Academic Scheduling & Policies

INSTRUCTIONS FOR SUMMER 2020 SCHEDULE RUN
The Summer 2020 schedule has been rolled and you may begin submissions upon receipt of this call. Courses will not be auto-scheduled. Courses will remain in the rooms originally assigned unless a Classroom Technology Request Form is received or the requirements of the course dictate a change.

Scheduling for Summer Institutes and Short-Term Abroad programs will be coordinated by Summer and Non-Degree Programs and the Office for Study Abroad, as special conditions may apply. Late submission of schedule changes and special classroom requests will be processed on a space available basis and only after submissions received by the due date have been processed.

 

LOG-IN TO DATAMART AT http://gsource.gwu.edu/

  • Select Scheduling > Class Schedule
  • Select Term > College > Subject
  • Click Finish
  • The report can be outputted to an excel spreadsheet by using the button at the top of the sheet.

Changes, Additions, Deletions

  • Indicate Change, Delete, or Add in the first column.
  • CHANGES must be highlighted in yellow.
  • ADDITIONS should be in BOLD to clearly identify those that require our attention, font color of blue, and highlight ALL fields in yellow.
  • DELETIONS must have red line and red font through the entire row


This is a sample of the changes that need to be made to your spreadsheet. This small spreadsheet does not include all of the possible fields. 

Status CRN Subject Code Active Course Cross Listing Group Course # Section # Credits Title
Change 70135 CNSL Y F9 1620 80 3 Prof & Ethical Orient to CNSL
Delete 72504 CNSL Y   2510 SC 3 Prof/Ethical Orientation - Cnslg
Add 76433 CNSL Y F9 1750 80 3 Intro - Rehablttn Counseling


IMPORTANT SCHEDULING DETAILS
Title
Most titles may not be changed from what appears automatically. Course titles must correspond to what is in the Banner (electronic) catalog. Exceptions to this no-changes-allowed rule are topics courses. It is expected that these “topics” titles will change from term to term; a title that accurately reflects what content is being taught is appropriate for these courses.

Note: In Banner, the field for the title of a course is 31-characters, including spaces. Departments will often provide much longer titles; if you do not provide an abbreviation then Academic Scheduling will have to abbreviate creatively (eliminate punctuation, abbreviate words).

PoTerm (PoT)
The PoT field is critical as it determines the dates on which students may register. Dates and corresponding terms are as follows:

 
PoTerm   From Date To Date
0 70 Sections

18-May

22-Aug
1 1st Summer Session 18-May 27-Jun
2 2nd Summer Session 29-Jun 08-Aug
3 Consortium 18-May 22-Aug
4 8 Week Session 18-May 11-Jul
5 10 Week Session 18-May 25-Jul
6 Law 18-May 02-Jul
7 14-Wk Session 18-May 22-Aug
8 Misc thru 7/5 18-May 05-Jul
9 Misc after 7/5 06-Jul 22-Aug
A Off-Campus I 18-May 22-Aug
B Off-Campus II 18-May 22-Aug
E Off-Campus EMSE 01-Jun 15-Aug
EM1 Embanet Distance Ed Session 1 04-May 21-Jun
EM2 Embanet Distance Ed Session 2 29-Jun 16-Aug
EM3 Embanet Distance Ed Session 3 04-May 16-Aug
H Off-Campus 27-Jun 06-Sep
Q Off-Campus I 27-Apr 20-Jun
R Off-Campus II 22-Jun 15-Aug
S Off-Campus III 27-Apr 15-Aug
V Virginia Campus 18-May 22-Aug

Appr (Approval)
Courses default to allow students to register online.  If you would like to require special approval to register, please add the appropriate approval code in the comment field.

The two commonly used approval codes are: IS – instructor’s signature required to register
DP – departmental approval required to register
If one of these codes is entered, no one will be able to register online. All students will have to get the required signature on a Registration Transaction Form and have the form submitted to Student Financialand Registration Services at the Student Services Hub for manual entry.

 

Schedule Type
The most commonly used are: L – lecture
H – laboratory D – discussion R – recitation M – seminar
X – self-paced course
A, B, P, Q, T, U, V, etc. – special topics lectures

If a department wishes to offer more than one of its special topics courses during a term, each section of that class must be coded with a different special topic schedule type or a student will not be able to register for more than one of these classes. For example, HIST 1011 is a special topics course number. HIST 1011.10, 1011.11 and 1011.12 may not all be coded as schedule type L.  L may be used for the first section, but the other special topics schedule type codes must be used for the second, third, etc., sections.

Section Number
All section numbers should be in numerical order. If the department does not change them into numerical order, we will change them during our data entry process. Please note the significance of section numbers as follows:
.10s = first summer session
.20s = second summer session
.30s = lab, discussion or recitation sections
.50s = Medical School courses only
.60s = study abroad courses
.80s = cross-listed courses
.MVs = Mount Vernon sections
.D01 = first summer session distance courses
.D20 = second summer session distance courses

 

Print
By default, most courses will appear in this field by default.  If a particular course should not appear in print, the check must be removed manually.

A check mark in this box means that the course will appear on the web schedule and in any printed reports. If a course should not appear online or in printed material, please indicate “do not print” in the comment field.

Web Availability Indicator
Most courses should be available for web registration; however, some departments may decide that a particular course(s) should not be available for online registration, if the course is designed for a  specific population of students or cohort. If a course should not be made web available for registration, please indicate this in the comments. Students will not be able to register online and will have to complete a Registration Transaction Form (RTF) to register.

Departments may decide that a particular course(s) should not be web available at all if the course is designed for a specific population of students. They may ask that the course not be web available because they intend to paper register the students for a group of courses designed for a cohort, for example.

Enrollment Cap
The department will set the enrollment cap it wishes to have on each course. The Maximum column and the Projected column should list the same number. Course caps must be realistic; please do not under- or overestimate and be mindful of the enrollment history and reasonable expectations for any increases. Remember that classroom assignments depend to a great extent upon the caps placed on the courses by the departments.

Cross-Listing Codes and Link Identifiers
Please contact your scheduler if you wish to link or cross list a course.

Registration Restrictions
Available restrictions supported by Banner are: college, major, class, student type, degree, program and campus. These restrictions imply accurate coding on the student records.

If restriction codes are to be built into a course, please give the appropriate codes, as well as the names of the codes.

For example:  If a course is to be restricted to history majors only, please list the code for the major in history, 061. Academic deans’ offices are responsible for providing up-to-date codes.

When requesting a restriction to be placed on a class, be sure to say whether you want that particular population to be included or excluded. For example: if you want only history majors to register for the course, you request that the history majors code 061 be included.

Please remember that these are guidelines. If you are unfamiliar with any particular document or guideline, do not hesitate to contact your college's scheduling liaison. 

MANAGEMENT OF DEPARTMENT-CONTROLLED SPACES
The Academic Scheduling Office does not schedule courses in department-controlled spaces. We do, however, need to list building and room information for all classes – both in Banner and in the schedule of classes. If your courses are meeting in departmental spaces, please indicate this on your spreadsheets. This data will only be used to help departments coordinate schedules and emergency situations. Departmental spaces will not be used as general-purpose classroom space.

Schedules & Projections Guide  2020 Summer Time Bands
For 3 credit hour courses*

Reference summer & accelerated guidelines in the Assignment of Credit Hour Policy on the Provost’s website at provost.gwu.edu)

1-Week Session**
Session I: June 4 to June 8 Session II: July 2 to July 6 MTWRF 9:00 AM - 5:00 PM

4-Week Session
Session I: May 21 to June 15*** Session II: July 2 to July 27
MW 9:00 AM - 12:50 PM
TR 9:00 AM - 12:50 PM
MW 1:00 PM - 4:50 PM
TR 1:00 PM- 4:50 PM

6-Week Sessions
Session I: May 18 to June 30 *** Session II: July 2 to August 11
MTWR 8:00 AM - 9:30 AM MW or TR 8:00 AM – 10:15 AM
MTWR 10:00 AM - 11:30 AM MW or TR 9:30 AM - 11:45 AM
MTWR 12:00 PM- 1:30 PM MW or TR 11:00 AM – 1:15 PM
MTWR 12:30 PM - 2:00 PM MW or TR 1:00 PM - 3:15 PM
MTWR 3:30 PM – 5:00 PM MW or TR 2:30 PM - 4:45 PM
MTWR 4:00 PM - 5:30 PM MW or TR 3:30 PM – 5:45 PM
MTWR 6:00 PM - 7:30 PM MW or TR 6:10 PM – 8:00 PM MW or TR 6:10 PM – 8:40 PM
8-Week Session May 21 to July 14 ***
MW 6:10 PM – 8:50 PM
TR 6:10 PM – 8:40 PM

10-Week Session May 21 to July 28 ***
M 6:10 PM - 9:25 PM
T 6:10 PM - 8:45 PM
W 6:10 PM - 8:45 PM
R 6:10 PM - 8:45 PM

Make-up classes must be scheduled through the Academic Scheduling Office for any date and time during which classroom space is available, provided conflicts for the enrolled students are avoided.

*Four-credit courses need to meet for additional time, in accordance with summer and accelerated guidelines in the Assignment of Credit Hour Policy, with time bands starting at the same time of day as noted for 3 credit courses.

** Courses in which class meeting times are 1-week in duration should be scheduled for a full 6-week session to accommodate assignments, readings, and other out-of-class learning experiences that students cannot be expected to fulfill during the week that classes meet. Faculty proposing 1-week courses must include in their syllabi assignments, projects, papers, etc. that students are expected to complete before the class meets and/or after the classes end. Assignments or readings prior to the beginning of class cannot be due until the beginning of the first day of classes. Syllabi for 1-week sessions must be reviewed by the department chair to ensure that the minimum direct instruction and independent learning requirements are met.

***This session requires an additional meeting, to be arranged with Academic Scheduling, to replace time lost to Memorial Day observance on Monday, May 25th.