OIT - Knowledge Base
Student Achievement Services
University Policy Repository
changes.mady.by.user Krista Larock Wells
changes.mady.by.user Krista Larock Wells
|Welcome to the academic scheduling resources page! This page contains resources for Department Chairs, Executive Officers, and others involved in the creation of the master schedule of classes each term. These resources will help departments make data driven decisions through the use of APS and queries and ensures everyone is informed of the scheduling guidelines and protocols.|
Welcome to the scheduling resources page! This page contains resources for Department Chairs, Executive Officers, and others involved in the creation of the master schedule each term. These resources will help departments make data driven decisions through the use of APS and queries and ensures everyone is informed of the scheduling guidelines and standard course periods.
Scheduling Guidelines Link to scheduling guidelines (guidelines aren’t on confluence will need to be added)
APS Login: https://adfs.clarkson.edu/adfs/ls/idpinitiatedsignon.aspx
Standard Course Periods and Breaks
Scheduling most courses into standard course periods allows students to enroll in the courses they need with a conflict free schedule. The break periods allow students a common free time to eat, or to attend events that may be offered on campus. Courses may not begin during the break periods. A table of standard time periods can be found below.
Standard Course Periods
1:30PM - 2:45pm
Permissible Evening Time Periods
M, W, or F (1 day)
Scheduling Queries Available in myCU
The Registrar’s Office has created several queries to aid Academic Departments in their course planning that are outlined below:
This query will return sections of a class that had 25% or more vacant seats in a classroom. It will include the number and percentage of empty seats in the classroom. This can aid your department in determining if you should request a smaller room for a course, or if the course did not have high demand in the past. The term that should be entered is the past fall or spring term, the query also prompts for your academic org number.
This query will return sections of a class that were close to capacity to aid departments in determining if they should request a larger room for the upcoming term or consider opening a second section of a course. The term that should be entered is the past fall or spring term, the query also prompts for your academic org number.
This query will return all sections of classes within an academic org and show the number and percentage of unused seats. It includes a column for combined enrollment sections. This query should aid departments in making course offering decisions based on past enrollment. The term that should be entered is the past fall or spring term, the query also prompts for your academic org number.
Please let me know if you have any questions regarding these queries, or if you have any suggestions for data you might find helpful in addition to these.
Class Schedules are available in PDF format on the intranet
Summer Workflow Process
The academic department submits the courses they wish to offer along with the completed Supplemental Pay Authorization Form (for full‐time regular faculty members) to their Dean's office, who reviews for accuracy and necessary signatory approvals, and then forwards them to the Registrar's office for input into myCU. Simultaneously faculty should assess preparation for online course delivery and reachout reach out to The Teaching and Learning Corner* (TLC) for support.
The Registrar schedules the courses, reserves the rooms, and obtains information from payroll regarding pay dates, etc. The Registrar then notifies the Department Chair of the course information. Please note under the Human Resources section below additional requirements to hire faculty who have not previously taught at Clarkson.
Once the above steps are complete, the Registrar sends the appointment letter to each individual faculty member, reminding them of minimum enrollments and related information. Faculty are asked to sign and return to the Registrar's office.
Once a signed letter has been returned, the Registrar reaches out to the Department Admin with request to initiate a Payroll Authorization (PA). A copy of the contract letter and Supplemental Pay Authorization Form should be attached to the PA. The Registrar’s Office is the final approver on the payroll authorization, and does not approve them until the end of the add/drop period, after verifying course enrollment per the above guidelines.
Registrar Office Workflow
Department/Dean’s Office Workflow
Department Chairs submit course offerings to Dean’s Office
Academic Department completes Supplemental Pay Authorization
Dean’s Office reviews offerings for accuracy and forwards to Registrar’s Office
Dean’s Office reviews pay authorization for accuracy and completes workflow.
Registrar’s Office enters course information into myCU and schedules.
Faculty assesses preparation for the course and if online reaches out to the TLC for support
Registrar’s Office sends an appointment letter to each faculty member
Faculty signs and returns appointment letter to the Registrar's Office.
Once appointment letter is returned, Registrar’s Office reaches out to Department Admin to initiate Payroll Authorization and attaches appointment letter.
Department Admin submits payroll authorization and attaches appointment letter and Supplemental Pay Authorization.
Registrar’s Office approves payroll authorizations after the add/drop period.