Updated 8/1/2017 ml
Building reports are run as a part of the HAL Prep Assignment Checklist and saved under Original Phase>HAL>YYS>YYS_BuildingReportsPrepHAL. Rename the building report you are working on with 'reviewed' or 'in prog' at the end so that other team members know the report is being worked. Another scheduling staff member will look at your edits and apply the changes in Class Manager. You will be using class manager to confirm information about various classes and sections, but changes should not be made until after the second staff member has reviewed your edits.
You will also be using the priority list, can be found on canvas.

Editing Format

Use the Typewriter tool in Adobe to leave written notes. Use the line tool to create a red line to cross out classes. Use the arrow tool to create red arrows connecting your notes to the applicable classes.
Example:

Instructions/Protocol

Prep Building Reports

Skip and/or cross out non-GPC rooms and times during which a GPC is not under our control. The partial control room requests will be reviewed/should have already been reviewed as a part of another task of the HAL Prep Assignment Checklist. The Welch building report is worked by management – skip this building report.
Invalid rooms will usually show up at the beginning of a building report. Typically the department has made a typo when entering the room. Fix as appropriate.

Back-to-Backs

Skim the building report for classes taught by the same instructor that are being held one after another. Mark these on the building reports as B2Bs.
*Note: only indicate B2B notes on first timelines, or if a department has specifically requested it.

Listed as Meeting Together, but Not Actually Meeting Together

Sometimes the building report shows two classes as meeting together because they are requesting the same room for the same timeline, but they are actually not meeting together. A sign of this is a total closing limit that is over the room capacity. If they are not related in Class Manager and are not TL 2/3 room shares, cross out the combined closing limit and leave a note that these classes are not meeting together.
*Hint: all instructors should be matching at this point; no classes in a relationship should have differing instructors. Investigate any differing instructors, blank instructors, or CL>room cap in particular as these will be the likely culprits in the above scenario.

Related Sections not listed as Meeting Together

The building report lists classes requesting the same timeline for the same room alphabetically by FOS. This causes related sections to show up inconsecutively and without the correct total closing limit. A sign of this is a closing limit well below the room capacity and/or classes with the same instructor not showing up consecutively. Make a note of the relationship and the total closing limit.
*Hint: an easy way to catch these is to look at CL < 50% of room cap; one or both will likely be less than 50%

Room Share with Different Instructors

The building report may not recognize a room share between classes with different instructors. Indicate the relationship, the total close, and leave a 'schedule with' note. (These should have been corrected with other HAL prep checklist items)

Timeline 2 and 3 Room Shares

You may come across timeline two and three room shares while reviewing the building reports. A sign of these can be single-hour meeting times. Verify these are TL 2 or 3s in Class Manager, and that these classes should meet together (same title, same instructor, and/or related first-timelines), leave a 'schedule with' note.

Picking Winners

Review each GPC for competing timeline requests. Use the GPC Assignment Methodology to decide if there is a clear winner among the competing requests. It will be necessary to view classes in Class Manager to see timeline notes. Cross out the losing classes on the report and leave a note with the reasoning. If there is more than one reason that a class is a loser, include all the reasons in your note.

1. ADA accommodation (required by law)
2. Closing limit/Anticipated Enrollment must be > 50% room capacity, minimum. Optimal would be 90-100% seats taken.
3. Standard timelines are scheduled before non-standard timelines. If there is a conflict, standard timeline using the most seats with the highest priority (and not over allocation) gets the room. If both timelines are non-standard, the 'most' standard timeline gets the room.
4. Prime Time vs. Non-Prime Time hours considered (less demand during non-prime time hours, so allowances in efficiency can be made here)
5. Larger classes before smaller classes and core classes before non-core classes
6. Upper Division UG, then Lower Division UG, then Grad/Professional
7. Credit Hours: Courses with the higher credit hour are scheduled before courses with a lower credit hour.
8. Back to Back requests before non B2B
9. Allocation (Original Phase only) - final check to ensure not over allocation during standard timeline(s); adjustments made as needed at this point. 100+ seat classrooms use 3-4 allocations each. (This may actually be checked after we do HAL/RTBS, not before)
10. Room Priority

• Priority class with a standard timeline and closing limit within reason trumps all but ADA conflicts.
• Priority class with non-standard timeline does not trump conflicts automatically.
• Priority class with insufficient closing limit/anticipated enrollment does not trump conflicts automatically, nor gets the room without specific management review and approval.

Let HAL decide

Not all competing requests will have a clear winner. Try your best to decide who a winner should be using the above methodology. If it is not possible to decide, leave a note to let HAL decide.

Reassigning Alternative GPC to Losers

Use building reports to try to assign an alternative GPC (ideally in the same building) if a losing section had priority in the room and/or it was a large standard timeline.
Leave a note with the new room to be assigned.

Leave a note with the class information in the appropriate timeline spot on the new room to indicate the timeline is now encumbered.

Making changes in CM/Double Checking

After the building reports have been marked up, another team member should double-check the decisions made, and rooms assigned. Only after the reports have been checked, should any changes be implemented in Class Manager.
Check to make sure:

• All competing requests found and resolved
• Decision on who gets the room makes sense

When making changes:

• Always remove rooms from the HOME section
• Remove the building and room and leave a log note explaining why it was removed i.e. 'Competing w/standard TL'. This way we can defend the decisions made later on if necessary

• Leave a timeline note of 'req [ROOM]' i.e. req SZB 104. This is crucial as we will not schedule a room without the note

• Check for timeline notes such as 'ADA', 'sch dept' etc. We should not remove these rooms and need to review again.

Once building reports have been applied another team member should double check reports.