Learning Community Cohort And Block Schedule

Learning Community Cohort and Block Schedule Preparation for CollegesLEARNING COMMUNITY COHORT AND BLOCKSCHEDULING PREPARATION FOR COLLEGESTABLE OF CONTENTSRevision History . 2Related Policies, Regulations, Guiding Principles, and Common Practices . 2Impacted Departments, Units, Programs, and Centers . 3Before You Begin. 3PAGES . 3Procedures . 4the learning community room attribute code . 4Steps . 4cohort code validation . 5Steps . 5block code validation . 6Steps . 6learning community template . 7Steps . 7student cohort code assignment . 8Steps . 81 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesREVISION HISTORYVersionDateNameDescription18/2/16M StewartInitial procedures created29/19/16M StewartEdited draft – clarified points under the policies andcommon practices section35/3/18T Montgomery & M StewartUpdate due to 9.8.1 Upgrade46/28/18M StewartInitial procedures for Version 9.The purpose of this document is to guide College Learning Community coordinators in preparation of the scheduling of their LearningCommunity blocks: (1) coordinating with applicable academic departments in selection of course sections for their College’s LearningCommunity blocks (sections department schedulers will identify in Banner with the LC – Learning Community room attribute);(2) establishing the Learning Community cohorts and block names; (3) completing the template of LC blocks and the course sectionseach block contains; and (4) adding the cohort code to a student’s record.RELATED POLICIES, REGULATIONS, GUIDING PRINCIPLES, AND COMMON PRACTICES1. College/Department/Programs who would like to utilize block registration for a student population will need to firstprovide the Registrar’s Office with details of the student population and program requesting block registration.2. Once a College/Department/Program is approved for block registration, they are responsible for creating the names oftheir own course blocks and submitting these names to Academic Scheduling for Banner input.3. The College/Department/Program is also responsible for creating the names of their own cohort codes that will beassigned to applicable Learning Community students. These cohort codes will also be submitted to Academic Schedulingfor Banner input.4. If reserved seating will be used to assist with enrollment management of course sections assigned to blocks, theacademic departments administering these course sections will use Academic Scheduling : Add Reserved Seating andwaitlist procedures to set up reserved seating.5. Due to the fact that this process requires students to be able to select a block through self-service during registration, allcohort and block data must be submitted to Academic Scheduling and reserved seating set up by applicable academicdepartments by the deadline established in the scheduling production cycle.2 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesIt is the responsibility of the College/Department/Program to manage their enrollment, block registration, and dropstudents from courses if they no longer meet the criteria to enroll in the block.a. For example, students who are not active Learning Community cohort participants after enrolled in aLearning Community block must be dropped from all the courses in that block and should have their cohortinactivated.7. If academic departments desire to set up waitlisting for general population students on course sections with reservedseating for Learning Community students (reserved seating to be used to assist with enrollment management of coursesections assigned to Learning Community blocks), the academic departments administering applicable course sections will useAcademic Scheduling: Add Reserved Seating and waitlist procedures to set up the waitlist seating.6.IMPACTED DEPARTMENTS, UNITS, PROGRAMS, AND CENTERS1. Registrar’s Office2. Academic Departments (those participating in the Learning Communities)3. College OfficesBEFORE YOU BEGINIf this is the first time you are reviewing this procedure, go to R’ Space and select the Banner Training icon in order to follow along andpractice. Please submit a ticket if you have trouble accessing Banner Training.PAGESThe pages listed below are covered in this training.PagePage NameDescriptionSTVCHRTCohort Code ValidationEstablish the cohort codes that will be attached to each LearningCommunity studentSGASADDAdditional Student InformationAdd Learning Community cohort code to student recordSTVBLCKBlock Code Validation FormEstablish the names of the blocks that will contain Learning Communitycourse sections3 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesPROCEDURESTHE LEARNING COMMUNITY ROOM ATTRIBUTE CODEDue to the extent of intricacies involved with coordinating multiple block schedules within and without the College, the CollegeLearning Community Coordinators, in conjunction with the applicable academic departments, are to identify which course sections inthe coming term will be included in each College’s Learning Community blocks.STEPS1.2.3.4.5.Once course sections are identified for Learning Communities, each academic department must then in Banner add orupdate the room attribute code on each Learning Community-designated section that will need a general assignmentclassroom.a. Room attribute code is LC – Learning Community General Assignment.b. For steps on this procedure, please refer to “Add and Update General Assignment or Department Room AttributePreferences.”Pre-assignment in general assignment classrooms will be made on discussions and lectures containing the LC – LearningCommunity General Assignment room attribute code.The understanding between the Colleges and the Office of the Registrar is while the day and time will be guaranteed for aLearning Community section with an LC room attribute code, the classroom assignment is subject to change to accommodatea scheduling need.Generally, academic departments are to complete entering the LC room attribute on applicable sections in Banner within aweek after the “Call” deadline for the departments to enter and/or update their course information in Banner.a. This ensures timely pre-scheduling of general assignment classrooms prior to the date when Academic Scheduling isto run the 25 Live Optimizer (as per the established Schedule of Classes Production Calendar).College Learning Community Coordinators are to be notified (with applicable academic departments cc’d) when the sectionswith a LC room attribute code have been scheduled in a general assignment classroom.4 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesCOHORT CODE VALIDATIONCollege Learning Community Coordinators first need to define the cohort codes that will be attached to their College’s LearningCommunity students.STEPS1.The Learning Community cohort code structure is as follows:Example#12.Example#2ExplanationLLL INDICATES THIS IS A LEARNING COMMUNITY COHORTEHINDICATES COLLEGE (N-CNAS; H-CHASS; E-BCOE)BC6 CHARACTERS TO NOTATE DEFINING INFORMATION SUCH AS:CHMATH PLACEMENTESMAJORGCENNTRRINDICATES RESEARCHYNN NO; Y YES (RESEARCH)ETC.A list of Learning Community cohorts for that term needs to be submitted to Academic Scheduling for input into Banner priorto the College Learning Community Coordinator submitting their Learning Community template.5 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesBLOCK CODE VALIDATIONCollege Learning Community Coordinators then need to define the block code and description that will be attached to each of theirLearning Community blocks.STEPS1.The Learning Community block code structure is as follows:Example#12.3.Example#2ExplanationLLL INDICATES THIS IS A LEARNING COMMUNITY COHORTEHINDICATES COLLEGE (N-CNAS; H-CHASS; E-BCOE)BC6 CHARACTERS TO NOTATE DEFINING INFORMATION SUCH AS:CHESMAJORGCETC.ENNT0012MATH PLACEMENTNOTE: the first 8 characters match the associated cohort codeNOTE: Last 2 digits define the block’s section numberThe description of a block code should reflect what the block code represents (e.g., major, math placement, CHASS Connect).a. The Block Code Description field in Banner has a 30-character limit.A list of Learning Community block codes and their descriptions that will be utilized in the coming term should be submittedto Academic Scheduling for Banner input prior to the College Learning Community Coordinator submitting their LearningCommunity template.a. NOTE: Block codes and descriptions cannot be changed once they have courses assigned to them. Please ensurethe set-up for each Learning Community block is final and accurate before assigning any courses to a block in theLearning Community template.6 P a g e

Learning Community Cohort and Block Schedule Preparation for CollegesLEARNING COMMUNITY TEMPLATEWith Learning Community-designated course sections identified, and Learning Community cohorts and blocks defined, the CollegeLearning Community Coordinator can now prepare a template of their College’s Learning Communities and their contents for thecoming term.STEPS1.2.3.4.5.6.Academic Scheduling will send a Learning Community “Call” for the upcoming quarter to the College Learning CommunityCoordinators (with applicable academic departments cc’d).a. This “Call” will be sent approximately 1 – 2 weeks after the “Call” to the academic departments is sent.College Learning Community Coordinators should ensure their template on file is the current version.a. If needed, request a current version from Academic Scheduling.The College Learning Community Coordinator is responsible for contacting applicable academic departments to negotiatewhich course sections (and number of seats in each section) may be included in their College’s Learning Community blocks.The College Learning Community Coordinator will designate which course sections will go into which Learning Communityblock.Template entries:a. Block Name and Description – College Learning Community Coordinator provides to Academic Scheduling, who thenenters data on Banner page STVBLCK (Block Code Validation Form).b. Block Pre Limit Assignment – number of students expected to enroll in this Learning Community block. AcademicScheduling will include this value when entering in Banner the Learning Community course sections in each block.c. CRN, Subject, Course #, and Section – provided by College Learning Community Coordinator.d. Reserved Seats for Cohort – how many seats allotted to the Learning Community students assigned the cohort listedunder Cohort Name.i. It is the responsibility of the academic department administering the course section in question to attachthe reserved seating data onto that section in Banner.e. Cohort Name and Description – College Learning Community Coordinator provides to Academic Scheduling, whothen enters data on Banner page STVCHRT (Cohort Code Validation).Deadline for submitting Learning Community templates to Academic Scheduling is the same date the department proofreminder is sent to the academic departments.7 P a g e