SCHEDULING OFFICE, Study notes of Life Sciences

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SCHEDULING OFFICE

TABLE OF CONTENTS

ADDING A NEW SECTION

If a field is not stated to be completed, skip it.

Next to each field indicates a pop-up menu with a list of values for that field.

SSASECT

Enter information about the class, the days and times of the class, the location and the instructor.

1. From Banner’s welcome page, type SSASECT in the [seach] field, and hit [Enter].
2. Enter the

[Term]

. The Term is the quarter in which you are adding the class in. It is a 6-digit

number that consists of a 4-digit academic year plus the quarter code plus the school code =

academic year + quarter code + school code.

Year Academic Year

Quarter Code Summer = 1

Fall = 2

Winter = 3

Spring = 4

School Code De Anza = 2

Foothill = 1

Example:

Summer 2019 = 202012 (always one year ahead)

Fall 2019 = 202022 (always one year ahead)

Winter 2020 = 202032

Spring 2020 = 202042

3. Hit the [TAB] key to navigate to the [CRN] field, and type in the word ADD.
4. Click on the [Create CRN] icon or the [Go] button or [Alt + PageDown] (shortcut key) to create a

new class.

COURSE SECTION INFORMATION TAB

5. Enter the [Subject] and hit the [TAB] key.
6. Enter the [Course Number]. This is a 5 alphanumeric character that begins with a “D” and either

ends with a letter or a period. Hit the [TAB] key twice.

7. Enter the

[Section]

. This is a 2-3 alphanumeric character. Below is the section guide. Hit the

[TAB]

key.

Section Guide Definition

01 - 49 Class before 4:30 P.M.

55 - 60 Less than 12-week class in the fall, winter and spring quarters

61 + Class after 4:30 P.M.

65R, 66R,… Special Projects

A Campus Abroad

D Learning Community Class – LinC

F Off-Campus Class

FY First Year Experience Program

L Weekend Class (Fri, Sa, Su)

M Mellon Scholars Program

MP Math Performance Success Program

N International Students Program

P Puente Program

R Reach Program

Q AB705 Class w/ Corequisite

S Community/Civic Engagement and LEAD

UM Umajo Program

Y Hybrid Class

Z Online Class

Summer 61Z, 65Z, 66Z …

Fall 62Z, 65Z, 66Z …

Winter 63Z, 65Z, 66Z …

Spring 64Z, 65Z, 66Z …

13. Skip to the

[Part of Term] and enter one of the codes below.

Part of Term Definition

1 Full Term

A First 6 Week Session

B Second 6 Week Session

E First 8 Weeks

S Term Spanning – Modify Start Date, End Date and No. of Weeks

T Last 10 Weeks

14. Skip to the [Attendance Method] and enter one of the codes below.

Attendance Method Definition

W = weekly • 12 - week class that meets face-to-face

• used only in the fall, winter and spring quarters

D = daily • less than 12-week class that meets face-to-face in the

fall, winter and spring quarters

• summer quarter class that meets face-to-face
• meets 5 times or more with same number of hours for

each meeting

IW = independent study weekly • 12 - week online, hybrid, special projects or internship

class

• used only in the fall, winter and spring quarters

ID = independent study daily • less than 12-week online, hybrid, special projects or

internship class in the fall, winter and spring quarters

• summer quarter online, hybrid, special projects or

internship class

P = positive attendance • classes that have no specific meeting days/times

• classes that meet less than 5 times
• classes that have no consistent number of hours per

meeting

• APRN and Noncredit classes
• Instructor must collect attendance and report it to

A&R

15. Click on the [Save] icon or [F10] (shortcut key). Note the CRN generated.

SECTION ENROLLMENT INFORMATION TAB (SEAT COUNT AND WAITLIST)

16. Click on the [Section Enrollment Information] Tab or [Alt + PageDown] (shortcut key).
17. Enter the [Maximum] field = seat count.
18. Enter waitlist in [Waitlist Maximum] field = waitlist.
19. Click on the

[Save] icon or

[F10]

(shortcut key).

MEETING TIMES AND INSTRUCTOR – MEETING TIMES BLOCK

20. Click on the [Meeting Times and Instructor] Tab or [Alt + PageDown] (shortcut key).
21. Enter the

[Meeting Type]

. ONLY

CLAS, LAB

and

TBA

are used. Use the guide below for which type

to use based on the type of class.

Meeting Type

Lecture Hours ONLY Lab Hours ONLY BOTH Lecture and Lab Hours

Face-to-face

CLAS Face-to-face

LAB Face-to-face

CLAS & LAB

Hybrid CLAS & TBA Hybrid LAB & TBA Hybrid CLAS & LAB

Online

CLAS Online

LAB Online

CLAS & LAB

Internship/special projects class that HAS meeting days and time CLAS

Internship/special projects class that NO meeting days and time TBA

22. Hit the [TAB] key twice. The [Start Date] and [End Date] will populate from the [Part of Term]

established above.

23. Select the [Days] of the week the course will be offered.
24. Enter the [Start Time] and [End Time] in Military Time (see Appendix A) and with no colon. For

assistance in calculating the start and end times, see Calculating Meeting Times (Appendix B). Hit

the [TAB] key.

25. The [Session Indicator] for the first line will default to 01. Do not change this.
26. Enter the

[Building] field as

“DA”

or

“DO”

. This should match the

[Campus] field from above in the

Course Section Information tab. Online classes, use

“DA”

33. If a room conflict error message appears, it means that the room is double booked. Perform one

of two options:

a. If it is a valid double booking due to a cross-listing or shared lecture, then in the [Meeting

Conflict Override] field enter “O” to override the conflict. Click on the [Save] icon or [F10]

(shortcut key).

b. If it is NOT a valid double booking, change the [Room] field to “TBA” AND in the [Meeting

Conflict Override] field enter “O” to override the conflict. Click on the [Save] icon or [F10]

(shortcut key).

MEETING TIMES AND INSTRUCTOR – INSTRUCTOR BLOCK

34. Click in the Instructor block area or [Alt + PageDown] (shortcut key).
35. You should be on [Session Indicator] 01 line. This corresponds to the meeting line from above. Go

to the [ID] field and enter the instructor’s CWID. To search for an intructor’s CWID, click on the

in the [ID] field. This goes to a Faculty/Advisor Query form.

a. Ensure the [Faculty] field is checked off and press [GO] or [Alt + PageDown] (shortcut

key).

b. Go to the [Last Name] field and enter the instructor’s last name followed by “%” sign.

(NOTE: the field is case sensitive, i.e. “Smith%”). A search can be performed using any of

the fields shows or by adding additional seach fields.

c. Click [Go] or [F8] (shortcut key) to execute the search. Look for the appropriate instructor

and ensure it is selected. Double click or click [Select] or [Alt + S] (shortcut key) to add the

instructor.

d. Each [Session Indicator] from the meet lines must have a corresponding [Session

Indicator] in the instructor block.

36. DO NOT change [Percent of Responsibility], it should always be 100%.
37. If two instructors are team teaching, sharing the same [Session Indicator], then change [Percent

of Session] = 50% for each instructor.

38. To add an additional instructor, click the [Insert] button or [Down Arrow] (shortcut key).
39. IF YOU MADE A MISTAKE, delete the instructor by clicking on

[Delete] or

[Shift+F6] (shortcut key).

YOU CAN NOT TYPE OVER the existing instructor.

40. Click on the [Save] icon or [F10] (shortcut key).

41. If an instructor error message appears, it means there is an instructor conflict. Perform one of

three options:

a. If it is a valid instructor conflict due to a cross-listing or shared lecture, then click the

[Instructor Conflict Override] field to override the conflict. Click on the [Save] icon or

[F10] (shortcut key).

b. If the error message is “ ERROR Person not an instructor, press LIST for instructors ”,

inform the Scheduling Coordinator.

c. If the [ID] entered was 666- 66 - 666 for Staff, then click the [Instructor Conflict Override]

field to override the conflict. Click on the

[Save] icon or

[F10]

(shortcut key).

42. Close the SSASECT form by clicking on the “X” (upper left corner) or [Ctrl + Q] (shortcut key).

SIAASGN

Enter information about the pay for the instructor.

1. From Banner’s welcome page, type SIAASGN in the [seach] field, and hit [Enter]. Enter the

instructor’s [ID] and the [Term].

2. SIAASGN can also be accessed from SSASECT’s instructor block. From SSASECT, ensure the cursor

is in the the instructor line that needs to be edited. Go to

[RELATED]

[Faculty Assignments

(SIAASGN)]. Click [Go] or [Alt + PageDown] (shortcut key).

3. SIAASGN displays the information for each course the instructor is assigned to for the term. Click

on the [arrow/next record] or change the number of records to view per page on the scroll bar to

view the assignments.

4. Go to the CRN that needs to be edited. Enter the fields below based on the instructor’s status.

a. Full-Time Faculty Part of Load Pay

i. [AT] = 0 = part of load pay

ii. [Override Workload] = edit to ensure [Calculated Workload] is correct

iii. [Contract Type] = blank

iv. [Position Number] = blank

v.

[Position Number Suffix] = blank

3. The ONLY field that needs to be completed is the

[Academic Calendar Type]

. If the course is a full-

term (12-week) class, enter [ 1 ]. Otherwise, click on to pull down the menu. Select, [List of

Academic Calendar Types] and select the appropriate code for the class. Then click

[ok] .

4. Click on the [Save] icon or [F10] (shortcut key).

CHANGING INSTRUCTORS

To change instructors, the old instructor must be deleted.

1. From Banner’s welcome page, type SSASECT in the [seach] field, and hit [Enter].
2. Enter the [Term] and the [CRN].
3. Click the [Go] button or [Alt + PageDown] (shortcut key).
4. Go to the instructor block and click the [Delete] button or [Shift + F6] (shortcut key) to remove

the instructor.

5. Once the instructor is removed, the new instructor can be added.
6. Click on the [Save] icon or [F10] (shortcut key).

DELETING A CLASS DURING SCHEDULE PRODUCTION

1. From Banner’s welcome page, type SSASECT in the [seach] field, and hit [Enter].
2. Enter the [Term] and the [CRN].
3. Click the [Go] button or [Alt + PageDown] (shortcut key).
4. Click the

[Delete] button or

[Shift + F6] (shortcut key).

5. Click on the

[Save] icon or

[F10]

(shortcut key). Once saved, this action cannot be undone.

SCHEDULE SECTION QUERY – SSASECQ

This is to search for a CRN.

1. From Banner’s welcome page, type SSASECQ in the [seach] field, and hit [Enter].
2. Enter the [Term].
3. Click the [Add Another Field] to add the Subject field, if needed.
4. Click the [Add Another Field] to add the Course field, if needed.
5. Complete or add additional fields for the filter.
6. Click the

[Go] button or

[F8]

(shortcut key) to execute the search.

APPENDIX A – MILITARY TIME

Military time is the same for time before 1 P.M. For example 10:30 A.M. = 1030 in military time and 12:30pm = 1230 in military time. For times that are 1 P.M. and later, add 12 to the hours and the minutes remain the same. For example 1:35 P.M. = 1335 in military time and 6:15 P.M. = 1815 in military time.

• Logging into Banner
• Scheduling Screens in Banner
• Adding a New Section
  • SSASECT
    • Course Section Information Tab
    • Section Enrollment Information Tab (Seat Count and Waitlist)
    • Meeting Times and Instructor – Meeting Times Block....................................................................................
    • Meeting Times and Instructor – Instructor Block
  • SIAASGN............................................................................................................................................................
  • SSAACCL
• Changing Instructors
• Deleting a Class During Schedule Production........................................................................................................
• Faculty Schedule Query – SIAASGQ
• Faculty/Advisor Query – SIAIQRY
• Schedule Section Query – SSASECQ
• Appendix A – Military Time
• Appendix B – Calculating Meeting Times
• Appendix C – Shortcut Keys..................................................................................................................................
• Appendix D – Section Restrictions
• 12:00 A.M. Regular Time Military Time
  • 1:00 A.M.
  • 2:00 A.M.
  • 3:00 A.M.
  • 4:00 A.M.
  • 5:00 A.M.
  • 6:00 A.M.
  • 7:00 A.M.
  • 8:00 A.M.
  • 9:00 A.M.
• 10:00 A.M.
• 11:00 A.M.
• 12:00 P.M.
  • 1:00 P.M.
  • 2:00 P.M.
  • 3:00 P.M.
  • 4:00 P.M.
  • 5:00 P.M.
  • 6:00 P.M.
  • 7:00 P.M.
  • 8:00 P.M.
  • 9:00 P.M.
• 10:00 P.M.
• 11:00 P.M.

APPENDIX C – SHORTCUT KEYS

Hover your mouse over any button or icon, if a shortcut key is available, it will display.

Action Shortcut Key

Save F

Rollback/Start Over F

Quit/Close Ctrl + Q

List of Values/Lookup F

Log Out of Banner Ctrl + Shift + F

Next Block/Next Section; Go Alt + PageDown

Previous Block/Section Alt + PageUp

Clear Block/Section Shift + F

Next Field Tab

Previous Field Shift + Tab

Checkbox toggle Spacebar

Radio Group toggle Left/Right Arrow

Go To: Search Ctrl + Shift + Y

Go To: Recently Opened Ctrl + Y + Up/Down

Forms with Tabs direct to Tab Ctrl + Shift + 1, 2, 3, 4

Enter Query/Filter F

Execute Query/Go (on Filter) F

Quit/Exit/Cancel Query Ctrl + Q

Insert Record F

Delete Record Shift + F

Copy Record/Section F

Clear Record Shift + F

Next Record Down Arrow

Previous Record Up Arrow

Cut Ctrl + X

Copy Ctrl + C

Paste Ctrl + V

Open Related Menu Alt + Shift + R

Open Tools Menu Alt + Shift + T

Help Ctrl + Shift + L

Print Ctrl + P

APPENDIX D – SECTION RESTRICTIONS

There are 2 options to restrict student enrollment in a section. Both options require a two step process

for entering the restriction and clearing the student.

Option A:

• [Special Approval] field in SSASECT to create the restriction.
• SFASRPO form for clearance.

1. In SSASECT in the [Special Approval] field, click the and select the appropriate code for the

section.

2. Then go to the

SFASRPO

form to clear the student.

a. Enter the [Student ID] and the [Term].

b. Click the [Go] button or [Alt + PageDown] (shortcut key).

c. Click on the in the [Permit] field for a list of available options and select one.

d. Enter the [CRN].

e. Click on the [Save] icon or [F10] (shortcut key).