Schedule of Classes Maintenance
The Registrar's Office supports the continued development and advancement of schedule of classes functions at NAU. We oversee the production and data integrity of NAU's Fall and Spring class schedules and create new course topics and reserve capacity requirement groups upon request. We also:
- Train academic departments on class scheduling
- Assist with managing course/class fee setup
- Create and publish process, procedure, and system documentation, and reports for inter-office and intra-office use
- Build and maintain Building and Facility data in LOUIE
- Guide academic departments through the process of creating and maintaining class schedule data
Detailed schedule build information is provided to all Schedule of Classes contacts. If you are not part of this listing but should be, please contact the Schedule of Classes coordinator and request access. The detailed information will be given prior to and during each schedule build phase.
Spring 2015 (1151) Schedule Build Timeline
7/18/14 – Prior Term Copy is run by the Registrar's Office
Class schedulers will receive instructions at the beginning of each phase and may begin scheduling classes as follows:
8/4/14 – Phase I begins
8/15/14 – Phase I ends
8/18/14 – Phase II begins
8/29/14 – Phase II ends
9/2/14 – Phase III begins (9/1 holiday)
9/12/14 – Phase III ends
9/15/14 – Phase IV (final) begins
9/26/14 – Phase IV (final) ends
9/29/14 – Schedule of Classes, along with BookLook information, is made viewable on LOUIE/Classroom data shown in Outlook/IRIS Calendar for academic departments
10/3/14 – Early Enrollment Appointment E-mails are sent from Registrar's Office
10/27/14 – Early Enrollment begins for continuing students
There are tools that can be used to create a class schedule matrix, such as Outlook Calendar or QuarkXPress software. Outlook Calendar is a scheduler that you can enter resource and classroom information into and it will show you blocked out times when each of your building/rooms is in use. NAU offers training in using Outlook Calendar resources. QuarkXPress can be used to create a schedule matrix or graph form using the tools in the program. Quark makes it easy to drag and move "boxes" of information around within the matrix.
|Request for Special Class Change Form||Word||PDF|
Used for all classes with students currently enrolled to change min/max units for variable units, or change grading bases on those approved as Both (Letter or Pass/Fail).
- Only special change requests for units and/or grading bases that fall within Course Catalog guidelines (as defined by curriculum approvals) will be processed.
- Any changes requested outside these guidelines will be returned as unable to be processed along with a suggestion for the department to contact the appropriate curriculum committee for action.
- Changes to classes without enrollment do not use this form, but can be completed by the academic department's class scheduler instead.
- It is the responsibility of the department to proactively contact the impacted students, work to solve any resulting student issues, and examine/resolve contributing factors to the delayed request.
|New Topic Title Request Form||Word||PDF|
Used for all approved university course line or topics courses which need a new topic title created.
- Topics titles may only be used for university course lines and special topics courses.
- University Course Line and Topic Forms must be completed and e-mailed to the Schedule of Classes (SoC) coordinator before the topic title will be added to the LOUIE Course Catalog for use in the SoC.
- Once received by the SoC coordinator, any topic requested for classes that count towards NAU's Diversity requirements must go through a special approval process prior to being added to the Course Catalog for use in the SoC.
- A specific topic may be offered under university courses lines 199, 299, 399, 499, and 599 no more than three times before it must go through the University Curriculum Committee or University Graduate Committee to be approved as a new course with that title.
- Topics Cheat Sheet for Class Schedulers
|Classes Starting/Ending Outside Regular Term (for Fall/Spring terms)||Word||PDF|See impacts
Each term there are classes scheduled outside the regular term, and the number has steadily increased. We understand there are some valid reasons for scheduling outside the regular term, so we need to be proactive and identify potential impacts these legitimately scheduled classes will have on students and/or the NAU offices of Financial Aid, Registration, Residence Life and Classrooms. In the past, these classes were scheduled without identifying impacts and without addressing the necessary action required to ensure students and/or NAU offices were not negatively affected. As a result, students were not informed about important details that may impact their financial aid, grading, etc. For instance, students enrolled in classes beginning a month earlier than the term start date will not receive financial aid disbursement until 10 days prior to the term start date, resulting in financial hardship. This impact may be reduced if the student has advance knowledge. And, without prior knowledge of the class, NAU offices are not prepared to handle additional workloads these classes create or to resolve issues prior to the class start date. For instance, in the Registrar’s office, grading would be better served if they are made aware during the class build of a class that ends after the term so the class can be noted, along with others. This will ensure grading is prepared for the number of classes that will require manual rosters and verification of student’s records to determine if adds/deletes/changes are necessary prior to posting the grades.
We are asking for everyone’s cooperation in assisting us to reduce, prevent or to find alternative solutions to impacts caused by classes created outside the regular term, as well as, a cooperative effort to fit classes into the regular term, unless it is truly not possible.
Below is the business process that will be effective Spring 2014 for all classes scheduled:
- Class schedulers will provide basic class information on the “Classes Starting/Ending Outside the Regular Term Approval” form and forward it to Bonita.Switala@nau.edu. The form is located on the Registrar webpage under the heading Dynamic Dating in a box to the right: http://nau.edu/Registrar/Faculty-Resources/Dynamic-Dating/ . The form can also be found under the heading Forms: http://nau.edu/Registrar/Faculty-Resources/Schedule-of-Classes-Maintenance/.
- Once I receive the completed form, I’ll forward it, along with a form used to identify impacts, to NAU offices that may be affected by the class. The office contact will let me know the impacts and provide solutions, if any, to avoid or reduce the impact. I’ll state the impacts on the form and send a copy to the office contact for their records.
- Next, I’ll forward the completed forms to the Registrar, Pam Anastassiou, for her review and decision as to whether the class can be approved to be scheduled outside the regular term. Please allow 2 weeks for this process.
- If the class is approved to be scheduled as requested, schedulers/faculty must act on any resolutions requested by the NAU office contacts and send an email to me advising the issue(s) have been addressed prior to scheduling the class.
- Class schedulers, the University Registrar and the department chair will be notified of any out of term classes that are found to have been scheduled without following the business process defined in this email. The form will be required.
Below are some of the most prevalent impacts for students and NAU offices when classes are scheduled outside the regular term:
Potential Impacts for classes beginning before the regular term start date:
- Disbursements are required to be made by payment period. And, for federal aid, the payment period is the academic term (i.e. the standard semester/term). Therefore, while the class may start before the standard term begins, federal aid cannot be dispersed any earlier than 10 days prior to the start of the payment period.
- Return to Title IV Funds (i.e. R2T4) becomes a manual process if classes start prior to the regular term date. The R2T4 calculation requires that the days attended are divided by the days in the payment period.
- As more of these type of classes are created, it may change the classification type of our academic year for Federal Student Aid (FSA) delivery. Should that happen, it will affect how/when FSA funds can be delivered to students.
Potential Impacts for classes ending after the regular term end date:
- Classes cannot end after the new academic year begins. These classes have Satisfactory Academic Progress (SAP) implications. If students are on probation and there is a late grade posting due to a class ending later, the student’s aid for next semester will not be delivered until the grade is posted. And, if the grade does not satisfy the conditions of the student’s probation, they may have already begun other classes without any Federal aid to pay for them. Also, SAP is evaluated after grades post at the end of every spring semester and students may potentially be suspended because they have an unreported grade. This may impact retention.
Potential Impacts for adding grades late for classes ending after the regular term end date:
- Late grades result in creating a manual roster and each student’s record must then be checked for: repeated classes, correct academic standing and dean’s list. If any of these areas are missing or are incorrect due to a late grade add, they have to be manually added/deleted or changed.
- Students can mistakenly be suspended or put on probation due to a missing grade. Conversely, if a grade is missing, students who should have been suspended or put on probation, may not be (we use queries to send out communications to students if they are on probation and/or suspension and if they do not have the standing at the time we send communication…they are less likely receive it).
- Late grades may cause a delay in degree posting if this occurs at the end of any Major Term.
- Financial Aid will be running SAP (Satisfactory Academic Progress ) at the end of every Spring term to determine continuing student loan eligibility. This process will be run after final grades are posted. Any missing grades will not be included in SAP and will negatively affect students financial aid packaging.
Potential Impacts for classes beginning/ending outside the regular term end date:
- If out of term classes are in-person or hybrid, faculty and students need to be aware there will be an additional cost if student’s require housing, or that students will need to make arrangements to accommodate the lapse in time between when the class starts and when students can move into housing. In addition, Residence Life will need to be contacted to be certain housing will be available.
Potential Impacts for classes beginning/ending outside the regular term end date:
- There is a possibility classrooms may overlap with classes scheduled within the regular term.