TO:Department Chairpersons and Secretaries

M E M O R A N D U M

FROM:Tamela Rocke, Registrar’s Office

DATE: April4, 2017

RE:Spring 2018 Schedule of Classes – Due September 12, 2017

Preparation of the Spring 2018 (2181) Schedule of Classes can begin on Tuesday, April 4, including access to data entry. For those departments who utilize term copy, a Schedule of Classes document showing what classes were copied will be sent in a separate email. If your department does not currently use term copy and would like to, please let me know as soon as possible. If your department does not use term copy, nothing further will be sent.

A.SCHEDULE TIMELINE

The calendar of important dates for preparation of the Spring 2018 Schedule of Classes is as follows:

April 4Spring 2018 Schedule of Classes access available to departments.

September 8Special Course Proposals due to Associate Vice Chancellor

September 12Last day of course update capabilities by departments (available all day).

September 14Combined and cross-listed sections will be entered into WINS

September 15Room Optimizer results will be sent to departments*

September 18WINS access will reopen for departments to finalize room assignments **

September 22Spring 2018 schedule access will close (available all day)

September 25Proof copies to departments.

September 29Proof copies due to Dean’s Office at 10:00 am

October 5Proof copies due to Registrar’s Office via deans’ offices at 9:00 am.

October 9Spring 2018 Schedule of Classes will be available online

* The Schedule25 Room Optimizer is a tool that will assist in locating the best-fit room for a course. Best-fit is currently based off of expected enrollment capacity, so please set your course caps to the maximum to be allowed until after the Optimizer is run.

** As of September 18, all general access (non-specialized) classrooms will be available on a first-come, first-served basis to all departments for class scheduling.

Combined Sections: All combined section information must be sent to me () as soon as possible so that it is received by September 12. Include the Class Number, Subject Area, Catalog Number, and Section Number and the total enrollment cap of the combined sections. Be sure to enter in PeopleSoft all of the information for the classes being combined, except the room which is only entered on the first class in the combination. (Refer to page 16 of the Schedule of Classes manual).

Notes, Messages and Fees: Please send to me () any notes, messages or fees to be included in the printed Schedule of Classes by September 12 so that this information can be included in the Schedule of Classes proofs. Do not enter this information in the topics field on the Schedule Meetings panel. See information regarding fees under item D.

Schedule of Classes printout: Departments wishing to do a pre-proof of data entry for the Schedule of Classes should contact me for a printout as soon as the information has been entered. Be sure to allow yourself time to make changes prior to the end of Schedule of Classes access at the end of the day September 12.

B.TERM INFORMATION

Classes begin on Monday, January 22, 2018. Martin Luther King Day is Monday, January 15, 2018.
The official end of term is Tuesday, May 22, 2018.
First session classes (8W1) meet through March 17, 2018.
Second session classes (8W2) meet beginning the week of March 19, 2018.

C.FACILITIES

Departments are expected to schedule classes using their allocated priority rooms. Rooms are assigned to departments by the dean of their college. If rooms are not available at popular times, departments are expected to change their schedules accordingly to fully use the rooms within their allotment. If a course must be scheduled at a certain time, it should be scheduled first.

Before September 12, if additional rooms are needed, please check with other departments using rooms in the buildings desired. There should be very few classes, if any, which cannot be scheduled into the rooms allocated to each department. The Registrar’s Office may be unable to schedule large numbers of rooms for classes at prime times.

Beginning September 18, 25Live will be updated with all scheduled classes and room assignments. The expectation is that departments will use 25Live to search for open rooms for classes that do not have a room assigned. Update WINS as soon as a room is found. This will help to prevent the double-booking of rooms and conflicts.

25Live refresher training will be available over Winterim/early January.

Please be aware that 25Live will be updated from WINS every five minutes beginning September 12.

Large Lecture Rooms: The following is a list of lecture rooms that seat approximately 100 or more students. Departments should submit all requests for the following facilities directly to the appropriate personnel in the dean’s or department offices:
Letters & Sciences (Liz Hachten x1713) for McGraw Auditorium (120), Heide 100 (127) and 101 (112)
Education & Professional Studies (Brenda Stevensx7585) for Winther 1001 (72) and 2001 (180)
Business & Economics (Joanna Straduskyx1945) for Hyland 1000 (400), Hyland 2101 (150) and 2203 (150)
Political Science (Peggy Blum x 1120)for Hyer 320 (130)
Biological Sciences (Stephanie Vial x1092) for Upham 140 (105) and 145 (182)
Other classrooms in McGraw should be requested for courses requiring access to unique facilities through either the Computer Science Department (Tricia Borchardt x1666) or Letters & Sciences Dean’s Office.

McCutchan Rooms: Please be advised that certain rooms in McCutchan Hall (rooms 11A, 112, and 113) are not available to be scheduled after 5:00pm.

D.CURRICULAR AND SCHEDULING MATTERS

Special course (049/490/491/494/496/497 and 690/691/694/696/790/794/796) proposals must be approved through the Associate Vice Chancellor’s office in order for the course to be included in the Schedule of Classes and to be available for registration. The curriculum process requires that there be sufficient lead time for the colleges to review proposals from other colleges prior to approval by the Associate Vice Chancellor. In order to allow for adequate review time, Special Course proposals must be submitted to the Associate Vice Chancellor by September 8, 2017. The approval must be for Spring 2018 specifically; prior term approvals are not valid for Spring 2018.

Please note that Special Courses must be approved each semester they will be offered even if they were previously approved. Refer to the Curriculum Procedure Handbook for more information. Please share this information with faculty who may be considering offering special courses. Special courses entered in the Schedule that do not have paperwork received by the Associate Vice Chancellor will be deleted.

Course restrictions and requisites as approved by curricular action will be listed on the proof copy. Any changes to existing restrictions and requisites require completion of appropriate curricular action. Curricular deadlines for new courses and course changes are listed in the Academic Calendar and in the Curricular Calendar. Curricular actions that have not been approved will not be reflected in the Spring 2018 course offerings. Refer to the Curriculum Procedure Handbook or the curricular information on the UWW web site for more information.

Graduate level courses cannot be taught with undergraduate level courses (except 300/500 and 400/600) unless approved by the college dean and the graduate dean.

Any fees (e.g. special course fees and field trips) required for a course beyond the normal tuition charges must be approved and listed in the schedule per UW System requirements. This information must be sent to the Registrar’s Office for coding on classes, and should be confirmed on the proof copy if sent bySeptember 12. If an instructor is not sure of field trip plans for the term, a generic statement should be used, as follows: Participation in a field trip is normally required in this course. More details may be included. Fee forms for the Spring semester are due to the Provost by September 25, 2017.

Special note for zero-credit courses: students enrolling in zero credit courses (MUSC 100, LDRSHP 461) will be assessed tuition for one credit per Board of Regents fee policy.

Arrange sections chronologically by time only, not by days. To avoid scheduling problems for students, please do not deviate from the day/time pattern. Requests for 2 or 3-credit standard sections which deviate from the normal meeting pattern must be approved in writing in advance by the dean of the college.

For Web Based & Hybrid courses: When entering a web based course, enter ‘web based’ as the Facility ID and add the instructor. Do not enter days or times. For courses that are Hybrid, enter a second meeting pattern with just ‘web based’ as the Facility ID and add the instructor. Do not enter days or times on the ‘web based’ line.(Refer to page 12 of the Schedule of Classes manual).

For Arranged courses: For courses that do not have set meeting days or times (i.e. Independent Studies), please enter ‘ARR’ as the days. This is the only information needed.Please do not enter times of 12:00am-12:00am.(Refer to page 13 of the Schedule of Classes manual).

Section Identifiers: If a section is part of an auto-enroll setup or is set aside for specific groups of students, a certain letter will be used as an identifier.

C notes sections that are Lectures that auto-enroll into to Labs
H notes sections that are reserved for students in the University Honors Program
L notes sections that are Labs that auto-enroll into Lectures
M notes sections that are for students associated with the military; veterans, active-duty military, ROTC, and members of military families
P notes sections that are reserved for students in the Pathways for Success program
T notes sections that are reserved for transfer students (used for INTRAUNV 104)
W notes sections that are reserved for students in online majors
X notes sections that are reserved for Learning Communities

tr: Fall Memo

cc:Greg Cook Jodi Hare-Paynter

Angela Harlan Seth Meisel

Bob MertensCarrie Lencho

Jane FerenzAdelaide Atkielski

John ChenowethBecky Smith

Ahmad KarimHeather Dawson

Paul AmbroseJoanna Stradusky

Stephanie DouglasBob Schramm

Katy HeyningMary Goeglein

Robin FoxJillian Smith

Rowan RobinsonDavid Travis

Rebecca ReichertFrank Goza

Susan JohnsonLiz Hachten

Debra KlocekDenise Donahoe Ehren

Gary HarmsAnne Tillett