DCU Training Manual
Contents
1. TBA_ dept code where is an incremented count Do NOT remove the department code from the default Staff Id As all departments will be creating TBA instructors the department code is required to ensure the instructor is unique to your department You can alter the number just be sure the number has not already been created for your department e Can enter an Instructor name but this information will NOT go to Banner or EnCampus Event If you would like the TBA to appear in Banner select a TBAU already listed under your faculty will have a Banner ID e Select TBA from the Instructor Type drop down list This is the only option available but it must be selected e Note Whenever the option to create a new instructor is selected the system will increment the counter that is part of the Staff ID REGARDLESS of whether the new instructor information is saved or not Therefore the counter may return a larger number than expected if the page to create a new instructor has been accessed but not updated https dcu pprd mtroyal ca ie true OCU 4 1 Windows Internet Explorer lobi INFOSILEM LZS coco TPHi Dac tin Ense t November 2011 MEM Page 13 of 28 e If this TBA is to represent an instructor who teaches in more than one department contact the alternate department and coordinate the creation of the TBA number If they have already assigned a TBA for such an instructor use the same TBA already created If they ha2. Departments O Expanded View i Printer Friendly Version 5 AIRF s E i Click here to view a orinter friendly version AIRF 1130 TBA Last Name First Name Instructor Constraints X Instructor Type Unavanauvmues UGUYEIES DUG AIRF 3202 TBA SO P AIRF 1130 TBA O AIRF1109 TBA Allison Brett S O P AIRF 3202 TBA TBA o Benson Mark S O P ARF1109 TBA z TBA O Grandia Kenneth i Langemann Ralah SO P allison Brett AMnstructorType B O ea a is SO P Benson Mark instructor Type A reet Kori y Webster William SO P Grandia Kenneth z A instructor Type B Fi Wiebe Deanna 0 P Langemann Ralph a instructor Type B O O O iiaa Select File and then Print to print the information and use the report as a record of what information is in DCU for the current scheduling term Note select Print Preview to view how report will print you may need to alter print settings such as orientation and paper size November 2011 Page 16 of 28 Step 3 Entering Delivery groups This section is used set up a scheduling group for deliveries e Click on New to create a new delivery group e Select appropriate group constraint from the drop down list AWS TOR At weeks Same Tima Different Rooms AWSTER Alt Week Same Time Same Room STOR Same Time Diferar Room STSAGP Same Tima Same Room DA Professors STSRSP Sama Time Same Room Sama Professors Dspartumeni tio Records Group Members e Attach compone
3. Expanded View and all details will be displayed instead of the magnifying glass icon gt DCU 4 2 SP6 Windows Internet Explorer SEE File View Help INFOSILEM 88 sare z 88 smarter New 22Delete Ep Duplicate amp Instructors Show 10 per page v Departments I v iExpanded View AIRF iN o AIRF 1130 TBA E Last Name A First Instructor instructor Tyne Unavailabilities Deliveries AIRF 3202 TBA Name Constraints AIRF1109 TBA Allison Brett amp O Parr 1130 TBA TBA Benson Mark S A A Grandia Kenneth O O Parr3202 TB an Langemann Ralah amp O P aRF1109 TBA TBA Sched Project Generic TBA 9 Street Kori SO P allison Brett A instructor Type B Webster William SO P Benson Mark AsinstuctorTypeA Course Section Term Component De Wiebe Deanna i AIRF DeptMeeting 1 201201 AIRF Department Meeting AIRF3242 1 201201 001L o AIRF2111 4 201201 001L o SO P Grandia Kenneth instructor TypeB Printer Friendly View When all instructor information has been updated click on Printer Friendly View to have all instructor information displayed and formatted for printing gt DCU 4 2 SP6 Windows Internet Explorer DB File View Help INFOSILEM e M New 22Delete Ep Duplicate Instructor List SO P sched Project Generic TBA 9 z TBA SO P Street Kor 5 M instructorType A SO P Webster William z Ainoaa Type B Instructors Show 10 per page Y 12 gt gt
4. Op Dupneate ES Gatch pane db Patiri Roque at dm Peper LXX Two hours tice d waak Time Requirements Room Type e Click OK to attach the characteristics needed to the room request e Note Ifthe combination of room type and room characteristics do NOT exist in the combination selected the system will display an error message when trying to save the changes for room request information If this happens remove the selected room characteristics one at a time until the save works This will confirm which room characteristic is causing the error Mas Envoliment Warning 35 f x Erots occured while saving please revew he information E Add 22 Remove V Duplicate PA Batch Update P Reorder Panem Request D aten D2X2 Two hours twice a week Time Requirements B us I e You must select room for this room type Room Type Paribon COMP BUSN Y BISSETT Y D Add 22 Remove Description Tiered Fined Seating 9c E Smart Cabinet Audio Enhanced neu Video Projector Unit L Remove room s Room D Add 22 Remove November 2011 x Page 9 of 28 e Ifnoroom is required enter NRR in the Room requirements text box e Foran Adobe Connect link please select Room Type V e Note for deliveries to be scheduled offsite with a day and time please select Room Type O and select OFFSITE as the room e Note a room cannot be assigned without a day time
5. Time Requirements Y Room Requests Room Requests e If there is no room request listed then a room request needs to be entered Click on Add a room The only exception to this is if the course component will not be taught in any rooms on campus or if the course is to be taught on line In situations like these do not add a room request and enter NRR no room required in the Room Requirements note box Room Requremerts D aoa 22 Remove mew Ingmar 201191240 FF Room Requests 2 Remove roam s Room Type ist ren quar ent Characteristc s ai Description No Reccrds Ruu n Requirements Instructors M November 2011 Page 8 of 28 e Select a Room Type from the drop down list e If LAB L or O is selected you must select a room from the Room drop down list Note Be sure to select the specific lab requested The system will not select from the list but will select whichever specific lab room selected e f specific room characteristics required check Characteristic s required box and click on Add for characteristics list select required characteristics can select more than one tee L te hr L mibin 4 ee s 35 Room Cherectertstc List Hama a c Chalkboard k mr TF Tiene n Frorri Sang Hi IHon F rad Seatng mu Ema iaces it AE Emah Cab net Audo Enhanced WLI vid o frisches Lirit Frequency L hd E asai El emos
6. icon this icon indicates that the item has been disabled for scheduling purposes If the component has been disabled it may be because the component was cancelled in the last coordinated scheduling cycle for the current term this can be re enabled in DCU Red Cross icon this icon indicates a problem with the item flagged with the icon Yellow Exclamation icon this icon indicates that the flagged field has warnings about the data Any data that has been forced time or room and that rolled from the last coordinated scheduling cycle for the current term cannot be altered in DCU Also any instructor with a type that is PROF INST or SENS cannot be altered in DCU This icon is indicating there is information that cannot be changed in DCU Magnifying glass icon this icon will display details attached to a specific item related to the column heading in the list of items a Blue question mark icon this icon will open a help screen related to the particular page currently active Note that these help screens have not been set up Contact the Scheduling Office for assistance E November 2011 Page 24 of 28 E Scheduling Groups A scheduling group is created to ensure the system will schedule two or more deliveries at the same time same day These groups may be in the same room or in different rooms may have the same instructor or may have different instructors Additionally the attached deliveries may have to sched
7. includes the dates the time patterns the room requirements and the assigned instructor s Time Pattern request A time pattern request is a code to define how to set up the time for delivering instruction of a course For example a 3 hour course may be run for 3 hours once a week 103 or 1 5 hours twice a week 215 or for 1 hour three times a week 301 Note that if the course component must schedule with day s amp time s that do not fit a standard time pattern then the time must be forced This cannot be done in DCU instead the time pattern Off Pattern must be selected and the details day time duration must be noted in the Time Requirement notes Room Type The room type indicates what kind of room is needed for the delivery of the class Most courses will require a classroom code is CLS However there are other types such as a computer lab COMP a language lab LAB etc See the tab in the worksheet with the legend listing the room types Scheduling Groups Cross listings in Banner Two or more different courses that need to be grouped together November 2011 Page 27 of 28 STSR Same Time Same Room use this scheduling group when two courses need to be scheduled at the same time and in the same room STSRSP Same Time Same Room Same Professor use this scheduling group when two courses are needed to be scheduled at the same time in the same room by the same professor STDR Same Time Different
8. request pattern code is acceptable Adding Deliveries e Click on Add to create an additional delivery e To navigate between deliveries click on the label of the delivery tab e g Click on 01 not in the box An orange line will highlight the tab that is currently open for changes pam ES ETT AT 7 n TES Remove 1 Course Mumber AGOTETZA a ACOTH12 Mo Records Sean nes Move io socion E Name 711 Tepe L a Has Enmbiment 35 a cRemae dato wonder po iet a unb Ena Dale ariaa R s ai Frit ncy i iJ Hl 4 Palim Ragues d sam DANZ Two hours baca a weak Time Requirements Note When course information was downloaded from Banner the course components had at least one delivery attached to the component The label on the tab for the delivery will have a label of A1 01 B1 01 C1 01 or something similar The default label for deliveries in DCU is 01 or 02 If any changes are done to a delivery the system will alter the label from A1 01 to 01 etc This cannot be altered Therefore if you add additional deliveries or alter existing deliveries the label will change This is ok and will help ensure consistency for multiple deliveries under a component These will be modified before going back to Banner Done 7 Deleting Deliveries e To delete deliveries click in the box on the delivery tab and then click on Remove e When all data entry i
9. the drop down list for Departments and select the appropriate department or select ALL The list of instructors in the selected department will appear check the box for the desired instructor Click Ok to save the assigned instructor s A AP BEES i hitos fruspprd trol c CLA d main aer fo i Certificate Esror Fie View Holo ros 1 Elia Lint Eje 0m opp TPH t Deparimon a 9 esse Edocios o H Departments al L Andi Rameove pina T ane COMM Bu Lorki Piura ACOMO03 Hn Records 2T Zinrtinn n Moira to socb n B O02 L maL Hamo eL DL FACON 5i Tina EE L 4 E ALCCAO5 a Max Esmotrnert x AC OMZDE E acceso ACOMSU13 E AcOM3DS z 7 te instructor Ham E E ACOMISDIT dearer DM EE AZOMAOSS oO agg Riesa 201194959 gt ACOMISIO 9 won Dl Ada 22 Remove Hb Dupicale E Dalch Undale 4 Rearder gus iin el Bruno watar 10d E ADOMI a 6 TT E agenda BS Bann Wiliam 100000550 ACM 383 J t Frequency T d aiiidh x Cashgiono Reel 201200883 mew hhBH 1 m MM 3l Conas Paul 100000768 E fom m la a iee i ACCOMAROT 4 Pato Flequesi El j C Connerton Janel zta MILE TO Fira Terence 100501535 AGOM amp ADS fa E Gieck Alana 251115281 y T T i area ay dl rj couu Q Hamnett Janet 100003544 mw ASC pj cou Hanar Sally 201300808 ig ACOSO E COMI e Hirschgeld Julis Soa aes iE ACON
10. the flagged field has warnings about the data Magnifying glass icon this icon will display details attached to a specific item related to the column heading in the list of items Blue question mark icon this icon will open a help screen related to the particular page currently active Note that these help screens have not been set up Contact the Scheduling Office for assistance E t gt 8 0 e lf you are unsure of the meaning of the icon move the cursor over the icon and the purpose of the icon will be displayed Finally before starting to enter data into DCU review Appendix H Known Issues at the end of this document The last upgrade of DCU the known issues were resolved Report any issues that may appear and that are not listed as a known issue to the Scheduling Office for investigation In the meantime this appendix identifies any workarounds or useful tips tricks November 2011 Page 5 of 28 Step 1 Update Courses Course Information e Click on Courses e There are two ways to navigate to get the course information open Either click on the icon next to the course in the list on the left of the page or click on the pencil icon uj If you need to apply course constraints e g Back to back etc use the pencil icon This will open the main course information page INFOSILEM TP Corte i mt Sn oe iii NC g Pu ww m m e Check any course constraints that ap
11. to exit the system e The View selection will display a message board e The Help selection will display the on line navigational user manual https dcu pprd mtroyal ca ie true DCU 4 1 Windows Internet Explorer OEF INFOSILEM TPH T a At the top of the page there is a Message Board This will always show a message indicating whether you are logged into DCU Any messages about upcoming outages will also be listed here as needed Note that DCU may occasionally be closed early in the morning between 8 00 am to 9 00 am to allow for any needed updates to be done in Timetabler to provide needed information in DCU Welcome COMMI Training nto 2 Hoar nammucrors nC Board Welcome To the MRC Dala Colaction Witiy OL Marc tings Academic Blocks ocr Component Groups Delon Groups Course Combinations Reports November 2011 Page 3 of 28 Some useful information before getting started Note that all fields that are highlighted in grey cannot be changed Only fields that are not highlighted can be altered Anytime there is a list of items available to view by default the system will only show 10 ata time From the drop down list select how many to display at a time 10 15 20 or all Note the more items you choose to view the longer it will take to load all records on the screen Course List Show 10 per page H Show 10 per page Show 15 per page Show 20 per page Show
12. 061 El ACOM3011 001 L Fl ACOM3013 ACOM3015 ACOM3017 L ACOM3065 ACOM3319 ACOM3343 ACOM3383 ti ACOM4009 Name Type EE RE RE R Deliveries Deliveries capture information about the time day meeting patterns room requirements as well the instructor assignments e The Start Date and End Date default to the dates associated with the term The dates cannot be altered If the dates are exceptions to these default dates make a note in the Time Requirements section e If the component is going to be running alternating weeks update the Frequency as needed This would be 2 for every other week e Select Pattern Request or Forced Pattern from the Time Requests drop down list November 2011 Page 7 of 28 e Select a pattern code or a forced pattern time from the drop down list as appropriate aqusncy e ifthe required course meeting times do not fit a pattern code and so must be an off pattern forced time then select the pattern request Off Pattern Enter notes in Time Requirements and enter the details in the Time Requirements text box The details should include the day s of the week the start time and the duration of the component If the component does not require a Time Request or a Room Request then select the pattern N A No Pattern ou D Add 22 Remove Eb Duplicate P Batch Update 4h Reorder Y Time Requests Pattern Request Pajari
13. 25 per page Show 50 per page Show 100 per pag Show All Show 10 per page 2 O Expanded View For certain lists the view can be changed to show more details Check Expanded View to see all details in addition to primary information for the list Example Instructor list Expanded View unchecked 1 Printer Friendly Version D VIE first Name Instructor Constraints Staff ID Instructor Type Unavailabiites 201194959 Mprotessor O NOP Brooks Patrick 201191250 Ai professor a g 0 P Bruno Walter 100000663 Mprotessor a O 0 P Bunn William 100000660 Ai protessor o oam rx a xs x rr MM MM ii Hi i T ARs P max Example Instructor list Expanded View checked Note the additional details now displayed Instructor List eT LLA i LI kd ET p m boo Ex E Last Nome A fics instructor StMPID instructor Type Unavalabililes Deliveries Name Constraints 0 P Bragg Robert 201194959 brotes sor Course Section Term Component Delivery Start ACOM4407 1 200904 001 L OL1 2009 0 P Brooks Patrick 201191250 Protessor Course Section Tem Component Delivery Start ACOM4473 1 200904 001L OL1 2009 0 P Bruno Walter 100000663 professor Course Section Tem Component Delivery Start ACOM4469 1 200004 001L O11 2009 5 0 P Bunn William 100000660 P rotes sor NO P Castiglione Rick 201201033 A Professor Section Term Component D
14. 4 Cus aa a LF EH BISSETT EB 015 CONF OF GH J5 a LF EB BISSETT EB1O1E ELS da E Le EB BIESETT EBTU2Z CLE da a LA EB BISSETT EB1023 cu 3 a LP n BISSETT ER1028 cs d a LP ia BISSETT Battie Cis ED a LF co BIZSETT EBt10T CLE 5 a LP fo OSE TT EB os de Aa LP EB BISSETT Eata E 38 LF EB BIESETT EB1115 15 35 a LF EB BISSETT EB2DUZ ARF 7 a 3 LP EH BIESETT EBH2038 COMP BUSH 3 A T H Lr fe BISSETT EBm2103 Cus 35 a To view all details for all rooms at once check the Expanded View box This will show all the room characteristics attached to each room a 1 F nbir nando version A Ix Ml como a Bul EB Deer P akini T in TET M Ebina 4 AB Chantaara HF FicnsFiped Serin HE man Cupane VFL Video Projecior LP im prea Tt Umidi cus a C Chabeaant LP EB BIESETT EET COMP DFEM a CChalkboswd i LF EB BESETT EBD ELS AB C Chalkbaard HE Ho inea ean EC Sarai Cabe VPLI Vides raja riol W Wnieooad Le Eb Urge TT LE COMP OPEN 3 E Chalktaand SC Gara Cabernet WAL iaka Prajaciol W inibicard Li 1 t TT Gio as db E Chats HF HonsFised Skin fi format Cabra November 2011 Page 20 of 28 Reports Currently there are two reports available the Conflict s report and the Seats and Sections by Term and Department report Torun either report click on the report title on the list of reports on the left side of the screen 2
15. ESET zl pj eeu O Kort hmad DOTA T AA a uus I rj couu Lams Aa Tae j coul Hadesi Ronald TO 3 in couu Pastor Jarce 200312322 a ce dese Comu Radiowe Wiens 201323550 Room R Mcsdamiz Blocks lier chal a Cou O Halsnnise iran 100000739 Rooms Compin Groups Inatnaci ra L Add Remp Ho isinai Delivery Grouse L Add 22 El mm HO RS l Degparmont intrucsor Marne Eug Course Combina ona o Bracks Patrick z01iBt250 Meperts E LI Javascript aikechLietfral Di adt a i internet 4 jiti When all data entry is complete for the course and section click on Save to ensure all information is saved November 2011 Page 11 of 28 AO internet RESET rodar A nan np Tem rue EST INFOSILEM 7 77 Corsets Component Editing Dapartmmients al MO aH 5 AC NIDOS m Department pa Expanded View Once all changes to courses sections components amp deliveries have been completed click on Back to List to get the list of all the courses Just beneath the drop down list to select Show All there is a box labeled Expanded view Click on this to see all the details for each course and all is sections components amp delivery details Printer Friendly View Once all changes to courses sections components amp deliveries have been completed click on Printer Friendly View to display all the details for each course and all of the sections components amp deliv
16. OT the same as a section in Banner For DCU sections are used to allow the departments to group specific components so that specific types of components can be scheduled conflict free with each other E g Course BIOL 1010U Section x1 Components LECO1 LABO4 LAB8 TUT9 12 Course BIOL 1010U Section x2 Components LECO2 LABO13 LAB19 TUT20 26 Timetabler Scheduling software that is used to schedule classes into deliveries days times rooms November 2011 Page 28 of 28
17. Q UOIT OFFICE OF THE REGISTRAR Scheduling DCU Training Manual Updated November 2011 DEUCE lee Mandala sido 3 LOCSIN o pas cT cT 3 GLa licer 3 Logeing on DEUTO NRO Messi E i ron gue desta rt US eS 5 What dO The ICONS Mean io UT 5 Step T Update COWS CS id A 6 St ep 2 Entering amp Updating Instructors an edie ee ee ee rw TeS v Verde APTUS 13 Step Ss Enterine Deliver Erou O oo cas 17 VIEWING ROI a dde lo 19 RODOS ricardo 21 POS AR 23 P COMPONENT IV DOS A E A E o 23 BROOM Ype sn DC U eaa en 23 G Ro0om Characteristics tia 23 DIOSA AAN A o EDI KU IO eM eru ee 24 E Seneduln8 GEOUDS na A A tesa 25 E OL WP E PP MA tree 26 Glossary Ol teris ucendetuefdeteson derent avait od Duc en Gab eee on ee ad Lube oder caeca capio icto Mod eir nita afl 27 DCU Training Manual Logging on 1 Open Internet Explorer 2 Enter http 10 120 201 17 dcu43 to get to the login page for DCU The recommendation is to open the link and then add it to your bookmarks 3 Signonto DCU Enter the Username and Password If anyone is unable to access DCU and needs to have access set up contact the DCU Administrator Michelle Warrington ext 5641 Click on Submit to complete signing on DCU main page The headings on the left of the page will open the pages to update the items listed At the top of the page are the menu selections File View and Help e The File selection at the top of the page must be used
18. Room use this scheduling group when two courses need to be scheduled at the same time in different rooms STDR Alternating Weeks use this scheduling group when two courses need to be scheduled at the same time in a different room and on alternating weeks with each other STSR Alternating Weeks use this scheduling group when two courses need to be scheduled at the same time and in the same room and on alternating weeks with each other Scheduling Tie When there is a course constraint required for a course scheduling creates a scheduling tie The course constraint should have additional course requirement notes to indicate which components to attach to the scheduling tie e g Lecture LECO1 and tutorial TUTO4 etc The scheduling tie is coded to have the system try to schedule one of the two components in a way that will result in the desired course constraint outcome For example if the course constraint selected is Lech Before Tut Lab and the associated course requirement notes indicates tutorial TUTO3 should be tied with lecture LECO1 and TUTO4 with LECO2 etc then there will be a scheduling tie for each pair of components The first scheduling tie will be coded to ensure tutorial TUTO3 will schedule after any occurrence of the lecture LECO1 The second scheduling tie will be coded to ensure tutorial TUTO4 will schedule after any occurrence of the lecture LECO2 Section In Timetabler section is a numerical value This is N
19. ain Y WING 1316 CLS 40 z a P Main Y WING Y314 CLS CChalktoard P Main Y WING Y224 CLS ae capone iri P Main Y WING Y222 CLS W Whiteboard P Main Y WING Y21416 CLS dU X a P Main Y WING 1214 CLS 40 aq a Useful Tip If you know of a room that would work for the component but you are not sure what room type to select you can enter the room in the Room box and the click on the arrow in the green box The system will come back with all information about that room the Campus the Building the Pavilion the Room the Room Type the Capacity etc Jimm sit Mall e li IFA Room List Show All he 1 Li Expanded View Printer Friendly Version a saa LANG Another way to use this page is to find out if there are any rooms of a particular type in a selected Pavilion or Building Select either the Building or the Pavilion and then click on the arrow in the green box and the system will list all possible room matching that building or pavilion This can help determine if you need to select a different pavilion to get a specific computer lab or special room of some kind November 2011 Page 19 of 28 r prr Room List Show All 1 m Printar Friendly Version 7S ql a4 Hom Tape Capacity Difonn Characbenetcn LP ti EBTUUZ CLS ag a LF En B5 EB1008 C15 da a LF ES BISSETT EBTOT as ax a LP EB BIESETT EB1011 GONE OPEN 35 a LP a BISSETT ERT
20. e In Banner the course is the combination of the course subject e g PSCY and the course number 100U In Timetabler DCU the course is a term identifier F Fall W Winter S Summer the subject and course code concatenated together e g F12PSYC 1000U Course Constraint When a course needs to be scheduled in certain ways such as lecture before the lab or lecture before the tutorial this is a constraint on how the course can schedule There is a list of course constraints that have been defined in the Timetabler DCU system and that are available for selection in DCU Selecting a course constraint allows Scheduling to know that a scheduling tie needs to be created for the course Course Requirement Notes When a course constraint is selected additional information is usually needed to help Scheduling set up a scheduling tie to ensure the course components are scheduled as indicated by the constraint If there are multiple lectures and multiple tutorial or lab components the course requirement note needs to indicate which lecture component needs to be tied to which tutorial or lab E g LECO1 tied with TUTO3 to meet Lec before tut lab constraint DCU Data Collection Utility DCU is a web based scheduling data entry system This is used by academic departments to update scheduling information in preparation for the scheduling process Delivery The delivery in Timetabler relates to the meeting patterns in Banner This
21. elivery 1 200904 504 A OA 200904 502 A OA 200904 501 A OA 200904 503 A SLi 2009 Bod i November 2011 Page 4 of 28 Note on any page within the DCU application for any Type field with a drop down list select an option from the drop down even if there is only one option Leaving Type blank may result in an error The example below is for the Academic Block type Although there is only one option Default it must be selected for the type Logging on DCU from home As DCU is accessed via the web it is possible to access DCU However network resources are required and you will need VPN access to login to the site What do the icons mean While working on the different entry pages different icons may appear within lists of items or in data entry sections Below is a list of the icons that may appear and their meaning Pencil icon clicking on the pencil icon will open the item for editing o Checkmark icon this icon indicates that the item checked has been enabled for scheduling purposes Red Bar icon this icon indicates that the item has been disabled for scheduling purposes If the component has been disabled it may be because the component was cancelled in the last coordinated scheduling cycle for the current term this can be re enabled in DCU Red Cross icon this icon indicates a problem with the item flagged with the icon Yellow Exclamation icon this icon indicates that
22. ery details for the course Click on File and select Print Preview change the Page Setup to be Landscape orientation and select Legal as the paper size before printing this report Itis recommended to print this report upon completion of DCU data entry for the term November 2011 Page 12 of 28 Step 2 Entering amp Updating Instructors Instructor Types In DCU only TBA instructors can be added by the user All instructors currently active in Banner have had their name and staff id down loaded from Banner into DCU The instructor type code for these instructors can be one of 3 types PROF SENS or INST Ifan instructor is hired after the data has been downloaded to DCU their information will not be available yet Contact the Scheduling Office to have the instructor with Banner ID added to the system Note If there is an instructor missing from your department contact the Scheduling Office to research and correct If any of the instructor types need to have the instructor type changed enter a note in the Instructor Requirements notes box Adding new instructors e Click on Instructors and then select New LI cr De Ey 4s ies de OP o b en e T1 LT t EO P ors m M40 Le OP FN e OP come ie oe a i 0 P Comento De a OP ras Tare Ae Z1 As e r OP Henne d Vor EA dhe ITE c Global ID number information e Note that the system defaults in the Staff ID as
23. ey bar about the deliveries that says Use the currently selected group member to generate the group ID Delivery Group Requirements If there are additional requirements for this group not identified by the group constraint enter detailed notes in the Delivery Group Requirements text box The Scheduling team will review and apply the unique requirements d S v Y Certificate Error INFOSILEM ut women E Beato Lat Esas Dew cooo TPH Courses Delivery Group Editing When all data has been entered click on Save to ensure all information entered for the component group is saved BD Uu Wintows siierpet tapiorer add A PRA 0000000000000 iMMfuebmr INFOSILEM dd Bites o Con D cooo TPHI Delivery Group Editing Hi a Qebvery 2 Remove a doler part Corse Loci n Component Typ Compe 0 Time information Room nformmabon 1 No Records I om irm mm Deher Ones teourenerts scies Deleting Delivery Groups To delete a delivery group click on Backto List Click on the box next to the component group s to be deleted and then click Remove Expanded View To see a list of the delivery groups with the detail attached click on Back to List and then click on the box Expanded view This will display all the component groups with all the details of each group Printer Friendly View To print a report listing all the delivery groups with the attached detail
24. http dcu pprd mtroyal ca ie true DCU 4 1 Windows Internet Explorer SE j 1 T i fr view eu z Il p dae is Contact y reper t Sesa and Secon by Term and Departs Conflict s report Click on Conflict s report and then select the department from the drop down list The click on Generate Report http dcu pprd mtroyal ca ie true DCU 4 1 Windows Internet Explorer MEX INFOSILEM File View Help TPH TIMETABUNG SOLUTIONS FOR HIGHER EDUCATION Conflict Report Department ADMN Generate Report This report will list the delivery components that are in conflict with each other The example below is from the first simulation As no courses have been scheduled yet in simulation 2 this report will be empty Seats and Sections by Term and Department report Click on the Seats and Sections by Term and Department report and then select the department and term to be reported Then click on Generate Report November 2011 Page 21 of 28 This report lists all of the courses associated with the selected department and shows the counts for the number of sections for each schedule type for each course and the number of seats for each schedule type for each course Courses Seats and Sections by Term and Department IE Meetogs Seats and Secbona ts Term and Desarme Term 200904 Courses Moos Department ADUN ACCT2010 In additi
25. n Add This will open the Component Editing page for entering the details e Ifacomponent is to be updated click on the course component either in the list within the Section Editing or in the list of components on the left side of the page to open the component in the Component Editing page Component Information e The component name is stored as the combination of an identifying number and the component type e g LECO1 is a Lecture and is component 01 e Select the component type from the drop down list See Appendix A at the end of this document for a list of Component Type codes and what they mean e Enter the component name the 2 digit number only When adding additional components create them in sequential order 01 02 03 e Update Max Enrolment if needed Note the Max Enrolment MUST be greater than 0 or the system will not schedule the component This number tells the system know the minimum size a room must be assigned for the component a https dcu pprd mtroyal ca ie true DCU 4 1 Windows Internet Explorer x INFOSILEM 7 5 TIMETABLING SOLUTIONS FOR HIGHER EDUCATION Back to List ElSave New OGD TPH Courses Component Editing e Departments COMM KA El ACOM2003 001 an Academic Blocks O Em e ar Department as 0 004L ACOM2003 t identification ption Size No Records El ACOM2011 El ACOM2013 Dem P i p ACOM2015 E Move to section ACOM2017 ACOM2
26. nts to the delivery group e Click on Add a delivery e Select the Department from the Department drop down list IU NORMA o WA NG 10i UD6A 108 IA Duta i Fissa to List Else Diew Delivery Group Editing Component No Records Component Detrrer y information informato DO Add a delivery 22 Remove a delivery Detreory Time information Rood information Time e Alist of courses and components will appear If the drop down list for courses is clicked the list can be filtered to only show the components for a specific course Click on the course component deliveries to be included in this delivery group Note A scheduling group must have two or more component deliveries attached to the group or the scheduling group will have no effect nena Course ce _ 0 aiok Coum COUS 51 Q 2000090 20001223 oun COUMZ2664 102 on 0008 10 2008 cow COUMISES 503 on 0910 2000 223 n COUM12 LU on pr 200 3 comes comma 02 on 290909 10 20097 223 COMM COUM1241 034 on 20080010 20087 3 cow COMM12 504 A on 200009102009 223 oun count 20tA on 2008000 200 com coum 1240 SA Somoza coum Commt240 5034 on 30000910 200 couu COUM1240 504 A on 20090910 290 223 Ox Cancel November 2011 u Page 17 of 28 e Click Ok to save the selected component deliveries e Select the first delivery by checking the box on the left and click on the gr
27. on there is a final total of the number of sections for each schedule type for the entire department and the final total of the number of seats for each schedule type for the entire department LII HBRO2DTO NPR This information in this report is useful to help check that all enrolment numbers for the various components are all in sync with each other i e the totals for the number of seats in all the tutorial components matches the totals of the number of seats in all the lecture components November 2011 Page 22 of 28 Appendix A Component types EXM Challenge Module TSSA Exam FLD Field Placement IND Independent Study L amp L Lecture amp Lab LAB Laboratory LEC Lecture OTH Other SEM Seminar No WebCT Access THS Thesis Project TUT Tutorial WEB Web Course WRK Work Term B Room Types in DCU L Lab DC LAB Laboratory U UOIT Classroom V Virtual Room C Room Characteristic List First First Floor Horseshoe Horseshoe seating L Laptop Data Power LP Laptop Power Only Media Site Media Site Equipment MTC Moveable Tables and Chairs Second Second Floor Third Third Floor Tiered Tiered Seating Wired Hard Wired for Laptop November 2011 Page 23 of 28 D Icons and their meaning Pencil icon clicking on the pencil icon will open the item for editing Checkmark icon this icon indicates that the item checked has been enabled for scheduling purposes Red Bar
28. ox and list the other departments here httos dcu pord mtroval ca i CODA Praza Mota 0011 HEAR Prosa Patch 201191246 Gets ridi OA 1 En Pe pen A Chios Euch 23 120 13333 Coser Pad 2009 64 Capsa me isss 25 t5 te Taid Terence 110000140 A Ata AAA Hamre jana 1900 08 wigs Same i223 es Hera A 2012739044 Rape O AT A Lam ManitODO654 MeL FODFLEAT Se F Pitia Jarece 2013123445 Below iene AO Ai ran eT Eum Chem oot ese inge poa Dhar ITH Tracer Gren COTIA his orat muda pod biis Notes go here If thie LAsirette r teatas LA multiple Gepartmants list other Oepartmest is hare If this insirasi r will require A Assassin Ji ftemos wnsemisb Et des 8 5 Instructor Unavailabilities Add all restrictions and unavailability information in the Instructor Requirements section November 2011 Page 15 of 28 Deleting an Instructor Please DO NOT deletes instructors If instructors are to be removed deleted please make a note in the Requirements field Expanded View When selecting the Instructors screen the list of instructors for the department will be listed without the details showing If there are unavailabilities attached to an instructor or deliveries assigned to the instructor the magnifying glass icon will show for the instructor s information in the list To view all the details for all the instructors listed click on the box
29. ply to the course Any checked constraint will be validated by the Scheduling Office to determine what kind of scheduling tie to create e Scheduling ties have to specify two components or two deliveries only e fthere are any additional requirements for the course all sections components that are not covered by the list of constraints enter notes in the Course Requirements text box Also if there are multiple components for the course that require the constraint add information on which components need to have the constraint for example TUTO7 back to back with TUTO8 LECO1 with LECO2 etc These details will help Scheduling to build the scheduling tie correctly All ties have to specify two components Section Information If you wish to add additional DCU sections to a course or remove DCU sections of a course select the course and scroll to the bottom of the course editing window where there will be a box listing the sections attached to the course Select the section from either the Course Editing window or from the section number listed on the left of the screen e Click on the Section number to view the components for the course e Note the Section in DCU is NOT the same as a course section in Banner and has NO IMPACT ON REGISTRATION In DCU the Component is a combination of the Schedule Type and the Banner Section ID 100000000000 a November 2011 Page 6 of 28 e facomponent needs to be added click o
30. s click on Back to List and then click on Printer Friendly View Next click on File and then Print Preview alter the page setup with Landscape as the orientation and Legal as the paper size Then print the report November 2011 Page 18 of 28 Viewing Rooms The Rooms screen displays rooms that can be used for scheduling courses Rooms cannot be altered added or removed from the system They can be only viewed http dcu pprd mtroyal ca ie true DCU 4 1 Windows Internet Explorer MEX INFOSILEM TPHi A A A LAA IN E Courses Room List instructors Show 10 per page v 12345678910 gt gt 111 0 Expansed Vien Pr s Frands Vernon a E x Academic Mocks M l TETT EA ARTS E 1004 cs 48 a Rooms LP Ed ARTS EA1010 ais rE LP En ARTS Lata eus aj uP En ARTS A1022 cus 43 z UP EA ARTS EA1024 CLS 4 a LP EA ARTS EA102 cas 44 a pe EA ARTS gato E yo a LP EA MATS EA1032 ESL 20 a UP EA ARTS EA1041 CLS 29 a Ur fA ARTS 41045 cs 20 a From this form you can view room characteristics and attached deliveries Note that deliveries are altered using the Courses Sections Components tab not through the Room tab To view attached deliveries or room characteristics click on the magnifying glass icon under each column Pavilion Capacity Deliveries Characteristics P Main Y WING Y324 ADC 36 a P Main Y WING 1318 CLS 40 a P M
31. s complete click on Save to ensure all information is saved ET Torren mS JB Maso verd euri DU Lian amus gv M 3 Fia View I INFOSILEM nes ee seas TPH Courses Component Gling Edi Departments COMPA Ex ACOZUO B a Department xi November 2011 Page 10 of 28 Instructors In this section one or more instructors can be assigned to a course section Components that do not have an instructor assigned may schedule in conflict with each other and into whichever time and space are available If there are no instructors assigned to the course component delivery click on Add to attach an instructor to the delivery If there is an instructor assigned and this needs to be changed check the box for the instructor who is to be removed and then click Remove Next click on Add to attach a different instructor 7 Remo E rm intra A list of instructors associated with the department will appear Check the box next to the instructor to be assigned to this section Note if the section is team taught multiple instructors can be selected at this point Identifying the Primary instructor will be done once the scheduling information is back in Banner The P and the S beside the instructor name indicates if the department the instructor is listed under is the Primary or Secondary department for said instructor If the instructor is from a different department click on
32. the instructor Tiben io Lost Fee hs CDM St E y Ea November 2011 Page 14 of 28 e Alist of components will appear Check the box next to component section to assign the component section to this instructor click ok when done selecting to save the assignment COAMA Trapo Rotat 221 114999 Qroots Patech 01191240 Con aftoh Janet 50 1006160 Fwd Terence 190091654 ed ana GOTT 19981 baee pura t5 144 pene Sat 20110004 Her INS Aue 201373084 Paste Derrard 20 1407345 Larra aban 100000844 a pe COUSO t A 453 on 2000010 20091223 MecDonase Renate 10090040 Ogat Poster Jane 291312382 COMM 12411 A 2014 or 20090010 2009 1232 Rider a Miera 201320440 61 pee mecum COMM 12411 A sora G 20000010200122 MA Gern ros Ou tree Cagowen Shauna 27 240 rjcouw COMM 2411 A 2 00 A o 20060010 20091221 Teano ran 2017737000 Dt cow Coumtat A tos o 209909710 2909 1225 Mena mcn ox l i Fry couv COUM 12401 2014 on 2009009 10 2009122 On Acaton Mechs meos Cound A Ma Q 2000000200912 om x ry cosu C NMAT 2251 A so a o 2004 00 40 20046 12 2 Oma C 16 jcoum COMM 12491 04 on IAN IND Cty c chat 4 Instructor Requirements Check off all of the options that apply to the instructor where appropriate e Enter requirement information specific to the instructor in the text box Instructor Requirements e Ifthe instructor teaches in multiple departments note this in this text b
33. ule so that they alternate each week When setting up a scheduling group the time request information MUST match same time pattern duration Room request information can be different but then the correct group must be selected e g STDR is same time different room For the instructor the assigned instructor can be the different for each component or delivery but the correct group must be selected STSRDP same time same room different professor If the two deliveries will be running every other week and need to schedule on the same day and time ensure the frequency is set to 2 in the Time Request then select one of the alternating week group types AWSTSR alternating week same time same room November 2011 Page 25 of 28 H Known Issues Known DCU Issues For any issues with DCU please contact Michelle Warrington michelle warrington uoit ca or ext 5641 November 2011 Page 26 of 28 Glossary of terms Component The component in Timetabler DCU is the equivalent to a Banner section CRN Currently the component identifier in Timetabler DCU includes the component type and the Banner section number e g LECO1 where 01 is the Banner section and LEC is the component type Component type The component type in Timetabler DCU is equivalent to the Schedule type in Banner This code indicates if the course component is a lecture LEC a lab LAB or a tutorial TUT etc Cours
34. ve not assigned a TBA number create the TBA and let the other department know what TBA number was created for that instructor e Save the new instructor information e Add additional instructors as needed until the total number of TBA instructors has been created for your department e Click Instructors and check the list of TBA instructors that have been created If the incremented number got out of sync the number for the Staff ID can be adjusted to correctly reflect the number created Be aware that the internal counter will still be the higher number and will affect creating more TBA instructors Delivery Assignment In this section add or remove course section deliveries to an instructor Note that instructors can be assigned to a course through the Courses section as well When assigning a course delivery to an instructor in this section it will not be possible to see other instructors also assigned to this component to determine if there are multiple instructors assigned to a component check under the Courses section Best practice Although is it possible to attach components to an instructor in the Instructor screen the recommendation is to use Instructors to create update all instructor information except for assigning components Once all instructor information has been entered then use the Courses screen to attach instructors to components e Click on Add to add a new delivery assignment to
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