Final exam requests for spring 2023 due March 3

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 to conduct the final exam. This same form can be used to inform us of any changes, such as date/time or alternate seating, that need to be made to a final exam as well. You can submit up to five classroom/change requests per submission.

The deadline to submit these requests for spring 2023 is March 3, 2023.

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

May/summer 2023

Please contact ocmsched@umn.edu about May/Summer classes if:

• A class does not have a room assignment and needs one.
• A variable credit class needs to have a set number of credits for summer 2023.
• A class with enrollment needs to be canceled.

Fall 2023 classroom scheduling in progress

CCS is currently closed for fall 2023 for the upcoming academic year. CCS will re-open on March 31, 2023 for emergent changes before registration begins on April 13, 2023.

Class Schedule Summary report: New search field

The class schedule summary report allows you to see all classes that rolled forward from a previous like term (e.g. fall to fall or spring to spring). This report has class section information for each scheduled class, which makes it especially useful for schedulers. Because schedulers can review it following the roll forward, the report can help them make decisions about what should and should not be offered for an upcoming semester.

Previously, you would run this report by entering the term and institution, then either Subject or Acad Org. Now, you’ll also be able to run this report by an academic group (college) or instructor per term.

To find this report:

1. Go to MyU > Key Links > Reporting Center > Student Services > Course Scheduling > Class Schedule Summary.
2. Use the blue “i” icon next to the report link for additional information.

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:

• March 14 - Downstream effect of some CCS fields
• April - Reserved Capacity

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.

Final exam requests for spring 2023

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 to conduct the final exam. This same form can be used to inform us of any changes (date/time or alternate seating) that need to be made to a final exam as well. You can submit up to five classroom/change requests per submission.

The deadline to submit these requests for spring 2023 is March 3, 2023.

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

Make final changes to May/summer 2023

Registration opens February 23, 2023 for the May/summer term (1235). Please make your final changes to summer 2023 classes as soon as possible. Changes to classes made after enrollment can negatively impact students.

Course changes should be made and approved in ECAS, which include:

• credit and grading basis changes
• consent required
• component changes
• topic titles

Class changes should be made in CCS, which include:

• meeting patterns
• instructors and grading access
• enrollment capacity changes
• class cancellations

Classroom assignments for summer 2023 have been completed and 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 contact ocmsched@umn.edu if:

• A class does not have a room assignment and needs one.
• A variable credit class needs to have a set number of credits for summer 2023.

Fall 2023 scheduling in progress

CCS is currently open for fall 2023 for the upcoming academic year. CCS will close on March 1, 2023 for fall 2023 so OCM can make classroom assignments.

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

• Review class sessions.
• Check classes outside of the Regular Session to make sure they are in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Adjust non-standard class meeting times to a standard time.
• Classes using standard meeting times guarantee a GPC classroom if needed and help students build their schedules.
• Input instructor information and grading access on each meeting pattern.
• Instructors must be on each meeting pattern per class to aid with the grading process at the end of the term.
• Find classes with no instructor listed by going into the Reporting Center and running the Classes Missing Instructor Information report. Student Services > Course Scheduling > Classes Missing Instructor Information report.
• Enter the required room characteristics.
• If a certain technology or seating style is needed to facilitate teaching and learning, please indicate that for the class.
• Set realistic enrollment capacities and requested room capacities.
• +/- 10% of last year’s enrollments.
• Cancel class sections that will not be offered.
• Review the Class Scheduling Distribution Summary Report.
• Assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
• Assign departmentally owned classrooms and labs using Astra.
• It’s helpful to let us know which classes do not need GPCs BEFORE we close CCS for the term to assign classrooms.

Email ocmsched@umn.edu:

• to add the facility NOROOMREQD to all class meeting patterns that will not require any room assignment.
• to add the facility ROOM000TBA to all class meeting patterns that will meet in a small office space.
• to add the facility ONLINEBLENDED to any meeting patterns in a blended (both in-person and online/remote) learning class.

Tip for Astra event schedulers

Events in Astra must have an event status of “Scheduled” in order for them to appear on the Astra calendars. Events with a status of “Incomplete” will not display on the calendars, making the room appear available. Typically an event is incomplete because it’s missing the following:

• The Event Type
• The Customer Contact information
• A room assignment on any meeting

Therefore, if you attempt to book that room for another event, you will find the room is actually unavailable because the “Incomplete” event is holding the room.

When creating events, schedulers should take a moment to ensure the event status is “Scheduled” and the event displays on the calendars. Additionally, schedulers can proactively find and resolve “Incomplete” events they may have unintentionally created by filtering for “Incomplete” events. Instructions for how to find incomplete events in Astra.

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:

• February 14 - Combined Sections
• March 14 - Downstream effect of certain CCS fields

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.