DB2 Student Database: Class and Room Scheduling Users Guide

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Classroom Scheduling 124 Sproul Hall, #5404 Phone: 642-0313 Fax: 642-0238

Office of the Registrar

University of California at Berkeley

http://registrar.berkeley.edu/schedtoolbox.html

DB2 Student Database:

Class and Room

Scheduling Users Guide

(Updated May 4, 2015)

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http://www.brown.edu/cis/tn3270. If you’re using a PC, the recommended software is HostExplorer. You can download the latest version of this software from Berkeley's IST Software Central web page at http://ist.berkeley.edu/software-central/hostexplorer. With either the Mac or the PC version, instructions on how to connect to the UCOP Mainframe are located at

https://wikihub.berkeley.edu/display/istcts/Connect+to+UCOP+Mainframe.

To logon to the DB2 STUDENT DATABASE, enter your Userid and Password and press enter. This is done on the Entry Validation screen (see below). This will take you to the SuperSession Main Menu. To select the appropriate DB2 Session, type an “S” next to CICSPBKF (Berkeley Production STU System). Next select Class and Room on the Student Database Main Menu. If you need assistance, connect to the Logging on to DB2 – Frequently Asked Questions website at

http://registrar.berkeley.edu/Default.aspx?PageID=db2faq.html. To reorder the Supersession Main Menu:

1) in bottom left hand corner next to Command ===> enter "reorder" and press enter 2) press F8=Fwd to locate CICSPBKF Berkeley Production STU System

3) to the right of this session enter under the Order column enter "9999" and press enter If you are not active on DB2, you will eventually be locked out. When this happens you will automatically be given the message “Terminal is Locked” and will need to enter your password to unlock it and go back to the SuperSession Menu or you can press F3 to exit.

To logoff press F9 from any screen or put an “X” next to Quit on the Room and Class Menu and press enter. At the next screen which is blank, type “bye” and press enter. On the SuperSession Main menu press F3 once then enter to exit. Now you can quit the software.

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1. Log on to the Student Database on DB2.

2. Select CLASS AND ROOM from the main menu. (To do this put an “X” next to the menu item and press enter.)

3. Select DPTCLASS and the correct term from the next menu. (To do this put an “X” next to the word “DPTCLASS” and the term designation and press enter.)

4. Select CLS (Update Class) from the Class Scheduling menu.

5. To add a class from scratch: Type in the department, course number, “P” or “S”, section number, and type instruction format if you are adding a secondary section. You may also type in other class data at this time. Press F3 to add the class.

or

To add a class by copying another class: (You may do this only if the class to be copied is not scheduled in a general assignment classroom. If it is, then use the add method described above.) Type in the course id or course control number of the class to be copied and press enter. Change the class data and press F3 to add the class.

If you type in requested days and time, you must also enter requested seats.

If you leave the enrollment limit blank, it will default to zero and students will not be able to enroll through Tele-BEARS.

If the instructor is not in the database, you will be taken to the List Instructors Screen. From here you may select the correct instructor by placing the cursor on the name or if you wish to add the instructor you typed in, press F5 and you will be returned to the class update screen with the new name added.

If you are using a General Assignment classroom for the class, Classroom Scheduling must enter the room and building data. If you are using a non-GA room and the room is not in the database, you will have to ask Classroom Scheduling to add it to the room inventory before you enter the room and building data.

If you type in a time slot that has never been entered, then you will get the message “Time slot does not exist. Call Classroom Scheduling to add”.

If the class requires a different primary/secondary section structure than the default, contact Classroom Scheduling to change the course option code.

6. If any of the data is incorrect, the program will prompt you to change it. Make the necessary corrections and press F3 again. Repeat this step until you see the message “Class meeting

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How to Modify a Class

4. Choose CLS (Update Class) from the Class Scheduling menu.

5. Type in the course id or course control number of the class to be modified and press enter to find the class.

6. Make the necessary changes and press enter.

If you cannot update the class, then you may be in inquiry mode (check the header at the top of the screen). Clear back to the Room and Class Menu. Follow steps 3 through 6 above.

If the instructor is not in the database, you will be taken to the List Instructors Screen. From here you may select the correct instructor by placing the cursor on the name and pressing enter or, if you wish to add the instructor you typed in, press F3 and you will be returned to the Update Class screen with the new name added.

If you type in a time slot that has never been entered, then you will get the message “Time slot does not exist. Call Classroom Scheduling to add”.

If you are using a General Assignment classroom for the class, you must open a room switching session (check the Table of Contents for section on Room Switching Menu). If you are using a non-GA room and the room is not in the database, you will have to ask Classroom Scheduling to add it to the room inventory before you enter the room and building data.

If there are enrollment reservations for the class, you will have to use the Enrollment Reservation Screen (F2) to change the enrollment limit.

If the class requires a different primary/secondary section structure than the default, contact Classroom Scheduling to change the course option code.

7. If any of the data is incorrect, the program will prompt you to change it. Make the necessary corrections and press enter again. Repeat this step until you see the message “Class meeting

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Note: To cancel or delete a class that is scheduled in a general assignment classroom, you must open a room switching session (check the Table of Contents for section on Room Switching Menu).

4. Choose CLS (Update Class) from the Class Scheduling menu.

5. Type in the course id or course control number of the class to be cancelled or deleted and press enter to find the class.

6. Type “Y” in the “Cancel Sect?” or “Delete Sect?_ Del Meet_?” field and press enter. (If you put the “Y” next to “Sect” all meetings/multiple entries for that section will be deleted/cancelled. “Del Meet” is used for deleting multiple entry meetings only. If you put the “Y” next to “Meet” only that multiple entry meeting will be deleted.)

Note: If the term has not been frozen (i.e., course control numbers have been assigned) the field will be labeled “Delete Sect?_ Del Meet_?” and you have the option of deleting just that multiple entry meeting or of deleting all meetings/multiple entries for that section. If the term is frozen, the file will be labeled “Cancel Sect?_ Del Meet?_”. Remember if a class is deleted, you must re-add it to get it back; however, if a class is cancelled you may

“uncancel” it - see below.

7. The program will check to see if any students are enrolled in the class and will warn you if there are. This gives you an opportunity to verify that you are cancelling the right class! If you are satisfied that you have the right class, press F4 to actually cancel the class and drop the students if any. (Note: the students will be dropped that night by a batch program.)

Note: Deleting/cancelling a primary section with attached secondary sections may result in the message "Unable to delete. Lower level sections connected" or "Unable to cancel. Orphan(s) will result". Secondary sections must be cancelled first, followed by the primary section (in that order).

8. The cancellation will be confirmed with the message “Class cancelled”. To Uncancel a class, repeat steps 1 through 5 above.

6. Use the space bar to erase the “Y” in the “Cancel Sect?” field and press enter to update the class. 7. The “uncancel” will be confirmed with the message “Class uncancelled”.

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All data elements listed below in Bold are the field identifiers you will see on the screen. Data element name:

ID Identification Number

Description: Unique identifying number assigned to each class section during a term. Used to find a

class on the database. When the semester is frozen (i.e., course control numbers have been assigned), a new number is assigned which becomes a CCN. Multiple entry records have the same ID/CCN as the main record.

Data element name:

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Dept Department

Description: Used in conjunction with the Course Number to identify a specific course offering.

The abbreviation must be in compliance with the Committee on Courses of the Academic Senate. Appears on the Online Schedule of Classes, Tele-BEARS, and the transcripts of

students enrolled in the course. It is used to translate the department codes into the full name of the department for printing on documents and reports. Official department abbreviations are located on the Classroom Management website at

http://registrar.berkeley.edu/Default.aspx?PageID=deptabb.html.

Data Element Name:

Pre Prefix

Description: The first component of a course number. Consists of a single character.

• C designates a cross-listed course • H designates Honors courses

• N designates a Summer Session course that is not equivalent to a regular session course with the same number. (Use of this designation is restricted to cases where alternative designation is not feasible—use of a different number is preferred.)

• R designates courses that meet the Reading and Composition Requirement • W designates courses that are offered online

The designation “H” indicates an honors course; the designation “C” indicates a cross-listed course; the designation “R” indicates a reading and composition course (there are exceptions to these).

Root

Description: A set of numbers that uniquely identifies a specific course offered by a particular academic

department. It is used in conjunction with the Dept code to indicate whether the course is a lower division, upper division or graduate level course. One and two digit course number roots indicate lower division, three digit course number roots with a first digit of “1” indicate upper division, and three digit course number roots with a first digit greater than “1” indicate graduate level.

S1 Suffix 1

Description: In conjunction with Pre, Root and S2, comprises the Course Number. This first suffix

usually indicates that the course is one in a series of courses on the same subject matter, or that the course can be taken as a self-paced course, or it is a sub-unit of a course, such as a lab, or field work.

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S2 Suffix 2

Description: In conjunction with Pre, Root and S1, comprises the Course Number. This second suffix

usually indicates that the course is one in a series of courses on the same subject matter, or that the course can be taken as a self-paced course, or it is a sub-unit of a course, such as a lab, or field work.

Course Title

Description: This is the short description of the contents of a course taken from the transcript title on

the Course Approval System. It is printed on a student’s transcript. It is entered by the Records section of the Office of the Registrar from the course approval form submitted by the academic department and approved by the Academic Senate Committee on Courses of Instruction. This field is for display only.

P/S Primary/Secondary

Description: Used to identify whether the particular section is a Primary or Secondary section. The

primary section is the meeting to which credit is assigned.

Sect Section

Description: A three digit alphanumeric key which designates the section. Normally for primary

sections, this field is numeric with leading zeros, i.e., 001, 002, 003, etc. For secondary sections this field is numeric with leading numbers which indicate a link to a particular primary section, i.e., 101, 201, 301, etc. Section numbers are usually sequential, but are not required to be.

ME Multiple Entry

Description: Indicates another record with additional information pertaining to a particular class. An

alpha character differentiating itself from the main record. Beginning with a “C” entry and continuing alphabetically, the multiple entry is added like a regular class record by pressing F3. The new entry will contain most of the information the main entry will, but will contain additional instructor names if team teaching or additional meeting days/times/rooms. This information automatically displays in the note field on the Online Schedule of Classes search results. The “ME” entries should NOT contain the same room and times or the same instructor name as the main entry. Note: When adding a multiple entry, you

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Type

Description: Abbreviation of the instructional format used in a class section meeting. Primary sections

are automatically determined by the Course Approval System. Secondary sections are determined when the section is added and can be any of the following, as long as it is not the same as the primary.

Instruction format for secondary sections:

CLC-Clinic LAB-Laboratory SLF-Self-paced

COL-Colloquium LEC-Lecture STD-Studio

CON-Conversation LIS-Listening SUP-Supplementary* DEM-Demonstration REA-Reading TUT-Tutorial

DIS-Discussion REC-Recitation VOL-Voluntary*

FLD-Field Work SEM-Seminar WBD-Web-Based Discussion GRP-Directed Group Study SES-Session WBL-Web-Based Lecture IND-Independent Study SET-Setup* WOR-Workshop

INT-Internship SIM-Simulcast*

*Students do not enroll in these types of secondary sections.

When adding a secondary section, you may get the message “Instruction format conflicts with course option. Call Scheduling Office”. In this case, it is necessary for the Scheduling Office to change the course option code.

Opt Course Option

Description: An alphanumeric code which allows certain types of primary and secondary sections to be

linked together on Tele-BEARS, and to display in a specified order on the Online Schedule of Classes. Course option “A1” allows primary sections to “own” discussion sections. Course option “B1” allows primary sections to “own” lab sections, etc. Departments do not have access to this field. When adding a course from a blank screen, the default is “A1.” When adding a course from an existing course, it will duplicate the course option. If this field needs to be updated, contact Classroom Scheduling to modify course option codes. Secondary SETs, SIMs, SUPs, and VOLs will not be linked for Tele-BEARS enrollment.

Sec Req Secondary Required

Description: A flag on the primary section of a class indicating whether the secondary sections are

required for BEARS. The default is “Y” for yes. If a secondary section is not required for Tele-BEARS, this flag can be changed to “N” for No. If secondary sections are required but the switching of these secondaries is not, this flag can be changed to an 'F' for Freeze. This will stop students from being

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Req Requested

Description: The day, time, building, and attributes requested during the Room Assignment Window

(room numbers cannot be requested).

SMTWTFS Days of the week, Sunday through Saturday

Description: A code indicating the day of the week a class is to meet either as requested by the

academic department (Req), which is only used during the initial room assignment process or as an actual assignment by the department or Classroom Scheduling (Act). The code is alpha, representing the first letter of the day of the week. In conjunction with the A, P, End, and Begin Data Elements, this field reserves a particular room for a certain day every week throughout the semester. The requested day may not match the actual day assigned to the class meeting.

Begin Begin Time

Description: Designates the beginning time for a class. In conjunction with the A, P, End, and

SMTWTFS Data Elements, this field reserves a particular room for a certain time every week

throughout the semester. In the Req field, it represents a request by the department for a specific time to hold a class. In the Act field, it represents the actual time assigned for the class. The requested time may not match the actual time assigned to the class meeting.

A P A.M./P.M.

Description: Note: A=AM - midnight to 11:59 in the morning; P=PM - noon to 11:59 at night. Data Element Name:

End End Time

Description: Designates the ending time for a class. In connection with the A, P, Begin, and

SMTWTFS Data Elements, this field reserves a particular room for a certain time every week

throughout the semester. In the Req field, it represents a request by the department for a specific time to hold a class. In the Act field, it represents the actual time assigned for the class. The requested time may not match the actual time assigned to the class meeting.

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Pre Prefix

Description: The first component of a room number, sometimes used to designate the floor in a building

in which a class is located. An alphanumeric part of the room designation prefixed to the Room number, such as B51 Hildebrand This field is only available on the Actual line and not on the Requested line.

Room

Description: A four-digit number representing a room number within a building. Must be entered with

leading zeros. Used in conjunction with the Pre, Suf, and Bldg keys to indicate exactly where on campus a class meeting is held. This field is only available on the Actual line and not on the Requested line.

Suf Suffix

Description: The last component of a classroom number within a building where the associated class

meeting is held. An alphanumeric part of the room designation suffixed to the Room number. This field is only available on the Actual line and not on the Requested line.

Bldg Building

Description: The name of a requested or actual assigned building depending upon whether it falls on

the Requested or Actual line. The requested building is used by the Room Assignment Program as the first choice. Each department has a default "Home" building which will be used unless you wish to change it. Official building abbreviations are located on the Classroom Management website at http://registrar.berkeley.edu/Default.aspx?PageID=bldgabb.html.

Attrib Attributes

Description: Attributes on the Request line represent the type of room attribute requested by the

academic department for a particular class. The “Y” under More? indicates additional requested attributes exist (Press F6 to access). Used by the Room Assignment Program to assign appropriate general assignment classrooms to class meetings. In the Actual line the attributes of the actual room assigned to the course are displayed. If an attribute is left blank, it is not activated. When requested the field must be filled with a “Y” (check the Table of Contents for sections on How to Use the Request

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Act Actual

Description: The day, time, room, building, and specific attributes of the room actually assigned to a

class for the semester are designated on this line. All consecutive sections of a course that are scheduled as UNSCHED under days of the week and NO FACILITY under the building are condensed onto one line in the Online Schedule of Classes.

Moving Date

Description: Represents the actual moving date when a new room assignment becomes effective and is

used by Classroom Scheduling during the first three weeks of instruction only. Once updated, it will display in the search results in the Location field on the Online Schedule of Classes. Departments do not have access to this field.

Instructor

Description: The name of the instructor teaching a particular section. Must be entered last name first,

followed by a comma, a space and first initial, another space and (optionally) a middle initial. Typing a new Instructor name in this field will cause the system to automatically select the correct Employee ID from the Human Capital Management (HCM) database if the name is spelled as it appears on HCM and the department offering the course is the same as (or associated with) the home department of the instructor. The instructor name must be connected to the HCM database to view/print a class list or submit grades electronically via Bear Facts. Check the Table of Contents for section on List Instructors

Screen.

Seats

Description: The occupant capacity of a classroom according to the Fire Marshal’s orders. The

Requested seats are entered by the academic department and are used by the classroom assignment program. It is entered numerically; leading zeros are not required. The Actual seats is a display-only field equal to the capacity of the room and indicates the actual number of seats available in the room assigned. The Enr Limit number cannot exceed this number by more than 10%.

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Enr Limit Enrollment Limit

Description: The number of students allowed to enroll in a section during a semester. The limit is set

by the department. Entered numerically, leading zeros are not required. If it is set to “0”, no students will be allowed to enroll in the course. It may be set to a maximum of 10% higher than the number of Actual seats in the room or, if there is no room assigned, than the number of Requested seats. If no number is entered when a class is added, the enrollment limit defaults to zero. The enrollment limit is not accessible if the course is cross-listed or room shared. If an attempt is made to update it, the

message "Enroll Limit Freeze Flag set. Call Scheduling Office" will display. For more information see the Berkeley Campus Policy on Course Enrollments Relative to Classroom Capacity located on the Classroom Management website at http://registrar.berkeley.edu/acad_sched.html#enroll.

Enr Cnt Enrollment Count

Description: The number of students actually enrolled in the class/section at that moment. This field is

display only.

Appr Req Approval Required

Description: Marking this field with a “Y” indicates that every student will need a CEC (Class Entry

Code) to enroll in the course. Approval required courses display CLASS ENTRY CODE REQ in the Restrictions field on the Online Schedule of Classes.

Crs Con Course Content

Description: A two-digit numerical code indicating the subject matter of a particular section of a class.

It prevents cascading (a.k.a. parallel linking) which occurs on Tele-BEARS when consecutive sections have identical days and times and is normally used in courses which have multiple primary and/or secondary sections and each differs in content. This is essential for special topics classes where students are permitted to enroll in more than one section.

Lab Fee Req Lab Fee Required

Description: Summer Only. Marking this field with a “Y” indicates that this is a course whose lab fee is

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Spe Ses Special Session

Description: Summer Only. Marking this field with a “Y” indicates that the course is being offered

during dates which are not standard. Start and end term dates must be specified along with three Tele-BEARS dates. This is normally done by the Summer Sessions Office.

Crd Cd Credit Code

Description: Code indicating the grading options available for a course, or the way in which credit

should be calculated for a course.

“PF” means the section is offered PASSED/NOT PASSED only. “SU” means that the section is offered SATISFACTORY/UNSATISFACTORY only. The only time this field may be modified is when some sections of a course are approved by the Academic Senate to be offered for a letter grade and some not. If the section is to be offered for a letter grade, the Crd Cd field is blank.

Unit

Description: The number of credit units awarded for completion of a particular course. Used as a

quantitative measure of the difficulty of a course, and of the amount of work required to pass a course. The field is normally blank on the “Update Class” screen unless on a variable unit course where the particular primary section is designated with a fixed value; but is displayed on the “List Class” screen. If a course has been approved by the Academic Senate for multiple numbers of credit, e.g., 1-4, the unit value can be set at a fixed number of units within that range for a particular section. To reset units to default/variable value, enter spaces in this field on Update Class. Note: Tele-BEARS cannot handle half units (e.g. "1.5"). Students wishing to sign up for half units will have to add the class within the unit range and then submit a petition during OLADS to change units.

UC Rq UC Requirement

Description: This field is display only. Each of the following letters corresponds to a course which

fulfills a university requirement: W ... Entry Level Writing H ... American History I ... American Institutions

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Prnt Print Code

Description: A single-digit alpha character which determines how and if a course will display on the

Online Schedule of Classes.

A Multiple entry information is not displayed in the Note field on the Online Schedule of Classes.

B “TO BE ARRANGED” is displayed in place of the day, time, room, and building under Location on the Online Schedule of Classes.

C NONE of the information for this class and all its multiple entries, if any, are

displayed on the Online Schedule of Classes, Bear Facts, or on Tele-BEARS. D Course control numbers are suppressed on the Online Schedule of Classes (i.e.,

"D" is like "E' without the message).

E "SEE DEPT" is displayed under Course Control Number on the Online Schedule of Classes instead of the course control number.

F After the student enters the primary section, Tele-BEARS displays the secondary sections with a print code "F". The select button shows the sections as if they’re available even if they’re full as long as the next available section, which is suppressed with a print code "C", is at the same day/time and has seats available. After selecting the full secondary section, Tele-BEARS automatically enrolls the student in that next section which is referred to as parallel linking (aka cascading). G Multiple entry information is not displayed in the Note field and "SEE DEPT" is

displayed under Course Control Number on the Online Schedule of Classes instead of the course control number ("G" is a combination of "A" and "E"). H "SEE NOTE" is displayed under Course Control Number on the Online Schedule

of Classes instead of the course control number.

No of Weeks Number of Weeks

Description: Summer Only. The number of weeks a class is offered. Data Element Name:

Lab Fee

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Delete Sect?/ Cancel Sect?

Description: By entering a “Y”, hitting return, and pressing F4, the section is deleted/cancelled. Before

the term is frozen and course control numbers are set, the section is deleted and no longer exists. After, the section is canceled but remains on the file with this field populated with a “Y.” If there are any ME’s (“Multiple Entries”) attached to the section, they are also deleted/canceled at that time.

Del Meet? Delete Meeting

Description: By entering a “Y”, hitting return, and pressing F4, the multiple entry only is deleted. May

be used only on multiple entries.

Last changed:

Description: Displays the date the record was last updated. This element can only be changed by

updating the record.

by:

Description: Displays the DB2 logon of the person who last updated the record or the job name of a

batch update that was run against the semester. This element can only be changed by updating the record.

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At the bottom of the Update Class screen there are 12 function keys as follows: F1 – Blank ... Blanks out the screen without modifying the record

F2 – Enrl Resv .... Goes to the Update Enrollment Reservations screen

F3 – Add ... Adds either a primary or secondary section or multiple entry F5 – Prv Scn ... Goes to the previous screen (whatever screen you were last on) F6 – Attr ... Goes to the Request Attributes screen

F7 – Prv Cls ... Moves numerically to the previous class F8 – Nxt Cls ... Moves numerically to the next class

F9 – Quit ... Used to log off (check Table of Contents for section on How to Log On & Off) F10 – List ... Goes to the List Classes screen

F11 – Cursr ... Sets the cursor (must be in the first position of the field to set) and in ... Summer only, if the Spe Ses field is populated, goes to the Update Special ... Session screen

Clr – Prv Menu .... Goes to the previous menu (Macs have a clear key/PCs have a pause/brake ... key or can map a clear key)

Ent – Process ... Processes the data entered (must use to modify a record)

Also at the bottom of the Update Class screen in the left-hand corner is the Action Field identified as “ACT”. In this field you can enter the abbreviation of a particular screen (i.e., SWCHM for the Room Switching Menu and DPTREPT for Department Reports) and bypass the menu by going there directly. All abbreviations are listed on the Class Scheduling Menu and the Room Switching Menu just to the right of the selection field.

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Special titles display on the Online Schedule of Classes (OSOC, pronounced OH SOCK) at

http://schedule.berkeley.edu in the note field and are limited to no more than 660 characters including spaces and punctuation. This field was created for special topics courses as a place to list the subject matter because it changed each semester.

Classroom Management and Scheduling policy is to prevent the duplication of information on OSOC whether it’s the course description, syllabus, required or recommended books, wait lists, enrollment reservations, course wide restrictions, breadth requirements, etc. This is to limit confusion about the appropriate place to locate info when it's spread out in a variety of places, often out of sync, with each academic department wanting to display it differently. The goal is to try to make OSOC look like one cohesive unit.

Special titles can be submitted to Classroom Scheduling via a Google Doc during the Room Assignment Window and afterward on a Google form through the end of the Tele-BEARS adjustment period.

OSOC is updated nightly so special titles will be reflected online the day after they are submitted. You can search for special titles on OSOC by entering a keyword in the Additional Information field. The following are OSOC special title standards:

1. Abbreviations must be kept to an absolute minimum.

2. No italics, underlines, bolds, all caps, or exclamation marks (we do not yell on OSOC). 3. Special topics are in quotes; regular text is not.

4. Listing the topic as TBA is not permitted. The special title will be added only after the topic is determined.

5. The http:// is omitted on website URLs due to space limitations. 6. Area codes must be included in all telephone numbers.

7. Repeating the catalog/course title is duplicate information is not permitted.

8. Specific contact information (i.e., phone number, email address, etc.) must be included when requesting students to contact an individual or office.

9. Information on multiple entries (added by departments on the Update Class screen) is

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Tele-BEARS Bear Facts DeCal 6:00 to 7:30 p.m. email website 21st century

wait list or waiting list prerequisite

12. If a course is officially cross-listed (with a "C" prefix), it is considered a single course where all parts must be offered and must have a special title which contains the other department, course number and section number. This information is manually entered by Classroom Scheduling staff. Room shares will not be identified as such.

13. Special titles will move from one course to another when using the Change Course Id screen and from one section to another when using the Change Section Number screen in DB2.

14. On the Update Class screen before the term is frozen and course control numbers are set, when a course is deleted (not cancelled) and subsequently added back, the special title does not come back with it.

15. Course descriptions are not appropriate for special titles. They already display on the catalog description link on the OSOC search results.

16. Indicating which courses fulfill the L&S breadth requirements is not appropriate. This information is already available on the L&S Breadth Requirement Search website at

http://ls-breadth.berkeley.edu/search.php. A link to this website is on the OSOC home page. The same goes for breadth requirements in other colleges and schools.

For instructions on building a direct link into OSOC search results, click on

http://schedule.berkeley.edu/searchlinks.html. Check out the American Cultures website at

http://americancultures.berkeley.edu/courses as an example of a search link (click on one of the links under "AC Courses" in the right hand column).

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The Room Switching Menu is used to make day, time and room changes to courses currently scheduled in general assignment classrooms by providing the ability for departments to cancel, reassign or release general assignment classrooms online. This does not include changes involving cross-listed courses or room shares which must be submitted to Classroom Scheduling.

Please note that room changes involving the assignment of departmentally controlled space must be entered on the Update Class screen. When moving a class from a general assignment classroom to department space, the old room must be released first and the session terminated. After this has been completed, the new room can be entered on Update Class.

To get to the Room Switching Menu:

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access unless it’s a College-level user who must enter the department abbreviation. Before the first session can begin, you will be required to enter your email address. This is to allow Classroom

Scheduling to notify you in case a session is open longer than three days, needs to be terminated prior to a particular job run (i.e., the assignment of course control numbers), or is no longer accessible. To begin a new session, press F3 and a session number will be assigned. Select “Switch Rooms--Classes” and call up the course to be modified. You may then make any of the following changes:

To delete/cancel a class scheduled in a general assignment classroom:

1. Type in the course id or course control number of the class to be cancelled or deleted and press enter to find the class.

2. Type “Y” in the “Cancel Sect?” or “Delete Sect?_ Del Meet_?” field and press enter. (If you put the “Y” next to “Sect” all meetings/multiple entries for that section will be deleted/cancelled. “Del Meet” is used for deleting multiple entry meetings only. If you put the “Y” next to “Meet” only that multiple entry meeting will be deleted.)

Note: If the term has not been frozen (i.e., course control numbers have been assigned) the field will be labeled “Delete Sect?_ Del Meet_?” and you have the option of deleting just that multiple entry meeting or of deleting all meetings/multiple entries for that section. If the term is frozen, the file will be labeled “Cancel Sect?_ Del Meet?_”. Remember, if a class is deleted, you must re-add it to get it back; however, if a class is cancelled you may

“uncancel” it.

3. The program will check to see if any students are enrolled in the class and will warn you if there are. This gives you an opportunity to verify that you are cancelling the right class! If you are satisfied that you have the right class, press F4 to actually cancel the class and drop the students, if any. (Note: the students will be dropped that night by a batch program.)

Note: Deleting/cancelling a primary section with attached secondary sections may result in the message "Unable to delete. Lower level sections connected" or "Unable to cancel. Orphan(s) will result". Secondary sections must be cancelled first, followed by the primary section (in that order).

4. The cancellation will be confirmed with the message “Class cancelled”. To reassign a general assignment classroom:

1. Type in the course id or course control number of the class to be modified and press enter to find the class.

2. Type in the day/time/room/building and press enter. When a room that is assigned to another course is entered online, you will get the message “Other assignments shown. Press PF3 to make new assignment”. By pressing F3, the new assignment is made. You may also get the message “Room too small for Enrollment Limit”. If this should happen, press F11 to go to the Update

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another department class”. This message will also appear if you enter a partial room assignment which is called "breaking a block". When a block of time in a general assignment classroom is assigned to a course, the department may switch it to another course or release it back to

Classroom Scheduling. It may NOT take part of the time and give the remaining time back as this does not constitute good utilization of space.

To release a general assignment classroom:

1. Type in the course id or course control number of the class to be modified and press enter to find the class.

2. Space over the day/time/room/building and press enter. SESSL List Sessions

Lists all room switching sessions for the term you originally selected upon entering the system. Each session is numbered and has a start date, UserID, remark, and indicates whether it is currently active and if session conflicts still exist. There cannot be more than one active session open at a time. Any active session will always be displayed at the top of the list. Putting your cursor on one of the sessions listed and pressing enter will select that particular session and return you to the Room Switching Menu for your next selection.

CONF List Session Conflicts

Lists all conflicts (one room assigned to two courses without its being a room share) within the open session so they can be resolved prior to terminating the session. A session cannot be terminated as long as there are conflicts listed on this screen. If a conflict is actually a “room share” between two courses, please contact Classroom Scheduling.

REL List Net Releases

Lists all general assignment classrooms which will automatically be released back to Classroom Scheduling when the session is terminated. Be sure to double check all releases. Once a room is released, it is immediately available for reassignment to another department.

TERM Terminate Session

Allows the termination of an open session provided there are no room conflicts. The session may remain open however the message "Room Switching for this dept in progress" will appear on Update Class and limit the kind of changes that can be made. An open session also prevents Classroom Scheduling from making any new room assignments so please do not leave a session open longer than necessary! RMRK Update Session Remark

A remark, no more than 35 characters in length, can be entered as a reminder of the status of an open session like “WAITING FOR PROF SMITH” or the reason the session was transacted like

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There are two Room Switching Reports which provide a record of an individual room switching session. Both reports list the following fields: Action, Department, Course, Section, Days, Time, Room,

Building, User, and Date. For information on running and transferring these reports, check the Table of Contents for sections on Department Class Reports and Transferring the Report to your Desktop. They are as follows:

RESR231 Room Switch Audit by Course

-List of all courses involved in a single room switching session and sorted by Course and Section numbers. Used to determine the room assignment of each section starting with the original room assignment and ending with the final outcome.

RESR236 Room Switch Audit Chronology

-List of all room switching transactions in chronological order for a single session. Used to trace the path of various room changes.

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The following Department Class Reports can be run on the UCB REPORTING SYSTEM by selecting the job and pressing F2 to submit. You will automatically be sent to the JOB SETUP SCREEN to specify the parameter term and the 7-character department code. Please note that all sub-departments

must be run separately. Official department abbreviations are located on the Classroom Management

website at http://registrar.berkeley.edu/Default.aspx?PageID=deptabb.html.

Press F2 again to submit. You will then be returned to the main reporting screen. The screen must be refreshed by pressing <enter> or <return> repeatedly until '0000' appears in the STATUS column. This indicates that the job is finished (a code of '0004' indicates that the job is still running). It may take a few minutes for the job to finish. All reports run immediately and can be viewed online. Press F4 to go to the Job Review Screen to view the completed report. Depending on the length of the report, you may have to press F8 to page forward.

RESR116 Percentage Prime Time Requests

-Lists the percentage of prime time room requests for general assignment classrooms to ensure compliance with the 70%/30% policy on the time ratio. Prime time is defined as follows:

MWF: 9am - 3pm TT: 9:30am - 3:30pm MTWTF: 9am - 3pm

During the Room Assignment Window, departments must limit prime time requests to no more than 70% of the total general assignment space requests. The first three columns on this report refer to only primary sections in prime time. The second three columns include both primary and secondary sections. These numbers are used to determine compliance. Both the third column titled “Percent Primary

Requests” and the last column titled “Percent Prime-time” cannot be over 70.

Please note you must have the minimum information of Requested days, times and seats in order for a course to be considered as having a room request.

RESR238 CSIR Report for One Department

-List of courses sorted by Course and Section numbers. Used to double check data entry done in response to a CSIR Error and Omissions report. For detailed information on the Class Schedule and Instructional Report (CSIR), go to the Office of Planning and Analysis website at

http://opa.berkeley.edu/csir/resources/UsersGuide.pdf. Primary sections with zero enrollment are not included. This report lists the following fields: Course Control Number, Course, Section, Days, Time, Room, Building, Units, Instructor, Employee ID, Instructor Function, Class Type, Class Org, Instructor Hours, Room Hours, Student Hours, and Number of Weeks.

RESR265 Class Master List for One Department

-List of courses sorted by Course and Section numbers. This report is informational and lists the following fields: Course Control Number, Department, Course, Section, Days, Time, Room, Building, Enrollment Limit, and Enrollment Count.

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This screen lists all the sections for a course and all the courses for a department in short form except for Fall and Spring cancelled courses. It lists every section on one line, and provides the ID, department, course number, primary/secondary flag, type, section, multiple entry flag, instructor, meeting day, time, room and building, exam group, print code, number of units, credit code, and enrollment count. The summer version of this screen displays cancelled courses and the number of weeks in lieu of the exam group, print code, and credit code.

It is accessed directly from the menu or from the Update Class screen by pressing F10. To return to the Update Class screen, move the cursor to the specific section, and press enter.

There are two items on this screen, which are unavailable on the Update Class screen.

1. Unit value code: the number of credit units awarded for completion of a particular course. Used as a quantitative measure of the difficulty of a course, and of the amount of work required to pass a course. This is normally blank on the Update Class screen, unless on a variable unit course, where the particular primary section is designated with a fixed unit value.

2. Exam group code: this indicates when a final examination for a specific primary course section will be held. Each class listing a final on the Online Schedule of Classes has an exam group code next to

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The Student Database has a list of current instructor names.

When adding or changing an instructor’s name to a record on either the “Update Class” or “Update CSIR” screens, the system checks this entry against the list of instructor names. If this name is not found on the list or if the department offering the course is not the same as (or not associated with) the home department of the instructor, the “List Instructors” screen will appear. What is typed on the Instructor line on the “Update Class” screen will appear on the “List Instructors” screen in the Short Name column.

Check the spelling (including first and middle initials as well as the comma after the last name), against the list of instructors shown.

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Secondary Sections

Enter "N" under "Sec Req" (Secondaries Required) to decouple all primary sections from all secondary sections of a given course. This will cause Tele-BEARS to ignore all secondary sections of the course. There are several reasons to choose to de-couple a section. You can help students enroll who are on the wait list for a full secondary section, but are attending another section, by decoupling the sections. De-coupling also allows extra students to enroll assuming the sections will sort themselves out. In this case, compliance with the Berkeley Campus Policy on Course Enrollments Relative to Classroom Capacity is required (http://registrar.berkeley.edu/acad_sched.html#enroll). The catch here is that section

enrollment needs to be managed manually offline, since the system will have no record of secondary section enrollments, except for any students who may have enrolled into secondary sections before they were decoupled. The "Sec Req" field is in the upper right corner of the Update Class Screen.

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on the Update Class Screen

The initial room assignments for each semester are made using a computer algorithm program which takes all of the room requests entered by department schedulers and makes appropriate assignments based on requested days, times, seats, room attributes, and preferred building.

Enter requested days, times, seats, building, and attributes to get a room assignment during the Room Assignment Window; thereafter the Requested field will be frozen and departments are required to submit a Room Request Form. Any special needs not represented on the Request Attributes Screen (see next page) should be submitted in a memo to Classroom Scheduling. Please be sure to enter room requests online on the Requested line and not the Actual line!

The most popular "Top Four" requested attributes are accessible on this screen. The complete list of requestable attributes are accessible on a second screen. Press F6 to request additional attributes for an existing course. If a class has additional requested attributes, a "Y" will be displayed under "More?".

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To reach this screen, press F6 from the Update Class Screen.

To request room attributes for a class: Enter "Y" next to all desired attributes and press enter to update or, if you wish to return to the Update Class Screen without making changes, press F5.

Do not request more attributes than are needed as doing so will severely limit the number of rooms which qualify. The Room Assignment Program will only assign rooms that exactly match the requested attributes. A detailed description of available room attributes follows.

Request Attributes Definitions

Seating Seminar (plain chairs)

Conference style room with a large table in the middle surrounded by plain chairs. Seminar rooms range in size from 14-30, but most seat 15.

Seating Movable Tablet Arm

Room contains movable chairs (not bolted to the floor) with a single tablet arm table attached to each. This attribute also includes seminar rooms with movable plain chairs.

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Room contains equipment which allows computer data to be displayed on a projection screen.

Movement Activities (large, flat, MTA)

Room must have a capacity of at least 50, a level floor, and movable chairs. Requested for classes with activities which require movement. Please return the chairs to their original position at the end of each class.

Single Projection-Flat Panel Display

A thin, electronic monitor mounted to the wall and used to display computer data, video and digital media.

Ethernet Connection

Room contains an Ethernet port available for connectivity to the Internet via the mainframe campus computer.

Webcast:Screen/Audio Recording

Enabled for either Audio-only Recording (capture of audio from microphone) or Screen with Audio Recording (capture of output from computer or document camera, plus audio from microphone). These are automated, no-cost services that include delivery to students (and the public, if instructors so choose). Instructors scheduled in these rooms receive an invitation to sign up for either service shortly before the semester starts. Contact [email protected] for details.

Webcast:Video/Screen/Audio Recording

Enabled for Video Recording (capture of video and audio of instructor lecturing) or Video and Screen Recording (capture of instructor lecturing, plus output from computer or document camera). Cost-sharing by the department is required for these services, since an operator is

required to be in the room. Includes delivery to students (and the public, if instructors so choose). Instructors scheduled in these rooms receive an invitation to sign up for either service shortly before the semester starts. Contact [email protected] for details. Please note that the only rooms with this attribute are 245 Li Ka Shing (capacity=297), 1 Pimentel (capacity=526), 2050 Valley LSB (capacity=408), and Wheeler Aud (capacity=732).

Single Projection (screen)

A single screen ranging in size from 5x5' and up used to project images is mounted on the wall of the room.

Multiple Chalk/Whiteboards-150+ sqft

Chalkboards/whiteboards which exceed 150 square feet. Requested by Econ, Math, and Stat instructors which need large amounts of chalkboard space. Please note: ALL general assignment classrooms have chalkboards/whiteboards.

Map Hooks

Room contains hooks mounted on the wall designed to hold maps.

Stage/Platform

Room contains a raised stage or platform located at the front of the room.

Stage Rotating

The only room with this attribute is 1 Pimentel and the only departments which request it are Chemistry and Physics. The stage is three sided with each side containing a demonstration bench. Two sides can be setup for demonstrations while the third is in use.

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instructors who wish their students to take notes while using an overhead projector, playing a DVD, etc.

Windows

Windows Some Openable Windows All Darkenable

Window attributes can contain at least one window, one window which opens, or windows which are painted or covered with blinds, drapes, or blackout shades.

Disabled Instructor Access

Room is suitable for use by a disabled instructor and both the room and building are wheelchair accessible.

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After the Room Assignment Window

After the initial room assignments for each semester are made using a computer algorithm, room requests are submitted via the Online Room Request Form at https://or.berkeley.edu/RoomRequest. Room requests are accepted anytime between the completion of the Room Assignment Window and the end of the second week of instruction.

Please read the home page and then click on the link at the top to "Logon using CalNet's Authentication Web Server."

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Once you're in select the Term and Year from the pull-down menus, enter a valid Course Control Number from DB2, and click on "Look up Course."

THE FOLLOWING INFORMATION WILL AUTOMATICALLY BE POPULATED:

1. Contact Person, Email, and Phone Number – This information is pulled from the CalNet Directory. Only Department Schedulers and their backups are authorized to submit room requests.

2. Department, Course Number, P/S, Section, ME, and Type – This information is pulled from DB2 and is based on the Course Control Number entered on the above page.

3. Current Days/Times, Room Number, and Building – Pulled from the ACTual (not REQuested) fields on DB2.

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1. 1st Choice Days/Times for Fall or Spring – Either click on “Use Current Days/Times for 1st

Choice” or enter new days/times. Only requests in standard time configurations will be accepted. Room requests for Summer that involve changes to the currently assigned days/times requires the approval of Summer Sessions. In this case you will need to submit a Summer Sessions Course Action Form at https://mysummer.berkeley.edu/nonSS.php.

2. 2nd Choice Days/Times – Can’t be the same days and times as the 1st Choice and is required from the time the form becomes available for a new term to when Tele-BEARS begins. Only requests in standard time configurations will be accepted.

3. Requested Seats Range – Seat range minimum is 14, maximum is 732. When specifying a Preferred Building, the Requested Seat Range must fall within the minimum and maximum capacities of the room in that building. When specifying both a Preferred Building and Preferred Room Number, the Requested Seat Range must equal the exact capacity of that room.

OPTIONAL FIELDS:

1. Preferred Building – Pull-down menu of general assignment buildings. The Requested Seats Range cannot be less than the minimum or greater than the maximum of the classrooms in this building.

2. Preferred Room Number – Pull-down menu of the general assignment classrooms in the preferred building along with their corresponding capacities. The Requested Seats Range cannot be less than or greater than the capacity of this room.

3. Requested Attributes – You may click on "Add/Change Attributes" to modify. Attribute

Definitions can be viewed as well by clicking on “Attribute Definitions” or going to pages 29 and 30 of this Users Guide.

4. Copy all correspondence to – You may enter multiple “berkeley.edu” email addresses with each separated by a comma. These addresses will receive copies of all emails generated from the submitted to the completed. This is especially important for courses that are cross-listed or room shared where you can enter the other department schedulers’ email address. This will facilitate communication among collaborating departments.

5. Cross-listed or room shared with – You may enter all partnered sections along with the enrollment limit split you want, should a new room be assigned.

6. Comments – You may enter any text that’s pertinent to the request even after the request has been submitted (e.g. you want to cancel the request, you need to correct information submitted on the original request, etc.).

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1. After completing the Online Room Request Form, click on "Continue" to proceed or "Go Back" to begin a New Request.

2. Clicking Continue will display the confirmation page where you can click on "Submit Request" to proceed or "Modify Request" to make changes to the room request.

3. Clicking "Submit Request" will display the final confirmation page. This will automatically generate an email to you confirming your request. The email you receive includes a link back to that request allowing you to easily locate the request and add comments as needed.

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1. If you enter a Course Control Number that has a multiple entry containing an additional day, time or room, you will be asked to Choose Course.

2. Select the appropriate record and proceed with completing the Online Room Request Form. 3. In the "Comments" field indicate whether or not this is a two-part Multiple Entry room request. 4. If you want to request a room at a day and time that's in addition to the current room assignment,

use the Course Control Number of the main record when submitting the request.

5. In the "Comments" field indicate that this is a Multiple Entry room request in addition to the current room assignment. Please note that breakout rooms are not permitted in general assignment classrooms as this doesn't constitute good utilization of space.

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1. Once a room request has been submitted, you may click on the link at the top of the page to view "My Active Requests."

2. You may not edit the room request after it has been submitted but you can select it and click on "Add Comment" to communicate additional information that may have been missed. This will automatically generate an email to you confirming your request.

3. The request will remain active until it has been processed by Classroom Scheduling staff. 4. Notification will be sent to you via email regarding the outcome of your room request.

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1. Once a room request has been completed, you may click on the link at the top of the page to view "My Processed Requests." This will provide you with a historical record of all requests submitted by you and subsequently processed by Classroom Scheduling staff.

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This screen is used to turn one course into another. It is course specific meaning ALL sections of the old course become the ALL sections of the new course. You cannot change a single section into a new course.

1. Type the course id of the course you wish to change in the upper portion of the screen 2. Type the course id of the new "revised" course in the lower portion of the screen.

3. Press enter (return key) to change all sections of the current course to the revised course. The revised course will retain the same course control number (or course id) as the old course. Additionally, if there are students enrolled, they will now be enrolled in the new course.

Note: if there are general assignment classrooms assigned to the course, contact Classroom Scheduling to request the course id change.

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Change Section Number Screen

This screen is used to turn one section into another but is only available before course control numbers have been assigned. Note: you cannot turn a section into another that already exists.

1. Type the the course id of the section you wish to change and press enter (return key). 2. Type the new section number in the space provided below.

3. Press enter (return key) to change the section number.

The Change Section Number Screen is unavailable after the term is frozen.

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The Class Schedule and Instructional Record (CSIR) is the system of record for all data concerning teaching activity and space utilization. Such data influence resource allocation decisions at all levels. Specifically, CSIR data is used:

• by the Budget and Interdepartmental Relations Committee when it conducts FTE allocations;

• to distribute resources for Temporary Academic Support and faculty authorizations; • to report instructional workload to the Office of the President and California Legislature;

• for annual space Utilization reports affecting capital project funding;

• to determine whether a department is meeting its goals as outlined in individual departmental teaching policies (e.g., number of classes taught per ladder faculty); • to keep track of average class size and types of courses taught by individual faculty; • for Ad Hoc Reporting.

For detailed information on how to use the Update CSIR screen, go to CSIR User’s Guide at http://opa.berkeley.edu/csir/resources/UsersGuide.pdf.

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Please note that this userid and computer service is available to University of California at Berkeley faculty and staff in support of their university-related activities. Use of this computer service is governed by the following Computer Use Policy. Please note in particular that University policy prohibits the use of University resources for any non-University business, conflict of interest situations which may result in University financial losses or impaired University operations and fraud.

The URL where the original Computer Use Policy document can be found is: http://technology.berkeley.edu/policy/usepolicy.html

University of California, Berkeley

Computer Use Policy

~May 10, 2012~

In support of the University's mission of teaching, research, and public service, the University of California, Berkeley provides computing, networking, and information resources to the campus community of students, faculty, and staff.

Rights and Responsibilities

Computers and networks can provide access to resources on and off campus, as well as the ability to communicate with other users worldwide. Such open access is a privilege, and requires that individual users act responsibly. Users must respect the rights of other users, respect the integrity of the systems and related physical resources, and observe all relevant laws, regulations, and contractual obligations. Students and employees may have rights of access to information about themselves contained in computer files, as specified in federal and state laws. Files may be subject to search under court order. In addition, system administrators may access user files as required to protect the integrity of computer systems. For example, following organizational guidelines, system administrators may access or examine files or accounts that are suspected of unauthorized use or misuse, or that have been corrupted or damaged.

Existing Legal Context

All existing laws (federal and state) and University regulations and policies apply, including not only those laws and regulations that are specific to computers and networks, but also those that may apply generally to personal conduct.

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Examples of misuse include, but are not limited to, the activities in the following list.

• Using a computer account that you are not authorized to use. Obtaining a password for a computer account without the consent of the account owner.

• Using the Campus Network to gain unauthorized access to any computer systems. • Knowingly performing an act which will interfere with the normal operation of computers, terminals, peripherals, or networks.

• Knowingly running or installing on any computer system or network, or giving to another user, a program intended to damage or to place excessive load on a

computer system or network. This includes but is not limited to programs known as computer viruses, Trojan horses, and worms.

• Attempting to circumvent data protection schemes or uncover security loopholes. • Violating terms of applicable software licensing agreements or copyright laws. • Deliberately wasting computing resources.

• Using electronic mail to harass others.

• Masking the identity of an account or machine.

• Posting materials on electronic bulletin boards that violate existing laws or the University's codes of conduct.

• Attempting to monitor or tamper with another user's electronic communications, or reading, copying, changing, or deleting another user's files or software without the explicit agreement of the owner.

Activities will not be considered misuse when authorized by appropriate University officials for security or performance testing.

Additional Use Policies

The Computer Use Policy applies to use of all Berkeley Campus computing resources. Additional computer and network use policies and terms and conditions may be in place for specific electronic services offered by the campus.

In particular, the UCLink and Home IP services, as well as the Microcomputer Facilities, have additional policies that govern use of these services. The University of California Electronic Communications Policy applies to the use of UC computers and networks for electronic communications. You must familiarize yourselves with any of these when you agree to use these services.