Spring 2017 final exam schedule available for review

The spring 2017 final exam schedule for general purpose classrooms is now available for review in Astra Schedule. Please forward room locations to instructors to ensure they know the location of their final exam.

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

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

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

1. Sign into Astra Schedule with your University internet ID and password in the upper right-hand corner of the screen.
2. Click on the “Academics” tab located in the top navigation menu.
3. Click on the “Sections” link at the top of the page.
4. Update the filters in the left column as follows:
1. Is Exam = Yes
2. Term = Spring 2017
3. Subject = Select the subject(s) you schedule
4. 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 the “Search” button 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 in this Google sheet.

Want a few extra tips and tricks for getting around in Astra Academics? Check out the resources available on ASR’s system support page under Astra Schedule. Still have questions on how to review your final exams? Contact ocmsched@umn.edu.

Final exam policy resources:

• Spring 2017 final exam regulations
• Spring 2017 final exam times
• Spring 2017 common exam times
• University final examination policy

Final exam scheduling for spring 2017 (1173)

Standard final exams have been scheduled for spring 2017 (1173). The OCM Scheduling Unit is currently working on scheduling common exams and special requests submitted through ASR final exam change request form. While OCM does its best to accommodate special requests, there is always a possibility that your request may not be able to be fulfilled.

After all final exams have been scheduled, detailed instructions for how to review exam room assignments will be sent to schedulers through the Scheduling Update newsletter to verify for their department.

Space is very tight this final exam period. Please continue to notify Scheduling if a spring 2017 course section will not require a general purpose classroom during finals week. Email ocmsched@umn.edu with the subject line “Spring 2017 Final Exam” and the designator/section number(s) in the text.

Final exam schedule and regulations are posted on the Academic Support Resources site.

OCM website redesign

We are in the process of redesigning the Office of Classroom Management website (classroom.umn.edu), with the intention of launching the new site by late fall 2017. As users of the current OCM site, we need your help. Here’s what you can do:

• Watch for an email invitation to participate in an online activity known as a “card sort.” The activity will give you the opportunity to provide input on how content will appear on our new
  website.
• Participate in an in-person website usability testing session. If this interests you, please submit your contact information. We will reach out at a later date to share more information.

MyU and PeopleSoft outage

On Saturday and Sunday, April 1-2, 2017, an upgrade to the PeopleSoft development platform, PeopleTools, will occur. While the upgrade work is underway, MyU and PeopleSoft applications will be unavailable.

Specific impacts to note:

• MyU (and dependent applications)
• PeopleSoft (and dependent applications)
• ServiceNow
• APAS
• Grad Planner

Aside from downtime during the weekend, no significant impact for end users is expected, and no action is required as a result of this upgrade. Access to Moodle courses and University email will not be affected.

The upgrade ensures that our PeopleSoft systems remain stable and secure, and we retain vendor support. We encourage you to mark your calendars for the upgrade weekend so that you can plan around the service outage accordingly. During the weekend of April 1-2, updates will be available on the University’s Service Status page.

Class schedule data from the PeopleSoft Upgrade internal audit

Sue Van Voorhis, Associate Vice Provost Academic Support Resources and University Registrar, presented the key findings from an internal audit of the 2015 PeopleSoft Upgrade at the February 2017 Registrar’s Advisory Committee (RAC) meeting. The scope of the audit included administration (information and communication), system functionality (evaluating support for users), and data integrity (data accuracy and access rights). The audit also included soliciting community feedback through surveys to “faculty go-tos” and advisors. Five advisors were interviewed.

Sue reminded the group that the charge of the Upgrade was to implement delivered functionality as much as possible. As a result, the Campus Solutions effort removed 53% of customizations. Sue also shared data on the ongoing work related to Campus Solutions work. Almost half of that work is unplanned (e.g., bug fixes, responding to changes to regulations).

The conclusions of the audit were that the system is doing its job, but some users are frustrated. Class schedule data entry errors were highlighted, noting that the 300+ system-wide Collaborative Class Scheduling (CCS) users impact the quality of data. Specific things of note:

• 725 of 1,101 (65%) graduate students were entered as Primary Instructor instead of Teaching Assistant
• 2,234 of 7,521 (30%) classes with no instructor listed
• Meeting patterns set up incorrectly (see the UPK on meeting pattern set up)

If you’re interested in learning more about the audit, review Sue’s internal audit presentation.

Make final changes before registration starts

It is imperative to make final changes to summer 2017 and fall 2017 classes prior to registration. Changes after registration has occurred may have a detrimental effect on students. For degree-seeking students, summer 2017 registration opens April 11, and fall 2017 registration opens April 13.

Submit the following changes directly through ECAS:

• Credit changes
• Grading base changes of any kind
• Drop consent required
• Career changes
• Repeat allowance updates
• Component changes
• Adding topics courses

To make the following change, email ocmsched@umn.edu:

• Change the number of credits for which a class is offered, from a variable number to a set number within the range

For classes that are not planned to be offered, cancellations should be made directly in CCS during CCS Open Initial Build. If a cancellation needs to occur after students have enrolled, email ocmsched@umn.edu. ASR formally reviews class changes made post-enrollment. Many changes are not able to be accommodated after students are enrolled.

Verify instructor information

Many classes are on the schedule without an instructor listed. Please input instructor information directly into CCS with accurate role and access type for spring (1173), summer (1175) and fall (1179). This practice ensures instructors will be able to access their online grade rosters at the end of the semester and assists students with complete information when registering for classes. Additionally, please verify all of your spring (1173), summer (1175) and fall (1179) classes have the correct instructor assigned.

OCM Year in Review

The OCM Year in Review is an account of how well we have met our charge during the past year. It is also an opportunity to highlight trends that will impact decisions and services in the Office of Classroom Management throughout the coming years.

Astra iCop February 2017: tips and tricks discussion

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

Waiting to assign fall room assignments

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

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

Spring final exam rooms are limited

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

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

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

Final exam scheduling for spring 2017 (1173)

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

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

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

Final exam resources:

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

Fall 2017 (1179) scheduling is in progress

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

Prior to February 28, please make sure to:

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

Spring 2017 classroom resources

The Office of Classroom Management (OCM) welcomes faculty and staff to spring 2017 semester.

The General Purpose Classroom Search allows you to view the classroom inventory. You can filter by campus, building, capacity, and/or feature. You can also view room details, including capacities, layout, photos, links to campus maps, and the room schedule.

The classroom technology instructions provides a list of equipment and additional features by building, as well as a representative image of the instructor station in each classroom. Orientation is available upon request for those who want to learn more about the technology features. For any questions, contact Classroom Support Hotline at 612-625-1086 or classrm@umn.edu.

OCM staff are available for classroom and scheduling-related calls Monday through Friday, 7:30 a.m. to 4:00 p.m. Messages left at the hotline are monitored by an on-call manager after hours.

Summer 2017 (1175) scheduling resources

CCS continues to be open for May/summer 2017 (1175). Registration begins April 11. Remember to cancel any class sections that have rolled forward but will not be taking place and to update any class sections that require changes. Classroom have already been assigned and we will continue to monitor new sections added.

Be sure to review the class scheduling guidelines available on OCM’s website to review resources available to assist you in scheduling classes.

Make final changes to variable credit/grading basis

With the spring semester beginning soon, it is imperative to make final changes to classes requiring set credits and/or changes to grade basis. After the term has begun, the grading basis and the number of credits at which a class is being offered cannot be altered.

If you need to change the number of credits for which a class is offered from a variable number to a set number, email ocmsched@umn.edu. If you need to make a change to the grading basis of a course, submit it directly through ECAS.

Class cancellation policy

The last day for spring 2017 class cancellations is January 23, 2017. According to the Course Enrollment Limits and Cancellation policy, colleges (and sometimes departments) maintain policies regarding low-enrollment course sections. Sections may not be canceled after the fifth day of classes for the term. Each college has its own guidelines for canceling low enrollment classes on its website.

Remember to cancel classes with no enrollment for spring 2017 (1173). This will ensure the room assignment is released and the class is accurately displayed on the Class Schedule. As a reminder, simply changing the enrollment capacity to zero and checking the “no print” box in CCS will not release the classroom assignment. The class must be cancelled in CCS.

For class cancellations:

• If there is no enrollment, cancel the class directly in CCS. 
• If there are students enrolled, notify ocmsched@umn.edu for cancellations and follow collegiate policies.

Setting end dates for reserve capacity

Remember to set an end date for reserve capacity requirement groups for spring 2017. The end date should be set to the Friday before the start of the term or earlier. Review the guidelines for reserved seats »

If reserved seats have not been previously released by departments, ASR will release all reserved seats on the Friday before the first day of class each semester (January 13, 2017 for spring 2017 semester).

Verify class notes for all active terms

There are many class notes for spring 2017 (1173), summer 2017 (1175), fall 2017 (1179), and spring 2018 (1183) that appear to have incorrect information on the Class Schedule. Remember to verify all class notes for each of the designators you schedule. Class notes roll forward from the last semester if the class was offered and should be updated annually in CCS. If you are a department scheduler, it is your responsibility to ensure that class notes associated with your classes are updated.

Topics class entry in ECAS

Topics class entry in ECAS is a multi-step process. The more information department schedulers are able to supply in ECAS, the better ASR can facilitate in setting up the topics class correctly.
The free text field labeled “Proposal Changes” should be used to specify the following:

• Credit amounts for topic courses that are variable
• The session code (e.g., 001, 009, etc.)
• A preferred section number (if any)

By including this information in the “Proposal Changes” section, you can ensure that the topic title will be entered at the section level as soon as possible. Additionally, it is good practice to always confirm the grading basis at the class level. If you have any questions, please email ocmsched@umn.edu.