FROM: Cynthia M. Fasla, Associate Registrar

M E M O R A N D U M

TO: Departments

DATE: November 23, 2015

SUBJECT: Fall 2016 Master Schedule Input and Instructions

Enclosed please find information and instructions for master schedule preparation and classroom scheduling for Fall 2016.

*All active sections from 201530 have been rolled to 201630; please check all sections and their data elements carefully for accuracy*

CRITICAL ITEMS TO BE AWARE OF EFFECTIVE FALL 2016

Effective beginning with Fall 2016 master schedule input for general purpose rooms (the list of rooms controlled by the Registrar’s Office on the R-25 Building & Room File).

1. No pre-assignment for any reason other than documented Faculty with Disabilities (ADA) verified by the Associate Dean for the school (use the standard form on page 30 of the instructional packet; all data entry in Banner for these requests will be done by the Registrar’s Office).

2. Each subject area should review their 3 building preferences on file and update if needed (review Appendix A on pages 21-26 of the instructional packet).

3. Each section will be able to pick room attributes if desired (listed on page 8 of the instructional packet), not specific rooms.

4. All sections requesting a room assignment from the Registrar’s Office must adhere to the prescribed timeslots (refer to list on page 16 of the instructional packet). These sections will be scheduled first. All sections who use non-standard timeslots will be scheduled last.

5. Hybrid sections are strongly encouraged to designate in their instructional method which day of the week they will be meeting on campus. It’s important for students to know this when registering, for example HY-W (the class will meet on campus every Wednesday and the remaining portion is supplemented by online requirements).

These changes will ensure student-focused scheduling, increase student opportunity to register for 15 or more credit hours to stay on track to graduate, and maximize the efficiency of our room scheduling software system. The Registrar’s Office will enforce these scheduling changes with support of Provost Perreault.

Listing of Smart Classrooms at http://ir.buffalostate.edu/smart-classrooms.html.

Departments can place restrictions on sections using SSARRES/SSAPREQ and can cross-list sections as needed. Also, you have the option of using the Reserve Seats tab on SSASECT. Reserve Seats Tab will be used for Major, Minor, Class, and Attribute (i.e., orientation only, All College Honors Program only, or EOP only). Do not use all forms. You need to choose SSARRES/SSAPREQ OR Reserve Seats Tab. For additional information and screenshot reference page 13-15.

You have the option of your choice; use SSARRES OR the Reserve Seats tab to enter restrictions for sections. Do not enter data on both forms. The system does not work correctly and most if not all registration for those sections will be stopped if set-up is incorrect.

If you use the Reserve Seats tab, you must enter detailed notes on SSATEXT to let students know what group(s) the section is reserved for. Reserve seating detailed information is not automatically translated to students when they are viewing sections in SSB. Make sure you enter detailed notes so students are aware.

If you would like to make changes to your partition preferences, please be sure to email Cynthia Fasla in the Registrar’s Office with your update(s) no later than Friday, January 22, 2016.

ROOM INFORMATION:

· SCIE255, 271C, 272, and 369 are all offline and no longer available for use beginning 05/15/16

· Caudell is expected to be back online on 8/28/16 but we do not have any details at this time

Banner Reminder Checklist:

ü Use term 201630 for Fall 2016

ü Use part of term 1

ü There is no department choice in the rollover option. All active courses offered in Fall 2015 (term 201530) will be automatically rolled over to Fall 2016 (term 201630) with a few exceptions (see MS Instructions pages 3-6 for details).

ü You have the option of entering a waitlist maximum for each course/section. Maximum number that can be entered is 25 per course/section. Enter data directly on SSASECT on the Enrollment Details tab in the Waitlist Maximum field unless you are using the Reserve Seats tab. If using that tab, you must enter the specific number of waitlist maximum for each restriction line.

Waitlist maximum recommendation:

· Sections with up to 30 seats – WL = 10

· Sections with 31-59 Seats – WL = 15

· Sections with 60 or more seats – WL = 25

· Sections with 5 Seats or Less – WL = 0

ü Major code restrictions will be entered directly into Banner by the department (see MS Instructions page 7-15 for details). All major codes in Banner are alpha only. Use the supplemental Major Code Numeric to Alpha reference packet.

ü Section notes should be written out completely without any abbreviations. Space is not limited. Please be sure to write complete and helpful notes for each section as needed. SSATEXT should be done in all capital letters in Section Long Text.

ü Please be sure that the decision to offer a course with a “W” as writing intensive is made prior to the first date of registration. The department will enter the W at the time the course is created in Banner (i.e., INS300W). The designation cannot be added once there is registration for the section.

ü The instructional method field has 19 valid choices, be sure to enter the correct method in this field. Do not use any codes other than the 19 listed here:

o TR for traditional

o LC for learning community

o FS for freshman seminar

o OL for 100 % online learning

o OL-C online combination

o OL-S online synchronous

o HY for hybrid Do not use this code for spring or fall only J-term and Summer

o HY-M for hybrid Monday

o HY-T for hybrid Tuesday

o HY-W for hybrid Wednesday

o HY-TH for hybrid Thursday

o HY-F for hybrid Friday

o HY-SA for hybrid Saturday

o HY-SU for hybrid Sunday

o INT for internship

o ST for student teaching

o SL for service learning

o In addition, a detailed note should be added to SSATEXT section long text to highlight all instructional method codes other than TR.

o WE is not a valid instructional method, do not use this code for any reason.

ü When using the OL instructional method, do not enter a start or end time for the section. This data is not needed and should not be entered for any reason. Also, you should enter ONLINE in the building field. Never use TBA. This is confusing to students.

ü If you use the Reserve Seats tab, you must enter detailed notes on SSATEXT to let students know what group(s) the section is reserved for. Reserve seating detailed information is not automatically translated to students when they are viewing sections in SSB. Make sure you enter detailed notes so students are aware.

ü To be considered a service learning section, the course must have a service learning component. All SL sections must be approved by the department chair. The Registrar’s Office will be given a list of approved SL courses by Laura Rao, VSLC Coordinator. If you have any questions related to SL, please contact her directly. SL courses are searchable by instructional method in Banner SSB and a special note will also be made on the student transcript.

ü Graduate-level sections will automatically be assigned an Include GR restriction from the catalog-level on SSARRES. This will ensure that only graduate-level students will be allowed into graduate-level courses. All other students (for example an UG) will need a level override before registration for these sections can occur.

Building/Room Assignment Reminders:

· If you are assigning a department controlled classroom to two separate CRN’s, please be sure to enter the same room for all of the sections using each CRN. This will help to ensure that all the partner sections will be scheduled in the same room.

· All room scheduling except for pre-assignment for faculty with disabilities will be done by our scheduling system, Resource 25 (R25). Refer to pages 9-12 & 18-19 in the instructional packet for detailed information related to room scheduling and data entry of requests in Banner.

· Always enter ASM in the auto-scheduler data field when pre-assigning a department controlled room to a section(s).

· Never enter an O in the override indicator field on the Meeting Location and

· Credits tab unless you are pre-assigning cross-listed sections. This can create problems when room scheduling is done for all case scenarios other this.

· Pre-assignments in R25 for faculty with disabilities must be submitted to the appropriate Associate Dean by Friday, January 22, 2016 (see page-19). Use the form on page 32.

· There are no pre-assignments as of Fall 2016 input except for Faculty with Disabilities.

General Reminder Checklist:

ü Courses offered for 3.00 credit hours must have a minimum of 37.5 contact hours, or 2250 minutes. See pages 16-19 for additional scheduling information.

ü Internships: Departments who plan to offer internships must create a section for the internship and denote INT in the Instructional Method field. Students cannot register for internships unless the department has created the course. Registration on a course by contract or independent study basis is not appropriate.

Deadlines Checklist:

ü Pre-assignment requests for faculty with disabilities must be submitted to the appropriate Associate Dean no later than Friday, January 22, 2016; see page 19. Use the form on page 30. In order to be considered for a disabled faculty pre-assignment, the course/section must exist with a CRN, day/time, and quota. No anticipated sections will be considered for a disabled faculty pre-assignment, only active sections with CRN, day/time, quota, and instructor assignments.

ü Be sure to check your building and partition preferences (Appendix A) on pages 21-26. If you need changes made you must notify Cynthia Fasla in the Registrar’s Office no later than Friday, January 22, 2016.

If you have any questions or need assistance, please feel free to contact Pam in the Registrar’s Office at X4811.

Please be sure to note that although Ashley S. and Andrea H. are still on-campus, they do not work in the Registrar’s Office, do not contact them for scheduled-related inquiries.