Banner Class Scheduling Guide...Sep 10, 2019 · formation that can be modified after schedule closing, see page 17. 4. Term Setup - Office of the Registrar prepares the semester

Banner Class Scheduling Guide

Banner Class Scheduling Guide 2

Office of the Registrar Banner Class Scheduling Guide

(Updated September 10, 2019)

Table of Contents Schedule Timeline .......................................................................... 3 Call to Schedule ............................................................................ 4 Creating a Section (SSASECT) ....................................................... 5 Course Section Information Tab ........................................ 6 Section Enrollment Information ........................................ 8 Meeting Dates & Times ..................................................... 9 Meeting Location & Credits ............................................. 10 Add An Instructor .............................................................. 11 Canceling A Section ..................................................................... 12 Section Comments (SSATEXT) ..................................................... 13 Schedule Pre-requisites (SSAPREQ) ........................................... 15 Rooming Preferences .................................................................. 16 Schedule Changes ....................................................................... 17 Room Definitions (SLARDEF) ...................................................... 18 Waitlist Information ...................................................................... 20 Useful Banner Screens………………………………………………………..21

Revised 8/2020 MMT


1. Curriculum

to Dean Closes

2. Class Schedule Opens For Follow-

ing Term

3. Class

Schedule Re-stricted

4. Term Set-up

5. Rooming Preferences

6. Optimization

7. Schedule Published to

Web

9. Census

10.Finals Rooming

11. Withdraw

12. End of Term

Process

Scheduling Timeline

*For specific dates, refer to the Call to Schedule and Academic Calendar.

Below is a general timeline of important dates and deadlines in comparison to the academic semes-ter.*

1. Curriculum to Dean Closes - Curriculum updates can no longer be submitted to dean by the department.

2. Class Schedule Opens - The schedule is rolled from the previous year and departments are able to make addi-tions and modifications to sections.

3. Class Schedule Restricted - Departments are no longer able to make changes to the schedule. For specific in-formation that can be modified after schedule closing, see page 17.

4. Term Setup - Office of the Registrar prepares the semester for student registration.

5. Rooming Preferences - Preferences sent by Departments are programmed in preparation for rooming (Optimization)

6. Optimization - Office of the Registrar assigns rooms to all classes.

7. Schedule Published to Web - Class schedule published for students to begin planning.

8. Start of Term - Semester begins for students.

9. Census - Last day students are able to make changes to their schedules for full term.

10. Finals Rooming - Office of the Registrar begins rooming classes that require finals. Summer semester does not have finals.

11. Withdraw - Deadline for students to withdraw from a section.

12. End of Term Process - Office of the Registrar runs procedures to close out the semester.

8. Start of Term


Call to Schedule

A new Call to Schedule document is created every semester, which outlines all the important dates and deadlines each department need to be aware of. The document is reviewed with the as-sociate deans to assure there is adequate time for each procedure to be completed. The docu-ment provides detailed information on scheduling policies/procedures and can be found on the Of-fice of the Registrar’s MSU Denver webpage, under the “Class Scheduling” section at the link pro-vided https://msudenver.edu/registrar/facultystaffservices/classscheduling/

Call to Schedule Dates & Deadlines Table Example

Dates and Deadlines

Class Schedule entry Begins

Curriculum changes due to Dean

Class Schedule Entry Restricted (see guidelines below)

Departmental Rooming Spreadsheet due to Registrar’s Office (mandatory submission for every department)

Rooming Process – No Class Adjustment Forms processed until rooming is completed

Class Schedule Refresh from Banner Catalog

Publish Class Schedule in Banner to Web

Shared Course Information Entered (CU, CCD)

Priority Registration Begins

Classes Begin (16-week full term)


Class information can be found on the Banner Schedule page, SSASECT. To pull up a class that is offered for the semester, type the term code and the CRN of the class into the key section on the page. Click on the “Go” button (Alt + PgDn) to populate the class details. The term codes are the year plus 30 for Spring, 40 for Summer and 50 for Fall). Example of Term code: Spring 2019 = 201930 Summer 2019 = 201940 Fall 2019 = 201950 Schedules are available to view and can be updated as soon as the semester is created and rolled in Banner. Prior semester’s schedule information is rolled as a template for the new semester (fall to fall, spring to spring, summer to summer). Before adding any new sections, check the schedule da-ta to see if previous sections exist by running a query in the Schedule Section Query page, SSASECQ . To run a query, you can search any field you need by choosing from the drop down menu in the Add Another Field box. Click on the Go button or press the F8 key to execute the que-ry . To run a different query press the Filter Again button on the top right side.

Creating a Section (SSASECT)


Schedule page (SSASECT) To create a new section, first enter the term code, then click on Create CRN or type “ADD” in the CRN box and click on Go (Alt + PgDn).

Course Section Information Tab

Fill in the information regarding the class being created. You can search for available options by clicking the search menu icon on the right side of the field. Subject - Type in the appropriate subject prefix Course Number - Type in the course number Title - The course title will automatically populate. Do not change the title of a course. Section - Type in the three digit section number (e.g.001, 002, 003, etc.). If the section already ex-ists, you will receive an error message in the top right corner. Campus - Type in the campus code of the section (e.g. M = Main; I = Online; O = Extended Cam-pus). Status — Type in the status of the class (e.g. A = Active; C = Cancelled). Schedule Type - Type the approved schedule type for the course. Instructional Method - Enter instructional method. Keep in mind, that your instructional method should be relevant to the campus code being used. Refer to the Undergraduate Studies Curricu-lum Manual for more details on instructional methods and usage, h ps://www.msudenver.edu/media/

content/curriculum/documents/CurriculumManualforUndergraduateStudies2020.pdf Grade Mode - Input the appropriate grade mode for the class.

Creating a Section


Creating a Section Course Section Information Tab Special Approval - If you need to restrict registration to approved students, most departments use the “DP” special approval code as a restriction. If you have a specific special approval code that was created for your department, you can enter it in this field. Part of Term (POT)- Enter the appropriate part-of-term for the section. Save your work by clicking the save button in the bottom right corner or pressing the F10 key. A CRN will be created for the new section and will appear within the CRN field.


Section Enrollment Information Tab Ensure you are on the Enrollment Details sub-tab. The Reserved Seats sub-tab is rarely used. Maximum - Type in the maximum enrollment number for the class. If the class is pre-assigned to a classroom, make sure the maximum enrollment does not exceed the maximum seat count of the classroom being used. Check the Room Definition page (SLARDEF) for room capacities. Waitlist Maximum - This is where the waitlists seat count is set up. Type in the number of waitlist seats that will be allowed for the class. It is best to set up a high waitlist capacity in order to not discourage students from adding themselves to the waitlist. Keep in mind, if students are ab-sorbed from the waitlist, the maximum should not exceed the maximum seats allowed of the class-room being used. Save your work by clicking the save icon on the bottom right or pressing the F10 key.

Creating a Section


Meeting Dates & Times From the Section Enrollment Information tab, click on the next section arrow or (Alt + PgDn), or click the Meeting Times and Instructor tab. Meeting Type CLAS is the default meeting type. CLAS is for on campus courses. Online classes use the meeting type ONL. The Start Date, and End Date fields will be populated based on the part of term that was selected. Tab through the date fields until the dates populate in the “Start Date” and “End Date” fields, then choose the appropriate days of the week by clicking the checkboxes. Start Time/End Time - Class start and end times are entered using military time format ( e.g. 1300

Creating a Section


Creating a Section

Meeting Location & Credits Continue to tab past the times to the Meeting Location and Credits sub-tab or click on the tab to view the class building and room information. Building - Type in the building code the class will be offered in ONLY if you have permission to pre-assign in the space; otherwise, leave the field blank. A building will be assigned during the rooming pro-cess (optimization). Room - Enter the room code the class will be offered in ONLY if you have permission to pre-assign in the space, otherwise, leave the field blank. A classroom will be assigned during optimization. Override Indicator - Never override a room conflict unless the following exception applies. Exception: The class is cross-listed and pre-assigned into a room with another section. An “O” can be entered here to override a room conflict. If the cross-listed section is not pre-assigned into a classroom, do not place an “O” in the field. Hours Per Week - This field is populated automatically if there are start and end times being used. If there are no meeting times, type a zero (0) in the field. Session Credit Hours - This field is automatically populated by the Session Credit Hours field on the Sec-tion Details page. Save your work by clicking the save icon or pressing the F10 key. Note: the following building and room codes: ONLINE for online courses SYNCH for synchronous online courses OFFCMP for off campus courses


Creating a Section

Add An Instructor Click on the Meeting Times and Instructor tab; click on the first row of the Instructor field. Session Indicator - Tab through this field. ID - Enter the instructor’s ID number here. If multiple instructors are added, the Percent of Re-sponsibility field needs to be modified in order to reflect the correct information. Percent of Responsibility - If there is one instructor, set this at 100. If there are two, set each at 50, and so on, unless the department states otherwise. It is possible to have each professor set to 100. The total should not be less than 100. Dependent cross listed courses are the only expecta-tion. Primary Indicator - If multiple instructors are added, one must be assigned the primary instructor. This instructor will have the ability to submit final grades at the end of the class. Override Indicator - For cross-listed classes click this box to override the instructor’s time conflict.


Canceling a Section

Before Schedule Restriction Departments are allowed to cancel sections that will not be offered for the semester by changing the status code to “C”. Since there are no registered students at this point in time, no further steps are needed. Classes that are cross-listed can only be canceled by the parent department and they must cancel all the cross-listed sections .

After Schedule Restriction Once schedule is restricted, departments must request class cancellations by submitting a Class Adjustment Form. A special approval code of “CL” must be added to the “Special Approval” field prior to submitting the form in order to prevent students from further registration. Once the form is received and processed by the Office of the Registrar, the class status will be set to “C”. This will notify students who are registered of the cancellation before they are removed from the section. It is important to list any cross-listed sections on the Class Adjustment Form in the “Other” section in order to cancel all sections and notify all students registered.


Section Comments (SSATEXT)

Classes can have extra text added when specific information is necessary for a section. This type of information can be added on the SSATEXT page. Term - Code of the term for which the text is in effect. CRN - CRN of the section for which the text is for. Only one of the available options should be used: Section Text Block - Use this block to enter comments ( up to 60 characters per record) for the section specified in the CRN key block. Section Long Text Block - Use this block to enter or cut and paste lengthy information about a section (up to 32,760 characters per long comment). The comments button allows you to open a Banner editor window to display, search on, and edit the text. * see page 14 for suggested online class notes Save your work by clicking the save icon or pressing the F10 key.


On Line Class Note Suggestions

Online

Definition: Instructional activity that occurs 100% online with no supplemental instructional activity occurring in class. Online courses are charged 4 out of 10 mandatory fees: Student Affairs Fee, Immunization Fee, Metro Bond Fee, and Phoenix Center Fee.

Banner coding: The correct Instructional Method is "ONL" (Online). The correct Campus Code is "I" (Online). On the Meeting Times tab of SSASECT, the Building should be ONLINE; the room is blank. The class note (Section Long Text in SSATEXT) should include:

Online classes do not require students to come to the Auraria Campus for instruction. Students may access online classes via Blackboard Learn: https://msudenver.edu/studenthub/. The following mandatory student fees will apply: Student Affairs, Immunization, Metro Bond and Phoenix Center (fees are based on per credit hour).

Hybrid

Definition: Instructional activity that is relatively equally divided between in-class and online. There are no online fees for Hybrid classes. Howev-er, there are mandatory student fees.

Banner coding: The correct Instructional Method is "HYB" (Hybrid). The correct Campus Code is "M" (Main). On the Meeting Times page of SSASECT, the 1st line should indicate the Days and Times the class will meet on campus. The 2nd line

should simply have the Building as HYBRID; there is no Room. The class note (Section Long Text in SSATEXT) should include:

Hybrid classes are equally divided between online and having a face-to-face component. Please be sure to read your sched-ule carefully to understand when the class meets. Students may access hybrid classes via Blackboard Learn: https://msudenver.edu/studenthub/. Mandatory student fees will apply; please visit the Office of the Bursar for a list of fees: https://msudenver.edu/bursar/bursar/.


Schedule Pre-requisites (SSAPREQ) To see the pre-requisite set up for a section, from the main SSASECT page, click the Related icon in the top right and select the Schedule Pre-Requisites (SSAPREQ) option. This will take you to the section pre-requisite screen page. To review the current pre-requisite set up for the sec-tion, click on the “go” button (Alt+ PgDn) then click on the “Section Test Score and Prerequisite Restrictions” tab or (ALT+ PgDn) or the next section arrow . Class and test pre-requisites will populate in the fields.

If there are any discrepancies with the pre-requisites, please contact the Office of the Registrar. It may be possible that curriculum packets that were submitted will require updates or modifications


Rooming Preferences

Every semester, prior to the Office of the Registrar starting the rooming process, departments must pro-vide rooming details for their schedule. This information is then programmed in our rooming software for the optimization process. The Department Rooming Information spreadsheet, can be found on the Office of the Registrar’s MSU Denver webpage, under the Class Scheduling section. https://msudenver.edu/registrar/facultystaffservices/classscheduling/.

Completed spreadsheets must be submitted to [email protected] by the schedule

closing date in order for requests to be completed in time for optimization Listed below are brief descriptions on the different areas of the spreadsheet: ADA - Human Resources approved ADA accommodations only. Cross-list - Classes that will be in the same space and need a cross-list code created in Banner, need to be noted in this section. Departments should review their cross-listings to assure all are accounted for. Both the parent department and the cross-list department should list the cross-listed courses.

Please note: Cross-list total enrollment determines the total maximum enrollment, once a class is cross-listed a Class Adjustment Form will need to be processed if changing the maximum en-rollment in a cross-listed course.

Special Requests - Requests for room preferences or specific specifications that are needed in order to teach a class, can be noted in this section of the spreadsheet. Will be honored if possible. These are programmed by professor name. Stacked - Classes that will share a classroom space but are not officially cross-listed, should be noted in this section.


Schedule Changes

Every new semester that is created in Banner is rolled based on the template of the previous corresponding semes-ter. For instance, a fall semester is based on the previous fall schedule. There may be cases in which departments want to make changes to sections and can do so themselves all the way up to schedule restriction. After the sched-ule restriction date, only limited information can be updated by the department. The following information can be updated after the schedule closes:

Instructor

Special Approval, DP – See Department

Waitlist (Do not overbook your rooms.)

Text/notes

Max enrollment (if it stays within the room capacity)

Any cross-listed courses will require a Class Adjustment Form when increasing enrollment.

Create or update an online class/section, or one that does not require a room. If changes need to be made after the schedule closes, a Class Adjustment Form must be completed and ap-proved with the proper signatures from the chair and dean’s office. The dean’s office will then forward the form to the [email protected] email address, where the Office of the Registrar will review and manually make the changes or additions in Banner and EMS systems for the semester. The following information updates will re-quire a Class Adjustment Form to be completed:

Meeting days/times

Location

Instructional Method* (e.g. “ONL” Online, “FTF” Face to Face, etc.)

Schedule Type* (e.g. “L” Lecture, “B” Lecture/Lab, “I” Independent Study, etc.)

Cancelling courses

When the course cancellation is completed by the Office of the Registrar a notification will be sent out automatically to the students who are dropped.

If the course is cross-listed, only the owning department needs to submit a class adjustment. Please list all CRNs in the options box.

Adding courses/sections.

For adding cross-listed courses, class adjustment forms need to be completed by all departments in the cross-listing. The “owner” notifies the other departments of scheduling and changes but does not com-plete the forms for those departments.

Adjusting enrollment capacities when max enrollment exceeds room capacity, requiring a new room

Any cross-listed courses will require a Class Adjustment Form when increasing enrollment. Once there is registration for a course Banner does not allow changes to:

Instructional method

Schedule type

Campus

Part-of-Term These items require canceling the class and creating a new section for students to register themselves for. A Class Adjustment Form is required.


Room Definition (SLARDEF) The SLARDEF page in Banner gives you details on the different classrooms and spaces on campus that MSU Denver uses. To bring up a classroom in SLARDEF, you must enter the building code, room number, and semester you are reviewing the data. Description—This field will give you a small description of the classroom or space when available. Capacity & Maximum — This is the max capacity of the classroom and class enrollment size should not surpass this number. Room Type—This field will let you know if the space is a classroom. If the space is considered a meet-ing room, the “Other” radio button will be selected as well as the description showing it is a meeting room. College— This field will let you know which college the classroom is used by the majority of the time. Department—This field lets you know which department can pre-assign to the classroom. Status—this field will let you know if the classroom is currently available for use. Area( Square Feet) - This field will give you the actual area of the classroom space in square footage.


Room Attributes (SLARDEF) By pressing the Alt + PgDn keys or the next section arrow from the main SLARDEF page, you can navigate to the Room Attributes page. On this page, you are able to review the attributes of classroom. You will see: the school the room is allocated to If the room is proprietary or general assignment The type of room


COURSE WAITLISTS - WHO DOES WHAT

Academic Departments Registrar’s Office Students Schedule courses in Banner and

establish a waitlist cap for each section. It’s best to set a high wait-list cap in order to not discourage students from waitlisting.

Monitor waitlist activity to gain infor-

mation on demand for specific courses, formats, or time offerings.

Make decisions based on the infor-

mation, such as increasing the ca-pacity of the class to allow waitlist-ed student to register if space al-lows, (“absorbing” the waitlist), or scheduling new sections and en-couraging waitlisted students to register for them.

Each semester, set up registration controls in Banner, and set up the administrative waitlist controls.

Schedule waitlist processes to-

run hourly and ensure that the waitlist system is functioning cor-rectly and troubleshoot any is-sues as they arise.

Establish messages and directions

pertaining to waitlisting in the Reg-istration portal of the Student Hub.

Establish the language for the auto-

mated notification email, which I sent to students when they have permission to register.

Join waitlists through the Registra-tion portal in the Student Hub.

Check email daily to see if they re-

ceive a notification of permission to register, and if they do, register themselves through the Student Hub.

STUDENT WAITLISTING SEQUENCE

21

Useful Banner Screens

Banner Code Descrip on

SSASECT Schedule

SSASECQ Schedule Sec on Query

SFAREGS Student Course Registra on

SLARDEF Room Defini on

SSATEXT Sec on Comment

SSAPREQ Schedule Prerequisite and Test

Score Restric ons

SFIWLNT Waitlist No fica on Query

SFASTCA Student Course Registra on Audit

SHATERM Term Sequence course History

SHACRSE Course Summary

SFASRPO Student Registra on Permit‐

Override

SSAMATX Building/Room Schedule

SFAALST Class A endance Roster

SOAHOLD Hold Informa on

GUISRCH General Search

SOAIDEN Person Search

SGASTDN General Student

Banner Class Scheduling Guide...Sep 10, 2019 · formation that can be modified after schedule closing, see page 17. 4. Term Setup - Office of the Registrar prepares the semester

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