Astra iCop February 2017: tips and tricks discussion

All are invited to join this online discussion on basic tips and tricks in Astra Schedule. Astra Schedule has many features that can make scheduling more efficient. Event and academic schedulers will learn about the options available in the events, reporting, and calendar tabs within Astra Schedule. There will be something for all Astra users to learn from this online session, whether beginners or experts. Join the WebEx meeting on Tuesday, February 21, 2:00 p.m. - 3:00 p.m.

Waiting to assign fall room assignments

CCS Open Initial Build for fall 2017 (1179) will be open until February 28, 2017. At that time, we will close CCS to make central room assignments. Review fall scheduling reminders from the last edition of Scheduling Update.

All room requests sent to ocmsched@umn.edu will be queued until after the batch scheduling run for fall semester has been complete. They will be reviewed in late March and we will try to accommodate as many requests as we can, but cannot guarantee specific room requests.

Spring final exam rooms are limited

Please continue to notify OCM Scheduling at ocmsched@umn.edu if a course section will not require a general purpose classroom during finals week. Use “Spring 2017 Final Exam” for the subject line, and include the course and section number in the body.

Space is very tight on campus and any chance we have to release a classroom to be used by another exam is appreciated.

Reminder: OCM only schedules final exams for classes that meet in general purpose classrooms. Final exams for classes that meet in departmental spaces need to be scheduled within the department.

Final exam scheduling for spring 2017 (1173)

Final exam scheduling for spring 2017 will begin soon. If a class will hold its final exam as indicated on the University final exam schedule in its regular classroom, there is no need for you to contact us. Your final exam will be scheduled centrally.

If a class is not holding an in-person exam during finals week (Monday, May 8 – Saturday, May 13, 2017) email ocmsched@umn.edu by February 19. Use the subject line “Spring 2017 Final Exam” and include the designator/section number(s) in the email text.

If a class is requesting a change to the day, time, or location to an exam, submit a Final Exam Change Request form (formerly ASR Forms 123 and 163) by March 3. Please note: If a class is on the pre-approved Common Exams list for the semester, a Final Exam Change Request form must still be submitted. While the Office of Classroom Management (OCM) does its best to accommodate special requests, there is a possibility that your request may not be fulfilled.

Final exam resources:

• ASR final exam schedules, common exams, and regulations
• One Stop final exam schedules
• Final exam change request form
• Scheduling Examinations, Final Examinations, and Study Days policy

Fall 2017 (1179) scheduling is in progress

We are currently in CCS Open Initial Build for fall 2017 (1179) until February 28, 2017. At that time, we will close CCS to make central room assignments.

Prior to February 28, please make sure to:

1. Work with your faculty and instructors to obtain updated information for the term.
2. Update class information using the CCS pages in PeopleSoft.
• Cancel class sections that will not be offered this term.
• Set realistic enrollment limits and requested room capacities (+/- 10% of last year’s enrollments)
• Input instructor information and grade access in CCS. 
• Adjust non-standard class meeting times to a standard time. 
• Review classes outside of the Regular Session to make sure it is in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Indicate the required room characteristics (technology, seating styles, etc.) needed to facilitate teaching by using the room characteristic codes accessible in the meeting pattern page of CCS.
• Email ocmsched@umn.edu to add facility ROOM000TBA or NOROOMREQD to all class meeting patterns that will not require any room assignment or that will meet in a small office space.
• Use Astra Schedule to assign departmental classrooms and labs directly to class sections.
3. Review the Class Scheduling Distribution Summary Report to assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
4. Avoid scheduling course sections in high demand periods/days.