Course Scheduling Information - Summer 2013
Contents
The following information is posted to help departments prepare for the summer 2013 class scheduling process. Please take time to carefully review this information. For questions, please call Academic & Classroom Scheduling at (541) 346-3225.
Who's the Summer Contact for Course Materials?
Academic and Classroom Scheduling in the Office of the Registrar is responsible for the collection of course information for summer term. All course edit reports and CMF are to be returned to Academic Scheduling. Questions about course materials should be directed to the Academic and Classroom Scheduling, at (541) 346-3225.
Deadline for Returning Materials
College of Arts & Sciences: December 14, 2012
CAS departments will be using the online summer planner application again this year, in lieu of paper forms. CAS will offer support and training for staff who would like it. Please contact Anna Puhn in the Dean’s Office (apuhn
uoregon [dot] edu, (541) 346-4441) if you have questions about the summer planner application. All summer budget and scheduling processes must be coordinated with the CAS Dean’s Office. Upon approval course changes will be forwarded to the Office of the Registrar no later than January 4, 2013.
All Other Colleges: January 4, 2013
Because the data entry for Summer Session is more complex than the regular academic terms, the staff in Academic & Classroom Scheduling in the Registrar’s Office will complete the data entry for summer session.
Preparing your Summer 2013 Course Edit Reports or Course Maintenance Forms
Getting Started
Review all courses on the schedule by running the course edit report SWREDIT or schedule proof report SWREGRP in Banner. Course edit reports can only be accessed from the Options menu at the top of Banner form SQASECT for summer term. Mark changes, corrections, or cancellations directly on the course edit report or schedule proof. It is critical that you indicate the exact dates each course will be meeting. If the course is scheduled to meet the standard weeks 1-4, 5-8, 1-8, or 1-11, you may simply mark these on the reports. All meeting dates must be specified. Simply cross out any courses that may need to be cancelled. DuckWeb registration checks for time conflicts; exact dates of classes will be crucial in order for students to successfully register for your courses! New courses should be submitted on a course maintenance form CMF.
Checklist:
✓ Add “New” courses by completing CMF.
✓ Remember to include on the report or CMF any specific equipment needs your faculty may have for a given course.
✓ Include information about department-controlled classrooms or lab rooms on the report or CMF. If you are unsure of the assignment but you know you will not need a classroom from the general pool, list ‘TBA' for the room assignment.
✓ If the course meets off-campus, please indicate the meeting location on the report or CMF.
✓ If you choose to restrict a course to a certain level of student (i.e.; Jr standing), indicate this restriction on the report or CMF.
✓ If a course has “Topic” as part of the generic title, you must submit a specific title on a report or CMF. The specific title may not be the same as the generic catalog title.
✓ Review your schedule proof report and update your department header information and your course footnotes. Mark any changes to your header information and footnotes on the pages.
✓ Submit course edit reports, proof reports, and CMF to Academic & Classroom Scheduling in the Office of the Registrar.
✓ Enter instructor assignments in SSADSCT; departments will be able to access this form through week 8.
✓ Remember to include on the report or CMF any specific equipment needs your faculty may have for a given course.
✓ Include information about department-controlled classrooms or lab rooms on the report or CMF. If you are unsure of the assignment but you know you will not need a classroom from the general pool, list ‘TBA' for the room assignment.
✓ If the course meets off-campus, please indicate the meeting location on the report or CMF.
✓ If you choose to restrict a course to a certain level of student (i.e.; Jr standing), indicate this restriction on the report or CMF.
✓ If a course has “Topic” as part of the generic title, you must submit a specific title on a report or CMF. The specific title may not be the same as the generic catalog title.
✓ Review your schedule proof report and update your department header information and your course footnotes. Mark any changes to your header information and footnotes on the pages.
✓ Submit course edit reports, proof reports, and CMF to Academic & Classroom Scheduling in the Office of the Registrar.
✓ Enter instructor assignments in SSADSCT; departments will be able to access this form through week 8.
Course Fees
Review fees attached to individual sections of courses. Fees must be approved in the book of Special Fees, Fines, and Penalties, approved by the Office of Budget and Resource Planning. Course fees in the schedule may need to be adjusted because of new fees approved for the 2012-13 academic year. You can find the Special Fees book on the Budget and Resource Planning website
Self Support Courses
All self-support tuition course adds, changes, or cancellations must be submitted through Academic Extension. Please contact Heather Fisher in Academic Extension (541-346-0421 or hfisheruoregon [dot] edu) to add any self-support courses(s).
Part-of-Term Codes
The Office of the Registrar uses a course coding system for summer session which controls on-line registration deadlines and refund/withdrawal deadlines. The 'part-of-term' code controls the length of time a student may register and process drops/adds/changes; tuition refunding; and classroom assignments. Correctly setting the part of term codes and meeting dates is critical. Incorrect codes may cause registration problems that cannot be accommodated and seriously affect the refunding of tuition and fees. Your role in this process is to provide accurate course meeting dates on your Course Edit Reports. Academic & Classroom Scheduling will determine and input the corresponding part-of-term codes.
3-Course Sequence 11 week Options
Departments planning to offer a 3 course sequence during the summer will have the following options listed below. Sequential courses must end by week 11. In accordance with the summer 2013 calendar that date is September 6, 2013.
- Three four week courses in length beginning in zero week (June 17, 2013).
- One three week course combined with two four week courses or the 3-4-4 model. The order of the courses does not matter
- Sequence courses that were approved in 2012 are still approved for summer 2013, any new exceptions ending after week 11 MUST be approved by Doug Blandy, Sr. Vice Provost for Academic Affairs. Please contact Pam Palanuk at (541) 346-2153 palanukuoregon [dot] edu.
Summer Final Exams for First Eight-Week Courses and Second Four-Week Courses
Courses which meet the first-eight weeks (weeks 1-8) or second-four-weeks (weeks 5-8) will end on Wednesday, August 14 so that final exams can be scheduled. The final instruction day for these courses is Wednesday, August 14. Exams are scheduled for Thursday and Friday, August 15 & 16 in accordance with the Final Exam Schedule. Please inform faculty of courses with these meeting dates of the last class day and the final exam schedule as they develop summer courses. Do not change the end date for these courses.
Scheduling Protocols
The scheduling protocols are in effect for the summer session; therefore courses must begin on the hour rather than the half-hour, and, for two-hour courses, must not cross the approved zone meeting times. Standard course beginning times are 8 am, 10 am, 12 noon, 2 pm, and 4 pm. If you have a specific request, please contact Academic & Classroom Scheduling at (541) 346-3225, scheduoregon [dot] edu.
More Resources
You may also view summer 2013 information in the online class schedule. Navigate to any available term listed on the class schedule, then change the term in the address bar of your browser to 201104 and press Enter, then use the Search functions.
You may use the Data Warehouse to review your schedule information. Data Warehouse will be updated with summer courses beginning November 5, 2012. Information including Course Maintenance Forms and the schedule production calendar are located on the Academic & Classroom Scheduling page.
Publication Deadlines
| Summer schedule materials are available to academic departments | Monday, November 5, 2012 |
| Data Warehouse is available for summer 2013 queries | Monday, November 5, 2012 |
| CAS department course changes due to back College of Arts & Sciences | Friday, December 7, 2012 |
| All summer course materials are due back to Academic and Classroom Scheduling | Friday, January 4, 2013 |
| Data entry, editing, checking and & classroom assignments by Registrar's Office | January 7, to February 8, 2013 |
| Preliminary proof of schedule pages is available for departments | Monday, February 11, 2013 |
| Deadline for submitting final course changes to Academic and Classroom Scheduling | Friday, February 15, 2013 |
| Final schedule proof is available for department review | February 15 to March 6, 2013 |
| Deadline for submitting final corrections (minor corrections or changes only) | Wednesday, March 6, 2013 |
| Summer class schedule goes online classesuoregon [dot] edu |
Friday, March 8, 2013 |
| Initial registration period | May 6-10, 2013 |
| Summer 2013 zero week classes begin | Monday, June 17, 2013 |
| Summer 2013 classes begin | Monday, June 24, 2013 |
| Summer 2013 classes end | Friday, September 6, 2013 |
Event Classroom Requests
Academic event classroom requests can be made through Academic Scheduling beginning March 11, 2013. If you are planning a conference or event, you must first request the space through University Scheduling and Event Services (541-346-6000).