Most Frequently Asked Questions

Revised 05/13/02

MOST FREQUENTLY ASKED QUESTIONS

Class Construction/Desktop/Galley Overview:

Overview of Using the Schedule Construction Process

1. Where does theClassConstruction come from?

2. Whatisa ClassConstruction?

3. Whatis theprocessof theQuarterly Class Schedule?

6. What is a Final Galley?

7. How doIkeeptrackofmychanges?

8. Howdo I know what I cannot and can do with the Construction, Desktop, or Galley?

Class Construction Screens

1. What screens do Ihaveaccess to?

2.What screensdo Ihave read-only access to?

3. IS1004 ClassConstructionPart I

a. Howdo Iputthe Arranged classes in the Construction Screen?

b.What if Ido not have a room available forthe class?

c. When do I stop making changesin the Class Construction Screens?

d. What isthedifference betweenauto-linkedand clustered classes?

e. What if Iwant to adda class without a Temporary ID number?

f. When do I “AXM” classes?

4. IS1018 CourseConstruction Room/Instructor

5. IS1005 Construction Room/Instructor (Alternate Screen)

a. When doIuse the Alternate Screen?

b. How do I delete and add class information to the Alternate Screen?

6. IS1006 Construction Cluster Screen

7. What are the most common errors in Class Construction?

Fee/Special Codes

1. How do I adda newfootnote

a. Where do I add the footnote on the Construction Screen?

b. How do I find the footnote codes?

2. Howare fee codes determined?

a. Where do I put thefeecode?

3. What is the Administrative Unit and Full-time and Part-time Advisor Code Range?

4. What are the Employee Status Codes?

5. What are the Time Location Codes?

6. What are the Section CodesforSpecial Classes?

a.What other information are available for the Special Section Codes?

7. What are theDistance Education codes?

8. How canIget the Faculty Advisor Codes?

9. Howcan Iget theAdministrative Unit Codes?

Schedule Development Committee

1. What is the Schedule Development Committee?

Schedule 25, 25E, and Resource 25 Overview

1. What is Schedule 25?

2. Whatis 25E?

3. What isResource 25?

Class/Event Schedule Change Form

Class and Event Change Form Procedure

1. How do I get a copy of the Class and Event Change Form?

2. How do I know thatthe changeform has been processed?

3. How do I accessthe processed change forms?

4. Do I need to send anattachment for each class and how do Isave the class?

5. How many classes can I attach per document?

6. What if theform that was already processed needs another change?

7. Who can send theClass/Event Schedule Change Forms?

8. Why did we changeto an electronic form?

9. What was theprevious process?

10. How do I knowwhen to use the Class/Event Schedule Change Form?

Class Schedule Screens

1. What are the Schedule Screens andwhat are they used for?

2. What is the IS1002Screen?

3. What is theIS1001 Screen?

4. What is the IS1015Screen?

5. What is the IS1003Screen?

Reserving Campus Rooms

1. ReservingRooms

2. How to Reservea Room as aFaculty member for Meetings and Exams?

3. Howto Reserve a Room for Special Events?

4. How do other people on campus reserve a room?

Where does the Class Construction come from?

Class Construction is pulled from the same quarter, one year prior to the quarter you are building. For example: Summer Quarter 2001 will come from Summer Quarter 2000. In most cases Divisions have the same classes, but times, days, instructors have changed. Furthermore, if classes did not exist in the previous quarter Divisions have the opportunity to add new classes.

What is a Class Construction?

Class Construction is a list of classes taking place for the upcoming quarter. The construction file is separated by the different Divisions on campus. Classes in construction are assigned temporary ID numbers so that the Division Secretary can access the lists of classes and make the necessary changes. The reports lists the department, course number, section number, title of the class, amount of credits, days, rooms, instructor, and times. This also includes footnotes (please see footnote information).

What are the Class Construction Screens?

There are four Class Construction Screens Division Secretaries have access to in the Student Management System (SMS). The screens are IS1004, IS1018, IS1005, and IS1006.

What is Schedule 25?

Schedule 25 is a bulk classroom scheduling software system. Schedule 25 quickly and automatically assigns rooms to classes using a unique and powerful optimization algorithm. This algorithm maximizes the number of classes placed while considering room characteristics, class size, and department location preferences.

What is 25E?

25E is a supplementary program to Schedule 25. It is a multi-user online scheduling system that determines suitable space for one-at-a-time bookings of both academic and non-academic events, such as faculty meetings, makeup exams, student activities, and athletic events. Schedule 25 room placement information can be fed directly into 25E to become the starting database for all other campus scheduling. 25E can provide valuable space information for administrators, faculty, maintenance personnel, and so on. Schedule 25 can be used by itself if you only need to schedule events into rooms that are not used as classroom space.

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What is Resource 25?

Resource 25 is software that will eventually replace 25E. Resource25 provides campus-wide integration of academic and event management. Special event planners can book, manage, and price events for campus activities. Academic schedulers can place classes into lecture halls, classrooms, and labs. Resource 25 allows authorized users across the campus to access, share, and coordinate all scheduling information.

What is the difference between autolinked and clustered classes?

A. Clustered classes are divided into three parts:

True cluster: a true cluster are classes that meet at the same time, same day, same room, and with the same instructor. (Sample)

true clusters can be clustered by different levels (Sample)
have the option of “W” or no “W” (Sample)

AXM cluster: these cluster are classes that have overlapping times, days, rooms, and different instructors or classes that meet for less time. (Sample)

Dual listed: these classes are like the true cluster. The only difference is that students can choose which discipline they want. (Sample)

B. Autolinked classes can be divided into two parts. Classes DO NOT meet at the same time, day, and room or have the same instructor. It is used when concurrent registration is required for two or more classes.

Autolinked Class and Lab: some autolinked classes have lectures, seminars, or labs attached to one another. (Sample)

Autolinked two different classes: some autolinked classes are totally two different areas of study. (Sample)

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Samples: Clustered

1. True cluster (same time, day, room, instructor)

QuarterItem # Class Time DayRoomInstructor Cluster ID

A0140999 ENG 101.08 11:30 am-12:20 pmDaily1727Ma, D 0999

A0141003ENG 101.1011:30 am-12:20 pmDaily1727Ma, D 0999

Clustered classes with different levels

QuarterItem # Class Time DayRoomInstructor Cluster ID

A0142407VCT 134.0110:00 am-1:40 pmSa2009 MacLean, J 2407

A0142409VCT 135.0110:00 am-1:40 pmSa2009 MacLean, J 2407

Clustered classes with “W” or no “W”

QuarterItem # Class TimeDay Room InstructorCluster ID

A0141769 MUSIC 109.01 8:30 am- 9:20 amDaily 0820 Masso, J 1769

A0141771 MUSIC 109W.01 8:30 am- 9:20 amDaily 0820 Masso, J 1769

c. AXM cluster

QuarterItem # Class TimeDay Room Instructor Cluster ID

A0141771COS 150.01 12:00 pm-3:30 pmMTWF 2926 Spillum, J 1771

A014 1773 COS 151.01 8:00 am- 4:30 pmDaily 2926 Ghighi, J 1771

d. Dual Listed

QuarterItem # Class TimeDay Room Instructor Cluster ID

A0142449WOMEN 282.01 10:30 am-11:00 am Daily 1802 David, R 1507

A0141507 IASTU 282.01 10:30 am-11:00 am Daily 1802 David, R 1507

Students have the option to choose their own discipline.

2. Samples: Autolinked

Autolinked Class and Lab

QuarterItem # Class TimeDay Room Instructor Auto Link

A0140683CIS 211.01 9:30 am-10:20 amDaily 1308 Shileds, R 0685

A014 0685CIS 211.51 10:30 am-11:20 am MWF 1308 Shileds, R 0683

b. Autolinked two different classes

QuarterItem # Class TimeDay Room Instructor Auto Link

A014 0965 ENG 090.01 8:30 am-10:20 amDaily 1801 Klein, P 0967

A014 0967 STYSK 100.01 8:30 am-10:20 amDaily 1801 Klein, P 0965

What if I want to add a class without a temporary ID number?

When a class needs to be added and does not have a temporary ID number, the user must assign a temporary id in order to enter class information.

The computer assigns temporary id’s in increments of 100. For example, the first temporary id the computer assigns will be 000100. The second will be 000200. A user can assign any temporary id between 000100 and 000200, ie. 000110, 000120, etc.

If an English class is assigned 002100 and an additional section of ENG 101 needs to be added, the Secretary should give it a number between 002100 and 002200.

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Overview of Using the Schedule Construction Process

With the Schedule Construction process, you can create and maintain records for a specific year/quarter in a schedule construction file before merging the records into an active class schedule file. Think of a schedule construction file as a scratch pad---a file where you temporarily store and maintain class information before creating the class schedule file. Schedule construction files are identified by a year/quarter and a temporary identification number (TID).

There are several advantages to using the Schedule Construction process:

While a record is in the schedule construction file, it cannot be used for registration purposes. This guarantees that any changes made to a record in the schedule construction file will not affect registration records.

It is easy to manipulate or purge and recreate the schedule construction file if you are unhappy with some aspect of the file, such as the sequence of file or the increments between item numbers.

The Schedule Construction process allows you to decentralize the building of schedules.

What screens do I have access to?

IS1004:Class Construction

IS1005:Construction Room/Instructor

IS1006:Construction Clusters

IS1018:Course Construction

What screens do I have read only access to?

IS1002:Class Schedule

IS1015:Alternate Room/Instructor

IS1003: Class Clusters

IS1001:Course Schedule

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What is a Final Galley?

A Final Galley is the completed product before it goes to print. It is exactly like the printed schedule, but some graphics and pages may be missing. After Divisions look at the Final Galley, making minor changes, it goes back to the Schedule Coordinator. The Coordinator fixes any problems then hands the schedule to the Graphic Designer.

How do I keep track of my changes?

The easiest way to keep track of your work is to have a checklist. Click on the link and it will take you to a Division Construction and Desktop Checklist.

Division Construction Checklist

What is the Schedule Development Committee?

The Schedule Development Committee consists of Division Secretaries, Schedule Coordinator, PIO Publications Manager, MIS Coordinator, and the Assistant Vice President for Academic Affairs. Besides the Division Secretaries a designated person from Community Service, Northshore, PET, International Programs, and High School Completion are also involved in the Committee.

The purpose of the committee is to discuss processes in creating the Quarterly Schedule. New procedures and concerns are brought to this meeting to create consistency on campus. It is recommended that the committee meets once a month, but that is yet to be discussed. The committee also discusses what works and what does not work in their area. It is a good channel to learn what is new and what needs improvement in the process. It is also a place to voice concerns and to improve the current process.

What are the Schedule Screens and what are they used for?

The Schedule Screens are IS1002, IS1001, IS1003, and IS1015. These four screens are used primarily by the Schedule Coordinator to make changes to classes. In most cases, there are changes requested by the Divisions after the Quarterly Schedule has been sent to print. These changes can be anything from an instructor name to adding a new class. The requests vary and change throughout the quarter. Although it may not show up on the quarterly printed schedule, students will still have the correct information when they register for their classes.

Construction: Construction is a list of classes taking place for the upcoming quarter. Class Construction is pulled from the same quarter one year prior to the quarter you are building. For example: Summer Quarter 2001 will come from Summer Quarter 2000.

Desktop: The desktop is the second draft given to you by the Schedule Coordinator after item numbers have been assigned. The desktop includes the item number, the class description and any changes made on the Class Construction screens.

Galley: The Galley is the completed product before it goes to the printers. It looks exactly like the Quarterly schedule, but graphics such as ads and registration information are not input at this time.

Please e-mail questions or comments to

Revised 05/13/02

Class Construction and Final Galley Processes

Construction: Changes made in Construction Screens by Division Secretaries.

Make correction to times, days, rooms, instructors
Add new classes and time location codes
Add/Delete fee codes
Add/Delete footnotes
Add/Delete alternate screens
Add Distance Learning codes
Cluster classes
Delete classes
Contact hours and IFTEF loads

After Construction files are moved to the schedule: Corrections made in HP by Division Secretaries NOT in Construction Screens.

Make corrections to course description (only if it went through the Curriculum Committee)
Make corrections to times, days, rooms, instructors
Last time to Delete classes
Last time to Add/Delete fee codes
Last time to Add/Delete footnotes
Last time to Add/Delete Alternate screens
Last time to Add/Change/Delete rooms
Add/Delete/Change SIG and ISP classes
Add Distance Learning codes
Add mandatory dates
E-mail Special Topics/Projects descriptions, titles, and special footnotes.
Make note of classes that are autolinked and clustered.

After Academic Room Scheduling:Corrections made by Schedule Coordinator. Changes can still be made, but very limited.

Can delete/change

class
course descriptions (only if it went through Curriculum Committee)
fee codes
instructor name
mandatory dates
short footnotes

Cannot do

anything that deals with changing of rooms that may cause room conflict (ie, time, day, and room)

Final Galley (Final Copy): Minimal corrections made in PIO only. Divisions cannot bring the Final Galley to their Divisions.

Can change

error made in Office of Instruction
formatting

This screen provides access to class information in the schedule construction file.

Sample IS1004 Screen

1)All bolded areas are important when doing Class Construction. Some may not be filled because it is an arranged class or the information is not available at the time, but in most cases something should be input in these fields.

2)Type the temporary ID according to your class construction. This should pull out the class information.

3)To make changes to the screen press F2 and this should highlight the screen. Changes can be made at this time.

4)New classes approved by the Curriculum Committee may not be available at this time, please contact the MIS Coordinator for more information.

YRQYear and quarter (A231, A232, A233, A234)

Sectfor Northshore classes use 41 day classes and 81 night classes

Adv. IDUse Advisor/Instructor ID to enter instructor for course. List given with construction or can be run using the report: ARRADV3. For new instructors, call the Schedule Coordinator (ext. 4719) for Advisor code. Must have correct spelling of name and Social Security number.

Insr DistrInstructor Distribution. Should reflect the Division Code they were hired under. This code is used to distribute class rosters and grade sheets. It is the first character of the Admin Unit Code. Example: A= Business Division

Empl StatEmployment Status

Codes are: 1full-time

2moonlight

3part-time

5contract employees

6volunteer

***Moonlight, contract employees, and volunteers have to be added after other information has been changed in the class construction. Means you need to enter this temp id again.

Instit FTEFPercent of full-time equivalent faculty (% of load in decimal format, ie. 33% would be entered as .333). This information is attached to the course. It is changed if the class is being taught by more than one person, it is a double section, or removed if the second part of a clustered course.

Instr ContactInstructor Contact hours. The total quarterly hours the instructor teaches this class. For example, 55 contact hours for a 5 credit lecture class. This is also attached to the course. This is changed when the class is taught by more than one person (like the Instit FTEF), it is a double section, or removed if the second part of a clustered course

Both of these fields must equal the original numbers when combined with the alternate screen that have been added to other instructors. Total IFTEF and Instr Contact hours should add up to original amount.

Bldg NumBuilding Number. On campus the first digit is always “0”. Our buildings are 020 for 2000 building, 025 for the 2500 building, etc. If the class is held at Northshore, the building number is LPF.

Room(Room numbers are only 4 numbers) ex: 0800, 2500, 1400, etc.

Time LocTime Location code must be filled in.

1day classes on main campus

2night classes on main campus after 5 PM

3day classes at Northshore campus

4night classes at Northshore campus after 5 PM

7 day classes off-campus or distance learning

8 night classes off-campus or distance learning after 5 PM

BranchThis must be filled in for Northshore Lake Forest Park classes—LF

This field is used to pull the Northshore classes for the schedule.

TimeThis must be filled if the class is meeting in a classroom.

(Start/End)If a class is during the day, for example: starts 8:30 am and ends at 9:30 am, it will look like this:

Strt Time [0830A] End Time [0930A].

Five digits must be entered. Make sure A and P are correct.

If a class is during the evening, for example: starts 5:00 PM and ends 7:00 PM, it will look like this:

Start Time [0500P]End Time [0700P]