Credit Class Scheduling

www.uwm.edu/roar 

Assigning General Assignment (GA) Classrooms to credit class sections is managed by the Registrar’s Office as part of the Schedule of Classes production cycle for each term. Department schedule builders and the Registrar’s Office both play integral parts in the success of classroom assignments. See below for additional details for each stage of the room assignment process.

Before Rooms are Assigned

During the Development Phase, schedule builders should indicate the ‘room’ needed for each class section in PAWS, especially if a GA Classroom is desired.

Room Options:
There are 6 ‘room’ options available in PAWS listed below.

For more information on A/V Requests, Computer Labs, and Reasonable Accommodations for Instructors see CCS: Indicate ‘Room(s)’ During Development Phase.

  • NOTE: Room preferential requests are NOT managed by ROAR or the Registrar’s Office. These requests should be managed by individual departments after room assignments have concluded.
1. Assign a Department-Managed (DM) Classroom

Assign as many sections as possible to DM classrooms, especially non-enrollment sections and sections that meet during peak hours (9:00 AM – 2:00 PM). Assign a specific DM classroom and include the following section information:

  • Basic Data tab
    • Location = KENWOOD
    • Instruction Mode =
      • In Person, or
      • Hybrid 20-50% online, or
      • Hybrid 51-80% online, or
      • Hybrid 81-99% online, or
      • Video Streaming
    • Section Attributes: Only if Inst. Method of Hybrid 20-50%, 51-80%, or 81-99% is selected the following 2 attributes must be added:
      • Affiliation Codes: Hybrid, Tght Partially On-line
        • AFFL::HYBRID

      • Courses taught on the Web: Courses taught partially on the Web
        • WEB::HYBRID

  • Meetings tab
    • Facility ID = type in the specific DM Classroom 
    • Pat = enter meeting days
    • Mtg Start & Mtg End = enter class start and end times; review recommended standard meeting patterns
  • Enrollment Control tab
    • Enrollment Capacity = enter number

* NOTE: Upon saving a section, if the Room Conflict error appears, follow these instructions to identify the room conflict.

2. Request a General Assignment (GA) Classroom, if needed

Assign ‘General Assignment Room’ to sections that are requesting to be optimized in a GA Classroom and include the following section information:

  • Basic Data tab
    • Location = KENWOOD
    • Instruction Mode =
      • In Person, or
      • Hybrid 20-50% online, or
      • Hybrid 51-80% online, or
      • Hybrid 81-99% online, or
      • Video Streaming
    • Section Attributes: Only if Inst. Method of Hybrid 20-50%, 51-80%, or 81-99% is selected the following 2 attributes must be added:
      • Affiliation Codes: Hybrid, Tght Partially On-line
        • AFFL::HYBRID

      • Courses taught on the Web: Courses taught partially on the Web
        • WEB::HYBRID

  • Meetings tab
    • Facility ID = leave blank to request a GA Classroom 
      • Specific GA Classrooms cannot be selected and saved during development
    • Room Characteristics = 01 – GA Room – Multimedia
      • Sections without the room characteristic 01 – GA Room – Multimedia WILL NOT BE ASSIGNED a GA classroom.
      • Additional room characteristics vital to teach the class can be added
    • Pat = enter meeting days
    • Mtg Start & Mtg End = enter class start and end times; review recommended standard meeting patterns
  • Enrollment Control tab
    • Enrollment Capacity = enter number
    • Enter Req Rm Cap (Requested Room Capacity) = Must be ≥ Capacity
3. Assign ONLINE WEB 'room'

Assign ONLINE WEB ‘room’ for sections held entirely online and include the following section information:

  • Basic Data tab
    • Section # =
      • 2XX (Online only section), or
      • 7XX (Online Discussion), or
      • 9XX (Online Laboratory)
    • Location = ONLINE
    • Instruction Mode = WW
    • Section Attributes =
      • Affiliation Codes: Distance Learning
        • AFFL::DISTANCE
      • Courses taught on the Web: Courses taught fully on the Web
        • WEB::ALL ONLINE
      • Off-Campus Section: Off-Campus Courses-Respective School/College
        • OFFC::Off-Campus Courses-Respective School/College
      • Optional: Fee Attribute
  • Meetings tab
    • Facility ID = ONLINE WEB 
    • Pat, Mtg Start & Mtg End = no information needed
  • Enrollment Control tab
    • Enrollment Capacity = enter number
4. Assign OFF CAMPUS 'room' (or a specific off campus ‘room’)

Assign OFF CAMPUS ‘room’ (or a specific off-campus ‘room’ if previously set up in PAWS) for sections that physically meet at an off-campus location and include the following section information:

  • Basic Data tab
    • Section # =
      • 1XX (Off Campus Section), or
      • 7XX (Off Campus Discussion), or
      • 9XX (Off Campus Lab)
    • Location = OFFCAMPUS
    • Section Attribute = Off-Campus Section: Off-Campus Courses-Respective School/College
      • OFFC::Off-Campus Courses-Respective School/College
  • Meetings tab
    • Facility ID = OFF CAMPUS
      • Add location information as free form text in Notes tab
    • Pat, Mtg Start & Mtg End = must be entered (or if specific dates and times are NOT necessary leave blank)
  • Enrollment Control tab
    • Enrollment Capacity = enter number
5. 'No Room Needed' (will be blank in PAWS & online SOC)

For sections that do NOT physically meet in a set location on specific dates and times, such as Independent Studies, and include the following section information:

  • Meetings tab
    • Facility ID = leave blank 
    • Pat, Mtg Start & Mtg End = leave blank 
  • Enrollment Control tab
    • Enrollment Capacity = enter number

NOTE:  Independent Studies sections imply a meeting pattern and room are NOT needed. General Assignment Room requests will be changed to ROOM TBA and NOT optimized for a GA Classroom. If a room is needed, assign a department-managed classroom.  

6. Assign ROOM TBA (Room to be Assigned)

Assign ‘ROOM TBA’ if a section will physically meet in a campus classroom at some point during the term but the specific location has not been determined and include the following section information:

  • Basic Data tab
    • Location = KENWOOD
    • Instruction Mode =
      • In Person,
      • Hybrid 20-50% online,
      • Hybrid 51-80% online,
      • Hybrid 81-99% online, or
      • Video Streaming
    • Section Attributes: Only if Inst. Method of Hybrid 20-50%, 51-80%, or 81-99% is selected the following 2 attributes must be added:
      • Affiliation Codes: Hybrid, Tght Partially On-line
        • AFFL::HYBRID
      • Courses taught on the Web: Courses taught partially on the Web
        • WEB::HYBRID
  • Meetings tab
    • Facility ID = ROOM TBA 
    • Pat = enter meeting days
    • Mtg Start & Mtg End = enter class start and end times; review recommended standard meeting patterns
  • Enrollment Control Tab
    • Enrollment Capacity = enter number
Top 10 Room Scheduling Reminders
Departments should strongly consider the following during development:
  1. Schedule the appropriate number of sections.
  2. Arrange class offerings over 5 days, M-F, 8 AM – evening.
  3. Standardize meeting patterns.
  4. Assign sections to department-managed rooms first and foremost.
  5. Enter enrollment capacities and requested room capacities based on data. 
  6. Add specific room characteristics needed for a significant portion of the class.
  7. Sections to be bound back-to-back MUST have the SAME instructor listed as the ONLY primary instructor (i.e. Instructor Role set to Primary Instructor), scheduled no more than 15 minutes apart, requested room capacities vary 30% or less, and have the same room characteristics.
  8. Communicate with departments where pre-requisites or plans of study require students to enroll in cross department courses to avoid overlap.
  9. Check that sections do NOT conflict with other departmental sections vying for the same rooms. Also, consider other departments housed in the same building vying for the same rooms.
  10. Independent Studies sections imply a meeting pattern and room are NOT needed. General Assignment Room requests will be changed to ROOM TBA and NOT optimized for a GA Classroom. If a room is needed, assign a department-managed classroom. 

For more information see Room Scheduling Basics.

Room Assignment Phase

Once the Development Phase is complete the Room Assignment Phase begins. In this phase, departments are no longer able to edit sections in PAWS, and the Registrar’s Office utilizes ROAR to assign GA classrooms to the requesting sections. Credit bearing enrollment sections are optimized before non-enrollment sections. The optimizer in ROAR is designed to find optimal classroom placement and maximize utilization while considering department preferences and overall campus schedule based on the criteria entered in PAWS.

How the ROAR Optimizer Works

When the optimizer assigns rooms, it takes into consideration two things:

  1. Department preferences, which fall into two categories:
    a. Room Characteristics entered in PAWS on each section. These characteristics include needing a GA room, specific A/V equipment, necessary seating, etc.
    b. Partition (building) preferences are already assigned to each subject code. When ROAR tries to assign a room, it attempts to place the section in building partitions in the first tier, then second, then third, and finally the fourth.
  2. The overall campus class schedule. It optimizes based on:
    a. Requested room capacity
    b. Meeting pattern
    c. The number of meetings held (i.e. three times a week v. two times a week)

When all aspects between class sections are equal, ROAR assigns a room to one section over another using a ‘coin flip’ method – 50% of the time it will go one way, 50% the other. There is no way for the system to, nor should it, discern any priority between the two equal sections.

Throughout the room assignment phase, the Registrar’s Office works with departments to resolve any outstanding sections that did not receive a room assignment whether due to incompatible data or limited number of available rooms.

After Room Assignment Phase

After the Room Assignment Phase has concluded, and the freeze lifted, schedule builders can make limited changes to sections in PAWS. For:

 

Final Exam Room Assignments

Final exam room assignments are typically scheduled the third or fourth week of the term. This timeline allows for the add deadline to pass, room changes to occur, and for departments to submit information regarding final exam requests. The final examination schedule is created before enrollments begin for Fall and Spring and can be found via the online SOC and on the OneStop site.

Final exams must adhere to the Final Exam Policy and may not violate the Study Day Policy.

Once final exams are scheduled, room assignments are emailed to department schedule builders. All instructors with grade approval access for a section will receive an auto-generated email from PAWS on November 1 (Fall) and March 1 (Spring) and then a reminder email again on December 1 (Fall) and May 1 (Spring). Also, instructor and student final exam schedules can be found each term in their PAWS accounts.

How to Determine if a Class is Scheduled a Final Exam

Final exam designation is set up in the course catalog (previously determined by the CAR Online form; users who wish to change the final exam designation should submit a request through CIM Courses [link forthcoming]). To determine if a class section is scheduled a final:

  1. The permanent final exam setting is found in PAWS by navigating to: Curriculum Management > Course Catalog > Components tab
    a. Course Component > Final Exam: Yes or No
  2. The setting on each individual section can be turned on or off per section per term during development, by navigating to Adjust Class Associations, searching for the course, find the correct section, and then changing the final exam from yes to no on the Class Components tab.

 

Resources for Credit Class Scheduling & Event Scheduling for Schedule Builders

Quick Start Guide
Location (aka Room) Layout, Category, and Feature Definitions for ROAR
CCS: Run the Location Availability by (Standard) Meeting Pattern Report
CCS: Set Event Search for a Term
CCS: Create a Fake Class Section (Event) – Search for an Available Classroom
CCS: Assign a Department-Managed Room (Class Sections)
CCS: Request a GA Classroom (Class Sections)
CCS: Request a GA Classroom (Final Exams)
CCS: Final Exam Quick Guide
CCS: Create a Singular Event Request (One Date)
CCS: Create a Recurring Event Request (Multiple Dates)
ROAR Troubleshooting Basics
Location Add Form

For questions, contact ROAR@uwm.edu for assistance.