCS. Registration for this class will be available on December 15, with classes starting on January 6.

In the coming weeks, staff who have current access to student data/records and ECS will be sent invitations to complete training. For more information about training, please visit the PeopleSoft 9.0 Upgrade Training website.

Review fall 2014 final exam schedule

The fall 2014 final exam schedule for general purpose classrooms is now available for review in Astra Schedule. Please forward room locations to instructors to ensure they know the location of their final exam.

Be sure to look through your department's courses for accuracy. Email the Scheduling Unit at ocmsched@umn.edu as soon as possible if you notice any of the following:

• An exam scheduled for a class that does not require a room
• An exam missing for a class that should have had one scheduled
• An exam scheduled at a time or place you did not expect

To review your department's final exams, use the following steps:
Sign in to Astra Schedule with your University internet ID and password in the upper right corner of the screen.

1. Click on the "Academics" tab located in the top navigation menu.
2. Click on the "Sections" link at the top of the page.
3. Update the filters in the left column as follows:
   • Is Exam = Yes
   • Term = Fall 2014
   • Subject = Select the subject(s) you schedule
   • Campus = Mpls/St Paul
     
4. Click "Search" at the bottom of the filters.
5. To save your filter selections for future use, click on the save button on the bottom left side of the page.
6. Export the list to Excel by using the icon at the bottom of the page.

To view room assignments for Common Exams, review this google spreadsheet.
Want a few extra tips and tricks for getting around in Astra Academics ? Check out this handout.
Still have questions on how to review your final exams? Contact ocmsched@umn.edu.
Questions about final exam policy?

• Fall 2014 final exam regulations
• Fall 2014 final exam times
• Fall 2014 common exam times
• University final examination policy

ECS period 1 open for fall 2015 (1159) and spring 2016 (1163)

Electronic Course Scheduling (ECS) in PeopleSoft is available for fall 2015 (1159) and spring 2016 (1163) class schedule production. Remember to delete any course sections that have rolled forward but will not be taking place during either term. You can delete courses/sections in ECS by clicking on the minus button on the Basic Data panel of “Maintain Schedule of Classes.”
The following resources for scheduling courses are available:

• Class schedule production instructions
• Class scheduling distribution summary
• Class scheduling policy FAQs
• General academic scheduling resources

Queued registration begins Nov. 11 for Spring 2015

Spring 2015 registration begins for students admitted to degree and certificate programs on Tuesday, November 11. Please review classroom assignments for your department to ensure all classes requiring a general purpose classroom have been assigned. Room assignments for spring 2015 are available on the Class Schedule.  

Room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, OCM encourages instructors to verify their classroom assignment before the first class meeting.

What’s open in ECS?

Fall is a busy time for schedulers! You can always refer to the Production Calendars to determine upcoming dates and deadlines by term and to review the levels of access available during each period. The following periods are now available in ECS:

Fall 2014 - ECS period 4
Spring 2015 - ECS period 4
Summer 2015 - ECS period 2
Fall 2015 - ECS period 1
Spring 2016 - ECS period 1

Roll forward for fall (1159) and spring (1163) semesters

Class data entered into ECS rolls forward from the same term in the previous year (e.g., fall 2014 to fall 2015) as a convenience to schedulers. We will roll forward the fall 2015 (1159) and spring 2016 (1163) semesters on Monday, October 20. This happens two weeks prior to ECS period 1 opening to allow for data clean-up to take place behind the scenes.

As a reminder, classes with the following criteria will not roll forward:

• Canceled sections


• Tentative sections


• Classes with zero enrollment for the last 2 like-terms (excluding directed studies and research)

Confirm room assignments for spring semester (1153)

Room assignments for spring 2015 are available on the Class Schedule. Please review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned. If a class does not need a classroom assignment, please notify ocmsched@umn.edu.

The Office of Classroom Management (OCM) only finds a general purpose classroom for classes with a blank Facility ID in ECS. If the Facility ID field is populated (including virtual spaces such as ROOM000TBA or AHCROOMTBA), OCM will not actively look for a classroom for your class.

Room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, OCM encourages instructors to verify their classroom assignment before the first class meeting.

Fall 2014 final exam scheduling underway

Fall 2014 final exam room scheduling has begun. It is not too late to tell OCM which classes do not require a classroom during finals week! Please inquire with faculty and instructors to determine if a room for final exams will be needed this semester. If a room is not needed, just email class information (course, section number, and instructor) to ocmsched@umn.edu.

As a reminder:

• OCM only schedules final exams for classes that meet in general purpose classrooms.


• Final exams for classes that meet in departmental space need to be scheduled within the department.

Room assignments for final exams will be complete by mid-November for your review.

• Final exam regulations, fall 2014


• Fall 2014 final exam schedule


• Fall 2014 common exam times

Student Systems Preview Sessions

The Student work stream preview sessions started today! These sessions are the first step for learning about training and maintaining access for the upgraded system. No need to R.S.V.P. Come when you can and bring a colleague with you! Read more...

Scheduling U begins October 28

All schedulers should plan to attend the annual scheduling workshop series, Scheduling U. This year Scheduling U takes place October 28-31. Whether you are new to course scheduling or are a pro, there is a session for you during Scheduling U. Workshops are open to any University staff member.

Scheduling update


An update on everything scheduling: policy, classroom renovations, timelines, upgrade impacts, how to get the room you need, and more. This is a must-see session!


Speaker: Sarah Kussow (OCM)

Tuesday, October 28, 10:15-11:30 a.m., McNeal Hall 10

Thursday, October 30, 9:45-11:00 a.m., Nolte Center 140


Thursday, October 30, 2:30-3:45 p.m., CSOM L-122

The Upgrade: What you need to know about academic processes

You may have already heard a lot about The Upgrade, been to a college visit, seen sneak peek videos, or even attended a preview session. What else is there to know? Stop by to hear more on CCS, waitlists, class URLs, and grading. If you're saying "what upgrade?," this session will give you lots of fresh information. There will be plenty of time to ask all the questions you have about the Upgrade for student records and scheduling.


Speakers: Heather Micek & Renae Faunce (ASR)

Tuesday, October 28, 2:30-3:45 p.m., STSS 530B

Tools for the academic scheduler


Scheduling decisions often rely on gut feelings, instincts, and political sensitivities. Yet the buy-in for any decision is strongest when it is supported by clear, concrete facts. This workshop will show you how to access data that is already at your fingertips using UM Reports, Class Scheduling Distribution Summary, and Astra Schedule. You will learn to use these tools throughout the scheduling process.


Speakers: Renae Faunce (ASR) and Christine Mounts (OCM)

Wednesday, October 29, 1:00-2:15 p.m., Appleby Hall 303

Department scheduler open forum


Let's talk. From spreadsheets to databases to Post-its, we know that every department has a unique way of preparing their class schedule. This is an opportunity for schedulers to exchange practical experiences and challenges about their scheduling process. Bring your artifacts to share! We'd love to see how the magic really happens. The session will be a moderated discussion (rather than a presentation or a succession of speakers).


Moderator: Bob Quinney (OCM)

Friday, October 31, 11:15 a.m. - 12:30 p.m., Nolte Center 140

Confirm room assignments for spring semester

Room assignments for spring 2015 (1153) are available on the Class Schedule. Please review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned. If a class does not need a classroom assignment, please notify ocmsched@umn.edu.

OCM finds a general purpose classroom only for classes with a blank Facility ID in ECS. If the Facility ID field is populated, OCM will not actively look for a classroom for your class. This includes being populated with a virtual space, such as ROOM000TBA or AHCROOMTBA.

Room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, OCM encourages instructors to verify their classroom assignment before the first class meeting.

What's happening to the reports you use to do your job?

Some changes are coming to reports as a result of the PeopleSoft upgrade. Many reports will look and feel the same as they do now, but some will be altered or retired completely (see the list of reports and their dispositions). Additionally, all available reports will be accessed from one, consolidated location: the Reporting Center. Email esup@umn.edu if you have any questions about the new Reporting Center or for more information about the fate of a specific report.

Fall final exam room scheduling to begin soon

Fall 2014 final exam room scheduling will begin soon. OCM only schedules final exams for classes that meet in general purpose classrooms. Final exams for classes that meet in departmental space need to be scheduled within the department.

Email ocmsched@umn.edu with any course sections that do not require a classroom during finals week. Use "Fall 2014 Final Exam" for the subject line and the course and section number(s) in the body.

• Final exam regulations, fall 2014


• Fall 2014 final exam schedule


• Fall 2014 common exam times

Summer 2015 ECS period 1 opens Tuesday, September 23

Electronic Course Scheduling (ECS) in PeopleSoft will be available Tuesday, September 23 for May/summer 2015 (1155) class schedule production. The following resources for scheduling summer session courses are available:

• Summer session scheduling guidelines


• Class schedule production instructions


• Production calendar

Save the dates for Scheduling U

All schedulers are encouraged to attend Scheduling U this fall to learn about new information regarding scheduling. Sessions will be held October 27-31, 2014. Offerings will take place on both Minneapolis and St. Paul campuses. More details will be announced soon.

Summer classroom renovations and updates

Several general purpose classrooms received environment or technology updates during the summer, including the following:

• Video conferencing classrooms: Magrath 4, Peik 165, and Peters 145 were upgraded to full video conferencing and class capture capabilities.


• Major renovations: Amundson B75, Smith 231 & 331, and Blegen 415, 425, and 435, received new furniture, finishes, and lighting updates.


• Technology feature upgrades were completed in more than 50 rooms. Room features can be found on the room inventory page.
  
  
  
  • Improvements include: wide-screen video projectors, HDMI input cables, and class capture output connections.
  
  
  
  


• Study spaces added: the Keller Atrium and Humphrey 50 were added to the inventory and completely renovated. New fixtures include display monitors and tables for individual study and small group work.


• Classroom hotline enhanced: the OCM hotline was aligned with University-wide support services and expanded the hours of availability for technology services. The phone number remains the same (612-625-1086), and callers will be prompted to select from a menu of options.Technology calls will be routed to a team of support professionals who are available 24 hours a day.

Preview Session Dates

The dates for student systems preview sessions for the PeopleSoft upgrade have been announced! These hour-long sessions will paint the training picture for those needing to maintain access to the "campus solutions" area of PeopleSoft. Attendees will learn about required training and how to access other training resources. There will also be demonstrations of the new MyU, the new Faculty Center, the new Advisor Center, and key processes (e.g., permission numbers, batch processing of service indicators and student groups, academic standing).

2015-16 Scheduling Production Calendar

The 2015-16 ECS/CCS Production Calendar is now available. You may add the Production Calendar directly to your Google calendar. With this option, you can be sure that important scheduling dates are always available.

Welcome to fall 2014!

Summer classroom renovations and updates 

Several general purpose classrooms received environment or technology updates during the summer, including the following:

• Video conferencing classrooms: Magrath 4, Peik 165, and Peters 145 were upgraded to full video conferencing and class capture capabilities.


• Major renovations: Amundson B75, Smith 231 & 331, and Blegen 415, 425, and 435, received new furniture, finishes, and lighting updates.


• Technology feature upgrades were completed in more than 50 rooms. Room features can be found on the room inventory page.




• Improvements include: wide-screen video projectors, HDMI input cables, and class capture output connections.




• Study spaces added: the Keller Atrium and Humphrey 50 were added to the inventory and completely renovated. New fixtures include display monitors and tables for individual study and small group work.

Remember to locate your classroom assignment

Room assignments for fall 2014 classes are available on the One Stop Class Schedule. Please note: room assignments are subject to change prior to the start of term. While this usually only affects a small number of classes, verify your classroom assignment before the first class meeting. If you have specific questions about your room assignment, contact your department scheduling coordinator.

Newly enhanced classroom support hotline

The Office of Classroom Management (OCM) hotline has been enhanced to align with University-wide support services and has expanded the hours of availability for technology services. The phone number remains the same (612-625-1086), but callers will be prompted to select from a menu of options. This will connect them to the support staff who are best able to meet their needs. Technology calls will be routed to a team of support professionals who are available 24 hours a day.

Classroom technology instructions and videos

The classroom technology instructions for each building provide a list of equipment and additional features, as well as a representative image of the instructor station in each classroom. Orientation is available upon request for those who want to learn more about the technology features. For any questions, contact OCM Classroom Support.

OCM News Blog

Stay informed about general purpose classrooms and student study spaces by visiting the OCM news blog. The blog provides news and information updates throughout the semester and is accessible via the OCM website.

Contact us

OCM is available to help with any questions, concerns, or comments regarding general purpose classrooms or central student study spaces. Contact us via the Classroom Support Hotline at 612-625-1086 or classrm@umn.edu.

Staff are available for classroom and scheduling-related calls Monday through Friday, 7:30 a.m. to 4 p.m. Messages left at the hotline are monitored by an on-call manager after hours.

Resource for classroom searches

The Office of Classroom Management (OCM) has a resource to search for classrooms. The General Purpose Classroom Search allows you to find classrooms that meet your specifications. You can filter by campus, building, capacity, and/or feature. You can also view room details, including capacities, layout, photo, links to campus maps, and room schedule.

Fall 2014 class cancellations

Remember to cancel classes with no enrollment for fall 2014 (1149). This will ensure the room assignment is released and the class is accurately displayed on the Class Schedule.

Releasing reserved seats

If reserved group seats have not been released by departments, Academic Support Resources (ASR) will do so for fall 2014 (1149) on Friday, August 29. Reserved group seats are always released the Friday before the first day of class each semester.

You may choose to release reserved seats prior to August 30 to increase enrollment. Guidelines for the Management of Reserved Group Seats are available to help department schedulers determine the appropriate release date. For questions on how to release reserved seats, contact the Student Records Training Team.

Confirm your room assignments for fall semester (1149)

p>Room assignments for fall 2014 are available on the Class Schedule. Please review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned.

Room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, the Office of Classroom Management (OCM) encourages instructors to verify their classroom assignment before the first class meeting.

Newly enhanced classroom support hotline

The Office of Classroom Management (OCM) hotline has been enhanced to align with University-wide support services and has expanded the hours of availability for technology services. The phone number will remains the same (612-625-1086), but callers will be prompted to select from a menu of options. This will connect them to the support staff who are best able to meet their needs.

Technology calls will be routed to a team of support professionals who are available 24 hours a day. OCM support staff remain available for all other classroom and scheduling-related calls Monday through Friday, 7:30 a.m. to 4 p.m.

ESUP Sneak Peek: The new waitlist process

The latest sneak peek from the Student work stream explains the "auto enroll" feature of the new waitlist process. Auto enroll will allow the system to automatically select and enroll students at the top of a waitlist on a space-available basis. For more information about the new waitlist process, see What's Changing for waitlist.

Canceling classes

There are a large number of classes on the fall 2014 class schedule with a room assignment but no enrolled students. If you do not plan to offer a class, cancel the class in ECS as soon as possible.

Changing the enrollment capacity to zero and checking the "no print" box in ECS will not release the classroom assignment. You must cancel the class in ECS. Since we are in ECS Period 4, this will require college approval. Please also notify Scheduling of the cancellation.

Room assignments for fall (1149) and spring (1153)

Room assignments for fall 2014 and spring 2015 are available on the Class Schedule. Please review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned. Contact Scheduling with any questions about general purpose classroom assignments. A couple reminders:

• The Office of Classroom Management (OCM) only finds a general purpose classrooms for classes with a blank Facility ID in ECS. If the Facility ID field is populated (including a virtual space such as ROOM000TBA), OCM is not actively looking for a classroom for your class.


• Please encourage instructors to verify their classroom assignment before the first class. While it usually only affects a small number of classes, room assignments are subject to change prior to the start of term.

Newly enhanced classroom support hotline

The Office of Classroom Management (OCM) hotline has been enhanced to align with University-wide support services and has expanded the hours of availability for technology services. While the phone number will remain the same (612-625-1086), callers will be prompted to select from a menu of options that allow you to reach the support staff who are best able to meet your needs.

Technology calls will be routed to a team of support professionals who are available 24 hours a day. OCM support staff remain available for all other classroom and scheduling-related calls from 7:30 a.m. - 4 p.m., Monday - Friday.

CTS earns AMX Innovation Award

ASR's Classroom Technical Services (CTS) recently earned an AMX Innovation Award for its collaboration practices in higher education. The award category required submissions to address how technology was used to foster collaboration through a distributed video application, video conferencing, or other specialized audio-visual installation. You can view the full list of finalists on the AMX Innovation Awards website.

University partners with Ad Astra to host summit on July 23

The University of Minnesota will partner with Ad Astra to host a regional Astra Schedule Summit on July 23, 2014 on the Twin Cities campus. More details are available on the North Central Region Ad Astra Google site.

Room assignments for summer 2014 (1145)

General purpose classroom assignments for summer 2014 are available on the One Stop Class Schedule. Review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned a room.

Spring 2015 (1153) scheduling

Room assignments for spring 2015 (1153) will be available on the Class Schedule when ECS period 3 opens on May 22. The Scheduling Unit is still working on placing many classes during the busiest times of day and as classes continue to be added to the schedule. Room assignments are subject to change prior to the start of term as we work to accommodate all class activity.

Beginning on May 22, you can make updates to class information (cancel, change, or add). Please note: changes made to meeting times, enrollment capacities, and requested room capacities will result in the loss of the classroom assignment. Please consult with the Scheduling Unit if you are adding classes during peak times to ensure that a room will be available.

Summer projects impacting classroom availability

From lighting updates to furniture replacements to technology upgrades, general purpose classrooms and study spaces often receive a refresh during the summer months. Project teams and technicians will be busy this summer working on learning spaces in multiple buildings. To learn more about Office of Classroom Management (OCM) projects, visit the OCM projects web page.

Course Guide retirement

As part of the Enterprise Systems Upgrade Program (ESUP), it was decided that Course Guide will be retired. The new alternative will allow faculty to include a URL in the Class Notes section of Faculty Center. This URL can link to a course website or other public location where students can access information about the course; this link can be updated at any time during the term by the faculty member or by the department scheduler directly in the Collaborative Class Scheduling pages. You can view a Sneak Peek of the new Faculty Center on the ESUP news blog. Once a link has been created, students will see it in the Class Search results under Class Notes.

Before ESUP goes live, Course Guide will remain available to students. It is important to note, however, that the information included in Course Guide now will not automatically be transferred to Class Notes.

If you have questions regarding the retirement of Course Guide or the new Faculty Center, please contact Director of Academic Records Ingrid Nuttall.

Summer schedule for Scheduling Update

Scheduling Update will be taking a short break during summer. There will be no regularly scheduled Scheduling Updates in June or July. It will resume again on August 6, running on the first and third Wednesday of the month throughout the academic year.

Scheduling Update live a success

A live, in-person Scheduling Update was held last week. The session was offered concurrently on East Bank, West Bank, and in Saint Paul. It provided:

• An overview of what the Enterprise Systems Upgrade Program (ESUP) is
• A sneak peek at what is changing for schedulers (including specific examples of changes to the schedule of classes)
• What the new production cycle will look like
• An overview of the training timeline for schedulers
• An opportunity to ask questions

If you were unable to attend, a recording of the presentation is available. You can also view the presentation slides.

Individual college-level meetings will be held in the future. Details about these meetings will be included in future issues of Scheduling Update.

Student Town Hall meeting

Attend a town hall meeting on Thursday, May 15 to learn how the Enterprise Systems Upgrade Program (ESUP) will change the way students, faculty, and staff interact with the University. The changes discussed will be implemented in February, 2015 - less than a year away!

This meeting will focus on the student system--a key component of this multi-year effort to upgrade the University's systems and reexamine business processes. It covers admissions, financial aid, student finance, student records, and more. You will hear leaders of our student system talk about the changes and improvements that will happen as result of ESUP. We will also hear from a representative of the new myU portal effort on their progress. There will be time to ask questions or voice concerns about the student systems upgrade effort.

Confirm final exam schedules

Spring 2014 final exams begin next week. Be sure to confirm your department's final exam schedule in Astra Schedule.

To review your department's final exams, please follow the steps below:

1. Sign in to Astra Schedule with your University internet ID and password in the upper right hand corner of the screen.
2. Click on the "Academics" tab located in the top navigation menu.
3. Click on the "Sections" link at the top of the page.
4. Update the filters in the left column as follows:
1. Is Exam = Yes
2. View Meetings = Radio button selected
3. Term = Spring 2014
4. Subject = Select the subject(s) you schedule
5. Campus = Mpls/St Paul
5. Click "Search" at the bottom of the filters.
6. To save your filter selections for future use, click on the save button on the bottom left hand side of the page.

Email the Scheduling Unit at ocmsched@umn.edu as soon as possible if you notice any of the following:

• An exam scheduled for a class that does not require a room
• An exam missing for a class that should have one scheduled
• An exam scheduled at a time or place you did not expect

Expanded weekend classroom hours during finals week

Finals week begins Saturday, May 10 with the first study day. The last day of exams is Saturday, May 17. Classroom hours will be extended on Saturday 5/10, Sunday 5/11, and Saturday 5/17 to meet the needs of students and faculty during finals week.

Saturday, May 10 & Sunday, May 11: All classrooms in weekend buildings will be open from 8 a.m.-10 p.m. to accommodate students for official University study days. Weekend buildings include the following:

• East Bank: Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall, STSS
• West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
• Saint Paul: McNeal Hall, Ruttan Hall

Saturday, May 17: All general purpose classrooms will be open from 8 a.m.-7 p.m.to accommodate scheduled final exams.

After final exams week, we will return to our standard operating hours.

Verify instructor information for spring 2014

To ensure instructors have access to their online grade rosters, please verify your spring 2014 courses. Also, be sure to include the instructor for course sections that require grades. See Grade Reporting for more information about how and when to enter grades.

Contact the Student Records training & support team at srhelp@umn.edu or 612-625-2803 for questions.

New Astra Schedule tutorial available

Have you recently submitted a room request? If so, you may want to check on the status of your request. To do so, you can now watch a quick Astra Schedule tutorial that shows you how to view and manage room requests. It is available on the Astra Schedule homepage and on the Office of Classroom Management (OCM) website. Please feel free share these links with anyone else who may be interested.

Course Guide retirement

As part of the Enterprise Systems Upgrade Program (ESUP), it was decided that Course Guide will be retired. The new alternative will allow instructors to include a link to a course website or other public location to provide information to students on how the course is taught. The link will show in the Class Search results under Class Notes.

If you receive questions regarding the retirement of Course Guide, you can inform people that, while the current Course Guide is still live, they may want to consider how much time they spend on it, as it will eventually be retired as part of ESUP. You may also want to let people know that they should be mindful of where else the course information lives (e.g., a departmental or instructor website). In the future, they will be able to provide a link in Class Notes for students to access this information.

Reminder: Scheduling Update live

A live, in-person Scheduling Update will happen on Wednesday, April 30, 2-3:15 p.m. We will provide:

• An overview of what the Enterprise Systems Upgrade Program (ESUP) is
• A sneak peek at what is changing for schedulers (including specific examples of changes to the schedule of classes)
• What the new production cycle will look like
• An overview of the training timeline for schedulers
• An opportunity to ask questions

The session will be offered concurrently in Rapson Hall 56 (East Bank), Carlson School 2-215 (West Bank), and Peters Hall 155 (Saint Paul). This meeting will be added to your google calendar later this week. Please be sure to attend.  

Reviewing final exam schedules

The spring 2014 final exam schedule for general purpose classrooms is available for review in Astra Schedule.

Be sure to look through your department's courses for accuracy. Email the Scheduling Unit at ocmsched@umn.edu as soon as possible if you notice any of the following:

• An exam scheduled for a class that does not require a room
• An exam missing for a class that should have one scheduled
• An exam scheduled at a time or place you did not expect

To review your department's final exams, please follow the steps below:

1. Sign in to Astra Schedule with your University internet ID and password in the upper right hand corner of the screen.
2. Click on the "Academics" tab located in the top navigation menu.
3. Click on the "Sections" link at the top of the page.
4. Update the filters in the left column as follows:
1. Is Exam = Yes
2. View Meetings = Radio button selected
3. Term = Spring 2014
4. Subject = Select the subject(s) you schedule
5. Campus = Mpls/St Paul
5. Click "Search" at the bottom of the filters.
6. To save your filter selections for future use, click on the save button on the bottom left hand side of the page.
7. To save the exam schedule as a spreadsheet for distribution, click on the Excel icon at the very bottom middle. Choose All Pages, Open, and Yes. Move or hide columns as preferred. Choose "Save As," insert File name and choose Excel Workbook or Excel 97-2003 Workbook.

Want a few more tips and tricks for getting around in Astra Academics? Check out this helpful handout.  

Spring 2015 classroom optimization begins April 17

ECS period 2 for spring 2015 (1153) begins April 17. ECS will be unavailable for spring 2015 scheduling until May 22, 2014. During this time, OCM will schedule general purpose classrooms and work with college representatives to review compliance with the class scheduling policy. Check the Class Scheduling Distribution Summary to see how your department aligns with these policies.

Reminder about classroom placements

All academic room assignments are tentative prior to the start of the semester. Changes will continue to be made to the Class Schedule throughout the spring and summer months. While we do our best to accommodate individual preferences, we cannot guarantee all requests will be fulfilled.

Review spring 2014 final exam schedule

The spring 2014 final exam schedule for general purpose classrooms is now available for review in Astra Schedule. Please forward room locations to instructors to ensure they know the location of their final exam. Be sure to look through your department's courses for accuracy. Email the Scheduling Unit at ocmsched@umn.edu as soon as possible if you notice any of the following: An exam scheduled for a class that does not require a room An exam missing for a class that should have had one scheduled An exam scheduled at a time or place you did not expect To review your department's final exams, please follow the steps below: Sign in to Astra Schedule with your University internet ID and password in the upper right hand corner of the screen. Click on the "Academics" tab located in the top navigation menu. Click on the "Sections" link at the top of the page. Update the filters in the left column as follows: Is Exam = Yes View Meetings = Radio button selected Term = Spring 2014 Subject = Select the subject(s) you schedule Campus = Mpls/St Paul Click "Search" at the bottom of the filters. To save your filter selections for future use, click on the save button on the bottom left hand side of the page. Advanced user tip: To save the exam schedule as a spreadsheet for distribution, click on the Excel icon at the very bottom middle. Choose All Pages > Open > Yes. Move or hide columns as preferred. Choose Save As > insert file name > choose Excel Workbook or Excel 97-2003 Workbook. Want a few more tips and tricks for getting around in Astra Academics? Check out this handout.   Still have questions on how to review your final exams? Contactocmsched@umn.edu.  Questions about final exam policy? Spring 2014 final exam regulations Spring 2014 final exam times Spring 2014 common exam times University final examination policy

Room assignments for fall 2014 (1149)

General purpose classroom assignments for fall 2014 are available on the One Stop Class Schedule. The Scheduling Unit is still working on placing many classes during the busiest times of day and as classes continue to be added to the schedule. Room assignments are subject to change prior to the start of term as we work to accommodate all class activity.

Review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned a room. Please contact ocmsched@umn.edu if any classes that do not need a general purpose classroom have inadvertently been assigned to one. We can also assist you in assigning a departmental space to your class.

Registration for May/summer and fall 2014 begins next week

Registration for May/summer 2014 (1145) begins Tuesday, April 8. Registration for fall 2014 (1149) begins Thursday, April 10.

The start of queued registration coincides with the beginning of ECS period 4. During ECS period 4, department schedulers can make late changes to the schedule or add courses, but changes may result in the loss of classroom assignment. Cancellations must be referred to college offices for approval

If you plan to add large class sections (more than 70) to the class schedule, please be sure to consult with the Scheduling Unit (ocmsched@umn.edu) to ensure a general purpose classroom will be available.

Make your final changes in ECS for spring 2015

Class scheduling in ECS is in full swing for spring 2015 (1153). ECS period 1 for spring 2015 ends on April 16, 2014. Remember to ensure your classes and your enrollments are distributed across both the day and the week.

There has been an increase in the number of Monday/Wednesday 75-minute classes offered across campus. While this is permitted within the guidelines of the policy, it can only be maintained if departments spread their classes across both the day and the week. More and more departments are being asked to change their meeting patterns as a higher demand for large lecture halls (more than 70 students) during the busiest times on campus (Monday-Thursday, 9 a.m.-noon). You will have the best chance of getting the room you want if you choose a meeting time outside of those times.   

Refer to the class scheduling policy summary and FAQ for a refresher on the scheduling distribution policy. The following information might also be helpful:

• The policy was developed using the principle of the fair-use of resources. It aims to:
• reduce classroom demand for certain days and times
• increase scheduling flexibility for departments
• ensure reasonable class access for students
• There is no requirement to schedule classes at a particular time; it is required that classes and enrollments are evenly distributed throughout the day and week.
• The Class Scheduling Distribution Summary illustrates the class demand of a department or college.

Scheduling Update live on April 30!

Save the date for a live, in-person Scheduling Update session on Wednesday, April 30, 2-3:15 p.m. The session will be offered concurrently in Rapson Hall 56 (East Bank), CSOM 2-215 (West Bank), and Peters Hall 155 (Saint Paul). No pre-registration required.

This session will provide an update on the scheduling cycle for fall 2014 and spring 2015, as well as give you a sneak peak at the improvements and changes that will be coming to class scheduling with the upgrade to PeopleSoft 9.0. Please be sure to attend.

Spring 2015 (1153) scheduling resources

ECS period 1 for spring 2015 (1153) is open through April 16. Remember to delete any class sections that have rolled forward but will not be taking place for spring 2015 and to update any class sections that require changes.

Be sure to review the Class scheduling distribution summary to check for compliance and the Liberal Education distribution summary to see how your classes that meet LE requirements are spread throughout the day and week.

Fall 2014 (1149) scheduling

Room assignments for fall 2014 (1149) will appear on the Class Schedule when ECS period 3 opens March 27.  At that time, you will have access in ECS to make updates to course information (cancel, change, add). Please note: changes made to meeting times, enrollment capacities, and/or requested room capacities will result in the loss of the classroom assignment. Changes will continued to be made to the Class Schedule throughout the spring and summer months.

How a course becomes a class

How exactly does a course become a class? Check out a quick video that illustrates the process. Then share it with your colleagues so they can see it, too!

Top 10 ways to reduce classroom shortage

1. Submit class information accurately and on time (during ECS Period 1). Use ECS reports and Class Scheduling Distribution Summary to manage class submissions.
2. Minimize changes after ECS period 1. 
3. Teach classes in accordance with University Senate approved standard time blocks.
4. Teach no more than 3% of general purpose class demand during any individual standard time block. Note: try to avoid high demand day/time blocks.
5. Make departmental classrooms available for central scheduling.
6. Manage projected enrollment numbers; do not inflate or unrealistically overestimate demand.
7. Manage actual registration numbers after start of registration, and make early class cancellation decisions if insufficient registrants.
8. Help Scheduling identify low-enrollment courses assigned to classrooms by moving them to conference rooms, meeting rooms, labs, studios, etc.
9. Do not allow misuse of class permission/magic numbers.
10. Be flexible! Help Scheduling help you!

Spring 2015 ECS period 1 in progress

ECS period 1 for spring 2015 (1153) is open through April 16. Remember to delete any class sections that have rolled forward but will not be taking place for spring 2015. You can delete courses/sections in ECS by clicking on the minus button on the Basic Data panel of "Maintain Schedule of Classes."

You may find the following resources helpful for scheduling courses:

• Class schedule production instructions
• Class scheduling distribution summary
• Class scheduling policy FAQs
• Standard class meeting times
• General purpose classroom inventory

Final exam scheduling for spring 2014 (1143)

Final exam scheduling for spring 2014 is underway. Please notify Scheduling as soon as possible if a course section will not require a general purpose classroom during finals week. Email ocmsched@umn.edu with the subject line "Spring 2014 Final Exam" and the designator/section number(s) in the text.

Be sure to submit ASR form 163 or 123 to request a change in day, time, or location of the exam. While we do our best to accommodate special requests, please be aware there is a possibility that your request may not be fulfilled.

The spring 2014 final exam schedule and regulations are posted online.

Official go-live for ESUP established

The Executive Oversight Committee, with the support of President Kaler, officially established the go-live period for the Enterprise Systems Upgrade Program (ESUP): February 2015. For more information, visit the ESUP blog.

Campus filters now available in Astra Schedule

Twin Cities campus filters are now available in Astra Schedule as an option for the "view only" grid calendars.

To view calendars with these filters, please complete the following steps: 

1. Visit the Astra Schedule home page, but do not log in. 
2. Click on the "Calendars" tab, then "Scheduling Calendars." 
3. In the upper right-hand corner, choose the "View-Only Twin Cities General Purpose Classrooms" calendar. 
4. Once the campus calendar loads, go to "Filter" on the upper right-hand side of the screen. In the drop-down menu, choose All East Bank, All St. Paul, or All West Bank. 
5. All rooms for the chosen area will appear. Scroll down to see the activity for each date selected.

If you have any questions, please contact ocmsoftwarehelp@umn.edu.

LET retirement in spring 2015 (1153)

With the upgrade to PeopleSoft 9.0, the LET ("Lecture Workaround") course component will be retired. PeopleSoft 9.0 has a more flexible approach for classes that typically meet as a multi-component class but sometimes offered as a single component class. The LEC component will work for the classes formerly using LET.

Effective for spring 2015 (1153) classes, the LET course component will no longer be necessary. To assist with data preparation, all classes currently listed as LET scheduled for spring 2015 (1153) have been converted to LEC (1143, 1145, and 1149 will all continue to use LET). You will notice this change in ECS for spring 2015. All classes for future terms with a LET component will be batch updated in the Schedule of Classes to a LEC prior to the upgrade. No extra effort on your part is required.

The retirement of the LET removes a confusing workaround--a win for ESUP!

Summer 2014 (1145) room assignments

Review the Class Schedule for your department to ensure all classes requiring a general purpose classroom have been assigned a room for May term and summer session. Contact Scheduling with any questions.

Note that room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, the Office of Classroom Management (OCM) encourages instructors to verify their classroom assignment before the first class meeting.

Remember to cancel classes that will not be offered for summer session (1145). This will ensure the room assignment is released and that students can plan accordingly for the summer session.

Scheduling classes on multiple campus locations

There has been an increasing trend in departments scheduling classes on multiple campus locations (East Bank, West Bank, and/or St. Paul). Please remember when entering your data for fall 2014 (1149) and spring 2015 (1153) that setting a campus location is a two-step process involving two equally important fields.

1. Make sure the location field on the Basic Data panel in ECS is set to the correct campus location (it defaults to East Bank). This is the field that populates on the Class Schedule.

2. Make sure you select East Bank, West Bank, or St. Paul as a room characteristic on the Meetings panel in ECS. This is the field that informs the scheduling unit where you want the class to meet.