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.

Spring 2023 classroom assignments (1233)

Room assignments for spring 2023 (1233) are available on the Class Schedule. If you notice a class without a room assignment, please 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.

Waitlists for spring 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 spring, the auto enroll process will run for the final time on January 16, 2023 for all regular sessions and 1st half of term classes. The waitlists will be deleted on January 17, 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 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 13 for spring 2023

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. For the spring 2023 semester, all reserved seats will be released on January 13, 2023. You can review the guidelines for reserved seats on the OCM website.