Instructions for Building a Course Schedule

Heads of departments and programs are responsible for completing course schedules for the areas they oversee. These instructions are provided to help department chairs and programs directors complete this important task.

Contents

Overview

As a department or program head, you build a provisional course schedule using the Provisional Schedule Builder (PSB) application. All faculty can view all department and program provisional schedules. Only authorized individuals have edit privileges (Add, Edit, Delete, Schedule) as authorized schedulers. By default, authorized schedulers include heads of departments and programs as recognized by the Provost's office. Edit privileges are limited to the departments and programs you oversee. You may request that your academic assistant be added as an authorized scheduler by contacting Kate Cole (kkcole@owu.edu) in Academic Affairs.

Information entered into and displayed by the Provisional Schedule Builder will determine the information displayed in Self-Service. It is your responsibility to ensure that the information in the PSB is correct before it is loaded into Self-Service.

Timeline

Use the Provisional Schedule Builder during these phases.

Department-Driven Scheduling Jan. 1, 2024 - Feb. 9, 2024
Feedback-Driven Scheduling Feb. 12, 2024 - Feb. 23, 2024
Approval Deadline for Provisional Schedules Feb. 23, 2024

No schedule changes can be made during this phase. 

Transfer to PowerCAMPUS  Feb. 26, 2024 - Mar. 1, 2024

Make changes through the Registrar's office during these phases. 

Departments Review Pre-Release Schedules Mar. 1, 2024 - Mar. 7, 2024
Release Schedules in Self-Service Mar. 8, 2024
Student Registration Begins Mar. 28, 2024

Steps to Build a Schedule

To build a complete schedule, please follow these steps. 

Department-Driven Scheduling
  • Review the Course Scheduling and Staffing Policies document.
  • Using the Provisional Schedule Builder (PSB), add the course sections your department or program plans to offer in the next academic year.
  • Go to the Edit screen for each course to review the detailed information about the course, including title, description, distribution requirement satisfied, dual requirement(s), writing option, fee, and instructor permission.
  • Go to the online catalog entry for each course using the Catalog link on the PSB Edit page. Review the online catalog entry, paying particular attention to the prerequisites and co-requisites.
  • Request changes in course information using the procedures described in the Requesting Changes to Course Information section.
  • For each course section, click the Schedule button and select the day and time for the section meeting along with three different location options. Be sure to review the policies related to selecting days and times for courses in the Course Scheduling and Staffing Policies document.
Feedback-Driven Scheduling
Transfer to PowerCAMPUS
  • Please do not ask the Registrar to make changes to course schedules while provisional schedules are being loaded into PowerCAMPUS.
  • Promptly answer any questions the Registrar asks about your sections.
After Transfer to PowerCAMPUS
  • Review your department/program schedules in Self-Service as instructed by the Registrar. 
  • If necessary, request changes to your department/program schedule by emailing the Registrar at registrar@owu.edu.

Things to Keep in Mind

Here are some things to keep in mind while using the Provisional Schedule Builder interface. 

  • Fourth hours appear in their own rows, so a single section may occupy two rows. You can distinguish the fourth hour component with the "Y" in the "4th Hour" column.
  • The Delete option removes the entire section, including both rows of a regular + 4th hour pair, from the schedule.
  • The Edit option will not allow you to change the course subtype. If you want to change the course subtype, you must delete the section and then add a new one with the correct subtype.
  • Section numbers in the provisional schedule can change at any time. In particular, they're re-sequenced any time you delete a section from the schedule or change the session of an existing section. For example, if you delete section 3 of 10, you will still see a section 3 afterward, but it will be one of the remaining sections that was renumbered to fill in the gap.
  • Making a schedule change that invalidates another schedule block will blank out the options from that block. For example:
    • Choosing a 4th-hour-ineligible option for the regular schedule will remove any existing 4th hour.
    • Requesting a non-standard schedule will remove existing regular and 4th hour schedules, if any.
    • If the user makes a mistake in this regard, she can Cancel before saving changes to the schedule.

Requesting Changes to Course Information

Course information can be set at two levels: the catalog-level and the section-level. Catalog-level information appears in the online catalog and is considered the template from which sections are created each term. Changes to catalog-level information will persist term to term. Section-level information is attached to individual sections offered in a given year and term and is not part of the catalog-level template. Changes to section-level information will apply only to a section offered in a given year and term.

In general, you should request catalog-level changes by sending an email to the Registrar at registrar@owu.edu. You should request section-level changes by using the Course comments box in the Provisional Schedule Builder. The next two subsections will help you understand what should be emailed to the Registrar and what should be entered in the Course comments box.

Catalog-Level Information: Email to Registrar

The following information is set at the catalog level and is considered the new default value when future sections are created. Changes to this information at the catalog level should be requested by sending an email to the Registrar. If the change is for a single section in a single year and term and is not considered the new default value, please do not email the change request to the Registrar. Instead, see the next section. As soon as the Registrar makes a change at the catalog level, you should notice it reflected in the Course Library on the Add screen of the Provisional Schedule Builder.

  • Course Description - Provide the entire new course description in the body of the email typed as plain text. Please do not provide it in a Word file or PDF.
  • Course Title - Provide the course title in the body of the email typed as plain text. Please do not provide it in a Word file or PDF.
  • Prerequisite or Co-requisite
  • Writing Required - When specified at the catalog level, a course must be writing required every time it is taught. Adding this designation requires approval of APC. Please include evidence of approval with the email. This designation can be removed without approval of APC. See the Writing Required / Writing Option section for more detail. 
  • Permission of Instructor - Indicate whether or not a course should be set to require permission of instructor for students to register. If permission of instructor is required, include in the email the grantor's name.
  • Course Fee - Include the dollar amount and the type of fee, e.g. lab fee, studio fee, etc.
  • General Education Distribution Category (groups I, II, III, or IV) - Indicate the change required and attach documentation that indicates APC/Faculty approval of the change.
  • Number of Units - Indicate the change required and attach documentation that indicates APC/Faculty approval of the change.
  • Credit Type (Plus-Minus / S/U) - Indicate the change required and attach documentation that indicates APC/Faculty approval of the change.
Section-Level Information: Enter in Course Comments Box

The following information is set at the section-level and is not considered a new default value for the course. Changes to this information at the section level will apply only to the specific section for which the change is requested. Changes to any of these for a single year and term should be made using the Course comments box found on the Edit screen of the Provisional Schedule Builder.

  • Multiple Instructors - Include names of all additional instructors beyond the one listed in the section's Instructor pull-down.
  • Room Amenities - List amenities or technology requirements.
  • Topic Course Title & Description - Include the complete topic course title and/or description in the Course comment box. This will apply only to the given section in the specified year and term.
  • Writing Required - Add this to the Course comments box if the section should have the writing required designation for the indicated year and term only. Adding this designation requires that the course be approved by APC as writing required. See the Writing Required / Writing Option section for more detail.   
  • Permission of Instructor - Add this to the Course comment box only if registration for a course section should require permission of the instructor for just the given year and term. Be sure to include the grantor's name.
  • Reserved Seating for Given Class - Indicate the number of seats to be reserved for each class level.
  • Honors - Indicate if the section is considered an Honors section.

Part-Time Requests

Requests for part-time units are made using the Provisional Schedule builder during department-driven and feedback-driven scheduling. To request part-time units for your department or program, set the instructor for the relevant sections to an existing part-time member of the faculty or to STAFF, Part-Time Faculty. You can add a statement of need for your part-time request in the staffing comments box on the edit screen for the section. If you are requesting PT staffing for multiple sections of the same course, you only need to provide a statement of need for one of the sections. 

To view all of your part-time requests in one place, go to the PSB overview screen and click the Export button. This will provide a spreadsheet of your provisional schedule for both semesters of the next academic year. You can filter or sort the spreadsheet by the part-time (PT)/full-time (FT) status of the assigned instructor to display only PT faculty.

Cross-Listed Courses

Different Departments/Programs

If you plan to offer a course that is cross-listed in another department or program, please follow these guidelines while using the Provisional Schedule Builder. (Examples: ENG 268 and BWS 268; BOMI 318, GEOL 318 and ZOOL 318)

  • Each dept/prog must create a section for their portion of a cross-listed course. This is required before any participating department/program schedule can be approved.
  • You can view the provisional schedules for other dept/prog to confirm that the other portions of the cross-listing have been scheduled. If they have not been scheduled, please contact the other dept/prog heads.
  • The enrollment cap for each department/program section of the cross-listing is the cap for that discipline only.
  • The department/program providing the staffing for the cross-listed course should select the instructor for the section. All other departments/programs involved in the cross-listing should select STAFF, Full Time Faculty as the instructor or leave the instructor blank. 

Same Department/Program

If you plan to offer a course that is cross-listed within the same department or program, please follow these guidelines while using the Provisional Schedule Builder. (Examples: THEA 220 and DANC 220; PHYS 498 and ASTR 498)

  • Create a separate section for each possible cross-listing within the same department. For example, create one section of THEA 220 and one section of DANC 220 to correctly reflect that these courses are cross listed. 
  • Set the instructor, days/times schedule, and building/room choices identically for each section in the cross-list. 
  • Set the enrollment cap appropriately for each section in the cross-list. 

Team-Taught Courses / Multiple Instructors

  • The Provisional Schedule Builder can record a single instructor for each section using the Instructor pull-down on the Add and Edit screens. If a course will have more than one instructor, please indicate additional instructors in the Course comments box. This is section-level information that will apply only to one section in a single year and term.
  • Unless otherwise indicated, it will be assumed that all instructors have the same percent responsibility for the course.

Writing Required / Writing Option

Courses that are always writing required every time they are taught by any instructor are designated writing required at the catalog level. These courses are distinguished in the Provisional Schedule Builder in two ways: (a) with 'Req' in the column headed 'Wri' on the main overview screen and (b) with 'W' next to Dual requirement on the View detail, Add, and Edit screens. To remove this designation, you should send an email to the Registrar. To add this designation, you should send an email to the Registrar after obtaining approval of APC.

Courses that are sometimes writing required, varying by instructor or for any other reason, are designated as writing required at the section level. This is accomplished in the Provisional Schedule Builder by adding the text 'Writing Required' (or similar) in the section's course comments box. The comment will apply only to the given section and must be re-entered for every section that is to be writing required. At the present time, there is no quick way to distinguish these courses in the schedule builder other than by viewing the course comments. To add this designation, please be sure the course has been approved by APC as a writing required course. 

Any course not designated as writing required at the catalog level and not designated as writing required at the section level can be designated as having a writing option. This is accomplished in the Provisional Schedule Builder using the Writing option YES/NO toggle on the Add or Edit screens. Courses so designated are distinguished in the schedule builder with 'Opt' in the column headed 'Wri' on the overview screen.

Honors Course / Honors in Course

Courses that have been approved as Honors Courses by the Honors Board and that are always Honors Courses are designated as Honors required at the catalog level. These courses are distinguished in the Provisional Schedule Builder with 'H' next to Dual requirement on the View detail, Add, and Edit screens. To remove this designation, you should send an email to the Registrar. To add this designation, you should send an email to the Registrar after obtaining approval of the Honors Board.

Courses that have been approved as Honors Courses by the Honors Board and that are sometimes Honors Courses are designated as Honors required at the section level. This is accomplished in the Provisional Schedule Builder by adding the text 'Honors Required' (or similar) in the section's course comments box. The comment will apply only to the given section and must be re-entered for every section that is to be Honors required. At the present time, there is no quick way to distinguish these courses in the schedule builder other than by viewing the course comments. To add this designation, please be sure the designation has been approved by the Honors Board.

Courses that have been approved by the Honors Board to offer the Honors in Course option will not be distinguished in the Provisional Schedule Builder. To ensure that these courses appear in Self-Service with the optional Honors dual requirement, make a note in the Course comments box. Keep in mind that only courses approved by the Honors Board can be listed as Honors in Course.

Staffing Comments

Place your statement of need in the Staffing comments box for each course to which you assigned a part-time instructor. If you are requesting PT staffing for multiple sections of the same course, you only need to provide a statement of need for one of the sections. 

If you are unable to identify the part-time faculty member who will teach the requested course(s) at this time, you must notify Kate Cole (kkcole@owu.edu) in the Office of the Provost as soon as determination is made for final approval and preparation of a contract. Part-time faculty members will NOT be entered on the class schedule by the Registrar until a signed contract has been received by the Provost's Office. Please ask new part-time faculty to send a curriculum vita to the Office of the Provost for inclusion in their permanent personnel file.

Course Comments

You should use the Course comments box to provide section-level information to the Registrar's office. Please see the section above title "Section-Level Information: Enter in Course Comments Box" for details about what should be placed here. Please also note that you should not place part-time staffing statements of need in this box. Instead, please use the Staffing comments box.

Problems with List of Courses to Schedule (Library)

The course library in the Provisional Schedule Builder is found on the Add screen. It is from this list of courses that you can select courses to add to your schedule. If the course library displays a course that your department no longer offers, please inform the Registrar by email so that she can mark the course as inactive in PowerCAMPUS. If the course library does not contain courses you think should be there, please contact the Registrar by email so that she can work with you to add the course to PowerCAMPUS or to change the status of an existing course from inactive to active. 

Topical Courses

Topical courses sometimes have titles and/or description that are different each year/term they are taught. This information that is unique to each instance of the course is considered section-level information and therefore should be communicated to the Registrar using the Course comments box in the Provisional Schedule Builder. If you are teaching a topical course having a title and/or description that are different each year/term, please record your desired title and/or description in the Course comments box. The Registrar will assign this title/description when your provisional schedule is imported into PowerCAMPUS.

Selecting Days and Times

Please refer to the Course Scheduling and Staffing Policies for guidelines on selecting days and times for course meetings. Note that all schedules will be reviewed, and you may be contacted by the Provost, the Registrar, or their representatives to make changes to better comply with the policies or to meet course scheduling objectives.

Available day and time options for Summer courses are different than for Fall and Spring courses. When scheduling online Summer courses, please select the OL day and time. See the Summer Courses section for more detail. 

Selecting Locations (Rooms) for Sections

When scheduling a section, you have the opportunity to provide three preferences for room assignment. We ask that you please provide three different room choices. If you do not, you are less likely to be assigned the room of your choice.

When scheduling online Summer courses, please ignore the building and room location choices. They will be set to "online" automatically when the OL day and time is selected. See the Summer Courses section for more detail. 

Authorized Schedulers

All faculty can view the provisional course schedule for all departments. Only authorized schedulers may edit schedules. Authorized schedulers include heads of departments and programs as established by the Provost's office. If you believe you should have the ability to edit a provisional schedule but do not, please contact Kate Cole (kkcole@owu.edu) in the Provost's office.

You may submit a request to Kate Cole (kkcole@owu.edu) in Academic Affairs for your academic support assistant to be given privileges as an authorized scheduler. If granted, you are responsible for ensuring that your academic assistant follows all course scheduling policies. Edit privileges for any academic assistant may be revoked at any time.

Summer Courses

Summer courses are scheduled by setting the Term to Summer and adding courses as you would for Fall and Spring semesters. Here are some things to keep in mind when scheduling Summer courses. 

  • Please select the correct session when adding a Summer course. Session Module 1 should be selected for five-week courses offered either on-campus or online. Session Full should be selected for ten-week online courses. 
  • Please add a schedule for each Summer course as you would for each Fall and Spring course. The days and times available will be limited to those permitted for summer session. When scheduling an online course, select the day and time called OL. 
  • Please add your preferred location (building and room) for each course that will meet on campus. When scheduling online courses, you can ignore this option because the building and room will automatically be set to "online" when the OL day and time is selected.