How to Add to and Edit a Scheduler Workbook

How to Add to and Edit a Scheduler Workbook 1. Introduction Each scheduling department and program ("Scheduler") has its own Scheduler Workbook. Each worksheet in the Scheduler Workbook has the name of the workbook's Scheduler in its header. There are three different schedules to be considered by the Scheduler: - Group courses (lectures and labs; classroom, online, or mixed): details for each class during a week are entered - Additional instructors for group courses: entered for each class during a week in which each participates - One-on-one courses (field work and independent study): details for each instructor-student pair (i.e., section) are entered Two types of course scheduling can be entered, based primarily on the "owner" of the course's prefix: - Scheduled: Courses that are "owned" and scheduled by the Scheduler. - Needed: Courses that are "owned" and scheduled by another department or program but are needed by the Scheduler. When the course is entered, the type of course scheduling (scheduled or needed) is automatically displayed. The Course Scheduling Workbook library contains the following: - Scheduler Workbooks for each scheduler and term starting with Fall 2011, with the following possible statuses: o Draft The Scheduler Workbook is under development by the Scheduler. Editing by the Scheduler is permitted. There is at most one Scheduler Workbook in draft status for each Scheduler. o Submitted -- The Scheduler Workbook has been submitted by the Scheduler to Academic and Student Services for processing. Editing by the Scheduler is permitted. There is at most one Scheduler Workbook in submitted status for each Scheduler. o Accepted The Scheduler Workbook has been accepted by Academic and Student Services and is being processing. Editing by the Scheduler is not permitted (to avoid problems with content synchronization). There is at most one Scheduler Workbook in accepted status for each Scheduler. Editing is not permitted by anyone. There is at most one Scheduler Workbook in submitted status for each Scheduler. o Processed -- The Scheduler Workbook has been processed by Academic and Student Services into the SPHIS Workbook for the term. Editing is not permitted by anyone. There is one Scheduler Workbook in processed status for each Scheduler and term except the term currently being scheduled, if any. - SPHIS Workbooks for each term starting with Fall 2011, with the following possible statuses: o Draft -- The SPHIS Workbook is under development by the Academic and Student Services. There is at most one SPHIS Workbook in draft status. o Final -- The SPHIS Workbook has been finalized for submission to the Registrar. However, changes may be made to it as needed until the term is well underway. There is one SPHIS Workbook in final status for each term except the term currently being scheduled, if any. 1

2. General Instructions and Conventions Data entry rules and conventions A workbook is protected from having its functions modified. Several worksheets and worksheet columns used to run the workbook are hidden to avoid confusion. Cells that are gray can't have data entered in them. Data can only be entered only in cells whose column header is light blue. These cells are usually white but may take on other colors but never gray. Wherever possible, data entry in a cell is done by selecting from a drop-down list for the cell. In these cases, only a value from the list or an empty (i.e., deleted) cell is accepted; if not accepted, you are notified with a pop-up dialog box along with the reason. When keyboard entry is done, do not add a space at the end. (Doing so causes problems with subsequent data processing.) Data typed in a cell are validated for format and value before being accepted; if not accepted, you are notified with a pop-up dialog box along with the validation criteria. When deleting the contents of a cell, use the Delete key only. Do not replace with a space (which is taken by the scheduling system to be data and so the cell is not considered to be empty.) On-screen help On-screen help is available by hovering your cursor over the header of the column for which you seek help. If the resulting help box is truncated by screen size or pane-freezing, right-click the header and select Show/Hide Comments. To close the help box, right-click heading and select Hide Comments. Note: The small red triangle in the upper right corner of a cell indicates the cell has a help comment entered for it. How to avoid losing lots of entered data Save often (see How to save, below). How to resize a cell to read everything in it (in Excel 2007) Sometimes when lengthy text data are generated automatically for a cell, the cell fails to expand to allow you to read everything in the cell even though Wrap Text is enabled. While this can be frustrating, there is an easy solution -- expand the cell's row. Here's how: 1. Click the cell to be expanded 2. Click Home tab. 3. Click Format (in the Cells group, usually on the right) 4. Click AutoFit Row Height Voila! You can also add this command to the Quick Access Toolbar at the top of the window to right of the Office button. 1. Click the drop-down arrow to the right of the Quick Access Toolbar. 2. Click More Commands... 3. Click All Commands on the menu for the Choose commands from box 4. Click AutoFit Row Height in the left-hand box to highlight it, then click Add>> button between the boxes 2

5. Click AutoFit Row Height command moved to the right-hand box of commands in the Quick Access Toolbar To use the toolbar command, click the cell to expand then click the icon in the toolbar. Error checking There are also numerous consistency checks done. For the most part, these don't show up unless a scheduling worksheet's error checking is turned on; each scheduling worksheet has its own error checking switch highlighted in yellow. It is highly recommended to set the switch to OFF until you're ready to check for errors in what's been entered, otherwise you'll see red flags for incomplete data before you have the chance to enter them. However, if you're editing existing data, it may be useful to have immediate feedback as you make changes. Each switch is in the upper right corner of a worksheet, and turns bright yellow when it's ON. In general, if error checking is ON and there is RED anywhere, something is amiss, which can usually be determined by looking at the context of the red item. IMPORTANT: A Scheduler Workbook that is submitted to Academic and Student Services and contains red highlighting is returned for revisions. Preloaded data Scheduler Worksheets may be preloaded with data based on prior information. If the data in a row have been preloaded, the Preload column for the row contains a letter indicating the basis for the preloaded data in the row, as follows: - C = course is called for in the scheduling term in the curriculum of one or more of programs within the Scheduler. - Y = course or additional instructor was listed in the schedule for the same term in the previous year. - S = course is called for in the scheduling term in the program of study of one or more student's in programs within the Scheduler. - E = 1-on-1 course is suggested to meet continuous enrollment requirement for the student listed. Using SharePoint for maintaining Scheduler Workbooks A Scheduler Workbook is designed to be maintained using SharePoint. This means the workbook remains on SharePoint at all times, and entering or changing data in the workbook is done using SharePoint as the storage location. (There is a temporary working copy on your PC for Excel to use but this is always true regardless of where a document is stored.) If you have the appropriate permissions, you can access a scheduling workbook from any PC with Internet access (and edit it if Excel is installed on the PC). Caveats: Do not edit a scheduling workbook using a version of Excel earlier than 2007 (e.g., Excel 2003). (The workbooks are.xlsx files that, if edited as.xls file, lose important capabilities needed by the workbooks.) Do not keep a scheduling workbook open for editing if you're not going to be editing it for more than an hour or so. Only one user at a time can edit a scheduling workbook, so you'd be locking out others from editing the workbook. (Read access is allowed by others, however.) Do not download a scheduling workbook to your PC to edit it locally and upload it back to SharePoint. This circumvents the SharePoint locking system for preventing one user from overwriting another user's changes. 3

Do not download a scheduling workbook to your PC to email it to someone else. This circumvents the read access permissions determined by its Scheduler. Instead, email the URL for the library or workbook, using which uses the permission scheme. Do not upload a scheduling workbook to the SharePoint library for them. Doing so creates multiple copies of the workbook with none being the "master" copy. How to access a Scheduler Workbook for reading 1. Navigate in SharePoint to Course Scheduling in Academic Affairs. 2. Click the workbook group of interest. If the Scheduler Workbook isn't listed, you don't have permission to access it. 3. Click the icon at the left end of the workbook's listing. 4. SharePoint opens the workbook on your PC in read-only. The permissions for read access to a Scheduler Workbook are determined by the Scheduler. How to access a Scheduler Workbook for editing 1. Navigate in SharePoint to Course Scheduling in Academic Affairs. 2. Click Scheduler Workbooks / Drafts under development. If the Scheduler Workbook isn't listed, you don't have permission to access it. 3. Hover over the name (not title) on the far right of the workbook's listing. 4. Click the drop-down arrow in the box that appears. 5. Click Edit in Microsoft Office Excel. If the choice isn't listed, you don't have permission to edit the workbook. 6. SharePoint opens the workbook on your PC for editing 7. Verify edit mode by the absence of "(Read Only)" after the filename at the top of Excel window. The permissions for edit access to a Scheduler Workbook are determined by the Scheduler. How to save a Scheduler Workbook (during or after editing it) Do one of the following: Click Save icon at the top of the window (if you've enabled it). Click the Office button in upper left of window, then click Save. IMPORTANT: Don't use Save As or it may not be saved back to the correct SharePoint library and workbook. If you're done editing, exit Excel and click Yes when asked if you want to save it. You should see a quick progress bar showing the updating on SharePoint. How to submit a Scheduler Workbook for processing 1. Navigate in SharePoint to Course Scheduling in Academic Affairs. 2. Click Scheduler Workbooks / Drafts under development. If the Scheduler Workbook isn't listed, you don't have permission to access it. 3. Hover over the name (not title) on the far right of the workbook's listing. 4. Click the drop-down arrow in the box that appears. 5. Click Edit Properties. If the choice isn't listed, you don't have permission to edit the properties. 6. SharePoint opens the workbook's properties in your browser. If access is denied, someone else is editing the workbook. 7. Click the drop-down arrow for Status property, then click submitted. The permissions for edit access to a Scheduler Workbook are determined by the Scheduler. Note: Once a submitted Scheduler Workbook is accepted by Academic and Student Services, it is no longer available for editing but is available for reading. 4

3. Scheduling Lecture and Lab Courses For each lecture or lab course that is to be scheduled and is "owned" by Scheduler, you need to enter each class during a week for the course. For example, if the course has classes on Monday and Wednesday, you need to enter two class schedules, one for Monday and one for Wednesday. The displayed fields for a class schedule are discussed below. Preload: If not empty, a letter indicates that row data were preloaded on one of the following bases: - C = course is called for in the scheduling term in the curriculum of one or more of programs within the Scheduler. - Y = course was listed in the schedule for the same term in the previous year. - S = course is called for in the scheduling term in the program of study of one or more student's in programs within the Scheduler. Delete the indicator to accept part or all of preloaded data in row, then revise the data as needed. Day: Select the day in the week for the class in the course from the drop-down list for the cell in row for course. Use "online" if course has no formal classes. Cell is speckled if Sched Type = need, in which case Day is a suggestion to the course owner. Start Time: Enter the start time for the class in the course on Day. The following formats are accepted: h:mm (assumes AM), h:mm tt (tt=am,am,pm,pm), HH:mm (24-hr time); all are displayed as h:mm tt. Entry is validated for format and value before being accepted. Leave empty if online course. Cell is speckled if Sched Type = need, in which case Start Time is a suggestion to the course owner. End Time: Enter the end time for the class in the course on Day. The following formats are accepted: h:mm (assumes AM), h:mm tt (tt=am,am,pm,pm), HH:mm (24-hr time); all are displayed as h:mm tt. Entry is validated for format and value before being accepted. Leave empty if online course. Cell is speckled if Sched Type = need, in which case Start Time is a suggestion to the course owner. Course Prefix: Select course prefix from drop-down list for the cell in row for course. Course #: Select course # from drop-down list for the cell in row for course. Note: Drop-down list includes only the numbers for active lecture and lab courses with Prefix. Section #: Select section # for course from drop-down list for the cell in row for course. Leave empty if no section #. Note: Drop-down list of only "n/a" means course does not have sections. Abbrev Course Title: The official abbreviation of the course's title is automatically displayed once the course is identified by course prefix and #. If the course prefix or number is changed after initial entry, the abbreviated title is automatically updated; if the revised course ID is not recognized as a known course, the abbreviated title is "unknown course." Sched Type: The type of scheduling being done for the course is automatically displayed once the course is identified by course prefix and # as one of the following: - sched = course is being scheduled by Scheduler (owned by Scheduler) - need = course is being requested by Scheduler (not owned by Scheduler) 5

If the course is unknown, its Sched Type is empty. Credit Hours: Number of credit hours approved for course is automatically displayed once the course is identified by course prefix and #. Course Director: Select Course Director from drop-down list for the cell in row for course. Select "TBA" only if course director is truly unknown. For example, a TBA cannot be checked for double-booking. Cell is yellow if Course Director = TBA. Cell is speckled if Class # > 1 OR Sched Type = need, in which case Course Director is a suggestion to the course owner. Classroom Need: Select applicable classroom need from drop-down list for the cell in row for course: - typical classroom (projector, whiteboard) (default if cell is empty) - computer lab - large room for group work; - no classroom (online course with no formal classes) Cell is speckled if Sched Type = need, in which case Classroom Need is a suggestion to the course owner. Anticip Head Count: Enter anticipated number of students to be enrolled in the course. Value may be integer, integer range, or other estimation format. Value is not verified but is required. Term Span for Course: Select how course runs within term from drop-down list for the cell in row for course: - full = course runs for full term (default if cell is empty) - part = course runs for part of term Cell is speckled if Sched Type = need, in which case Term Span is a suggestion to the course owner. Part Term Span Start: Enter date for start of course in part of term. Start must not be prior to Earliest date, just above, which is the start of the term. The following formats are accepted: m/d (assumes current year), m/d/yy, MM/DD/yy, and MM/DD/YYYY; all are displayed as MM/DD/yy. Entry is validated for format and value before being accepted. If Term Span = full, cell is cross-hatched and should be left empty. Cell is speckled if Sched Type = need, in which case Part Term Start is a suggestion to the course owner. Part Term Span End: Enter date for end of course in part of term. End must not be after Latest date, just above, which is the end of the term. The following formats are accepted: m/d (assumes current year), m/d/yy, MM/DD/yy, and MM/DD/YYYY; all are displayed as MM/DD/yy. Entry is validated for format and value before being accepted. If Term Span = full, cell is cross-hatched and should be left empty. Cell is speckled if Sched Type = need, in which case Part Term End is a suggestion to the course owner. Concerns with Data Entered: Displays concerns found if error checking is turned on, as follows: - director is double-booked = course director is booked for one or more additional classes during the same time as this class. - Note: The double-booking may be as course director, as an additional instructor, or both. - duplicated = same class is entered more than once - invalid times = start and end dates of class are not possible. - total class time <> cr hrs = total amount of class time during week for the course does not match the credit hours for the course. - can't schedule during noon hour = class includes time between 12:00 PM and 1:00 PM, which by policy is left open. - course not known to be online = scheduling system knows course to a classroom or mixed format course. 6

- course known to be online = scheduling system knows course to be purely online and so doesn't need times, etc. - online does not need classroom = online course doesn't have classroom need - non-online course needs classroom = classroom or mixed format course needs a classroom Note: Not all errors or concerns are listed here; some may only be indicated by red highlighting of the problem cell. 4. Adding Instructors for Scheduled Lecture and Lab Courses A lecture or lab course may involve the participation of other instructors in addition to the course director. The scheduling system enables entry of these additional instructors. Each additional instructor must be added for each class in which he or she participates during a week. For example, if a course has class twice a week and there are additional instructors, each additional instructor must be entered twice in this section. To enter an additional instructor for a class in a course, the only data required are the identity of the course, the class, and the instructor. The grayed-out data are displayed to help you confirm that you have identified the correct course and class for the additional instructor. The displayed fields for an additional instructor are discussed below. Preload: If not empty, code indicates that row data were preloaded on the following basis: Y = additional instructor was listed in the schedule for the same course in the same term in the previous year. Delete the indicator to accept part or all of preloaded data in row, then revise the data as needed. Course Prefix: Select course prefix from drop-down list for the cell in row for course with additional instructor. Note: Drop-down list includes only prefixes assigned to the Scheduler since additional instructors can only be entered for courses owned and therefore subject to scheduling by the Scheduler. Course #: Select course # from drop-down list for the cell in row for course with additional instructor. Note: Drop-down list includes only the numbers for active lecture and lab courses with Prefix. Section #: Select section # for course from drop-down list for the cell in row for course with additional instructor. Leave empty if no section #. Note: Drop-down list of only "n/a" means course does not have sections. Abbrev Course Title: The official abbreviation of the course's title is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course has not been scheduled in Lecture-Lab Schedule, the title displayed is "course not scheduled"; if the course has been scheduled but the indicated class # has not been scheduled, the title displayed is "unknown class in course." Sched Type: The type of scheduling being done for the course is automatically displayed once the course's class for the additional instructor is identified by course prefix, course #, and class # and is displayed as one of the following: - sched = course is being scheduled by Scheduler (owned by Scheduler) - need = course is being requested by Scheduler (not owned by Scheduler) If the course or its class is not scheduled, Sched Type = "????." Credit Hours: Number of credit hours approved for the course is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. 7

If the course or its class is not scheduled, Credit Hours = "????." Course Director: The course director scheduled for the course is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course or its class is not scheduled, Course Director = "????." Day: The day for the course's class is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course or its class is not scheduled, Day = "????." Start Time: The start time scheduled for the course's class is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course or its class is not scheduled, Start Time = "????." End Time: The end time scheduled for the course's class is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course or its class is not scheduled, End Time = "????." No. of Classes Entered in Week: The number of classes in a week that have been scheduled for the course is automatically displayed once the course's class for the additional instructor is identified by course prefix course #, and class #. If the course is not scheduled, No. of Classes Entered in Week = "????." Class No. in Week: Enter the integer for the class number in the week; the class number is the sequence number of the class as scheduled; it may not be the chronological sequence of the class in the week. Value must be >= 1 and <= No. of Classes Entered in Week. Additional Instructor: Select the additional instructor from the drop-down list for the cell in row for course. Select "TBA" only if an additional instructor is intended but truly unknown. For example, a TBA cannot be checked for double-booking. Cell is yellow if Additional Instructor = TBA. Concerns with Data Entered: Displays concerns found if error checking is turned on, as follows: instructor is double-booked = additional instructor is booked for one or more additional classes during the same time as this class. Note: The double-booking may be as a course director, as an additional instructor, or both. course or class schedule data incomplete = data for the scheduled course or class is missing or incomplete Note: Not all errors or concerns are listed here; some may only be indicated by red highlighting of the problem cell. 5. Scheduling Field Work and Independent Study Courses Field work and independent study courses are one-on-one instruction organized into sections, where each section comprises one student and one instructor. The sections, however, do not have pre-assigned numbers for a given instructor, nor is the number of a section with the same student and instructor consistent from term to term. Accordingly, section numbers are assigned by the registrar upon registration and recorded by Academic and Student Services. It is more important to enter a row for each anticipated section than to enter the specific student data. If possible, the section should identify the instructor; however, this is highly recommended but not mandatory. The displayed fields for a course schedule are discussed below. 8

Preload: If not empty, code indicates that row data were preloaded on one of the following bases: C = course is called for in the scheduling term in the curriculum of one or more of programs within the Scheduler. - Y = course was listed in the schedule for the same term in the previous year. - S = course is called for in the scheduling term in the program of study of one or more student's in programs within the Scheduler. - E = 1-on-1 course is suggested to meet continuous enrollment requirement for the student listed. Delete the indicator to accept part or all of preloaded data in row, then revise the data as needed. Day: The day for the section's class is automatically displayed as "n/a" once the course is identified by course prefix and #. A one-on-one instruction section determines its own schedule for interactions between the instructor and the student in the section. Course Prefix: Select course prefix from drop-down list for the cell in row for course. Course #: Select course # from drop-down list for the cell in row for course. Note: Drop-down list includes only the numbers for active field work and independent study courses with Prefix. Count of Sections Entered: The number of rows for the course (=sections) is automatically displayed as sections are entered for the course. This is done to provide the Scheduler with count of the sections entered and Academic and Student Services with an estimate of anticipated sections for the course. Abbrev Course Title: The official abbreviation of the course's title is automatically displayed once the course is identified by course prefix and #. If the course prefix or number is changed after initial entry, the abbreviated title is automatically updated; if the revised course ID is not recognized as a known course, the title displays as "unknown course." Sched Type: The type of scheduling being done for the course is automatically displayed once the course is identified by course prefix and # as one of the following: - sched = course is being scheduled by Scheduler (owned by Scheduler) - need = course is being requested by Scheduler (not owned by Scheduler) If the course is unknown, its Sched Type is empty. Credit Hour Range: Range of credit hours approved for course is automatically displayed once the course is identified by course prefix and #. Credit Hours: Enter the number of credit hours for the section. Value must be an integer in the range given by Credit Hour Range. Entry is validated for format and value before being accepted. Instructor: Select the section instructor from the drop-down list for the cell in row for section. Select "TBA" if a specific instructor is not unknown at entry time. Student ID: Enter the University ID for the student. Leave empty if the student is TBA. Enter a new row for each anticipated student whether the student is specifically known or not. Student Name: Enter the name of the student in the section. Format should be Surname, Given. Enter TBA if the student is not specifically known at entry time. An empty student name is assumed to be TBA. Enter a new row for each anticipated student whether the student is specifically known or not. 9

Term Span for Section: Select how section runs within term from drop-down list for the cell in row for section: - full = section runs for full term (default if cell is empty) - part = section runs for part of term Cell is speckled if Sched Type = need, in which case Term Span is a suggestion to the course owner. Part Term Span Start: Enter date for start of section in part of term. Start must not be prior to Earliest date, just above, which is the start of the term. The following formats are accepted: m/d (assumes current year), m/d/yy, MM/DD/yy, and MM/DD/YYYY; all are displayed as MM/DD/yy. Entry is validated for format and value before being accepted. If Term Span = full, cell is cross-hatched and should be left empty. Cell is speckled if Sched Type = need, in which case Part Term Start is a suggestion to the course owner. Part Term Span End: Enter date for end of section in part of term. End must not be after Latest date, just above, which is the end of the term. The following formats are accepted: m/d (assumes current year), m/d/yy, MM/DD/yy, and MM/DD/YYYY; all are displayed as MM/DD/yy. Entry is validated for format and value before being acepted. If Term Span = full, cell is cross-hatched and should be left empty. Cell is speckled if Sched Type = need, in which case Part Term End is a suggestion to the course owner. Concerns with Data Entered: Displays concerns found if error checking is turned on, as follows: - none Note: Not all errors or concerns are listed here; some may only be indicated by red highlighting of the problem cell. 6. Feedback, Help, and Problem Reporting If you have suggestions, need help, or want to report a problem, contact one of: - Pete Walton at 502-417-8476 (mobile) or pete.walton@louisville.edu - Tammi Thomas at 502-852-3289 or tammi.thomas@louisville.edu Version 0, PL Walton, 03/18/11 10