Scheduling AnnouncementsAcademic Room Scheduling 2207: Pullman Online Pullman face to face courses are in the process of being updated to Distance Delivery. The schedule will be "final" on August 1, 2020.COVID-19 Scheduling More information about the Fall 2020 room reassignments, reduced GUC Room Capacities, Instruction Modes, using 25Live to find rooms, and the OBIEE report for data collection and reporting. Some content on this site is specific to the Pullman campus. If you have suggestions, find an error, or have other comments about this site, email the webmaster. Schedule Builder Class 9/15/20 10am posted 9/11/20 Our next class will be Tuesday, September 15 from 10am-12pm. Sign up on our Access & Training page. Please read the entire page, including the information about requesting access and preparation for the class. Access will be temporarily granted on September 15 pending completion of the training. If you can't get into the class, email Sheree Collins for assistance. Spring 2021 Final Proofing is NOT OPEN posted 8/28/20 Courses for Spring 2021 (2213) are have been UNAPPROVED and were made TENTATIVE. This action was taken to allow departments to update course information after we receive direction from the President and Provost's Office. We ask department schedulers, please DO NOT APPROVE courses for Spring 2021 until we have this direction. You may add sections, update enrollment, change Instruction Mode, update Instructors, and make other edits to the courses. However, DO NOT APPROVE any courses until we open Final Proofing. Once Proofing opens, if you need assistance bulk approving courses or making updates, our team will be available to help as requested. Fall 2021 was rolled It was suggested that we roll Fall 2021 before any more changes have been made to Instruction Modes. This was a great idea, and we have rolled to Fall 2021. It is not open for Initial Proofing. OBIEE: Sections and Enrollment by Instruction Mode posted 7/22/20 We created a new OBIEE report to give departments a way to visualize how many sections and students are enrolled based on Instruction Mode. This new report is located in myWSU > OBIEE > WSU Enrollment Summary Reports > Enrollment Summary Reports dashboard > Instruction Mode Summary Info. The report provides "live" data from the previous evening. There is not a way to view data on a specific date. The top area shows Instruction Mode percentages by section and enrollment by campus. The screenshot below was taken on 7/22/20. The second section allows the user to view Instruction Mode based on Term, Campus, Academic Group, Academic Organization, and Subject. Dropdowns allow the user to change the options. This section allows the user to export a spreadsheet showing the data. Room re-Assignments Completed posted 7/16/20 Pullman Campus Schedulers have completed the room assignment process on the Pullman Campus. Department schedulers may submit updates to the Fall 2020 Schedule of Classes through the 10th day of instruction via Maintain Schedule of Classes. Sections without a classroom were updated to Distance Delivery, though department schedulers may request a room and make changes to this per normal procedures. We recommend that Department Schedulers use the new Covid Adjusted Public Searches in 25Live to find spaces. See the article below for more information. If you would like help using 25Live to find spaces, the right sidebar contains instructions and the 25Live Help page has more information. If further assistance is needed, email Jill Freuden to set up a Zoom meeting. She can help you set up a personal Room Search Event to look for rooms by semester. 25Live Public Searches posted 7/10/20 We have updated the Public Searches in 25Live for the Pullman campus. As it is difficult to see the COVID Adjusted capacities in 25Live, these searches will bring up spaces with a given capacity or higher. The search name tells the user the room capacity. For example: CV GUC 45+ will find GUC spaces with 45-49 seats (as 49 is still the highest capacity allowed). We will accept requests for different spaces beginning 7/18/20/ for academic courses. We will not approve any spaces for events until further notice. CV GUC 45+ CV GUC 40+ CV GUC 35+ CV GUC 30+ CV GUC 25+ CV GUC 20+ CV GUC 15+ CV GUC 10+ GUCs Not Available for Social Distancing We have received a list of GUC spaces that are to be avoided for Fall 2020. Read more about it on the COVID Scheduling pages. Schedule Builder Class 7/14/20 10am posted 6/22/20 We will no longer be listing our Schedule Builder Classes on the HRS website. Students can enroll in the courses directly through us. There is a Next Available option that is active when a new course has not been scheduled. Signup on our Access and Training page. Fall 2020: Re-assigning GUCs Next Steps: Phase 2 Data Collection due 7/10/20 posted 7/6/20 Departments should run the OBIEE report/form COVID - Add Supplemental Data and review their courses. If changes are needed, put them in the columns on the left side. The form has been updated a bit. Keep Original Room: If yes, we will pull the room you were scheduled on 6/18/20. If you do not change the Requested Room Capacity (RRC) to match the new room, or indicate that you are using a Flipped/Rotating schedule, then we will guess and send you a message. 49 Students is the Maximum for any room. Possible changes include reducing RRC, changing instruction mode to SO/HY, or changing the course to Distance Delivery (DD). We prefer that you make this clear. This is the last opportunity to opt-in to Keep the Original Room! CV Instruction Mode: Only choose this if you are changing the Instruction Mode. Flipped/Rotating: Mark this if you're updating a section and plan to use this teaching model. We will assume that you have looked at the new room capacity and are planning to manage the students. If it looks like you plan to do this, but you are not clear, we do the math assuming that students will meet weekly or bi-weekly in the room, and will adjust capacity if needed. If you have a more complicated flip/rotating schedule, note that. More Information: If you want a GUC, mention it here. We are not accepting specific room requests. Room Optimizing has been Completed posted 7/6/20 Melissa and Jill completed the room re-assignments this morning. Normally, Melissa spends a long time on this process and we are on a time crunch, so we did it as fast as we could. Our only goal was to find you a room within your requested room capacity. We found rooms for a significant portion of our class schedule and just 81 sections with a day & time do not have rooms. Sections that are using Distance Delivery (DD) or Videoconferencing (VC) with no students in the room, have a Facility ID of WEB_ARR. The Instruction Mode is not updated on all DD/VC due to the time constraints. Sheree is updating those and it will take her at least a couple days to complete this. We ask that departments add SOC Notes for all Distance Delivery sections and ideally, for the partially online sections as well. We have added standard notes to the SOC Notes area for ease in adding these. Use Sequence Number 2, then type 3, 4, or 5 in the Note Nbr field. Select Copy Note to move it to the Free Form Text area and Save. If you need help, email us. 0003: Distance Delivery 0004: Hybrid or Some Online 0005: Flipped or Rotating Phase 1 Status posted 7/3/20 The initial Data Collection Phase 1 has been completed. Campus Schedulers are compiling the submitted data and entering into myWSU in preparation of Optimizing. As most reports were submitted on the deadline, there is a backlog in processing. All requests, with the exception of Distance Delivery changes, will be processed by 7/3/20. Distance Delivery will be processed last as it is easiest and we may need assistance to complete data entry. Schedulers received emails from us describing issues that we saw. Comments or changes may be submitted via email or in the Notes/Request area of Maintain Schedule of Classes. Comments on the Spreadsheets There were many interpretations of our request for information. We did our best to decipher the data. When we weren't sure of the intent, we made a best guess, and emailed the department to review the courses. Departments should review the new capacities for each GUC; they are much smaller than expected. We did not accept any room requests during this process. Room requests may be submitted after we have completed the reassignment process. Keep Room Selected If a section was/is coded P (face to face) then we adjusted the Requested Room Capacity (RRC) and Enrollment Capacity (EC) to be at that new capacity. If a higher capacity is desired, the section must be coded Some Online (SO) or Hybrid (HY). When SO or HY were requested, we assumed that the section would used flipped/rotating scheduling and did the math to make sure the RRC/EC made sense. For instance, if the new room capacity is 25, and the section meets MWF, then it would be logical that the capacity should be 75, so the capacity was adjusted down if needed. With SO, we calculated and less than 75% and HY at more than, determining that these courses might rotate over two weeks. Some sections had enrollment that was already higher, and these were changed to Distance Delivery. We did not review capacities in department rooms. Departments must manage these spaces internally. Room changes may be entered into myWSU Notes/Requests. Global Section desired The department must use an existing Global section and move students into that section. Work with Global Campus to help batch move students, then cancel the existing non-global section. Distance Delivery (DD) desired It is expected that DD courses will have a time/day listed for office hours, synchronous instruction, or other purposes. DD sections may have a combination of synchronous and asynchronous instruction. Videoconference sections When possible, we left the VC designations in place and did not change these sections to Distance Delivery. If the section was not meeting in a room, we changed the room to WEB_ARR (Web Arranged). Need a GUC When a GUC was requested, the room was left blank for the Optimizer. When the Requested Room Capacity was 50 or higher, we lowered it to 49. For courses that also were using SO/HY we put RRC at 49 but left Enrollment Capacity as it was or adjusted to for rotating schedules. If there was low enrollment, we occasionally lowered capacity to assist the section in finding a room. We created a chart to show percentage of spaces are available by capacity. Very few departments adjusted capacities to increase their odds of finding a space. Overview posted 6/20/20 Room Capacity changes to allow for Social Distancing make it necessary to remove current Fall 2020 room assignments and re-run the Optimizer program to re-assign rooms. We will not be re-assigning Department rooms; the departments will need to make these determinations and request room changes in Maintain Schedule of Classes > Notes/Requests. You will find information about COVID19 Scheduling on our new pages. More information about COVID-19 Scheduling for Fall 2020 More information about GUC Room Capacities More information about Distance Delivery and Instruction Modes More information about using the OBIEE Form/Report "COVID19 - Add Supplemental Data" to provide your department plans to the Campus Schedulers. This form will be submitted twice: Phase 1 - 6/30/20, Phase 2 - approximately 7/14/20 (update: Departments will have 3 business days to complete Phase 2). Spring 2021 Proofing is Open: Pullman posted 4/27/20, updated 6/20/20 Initial Proofing opened on Monday, April 22, 2020. It was temporarily closed, per our normal procedures, and has been re-opened due to Fall 2020 scheduling changes. We will not make room assignments until Fall 2020 has been re-assigned. Type of Proofing Open Date Close Date Comments Initial Proofing April 22 re-opened until further notice APPROVED courses are automatically activated Approve all your ARR_ARR courses now Proofing will remain open until Fall 2020 rescheduling has been completed. Proofing Blackout TBD August 9 or TBD Unapproved courses are changed to Tentative. Room Capacity, Enrollment Capacity, and WaitList are changed to 0 Unapproved courses with large rooms lose the room Rooms are assigned, if possible. VC rooms are assigned first to VC courses. Changes can be submitted, but will not be processed until Final Proofing Final Proofing August 9 or TBD September 13 or TBD Review room assignments Courses APPROVED during final proofing will be active by 10/1 (this may be different Spring 21) Rooms are assigned, if possible. Proofing Blackout September 14 or TBD September 30 or TBD New changes can be submitted, but will not be processed until after Schedule of Classes is Live. Schedule of Classes goes Live October 1 or TBD New changes can be submitted. Allow 5 business days for changes to go into effect. Previous Announcements Open Lab for Schedulers 6/23/20 11am Join our Zoom meeting for a tour of the website and the OBIEE form and to ask questions. Email Jill for an invite or join manually. COLLEGE 220 Closed for Fall posted 4/27/20 We have been notified that this space is closed for Summer and Fall 2020 for technology and furniture/furnishing upgrades. Sheree is working to move courses that are scheduled in this room and will notify departments that are impacted. Spring 2020 Finals Times Updated posted 4/13/20, updated 4/27/20 Per the Provost's Office, Final exam slots for Pullman campus Spring 2020 were extended by one hour. Three credit courses will be allotted three hours and four credit courses are allotted 4 hours. This required updating the Spring 2020 Final Exam Schedule and you can find the updated schedule on our Exam page. Note: The actual time allowed for the final did NOT change. The extra time is for administrative and technical purposes. The new final exam times were updated in myWSU for those courses that have selected YES in the Final Exam dropdown. Per normal procedures, if you would like to request a specific room or find an error in the schedule, update the Notes/Requests in the Exam tab of Maintain Schedule of Classes. If you would like to request to change the scheduled time/date, please have your Department Chair email: firstname.lastname@example.org. Spring 2020: Finals posted 4/2/20 Although WSU is currently teaching courses using remote teaching technologies, final exam TIMES have been preliminarily scheduled in myWSU. Rooms were not scheduled, except for graduate courses. Finals, for those courses that will have a final, will be given using remote teaching technologies or by other means, but will not take place in a classroom. If an instructor needs a room to present a videoconference final, please leave a Notes/Request in the Exam tab of Maintain Schedule of Classes. Please update the Final dropdown in the Exam tab of Maintain Schedule of Classes as follows: (note: this is different from other semesters) YES: Yes, the final will occur during the regularly scheduled final exam TIME, perhaps using remote teaching technology or other means. NO: No, the final will be handled in another way, perhaps via a take-home exam or no final will be given. Updated Training Guides We have updated our 25Live training guides in the right sidebar. NEW! We have created an Event Type for your Room Search Event. Please use "X DRAFT" as the event type when you create a new Room Search Event. All current Room Search Events that were using 25L Pullman Academic Event were updated. We were thrilled to see how many departmental Room Search Events are out there! Great job! You may want to set up a second search for Fall 2020, for example "Butch's Room Search - Fall". You can keep your Spring search and just update the dates for Spring 2021, if you like. Notes about Final Proofing posted 2/3/20 Please read the comments for a course before making a new request. Many requests have been fulfilled; others are still in the works. If Melissa has added “Noted by Melissa” as the last comment, then she is still working on your request. Please do not leave an identical request. If your initial request is still pending, give Melissa until the end of this week to fulfill it. If she can’t accommodate you by the end of the week, then it is not an option. Any new note that you leave will supersede your previous request. You can see the rooms in 25Live for Fall 2020. If you did not Approve sections/courses during Initial Proofing, then the courses were changed to tentative. If you had a room pre-assigned, but did not Approve the section, then the room was forfeit. Is the course Approved? Double check that the courses you intended to Approve were actually Approved. We have experienced some issues with the Approved checkbox not Saving. The Approved check box is the only way we have to know which courses you would like Activated. You can run an OBIEE Report to check Approved courses. Catch up on the old Newsletters We've created a page to archive newsletters. If you've missed one, or want to remember something we covered, you can find them with a list of topics. Training Videos We have started to create training videos for scheduling. You can find them on our Videos page. If you have a suggestion for a video, please email Jill. Fall 2020: Change Standard Meeting Times To allow a buffer between MWF and TH standard meeting times when a course uses both times, such as MTWH, we have moved Tuesday/Thursday meeting times five minutes later starting at noon. For example, courses that were 12:00 to 1:15pm using the old meeting times will meet 12:05 to 1:20pm starting Fall 2020. Join our Listserv Join our cleverly named Schedulers_dept listserv for Department and Event Schedulers. Use this link to join. Academic scheduling announcements, our newsletters, and other messages will be sent through the list. Instruction Mode: myWSU Maintain Schedule of Classes In November, 2019, Instruction Mode was updated and the Class Attribute: OLT (Online Learning Type) was removed for all campuses starting Fall 2019 (2197). The following screenshot is displayed in Maintain Schedule of Classes. See our Schedule Builder training pages for details on how to use the updated Instruction Mode. classifications. Schedule Builder Classes Do you want a refresher on the Schedule Builder applications in myWSU? Are you new to scheduling and need access to Schedule Builder applications? For more information on access and training, find it in the Schedule Builder training pages. We do not have any classes planned for early 2020 as WorkDay is using our normal lab. Send Jill Freuden an email if you are interested in a class; we can set up a temporary lab in Lighty if needed.