Faculty Services

Schedule Building Guidelines

Key to symbols used in these instructions:

YYYT	Year and Term: (example)
	FALL 2008-9 use code 0891
	WINTERIM 2008-9 use code 0893
	SPRING 2008-9 use code 0895
	SUMMER 2008-9 use code 0897
DEPT	Department 4-digit alpha name
CCC	Course Number
SEC	Section Number, for example 003
CALL#	4-digit Class Schedule Call Number

Basic Start-up Information

1. Mainframe File:

File Contains:

• Information from previous like year term individual departments wanted "rolled over" and
• Information carried forward from the Course Master File.

Reminder

All remaining information may be completed and edited during the schedule-building window.

2. Accessing your projected schedule for updating and proofreading:

• This information is available on MyBlugold. Go to: https://web.uwec.edu/index.htm and signon. Select Curriculum under Document Preview; select Class Schedule Information (in progress, CDR); select the term (in printable Word format).
• Insert page numbers.
• Print as is, or change the font size for ease of reading.

3. Accessing the Screen:

• Data is updated/displayed on CRT screen/637,
• Access: /637.YYYT.CCCC###.SEC[XMIT]

Reminder

See Key for help with deciphering symbols.

4. Creating a Section:

• If section is not on-line, message in the top right corner of the screen will say: NO RECORD FOUND; DATA FROM MASTER
• Key in all necessary data: meeting times, days, location, instructor, and/or any data you wish to update.
• XMIT data to the mainframe. Press HOME and XMIT.
• If update was properly done, UPDATE COMPLETE will appear in the top right corner. If this message does not appear, the mainframe was not updated.

5. Important Notes:

Changes

May be made until "lock out." After that time, all changes must go through Registrar’s office via email. Send to Scheduling Services and copy dean of college and Bookstore at bookstore@uwec.edu.

Reminder

Changes made on same screen, /637.

Deleting Sections

Enter "D" in the delete field located on the bottom right of the CRT screen page for sections not offered.

Short Courses

Must have start/stop dates and start week and length updated. Refer to Attachment A for start weeks.

Reminder

Make sure days of the week match dates. Do not update dates, start week or length on full semester courses!

Off-Campus Courses

Should have "800" section number. (Includes practice teaching, cooperative education, etc.)

Reminder

Honors Colloquia and Electives should have "501" section number, Continuing Education should be "601", Developmental Education should be "701 and Freshman Experience should be "401".

Leave In

Independent studies, directed studies and cooperative education courses.

Do not delete additional sections that have a "+" or "-" after the call number! The symbol "+" indicates that the section will not print in the schedule or in the web schedule. The symbol "-" indicates that the section will not print in the schedule but will be available in the web schedule. They are on-line for registration purposes.

E-Mail

The Scheduling Coordinators (at Scheduling Services) regarding comments or any information that cannot be processed on-line.

Continuing Education

Route appropriate form through the signature process. When approved, the Scheduling Coordinators will add the course to the mainframe.

Freshman Experience

Must be coded with an "FR" (Freshman Experience) on page/637.

Course Descriptions

E-mail the Scheduling Coordinator (Scheduling Services) the course descriptions, 35 words or less, for all directed studies and special topic courses for inclusion in the Summer/ Winterim Class Schedule Bulletins, and for the web schedule only for spring and fall schedules.

Cross-Listed Courses

The primary department will enter all data fields for cross-listed courses, and the information will be copied to the secondary. The secondary department doesn't do anything for schedule building; in fact, it will be prevented from making any changes.

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How to Schedule

1. Scheduling Rooms, Days and Times:

A. All courses must be assigned to priority rooms.

B. Use all five days of the week.

1. In the interest of consistency and avoiding unnecessary conflicts, three-credit courses are scheduled to meet 75 minutes on Tuesday/Thursday at the following times:

8:00-9:15	11:00-12:15	2:00-3:15
9:30-10:45	12:30-1:45	3:30-4:45

2. Monday/Wednesday/Friday courses should begin on the hour.
3. Courses that meet at non-standard times will be given the lowest priority in general classroom assignments.

C. Classes should be distributed throughout the entire day and evening.

1. Thirty percent of class periods (excluding laboratory) should be scheduled at the hours of 8:00 a.m., 3:00 p.m. and 4:00 p.m.

Reminder

This percentage will include evening classes and classes meeting 8:00-9:15, 2:00-3:15, and 3:30-4:45 on Tuesdays and Thursdays.

D. Courses which are lecture only in format should begin with section 001.

1. Lecture/Lab:
   • A0A for lecture
   • A01 for lab
   • A02 etc.
2. Multiple lecture/lab combinations:
   • A0A for first lecture
   • A01 for lab
   • A02 for lab
   • B0B for second lecture
   • B01 for lab
   • B02 for lab etc.
3. Lecture/discussion combinations:
   • A1A for lecture
   • A51 for discussion

2. Scheduling Distance Education

Registrar’s office procedures for collecting information regarding distance Education offerings:

1) Requests to use the Distance Education classroom (OL 1118 and 1132) for other distance education courses should be submitted on a "DE Request Form." (See Attachment H)

Any classes using the Distance Education classroom(s) should NOT be entered on-line by departments during the Schedule-Building process (except College of Nursing)! The Registrar’s office will confirm the room’s availability, and then enter the course on the database for schedule-building purposes. Departments can double-check these entries when they receive a proofreading copy of the schedule.

2) Courses which meet the System definition of Distance Education,* but do not require the use of a Distance Education classroom (such as online/web, etc.) should be submitted on-line during the schedule- building process, but departments should also send an e-mail to the Distance Education Coordinator (at Scheduling Services) to alert the Registrar’s office to the fact that these courses are Distance Education. Courses being taught via the web must use an 801 section number. The location arranged code must be a three (3) and the off-campus location code must be "389".

*Distance Education: A mode of instruction used to teach students who are not at the same physical location as the instructor over 50% of the time.

3. Scheduling Service Learning

• Courses approved for SL are coded on the Course Master File.
• To code a section as SL for a specific semester complete the Request for Service Learning Designation on Course/Section File form.

4. Scheduling Special Course Fees

• For special course fees which need approval, fill out the UWEC form.

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Updating the Schedule On-line

1. Entering Rooms, Days and Times:

1. Use only military time. Computer will not accept regular time or a.m./p.m. notations.
2. Use alphabetical characters M,T,W,R (Thurs), F,S,N (Sun) to indicate day(s) class meets.
3. Type the building code number first, then the room number. See code sheet for building codes.

Reminder

Be sure to put a zero in the first digit if the room number is not four characters.

4. If you do not have priority space available and want the scheduling coordinators to find a room for you, place all zeros in the building and room number fields. Code courses with the room features required. (See Attachment B.)
5. If the location of the course is arranged, consult Attachment B for the appropriate code.

2. Entering Instructors:

1. Enter the instructor UWEC ID# or email name in all caps. This information is interpreted so the faculty name will print.
2. If the course is team taught, list all instructors’ UWEC ID#’s and teaching percentage. Each section must equal 100%. The system defaults to 100%; it’s only necessary to update percentage taught if there is more than one instructor.

Reminder

UWEC ID# for "Faculty" is 9999999* (seven digits plus and asterisk)

3. Updating Class Information

CLASS SIZE (regular and overload)

Has been rolled over, but may be updated.

Reminder

Sum total of all lab sections must equal the total class size on the matching lecture sections.

FALL SEMESTER ONLY!! Please update freshman reserved for 100 and 200 level courses.

START WEEK

Refer to Attachment A. For courses which meet less than the full semester, determine both the start week and length of course. Enter the month, date, and year the course begins and ends. Be sure to match the days the course meets with the dates.

Reminder

Use the two character number for the month, day, and year.

CREDITS

Update credits for those courses which have been approved as variable, yet will be offered as a constant number of credits.

UNDERGRAD / GRAD COURSES

Split level courses, (both undergrad and grad) will automatically print as double numbered in the class schedule. If section is undergrad only, overtype a zero in the grad division field which contains a 6.

PERMISSION REQUIRED

Type the appropriate two-digit number in this field. Refer to Attachment D for options available.

Reminder

If permission required is coded on the Course Master File, it will appear on-line. If you need to change the permission required for one semester only, you may do so on-line. If you need to change it indefinitely, you must notify the Scheduling Coordinators.

PROBLEMS / PROOFREADING

If problems occur, refer to Attachment C. This gives on-line error messages and some things that can be checked to remedy the problem.

Schedules are available on the web for proofreading at: https://web.uwec.edu/registrar/InterfacePages/schedule.htm

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Summer Session Schedule-Building

Scheduling Meeting Times:

1. All courses must begin at one of these scheduled starting times to avoid student scheduling problems and inefficient use of classrooms.

8:00	10:30	1:00
9:15	11:45	2:15

2. No course may be offered for more than one credit per week of instruction. (This does not prohibit a student from being approved to earn more than one credit per week.)
3. Care should be exercised (and demonstrated) that short courses serving the same population do not overlap in week(s) of offering. (The "normal load" for students is one credit per week for short courses.)
4. One and two week courses may not be scheduled during the week which includes the July Fourth holiday if the holiday is observed on a week day.
5. Depending upon the credit value, students must spend a net time in class each day. Use the chart below, based on a five day week, to figure necessary time

	3 cr.	2 cr.	1 cr.
8 wk course	65 min	(40) min	(20) min
4 wk course	120 min	80 min	(40) min
3 wk course*	160 min	110 min	55 min
2 wk course*		160 min	80 min
1 wk course*			160 min
*Courses of this length are allowed only in the three week session, unless approved by Dean.

6. For 5 credit or higher courses, add times for whatever length and credits match your course. Example: a 5 credit course for 8 weeks would be figured by adding 3 credits = 65 minutes = 2 credits = 40 minutes = 105 minutes total.
7. 800 minutes for lecture/discussion (1600 minutes for lab/studio) is the standard time required for each credit.
8. For labs and studios that have two to one contact, double the time.
9. Desired breaks must be added to class time.
10. Variations from the scheduling guidelines must be approved by the Dean of the College offering the course.

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Attachment A: Week Numbers

SUMMER 2009: 200897			WINTERIM 2009: 200893
Week#:			Week#:
01	051809-052209		01	010509-010909
02	052609-052909		02	011209-011609
03	060109-060509		03	012009-012309
04	060809-061209
05	061509-061909
06	062209-062609
07	062909-070309
08	070609-071009		SPRING 2009: 200895
09	071309-071709
10	072009-072409		Week#:
11	072709-073109
			01	012609-013009
			02	020209-020609
			03	020909-021309
FALL 2009: 200901			04	021609-022009
Week #			05	022309-022709
01	090209-090409		06	030209-030609
02	090809-091109		07	030909-031309
03	091409-091809
04	092109-092509		SPRING BREAK 031609-032009
05	092809-100209
06	100509-100909		Week#
07	101209-101609
08	101909-102309		08	032309-032709
09	102609-103009		09	033009-040309
10	110209-110609		10	040609-040909
11	110909-111309		11	041309-041709
12	111609-112009		12	042009-042409
13	112309-112709		13	042709-050109
14	113009-120409		14	050409-050809
15	120709-121109
Finals Week 121409-121809			Finals Week 051109-051509

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Attachment B: Code Sheet

MEETING ARR CODES 1= Time and Day ARR 2= Time ARR 3= Day ARR		LOCATION ARR CODES 1=Arranged on-campus 2=Arranged off-campus 3=Online/Web
TEMPORARY CLOSED CODES 1= Cancellation Pending 2= Meet Time Change Pending 3= Mass Change Pending 4= Faculty Pending 5= Level Section Enrollment 6= Dept. Approval Required 7= All Pre-assignments Taken 8= Hold for DE Registration 9= Other		SPECIAL CATEGORY CODES CP=Capstone Course FR=Freshman Experience IN=Internship
OVERRIDE COURSE MEETING 01= Continuing Education OK on-campus 02= OK less than 50 min 03= OK more than 250 min 04= OK does not meet every week 05= OK for off-campus to meet on-campus 06= OK for intentional conflict		OFF-CAMPUS LOCATION CODES 284= Marshfield, WI 276= St. Joseph’s Hospital, Marshfield, WI 389=World Wide Web
BUILDING CODES B= 220 CS= 200 FA= 070 HHH= 120 HSS= 090 HT= 430 L= 040 MPE= 060 MPE= 061 (2nd digit of rm # is >6) NUR= 080 NUR= 081 (2nd digit of rm # is >5) P= 030 P= 031 (2nd digit of rm # is >6) SSS= 050		ROOM FEATURE CODES 24=Fixed Seats 25=Tables and Chairs 26=Moveable Seats 27=Lab Bench 28=DVD Player 29=Resident Computer 30=Resident Computer - Mac 31=Document Camera 33=Slide Projector 35=VCR 36=Video Data Projector 39=Markerboards

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Attachment C: On-Line Error Messages

A. Check Log-in if you get any of these messages:
	1. "*INVALID CONTROLID, SEE EXAMPLE BELOW" 2. "*KEY MUST MATCH CONTROLID ON AN ADD" 3. "*INVALID INQUIRY REQUEST" 4. "*PAGE REQUESTED DOES NOT EXIST" 5. "*YOU DO NOT HAVE ACCESS TO THIS PAGE"
B. These messages will appear before an update is made. These are informative messages.
	1. "*YOU MAY NOT UPDATE THIS PAGE" 2. "*NO RECORD FOUND; DATA FROM MASTER"
C. These error messages are called Fatal errors, meaning that none of the data has been added to the mainframe and must be corrected before you go on to the next course."
	1. "*LOW CREDITS MAY NOT BE >HIGH CREDITS" 2. "*NEED BEGIN-TIME WITH END-TIME" 3. "*NEED END- TIME WITH BEGIN-TIME" 4. "*END-TIME / BEGIN-TIME" 5. "*CRSE MEETS <50 MIN; OVERRIDE NEEDED" 6. "*CRSE MEETS >250 MIN; OVERRIDE NEEDED" 7. "*TIME NOT ALLOWED FOR ARRANGE CODE" 8. "*DAYS MUST BE SPACES FOR ARRANGE CODE" 9. "*BLDG OR RM NOT ALLOWED WITH ARRANGE" 10. "*INVALID DATA CHARACTERS IN FIELD" 11. "*VALUE IS INVALID"
D. These messages are also fatal, but you will need assistance from the Scheduling Coordinators before you can continue: call 36-3838.
	1. "*BEGIN-DATE PRIOR TO START OF TERM" 2. "*NUMBER OF DAYS IN FLD 500036 EXCEEDED" 3. "*NO UPDATE-MASTER DOES NOT EXIST" 4. "*COURSE-MASTER RECORD MUST BE CREATED" 5. "*COURSE-TITLE RECORD MUST BE CREATED"
E. This message is informative, but will appear after you send data to the mainframe.
	1. "*NO CHANGES FOUND" (You didn’t make any changes or you made changes and then changed back before transmitting.
F. This message is your guide to success.
	1. "*UPDATE COMPLETE"

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Attachment D: Codes for Permission Required, Preassignment, & Clearance

1. PERMISSION REQUIRED CODES:
	01- DEPARTMENT PERMISSION REQUIRED 03- APPROVAL REQUIRED - HONORS, SSS 209 04- APPROVAL REQUIRED - ASC, OL2112 05- INSTRUCTOR APPROVAL REQUIRED 07- GET FORM FROM DEPARTMENT OFFICE 08- GET FORM FROM ACS, S 230 09- NEEDS APPROVAL INTERNATIONAL ED, S111 10- (NO MESSAGE PRINTS IN CLASS SCHEDULE, USED FOR MGMT 449 ONLY FOR CLEARANCE) 11- APPROVAL REQUIRED- SW ADVISOR 12- (NO MESSAGE PRINTS IN CLASS SCHEDULE, BUT COURSE IS PRE-ASSIGNED FOR THEA ONLY) 13- SEE NOTE ABOVE RE: PRE-ASSIGNED 14- CONSENT OF INSTRUCTOR 15- CALL CONTINUING EDUCATION, 836-2538 16- CALL CONTINUING EDUCATION, 836-5843 17- RESTRICTED/PREASSIGNED - DEPARTMENT 18- RESTRICTED/CLEARANCE BY DEPARTMENT 19- CLEARANCE BY DEPARTMENT 20- CALL CONTINUING EDUCATION, 836-3636 24- APPROVAL REQUIRED, ASC, OL 2112 25- CLEARANCE BY INSTRUCTOR 26- PERMISSION OF COMP DIR, HHH 430 27- CLEARANCE BY COMP DIR, HHH 430 28- Clearance by Registration Services
2. PRE-ASSIGNED V. CLEARANCE:
	PRE-ASSIGNED MEANS:
	1. Student is guaranteed a seat, regardless of reg. priority. 2. Automatic overload if the class is closed. 3. Permission at section level; must enter specific section(s) on /518. 4. Department must monitor number of permissions given so as not to exceed approved class size.
	CLEARANCE MEANS:
	1. Student is cleared to take a course on a space-available basis as determined by registration priority. 2. On-line system hold to regular class size set. 3. Permission at course level unsectioned; no section on /518. 4. System monitors established class size, so dept. can give more clearance than seats available.
PRE-ASSIGNED CODES 01- Dept. 03- Honors 04- Dev. Ed. 05- Instructor 12- Don’t Use (THEA only) 13- Comment Above 15- Continuing Education (A&S) 16- Continuing Education (Educ) 17- Restricted/Preassigned Dept. 20- Continuing Education 24- Collegiate Bridge 26- ENGL/Pre-assigned Dept		CLEARANCE CODES 07- Dept. 08- ACS 09- Int’l Ed 10- Business Advisor 11-Social Work Advisor 18- Restricted Dept. Clearance 19- Restricted Dept. Clearance 25- Clearance by INSTRUCTOR 27- ENGL/Clearance by Dept 28- Clearance by Registration
MISC. 14- Consent of Instructor not enforced by on-line system

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Attachment E: Computer Lab Guidelines

There are 9 general access computer labs which may be scheduled/reserved for classes (B 50, 54; HFA 275; HHH 107, 201, 218; MPE 198D; P 219; SSS 210). If you wish to schedule the labs for your instructors, complete a blue COMPUTER LAB SCHEDULING REQUEST FORM and return it to the Registrar’s office. The Registrar’s office will schedule use of the labs as part of the schedule building process and throughout the semester.

Establishing guidelines for scheduling the general access computer labs will provide the following benefits:

• Flexible and equitable availability of general access lab resources
• Timely and effective communication with faculty and students regarding individual lab availability
• Timely and effective planning for faculty, students, the lab management team, and the computer maintenance group, etc.
• Timely and effective setup of computers for use of discipline specific software

The following guidelines will be used in scheduling the computer labs:

1. During schedule building, credit-bearing instructional use has scheduling priority over other lab uses, such as BITS workshops, ITM faculty/staff workshops, non-credit uses, etc. After the class schedule has been published on the web, labs will be scheduled on a first-come, first-served basis.
2. To guarantee that your reservation appears on the weekly posted schedule, computer laboratories MUST BE RESERVED BY 10:00AM ON FRIDAY of the week before the lab will be used. Contact the Scheduling Assistant in the Registrar’s office for lab reservations, 836-2940.
3. Computer laboratories should be used ONLY for student hands-on instruction. Software demonstrations should be done in regularly scheduled classrooms.
4. Computer laboratories may not be reserved for exclusive use of a particular class outside the regular meeting time of the class.
5. In the event of conflicts, the Registrar’s office will work with requesters to attempt to meet instructional needs.
6. Faculty who have scheduled a lab and then will not be using that lab, should call the Scheduling Assistant (836-2940) to cancel the reservation as soon as the faculty member is aware that the lab will not be needed.
7. If scheduled instruction in a lab can co-exist with general access use, instructors are encouraged to allow non-class walk-ins.
8. If a course with a computer lab teaching component is revised, contact the Scheduling Coordinator in the Registrar’s office before submitting a schedule revision to discuss available alternatives.
9. Indicate on the computer lab request form if a lab is required for the final examination.

If you have any question regarding the microcomputer labs or their scheduling, please call the Scheduling Assistant at 836-2940.

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Attachment F: Guidelines for Designating the Term

1. If a course begins and ends within the boundaries of any given term, then it must be in that term.
2. If a course begins after summer session ends, but ends before fall classes begin, then the course is a summer course.
3. If a course begins in one term and ends in the next term, then the term is determined by when the majority of the course is offered.
4. If a course resides in equal amounts of multiple terms, then it will be placed in the first term.

Exceptions to these rules will be determined by the Registrar's office.

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Attachment N: "Home" departments for courses with multi-disciplinary prefixes

The "home" departments are responsible for administration of the following:

1. Course Master File / Curriculum Decisions

• Periodic review of existing courses
• Changes in course master file data
• Catalogue copy

2. On-line schedule-building and revisions

• Ordering of textbooks
• Communication with the appropriate Dean's office (or Deans' offices)

3. Registration

• Granting permissions such as class size overloads, pre-assignments, exceptions to restrictions (page /518 updates)

4. Records

• Determination of transfer equivalency

HUMS
101	Art & Design
102	English
103	Philosophy/ Religious Studies
110	Foreign Languages
120	English
210	English
301	History
IDIS
100	Social Work
103	Music and Theatre Arts
151	College of Arts and Sciences
152	College of Arts and Sciences
153	College of Arts and Sciences
154	College of Arts and Sciences
155	College of Arts and Sciences
201	Management and Marketing
230	Career Services
260	Music & Theatre Arts
301	Psychology
302	English
310	Physics and Astronomy
325	Nursing
348	Curriculum & Instruction
351	College of Arts and Sciences
352	College of Arts and Sciences
353	College of Arts and Sciences
354	College of Arts and Sciences
355	College of Arts and Sciences
380	McNair Program office
381	McNair Program office
410	Music and Theatre Arts
480	McNair Program office
481	McNair Program office
CPSC
300	Physics and Astronomy

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