Course section additions are submitted online (preferred method) using a Class Scheduling Add form:  http://www.uvu.edu/asc/addform/, located within a password protected area. Please contact Academic Scheduling for the login and password information. ( Authorized Scheduler 's are emailed this information with each round of proofing reports.)

Course section changes and cancellations are requested via email to Academic_Scheduling@uvu.edu.  To avoid unnecessary delays, always include the following information:

• semester
• CRN
• subject
• course
• section
• action requested

Complete instructions are available at:  http://www.uvu.edu/asc/Scheduling_Request_Add.pdf.  Phone / Email requests are not accepted.

• Used when a delete/cancel request is received prior to Student registration access.
• The record is removed from Banner and cannot be retrieved.
• No information will appear on subsequent proofing reports.
• No information will carry to the next like semester (i.e., Spring 2011 to Spring 2012).

• Used when a delete/cancel request is received and Student registration is open.
• The record remains in Banner and can be re-activated upon request.
• Subsequent proofing reports will reflect the canceled section with "C" in the "Status" column.
• If the record is not re-activated prior to "rolling" the semester, no information will carry to the next like semester.

Course changes must be indicated by crossing out the old information and clearly printing the updated information.  Instructor changes must include the full name of the Instructor and the Instructor's UV ID.

Term, CRN, Subject, and Course fields cannot be changed on a proofing report.  If this information must be changed, cancel the existing course and add the correct course by submitting a Class Scheduling Add form: http://www.uvu.edu/asc/addform/ (located within the password protected area.)

Beginning 201220, you will only see two proofing reports.  The accuracy of the  "Initial Proofing" (formerly known as "round 1") is extremely important.  It directly affects the room scheduling process, registration and student views.  The "Final Proofing" (formerly known as "round 3") should reflect only minor changes.  There is NO round 2!

• prime time sections that represent a net add for your department, and
• course sections that inefficiently use general classrooms (even if they have received rooms in the past).  This applies to pre-scheduled and generally scheduled class sections.

Curriculum cross-listed courses provide a way for courses to be shared by multiple departments, and provide a degree of visibility (via the subject code) in a student's transcript.  Cross-listing does not facilitate faculty assignments across disciplines, or bring more money into a budget.

Unless otherwise directed by the Curriculum Office, all curriculum cross-listed courses must have the same course number and title, credit ratio, instructional method, day/time pattern, building/room assignment and instructor(s) w/matching % of responsibility.  For example:

If your department is the scheduling authority, YOU are responsible for requesting and maintaining accurate records of the approved cross-listed / double-book course offerings AND informing the partners when scheduling changes occur.  Any change to one course must be reflected on all courses with the same "Group" number.

• The “Maximum Enrollment” number drives when the sections will close, and supersedes the section maximum enrollment numbers.
• Do not use “9999” as the group maximum for any sections, including video and internet. The maximum enrollment limit must reflect the total of all sections in order for Faculty Workload to calculate properly.
• Review the Cross-Listed Sections report to verify your section is grouped correctly.

Consider the following examples:

Classrooms/Labs are automatically assigned to course sections following the data entry of round 2 proofing report changes. The room scheduling software considers building preferences associated with the course prefix, room capacity, and maximum enrollment limits. It is not able to consider instructor attributes or needs.

Approximately 75% of the sections are placed with the first preference.  Five percent cannot be placed within any preference and must be processed manually on a first come-first served basis, subject to room availability. We continually review options to improve UVU's room-use efficiency and placement.

How are students notified of an open seat?
When one student drops a class section, the first student on the waitlist is sent an email through UVLink directing them to register for the section.  A student has 24 hours from the time an email notice is generated to log into UVLink and register.  After that time, they are removed from the waitlist and an email is sent to the next student.

When a waitlist is full on one section and a new section is added, are students from the waitlist automatically registered into the new section?
No.  When a new section is opened, departments should email the waitlisted students advising them of the new section.  Students are responsible for their own registration.

Who can see waitlist information?  How is it accessed?

• Students:  UVLink, Student (tab), Registration (menu)
• Instructors
• Department Chairs / Deans:  Business Objects InfoView reports (ACS0030 – Wait List Students by Department).

What is a “position” number?

• Indicates to the student when they’re “next in line” on the wait list.
• Changes as other students register or drop the section.

What is a “priority” number?

• Automatically assigned to a student when they select a wait list section.
• Not re-used by Banner (per semester and section).
• Priority “0” indicates the student has been offered the open seat and a response is pending.

Historically, departments have controlled student registration by requesting maximum enrollment limits be set to zero on some class sections.  Effective July 1, 2009 the maximum enrollment limit for all existing sections and all new section requests must reflect the actual limit.

How will enrollment be controlled?
When a "zero enrollment" request is made, Academic Scheduling will utilize Banner's "Special Approval" ("DE" code) feature to control student registration, as appropriate.  This change will help improve the room scheduling process, and the accuracy of state reporting and faculty workload.

How are Students affected?
Where students once received a "class closed" message, they will now receive a "Department Approval Required" message.  It is still necessary for a student to obtain department approval before an Advisor can assist with registration.

Once an instructor has been added to Banner by Human Resources, the Academic Scheduling office requires the following information to activate them for Faculty Workload and Instructor Verification:

Where multiple College assignments exist, one must be designated as a "Home", or primary, assignment.

Faculty workload planning and reporting are critical to the successful management of academic human resources, accurate reporting to university stakeholders of the use of these resources, and facilitating compensation issues.

ICHE is the unit of measure for instructional activity as defined by Regents' policy and guidelines.  It incorporates credit, lecture, and lab hours,plus factors including, but not limited to, mode of instructional delivery, class size, and individualized instruction.

For more information, see Salaried Faculty Workload - Academic Year.

• Courses that do not meet the full time in a classroom and include an internet TBA supplemental time (aka “Hybrid”).
• Not available to Distance Education.

The State of Utah requires all video home sections (located in broadcast rooms) to be coded as video, not face-to-face.

Schedule Type:  "V" (video)
TOPs Code:  "V" (video)
Section: Must begin with "15_"

These sections do not appear on the originating academic department proofing reports, but rather on the Video proofing report.  For more information, see Course Section Numbering.

• Instructor Verification -- To ensure appropriate workload and compensation, all staff assignments should be completed.
• Course sections with "0" or low enrollment -- As UVU continues to grow, an increased number of course section adds and room changes are requested.  In our review of scheduled rooms vs maximum/actual enrollments, we see a large number of active sections where 0-3 students are enrolled in classrooms that can accommodate 30+. Consider canceling these sections to free up valuable space for others.

Questions?  Please contact your Financial Manager first.

Lab and course fees can be requested in order to cover specific course costs.  Review UVU's Lab & Course Fees policy (http://www.uvu.edu/policies/officalpolicy/policies/show/policyid/81), which includes:

• Description and Use:  Fee amounts are based on the cost of equipment, maintenance, software, supplies, handouts, field trips, lab or other direct instructional materials to be used by students.
• Account Balances:  Departments may not generate excess funds from lab and course fees (all accounts are monitored by the Dean's office).
• Fee Disclosure:  Courses with approved fees must provide full disclosure to students in the course syllabi.

Lab and course fee accounts should be reviewed with your Financial Manager regularly for accuracy and potential adjustments (add/delete/increase/decrease).  To be considered by the Course Fee Review Committee for approval, submit your request(s) to the Committee Secretary on the proper form (http://www.uvu.edu/asc/course_fees/index.html), and always include:

• Course number and title
• Effective term date
• Index and detail codes (required)
• Complete list of items to be supplied or used in the course (equipment, quantity, size, mileage, etc.)
• Whole dollar amount
• Written justification and supporting documentation (required) , which may include:
  • Itemized quote or receipt from supplier(s)
  • Do items become property of student, or remain at UVU?
  • How often are items replaced?  (one time use, life expectancy, etc.)
  • What type of maintenance is required? (parts, labor, etc.)
  • Show how amount was determined.  For example:
       - # items x $ per item / # students per semester
       - # vehicles x # days x $ per day (or mileage) / # students
• Signature approvals from department chair and dean

Any requests submitted with insufficient documentation, appropriate calculations, or missing signatures will not be considered by the Committee.

Academic Scheduling - 801.863.8770 - Academic_Scheduling@uvu.edu

To avoid unnecessary delays, always include the semester, CRN, subject, course and section information in your email subject line. For example:  201140 34567 BIOL 1010 004