Fall 2023 final exams

Final exams for fall 2023 begin Friday, December 15 and will conclude on Thursday, December 21.

• Final exam dates: Friday, December 15 - Saturday, December 16 and Monday, December 18 - Thursday, December 21
• Study Days: Thursday, December 14 and Sunday, December 17

In-person final exams for fall 2023 have been scheduled for those who requested a classroom assignment through the Final Exam Request form. The list of scheduled final exams and common exams is available on the Fall 2023 Final Exam and Common Exam Scheduled Rooms spreadsheet.

If you do not see a class that intends to have an in-person final exam, and it needs a classroom assignment, please fill out the Final Exam Request form as soon as possible.

Final exam policy resources:

• Final exam regulations
• Fall 2023 final and common exam times
• University final examination policy

Classroom hours during fall 2023 finals week

General purpose classroom hours will be extended on Saturday, December 16 and Sunday, December 17 to meet the needs of students and faculty during finals week. Weekday hours remain unchanged and will follow standard operating hours during finals week.

During finals week (December 15-21), classroom and building hours will be adjusted as follows:

• Saturday, December 16 (Final Exam Date): All general purpose classrooms will be open 7:00 a.m. - 10:00 p.m.
• Sunday, December 17 (Study Day): All general purpose classrooms in weekend buildings will be open from 7:00 a.m. - 10:00 p.m. Weekend buildings include:
• East Bank: Bruininks Hall, Folwell Hall, Keller Hall, Nicholson Hall, Rapson Hall
• West Bank: Blegen Hall, CSOM, Hanson Hall, Humphrey Center
• Saint 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: Be sure to carry your U Card with you at all times. Most buildings will require your U Card for exterior building access.

Twin Cities grading due dates for Fall 2023

The deadline to submit grades for the fall 2023 regular academic session and second half term is December 29, 2023 by 11:59 p.m. Additional due dates for other programs can be found on the ASR website.

Grades that have been entered but have yet to be approved will be posted immediately after the due date for grades. Instructions on how to enter final grades are available. Any grades left blank will receive a grade of “NR” (Not Reported). After that, the grades cannot be uploaded or imported from Canvas. To change an NR grade to the grade earned, instructors or proxies must submit a grade change through MyU.

Remember, missing grades can negatively affect students for the following reasons:

• Academic standing
• Financial aid
• Scholarship, employment, and educational opportunities

If you have questions regarding entering grades, please contact the Office of the Registrar Training and Support team at srhelp@umn.edu.

Staff from system campuses are encouraged to check with their Office of the Registrar to confirm campus-specific dates.

Spring 2024 classroom assignments

Room assignments for spring 2024 (1243) are available on the Class Schedule.

Please note the following:

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

Canceling classes for Spring 2024 with zero and low enrollments

If you no longer plan to offer a class because of low enrollment, the class needs to be canceled in CCS as soon as possible and before the start of the term.

    Canceling a class with low enrollment:

1. Change the Class Status to “Stop Further Enrollment”
   (on the Enrollment Control tab of UM CCS Maintain Sched of Class page).
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 UM CCS Maintain Sched of Class page).

May/summer 2024 CCS closes on December 11

At the end of day on December 10, we will close CCS to make central room assignments for May/summer 2023 classes. Please make sure to update all class sections in CSS by the end of the day on December 11, 2024.

Fall 2024/Spring 2025 Class Schedule Roll Forward

We will make a copy of the Fall 2023 and Spring 2024 class information and roll those classes forward to Fall 2024 (1249) and Spring 2025 (1253) so that schedulers do not need to build a new schedule each term. This process will be done on December 4th, 2023.

Class sections that do not roll forward are:

• Canceled sections
• Tentative sections
• UGRD Topics classes
• Classes with zero enrollment (excluding directed studies and research)
• Undergraduate classes scheduled in Extended Regular Session (session 011)

Fall 2024 and Spring 2025 classes will be available in CCS on December 18th, 2023 to start making updates and changes.

CCS user workshops

The Scheduling team is conducting monthly user workshops. These workshops allow us to connect with our users and review topics relevant to our departmental schedulers.

These workshops will be conducted over Zoom on the second Tuesday of the month from 11:00-11:30 a.m. (15-20 minute presentation with time for discussion). To attend a workshop, simply add the class schedule production calendar to your Google Calendar:

• Add to U of M Google calendar
• Add to general Google calendar

A Zoom meeting link and materials will be added to the calendar event closer to the day of the workshop. 

Upcoming topics

• December 12 - Grades and Instructors
• January 9 - Clean-Up Queries

If there is a topic you would like to discuss, or if you have questions or concerns, please email ocmsched@umn.edu.

Fall 2023 final exams

Fall 2023 final exams continue to be scheduled for those who requested a classroom assignment through the Final Exam Request form. The list of final exams and common exams that have been scheduled is available on the Fall 2023 Final Exam and Common Exam Scheduled Rooms spreadsheet.

If you do not see a class that is intending to have an in-person final exam, and it needs a classroom assignment, please fill out the Final Exam Request as soon as possible. The deadline to submit these requests for fall 2023 is November 10, 2023. 

Additional resources can be found:

• Final exam information
• Final exam schedule
• How to use the Final Exam Request form 

Spring 2024 (1243) classroom assignments

Room assignments for spring 2024 (1243) are now available on the Class Schedule. We have about 1% left to assign for Spring 2024. 

Please note the following:

• If you notice a class without a room assignment, please notify ocmsched@umn.edu.
• If you need assistance adding a departmental space to a class, email 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.

Summer 2024 (1245) CCS is still open

CCS is still open for the initial build of the 2024 May/summer semester (1245) through December 10, 2023. At the end of day on December 10, we will close CCS to make general purpose classroom assignments. 

The following resources for scheduling classes are available:

• May/Summer scheduling guide
• Class schedule production guidelines
• CCS production calendar
• General class scheduling tools

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 Coursedog.
• UM CCS Upd Sections of a Class -  Allows you to view and update all the sections of large, multi-component courses in one place.

CCS user workshops

The Scheduling team is conducting monthly user workshops. These workshops allow us to connect with our users and review topics relevant to our departmental schedulers.

These workshops will be conducted over Zoom on the second Tuesday of the month from 11:00-11:30 a.m. (15-20 minute presentation with time for discussion). To attend a workshop, simply add the class schedule production calendar to your Google Calendar:

• Add to U of M Google calendar
• Add to general Google calendar

A Zoom meeting link and materials will be added to the calendar event closer to the day of the workshop. 

Upcoming topics

• November 14 - Class Permissions
• December 12 - Grades and Instructors

If there is a topic you would like to discuss, or if you have questions or concerns, please email ocmsched@umn.edu. 

Fall 2023 final exams

If an in-person or blended class is planning to have an in-person final exam, the Final Exam Request form must be filled out to request a classroom. This same form can also be used to inform us of any final exam changes (e.g. date/time or alternate seating). You can submit up to five classroom/change requests per submission.

The list of final exams and common exams that have already been scheduled is available on the Fall 2023 Final Exam and Common Exam Scheduled Rooms spreadsheet.

The deadline to submit these requests for fall 2023 is November 10, 2023. 

• Final exam information
• Final exam schedule
• How to use the Final Exam Request form 

Spring 2024 (1243)

Queued registration for spring 2024 begins Tuesday, November 14, 2023. 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 correct based on the session dates by term.
• If choosing a set number of credits for a variable credit class, make those changes before registration by emailing ocmsched@umn.edu.
• Confirm grading basis. If changes need to be made, submit changes through Coursedog.
• All date, day, time, and instruction mode changes should be made before registration to minimize student conflicts and confusion. 

Spring 2024 classroom assignments

Room assignments for spring 2024 (1243) are in progress. If a class does not need a general purpose classroom assignment and you have not yet assigned a departmental space, please notify ocmsched@umn.edu. Please also let us know if you need assistance adding a departmental space. 

We only find general purpose classrooms for classes that have a component type of LEC or DIS with a blank Facility ID in CCS. If the component type is LAB, FWK, IND, or ROT, we will not actively look for a classroom for your class. Additionally, if the Facility ID field is populated, we will not actively look for a classroom for your class. This includes virtual space populations, 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 - specialized 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 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. 

Spring 2024 - 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 emails to schedulers reminding them if they need to change the number of credits for a class from a variable number to a set number, they need to email ocmsched@umn.edu. 

If you need to change the grading basis of a course, use Coursedog to submit the change.

Summer 2024 (1245) CCS is open

CCS is open for the initial build of the 2024 May/summer semester (1245). Please put classes in a session that most closely matches the class dates. Review historical classes to make sure they are still the right fit. See session dates on the OCM website.

The following resources for scheduling classes are available:

• May/Summer scheduling guide
• Class schedule production guidelines
• CCS production calendar
• General class scheduling tools

Tip: Remember notes roll forward in classes. If your previous summer class had a date-specific note, please update the dates or delete the note altogether. 

2024-2026 University Catalog

Departments are beginning to update the 2024-2026 Twin Cities undergraduate catalog. It is essential that all requirements for our undergraduate majors, minors, and certificates are current and accurate in Coursedog. Our students’ timely progress toward degree completion is hindered when requirements are not clear, transparent, and comprehensible.

Please begin to review the requirements for each of your undergraduate majors, minors, and certificates as they are documented in Coursedog. 

• Any revisions necessary to reflect the requirements in effect for fall 2024 should be entered, approved at the collegiate level, and ready for review at the Provost’s level by March 1, 2024.
• Please review the detailed checklist to guide this process. Be sure to check out the resources linked at the bottom to support your first-time use of Coursedog!
• Every program (major, minor, and certificate) will be required to have a fall 2024 version in Coursedog. 

If you have general questions or concerns, please contact Katie Russell at russellk@umn.edu or Leslie Schiff at schif002@umn.edu. 

Undergraduate Curricular Hub

The Office of Undergraduate Education (OUE) is thrilled to share the new Undergraduate Curricular Hub as a resource for faculty and staff on our campus. The Curricular Hub provides information and guidance in support of those responsible for managing curriculum at the department and college levels. Please email oue@umn.edu with any questions or content suggestions for the Hub. 

CCS user workshops

The Scheduling team is conducting monthly user workshops. These workshops allow us to connect with our users and review topics relevant to our departmental schedulers.

These workshops will be conducted over Zoom on the second Tuesday of the month from 11:00-11:30 a.m. (15-20 minute presentation with time for discussion). To attend a workshop, simply add the class schedule production calendar to your Google Calendar:

• Add to U of M Google calendar
• Add to general Google calendar

A Zoom meeting link and materials will be added to the calendar event closer to the day of the workshop. 

Upcoming topics

• October 10 - Behind the scenes of CCS
• November 14 - Class Permissions
• December 12 - Grades and Instructors

If there is a topic you would like to discuss, or if you have questions or concerns, please email ocmsched@umn.edu. 

HEPA filter placement for fall 2023

The FM (Facilities Management) department uses strategies for HVAC (Heating, Ventilation, and Air Condition) systems to maintain a comfortable and healthy indoor building environment. FM partnered with the Department of Health, Safety, and Risk Management (HSRM) and evaluated all Office of Classroom Management assigned spaces to determine where HEPA filters will be placed for fall 2023. Visit the Facilities Management (FM) Safe Campus Support website for more information.

Search for a list of classrooms by visiting UMN Building Classroom Portable Air Filtration Unit Locations. If the room you are searching for is not listed, it does not require a portable air filtration unit because it met CDC and ASHRAE (American Society of Heating, Refrigerating, and Air-Conditioning Engineers) issued guidance for operating HVAC systems.

Please email Heath, Safety and Risk Management for help answering your HEPA filter questions at hsrm@umn.edu. A subject matter expert will get back to you soon.

Fall 2023 final exams

If an in-person or blended class is planning to have an in-person final exam, the Final Exam Request form must be filled out to request a classroom. This same form can also be used to inform us of any final exam changes (date/time or alternate seating). You can submit up to five classroom/change requests per submission.

The list of final exams and common exams that have already been scheduled is available on the Fall 2023 Final Exam and Common Exam Scheduled Rooms spreadsheet.

The deadline to submit these requests for fall 2023 is November 10, 2023. 

• Final exam information
• Final exam schedule
• How to use the Final Exam Request form

Spring 2024 (1243)

Collaborative Class Scheduling (CCS) is open for spring 2024 class changes. Queued registration for spring 2024 begins Tuesday, November 14, 2023. 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 correct 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 Coursedog.
• All date, day, time, and instruction mode changes should be made before students register to minimize student conflicts and confusion. 

Fall 2023 (1239) general purpose classroom assignments

We have assigned all fall 2023 classes into general purpose classrooms (GPC). Please review room assignments for fall 2023 and encourage instructors to view room assignments on the Class Schedule. Instructors may also view GPC capacities and room layouts on OCM’s Room Search.

Please notify ocmsched@umn.edu if you need assistance with any room change requests.

Canceling classes for fall 2023 with zero and low enrollments

If you no longer plan to offer a class because of low enrollment, the class needs to be canceled in CCS as soon as possible and before the start of the term. Failure to cancel a class in a timely manner will have negative financial aid and degree progress impacts on students. 

Starting Monday, August 28, ASR will formally review each class cancellation request and follow up with departments regarding specific concerns. This review includes an individual degree progress and financial aid impact assessment of each student currently enrolled. 

For canceling classes with students enrolled, please do the following:

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

For canceling classes with zero enrollments, no review is required:

1. Change the Class Status to “Canceled Section” on the Enrollment Control panel of CCS
2. Click Save

Check fall term instructor assignments

You can have a positive impact on classes and students when you enter complete and correct instructor information. Maintaining accurate information gives instructors appropriate access to their: 

• Online class rosters
• Canvas site
• Grade rosters 

Students also benefit from knowing who their instructors will be as they begin their semester. CCS schedulers should verify the following instructor information per class section for fall 2023: 

• Correct Instructor information
• Use the minus button to delete any instructors or proxies that should no longer be listed.
• Accurate instructor role (e.g., Primary Instructor, Secondary Instructor, Teaching Assistant, Proxy)
• Appropriate grading access (e.g., Approve, Grade, None)
• Note: All teaching assistants should be entered with the role of “TA.” Additionally, undergraduate teaching assistants can not have grade access. 

You can also run the Classes Missing Instructor Information report found in the MyU Reporting Center, under Student Services, then Course Scheduling. This report identifies active scheduled classes with enrollment that do not have any instructor information listed, per college.

Spring 2024 (1243)

CCS opens soon to make emergent changes to spring 2023 classes. Queued registration for spring 2024 begins Tuesday, November 14, 2023. 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 Coursedog after go-live. 
• All date, day, time, and instruction mode changes should be made before students register to minimize student conflicts and confusion.

Waitlists for fall 2023

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 fall, the auto enroll process will run for the final time on September 4, 2023 for all regular sessions and 1st half of term classes. The waitlists will be deleted on September 5, 2023. 

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 formally waitlisted students to be able to register before other students, add departmental or instructor consent to that class section. Students need to obtain a permission number before they register, and those permissions can be given to the students who were on the waitlist first.

Fall 2023 final exams

If an in-person or blended class is planning to have an in-person final exam, the Final Exam Request form must be filled out to request a classroom. This same form can also be used to inform us of any final exam changes (date/time or alternate seating). You can submit up to five classroom/change requests per submission.

The deadline to submit these requests for fall 2023 is November 10, 2023. 

• Final exam information
• Final exam schedule
• How to use the Final Exam Request form

Coursedog going live August 21

The new course and program approval system, Coursedog, will launch on August 21, 2023. Training is available in the training hub for those who currently have edit or approval access in ECAS (Course) or PCAS (Program) to complete. The four training modules are:

• Course Author (for ECAS editors)
• Course Approver (for ECAS approvers)
• Program Author (for PCAS editors)
• Program Approver (for PCAS approvers)

If you did not have edit or approval access in ECAS or PCAS before but could view information in either system, you will have the same “view only” access in Coursedog once it goes live. Additional information can be found on the Coursedog Project website.

Fall 2023 general purpose classroom assignments

We have assigned the majority of fall 2023 classes into General Purpose Classrooms (GPCs) as needed. While OCM is still working to assign classrooms, you can review room assignments for fall 2023 on the Class Schedule.

Canceling classes for fall 2023 with zero and low enrollments

If you do not plan to offer a class, the class needs to be canceled in Collaborative Class Scheduling (CCS) as soon as possible and before the start of the term. Failure to cancel a class in a timely manner may have financial aid and degree progress impacts on students.

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

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

For classes with zero enrollments to be canceled:

1. Change the Class Status to “Canceled Section” on the Enrollment Control panel of CCS
2. Save

2023-24 final exam information

Please check out these resources for additional information on upcoming final exams.

• Fall 2023 and spring 2024 final exam schedules
• Final exam details and regulations
• Final exam classroom request form

Spring 2024 (1243) classroom scheduling

CCS will be closed as of July 6, 2023 to make general-purpose classroom assignments for spring 2024 classes. CCS will open again on August 3, 2023 to make emergent changes to spring 2024 classes before registration begins on November 14, 2023.

2024-25 Production calendar

The 2024-25 production calendar is now available. If you want the production calendar added to your Google calendar, follow the instructions at the bottom of the page.

Class Scheduling Distribution Summary (CSDS) update

The Class Scheduling Distribution Summary (CSDS) dashboard monitors compliance with the Class Scheduling policy. You can find the updated dashboard on the classroom website, under Scheduling, or at the following z-link: https://z.umn.edu/CSDS

UGRD/GRD 4999 ending after summer 2023

UGRD 4999 and GRD 4999 are zero-credit courses utilized by colleges and departments to disburse financial aid to students with no other enrollment during the summer term. This practice will be ending to bring our institution into compliance with federal financial aid regulations. The UMTC Office of Student Finance will be inactivating UGRD 4999 and GRD 4999 effective fall 2023. Please share this message with any colleagues in your department/college.

Issue Summary

• Unless a student is registered for credit, the aid distributed in summer counts toward the fall semester aid calculation. Once we move into compliance, the summer aid will have negative repercussions for fall aid and students, particularly low-income students, who may not be able to pay their fall tuition or will face increased debt. The aid for summer would count toward the following fall/spring Cost of Attendance for financial aid purposes.
• Often, units look to payroll as an alternative way to compensate students for summer research. Unfortunately, unless a student is working in an employee function, they are not eligible for payroll. See the Tax Management Office Guidelines #8 for more information.

Alternative Options

• Students enroll in one credit associated with program-related instructional activities and pay the cost in order to be eligible for the summer scholarship.*
• Students enroll in one credit and the unit offering the scholarship opportunity provides additional scholarship funds to partially or fully cover the tuition.*
• For research opportunities that extend beyond the summer term, the scholarship could be distributed during a term the student is already enrolled (e.g. fall or spring).
• Smaller units, and those that do not serve international students, may find it a viable option to pay the participating students by setting them up as vendors, rather than using the scholarship model.

*Academic coursework needs to be associated with academic credit, commensurate with instruction.

If you have any questions, please contact Nate Peterson, Director of Student Finance, (pete2787@umn.edu).

ECAS/PCAS "freeze"

The ECAS and PCAS “freeze” begins on July 8, 2023. This is when the data transfers from ECAS and PCAS to Coursedog. A few things to keep in mind during the freeze:

• All ECAS and PCAS users (at all levels) will no longer have access to make changes, but view-only access remains.
• Any proposal that is not fully approved in ECAS or PCAS will not be transferred to Coursedog. Those proposals will need to be entered into Coursedog after go-live.

Training

The Coursedog training courses plan to be available on Monday, July 17, in training hub. There will be four, 30-minute online courses, based on the end user’s role(s):

• Course Author
• Program Author
• Course Approver
• Program Approver

Completion of these courses is required for current ECAS and PCAS editors and approvers to maintain their access. Notification of training requirements will be sent to individuals in July.

Review room assignments for fall 2023 (1239)

While OCM is still working to assign classrooms, most room assignments for fall 2023 are available on the Class Schedule.

• The Office of Classroom Management (OCM) only finds general-purpose classrooms for classes with a blank Facility ID on the UM CCS Maintain Sched of Class page.

• 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. 

• Changes to room assignments do not generate automated emails. 

• If you change a classroom assignment, you must notify instructors and students directly.

• Room assignments are subject to change prior to the start of the term.

•  While this usually only impacts a small number of classes, instructors should be encouraged to verify their classroom assignments before the first class meeting.

• If you are planning to cancel any classes for the fall, please do so as soon as you know they will no longer be offered. 

• If students are enrolled:

•  Email the students to let them know the class is being canceled.

•  Contact ocmsched@umn.edu to cancel the class.

• If there are no students enrolled in the class, you can cancel classes directly in CCS.

Spring 2024 (1243) scheduling is in progress

CCS is open for the initial build of the spring 2024 (1243) schedule, and closes at the end of the day (11:59 p.m.) on July 5, 2023 to make general-purpose classroom assignments for spring classes. Please make any changes by the end of the day Tuesday, July 5, 2023.

Prior to CCS closing, make sure to do the following:

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 ensure it is in the appropriate academic session (remember that classes in the extended regular session are typically not eligible for financial aid).

• Indicate the required room characteristics (technology, seating styles, etc.) needed to facilitate teaching and learning by using the room characteristic codes accessible on 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 the 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).

• Avoid scheduling class sections in high-demand periods/days.

Schedule Print box

Found on the UMN CCS Schedule Of Classes page, the Schedule Print box, when checked (which is the default), means that the class section is viewable in the Class Schedule. When that box is not checked, a person cannot see the class section in the Class Schedule. Appropriate uses for unchecking the box are:

• Study Abroad class sections

• College in the School (CIS) sections

• Tentative sections

  
  

Inappropriate uses for unchecking the schedule print box:

• Slowing down enrollment 

• Instead: use “stop further enrollment”

• Canceling the class 

• Instead: email ocmsched@umn.edu to cancel a class with enrollment

• Hiding a class the department does not intend to offer

• Instead: cancel the class.

If the schedule print box is unchecked, we always assume the class sections do not need classrooms.

Room Search

Room search is a tool used to find additional information on rooms in the various buildings around Twin Cities campuses.

There are filters on the left side of the page to search for a particular room. Once found, you can click on the individual room for additional photos of what the room looks like, features of the room, and contact information. 

Additionally, there are links and  photos that will show you:

• Campus maps: building location, hours, and accessibility information

• Equipment instructions: on how to use the classroom technology 

• Room and building schedules: a link to a specific scheduling grid in Astra showing if the room is available (depending on the date(s) needed)

• Print friendly room layouts

It’s a great resource for instructors to see a space they may not be familiar with before they begin teaching.

Course Section Modality Dashboard

This dashboard shows visual representations of modality (e.g., online, blended, in-person) at the course section level to show the educational offerings within a specific term.  

• Access: available to anyone with UMN Reporting Center access, UMN systemwide

• Audience: Deans, department chairs, departmental administrators, and others responsible for creating strategies around class offerings.

• Data refresh: daily

  
  

This dashboard can be found on the Enrollment Management & Student Success Hub in the “Curriculum and Courses” focus area.

CCS User Workshops

CCS user workshops will be conducted over Zoom on the second Tuesday of the month from 11:00 to 11:30 a.m. (15-20 minute presentation with time for discussion). A Zoom meeting link and agenda will be added to the calendar event closer to the day of the workshop. Hope to see you there!

Upcoming topics:

• June 13 - General Purpose Classroom Assignments

• July - No CCS Workshop

• August 8 - Start of Term (Finals, Permission Numbers, Waitlists)

To attend a workshop, simply add the class schedule production calendar to your Google calendar. No need to RSVP.

• Add to U of M Google calendar

• Add to general Google calendar

If there is a specific topic you would like discussed in future workshops, please email ocmsched@umn.edu.

Spring 2023 final exams

Final exams are beginning this week for spring 2023. The list of final exams and common exams that have been scheduled is available on the Spring 2032 Final Exam and Common Exam Scheduled Rooms spreadsheet.

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

Spring 2023 grading due dates

Spring 2023 full semester and second 7-week session grades are due on Monday, May 15, 2023 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 2023 updates

May session begins on May 15. Please contact ocmsched@umn.edu about May/summer classes if:

• A class with students enrolled needs to be canceled.
• A class does not have a room assignment and needs one.

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

Waitlist troubleshooting

There are three common reasons why students on the waitlist are not automatically enrolled:

1. The Auto Enroll from Waitlist process has not run yet.
• Remember, if you increase the number of seats, OR a student drops from the class leaving a seat available (that has a waitlist with students waiting), the Auto Enroll from Waitlist process will run overnight.
2. The student was justifiably not enrolled for a reason, and they received an email as to why they could not be enrolled.
• Wouldn’t it be nice if you could also see that message? Well, you absolutely can! As a CCS scheduler, you have access to the system-generated emails sent to students when the auto-enroll from waitlist process runs for a class.
• These messages are available, per term, on the UM Waitlist Email History page (Records and Enrollment > Term Processing Waitlist > UM Waitlist Email History).
3. The “Auto Enroll from Waitlist” checkbox on the class section is NOT checked.
• If this box is unchecked, the Auto Enroll from Waitlist process will NOT run for that section. Instead, the class will look open for any student to enroll, even if there are students sitting on the waitlist.
• 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 Auto Enroll from Waitlist runs).

Review room assignments for fall 2023 (1239)

While OCM is still working to assign classrooms for all classes, most room assignments for fall 2023 are available on the Class Schedule.

• Review assignments for your department to ensure all classes requiring a general-purpose classroom have been assigned.
• There are some days and times when we do not have classroom space available.
• If you are planning to schedule some classes in a departmental space, please notify ocmsched@umn.edu if you need assistance, or if a general-purpose classroom will become available as a result.

Please remind instructors that room assignments are subject to change prior to the start of the term, so they should check the schedule again closer to the semester start.

Making spring 2024 (1243) classes eligible for Freshman Full Year (FRFY) registration

Freshman orientation will soon be underway on the Twin Cities campus. During orientation, incoming freshmen have the ability to register for both fall 2023 and spring 2024 at the same time, if set up correctly.

For students to be able to register for spring 2024 classes, the Freshman Full Year (FRFY) course attribute must be added to the class. This is done in the UM CCS Maintain Sched of Class page on the Basic Data tab, as seen below.

Classes with the attribute are open for registration, but only to students with the “FRFY Freshman Full Year Registration” student group on their record.

If you discover your department missed applying the FRFY attribute to a class, the CCS scheduler should add the attribute in CCS. A daily query identifies those classes with a newly added FRFY attribute, and the requisite stopping them from registering for the class is removed to allow freshmen to register.