Online Class Tracking

Last updated 4/11/19 MNP
Purpose
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.
Timing

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.

Methodology
Use the most recent All-Sections report and filter by instruction mode to find classes with any Web-based component. These classes are tracked for their usage of GPCs throughout a semester.
Creating Online Class Tracking Spreadsheet

1. Open latest All-Sections on server.
2. Filter 'MODE' column for the following values:

Taught as a Web-based course:

• • INTERNET

Partially taught as a Web-based course:

• • WEBEHAN
  • INTERACT
  • MLTMEDIA
  • 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".

Census Date Double Check
On the census date, the Online Class tracker should be double checked to account for any online classes that were added or deleted after the initial creation of the tracker.

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.

Email Template- reach out to departments for online class exams
Should be sent 2-3 weeks before the start of a semester; responses will be saved in scheduling inbox under online final exams. The response will be the official department request, and should be scheduled after all other exams have been scheduled.
"Hello {Name},
 
We hope this email finds you well. With Spring 2017 rapidly approaching, the Office of the Registrar is proactively reaching out to gauge the demand for on campus space, and final exam plans for classes held wholly or partially online.
 
Below is a list of online Spring 2017 classes offered by your academic unit. As an individual who oversees scheduling in your academic unit, please review the list below and let us know:
1) Which intend to use campus space*
2) What the final exam plans are for the class**
3) If any online classes are missing from the list below.
Thank you so much in advance for your help in this matter.

* 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.