Fall 2021 final exam room assignments

Final exam rooms have been scheduled in classrooms for fall 2021 for those who filled out the In-Person Final Exam Request form. The list of final exams and common exams that have been scheduled is available on the Fall 2021 Final Exam and Common Exam Scheduled Rooms spreadsheet.

If you do not see a class on that list and know the class is intending to have an in-person final exam, please fill out the In-Person Final Exam Request form as soon as possible.

Final exam resources:

• Fall 2021 final exam regulations & times
• University final examination policy

Make final changes to spring 2022 classes by Monday, January 10

It is imperative to make final changes to spring classes as soon as possible, but no later than Monday, January 10, 2021. Late class changes can negatively impact students' financial aid eligibility, retention, and degree progress. It is the department’s responsibility to make changes prior to this deadline.

After January 10, ASR will formally review each class change requested. Many changes are not directly accommodated after students are enrolled and financial aid has been disbursed.

Spring 2022 class cancellations

If you need to cancel a class and students are enrolled or cancel a class because it is not being offered, please do the following:

Canceling a class with low enrollment:

1. Change the Class Status to “Stop Further Enrollment”
   (on the Enrollment Control tab of CCS).
2. Notify all enrolled students directly and offer alternate options.
3. Email ocmsched@umn.edu to process your cancellation (and drop students).
   Note: If your college requires collegiate approval for cancellation with low enrollment, also refer to your college procedures.

Canceling a class with zero enrollment:

1. Change the Class Status to “Canceled Section”
   (on the Enrollment Control tab of CCS).

Review spring 2022 room assignments

All room assignments for spring 2022 are available on the Class Schedule. Please review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned.

Please note the following:

• If you notice a class without a room assignment, notify ocmsched@umn.edu.
• Remind instructors to verify their classroom assignment before the first class, as room assignments are subject to change prior to the start of the term.

Classroom usage during fall 2021 finals week

General purpose classrooms (GPCs) are available to be used as student study space or to take exams during final exam week when not otherwise scheduled for an exam. This ensures all students have access to space during final exams. Minimal events and no construction will be scheduled during finals week.

Classroom hours during final exam week will be as follows:

• Weekday hours will remain unchanged.
• Saturday, 12/18 (Final Exam Date): All general purpose classrooms will be open 7:00 AM - 10:00 PM.
• Sunday, 12/19 (Study Day): All general purpose classrooms in weekend buildings will be open from 7:00 AM - 10:00 PM. Weekend buildings include:
• East Bank: Bruininks Hall, Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall
• West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
• St. Paul: McNeal Hall, Peters Hall, Ruttan Hall

ASR website update

The ASR website has migrated from Drupal Lite 7 to Drupal Lite 9. You may notice some differences with the look and feel because of switching to the Folwell design theme, but the content has stayed the same. The Folwell design is used by many University websites and helps ensure accessibility, consistency, and usability. If you have any comments or issues with the website, please feel free to submit a website feedback form. Thank you!

May/summer 2022 CCS closes December 13

At the end of day on December 12, we will close CCS to make central room assignments. Please make sure to update all class sections in CSS by December 12, 2021.

Waitlists for spring 2022

As a reminder, the auto enroll from waitlist process will run for the last time the day before a session begins, and the waitlists will be deleted the first day of the session. For spring, the auto enroll process will run for the final time on January 17, 2022 for all regular sessions and 1st half of term classes. The waitlists will be deleted on January 18, 2022.

If you wish to keep a record of who was on the waitlist for a class, and in what order, we suggest saving a copy of the list prior to its deletion. Also, if you want those formally waitlisted students to be able to register before other students, add departmental or instructor consent to that class section. Students would need to obtain a permission number before they register, and those permissions could be given to the students on the waitlist first.

Reserve Capacity seats released January 14 for spring 2022

If you use a reserve capacity for a class, remember ASR will release all reserved seats on the Friday before the first day of class each semester (January 14, 2022 for spring 2022 semester). You can review the guidelines for reserved seats on the OCM website.

System support guides

On the ASR website, under training and support, you’ll find system support resources.

The Faculty Center, Advisor Center, and Student Services Center collapsible folder has guides that are geared towards instructors (and proxies) to help with various class set-up questions, such as How to Enter Final Grades.

The PeopleSoft CS- Class Scheduling and Student Records collapsible folder has a variety of guides available to help with various common business processes in PeopleSoft. You’ll find helpful guides on Program/Plan setup, Service Indicators, CCS, and more.

OCM is hiring!

OCM is hiring a full time Event & Service Coordinator. Please see the job posting for details.

• https://hr.myu.umn.edu/jobs/ext/344899 (link for external applicants)
• https://hr.myu.umn.edu/jobs/int/344899 (link for internal to UMN applicants)

Extended weekend classroom hours during finals week (fall 2021)

Final exams for fall 2021 begin Thursday, December 16. The last day of exams is Wednesday, December 22. Official University final exam schedules are available online.

• Final exam dates: Thursday, December 16 - Saturday, December 18, and Monday, December 20 - Wednesday, December 22
• Study Day: Sunday, December 19.

General purpose classroom hours will be extended on Saturday 12/18 and Sunday 12/19 to meet the needs of students and faculty during finals week. Weekday hours remain unchanged during finals week (see standard operating hours).

During finals week, December 16-22, classroom and building hours will be adjusted as follows:

• Saturday, 12/18 (Final Exam Date): All general purpose classrooms will be open 7:00 AM - 10:00 PM.
• Sunday, 12/19 (Study Day): All general purpose classrooms in weekend buildings will be open from 7:00 AM - 10:00 PM. Weekend buildings include:
• East Bank: Bruininks Hall, Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall
• West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
• St. Paul: McNeal Hall, Peters Hall, Ruttan Hall
• Weekday hours will remain unchanged.

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

NOTE: Building hours may vary from standard classroom hours. Be sure to carry your U Card with you at all times. Most buildings will require your U Card for exterior building access.

Spring 2022 classroom assignments

Room assignments for spring 2022 (1223) are nearly complete and are available on the Class Schedule. We have about 1% left to assign for Spring 2022.

Please note the following:

• If you notice a class without a room assignment, you can notify ocmsched@umn.edu, and we can work to find a classroom.
• Remind instructors to verify their classroom assignment before the first class, as room assignments are subject to change prior to the start of the term.

Fall 2021 final exams

Final exams have been scheduled in classrooms for fall 2021 for those who filled out the In-Person Final Exam Request form. The list of final exams and common exams that have been scheduled is available on the Fall 2021 Final Exam and Common Exam Scheduled Rooms spreadsheet.

If you do not see a class on that list and know the class is intending to have an in-person final exam, please fill out the In-Person Final Exam Request form as soon as possible.

Final exam policy resources:

• Final exam regulations
• Fall 2021 final exam times
• Fall 2021 common exam times
• University final examination policy

If a change is needed for a final exam, please continue to fill out the Final Exam Change Request form.

Spring 2022 class modalities

Spring 2022 class modalities will follow the same guidelines as fall 2021. If you missed the Provost’s message regarding modalities, it is available from the Provost's office for additional information.

May/summer 2022 CCS closes

We are currently in the CCS Open Initial Build for May/summer 2022 (1225) until December 13, 2021. At the end of day on December 12, we will close CCS to make central room assignments. Please make sure to update all class sections in CSS by December 12.

Fall 2022 catalog updates

Every two years all undergraduate programs must submit an updated program proposal in PCAS. This process ensures every program gets updated and provides current information about the curriculum to students.

A checklist is available in web format to increase ease of sharing the content with college and department contacts.

All program proposals should be submitted to the Provost queue by February 18, 2022. Please email Katie Russell (russellk@umn.edu) if you have any questions.

ASR website update

Academic Support Resources's (ASR) UX and Content Strategy team is in the process of migrating the ASR website from Drupal Lite 7 to Drupal Lite 9 due to the current website reaching end of life in summer 2022. OIT has initiated the process, and the new website will be launched before the end of the year.

The migration will focus on updating the site's technical needs, functionality, and making sure the content is formatted correctly. You will notice some differences with the look and feel of the website because we are switching it over to the Folwell design theme. The content on the website will remain the same. We will provide another update once the new site has launched.

How-to Guides and User Guides

“How-to guides” are geared towards instructors (and proxies) to help with various class set-up questions, such as How to Enter Final Grades.

A list of PeopleSoft Campus Solutions “User Guides” are also available to help with various common business processes in PeopleSoft. You’ll find helpful guides on Program/Plan setup, Service Indicators, CCS, and more.

Both sets of guides can be found on the ASR website.

Tip: CCS pages and their uses

Schedulers mostly use the UM CCS Maintain Sched Of Class to schedule classes for a term. There are, however, three additional pages within the CCS folder and their uses are available below:

UM CCS Schedule Class Mtg: allows you to update the meeting patterns and instructors for Combined Section classes.

UM CCS Schedule New Course: allows you to schedule a section of a course that:

• did not roll forward from the previous like term.
• is a new course that has been newly approved in ECAS.

UM CCS Upd Section of a Class: allows you to view and update all the sections of large, multi-component courses in one place.

Spring 2022 classroom assignments

Room assignments for spring 2022 (1223) are still in progress. If a class does not need a general purpose classroom assignment and you have not yet been assigned a departmental space, please notify ocmsched@umn.edu.

OCM only works to find general purpose classrooms for classes that are non-lab sections with a blank Facility ID in CCS. 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 (room to be assigned) - the CCS scheduler will be adding a departmental or other room to a class section or meeting pattern.
• NORMREQD (No room required) - no room is required for the class section and/or meeting pattern.
• ONLINEONLY (online only) - the class section or meeting pattern of the class will be conducted completely online, so no classroom is needed.
• REMOTE (remote instruction) - the class section or meeting pattern of the class will be conducted remotely, so no classroom is needed.
• AHC000TBA (AHC room to be assigned) - no GPC is needed.
• LAB000TBA (lab section - room to be assigned) - no GPC is needed.
• NO000PRINT - the class section has the “schedule print” box unchecked.

All room assignments are subject to change prior to the start of the term. While this usually only affects a small number of classes, we encourage departments and instructors to verify their classroom assignment before the first class meeting.

Fall 2021 opt-in final exams

Final exams have been scheduled in classrooms for fall 2021 for those who filled out the In-Person Final Exam Request form.

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:
• Is Exam = Yes
• Term = Fall 2021
• Subject = Select the subject(s) you schedule
• Campus = Mpls/St Paul
5. Click “Search” at the bottom of the filter column.
6. To save your filter selections for future use, click on the save button next to “Search” at the bottom of the filter column on the left.
7. Export the list to Excel by using the icon located in the middle of the bottom of the page.

Common exam room assignments are available to review separately.

Final exam policy resources:

• Final exam regulations
• Fall 2021 final exam times
• Fall 2021 common exam times
• University final examination policy

If a change is needed for a final exam, please continue to fill out the Final Exam Change Request form.

Requesting specific room characteristics

Updating room characteristic information provides OCM with information about the type of room in which the instructor would like to teach. It also helps students and instructors by not having to move a class during the first week of classes because the instructor didn't get the type of room they wanted.

Tips for getting the right classroom:

• Check with the instructor to verify the appropriate room characteristics.
• Don't request room characteristics that conflict with each other (e.g., Active Learning Classrooms and Tablet Arm Chairs or West Bank and East Bank).
• Use the Room Search tool to learn which rooms have which room features.
• Choose a maximum of four room characteristics. Choosing multiple room characteristics limits the number of possible classrooms.

If you have special requests that cannot be documented using CCS (disability requirements, instructors teaching back-to-back classes, etc.), please send an email to ocmsched@umn.edu.

Spring 2022 - Variable credit email

With spring registration approaching, it is imperative to make final changes to classes requiring set credits and/or changes to grade basis. After financial aid has been disbursed, the grading basis and the number of credits for a class cannot be altered.

We will be identifying all classes with variable credits and sending an email to schedulers reminding them if they need to change the number of credits for a class from a variable number to a set number to email ocmsched@umn.edu.

If you need to make a change to the grading basis of a course, submit it directly through ECAS.

How-to Guides and User Guides

“How-to guides” are geared towards instructors (and proxies) to help with various class set-up questions, such as “Printing a Class Roster with Photos” or “Entering Final Grades.”

A list of PeopleSoft Campus Solutions “User Guides” are also available to help with various common business processes in PeopleSoft. You’ll find helpful guides on Program/Plan setup, Service Indicators, CCS, and more.

Both sets of guides can be found on the Academic Support Resources (ASR) website.

Final exam date error

It was brought to our attention that a date was published incorrectly on the Final Exam schedule and has since been corrected. The affected classes were identified, and the instructors were notified. This message was sent to impacted instructors.

Last Call: Fall 2021 opt-in final exam request due Oct. 1st

This is the final reminder for the new final exam request process. If a classroom assignment is needed for an in-person or blended class’s final exam, departments need to let OCM know a room is required by filling out the In-Person Final Exams Request form, and we will schedule one for you. Please have this form filled out by October 1, 2021.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) is still in place and is available on the One Stop website.

If a change is needed for a final exam, please continue to fill out the Final Exam Change Request form. Both forms can also be found on the Final Exam Information page on the ASR website.

Spring 2022 classroom assignments

CCS is still open for spring 2022. Department schedulers may update class information (cancel, add, or change) directly in CCS. For additional help with class setup, please see the class setup guide. We will close CCS on September 30, 2021 for classroom assignments.

Queued registration for spring 2022 begins Thursday, November 9, 2021. To ensure the greatest success for students, please make sure to finalize the following information in the class schedule prior to registration:

• Confirm session dates are set to the most reflective session. For reference, view session dates by term.
• If choosing a set number of credits for a variable credit class, make those changes before students register by emailing ocmsched@umn.edu.
• Confirm the grading basis. If changes need to be made, submit changes through ECAS.
• All date, day, time, and instruction mode changes should be made before students register to make sure to minimize student conflicts and confusion.

New process - Fall 2021 opt-in final exams

If a classroom assignment is needed for an in-person or blended class’s final exam, departments need to let OCM know a room is required by filling out the In-Person Final Exams Request form, and we will schedule one for you. Please have this form filled out by October 1, 2021.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) is still in place and is available on the One Stop website.

If a change is needed for a final exam, please continue to fill out the Final Exam Change Request form. Both forms can also be found on the Final Exam Information page on the ASR website.

How to Guides and User Guides

“How-to guides” are geared towards instructors (and proxies) to help with various class set-up questions, such as “Printing a Class Roster with Photos” or “Entering Final Grades.”

A list of PeopleSoft Campus Solutions “User Guides” are also available to help with various common business processes in PeopleSoft. You’ll find helpful guides on Program/Plan setup, Service Indicators, CCS, and more.

Both sets of guides can be found on the Academic Support Resources (ASR) website.

Online CCS and Astra Academic training available Sep 10, 2021

Academic Support Resources staff are turning the instructor-led Collaborative Class Scheduling (CCS) and the Astra Academics training into online, asynchronous courses in Canvas. The new courses will allow learners to complete it at their own pace and gain access sooner. The new format also shortens the length of the training and allows for easy course updates to be made when needed.

The updated course will continue to provide an introduction to CCS scheduling processes, including adding, changing, and canceling class data. New class schedulers must complete this training to gain access to the CCS scheduling pages for Twin Cities or Rochester classes.

Astra Academics will also move from being held face-to-face to an online, asynchronous Canvas course. Schedulers who need Astra Academics training will also need to complete the updated Astra Academics course.

Only new CCS schedulers are required to take the course. Current schedulers are welcome to enroll in the new CCS course to use as a resource. Note that Student Date Inquiry (SDI) training is a prerequisite.

Fall 2021 Modalities

Fall 2021 classes will be taught in person. No changes should be made to modalities of classes prior to the start of the term.

Fall 2021 opt-in final exams

We are changing how we schedule final exams this fall with an opt-in model for classroom assignments. We piloted this process last spring and found it to be successful.

If a classroom assignment is needed for an in-person or blended class’s final exam, departments need to let OCM know a room is required by filling out the In-Person Final Exams Request form, and we will schedule one for you. Please have this form filled out by October 1st, 2021.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) is still in place and is available on the One Stop website.

If a change is needed to a final exam, please continue to fill out the Final Exam Change Request form. Both forms can also be found on the Final Exam Information page on the ASR website.

Check fall term instructor assignments

You can have a positive impact on your classes when you enter complete and correct instructor information. Maintaining accurate instructor information gives them appropriate access to their online class rosters, Canvas, as well as their grade rosters (at the end of the term). Students also benefit from knowing who their instructors will be as they begin their semester.

CCS schedulers should verify instructor information for fall 2021 on the Meetings tab for:

• Correct Instructor information
• Use the minus button to delete any instructors or proxies that should no longer be listed
• Accurate instructor role
• Appropriate grading access

Note: All teaching assistants should be entered with a role of “TA.” Additionally, undergraduate teaching assistants can not have grade access.

Canceling classes for fall 2021 with zero and low enrollments

If you do not plan to offer a class, the class needs to be cancelled in CCS before the start of the term. Failure to cancel a class has a direct impact on students. Please do not try to do workarounds to hide the class from the schedule.

Starting Monday, August 30, ASR will formally review each class cancelation request.

For classes with low enrollment to be cancelled, please do the following:

• Change the Class Status to “Stop Further Enrollment” on the Enrollment Control panel of CCS
• Notify enrolled students directly to offer alternative options before requesting a class cancellation
• Email ocmsched@umn.edu to process your cancellation
• **If your college requires collegiate approval for cancellation with low enrollment, also refer to your college procedures

For classes with zero enrollments to be cancelled:

• Change the Class Status to “Cancelled Section” on the Enrollment Control panel of CCS
• Save

Fall 2021 general purpose classroom assignments

We have assigned all fall 2021 classes into General Purpose classrooms (GPCs) as needed. Please review room assignments for fall 2021 and encourage instructors to view room assignments on the Class Schedule.

Classrooms are set to standard layouts for fall 2021. Instructors may view general purpose classroom capacities and room layouts on OCM’s Room Search. Please notify ocmsched@umn.edu if you need assistance with any room change requests.

Spring 2022 classroom assignments

CCS is still open for spring 2022. Department schedulers may update class information (cancel, add, or change) directly in CCS. For additional help with class setup, please see the class setup guide. We will close CCS on September 30, 2021 for classroom assignments.

Queued registration for spring 2022 begins Thursday, November 9, 2021. To ensure the greatest success for students, please make sure to finalize the following information in the class schedule prior to registration:

• Confirm session dates are set to the most reflective session. For reference, view session dates by term.
• If choosing a set number of credits for a variable credit class, make those changes before students register by emailing ocmsched@umn.edu.
• Confirm grading basis. If changes need to be made, submit changes through ECAS.
• All date, day, time, and instruction mode changes should be made before students register to make sure to minimize student conflicts and confusion.

PeopleSoft Campus Solutions user guides

A list of PeopleSoft Campus Solutions user guides can be found on the Academic Support Resources (ASR) website. These guides are often step by step guides to help with common business processes. If you need help remembering the path to a Campus Solution’s page, the Campus Solutions Navigation Guide is also available.

2022/2023 Production calendar

The 2022-23 production calendar is now available.

Online CCS training

Academic Support Resources staff are working to update the current Collaborative Class Scheduling (CCS) training from instructor-led to an online, asynchronous Canvas course. The new CCS training course will continue to provide staff with initial training on how to make updates to classes. SDI will remain a prerequisite for CCS training.

Staff with existing CCS access will not need to take the new course. We expect to release the new online CCS training course in the coming months.

Fall 2021 general purpose classroom assignments

We have assigned the majority of fall 2021 classes into General Purpose classrooms (GPCs) as needed. We are still working on getting every class assigned into a classroom, and space is becoming tight around campus, especially from 9:00 a.m. - 2:00 p.m. on Mondays - Thursdays. If you have departmental classroom space available, please consider using that space for your department's classes. We may be reaching out to you with this specific request.

Review Room assignments

While OCM is still working to assign classrooms, you can review room assignments for fall 2021 on the Class Schedule. Students have recently been sent a message to look at their schedules and make decisions based on classrooms being assigned.

Please notify ocmsched@umn.edu if you need assistance.

Canceling classes for fall 2021 with zero and low enrollments

If you do not plan to offer a class, the class needs to be cancelled in CCS as soon as possible and before the start of the term. Failure to cancel a class has a direct impact on students. Please do not try to do workarounds to hide the class from the schedule.

For classes with low enrollment to be cancelled, please do the following:

• Change the Class Status to “Stop Further Enrollment” on the Enrollment Control panel of CCS
• Notify enrolled students directly to offer alternative options before requesting a class cancellation
• Email ocmsched@umn.edu to process your cancellation
• **If your college requires collegiate approval for cancellation with low enrollment, also refer to your college procedures

For classes with zero enrollments to be cancelled:

• Change the Class Status to “Cancelled Section” on the Enrollment Control panel of CCS
• Save

Fall 2021 opt-in final exams

We are changing how we schedule final exams this fall with an opt-in model. We tried this process last spring and found it to be successful. Historically, we automatically scheduled finals in classrooms for all in-person classes, but we found that those classrooms were not highly utilized.

We are still working on the logistics of the process. However, for fall 2021, if a final exam is being held for an in-person or blended class, and a classroom is needed to hold the exam, you’ll need to let us know and we will schedule one for you. A form is being created for this purpose and will be available before the start of the semester.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) will still be in place and is available on the One Stop website.

Spring 2022 classroom assignments

CCS is still open for spring 2022. Department schedulers may update class information (cancel, add, or change) directly in CCS. For additional help with class setup, please see the class setup guide. We will close CCS on September 30, 2021 for classroom assignments.

Queued registration for spring 2022 begins Thursday, November 9, 2021. To ensure the greatest success for students, please make sure to finalize the following information in the class schedule prior to registration:

• Confirm session dates are set to the most reflective session. For reference, view the session dates by term.
• If choosing a set number of credits for a variable credit class, make those changes before students register by emailing ocmsched@umn.edu.
• Confirm grading basis. If changes need to be made, submit changes through ECAS.
• All date, day, time, and instruction mode changes should be made before students register to make sure to minimize student conflicts and confusion.

PeopleSoft Campus Solutions user guides

As a reminder, detailed PeopleSoft Campus Solutions guides can be found on the Academic Support Resources (ASR) website. If you need help remembering the path to a Campus Solution’s page, the Campus Solutions Navigation Guide is also available.

ECAS component updates

We have seen many changes, especially this last year, as to how classes are being taught and offered. As a reminder, ECAS informs CCS as to how a class is approved to be set up. We’ve had a significant number of classes go from multi-component (lecture and discussion, or lecture and lab) to one component (lecture only or discussion only). If how the class is being offered has changed, please update ECAS to reflect the correct components being offered.

2022/2023 Production calendar

The 22-23 production calendar is now available. If you want the production calendar added to your own Google calendar, follow the instructions at the bottom of the page.

Fall 2021 general purpose classroom assignments

We have assigned the majority of fall 2021 classes into general purpose classrooms as needed. Currently, we are working on assigning the remaining classes, which is less than 10%, into classrooms and may be reaching out if there are issues. CCS is open again for fall 2021.

Students will be sent a message in early July to look at their schedules and make decisions based on classroom assignments.

Review Room assignments

While OCM is still working to assign classrooms, you can review room assignments for fall 2021 on the Class Schedule.

If you are planning to assign a class in departmental space, please notify ocmsched@umn.edu, and we can assist with assigning the room so students will see it accurately on their schedules.

If you are planning to cancel any classes for fall, please do so as soon as you know they will no longer be offered. If students are enrolled, contact ocmsched@umn.edu. If no students are enrolled, you can cancel classes directly in CCS.

Instruction Modalities and ECAS updates

At this time, per the Provost’s message on March 12, instructors will still be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

*Courses adding an online option for fall 2021 specifically for international students can be updated in the class schedule without submitting a revised ECAS proposal. The process to offer an online option in these circumstances will mirror the temporary, pandemic-related processes in place during the 2020-2021 academic year.

Fall 2021 general purpose classroom assignments

As of May 28, all physical distancing requirements have been lifted for classrooms, and we will be at standard distancing for fall semester.

With this change, we are going to assign general purpose classrooms earlier than expected. CCS will be closed from June 16 to June 22 to assign general purpose classrooms to classes for fall 2021. Departments have until the end of day on June 15 to edit their fall schedules in CCS.

By assigning rooms earlier, we are hoping our incoming freshman class can make more informed scheduling decisions while attending orientation, and to give our currently enrolled students ample time to make decisions on their schedules once classrooms are assigned.

Room capacities have been updated to their prior standard capacities and can be found at our Room Search tool.

Review Room assignments

While OCM is working to assign classrooms, most room assignments for fall 2021 will be available on the Class Schedule. You may review assignments for your department to ensure all classes requiring a general purpose classroom have been assigned.

If you are planning to schedule some classes in departmental space, please notify ocmsched@umn.edu if you need assistance or if it means a general purpose classroom can be released.

Instruction Modalities and ECAS updates

At this time, per the Provost’s message on March 12, instructors will still be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

*Courses adding an online option for fall 2021 specifically for international students can be updated in the class schedule without submitting a revised ECAS proposal. The process to offer an online option in these circumstances will mirror the temporary, pandemic-related processes in place during the 2020-2021 academic year.

Spring 2021 grading due dates

Spring 2021 full semester and second 7-week session grades are due on Monday, May 17, 2021 at 11:59 p.m. A complete list of grading due dates, how-to guides, and policies are available on the ASR website.

May/Summer semester 2021

The summer semester is about to begin. As it was in fall 2020 and spring 2021, we are using the class formats identified in the Class Format Guide for summer 2021. Instructors can choose their modality. ECAS updates are not required for modality changes that are meant to be temporary.

Fall 2021 scheduling

We will hopefully know more by the end of May as to what physical distancing guidelines (if any) and classroom capacities will be for the fall according to MDH and University guidelines. If there are changes that need to be made to classes, the Class Setup Guide is available to help make transitional changes to classes.

We still will not be assigning general purpose classrooms to fall 2021 classes until July 2021. We will be communicating with students and instructors when classrooms have been assigned.

Instruction modalities and ECAS updates

At this time, per the Provost’s message on March 12, instructors will still be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

Note: This ECAS approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move toward normal operations.

May/Summer 2021 wait list reminder

The auto enroll process will run for the last time the day before a session begins, and the wait lists will be deleted the first day of the session. There are many May/Summer sessions with various start dates.

As a reminder, you can keep a record of who was on the wait list for a class, and in what order, by saving a copy of the list prior to its deletion. Also, if you or the instructor wants those formally wait-listed students to be able to register before other students, add departmental or instructor consent to that class section. Students would need to obtain a permission number before they register, and those permissions could be given to the students on the wait list first.

Instructors have received an email from ocmsched@umn.edu with this information as well.

UM Waitlist Email History page in Peoplesoft

The UM Waitlist Email History page in PeopleSoft allows you to see the system generated messages students are emailed (per term) each time the system tries to auto-enroll the student from a wait list into a class. This page can be helpful when troubleshooting why a student has not been auto-enrolled into the class from the wait list.

You can find this page by going to Records and Enrollment >Term Processing Waitlists> UM Waitlist Email History.

Standard meeting times in CCS

Did you know you can find all of the standard meeting times for class setup in PeopleSoft? Standard meeting times are listed behind the Look Up button by the Std Meeting Start/End times field on the Meetings tab in UM CCS Maintain Sched of Classes page.

 

First, you’ll click on the Look Up button (magnifying glass), then select the days the class will be meeting, and click the Look Up button again.

The results will show the standard meeting times for those days on the campus the class is on.

Why are stand meeting times important for classes?

• They allow students to build better schedules with less conflicts.
• They promote easier degree completion.
• You are guaranteed to get a GPC assigned to a class, if needed.

Instructor information on classes

Many emails are sent to instructors before and during a semester. These targeted emails are usually sent to the instructor(s) of a class listed in CCS. We have heard back from some instructors who have retired that they, understandably, no longer want to receive emails.

As a reminder, instructor information does roll forward in CCS, and we rely on our schedulers to keep this information current. Just as you are able to add instructors to a class section, you also are able to delete instructors just as easily. Please take a moment to review your classes in CCS and make adjustments to the instructor information as needed.

Classroom usage during spring 2021 finals week

During spring finals week, general purpose classrooms (GPCs) will remain unlocked and have the same hours (typically M-F 7:00 a.m. - 10:00 p.m, Saturdays 7:00 a.m. - 4:00 p.m. in weekend buildings only). We will be scheduling all GPCs to be used as student study spaces around a few in-person final exams.

Students can use available classroom space for studying or for taking a final exam. This ensures all students have access to space during final exams. No events will be scheduled during finals week.

Fall 2021 scheduling

Instruction Modalities and ECAS updates

Per the Provost’s message on March 12, instructors will be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

Note: This approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move to normal operations.

• Online and Remote: ECAS updates will include updating the online course question to “Yes” and providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.
• Blended: ECAS updates are encouraged, as well as providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.

Distancing

Due to evolving public health guidance, we are aware that distancing in classrooms for fall semester may need to be changed. We are currently planning for multiple scenarios for the fall, with frequent evaluation of plans in place throughout the summer. We will not be assigning general purpose classrooms to fall 2021 classes until July 2021 when final decisions are made regarding physical distancing requirements for the term.

To view classroom capacities with various distancing for scenario planning, see (standard, 6’, and 3’) this Google sheet.

May/Summer semester 2021

Registration is underway for summer 2021. As it was in fall 2020 and spring 2021, we are using the class formats identified in the Class Format Guide for summer 2021. Instructors can choose their modality. ECAS updates are also not required for modality changes that are meant to be temporary. 6' physical distancing will be enforced in classrooms (see Room Search for current capacities).

Making changes to variable credits

With the May/summer session nearing and fall registration underway, please make the final changes to classes requiring set credits. After financial aid has been disbursed, the number of credits for a class cannot be altered.

If you need to change the number of credits for a class from a variable number to a set number, email ocmsched@umn.edu.

Using General Purpose Classrooms for events

OCM’s COVID event scheduling protocols have been updated reflecting new guidance:

• Registered Student Groups (as defined by Student Unions & Activities)
• All student group classroom reservations will be capped at 15 attendees per MDH guidelines for all indoor social gatherings.
• University Departments: All use of classrooms for in-person meetings, trainings, and academic related activities by and for University departments must maintain 6’ distancing in classrooms per MDH guidelines for Higher Education classroom occupancy. While there is not an upper limit on reservation capacity, seating assignments are required for reservations in classrooms with a 50+ capacity.

Use the Auto Enroll from Waitlist checkbox in CCS for summer and fall 2021

As a reminder, the Auto Enroll from Waitlist checkbox must be checked on both the enrollment and non-enrollment sections of your class for it to be included in the Auto Enroll from Waitlist process. CCS schedulers can find this checkbox on the UM CCS Maintain Schedule of Classes page > Enrollment Control tab.

The checked box serves the following two functions:

• Triggers the Auto Enroll from Waitlist process if a seat is available.
• Gives priority to students on the waitlist, so open seats are not taken by other students (before the Auto Enroll from Waitlist process runs).

Fall 2021 scheduling

President Gabel announced last week that we should plan for a return to normal operations this fall. With this announcement, we are expecting a stronger in-person presence for classes.

Instruction modalities

Per the Provost’s message on March 12, instructors will be required to get approval from their unit heads to change their class format from In-Person to a Blended, Remote, or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Blended, Remote, and Online offerings but may be scheduled in CCS with provisional approval.

Note: This approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move to normal operations.

• Online and Remote: ECAS updates will include updating the online course question to “Yes” and providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.
• Blended: ECAS updates will require providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.

Distancing

Widespread access to COVID-19 testing for all students, faculty, and staff will continue, as well as requirements for face coverings and physical distancing for the time being. With the return to normal operations, we will initially be assigning classrooms based on standard room capacities (no distancing). However, classrooms will not be assigned prior to registration.

It is also understood that we may need to adjust distancing for fall semester based on updated guidance. We are planning for multiple scenarios, with continual evaluation of plans in place throughout the summer. To view classroom capacities with various distancing for scenario planning (standard, 6’, and 3’), see this Google sheet.

Timeline

CCS will close at the end of day March 29,2021 and will reopen on April 5, 2021 to make final, emergent changes to the fall schedule prior to registration beginning on April 12, 2021.

As always, we will remain responsive to public health guidance, and we will pivot or adjust if needed.

Making changes to variable credits

With May/summer session nearing and fall registration almost underway, please make the final changes to classes requiring set credits. After financial aid has been disbursed, the number of credits for a class cannot be altered.

If you need to change the number of credits for a class from a variable number to a set number, email ocmsched@umn.edu.

May/Summer semester 2021

Registration has begun for summer 2021. As it was in fall 2020 and spring 2021, we are using the class formats identified in the Class Format Guide for summer 2021. Instructors can choose their modality. ECAS updates are also not required for modality changes that are meant to be temporary. 6' physical distancing will be enforced in classrooms (see Room Search for current capacities).

Spring 2021 final exams reminder

Final exams for spring 2021 will take place Thursday, May 6 - Wednesday, May, 12, 2021 with Study Days on Tuesday, May 4, Wednesday, May 5, and Sunday, May 9.

All Remote Instruction (online synchronous) and Online Classes (online asynchronous) final exams will be conducted online.

All In-Person Classes and Blended Classes final exams will default to being conducted online due to space constraints created by physical distancing in classrooms. However, classes scheduled as In-Person or Blended may choose to request an exception to allow for their final exam to be held in-person using the Final Exam Change Request Form, which was to be submitted by March 15, 2021.

Note: All common exams must be held online, no matter the class format, as space will not be available to allow for in-person common exams. Exceptions will not be granted.

General purpose classrooms will be available throughout finals week for students who wish to find space on campus to take an e-proctored exam. Availability can be viewed on Room Search.

Make final changes to May/summer 2021 (1215)

Registration opened February 25, 2021 for May/Summer term (1215). Please make your final changes to summer 2021 classes as soon as possible. Changes to classes made after enrollment can impact students.

Fall 2021 (1219) Scheduling

Fall 2021 (1219) scheduling is underway. We understand creating the fall 2021 class schedule is going to create some angst this year with so many unknowns. To help accommodate your needs to create an accurate schedule, we are going to delay closing CCS for fall 2021 to March 29. It will reopen on April 5 for you to make final changes to the schedule prior to registration beginning on April 12.

Due to the abbreviated time frame, room assignments will not be finalized during CCS closed, but will continue to be updated as we learn more about distancing requirements for fall. More details about fall 2021 will be forthcoming as they are available.

Spring 2022 (1223) Scheduling

Spring 2022 (1223) scheduling is also underway. At this time, because of all of the unknowns, we are going to delay when we close down CCS. Hopefully, by shifting these dates, it will allow departments time to build schedules based on more up to date MDH and University guidance and overall health of the campus.

The spring 2022 production calendar has been updated as follows:

• 1/25/2021 - CCS opened for departments to update class meeting patterns.
• 2/1/2021 - Tentative class schedule became available via Class Search and Schedule Builder.
• 4/17/2021 - Freshman Full Year (FRFY) class entry deadline. Classrooms will be assigned to these classes by mid to late April to accommodate incoming Freshman registering for these offerings in the beginning of June when orientation begins.
• 9/30/2021 CCS closes for classroom assignments to be made for spring 2022. This shift is significantly later than in years past when we had a deadline in April.
• 10/26/2021 - CCS re-opens for emergent changes to classes for spring 2022.
• 11/9/2021 - Spring 2022 students registration begins.

Spring 2021 final exam scheduling

Final exams for spring 2021 will take place Thursday, May 6 - Wednesday, May, 12, 2021 with Study Days on Tuesday, May 4, Wednesday, May 5, and Sunday, May 9. All rules set forth in the Final Exam Regulations apply to all online and in-person final exams. The date and time of final exams should be listed in the class syllabus.

All Remote Instruction (online synchronous) and Online Classes (online asynchronous) final exams will be conducted online.

All In-Person Classes and Blended Classes final exams will default to being conducted online due to space constraints created by physical distancing in classrooms. However, classes scheduled as In-Person or Blended may choose to request an exception to allow for their final exam to be held in-person using the Final Exam Change Request form.

The Final Exam Change Request form must be submitted for all changes to final exam date, time and location, including in-person exam requests. Form deadline for spring 2021 is March 15, 2021.

Guidelines for online final exams are as follows:

• All synchronous classes holding synchronous online exams will follow the published Standard Final Exam Schedule.
• All synchronous classes holding asynchronous online exams should ensure the due date for their exam is not earlier than the published Standard Final Exam Schedule day/time.
• All asynchronous classes holding synchronous online exams should take their final exam on Thursday, May 6, 2021.
• All asynchronous classes holding asynchronous online exams should ensure the due date for their exam is no later than Wednesday, May 12, 2021.

For reference:

• Final exam regulations
• Final exam schedule
• Final Exam Change Request form
• Scheduling Examinations, Final Examinations, and Study Days policy

May/Summer 2021 CCS open

CCS is currently open again for the May/Summer 2021 (1215) term to make changes to classes before registration begins on February 25, 2021.

As it was in fall 2020 and spring 2021, for summer 2021 we are using the class formats identified in the Class Format Guide. Instructors can choose their modality. Additionally, ECAS updates are not required for modality changes that are meant to be temporary. 6' physical distancing will be enforced in classrooms (see Room Search for current capacities).

Check spring term instructor assignments

You can have a positive impact on your classes when you enter complete and correct instructor information. This includes deleting past instructors no longer teaching that class. Entering instructors in CCS gives them access to their class rosters, Canvas site, and grade rosters (at the end of the term). Students also benefit from knowing who their instructors will be as they begin the semester.

CCS schedulers should please verify the following instructor information for spring (1213) on the UM CCS Maintain Schedule of Classes, Meetings tab:

• Correct Instructor
• Accurate instructor role
• Appropriate grading access

Note: All teaching assistants should be entered with a role of “TA.” Additionally, undergraduate teaching assistants can not have grade access.

Fall 2021 and spring 2022 CCS roll forward

Normally, class data entered into CCS rolls forward from the same term in the previous year. However, with the disruptions of last year, it was decided to roll forward fall 2019 into fall 2021 and spring 2020 into spring 2022. We are hoping that using the 2 years prior term data will more closely mimic how classes will be taught and scheduled in the upcoming semesters. More information about class modality is forthcoming after further discussions by the administration.

• New classes created for fall 2020 or spring 2021 would not have rolled forward. You’ll need to schedule those sections again, starting in the UM CCS Schedule New Course page.
• We may have inadvertently rolled forward some inactive or canceled classes. If you see a class/subject that should not be scheduled anymore, please email ocmsched@umn.edu to let us know.
• Fall 2021 and spring 2022 will open to schedulers on January 25, 2021 to begin scheduling.

Waitlists for spring 2021

As a reminder, the auto enroll process will run for the last time the day before a session begins, and the waitlists will be deleted the first day of the session. For spring, the auto enroll process will run for the final time on January 18, 2021 for all regular sessions and 1st half of term classes. The waitlists will be deleted on January 19, 2021.

If you or the instructor wish to keep a record of who was on the waitlist for a class, and in what order, we suggest saving a copy of the list prior to its deletion. Also, if you want those formally waitlisted students to be able to register before other students, add departmental or instructor consent to that class section. Students would need to obtain a permission number before they register, and those permissions could be given to the students on the waitlist first. A similar message was sent to instructors.

Class Permission insights

With all of the virtual classrooms for spring 2021, we expect some instructors to give permission to students to register for a full class. Permission numbers, however, do not override a closed class unless they have been modified to do so. Here are some helpful tips and reminders regarding Class Permissions:

• Permission Numbers are created to override Requisites, Consent, and Time Frame (to register during the 2nd week of term).
• Individual permission numbers can be modified to override a Closed Class.
• Instructors do not have access to modify permission numbers.
• Department schedulers and some student services staff do have access to make these updates on the Class Permissions page in PeopleSoft.

For more information, check out these user guides from SRHelp@umn.edu.

Class change communications to students

Academic Support Resources (ASR) is considering different options for keeping students informed when changes happen to their schedules between when they register and when those classes begin. We’ve heard from students who want to know about changes to:

• instructor information
• meeting day(s)/time
• meeting location of a class
• class format (e.g., completely online to in-person)

We would like to hear from you about the work around class changes after registration begins for a semester (when they are requested, how they are completed). When you have a moment, please fill out this survey.