SIS/Building Your Schedule of Classes - Overscheduled Times by Subject Report

This document outlines the purpose of the Overscheduled Times by Subject report, how to run it, and technical details that can assist with interpretation of the report.


Background

Per the campus Classroom Scheduling policy, “departments are expected to schedule an equal share of early morning and late afternoon classes throughout the day. To achieve this 1/7th, or approximately 14% of a department’s classes should be scheduled at each of the six prime time hours: 8:50, 9:55, 11:00, 12:05, 1:20, and 2:25. The remaining 1/7th should be scheduled using a combination of the 7:45, 3:30, and 4:35 class hours. Sections in excess of the distribution of class hours guidelines will receive a lower assignment priority.”

The Overscheduled Times by Subject report in SIS computes whether a subject is overscheduled at any prime time blocks. Curricular Services staff in the Office the Registrar use this report to deprioritize General Assignment (GA) classroom requests for a subject’s classes at the overscheduled time(s). Departmental curricular representatives can use this report during Initial Call to adjust the distribution of their classes across times of day to avoid having GA requests receive lower assignment priority. Lower assignment priority can result in assignments in non-preferred buildings and/or without requested room characteristics, or in some cases can result in no classroom assignment at all, especially at the most popular class times.

The Overscheduled Times by Subject report is used only as part of Initial Call for fall and spring terms. The report is not used during Final Call or after the schedule of classes is released, since the mass process of initial GA assignments has already been completed at these points in time. The report is also not used during Summer Call, since standard class times are not applicable in summer term.

Some departments that are the sole occupant of their building have been given permission from Curricular Services to pre-assign GA classrooms in their home building during Initial Call. These pre-assignments are considered requests and are not guaranteed. Pre-assignments can be overridden by Curricular Services as needed, including when a subject is overscheduled at a specific time. All departments, especially those using GA classrooms, are encouraged to make use of the Overscheduled Times by Subject report to ensure adequate time spreading.


Running the Report

Step 1

From Home, select: Curric & Enroll Rep WorkCenter > Resources tab > Queries
In the Queries section, select Overscheduled Times by Subject from the list.
Overscheduled subjects

Step 2

Selecting the report in the WorkCenter will launch a prompt for Academic Group and/or Subject. Enter your desired values then select OK.

Prompts for group and subject

You can specify a single Academic Group or enter the percent sign (%) to include all, and you can specify a single Subject or enter the percent sign (%) to include all. For example, entering Academic Group BUS with Subject % will return all subjects in the School of Business. Entering Academic Group % (or Academic Group L&S) with Subject 900 will return Sociology.

Do not leave Academic Group or Subject blank; enter a specific value or the percent sign for each.

Three-digit Subject codes can be found here. Three-letter Academic Group codes are as follows:

  • ALS, College of Agricultural & Life Sciences
  • AMN, Officer Education
  • BUS, School of Business
  • EDU, School of Education
  • EGR, College of Engineering
  • HEC, School of Human Ecology
  • IES, Institute for Environmental Studies
  • L&S, College of Letters & Science
  • LAW, Law School
  • MED, School of Medicine & Public Health
  • NUR, School of Nursing
  • PHM, School of Pharmacy
  • VET, School of Veterinary Medicine

Step 3

For the academic group or subject(s) entered at the prompt, the results will list any prime times where the subjects have more than 14% of their classes scheduled. The number of class periods in excess is reported along with the overall percentage in the overscheduled time block.

The report relies on a data view in SIS that is refreshed hourly (7 AM to 5 PM) each weekday during Initial Call. Review the Report Data Updated column in the results to see when the data were last refreshed. If you made updates to your scheduled classes after the report data were updated, those changes will not be reflected in the results until the data view is next refreshed.

Overscheduled results Finance

If there are no overscheduled times for the specified academic group or subject(s) as of the last data refresh, an empty row will display with the statement that “No matching rows were found.”

No results

Step 4

Results can be downloaded by selecting Download to Excel.

Download options for reports

Step 5

You may wish to re-run the report at various points throughout Initial Call. As you adjust your scheduled classes and add new class sections, times that your subject is or is not overscheduled may change.


Technical Details

Key aspects of the report should be considered to accurately interpret the results.

  • As noted above, the report relies on calculated fields in SIS, with data updated hourly (7 AM to 5 PM) each weekday during Initial Call. The data thus are not real-time, but a recurring process is scheduled to update the data regularly.
  • Combined class sections are included in calculations only for the primary subject.
  • Subjects with 10 or fewer class sections in the report are excluded from consideration. This is because when numbers are small, minor variations can cause large shifts in percentage calculations.
  • The scope of the Classroom Scheduling policy specifies that “space classified as a ‘classroom’ is subject to the scheduling policies contained herein.“ As such, the only classes considered in the report are those requesting or scheduled in rooms that the Space Management Office of Facilities Planning & Management has designated as a classroom (facility use code 110) and categorized as a classroom (subuse code 1104), seminar room (subuse code 1102), or lecture hall (subuse code 1106). Not included are other types of spaces that may be used for classes, such as conference rooms, assembly halls/performance spaces, or instructional laboratories; the facility IDs OFF CAMPUS and ONLINE are also excluded.
  • All classes requesting/pre-assigned to a GA classroom or assigned to a non-GA classroom (i.e., any classroom, seminar room, or lecture hall) are considered by the report. Thus, classes assigned to locally controlled spaces officially classified as classrooms are expected to comply with time-spreading expectations. This is because the Classroom Scheduling policy applies to all such classes, even though the deprioritization of assignments only applies to GA requests. Assignments in locally controlled spaces will not be adjusted by Curricular Services even if a subject is overscheduled at a prime time, but GA requests/pre-assignments may be adjusted.
  • Classes that span multiple time blocks, including those scheduled at non-standard times, are considered in the report through proportional calculations. For example, a class that spans the 8:50 and 9:55 blocks would be considered as meeting during both blocks, distributing portions of the total class time based on the number of minutes that the class meets during each block.




Keywords:registrar, Office of the Registrar, RO, curricular, room scheduling   Doc ID:121527
Owner:Kate K.Group:Office of the Registrar
Created:2022-09-26 09:08 CSTUpdated:2022-11-10 16:45 CST
Sites:Office of the Registrar
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