Page Comparison

Last updated 5/4/11/19 MNP
Anchor_Toc453336176_Toc453336176 Anchor_Toc466276337_Toc466276337Purpose
To gather data from departments regarding GPC usage by online classes, and give the departments a chance to let us know they'll need GPC space for their online courses' final exams.
Anchor_Toc453336177_Toc453336177 Anchor_Toc466276338_Toc466276338Timing

1. Spreadsheet: The spreadsheet listing Web-based and online courses should be created after unique numbers are finalized for a semester.
2. Communication: We reach out to department course schedulers about 2-3 weeks before the first class day of the semester. Email template at bottom of this section.
3. Post census date double check: After 12^th class day, run a new All-Sections, filter by instruction mode, and make sure no new online courses were added. If so, add those to this spreadsheet, and reach out to departments again about the new ones. If old ones were removed/cancelled, remove them from the spreadsheet.

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20 AKM

ONLINE CLASS TRACKING

1. Copy an current All Sections report for the desired semester- Save as CCYYS Online Course All Sections
2. Filter ‘MODE’ column for the following values:

Taught as a Web-based course.:

1. INTERNET

Partially taught as a Web-based course.:

1. WEBEHAN
2. INTERACT
3. MLTMEDIA
4. HYBRBLND

1. Open new tab, copy results cells, including headers into new tab spreadsheet
2. Save as OnlineClasses_CCYYS in the Registrar server \\austin.utexas.edu\disk\reg\Registrar\Final Exams\Online Classes under the appropriate YYS folder.
3. Rename tab 'Online Classes'
4. Add two columns on far left for 'Needs Follow-up' and 'Dept Contact (Final Exam/Dean)
5. Filter out cancelled classes
6. Exclude Classes like practicums, thesis, or dissertations with no timeline

Comparing Online Class Tracking Spreadsheet with RGNWSCAN

1. Sort spreadsheet by unique
2. Use RGNWSCAN in job group RGJGSCH3 or (if published) online course schedule keyword search for "online" "-WB" "Web-based" to find which classes belong on the online class tracking list
3. Compare spreadsheet with noteline scan:
   • If on spreadsheet but no "web-based course" verbiage on RGNWSCAN, look it up/research. Add appropriate noteline if mode warrants it via CM.
   • If on RGNWSCAN and not spreadsheet, corrections need to be made to mode or notelines-research and contact dept (Check mode and follow up with course scheduler via email on classes that have a Web-based component but have a "face to face" instruction mode)
4. Format OnlineClasses_CCYYS spreadsheet
   • Rename original tab as "YYS Section Detail"
   • Add tabs for each college/school (abbreviated)
     1. Use course schedule order to determine order
   • Copy class info from section details tab and paste into the corresponding college tab
     1. Include header from section details (filter and freeze first row on all tabs)
5. When a response is received from each department for each course, highlighted the "Needs Follow-up" cell next to each course. Green for in need of a room. Red for no room needed. Type that same text in those cells, so if they need a room, that cell will be green and say "room needed".

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1. Use an all-sections spreadsheet from the original day the tracker was made, and compare it to a spreadsheet that was run on the census date (this is an arbitrary date- essentially you just want it late enough in the semester that most changes are done).
2. Filter for the same filters used when initially creating the spreadsheet for both all-sections.
3. Simply take a quick glance over both spreadsheets to catch any major additions or cancellations.
4. Update the online class tracker spreadsheet accordingly.

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1. Keep in mind that if a course has a meets time, it will be able to report. *Language classes in particular are like this, no need to send those to the scheduler as those report as normal*
2. Create tabs of the colleges having online courses
3. Section off the all sections by College tab
4. Image Added
5. Clean up titles as necessary (delete various columns, etc)
6. Image Added

1. Save online All sections and keep notes as schedulers send emails with requests.

SENDING THE EMAIL TO SCHEDULERS

 Input your new online class all sections as an excel document into the email:

Cc: Course-scheduling

Bcc: exam-schedulers@utlists.utexas.edu

Subject: CCYYS Online Final Exams

Good afternoon Final Exam Schedulers,

We hope this email finds you well. With Spring 2017 Fall 2019 rapidly approaching, the Office of the Registrar is proactively reaching out to gauge the demand for on campus space, and final exam plans space for classes held wholly or partially that are taught partially or wholly online.  
Below is a list of online Spring 2017 classes offered by your academic unit. As an individual who oversees

Attached to this email is an excel spreadsheet of online Fall 2019 classes broken down by college. As individuals who oversee final exam scheduling in your academic unit, please review the list below and let us know:

1) Which intend Which online classes intend to use campus space for a final exam*

2) What are the final exam plans are and requests for the class requesting the final exam**

3) If any online classes online classes are missing from the list below .
Thank you so much in advance for your help in this matter.

and if those classes will be having on campus final exams.

* Due to the increasing number of online classes offered at the university, we will do our best to honor GPC requests for online classes holding final exams on campus. This may mean using an alternate exam period or assignment of multiple rooms, yet we will do our best to work with you as best we can, as space allows.

** Classes with no timeline published in the Course Schedule must also offer makeup exam option(s) for students with exam schedule conflicts.

Thank you so much in advance for your help in this matter. If you have any questions, please call scheduling at 512-475-7600 or send us an email at scheduling@austin.utexas.edu.