Course and CME Classroom Scheduling

1. 1. Navigate to the Request Form.
   2. Scroll to the lower section labeled Start a New Request.
   3. Enter your name, e-mail address, and select a program.
   4. Click Start New Request

Notes

• • Note that the Physician Assistant program and School of Nursing have separate entries (from Health Sciences and Other Courses respectively) due to previous arrangements.
  • You must submit a separate request for each different program you submit requests for. For example, if you schedule classes for both BBSP and Health Sciences, those would go on separate request forms with the appropriate program selected.

Once you have started a new request, you will be taken to an edit page to build your request with class sections (or CME events) and schedules.

1. 1. If you’re not already on the request editor, navigate to the Request Form, and select the term request you want to complete in the Open Saved Request section.
      
   2. To add a Course Section or CME Event to your event, click the blue + Add a Course Section or CME Event, enter the requested information, and click the green Add Section button:
      
      • Course or Grand Rounds/CME: Is this part of a university course or is it a Grand Rounds or CME event?
      • Dept: The academic department code for the course (e.g. MTEC, SPHS, TOXC etc.).
      • Crs #: The course number for the course.
      • Sec#: The section number for this course section. For courses with a single section, this is typically “001”.
      • Course or CME Name: The official course title for university courses, or the name of the event for Grand Rounds/CME events.
      • Group (optional): Explained further below, but an optional identifier for a subgroup of the course/event if the same group will be divided informally for portions of the class (e.g. lab groups, CBL).
      • Enrollment: Final expected enrollment for the course, or expected attendees for events.
      • Instructor: Person facilitating the section. If there are multiple sections/groups and this has not been planned yet, you may simply use the main course director or lead instructor.
      • Preferred Venue Style: The type of space you’d like to use.
      • Preferred Venue: Details of a specific venue that you prefer. This could be either a specific room, a preferred building, requesting close proximity to another location, etc. These preferences are not guaranteed but will be used to the extent possible to fulfill your request in the best space available.
      • Notes and Tech Needs: Any technical needs or other notes that will help us in selecting a space.
      • Please, do not specify a quantity of rooms in the Notes or Venue Preference Boxes. You must copy the section for each additional room you want for a session. More details are below under “Using Groups and Requesting Multiple Course Components and Concurrent Sessions”.
   3. After adding the section, find it in your list. The request form will re-order sections based on the full course identifier in alphabetic/numeric order (Department then Course then Section then Group). Now, you will add a schedule for the section. Click the golden Add Schedule under the desired section to begin.
      
   4. In the schedule builder, you have two sets of options:
      • Add Weekly Sessions: Enter the first class date, last class date, the start time, end times, and days of the week to generate your sessions based on a recurring pattern. Click the blue Add Weekly Sessions button.
      • Add Individual Sessions: Enter the date, and the start and end time for that date, and click the blue Add Individual Sessions button.
   5. You can review your additions and make changes here. Once finished, click the green Add Sessions to Schedule button and the planned sessions will populate your request.
      
   6. Once added to the request you can then review your list for any conflicts with campus holidays, well-being days, or other events. Click the red box to remove these conflicts as well as any other dates you do not want. Some conflict dates apply to specific programs and are indicated as such. You can also click the white box to optionally identify exam dates. Note that holiday conflicts that display at the top of a column correspond to the previous session as the conflict appears after the session information.
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   7. Repeat this for each section and group (details in next part of instructions) you need to schedule. As you commit changes, the progress will save, and you can continue with your request by returning to the Open Saved Request section until completed and submitted. When you have completed all of your requests for this program and term, click Complete and Submit Requests.

Notes

• • For the purposes of this form, the word “section” is used loosely. It can mean all of the following based on your use case:
    • A traditional course section as established in Connect Carolina.
    • A CME/Grand Rounds event – Even though these aren’t formally “sectioned” by the university, for the purposes of integrating these into the course scheduling process, the same term is used to represent that group. When selecting the Grand Rounds/CME option for a new section, the formal section number field is removed since this doesn’t apply.
    • Any subsets of a course section whether formal or informal – Some courses may have a lab component, recitation, or other logical division of the course. These should be scheduled as separate sections with a group identifier as we will now detail…
    • A core academic event such as student orientation, match day, graduations, or other major events critical to your program. This form should not be used for other one-off seminars or events.

For courses previously requested in this new system, you are able to import course sections from previous terms to a new request.

On previous request forms, we allowed users to specify a quantity of rooms for each request line. This existed for cases such as lab groups, breakout sessions, CBL groups, NBME exams spread across multiple rooms, and other various scenarios. The new system requires requests for the individual class sessions to exist to assign a space. To work around this challenge, there are two features that can help you expedite entering such requests — the Group field and the Copy Section button.

1. 1. Navigate to the Request Form and add the first of these sections that would need to be duplicated. Populate all information and build the schedule. We also recommend issuing this a short group identifier to help you keep track of what has been requested. For instance, if you will be conducting an exam across 6 rooms for the same class, the first one could have the group name “Exam 1” and you can increment that with each copy.
   2. Once you have finished creating the first section, click the light blue Copy Section button. A popup will appear with the first section’s information. It is at this point you can change any data that may not be the same for this group (e.g. the group name can be incremented, or you can identify the facilitator/instructor if different, or if the enrollment quantity is different).
      
   3. Click the green Copy Section and Schedule button and your newly created section will appear with the same session dates.

Notes

• • The most important factor here is that writing in a multiplier for your number of rooms will have no effect on your request. Sessions must somehow be created for the occasions where additional rooms are needed.
  • Because they are made up as a workaround, there are not really rules around the “group” field. You may use it to organize your request form as you see fit, even in cases where you aren’t duplicating a section.
  • Likewise, the Copy Section tool can be used for more than setting up concurrent sessions. For courses where most of the data is the same except maybe the course number and name, you could use the copy tool to reuse that data and make your necessary changes.
  • Once a section is copied, everything related to the original and new sections are independent. You will be able to change sessions and section information for one, and it will not affect the other.