Course Scheduling

Course Scheduling Master Document
Contents
Semester Rollover
Create new CCYYS: Authorizations and Access Dates
Headnote Dataset
Step 1: Rollover (Create Dataset & add new fields of study @CCYYS rollover)
Step 2: Maintain via *UEDIT (Edit/Update, Validate vs 60, Prepare to publish)
General Notes about this Dataset:
How to update/Validate:
GPC Database Maintenance
Intro
New Construction
Notifications of construction project completion
Construction: first class day prep
Create New GPC list
WORQSpace Notifications
Invalid Rooms/Capacity Changes – Job 291
Updating Room Capacity
Templates
Prep Work Original
Original Phase
Create GPC List
Begin Special Reservations Dataset (Short Course)
Rollover
Create new CCYYS Authorizations and Access Dates
Create Auto-Submits
Add placeholders for new FOS
Create HEADNYYS
Discrepancy - ROLLOVER
Prep work for Original Phase Distributed
Noteline Maintenance
Prep Distributed Phase (Final)
Class Manager Opens
Class Manager closes to non-Dean level users
Class Manager closes to Deans - Distributed Phase Close Day 1
Turning pages – Original Returned
Discrepancy – Original Returned
HAL Prep
HAL (automated & manual scheduling)
Remaining to be Scheduled (RTBS) Report Prep
Post-HAL
Prep Distributed Phase (Final)
Credit By Exam Rollover
Credit By Exam: Updates
OVERVIEW
CALENDAR
TASKS
Fall
Spring and Summer
Discrepancy List
*NRCRSE –managing updates found in vetting the discrepancy list
INVALID COURSES
UPDATING TITLES
Requests from Center for Teaching and Learning
*NRCRSE – Adding and Updating Courses (at the request of CTL)
COMMUNICATION TO CTL about changes made
HAL Jobs
HAL Prep Checklist
Prep HAL: Working Building Reports
Editing Format
Instructions/Protocol
Prep Building Reports
Back-to-Backs
Listed as Meeting Together, but Not Actually Meeting Together
Related Sections not listed as Meeting Together
Room Share with Different Instructors
Timeline 2 and 3 Room Shares
Picking Winners
Let HAL decide
Reassigning Alternative GPC to Losers
Making changes in CM/Double Checking
HAL RTBS Guide
Prep work before addressing all the RTBS
Line out
Highlight
General
Scheduling
Double Checking
Allocation
Batch Jobs Step 1: Create GPC Inventory Dataset (if not already done):
Batch Jobs Step 2: Determine and Write Workfile of 'Home' Sections in GPCs
Batch Jobs Step 3: GDG Edits to Home Section Dataset
Fix 'Could Not Determine Home' errors:
Make Adjustments for Partial Control GPC Hours: NR.JN308A1.ALLOCAT3(0)
Calculation only: Remove All Zero Hour courses from DS
Batch Jobs Step 4: Count & Calculate Home Section Allocations by FOS
Counting Allocations based on GPC Requests/Assignments: Combine Calculations into Academic Unit Totals
Allocation Calculation (Pivot Table)
Enforcing Allocation in the Course Schedule during GPC Assignment
post-Original Allocation check
post-HAL/RTBS Allocation check
Methodology for choosing GPCs to remove to enforce allocation
Verifying Accuracy of Allocation Enforcement
Publishing GPCs scheduled & not scheduled due to allocation enforcement
Calculating Allocations for Upcoming Cycle Based on Current Fall
Publishing Allocations for Upcoming Cycle Based on Current Fall
Chair Proof Phase
Prep Distributed Phase (Final)
Class Manager Opens
Class Manager closes to non-Dean level users
Class Manager closes to Deans - Distributed Phase Close Day 1
Turning pages - Chair Proof Returned
Discrepancy - Chair Proof Returned
Post-CHair Checks
Noteline Maintenance
Distributed Phase Close Day 1
After Class Manager closes to non-dean level only
After Class Manager closes to all-level users
Post-Chair phase Checks
Update Fees
Advance Copy
OCS Prep (Uniques Finalized)
Uploading Files to UT Box
Updating Existing Files (Uploading different versions)
Adding New Files
Prep Critical Date
Scheduling Census Date & 20^th/10th Class Day Jobs (Includes CSP & Final Exam Jobs)
Data Integrity Sweeps
Resequence CS
STEP 1:
STEP 2:
Unload & Reload RSS For Events & For Classes
Short Course Dataset Training
Introduction
Class Days vs. No-Class Days
Timing
Naming Conventions
Dataset Naming
Confirmation Numbering Systems
Formatting of Dataset**
Single Day Requests*
Semester-Long Requests*
TBA Requests
'Rolling Over' the Dataset
Preparation
Soliciting Requests for Upcoming CCYYS
Long Semesters (Fall/Spring)
Summer
Editing and Updating Dataset*
Logistics
Proof Dataset
Upload Dataset to the Mainframe
Tools
Naming
When to Upload/Download
Summary
Downloading Dataset
Uploading Dataset
Run AUDTSPEC/Conflicts Report
Introduction
Job Limitations - Typos
Job Limitations – Conflicts
Job Limitations – Incorrect Rooms
Running the Job
Maintaining the Dataset
Finishing and Confirming Dataset Reservations
Final Unload/Reload
Send Confirmations
Email Templates
Email Template A
Email Template B
Email Template C – Construction Projects
UGS Flag Feed
Semester-long Autosubmits for CCYYS
Discrepancy
Non-approved variations: Standalone
Non-approved variation: numbered topic
Replacing unnumbered topic with course already existing in inventory
Reverting title to previously offered version
Editing first time title offering
Discrepancy Title Checklist
Course Scheduling Production Tools
All Sections Glossary
Course Scheduling Glossary of Terms
Course Analysis & CAER Report
Course Relations
GPC Assignment Methodology
How to Find Course Scheduling Contacts for Academic Units
How to Run My Sections Report
Instruction Types and Mode
Paperclipping
Placeholders
Placeholder sections with existing replacements in Course Inventory:
Placeholder sections for courses/topics being added in Course Inventory cycle:
When to create placeholders
How to create placeholders:
How to replace placeholders:
Standard Statements
Summer Scheduling Hours
Data Integrity Documentation
NRJGCMCF: Conflicts Report
NRJGCRJ4 Missing XL Classes
NTJGCRJ3 Non Timeline Errors
NRJGCRSW: Standard Statement Sync
Combined Timelines
Hours to be Arranged Reports
Irregular Program Codes
Headnotes and Advising
General Information
Rollover Timeframe
Process Overview
Naming Convention and Filling (General)
Saving/Filing Requests
Naming Files when saving to server Copies of the request should be named in the following format:
Advising and Major Codes
New Major Codes
Vetting Major Codes
Vetting Advising Notes and Advising Locations
Department Updates
Vetting Department Deans, Chairs, Academic Unit name changes
Vetting Course-related pre-requisites, requirements, degree statements
Provost Updates
Updates
Updating
Updating Drupal: Link is provided by the registration team.
New Major Code examples
Authorizations, Course Scheduling
Request for Authorization
What and How to Authorize Users
Send Welcome Email to New User
Follow up with Requestor
Temporary Dean-level Access during Original or Chair Proof Phase
Sympa signoff list
Study Abroad: Texas Global
General-Production
General-CSU (Post-production)
Non-inventory Notelines (Study Abroad and Off-Campus Classes)
Other (Faculty-led; Exchange; administered by SAB or Dept)
Exceptions
Mainframe Fields/Commands
UTQA
TXTBLS
NRRECS
DPUSER,
TXTASK/RGJGSCH1+ (TBC)
NRSMAJ – Major codes
UEDIT – see documentation
Job Submissions
Job Submission Definitions