Slot Assignment Scheduler

Owned by Luke McEneny
Last updated: Feb 24, 2015

Slot Assignment Conventions and Business Rules

 

Currently the Slotting Schedules are on the server. The location name austin.utexas.edu\disk\reg\Registration\14 - Reg Calendar, Timeline, and Checklist.

To not duplicate documentation I am not posting them here. If you need help accessing the documentation please contact us at sis-registration@utlists.utexas.edu.

 

The Slot Assignment Scheduler assigns slot values to groups of students. For example, Graduate students will be assigned slot 002. The scheduler also sets the date registration records will be created. Please follow the screen shots and descriptions for further set up.

Step-by-step guide and Explanations for the Slot Assignment Scheduler (SAS)

  1. Within EASI select Registration Slot Assignment Scheduler
  2. Once at the Slot Assignment Scheduler, look for the boxes in the bright green box below. They will appear only if you have update access. If you don't have access and feel you should, contact Brenda Schumann (brenda.schumann@austin.utexas.edu).
  3. When viewing or setting up the SAS, boxes in red are required to view. Boxes in blue are required to update/create. All text in the boxes will be below the picture as well.

  • Title: Enter the desired name of the semester, followed by - All, example Fall 2015 - All.
  • Semester (YYYYS): Enter the semester you want to view, update, or create. If the semester does not exist, it will go to the previously entered entry for that semester, ex 20159 to 20149.
  • Start Date (MM/DD/YYYY): You must enter the start date as well. If there are no entries for when you entered your start date, it will go the previous entry for that semester type (ex. 159 to 149) When updating/creating, this is the date of the initial registration record creation for that semester.
  • Registration Record Creation explanation:  Registration records are created the same day the Course Schedule is published. Course Schedules for long semesters are published one week and one day prior to the start of academic advising. Summer Course Schedules are published two weeks and one day prior to the start of academic advising. (Academic advising dates are found in the Academic Calendar.) Registration records are created via a batch process the night of the date entered into the Start Date field.
  • End Date (MM/DD/YYYY): Optional to find an entry. Required to create/update an entry, it is the last day of registration for a semester (12 class day for fall or spring, 4th class day for summer)
  • Date Lookup: This looks up existing entries, required for view and update.
  • Create/Update: If you know your entry doesn't exist and you can fill in at least one group and hit create to create a new entry, the update button can only be hit after an existing entry has been found.

  1. After finding an entry/creating an entry we will move on to the Student groups

  • Group: The type of student we will be selecting
  • All in Slot: Which slot you are going to put them, this is a special field, there will be further explanation, so keep on reading.
  • All or By Name. Always select All. We do not slot by name any longer.
  • Clear Group: You have decided you do not like this group anymore and you want to start over.
  • Here are some of the Student Group types


    If you select a Group type that has the word 'sort' the All in Slot will change to Initial Slot when you select the them in the drop down. Also ORIENT will change to Initial Slot

    Student Type Explanations with traditional slot number

  • ATHLETE - self explanatory, All in Slot: 001
  • DISABLED - This is a priority slot, it includes students with disabilities, ROTC cadre commanders, debate team, All in Slot: 004
  • PTD-CONT - This slots all currently enrolled students by how close they are to their degree who are not grad, priority status, MBA, or an athlete status. It slots them from the first slot you put in the box below to 64 slots higher. Initial Slot: 006 (when counting to 64 you include your start point, the range would be 006 to 069)
  • PTD-READM - This slots all students as they are readmitted to the university,  with the same exceptions as above. Initial Slot: 006 (when counting to 64 you include your start point, the range would be 006 to 069)
  • NONDEG - Students who are not seeking a degree, All in Slot: 070
  • ORIENT:  Sets up Orientation students, this is for FALL only. (This does not include students attending the final orientation session held immediately prior to the start of each semester as they are New students.) Initial Slot: 072 (the number of slots for orientation depends on the number of orientation sessions which may change from year to year, the range to accommodate should be at least 15 slots, the range would be 072-086)  See image above for further explanation.
  • GRD-CONT, GRD-READM - This is all graduate students, including professional students (ex pharmacy) excluding MBA. All in Slot: 002 (This traditional slot number is the most important to keep, Law school uses this value in their registration process)
  • MBA-CONT - MBA students who are continuing or readmitted, All in Slot: 005
  • MBA-1ST - New to the university MBA students (This may be changed to MBA-NEW). All in Slot: 090 (Fall only)
  • NEW-READM: These are all the students who are either new or readmitted after reg records have been created. Fall's NEW-READM slot is 091. Spring's and Summer's are 071. 

Example Slot Assignment Scheduler Set Ups

Fall 20159 Example

Summer 20156 Example

Spring 20152 Example

 





 

 

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