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Southern Oregon University

Banner Systems

Department Class Scheduling System

The Department Class Scheduling System provides a "worksheet" for developing future class schedules. This software was developed at Southern Oregon University and added to the Banner menu. You can create a new schedule from scratch or load a copy of a former term's schedule into a new term.

The Department Class Scheduling software is available for use by deans, department chairs, and academic department office managers.

Accessing the Department Class Scheduling Menu in Banner

The forms and reports that comprise the system are consolidated in the Department Class Scheduling menu which is located in two folders for ease-of-use: the Southern Oregon University folder and the Reports folder. When you become familiar with the names of the forms and reports, you can eliminate traversing through the menus by typing the form or report name in the Direct Access box as soon as you enter the Banner system.  You can also add forms and reports to your My Banner personal menu.

  1. Log into Banner.
  2. From the main Banner menu, expand Southern Oregon University.
  3. Expand Faculty.
  4. Expand Department Class Scheduling.
or
  1. Log into Banner.
  2. From the main Banner menu, expand Reports.
  3. Expand Academic Affairs.
  4. Expand Academic Departments.
  5. Expand Department Class Scheduling.

Copying a Previous Term's Schedule

You may wish to start building your schedule by making a copy of an existing term's schedule in the Banner system and modifying it. The load schedule program will not load classes into a term/department/subject combination that already has classes scheduled. You will only be able to load data for a department that you have rights to modify.

  1. Access the Department Class Scheduling menu in the Banner Reports menu.
  2. Select Load Schedule from Previous Term.
  3. Enter the following information:

From Term Code: The code for the term you wish to load data from.

To Term Code: The code for the term you wish to load data to.

Deptartment Code: The code for the department you wish to load data from. You can only load the department you have rights to modify.

Subject Code: The code for the subject you wish to load data from, or % for all subjects within your department. You will not be able to load a subject which is not valid for your department code. Note: If one individual subject is loaded for a department, the rest of that department's subjects must also be loaded one at a time.

Run Mode: Specify A (audit) or U (update) mode to indicate what the job should do. In audit mode it creates the reports so you can review a printed report of the potential result of the parameters you specify without actually rolling the course schedule. In update mode it creates the same reports and rolls the schedule data.

Load Footnotes?: Enter 'Y' if you wish to load the footnotes from the previous term.

Load Meeting Times and Instructors?: Enter 'Y' if you wish to load the meeting times and instructors from the previous term

NOTE: You cannot use the DATABASE print option at this time for this job.  You must supply a print queue for the report output.

Defining Footnotes

Footnotes may be created several ways. They can be copied from a previous term as part of the schedule batch load, copied from previous terms via the SOU Department Schedule Footnotes form (SOCFOOT), created in the SOU Department Schedule Footnotes form (SOCFOOT), or created in the SOU Department Schedule form (SOCSCHD).

Creating Footnotes Using the SOU Department Schedule Footnotes Form (SOCFOOT)

The SOU Department Schedule Footnote form (SOCFOOT) is divided into two visible blocks of data separated by horizontal lines. The upper block (Key block) contains information that will be used to narrow down the list of footnotes. The lower block (Detail block) contains a list of the footnotes assigned to the term and subject code in the Key block. You may access the SOU Department Schedule Footnotes form from the Department Class Scheduling menu in Banner or by typing SOCFOOT into the Direct Access box in Banner.

Key Block(Page 1 - Block 1)

The Key block specifies which term and subject you are working with. Enter the following information:

Term: The term for which you are defining footnotes. Choose Help/List from the menu bar to view valid codes.

Subject Code: The subject code for which you wish to define footnotes. This must be a subject code in a department for which you have maintenance authorization. Choose Help/List from the menu bar to view valid codes.

Term to Copy From: When copying footnotes from another term/subject, this is the term code you wish to copy footnotes from. Choose Help/List from the menu bar to view valid codes. When accessing existing footnotes for a term/subject, leave this blank.

Subject Code to Copy From: When copying footnotes from another term/subject, this is the subject code you wish to copy footnotes from. Choose Help/List from the menu bar to view valid codes. When accessing existing footnotes for a term/subject, leave this blank.

After term and subject code have been entered, either choose Block/Next from the menu bar to move to the Detail block and retrieve the existing footnotes, or choose Record/Duplicate from the menu bar to copy the footnotes from another term/subject. Note: This will NOT copy footnote numbers to your classes.

Detail Block(Page 1 - Block 2):

The Detail block will list any footnotes that have already been entered for the term and subject code in the Key block. The Detail block contains the following information:

#: Footnote number. This can be a number from 1-999.

Footnote: Footnote text. You have more space than is visible on the screen. As you enter text the field will scroll to allow more room. To open a pop-up editor, choose Edit/Edit from the menu bar. If you use the pop-up editor, after entering/modifying the text, click on OK to return the new text to the field or Cancel to return to the field without the new text. Note: The text will not actually get saved until you choose File/Save from the menu bar after exiting the pop-up editor.

Type: Footnote type: F-Normal footnote, H-Header footnote (displays at top of page).

User ID: Person who created or last updated the record. This is a display only field.

Activity Date: Date that the record was created or last updated. This is a display only field.

Use the down and up arrow keys to scroll through the list of footnotes or use the vertical scroll bar to the right of the list. To enter new footnotes choose Record/Insert from the menu bar or scroll to the first empty row. Choose File/Save from the menu bar to save any changes you have made. Choose File/Exit from the menu bar to exit the form. 

Associating Footnotes with a Section

While a term is still open for scheduling, footnotes are associated with a section using the SOU Department Schedule form (SOCSCHD).  After the term has been closed for scheduling, changes to the footnotes associated with a section must be made with the Footnotes Change for a Section (SCHED_FOOTNOTE_CHG) process.  Instructions for both are included under the description of the Footnote field in the next section.

Creating a Schedule

The SOU Department Schedule form (SOCSCHD) in Banner provides access to class schedule data. It displays sections batch-loaded from an earlier term or a blank form if no data was loaded.

Key Block(lower block)

The Key block specifies which term, department, and subject you are accessing the schedule for. Enter the following information:

Term: The term code you wish to schedule. Choose Help/List from the menu bar to view terms available for scheduling. The schedules for terms not in the list are view-only.

Note: If registration has started for the selected term you will not be able to make changes in the schedule form.

Dept: The department code you wish to schedule. Choose Help/List from the menu bar to view valid codes. The department code is required. You may only modify schedules for departments you have permission for. Other departments are view only.

Subj: The subject code you wish to schedule. Choose Help/List from the menu bar to view valid codes. The subject code is optional.

Choose Block/Next from the menu bar to display the sections for the term and department/subject. If you do not have rights to modify the department schedule, a message will pop up indicating that you have VIEW only privileges. You can view any department's schedule for any term.

Note: If registration has started for the term code selected you will not be able to make changes to the schedule. Instead you will need to contact the Enrollment Services Center's Office to make the changes.

Detail Block(lower block)

The Detail block displays sections scheduled for the department/subject. The Department Class Schedule window shows one record per section. Where a section can be assigned multiple values, click the appropriate tab to access the repeating data.

CRN: CRN of the section. If you are entering a new class, the CRN will first display as a negative number until you save your data.

Subj: Subject code of section. If you have entered the subject code in the upper block it will automatically appear here. Choose Help/List from the menu bar to view valid codes.

Crse: Course number of section. Choose Help/List from the menu bar. After entering a valid course number, the credits and course title will automatically appear.

G: The Grade mode of the section. Three values are possible: G = Graded Only, P = Pass/NoPass Only, blank = Pass/No Pass Option.

Cr: The credits this section will be offered for. Credits default to the credit hour low for classes with credit ranges. You can change this for credit range classes only. If you wish to continue to offer the credits as a range, clear the Cr field by choosing Item/Clear from the menu bar.

Max Enrl: The maximum enrollment allowed for this section. You cannot enter a maximum enrollment that is greater than the capacity of the room. If you wish to have a max enrollment greater than the capacity, contact the Enrollment Services Center's Office. Maximum enrollment is required.

Note: Max Enrollment for Cross Listed Classes

For any cross listed class, enter the maximum enrollment allowed for each individual class in the Max Enrl field. If you have a 400 level class that is cross listed with a 500 level class, and your total enrollment should not exceed 30, with no restrictions per distribution, enter 30 for both sections. This sets the maximum combined enrollment for both sections at 30, not 60. If your total enrollment is limited to 30, with a distribution of no greater than 20 students in the 400 level class, and no greater than 10 students in the 500 level class, enter a maximum enrollment of 20 for the 400 level class, and 10 for the 500 level class. The total max enrollment will be defaulted to the room capacity if the max enrollment exceeds the room capacity. To update the total cross list max enrollment, click the Crosslists tab.

Max Wait: The maximum number of students allowed on the wait list. This is a required field that defaults to 0.

Begin: The beginning time of the class. Choose Help/List from the menu bar to view a list of standard begin times and end times. If you select a time from this list, end time and days are also populated. Times must be entered using a twenty-four hour clock, without a colon between hours and minutes. For example, 2:00 P.M. is entered as 1400. Note: After a meeting record has been saved, you must use the Meeting Times tab to update it.

End: The Ending time of the class. Choose Help/List from the menu bar to view a list of standard begin times and end times. If you select a time from this list, begin time and days are also populated. Times must be entered using a twenty-four hour clock, without a colon between hours and minutes. For example, 2:50 P.M. is entered as 1450. Note: After a meeting record has been saved, you must use the Meeting Times tab to update it.

Days: The days of the week the class is held. Choose Help/List from the menu bar to view a list of standard day combinations. Letters representing the days of the week are: M=Monday, T=Tuesday, W=Wednesday, R=Thursday, F=Friday, S=Saturday, U=Sunday. Days must be entered in consecutive order, without spaces, as they appear on the schedule. MWF is correct. MFW is incorrect. TR is correct T R is not correct. Note: After a meeting record has been saved, you must use the Meeting Times tab to update it.

Camp Code: Campus code of section. Choose Help/List from the menu bar to view valid codes. Default is A (Ashland)

Bldg: The building in which you wish to hold the class. Choose Help/List from the menu bar to view building codes, room numbers, and capacities defined for classrooms or labs available to your department for scheduling. If you wish to choose a room not on the list, contact the Enrollment Services Center's Office. If you select from the List of Values, the room number will also be populated. Note: After a meeting record has been saved, you must use the Meeting Times tab to update it. Note 2: You may enter a meeting building and room without day and time information if the building code is WWW - Web-based course.

Room: The number of the room in which you wish to hold class. Choose Help/List from the menu bar to view the list of rooms. If you select from the List of Values, the building code will also be populated. Note: After a meeting record has been saved, you must use the Meeting Times tab to update it.

Primary Instructor: The primary instructor of the section. A primary instructor should hold the greatest (or equal) percentage of responsibility for a class. Choose Help/List from the menu bar to view the instructors for the given department. Many departments also have STAFF instructors defined who can be assigned when the actual instructor is unknown at scheduling time. Click on the Instructors tab to enter additional instructors.

% Resp: The percent responsibility for a class defaults to 100%. If a class is team taught, the percentage of responsibility of the primary instructor will be calculated from the percentages entered in the Instructors window.

Title: The title for the course will be displayed automatically from the catalog after a course number is entered. This field can be modified. Note: Modifying this field only changes the title for the specific section. If you want the title of the class changed for all sections, notify the Enrollment Services Center's Office to change it at the catalog level.

XL Grp: Cross List Group code. If cross list information exists for the section, a group code will appear in this field. To enter, modify, or view the cross list information for a section, click the Crosslists tab. Enter the CRN of each section to be cross listed with this section. If your section is cross listed with a section in another department, coordinate the crosslisting with that department to ensure that the cross listing is only done once. Choose File/Save from the menu bar to save the data. Choose Block/Previous from the menu bar to return to the main form. Note: Once the cross listing has been established and saved, the time and room can be entered for the crosslisted sections without getting the duplicate room error.

Total Cross List Max Enroll: Total maximum enrollment for the cross listed sections. This is a calculated field but can be updated. If the max enrollments for all cross listed crns are the same, it will use the average max enrollment. Otherwise, it will use the sum of all the max enrollment for the crns. It will default to the room capacity if cross list max enrollment exceeds the room capacity. Anytime the cross list crns or the max enrollment of the crns listed are updated the total max enrollment field will be recalculated. If cross list crns exists then this field is required and cannot be blank.

CR Ind: Corequisite indicator. If corequisites exist for your section, an asterisk will appear in this field. To enter, modify, or view the the corequisites for a section, click the Corequisites tab. Enter the CRN of the corequisite section(s) and choose File/Save from the menu bar to save. Click the Department Class Schedule tab to return to the main window.

Fee Ind: Fees indicator. If fees exist for your section, an asterisk will appear in this field. To enter, modify, or view the the fees for a section, click the Fees tab. Enter the fee detail code and type. Choose Help/List from the menu bar for a List of Valid fee codes. Enter the amount and choose File/Save from the menu bar to save it. Click the Department Class Schedule tab to return to the main window.

Test Ind: Test and Prerequisite Restrictions indicator. If test or prerequisite restrictions exist for your section, an asterisk will appear in this field.

Attr Ind: Course attribute indicator. If attributes are defined for your section, an asterisk will appear in the field.

Res Ind: Restriction indicator. If restrictions exists for your section, an asterisk will appear in this field. To enter, modify, or view the restrictions for your section, choose Options/Sections Restriction Form from the menu bar. Please see the Entering Section Restrictions section in this document for complete instructions on how to enter restrictions.

Instr Appr: Instructor Approval Required indicator. If the section requires the Instructor's Approval to register, enter 'Y'.

Schd Type: Schedule type of section. Choose Help/List from the menu bar to view valid codes from the catalog.

Instr Mthd: Instruction Method. Choose Help/List from the menu bar for valid codes. Default is TRAD (Traditional).

Sess Code: Session code of section. Choose Help/List from the menu bar to view valid codes. Default is A (State Support).

Tuiw Ind: Tuition waiver indicator for section. Check means "yes." Unchecked means "no." Defaults to checked if the session code is X (Self Support) or Y (Contract).

Footnotes: To enter footnotes, click the Footnotes tab. Prior to developing a class schedule, you can define your footnotes on a separate screen as described earlier. Type a Y(yes) after each footnote that applies to the section. When you return to the Department Class Schedule tab, the footnote numbers will populate the footnotes field. You may also enter the footnote numbers directly in the footnotes field.

You can also add or define footnotes from the Footnotes tab. Enter the footnote number, text, and subject code (if applicable), and F or H to indicate whether it is a header (special) or footer (standard) footnote. Remember to choose File/Save from the menu bar to save footnote text entered via the Footnotes Tab.

NOTE:  To change the footnotes assigned to a CRN after the term is closed for scheduling, use the Footnotes Change for a Section (SCHED_FOOTNOTE_CHG) process.  It is a Banner Job Submission process that you can find with the other reports and processes on the Department Class Schedule menu in the Banner reports folder.  The process has 3 parameters: term code, crn and footnotes.  The footnotes are entered as a string, e.g., "3,4,7".  They will replace the footnotes currently associated with the crn for the term. 

Web: Web available indicator. This indicates whether the section will be available for registration via Banner Self-Service (SISWeb). Y indicates the section will be available for web registration, N indicates it will not. This field is not updatable. It defaults to Y for new sections. If you do not want this section to be available for web registration, contact the Enrollment Services Center's Office.

Credit Hrs High/Low: Credit Hour Range. This is a display only field showing the credit hour range for this section in Banner.

Entering Part of Term Information (for summer term only)

The part of term fields are only active during summer term scheduling for classes with no meeting times and no enrollments.  If a change to part of term data needs to be made to a section with meeting time, instructor assignment, or enrollment records, the meeting time and instructor assignment records must be removed and the enrollments dropped before changes can be made.  After the changes are made, the meeting time records, instructor assignments, and enrollments can be re-entered.

Ptrm: Part of Term Code. The part of term code associated with the section. Choose Help/List from the menu bar to view valid codes. This field is required for summer term.

Start Date: Date the class starts. Format: DD-MON-YYYY. Choose Help/List from the menu bar to get the date range associated with the part of term. This field is required for summer term.

End Date: Date the class ends. Format: DD-MON-YYYY. Choose Help/List from the menu bar to get the maximum date the class can end based on the part of term. This field is required for summer term.

Weeks: Number of weeks the class meets. This field is automatically calculated from the start date and end date entered. This field is required for summer term. 

       

Updating Meeting Times and Rooms or Entering Multiple Meeting Times and Rooms

If a class section meets at multiple times or in multiple rooms, click the Meeting Times tab to enter this information.

Meeting Type: The meeting type for the class. Choose Help/List from the menu bar to view a list of values.  This value is required.  Currently the only value defined is CLAS which defaults into new records.   Note: After a meeting record has been saved, you must use the Meeting Times window to update it.

Begin Time: The beginning time of the class. Choose Help/List from the menu bar to view a list of standard begin times and end times. If you select a time from this list, end time and days are also populated. Times must be entered using a twenty-four hour clock, without a colon between hours and minutes. For example, 2:00 P.M. is entered as 1400. Note: After a meeting record has been saved, you must use the Meeting Times window to update it.

End Time: The ending time of the class. Choose Help/List from the menu bar to view a list of standard begin times and end times. If you select a time from this list, begin time and days are also populated. Times must be entered using a twenty-four hour clock, without a colon between hours and minutes. For example, 2:50 P.M. is entered as 1450. Note: After a meeting record has been saved, you must use the Meeting Times window to update it.

Days: The days of the week the class is held. Choose Help/List from the menu bar to view a list of standard day combinations. Letters representing the days of the week are: M=Monday, T=Tuesday, W=Wednesday, R=Thursday, F=Friday, S=Saturday, U=Sunday. Days must be entered in consecutive order, without spaces, as they appear on the schedule. MWF is correct. MFW is incorrect. TR is correct T R is not correct. Note: After a meeting record has been saved, you must use the Meeting Times window to update it.

Building: The building in which you wish to hold the class. Choose Help/List from the menu bar to view building codes, room numbers, and capacities defined for classrooms or labs available to your department for scheduling. If you wish to choose a room not on the list, contact the Enrollment Services Center's Office. If you select from the List of Values, the room number will also be populated. Note: After a meeting record has been saved, you must use the Meeting Times window to update it. Note 2: You may enter a meeting building and room without day and time information if the building code is WWW - Web-based course.

Room: The number of the room in which you wish to hold class. Choose Help/List from the menu bar to view the list of rooms. If you select from the List of Values, the building code will also be populated. Note: After a meeting record has been saved, you must use the Meeting Times window to update it.

Start Date: Starting date for the meeting record. This defaults to match the section but can be changed if a specific meeting only occurs for part of a term.

End Date: Ending date for the meeting record. This defaults to match the section but can be changed if a specific meeting only occurs for part of a term.

Updates cannot be done on the main detail line.

Choose File/Save from the menu bar to save the changes. When multiple meeting records exist, an asterisk appears on the main Schedule block to the left of Begin Time.

Note: A section (CRN) cannot be assigned two different rooms for the same time and day via the SOCSCHD form. To have this done, please contact the Enrollment Services Center's Office.

Entering Multiple Instructors

If more than one instructor teaches a class, click the Instructors tab to enter the non-primary instructors' names. The primary instructor will be displayed but cannot be updated via the Instructors window.

Last Name: A non-primary instructor should not hold the greatest percentage of responsibility for a class. Choose Help/List from the menu bar to view the instructors for the given department. Many departments also have STAFF instructors defined who can be assigned when an actual instructor is unknown at scheduling time.

%: The percentage responsibility the instructor has for teaching the section. This field does not default to 100 percent but remains blank until you enter the percent. The primary instructor percent on the main form will adjust automatically to omit this percentage after you choose File/Save from the menu bar.

Choose File/Save from the menu bar to save the data. Click the Department Class Schedule tab to return to the main window. An asterisk appears to the left of the primary instructor's name to indicate additional instructors are teaching this class.

Deleting Instructors

If the section does not have multiple instructors assigned, choose Item/Clear from the menu bar to remove the primary instructor's name in the Department Class Schedule window. Choose File/Save from the menu bar to save the changes.

If there are multiple instructors for the section, you must first go to the Instructors window, choose Record/Delete from the menu bar to delete the secondary instructors, choose File/Save from the menu bar to save the changes, and click the Department Class Schedule tab to return to the main window to delete the primary instructor in the main record.

Entering Section Restrictions

Restrictions restrict registration based on student characteristics. There are ten different types of restrictions that can be entered for a section: Department Restrictions, Field of Study (Major, Concentration and Minor) Restrictions, Class Restrictions, Level Restrictions, Degree Restrictions, Program Restrictions, Campus Restrictions, College Restrictions, Student Attribute Restrictions and Cohort Restrictions. Currently, SOU does not use Program Restrictions. Each restriction can be set up as "Include" or "Exclude". Include means that the student must have the attributes listed (i.e.; if a class restriction has an include of JR and SR, only juniors and seniors can take the class). Exclude means that the student can't have the attributes listed (i.e.; if a level restriction has an exclude NU, then only non-admitted undergraduate students can't take the class). Within each restriction type, the conditions use an OR logic (i.e., if you have a field of study (Major) restriction with 2 majors listed with include, then if the student has either of these majors, they'll be able to register). If there are multiple types of restrictions, AND logic is used between the types (i.e.; if you have a field of study (major) restriction and a class restriction, the student has to meet both requirements to register for the class).

From the SOU Department Schedule form (SOCSCHD), choose Options/Section Restrictions Form (SSARRES) from the menu bar.

Before going into the Restrictions form, make note of the CRN of the section.

In the Key block, enter the term code and course reference number (CRN) of the section you wish to set up restrictions for. Choose Block/Next from the menu bar to move into each of the Restriction blocks or select the tab for the restriction you want to set up.

Once you are in the correct restriction block (i.e., Department, Field of Study, etc.), select the Include or Exclude radio button. Enter the code you wish to exclude or include. Choose Help/List from the menu bar for a list of valid codes. If you wish to enter more than one code, use the down arrow key to move to the next line and then enter the next code. When you are through entering the restrictions, choose File/Save from the menu bar to save the data. Choose Block/Next from the menu bar to continue on to the next type of restriction or select the tab of the restriction you want to set up.

If you are entering a field of study restriction, after selecting Include or Exclude, select a Type (MAJOR, CONCENTRATION or MINOR). If all field of study types are to be included or excluded, check the All Field of Study Types checkbox. Then enter the code(s) to be included or excluded.

When you are done entering all restrictions and have saved your data, choose File/Exit from the menu bar to exit the Section Restrictions form and return to the SOU Department Schedule form (SOCSCHD).

Viewing and Entering Section Attributes

To view the attributes associated with a section or to add or remove a limited set of section attributes, click the Attributes tab. When the tab is displayed, you will see all of the section's attributes. To add an attribute, select Record/Insert from the menu bar, and enter the attribute code or select it from a list. Only attribute codes that you can enter will be listed. You may only remove attribute codes that you can enter. Select the attribute and then select Record/Remove from the menu bar. Press File/Save to save your changes.

Entering Section Descriptions

The section description is used to store a description for the section that is different than the catalog description.

From the SOU Department Schedule form (SOCSCHD), choose Options/Section Description (SSATEXT) from the menu bar. This takes you to the Section Comments form (SSATEXT).

Do Not enter the section description in the Section Text block. From the key block, choose Block/Next from the menu bar twice or select Options/Long Text from the menu bar to move to the Long Comments block. Enter the text in the field and choose File/Save from the menu bar to save the changes.

When you are done entering the long description and have saved your data, choose File/Exit from the menu bar to exit the Section Comments form (SSATEXT) and return to the SOU Department Schedule form (SOCSCHD).

Section Organization Assignments.

Each section needs to be assigned a financial organization. This is done through the Section Organization Assignment process.

Department Class Schedule Reports

The following reports can be run via the Department Class Schedule menu in the Banner Reports menu.

Most reports can be generated in less than a minute. Complex reports may take three to five minutes, based on the size of the schedule and the current load on the computer system.

Scheduling Assistance

For help with scheduling (i.e.: scheduling rooms not assigned to your department, exceeding room capacity) e-mail the Enrollment Services Center's Office Academic Scheduling Coordinator at ScheduleRequest@sou.edu.