Course Section Scheduling

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C O N T E N T S

• Course Section Scheduling Overview

Procedure for

• Scheduling Course Section Offerings
• Scheduling Special Topics Courses
• Scheduling Travel Courses

Scheduling Policy & Course Information

• Course Section Scheduling Timeline
• Compliance Responsibility
• Adjustments Permitted that do not require curricular review 
• Scheduling Grid Rules
• Course Numbering
• Course Types
• Methods of Instruction contact hour to credit hour ratios and definitions
• Distance Learning
• Classroom Scheduling & Prioritization
• Variable Credit Courses
• Cross-Listing Course Sections

Course Section Scheduling Overview

Academic units establish their course section offerings twice per year as listed in the scheduling timeline. Revisions may include adjustments to existing course section details such section capacity, meeting days or times, and section cross-lists. Academic units also determine course section additions and cancellations.

The scheduling process includes two phases and a course section cancellation deadline. Revisions are submitted to the Office of the Registrar for processing. Academic units will be notified by the Office of the Registrar upon completion of processing. The notification will include any errors or requests that could not be processed due to policy.

Academic units are responsible for submitting revisions during each phase.

Scheduling Course Section Offerings

• Submitting Course Section Adjustments
• Instructions for Refreshing a live spreadsheet
• Spreadsheet Submission Guidelines

Submitting Course Section Adjustments

All course section offering adjustment requests are submitted to the Office of the Registrar via the Course Section Offerings Spreadsheet.

1. Downloaded the Departmental Offerings report from the Refreshable Reports & Dashboards page on the portal. (UArts Portal > Offices & Services > Registrar > Refreshable Reports & Dashboards)
2. Refresh the spreadsheet to load course section details for a particular academic unit.
3. Review & update course section offerings in accordance scheduling grid rules, methods of instruction contact hour requirements, and adjustments permitted. Refer to the departmental offerings spreadsheet key for a description of each column.
4. Submit the spreadsheet to regscans@uarts.edu in accordance with spreadsheet submission guidelines. 

​Submissions are only accepted by the Office of the Registrar during the Phase I, Phase II, and Phase II academic unit submission periods. Academic units should submit a single spreadsheet during each phase.

Instructions for Refreshing a Live Spreadsheet

The Office of the Registrar maintains a series of live spreadsheets, which are accessible from the Refreshable Reports & Dashboards page on the portal. These spreadsheets connect with the Colleague Student Information System and can be “refreshed” to return current data from the database.

To refresh a live spreadsheet:

1. Open the spreadsheet in Excel
2. Click the cell, A1.
3. Click on the Data menu, followed by Refresh Data (Mac) or Refresh All (PC).
4. Enter any info that is requested, such as term or program code (see the Colleague Academic Structure document above for a list of program, school and college codes). Follow the prompts exactly, they are typically case sensitive.
5. After a moment, the report data will refresh.

Spreadsheet Submission Guidelines

Academic units should adhere to the following guidelines when submitting the departmental offerings spreadsheet to the Office of the Registrar. 

• Submissions should only include sections being modified. Rows including sections that are not being modified should be deleted from the spreadsheet before submission.
• Highlight the individual cell(s) where a change to a course section has been requested.
• Spreadsheet files should be named using the convention: “ProgramName*Semester*Date” (i.e. GraphicDesign*19SP*092518)
• Submit spreadsheets directly to the Office of the Registrar via email at regscans@uarts.edu using a the convention
• Spreadsheet submissions should not include multiple departments.

Scheduling Special Topics Courses

Overview

Special topics are defined as courses that address a current or timely topic, are being piloted prior to being submitted for approval as a standing course, or will be one-time offerings. A given topic may run for a maximum of three terms; any subsequent offering requires the topic having been submitted and approved as a standing course in accordance with curricular policy and submission deadlines. Special topics proposal are reviewed by the School Director, the Director of Learning Assessment, the Dean’s Office, the Office of the Registrar.

Scheduling a Special Topics Course Section

1. Submit a Special Topics Course Section Proposal form located in:
   • The UArts Portal on the Forms & Requests page
   • OnBase, for users with access
2. Once the proposal has been reviewed, email notifications are automatically sent to the proposal author, program director, school director, and dean’s office.

Scheduling Travel Courses

Overview

Faculty propose new study away courses using a modified Special Topics form. The deadline for Special Topics course proposal submissions is February in the spring semester. A curriculum committee for Study Away Courses will be formed to review proposals and will convene one per year.

Members of the Study Away Curriculum Committee will be determined by the Dean of the College of Critical & Professional Studies and will be composed of three faculty members ( one from CAMD, one from CPA, and one from CCPS) will administrative support from the CCPS. All committee members will have previously led a study away course. Members of the Study Away Curricular Committee will elect their own chair.

Procedure

Procedure will be added soon.

Course Section Scheduling Timeline

Compliance Responsibility

The academic unit offering a course is responsible for ensuring that scheduling is consistent with the credit hour definitions for the instruction method of the course. As part of the approval process for new courses or course revisions, credit hours are reviewed by the Office of the Registrar.

Adjustments Permitted

Most adjustments to course details require curricular review and will not be processed by the Office of the Registrar as part of the course section scheduling process.

The following course section characteristics may be requested as part of the course section scheduling process:

• Additions & cancellations
• Capacity
• Cross-lists
• Faculty assignments
• Location assignments
• Meeting days or times

Scheduling Grid Rules

The following rules must be observed when planning course section offerings. Compliance is monitored and enforced by the Office of the Registrar

Course Numbering

The Office of the Registrar assigns course numbers adhering to the following convention: SubjectCode*CourseNumber*SectionNumber, i.e. COMP*101*01. Some course numbers also include a suffix, for example COMP*111H*01.

Subject Code

A subject code is a letter-combination used to designate the area of study in a course.

Course Number

• 001 - 099 Developmental
  Courses do not satisfy degree requirements at the graduate or undergraduate level.
• 100 - 199 Lower Level Undergraduate
  Courses are broad surveys or introductions to a particular discipline.  These courses do not have prerequisites, with the exception of those that are sequential courses.
• 200 - 299 Lower Level Undergraduate
  Courses are introductions to or principles of areas of study within a discipline.  Courses may or may not have prerequisites.
• 300 - 399 Upper Level Undergraduate
  This level is reserved for advanced courses, providing depth or study in a specialized topic.  Courses often have prerequisites, or assume readiness for advanced level study.
• 400 - 499 Upper Level Undergraduate
  This level is reserved for highly specialized courses, including capstones.  Prerequisites, a level of readiness, or advancement within the major may be required for this advanced level work.
• 500 - 599 Upper Level Undergraduate/Graduate
  Courses can be completed by undergraduate students for undergraduate credit or graduate students for graduate credit.
• 600 - 699 First Year Master’s
  These courses are generally intended for Master’s degree students in their first year.
• 700 - 799 Second Year Master’s
  These courses are generally intended for Master’s degree students in their second year.
• 800 - 899 Upper Level Graduate
  These courses are generally intended for PhD degree students.

Reserved Numbers

The following course numbers are reserved for use with approved subject codes as follows:

• Special Topics: 198, 298, 398, 498, 598, 698, 798
• Independent Study: 490, 790
• Internship: 499, 799

Course Number Suffixes

Course number suffixes are designations that appear at the end of course numbers to indicate specific kinds of courses. For example COMP*111H - Written Composition I: Honors

• E: English Second Language
• G: Graduate
• H: Honors
• P: Pass/Fail
• S: Screening Section

Course Number Reuse

Once a course number has been retired, that number shall not be used again for ten years.

Course Types

Courses types are optional additions to course characteristics, which facilitate student course discovery and planning. Course types can be used by students to filter course offerings in student self-service. Requests for the additional of additional course types are reviewed by the Registrar.

Approved course types include:

• Business:
• Collaborative: Courses where two or more disciplines interact or cooperate in a synergistic manner.
• Discipline History:
• Ensemble: 
• Entrepreneurship:
• Fulfills LA Elective:
• Independent Study: Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
• Internship: Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
• Introductory:
• Open to Peirce Students: Courses approved to be enrolled in by students from Peirce College
• Open to UScience Students: Courses approved to be enrolled in by students from UScience Students
• Private Music Lesson: Administratively used to track private music lessons offered by the School of Music. Also used to track capitated courses for Affordable Care Act compliance.
• Selected Topics:
• Technology: Courses which place a heavy emphasis on technology
• Thesis:   Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
• Travel Course:

Distance Learning

Approved courses may take place when the instructor and students are separated by location and/or time, but are able to communicate through the use of technology such as videoconferencing and the Internet. The exchange between instructor and students may be synchronous or asynchronous and may be a hybrid delivery, whereby a specific percentage of in-class activities are required.

Credit hours are determined as the equivalent amount of instruction and student effort leading to equivalent learning outcomes as required for the on-campus instructional methods as defined.

Methods of Instruction

Credit-to-contact ratios listed below are the minimum University standards. Some programs may require more to fulfill accreditation, certification, or other requirements.

• Definitions
• Dissertation
• Independent Study
• Intensive Learning Experience
• Internship
• Lecture
• Private Lesson
• Research
• Studio
• Travel Course

Definitions

Semester Credit Hour

The amount of credit awarded for successful completion of one contact hour of classroom instruction and two preparation hours per week for a semester of not less than 15 weeks. This basic measure may be adjusted proportionately to reflect modified academic calendars and formats of study. Semester credit hours are granted for various methods of instruction as defined in the charts that follow.

Contact Hour

50 minutes of scheduled instruction presented to students.

Preparation Hour

50 minutes of activity by student to prepare for engagement in and assessment of the course. Activities include reading, researching & writing for papers, developing projects, practicing techniques & skills, and other activities that engage the students in learning the material.

Dissertation

Preparation of a scholarly paper completed by a candidate for a doctoral degree.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Independent Study

Self-directed study on a topic not substantially covered in a regularized course in the catalogue. Requires intermittent consultation with a designated instructor.

ⓘ Credits: Semester Credit Hour; Prep: Preparation Hour

Intensive Learning Experience

Condensed workshops designed to immerse students in practical situations using simulations and case analysis.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour

Internship

Supervised career-related experience conducted in a work environment outside of the traditional academic setting.

ⓘ Credits: Semester Credit Hour; Prep: Preparation Hour

Lecture

A course in which the primary emphasis is on transmitting a body of knowledge, explaining ideas or principles, and/or modeling skills. In some courses, students may be expected to participate in classroom activities by means appropriate to the subject matter, such as discussion, performance, skill development, et cetera.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Private Lesson

Individualized instruction typically in the study of the performing arts.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Research

Independent research done by a student working toward a larger project, such as a master’s thesis, senior project, or dissertation.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Ratio of Contact to Preparation Hours

Each credit requires a total of 45 hours of combined contact & preparation time; there is no minimum on the number of contact hours required. During periods of independent research, the number of contact hours can be reduced when the number of preparatory is increaased by an equal amount.

Studio

A course with primary emphasis on student activity leading to skill development and the enhancement of the student’s design or performance ability and/or artistic growth. Evaluation of individual learning may include public display of proficiency and/or evaluation by faculty other than the student’s instructor.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Travel Course

Short-term travel experiences guided by the faculty. Planned contact hours with students before, during, and after travel must be documented in the course syllabus.

ⓘ Credits: Semester Credit Hour; Contact: Contact Hour; Prep: Preparation Hour

Ratio of Contact to Preparation Hours

Each credit requires a total of 45 hours of combined contact & preparation time; a minimum of 15 contact hours is required.

When a travel course includes more than the required minimum number of contact hours the number of preparation hours can be reduced by an equal amount, i.e. a 1 credit travel course that includes 20 contact hours would only require 25 preparation hours.

Travel Course Contact & Preparation Requirements

In addition to the the standard semester credit hour, contact hour, and preparation hour definitions the additional requirements apply to travel courses.

Contact Hours May Include

• Scheduled course meetings before, during, and after the dates of travel
• Lectures or seminars with the faculty, guest lecturers, members of partner institutions, guides, local residents, et cetera
• Student presentations

Preparation Hours May Include

• Time to read assigned texts
• Site visits, organized cultural excursions, and performances that engage students with the learning objectives of the course
• Service learning projects
• Synthesis and reflection including writing, discussion, or the production of creative work

Contact & Preparation Hours May Not Include

• Travel time
• Meals
• Social activities that are not instructor-led and tied to specific learning outcomes for the course

Classroom Scheduling & Prioritization

Academic units who submit course section offering reports on time and adhere to scheduling policies will be given higher priority.

Academic units with classrooms and other instructional spaces under their purview have first priority to those spaces for the assignment of classes. Scheduling of these spaces for events should only be completed after the academic classroom schedule has been finalized and in accordance with the .

Course Sections

Academic Locations

Course sections have priority access to academic locations (classrooms, studios, et cetera). Location requests for course sections will override previously assigned locations for events. If an event location is removed by a course section the requester will automatically be notified via email that an alternative location must be requested.

Non-Academic Locations

Course sections may be scheduled in non-academic locations when pedagogically necessary. However, they are not granted priority access. Non-academic locations include: Art Alliance, Levitt Auditorium, Levitt Foyer, Chapel, CBS Auditorium, Solmssen Court, lobbies, galleries, conference rooms, and the Beechman Theatre. If a non-academic location is unavailable for all scheduled course section meeting days/times, the academic unit submitting the request must find an alternate location for the course section to meet on days the location is unavailable. Such requests need to be submitted via 25Live and will need to be communicated to faculty and students by the academic unit.

Academic Units

Priority access to certain academic locations (classrooms, studios, et cetera) may be granted to a particular academic unit (school or department), where approved by the University Space Committee. 

Variable Credit Courses

Policy will be added soon.

Cross-Listing Course Sections

Cross-listing course sections allows two or more sections that have the same meeting pattern, faculty member, and room assignment to be associated. When cross-listing course sections one section is designated as the primary section, while all other sections are designated secondary sections. Class and grading rosters include students enrolled in both primary and secondary course sections, grouped by section. 

Section Capacity versus Global Capacity

In addition to the section capacity, cross-listed sections include a global capacity. The global capacity controls the combined enrollment of primary and secodary course sections and can be set strategically to control enrollment. For example, if two cross-listed course sections each have a capacity of 15 students and the global capacity is set to 15 a maximum of 15 students will be able to enroll in the two sections. Another option would be to set the capacity of the primary section to 15, the secondary section to 5, and the global capacity to 15; this would allow a maximum of 15 students to enroll in the two sections, up to 15 in the primary section and up to 5 in the secondary section. When crosslisting course sections, if a global capacity is not set both sections can fill to their designated capacity, i.e. if both sections have a capacity of 15 students a total of 30 students would be able to enroll in the cross-listed sections, 15 in each.

To Add, Change, or Remove a Cross-listing

Procedure will be added soon