Class Scheduling Procedures

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Note: These instructions are for the SP15 and SU 15 semesters.

Step 1

September 23-26 Division Meetings: Major Program Chairs/Leads meet to identify spring and summer 2015 class schedule changes. Major Program Class Schedule Forms have been drafted for you by Academic Records based on:

  • Last year’s final class schedules.
  • Any recent Education Plan / Sample Course of Study changes for each program.

You will update a Major Program Class Schedule Form for first-year and second-year students in each major. Example:

  • EET General 1st year
  • EET General 2nd year
  • EET Biomed 1st year
  • EET Biomed 2nd year

1. If you have added a section of students, create a new Major Program Class Schedule Form for that group of students listing all classes on the Sample Course of Study from the back of their Education Plan.

2. If you have deleted a section of students, note “Section Deleted” on that Major Program Class Schedule Form.

3. Double check and make any updates or corrections on the Major Program Class Schedule Forms.

a. First-year student schedules need to follow 2014 Education Plan Sample Course of Study.
b. Second-year student schedules need to follow 2013 Education Plan Sample Course of Study.
c. Remove classes that are no longer offered.
d. Add new classes.

4. Use students’ completed education plans or the New-Degree Audit Report in CARS to determine how many students need each class. (See instructions in Article Jenzabar CX (CARS) System.)

5. The Math Class Pass Rates by Program Report in CARS can be used to project the number of current students who will pass their current classes and need the next math class and the number who will need to repeat their current class. (See instructions in Article Jenzabar CX (CARS) System.)

6. Fill in how many students need each class on each Major Program Class Schedule Form:

a. Major Program classes.
b. General Education classes and WLT classes.
c. Technical classes taught by other departments.

7. Make necessary class meeting time, instructor, section number, and room number changes.

a. Major Program classes.
b. General Education classes and WLT classes.
c. Technical classes taught by other departments.

8. There will always be some students who are not on schedule with their Sample Course of Study. You can include their General Education, WLT, and other Technical class need requests if you know them and/or deal with them on an individual basis during registration.

NOTE: If you don’t complete all of your class schedule forms today, they are due to Elaine next Monday.


Step 2 - FINALIZE SPRING AND SUMMER 2015 CLASS SCHEDULES

September 29 – Major Program Class Schedule Forms due from Major Program Chairs to Elaine if not completed at Division Meeting(s).

October 2 – Compiled Major Program Class Schedule Forms provided to General Education Department Chairs by Elaine Brandt.

October 2 through 8 – Work on CAT, CTG, and INT class schedules.

October 8 - General Education Chairs meet to finalize CAT, CTG, and INT class schedules and begin fitting the General Education class schedules for other programs together.

October 13 – Final CAT, CTG, and INT class schedule changes due from General Education Chairs to Elaine Brandt.

October 13 through October 24 – All work together to finalize class schedules for all other programs.


Step 3

October 15 - SP15 and SU15 registration for CAT, CTG, and INT students with 2nd 8 week internships.


Step 4 - SPRING AND SUMMER 2015 STUDENT PRE-REGISTRATION AND ENROLLMENT

October 24 – Chairs receive final Major Program Class Schedule Forms for students in each major.

October 27 through 31 - Based on final Major Program Class Schedule Forms, Chairs and/or Advisors prepare a Pre-Registration Enrollment Form for each student. DO NOT HAVE STUDENTS SIGN THESE FORMS. Once students sign them, they have assumed financial responsibility and an Add/Drop Form must be completed for changes.

Pre-Registration Enrollment Form.docx
Pre-Registration Enrollment Form.pdf

Note: If you have a group of students who will have the exact same class schedule, you may complete one Enrollment Form for them and provide Academic Records with a list of their names and Student ID Numbers.

October 31 - Return student pre-registration Enrollment Forms to the Academic Records Office.

SUMMER NOTES:

  • For students whose Education Plans don’t include summer classes, it is not necessary to pre-register them. However, you may submit a pre-registration Enrollment Form for students who already know what summer classes they want to take.
  • Submit pre-registration Enrollment Forms for students in summer internship classes ONLY if they have already secured internship employment.

November 3 through 11 – Academic Records pre-registers students by entering the information from student Enrollment Forms in CARS.

1. Elaine, Janet, and Department Chairs resolve any schedule issues or errors identified.

2. Students with holds on their accounts and/or class schedule conflicts will not be pre-registered and their pre-registration Enrollment Forms will be returned to the Advisors who signed them. See Article Holds on Student Accounts.

November 11 - Academic Records provides advisors a registration packet for each student that includes two copies of the Student Schedule and one copy of the Student Invoice. Pre-registration forms will be returned so advisors can compare them with Student Schedules to see any changes.

November 12 through November 26 – Student advising and enrollment.

1. If there are no class schedule changes, sign one copy of the Student Schedule and return it to the Academic Records Office.

2. If it is unavoidable that a student must change his/her schedule:

a. Consult the spring or summer 2015 class schedule to find open seats.
b. Complete an Add/Drop Form, sign it, and send the student to the Academic Records Office to have it processed.
c. Tell the student to notify the Financial Aid Office of any schedule changes and check for any impact on their financial aid award(s).

Note: Class schedule changes required for a second-year and certificate student to graduate in May will be given priority over first-year student schedules.

3. If a student is not returning for spring semester, complete a Non-Return Form with the student and return it to the Academic Records Office.

4. Students who were not pre-registered for summer classes, may register by completing an Enrollment Form. December 1 and 2 – Academic Records will remove current pre-registered students from classes if their signed Student Schedules haven’t been received.

December 3 through 9 – Current students can make schedule changes to seats that are now open at times they may prefer using the Add/Drop Form.

December 10 - Open SP15 registration for newly admitted (January start) students.


Forms

Major Program Class Schedule Form.docx
Major Program Class Schedule Form.pdf


General Education Class Schedule Form 091511.docx
General Education Class Schedule Form 091511.pdf


Fillable Major Class Schedule Form.pdf