Frequently Asked Questions... and our answers!

 
1   How do I ADD a new course section?
2   How do I CHANGE / DELETE an existing course section?
3   When is a class section DELETED vs CANCELED ?
4   How do I indicate a change on a PROOFING REPORT?
5   What is PRIME TIME?
6   What is CROSS-LISTING?
7   How are cross-listed MAXIMUM ENROLLMENTS determined?
8   What is a CLASSROOM AUDIT?
9   Why enforce maximum ROOM CAPACITY and ENROLLMENT LIMITS?
10   How does the ROOM SCHEDULING process work?
11   What is PRE-SCHEDULING AUTHORITY?
12   How does the WAITLIST feature work?
13   How can STUDENT REGISTRATION be restricted?
14   How do I activate an INSTRUCTOR?
15   What is FACULTY WORKLOAD?
16   What is a STAFF faculty record?
17   What defines a HYBRID section?
18   How should VIDEO home sections be coded?
19   What is SEMESTER CLEANUP?
20   What is a NET ADD?
21   Part of Term CODES
22   How do I add or change a COURSE / LAB FEE?
 
 
 
1 How do I ADD a new course section?
 

To add a new section of an existing course,  use the Class Scheduling Add form, http://www.uvu.edu/asc/addform/, located within a password protected area.  Contact Academic Scheduling for the login and password information.  Complete instructions are available at:  http://www.uvu.edu/asc/Scheduling_Request_Add.pdf. 

Note:  Requests will only be processed when submitted by an Authorized Scheduler.  Phone / Email requests cannot be accepted.


2 How do I CHANGE / DELETE an existing course section?
 

After the final proofing report review period is over, changes and cancellations for existing course sections must be requested via email to Academic_Scheduling@uvu.edu.  To avoid any confusion or unnecessary delays, always include the following information:

  • semester code (we're actively processing in 4+ semesters at any given time!)
  • CRN
  • subject code
  • course number
  • section number
  • action needed

Note:  Requests will only be processed when submitted by an Authorized Scheduler.  Phone requests cannot be accepted.


3 When is a class section DELETED vs CANCELED?
  Though "Delete" and "Cancel" are terms often used in the same context, they represent different actions in Banner.  Regardless of the term you use, a course must be clearly crossed off your proofing report (entire line).  Academic Scheduling will process your request as follows:

DELETE
  • 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 2013 to Spring 2014).
CANCEL
  • 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.

4 How do I indicate a change on a PROOFING REPORT?
 

Course changes must be indicated by crossing out the old information and clearly printing the new 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 a change is required, 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.)

As of 201220, only two proofing reports will be provided.  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!


5 What is PRIME TIME?
  Course sections that start between 0800 - 1300 are considered "prime time".  Avoiding 0800 - 1300 start times for net adds and changes will greatly increase your chances of getting a classroom assignment.  Standard1,2 class scheduling information is available at:  http://www.uvu.edu/asc/fall_spring_semester.html.

Some course sections receive the lowest priority in the room scheduling process, including:
  • 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.
1Spring 2012:  The standard start times have been expanded to include 4-, 5-, and 6-contact hour sections.  Academic Scheduling will enforce the new standard times beginning Spring 2012.
2Spring 2010: 
 Under the direction of President Holland, Academic Scheduling has been asked to adjust all 3-contact hour sections to fit a new and improved standard grid.  This change will maximize our space utilization in the morning, while making the afternoon more appealing for students and faculty.  Academic Scheduling will enforce the new standard grid beginning with Spring 2010 (round 2) proofing reports.

6 What is CROSS-LISTING?
 

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, title, and course-work requirements.  In addition, the credit ratio, schedule type,  instructional method, day/time pattern, building/room assignment and instructor(s) % of responsibility must match.

Note:
  • If your department is the scheduling authority, YOU are responsible for requesting and maintaining accurate records of the approved cross-listed course offerings AND informing the partner department(s) when scheduling changes occur.  Any change to one course must be reflected on all courses with the same "Group" number.
  • Double-booked courses may have different course numbers, but will have similar titles and course-work requirements (all other requirements are the same as cross-listing).
  • For more information, see Curriculum Reports, or contact your Financial Manager.

7 How are cross-listed (or double-booked) MAXIMUM ENROLLMENTS determined?
 

The “Cross-List Maximum Enrollment” number drives when the sections will close, and supersedes the individual section maximum enrollment numbers.

  • “9999” is no longer allowed as the group maximum for any section, 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.
  • NOTE:  As of 201120 (per AVPAA direction), video, tv and internet groupings cannot exceed a maximum enrollment of 200.

Consider the following examples:

 
Simple grouping:  Each section will close separately as they reach their individual maximum enrollment limit.

HONR 300R
HIST 3200
Group

5
20
25
 
Curriculum cross-listed grouping:  Each section will close simultaneously when the combined total of the group reaches 30.

PSY 3620
ANTH 3620
Group

30
30
30
 
Video/Internet grouping:  Each section will close separately as they reach their individual maximum enrollment limit.  All sections will close simultaneously when the combined total of the group reaches 200 (example of a reasonable estimate) or 94 (example of an exact total).

PSY 1100 151
PSY 1100 V11
|      |      |
PSY 1100 V40
Group

55
10
|
  10
200

8
What is a CLASSROOM AUDIT?
  Academic Scheduling, in cooperation with Campus Scheduling and Media Services, regularly conducts a campus-wide room audit of ALL academic classrooms, labs, conference rooms, fitness/dance rooms, and concourses.  All accommodations are validated against UVU's scheduling software database ("R25"), including: maximum student capacity, furniture type, room configuration, media equipment, lab equipment, fire exits, windows, etc.  Having more accurate information about what is available helps us improve our services to the campus.  This project typically runs during the summer term, and every effort is made to avoid classes in session. Your cooperation and understanding is appreciated.  (Eva Bernfeld, Director of Academic Scheduling and Curriculum)

9
Why enforce maximum ROOM CAPACITY and ENROLLMENT LIMITS?
  The State of Utah adopted the International Fire Code and International Building code.  Occupancy limitations are calculated by the type of occupancy as outlined in the code books.  As a building is designed, the initial occupancy limitations are set when the usage is determined.  Numerous factors are taken into account, including (but not limited to):  electrical loading, furniture loading, special hazards, exiting, ADA requirements, mechanical loading, etc.

The initial limitations are set at the state level.  As time goes on and usage changes, occupancies can be re-evaluated. In some cases, the occupancy can be increased; while in others, it must be decreased.  Academic Scheduling is not authorized to increase the capacity of any space without the Fire Marshal's review and approval.  Fire Marshal evaluations are extensive and are not taken lightly.  For more information, contact UVU's Police Department.

Note:  Departments cannot register a student in a course section (via an override) where the maximum capacity has already been reached as it places UVU at risk. When an Advisor needs to accommodate a student, they should coordinate their efforts with the Department Chair (and/or authorized scheduler) to ensure everyone’s needs' can be appropriately met.  Requests can then be made to locate a larger classroom for a section (subject to availability), which will allow for an enrollment increase.

For more information, see:  Utah's Public Safety laws and the Americans with Disabilities Act.

10 How does the automated ROOM SCHEDULING process work?
 

Following the data entry of all department's initial proofing report changes, classrooms are automatically assigned to course sections by the room scheduling software ("S25").  S25 considers building preferences associated with the course prefix, maximum room capacity, maximum enrollment limits, and day/time patterns.  At this time, it is not able to consider instructor attributes or hot-bunking for hybrid sections.

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 (using "R25").

May 2014:  ASC, IT, and a CollegeNet consultant will be reviewing UVU's current practices, the use of S25/R25 products, and options to improve UVU's room-use efficiency and placement.


11 What is "PRE-SCHEDULING AUTHORITY"?
  The primary purpose of granting classroom pre-scheduling authority to a department is to accommodate individuals with accessibility needs (refer to UVU policy 152 for more information). Some pre-scheduling is allowed in order to accommodate specific laboratory needs. Pre-scheduling authority is not granted based on an Instructor's tenure, office location, or room preference.  All pre-scheduling should adhere to standard class times, and room utilization should be no less than 75% of maximum capacity.

12 How does the WAITLIST feature work?
  The Waitlist feature is available when student registration opens, and closes at midnight on the day before the late registration period begins.  Specific dates are noted on the Student Timetables (maintained by the Registrar's Office).  When waitlisting closes, a report is generated and emailed to each Department Chair.  Departments then determine which students may be allowed to register late (subject to late fees).
 

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.

13 How can I restrict STUDENT REGISTRATION?
 

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

How will enrollment be controlled?
Banner's "special approval" feature ("DE" code) is used to control student registration, as requested.  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.


14 How do I activate an INSTRUCTOR?
 

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

Instructor Name(full legal name)
Instructor UVID
Effective Term
College Code
Department Code
Percentage of Assignment(100%)

Where multiple College assignments exist, one must be designated as a "Home" (or primary) assignment, and the combined assignments must total 100%.


15 What is FACULTY WORKLOAD?
 

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.  Instructor assignments should be entered on all course sections prior to 3rd week state reporting for each semester.

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 641 - Salaried Faculty Workload - Academic Year.

Important!

  • Grades can only be entered by the primary instructor listed on a course section.
  • Banner’s Instructor Verification tool:
    • Will open when semester data is rolled from the previous like-semester to allow for workload planning; and
    • Will close two weeks prior to a semester’s end date to allow for Student Rating of Instruction ("SRI") processing.

If an instructor assignment change request is submitted after this date (for any reason), Academic Scheduling cannot process the request.  In order to record grades, faculty members must submit a Grade Change form to the Registrar's Office.


16 What is a STAFF faculty record?
 

One “STAFF” faculty record exists for each college/school for workload planning purposes. This record:

  • Can only be used with the Financial Manager’s written permission (or the written permission of the Dean) as a placeholder to correctly account for workload in unique situations;
  • Cannot be used for 100% of a session (each course section must have a “Primary” instructor assigned, which gives them access to grading, class lists, section management, etc.);
  • Indicates to the student that they may not work directly with the department only; and
  • Helps departments monitor the actual workload of their faculty.

The “(School) STAFF” record differs from the “Staff” listing online:

  • (School) STAFF” indicates the placeholder record is being used, whereas
  • "Staff" simply indicates no faculty record has been assigned to the section.

The creation and use of these records was approved by the Banner SCORE Committee (Fall 2010).


17 What defines a HYBRID section?
  When a course is taught both in person (in a classroom) and via technology, it is considered a hybrid delivery.  The technology-delivered components include teaching and learning activities. For state requirements and the proper use of hybrid Schedule Type codes "J" and "K", please refer to:  http://www.uvu.edu/asc/ir_codes.html.

18 How should VIDEO home sections be coded?
 

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 a special Video proofing report.  For more information, see Course Section Numbering and Academic Scheduling Reports.


19 What is "SEMESTER CLEANUP"?
  Prior to the third week of a new semester, several cleanup procedures need to take place, including (but not limited to):
  • Instructor Verification review -- To ensure appropriate workload and compensation, all staff assignments should be completed.
  • Low enrolled course sections -- 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 0-5 students are enrolled in classrooms that can accommodate 30+. Consider canceling these sections to free up valuable space for others.

20 What is a NET ADD?
  Any new course section that is requesting a prime time slot (following room scheduling).  Be aware that Net Adds are given the lowest priority in the room scheduling process and are subject to room availability.

21 Part of Term CODES
  "INT":  Beginning Spring 2014, all internships are created using a new part of term code, “INT”, which mirrors full semester dates. This new code exempts late fees ($10 and $30) for students, and gives departments the flexibility to start internships at any time. If the exact internship dates are known, they can be added at the line level in Banner, which then displays for the student.

"Z__":  Created in Banner as requested.  Any course sections created using a special "Z" part of term code will not roll to the next like semester.

22 How do I add or change a COURSE/LAB FEE?
 

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/officialpolicy/uploads/public/600/601_630/607.lab_and_course_fees.19980115.pdf), 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).

Note:  Requests can be submitted at any time; however, the Committee meets annually (in February) to review requests that will begin the following academic year.  Any requests submitted with insufficient documentation, appropriate calculations, or missing signatures will not be considered by the Committee.