Friday, October 5, 2012 - Berkeley Summer Sessions

TO: Department Schedulers
FROM: Summer Sessions and Office of the Registrar, Classroom Management Unit
DATE: July 23, 2012
RE: Summer 2013 Scheduling
ROOM ASSIGNMENT DATA ENTRY AND SPECIAL REQUESTS DUE:
Friday, October 5, 2012
This memo provides policies and guidelines for completing the Summer 2013 data entry and room
assignment process. Summer 2013 will open for departments to submit their schedule requests on
August 13.
Class Data Entry and Room Requests:
The course information for Summer 2012 courses will be “carried forward” to Summer 2013 except
for cancelled sections. Room assignments in general assignment classrooms have been deleted.
When requesting a general assignment classroom online , follow these guidelines:
• Schedule no more than 70% of your courses in “Prime Time”; schedule at least 30% in non-
Prime Time. Prime Time is MTuWThF 9am - 12pm. Consider scheduling courses in the
afternoon when there are fewer demands for general assignment classrooms.
• Use time blocks that utilize the full instructional week. For example, a course approved for 5
contact hours per week would meet 1 hour each day; a course approved for 7.5 hours a week
would meet 1.5 hours a day, a course approved for 10 hours a week would meet for 2 hours a
day, and so on.
• Courses requesting a general assignment classroom must conform to the contact hours
approved by the Academic Senate. Voluntary or extra sessions not approved as part of the
course approval will be given the lowest priority for a room assignment and will be scheduled
after all approved courses have been scheduled.
• Enter the requested attributes, e.g. moveable chairs, computer display, etc. that your courses
will require. Some classroom attributes are scarcer than others, e.g. installed instructional
technology, so ask only for what you know your course will require. Also, requests for a large
number of attributes decreases the chances of receiving a room assignment for the course
because of the limited number of classrooms available that contain all the stated requirements.
• You may submit a memo that clearly explains the requirements for a unique room request
that cannot be requested using the standard room request attributes on the Update Class
screen. The numbers of requests that fall into this category are extremely limited. You should
not assume that submitting a request will result in the requested classroom being assigned to
your course. The overall demand for classrooms and other unique room requests will be
considered when making these decisions.

• Academic departments must use departmentally controlled space before requesting general
assignment classrooms whenever possible.
• If your department is cross listing a course with another department, designate one
department to be “in charge”. The “in charge” department should submit the room request to
reflect the total number of students expected for both courses. The other department should
leave the room request data blank. After the room assignments are made, Summer Sessions
will enter the assigned classrooms for the other part of the cross listed course.
Classroom Scheduling Users Guide
Please download a copy of the newly updated guide from the Scheduling Toolbox for Staff located at
this website: http://registrar.berkeley.edu/schedtoolbox.html. It includes information about adding and
modifying classes, Update Class screen data elements such as instructor names and print codes, how
to request general assignment classrooms, guidelines for special titles, and more.
COCI Procedures for the Approval of Summer Courses
To add a new or expired course, submit a "Course Approval Form" to Karen Denton in the Office of
the Registrar, 124 Sproul, MC 5404. You can find the necessary forms on the Course Toolbox for Staff and
Faculty website located at: http://academic-senate.berkeley.edu/committees/coci/toolbox.
• If you have questions regarding the procedure for submitting a new summer course, contact
Sumei Chi Quiggle in the Academic Senate: 2-7212, sumei@berkeley.edu.
• To add a summer term for a course that is already approved for Fall or Spring, send the
request by email to Karen Denton at kjed@berkeley.edu
We appreciate that you took the time to read these guidelines. The Classroom Management Unit staff
is committed to serving the needs of students and faculty in the most efficient way possible. As
always, we are available to answer any questions you may have. Please complete your Room
Assignment data entry and send any special requests to the Classroom Management Unit Office, 123
Sproul Hall, #5404, no later than Friday, October 5, 2012.