| A | B | |
|---|---|---|
1 | Instructions for Fall 2020 - Schedule of Classes Adjustments for Physical Distancing | |
2 | Steps to provide the Office of the Registrar the decisions made about how each class will be offered for fall semester | |
3 | Fast Facts: | |
4 | 1.1 | In fall 2019 9.2% of registration adds happened in the week before fall term started (5,371 class adds). 3.4% of registration adds happened after the first day of the term (1999 class adds). * This volume of student add/swap is one reason why the work is important to helping students make informed decisions. |
5 | 1.2 | July 17 is the firm deadline for providing information to the Office of the Registrar as determined by the Council of Deans. |
6 | 1.3 | This document will be the single "source of truth" for the Office of the Registrar to know and implement the College's decisions. The information must come from the Associate Dean and no other form of this data will be accepted other than for informational purposes. |
7 | 1.4 | The columns must be completed as configured (no not modify). The data format is exactly what is needed to cut/paste into production and create the most effecient means possible of reaching our mutual UMD goal of fall enrollment and instruction. |
8 | 1.5 | A classes' Enrollment Capacity will continue to be the Maximum number of students allowed in a class section regardless of method of delivery. * Online Only or Remote: Enrollment Capacity must = to the maximum number of students allowed to register and participate. * In Person only: Enrollment Capacity must =/< the VCAA 6' Room Max Cap. * Blended:(all 3 variations) Enrollment Capacity must be =/< to the maximum number of students allowed to register and participate. The Enrollment Capacity will most likely be =/> (greater tham) than the VCAA 6' room capacity. How this will be achieved throughout the semester, in order to achieve safe physical 6' distancing or the room/lab maximum limit, is up to the College using Class Attributes, Class Notes, and Facility ID communicate whatever the decision is. These fields do not control enrollment. Enrollment Capacity is the only data element that enroforces (controls) maximum student enrollment. |
9 | Before you begin - things to know | |
10 | 2.1 | * The data on your template is not perfect. It is a combination multiple queries in my attempt to provide everyone equal access to information and the the possible information about classes that are active or in tentative status. * It provides the 6', distancing based, room seat capacity as it as provided on July 1, 2020 along with the class and enrollment information as of July 4, 5, or 6, 2020. There is NOT a MyU report of other query yet developed to provide this information. * The FM and VCAA work on physical measurements and decisions continues. * Until the data "freezes" including student enrollments the data provided is good but not perfect. * Please EXPECT changes to the 6' Room MAX Capacity. |
11 | 2.2 | * Columns A-AB data is PRODUCTION DATA as of July 4, 5 , or 6, 2020. |
12 | 2.3 | * Colleges and departments may already have this information in another form. *Per COD's request this is the one, consistent, way all college/departments/units MUST provide information to the Office of the Registrar. |
13 | Required | Is the indicator of what data/which columns must be provided for every UMD class & how it will be delivered by the faculty. |
14 | Optional | Is the indicator of that there are significant scheduling changes to this class. |
15 | Outcomes of this work: | |
16 | Outcome 1 | Goal: Tell students how this class will be delivered. Objective: Every UMD class will have 3 new communication data points (Class Attributes, Class Notes, & Facility ID) which will display in MyU, PeopleSoft Class Search and Schedule Builder. |
17 | Outcome 2 | Goal: Change the Schedule of Classes and/or student registrations to the new plan for teaching a class that EXCEEDs its current room size. Objective: Every F2F delivered class @ UMD which exceed the room's new VCAA determined, 6' seat capacity must also complete the "optional" fields which tell the Registrar what to change on the official schedule of classes to accommodate current registrations and all future registrations post August 1, 2020 |
18 | ||
19 | College Required Action: | Provide the 8 data required for all classes by Class Number/Section for transparent student communication. In addition to aligning with our UMD goals and values, these changes also will be UMDs official documentation purposes of how this class was delivered. Internal and external groups (HLC, ABET, etc) will seek this information in the future about this academic year/term. |
20 | Instructions: | Per class, complete COLUMN AC, AD, AE, & AF select from the drop down list which CODE needs to be applied to communicate the delivery decision. |
21 | Select drop down values in Columns AC, AD, AE. What you enter OTR will copy/pasted into the UMD Schedule of Classes. DO NOT MODIFY | |
22 | Quick Summary | Use the Definitions & Mapping workbook for the mapping of how this data works together for student benefit. |
23 | 3.1 | Class Attributes - this helps students seek and SEARCH for classes |
24 | 3.2 | Class Notes - this is the MOST descriptive information but it not on the "surface" of class information but rather on the 2nd or 3rd layers of details. We will be encouraging students to open their schedules and read. |
25 | 3.2 | Facility ID: this is a new system modification for Scheduler Builder. The use of this will help students understand at a glance within in MyU and Schedule Builder. It is not as good as Class Notes is at helping them see the full picture and there is no means to "class search" by this information. |
26 | ||
27 | College Optional Action: | Needed only IF a class is being changed. Examples: Session (15 to 5), Day (T&H to TH&S) or time (AM to PM), etc. These are significant changes. All information is needed by Subject, Catalog Number, Class Number and Section Number. |
28 | Provide the basic changes to quickly let us know what are the changes needed. | |
29 | 4.1 | Columns AF-AP are needed ONLY IF the department is changing the way the class is currently scheduled. If the current schedule is changing, then this information needs to be completed. There is no means to capture all of this information in a single spreadsheet. |
30 | 4.2 | If more information needs to be provided to the Office of the Registrar, * Use column AP |
31 | 4.3 | Need 1 on 1 conversation and support? Email UMDREG@d.umn.edu for immediate HELP!! |
32 | Recommended Steps | |
33 | Assumption: I have no idea what every college /department has received for instructions or has been doing. This form is starting from a blank slate. which MAY NOT be your situation. | |
34 | STEP 1: | Determine by class if the REQUIRED data are only needed or if the OPTIONAL data are also needed because of the number of students exceed the number of seats available in the currently assigned classroom. How to answer this question: Compare column C "6' Room Max CAP (current room)" with column E "Total Enroll" does Total Enrollment exceed the number of registration seats now now established for that room per the VCAA measurements of the 6' physical distance. |
35 | How to answer this question: | |
36 | REQUIRED data | A. How will the class be taught? Tell us what Class Attribute, Cass Note, Facility ID to add to the schedule of classes. Complete columns AC, AD, AE , AF and also columns AG-AP as necessary to convey the data actions OTR needs to know to support your decision(s). |
37 | REQUIRED data | B. Is the classroom big enough (if class will have face to face meetings)? Compare column C "6' Room Max CAP (current room)" with column E "Total Enroll" does Total Enrollment exceed the number of registration seats now now established for that room per the VCAA measurements of the 6' physical distance. If yes: No further action is needed for that class other than the Communication of Delivery data (previous step). If no: Then the Optional Data fields become required to account for the need for a larger classroom, |
38 | OPTIONAL | C. How to communicate to OTR that the class schedule must be adjusted to account for the need for a larger classroom? Complete columns AG-AP as necessary to convey the data and your decision(s) per class. Only needed if the enrollment EXCEEDS the VCAA 6' Room Max capacity. |
39 | STEP 2: | Be patient. There are hundreds of hours anticipated to do this almost COMPLETELY MANUAL work by people who are doing their very best Class Attributed is THE ONLY piece of data we have a batch job to help us enter the data but that means the Class Number and Attribute but be 100% PERFECT (a computer will not "catch" an oopsie) |
40 | STEP 3: | Anticipate that the work may not be done and ready, until July 27-31, 2020. |
41 | How to finalize the data: | |
42 | 5 | Associate Deans (only) must email UMDREG@d.umn.edu when the College is ready for the the Office of the Registrar to begin reviewing and implementing changes. |
43 | 5.1 | These google sheets are designed so that we all can retain "full access" to view what is happening yet provide a means for controlling the data changes so that we are not "chasing Champs own tail" as we all seek to get our work done in a stressful time frame. |
44 | 5.2 | Strong and regular communication is going to be the key point to all of UMD being successful. |
45 | 5.3 | The Office of the Registrar will have at least 2 people assigned to work the data provided by each college. What this means is that calling Joanna McCord or Carla Boyd about class x or y may not be helpful as it is when we have 20 days vs.10 months to do this collaborative work. |
46 | FAQ: | |
47 | FAQ-1 | Who do you work with, if more information or assistance is needed? |
48 | Email UMDREG@d.umn.edu for help! We'll arrange for a one on one training. | |
49 | FAQ-2 | When will the information begin to show to students /public? When will the phone calls and emails begin at new levels of concern? |
50 | Unless we hide the UMD Cass Schedule from public viewing , which we can do, as soon as we add a single Class Attribute, Class Note, or Room/Facility ID, it is viewable by everyone in the public Schedule of Classes (MyU, One Stop, Schedule Builder). | |
51 | FAQ-3 | Have an emergency or a 'need to know' asap situation which is absolutely necessary so that other work may continue without delay? |
52 | Email UMDREG@D.UMN.EDU for immediate HELP!! | |
53 | Do not contact Mark Goehring or rooms@d.umn.edu which is our standard procedure. | |
54 | Why the change? It is everyone's best interest to have the experts, Mark/Lisa/Sara/Joanna heads down and working the changes as quickly as possible and guiding the other registrars and student employees so they can provide UMD their best work. | |
55 | FAQ-4 | When do we return to "normal?" using the online Request for Schedule Change form? |
56 | After August 1 2020 - for fall only (not spring 2021) we will begin to return to this form as a part of the OTR "Sunrise plan." After fall is reschedule and students are once again option to add/drop/swap. OTR and VCAA collaborators will need to begin to look at Spring 2020 schedules for changes, perhaps similar to fall 2020. At this time there is not enough information nor enough people resources at UMD to work on 2 terms of rescheduling at the same time. | |
57 | FAQ-5 | If a class changes significantly which requires administrative registration, what will happen to a student's registration? |
58 | In the situations, where OTR must administratively drop and then reenroll students to make sure they have the same Course and credit hours, time conflicts may occur. Once registration reopens on X date, students themselves will manage which classes to drop or swap to best support their personal needs. All students currently registered (not incuding waitlist) will be placed into a class section for the same Course Subject and Number but different Class Number/Section. For example: Student A is in MATH 1296 class 12345, section 03. AFTER OTR changes the SOC per the College's decision. That student will still be in MATH 1296 for 5 credits, but may be in class number 01234. section 100. | |
59 | FAQ-5 | If a class changes significantly which requires administrative registration, what will happen to a students on a wait list? |
60 | Wait list positions will not be able to be honored for any new sections of the original class. Time and technology is not available to support this ideal situation. | |
61 | FAQ- future | |
62 | FAQ- future | |
63 | Thank you | Our mutual understanding and cooperation is essential to the success of this work to be completed before August 1, 2020. |
64 | ||
65 | ||
66 | ||
67 | ||
68 | ||
69 | ||
70 | ||
71 | ||
72 | ||
73 | ||
74 | ||
75 | ||
76 | ||
77 | ||
78 | ||
79 | ||
80 | ||
81 | ||
82 | ||
83 | ||
84 | ||
85 | ||
86 | ||
87 | ||
88 | ||
89 | ||
90 | ||
91 | ||
92 | ||
93 | ||
94 | ||
95 | ||
96 | ||
97 | ||
98 | ||
99 | ||
100 | ||