OPTIMIZED ACADEMIC SCHEDULING GUIDELINES SUNSET CLAUSE
These guidelines will be in effect for Fall 2019, Spring 2020, Summer 2020, and Fall 2020. Prior to scheduling Spring 2021, these guidelines may be renewed or adjusted by agreement between the VPAA and the Council of Chairs. In the absence of such an agreement, The Scheduling Guidelines will revert to the 2018-2019 academic year guidelines.
MYCSN ACADEMIC SCHEDULE DATA INPUT PROCESS
I. Compiling Academic Course Schedules
Every Academic Department Chairperson has the right to set their timeline for compiling faculty schedules, but must meet the deadlines of the academic cycle timeline.
A. Course Rotations
To assist students in building their class schedule, all course rotations must be publicly available.
Rotation information will be displayed for students in MyCSN, Degree Planner, and the CSN College Catalog.
A list of course rotations will be kept by the Office of Curriculum and Scheduling. Rotation changes should be submitted to the Office of Curriculum & Scheduling at Curriculum Email
II. Academic Schedule Rollover
Academic departments have the option to roll over their schedule or not. Academic departments do not need to roll over their entire schedule – via request, rollover may be done for specific courses only. It is the Academic Department Chair’s responsibility to manage the cleanup of rollover data. Uncorrected inconsistencies in rolled over data may cause delays or errors in course section room assignment.
Some examples include:
Rolled over Dynamic courses revert to the actual start/end dates of the semester.
Incorrect room characteristics.
Multiple meeting patterns that rolled over but are not needed.
The rollover period is published in the timeline for that semester's academic scheduling cycle.
A. Rolling Over Dynamic Course Sections
Dynamic sections that are rolled over to the actual semester start/end dates; they don not keep the DYN start/end dates.
B. Programs Changing Schools
If a program changes schools, they will NOT be able to roll over their academic schedule the first semester they are in their new school.
C. Academic Schedule Data Rolled Over
Faculty and other information (TA, etc.)
Sections with "Active" status
Start/end date (please see note above about DYN sections)
Class type (enroll/non-enroll)
Requested room capacity
Wait list capacity
D. Academic Schedule Data NOT Rolled Over
Associated class number
Sections with a status of "Cancelled", "Tentative", or "Stop Further Enrollment".
*Combined section is considered a "heavy duty review" meaning the margin for error is high. However, if te Administrative Assistant requests is and is trained, combined section CAN be rolled over.
III. MyCSN Full Access and Academic Schedule Data Input
Upon completion of the Academic Schedule Rollover period, Academic Department Chairpersons and Academic Department Administrative Assistants receive full access to MyCSN to modify rolled over course section data and input new course section data. The MyCSN Full Access and Academic Schedule Data Input period is published in the timeline for that semester’s academic scheduling cycle.
MyCSN Full Access does not include:
Combined Sections Table
Class Event Table
MyCSN Full Access for the Summer/Fall schedules end at 5pm on February 19 each year unless that date falls on a non-college workday (and the deadline would then default to the next college workday).
MyCSN Full Access for the Spring schedule ends at 5pm on September 19 each year unless that date falls on a non-college workday (and the deadline would then default to the next college work day).
A. Academic Course Section Numbering
The document “For Credit Academic Class Section Numbers” establishes the breakdown and meaning of section numbers. It is recommended that those inputting academic course schedule data confirm sections numbers are correct per this document.
Please note: After MyCSN Full Access is cut off, academic courses with incorrect section numbers must be cancelled and re-added in order to fix the section number.
B. Course Section Meeting Patterns
All course sections that meet in a general classroom should follow the course meeting pattern matrix. Exceptions will be dealt with by the Academic Department Chairperson on a case-by-case basis.
C. Enrollment Caps
Each section of a course should have a consistent enrollment capacity. Exceptions include but are not limited to priority rooms that have a student seat cap lower than the minimum course enrollment capacity or a class that was unable to be placed in a classroom during the scheduling process.
Chairs can alter enrollment caps and/or use "stop further enrollment" provided they started with consistent caps for sections of a course and provide a clear rationale for changes that need to be made.
D. Room Characteristics
Each course section must have ONLY one of the following required room characteristics codes selected in MyCSN (do not use the “magnifying glass,” please):
CSN AV Workstation Student PC (code 85)
CSN AV Workstation Student MAC (code 86)
CSN Smart Classroom (code 87)
Uncorrected inconsistencies in this data may cause delays or errors in course section room assignment.
E. Assigning Facility ID
1. Labs/Specialized Spaces
These are assigned by the Academic Department Chairperson.
2. General Classroom Spaces
These may be assigned through special requests, otherwise the Academic Department Chairperson should alert the Office of Curriculum, Scheduling, and Articulation to bind courses (for back-to-back situations).
General Classroom Special Requests
The Academic Department Chairperson may assign the facility ID ONLY for special requests. Assigning of the facility ID by the Academic Department Chairperson should be the exception, not the rule. Exceptions for individual academic department requests are handled on a case-by-case basis. Academic Department Chairs who have a special request should email the Office of Curriculum, Scheduling, and Articulation at Curriculum Email and title the email “[Semester] Schedule specification.”
F. Assigning Faculty
Academic Department Chairpersons may assign faculty as part of the MyCSN data build during MyCSN Full Access.
G. Semester Sessions
The fall and spring semester sessions are:
Regular (1) full-semester/16 weeks
8 week 1 (8w1) - 1st 8 weeks of the semester
8 week 2 (8w2) - 2nd 8 weeks of the semester
4 week 1 (4w1) - 1st 4 weeks of the semester
4 week 2 (4w2) - 2nd 4 weeks of the semester
4 week 3 (4w3) - 3rd 4 weeks of the semester
4 week 4 (4w4) - 4th 4 weeks of the semester
The summer semester sessions are:
Regular (1) full-semester/10 weeks
8 week 1 (8w1) - 1st 8 weeks of the semester
6 week 1 (6w1) - 1st 6 weeks of the semester
4 week 1 (4w1) - 1st 4 weeks of the semester
4 week 2 (4w2) - 2nd 4 weeks of the semester
Any course that does not fit within one of these sessions is considered Dynamic.
H. Dynamic (DYN) Courses
Dynamic courses need to be approved by the appropriate Academic Dean only once. Once approved, the dynamic course stays in place as approved until the Academic Department Chairperson alerts the Office of Curriculum, Scheduling, and Articulation of any changes.
Dynamic course sections may run a maximum of 18 weeks (per the Office of Financial Aid). For example:
Dynamic course sections may begin up to two (2) weeks prior to the official beginning date of a semester.
Dynamic course sections may conclude up to two (2) weeks after the official end dater of a semester.
Dynamic course sections may begin on week prior to, and end one week after, the official beginning and official end dates of a semester.
Dynamic course sections cannot be scheduled during spring break.
I. Scheduling at CSN Sites/Centers
Academic Department Chairpersons must work with each CSN Site/Center Coordinator when wishing to schedule academic course sections at that site/center. When completing this through email communication, the following recipients need to be included:
Scheduling Email (Registrar's Office)
Curriculum Email (Office of Curriculum, Scheduling, and Articulation)
Site/Center Coordinators have two (2) business days to respond to each request that is sent to them. If the Site/Center Coordinator is going to refuse a request, he/she must submit a reason why the request was refused.
J. Tentative Courses
Tentative courses may be added regardless of session. Online tentative course sections will be marked in MyCSN while in-person tentative course sections are NOT assigned a space until the department needs the course section to become active.
The waitlist capacity must be set to 25 students. Limited entry programs already granted an exemption will not be affected. Students will be limited to 9 credits of waitlist enrollment.
L. Close of MyCSN Full Access and Academic Schedule Data Input Email
The Office of Curriculum, Scheduling, and Articulation is responsible for sending out the following email to all Academic Department Chairpersons, Administrative Assistants, and Faculty:
“Full access for departments to add and modify courses for [place semester here] is now closed. Academic Department Chairpersons and Academic Department Administrative Assistants will be able to request limited changes to the [place semester here] schedule beginning [place date from timeline here].”
IV. 25Live Optimizer
The 25Live Optimizer uses the existing priority classroom assignments to place course sections in general classrooms. The 25Live Optimizer period is published in the timeline for that semester’s academic scheduling cycle.
V. Optimizer Review Period
Academic Departments will have one week to review their schedule and work with the Office of Curriculum, Scheduling, and Articulation to make any corrections. Problematic room assignments can be changed during this period by contacting the Office of Curriculum, Scheduling, and Articulation. The Optimizer Review Period is published in the timeline for that semester’s academic scheduling cycle. No Course Scheduling Forms are used during this period.
VI. MyCSN Limited Access
MyCSN Limited Access is granted to Academic Department Chairpersons and Academic Department Administrative Assistants to make minor changes to courses. Limited access begins immediately after the Optimizer Review Period. Limited Access ends, for fall and spring, at 5pm on the first Friday of the Four Week Fourth Session, and for summer, at 5pm on August 1.
A. MyCSN Limited Access includes:
Instructor, Administrative Assistant, and Department name changes.
Class status changes (active, cancelled, stop further enrollment, tentative)
Change enrollment cap
B. Courses - New/Modified/Cancelled
Sixteen Week, First Eight Week, and First Four Week Course Sections
The last day to add, modify, or cancel for these course sections is noon the Friday of Convocation Week.
2. Short-term courses
Short-term courses may be added up to the Friday of the first week of instruction by noon. The last day to modify or cancel short-term courses is as follows:
a. Second Four Week Session - Friday before the session begins
b. Second Eight Week and Third Four Week Sessions - Friday before the session begins.
c. Fourth Four Week Session - Friday before the session begins
3. Short-term courses and the Census date
Please note that any course section added to the schedule after the Financial Aid Census date will NOT be Financial Aid Eligible for students. Students who enroll after the Financial Aid Census date will not be eligible for Financial Aid even if the course section was opened for enrollment prior to the Financial Aid Census Date. There are some types of Financial Aid that will cover short-term courses. Please contact the Office of Financial Aid for clarification.
4. Courses and VA Students
Moving VA students from one class section, instruction mode, or semester session to another may cause the VA student issues. Please contact the Office of the Registrar for help with moving VA students.
C. Course Schedule Form
Requests for adding, modifying, or cancelling a course section must be done on a Course Schedule Form (CSF). These forms must be fully completed or they will be returned for corrections. Send completed forms to the Office of Curriculum, Scheduling, and Articulation at Curriculum Email and to the Office of the Registrar at Scheduling Email. All forms are tracked for reporting purposes.
D. Issues with a General classroom or reasons for requesting a classroom change
Acceptable Reasons - Asking for a Change to an Assigned Room
a. A faculty member has a documented disability or health-related issue that prevents the faculty member from reaching their next class in the minute break between classes.
b. It is completely impossible to teach a specific class in the assigned room (example - A class needs a computerized classroom but was assigned a basic classroom; a lab class was assigned a basic classroom instead of a lab space).
c. Technology or equipment issues must first be reported to OTS or facilities. Once all efforts to work with OTS and/or facilities has been exhausted, complete a Course Schedule Form (CSF) and include work order numbers in the Special Instruction section of the form.
d. Emergencies will be addressed on a case-by-case basis. Examples of emergencies are water leaks or power outages.
2. Unacceptable Reasons - Asking for a Change to an Assigned Room
a. A faculty member does not like the room.
b. The room is not a smart classroom (Please contact OTS and order a smart cart).
c. A class was cancelled so the faculty member would like to be back-to-back in the same room now.
d. It is not a good teaching environment or not conducive to learning.
e. I have always taught in that classroom.
a. If you wish to swap 2 classes, they must be within the same department.
b. Other reasons not found in these guidelines are reviewed individually, on a case-by-case basis.
E. Moving to a different room without permission
Faculty or Staff may not occupy a room they have not been assigned or do not have the
appropriate permission to use. This is a safety issue and will be reported to the Academic Department Chairperson.
SCHEDULING OTHER ACADEMIC-RELATED ACTIVITIES
Additional reservation will be added to the 25Live system for course-related activities. Additional reservations include:
- Facilitated study groups
- Supplemental instruction
- Open labs
- Class orientations
- Any other activity that is associated with a course
Additional reservations must be submitted to the office of Curriculum, Scheduling, and Articulation at
Curriculum Email using the Room Request for Academic Uses form. Please see the timeline for additional information.
All other reservation requests are considered “Non-academic events.” Please see “Non-Academic Events” below for more information.
A. Non-Academic Events
Non-Academic events are to be requested through the Events Management Office. You can find their information at https://www.csn.edu/eventrequest
. Non-Academic Events include:
- Student Club Meetings
ACADEMIC SCHEDULING MEETINGS
Academic Department Chairpersons, Deans, the Office of the Registrar, and other scheduling representatives will meet with the VPAA on a regular basis to discuss schedule trends and resolve issues related to scheduling.
ACADEMIC SCHEDULING COMMITTEE
This committee was created as part of CSN’s Strategic Enrollment Planning (SEP).
This committee will be made up of Academic Department Chairpersons and Academic Department Administrative Assistants with ex-officio members (who are non-voting) from the Office of Curriculum, Scheduling, and Articulation and the Office of the Registrar. The committee is facilitated by a member of the Office of Curriculum, Scheduling, and Articulation.
The committee must include at least one Academic Department Chairperson and one Academic Department Administrative Assistant from each Academic School. Membership continues until a member is no longer serving as an Academic Department Chairperson or Academic Department Administrative Assistant for the academic department/school he/she represents. When a voting committee member needs to be replaced:
a. The committee sends a request to the corresponding Academic Dean.
b. The Academic Dean submits possible replacement names to the committee.
c. The committee makes an offer to one of those choices.
This committee will regularly meet at least three times per academic semester to:
- Continue to address changes needed to the college's academic scheduling process in order to meet the college's mission, vision, values, and strategic plan.
- Review implemented changes as needed to make adjustments or to address outliers.
- Snapshot chart for times of day. Chart should be done by department and by priority space. First report should be generated two (2) weeks after priority registration opens followed by an updated report every 2-3 weeks after that until the semester begins.
- Utilization reports by priority room. Utilization is a measured as average hours occupied per week. Utilization will be measured at the end of the second week of the fall or spring semester. Utilization will be measured again as of the Friday of the thirteenth week of the semester and will be reported no later than the Friday of finals week.
Additional data reports will be created in conjunction with the Academic Scheduling Committee. This committee will also review reports from the degree planner software and make recommendations on whether these reports replace any of the reports mentioned above.
GOALS OF THESE GUIDELINES/LINK TO CSN STRATEGIC PLAN
The optimized scheduling guidelines help CSN continue facilitating student success through meeting parts of CSN’s strategic plan.
- Helps CSN meet its commitment to "A culture of accountability in which we (CSN) balance data-informed decision making with flexibility and responsiveness to stakeholders, individuals, and events."
- Helps CSN meet its commitment to "Environmental stewardship and public awareness of risks and opportunities for sustainability."
- Helps CSN meet its commitment to "Resource Development, Operational Efficiencies, and State-of-the-Art Technology that support on innovative and exemplary learning and working environment.
Goals/Outcomes of Optimized Scheduling
o Use data to create a class schedule that meets the needs of students.
o Ensure academic departments are scheduling a broad range of course offerings across a variety of days and times.
o Align course scheduling and delivery with the guided pathways across campuses and times.
o Schedule creation should make the best possible use of classroom and academic facilities by
a. Increasing classroom utilization hours from 30 to 36 hours per week and increase utilization of student stations in classrooms.
b. Increasing lab/specialized space utilization from 19 to 24 hours per week.
o Pursue NSHE, CSN, and national space utilization best practices.
A concept of scheduling where certain courses get scheduled before courses without a room get scheduled.
Space that may be utilized by any course not requiring specialized equipment to teach the course.
Space that may be utilized by specific courses requiring specialized equipment to teach the course. These spaces are not able to facilitate a lecture course that is unrelated to their specialized use.