Important Upcoming Dates
- Ad Astra Scheduling Begins (Advanced Access) for Summer and Fall (201587, 201597, 201627)
Feb 2, 2015
- Ad Astra Scheduling Open Section Requesting for Summer and Fall (201587, 201597, 201627)
Feb 16, 2015
- Summer and Fall (201587, 201597, 201627) term Available on Raiderlink
Mar 2, 2015
Academic Scheduling – Ad Astra
Academic Support is dedicated to assisting academic units in maintaining accurate section offerings, evaluating enrollment trends, and efficiently scheduling academic resources to increase the University's utilization.
Other Administrative Support Offices
Frequently Asked Questions
- Ad Astra Navigation
- Ad Astra Preferences
- Ad Astra Scheduling
- Banner Section Build
- Corequisites, Prerequisites, Restrictions & Permits
- Distributed (Distance) Education
- Reports & Search Tools
Ad Astra Preferences
- Navigate to the Academic tab and then click on the Sections link.
- Pull up the section details by clicking on the Course/Subject Name and click Search.
- In the Section grid choose the section by clicking on the section title.
- Under the Meetings detail box users may click on the arrow icon to the left of the listed meeting type to expand the preference listings.
Ad Astra Scheduling
- Navigate to the Academic tab and then click on the Sections link.
- In the Section grid choose the section by clicking on the section title or the edit icon (pencil icon).
- In the expanded Section Details you can click the Edit button at the top left of the page.
- Click the assign icon (House icon)
- Once you are in the Scheduler display window, users may review all of the available spaces. Expand the column to show more information.
- Room: The building name and room number appear in the Room column.
- Regions: E ach academic area is assigned a region which indicat es who has advanced access.
- Capacity: S hows the capacity of the room. Note : If a capacity is incorrect , contact ASFR
- Room Type: Room Type is the official coding of the academic space determined by TTU’s Operations Division of Planning and Administration (ODPA) .
- Score: This column illustrates the overall score of the preference set and the percent fill of the room
- Pref. Score: shows the percentage that a particular room meets your preferences
- Seat Fill Score : Displays the percentage of seats that should be fil l ed based on m aximum e nrollment. The State’s Space Utilization Efficiency ( SUE ) score requires a minimum of 65% seat fill.
- Section Meeting informat ion: Expand the column to view individual meeting instances. Rooms may be selected for the entire meeting pattern by clicking in the meetin g pattern column or for individual instances by clicking the desired room row under each meeting instance .
- Page: O ften there will be multiple pages of results, depending on the preferences entered.
- Room Availability Status : The rooms that are available wi ll either have Available under the section column based on your user access. Rooms that are unavailable will have Unavailable or Conflicts listed and you may hover over the status to view the information. Note : The Advanced Access Dates still apply and requests should not be submitted prior to that date.
- Expand the Meeting Pattern column to display individual meeting times as well as additional room conflicts and availability. You may select a room by clicking on individual instances or the entire meeting pattern.
Room Conflicts: By double - clicking on a conflict in the Meeting Patterns form, you are able to select a room where available, or double - book a room. NOTE : Double - booking is accessible based on proper user access.
Hover Option: You may hover over the icon next to the room name and the R oom Details will be displayed, i ncluding a picture if available. For full room details, you may also visit the Resources tab and search by room.
Daily Instructor Grid by Selected Subject
This report will let you view a daily schedule for all Instructors in the selected department. It will also give you the option of seeing the section details and information.
Instructor Summary Grid
This report shows all the instructors and also a color coding of sections showing the enrollment ratio.
Low Enrollment Sections by Subject for Selected Term Report Key
This report allows you to view all sections that do not meet a minimum enrollment requirement. This can provide information on what courses may not be cost effective to offer due to low enrollment. (ex. Courses below ten)
Low Enrollment Ratio Sections by Subject for Selected Term
This report allows you to view the percent fill for all of your department’s sections. The state report ing minimum percent fill for optimal utilization is (65%), so a more suitable room is necessary if your sections fall below this mark.
Section Room Hour Usage by Building & Room for Selected Date Range
This report will show you the hours per week a classroom is being used by showing the sections that meet in the space with a total of hours per week listed. This will return all the buildings and rooms on campus. Please note that 38 the minimal requirement for hours per week.
Sections by Building and Room for Selected Term
This will show the sections that are located in a specific building and room by Term. This report returns all the buildings and rooms on campus.
Sections by Region for Selected Term
This report shows all the sections scheduled in a certain region. This report returns all regions on campus for a selected term.
Sections by Selected Instructor for Selected Term
Report is broken down by individual instructor and term and returns what sections they are assigned to, including time, days, and room number.
Sections by Selected Meeting Type for Selected Term
This report allows you to run a report to show sections with a particular meeting type (ex. Lecture, discussion, etc.). This report returns all sections and is currently not available to be broken down by Subject
Sections by Subject for selected Date Range
This report lets you enter a selected date range to display sections. If looking for all sections you can enter the start and end date for a semester. T his can also be used to view additional meeting times if those dates are entered. This returns all subjects on campus.
Sections by Subject for Selected Term
This report allows you to view all sections for all subjects by term. This will return all the information from all subjects across campus.
Sections for Selected Subject and Term
This report will let you select a specific subject and term and see all sections associated with them.
Sections by Selected Term with SIS Key
This report will show sections by Term and will also include the CRN.
Subject Enrollment Fill Ratio
This report show the enrollment fill ratio for each course and all sections offered. This report provides you with an overall room fill ratio for each course offered. This report returns all sections on campus.
These reports will help you in scheduling and can be run for up to date information. They can also be exported to excel and filtered to exclude unnecessary data. For instructions on how to export to Excel please review the How to Navigate the Reporting Tool FAQ. Please let us know if a certain field or search parameter is needed to get you the desired information, as we are working to make the reports as functional as possible.
Distributed (Distance) Education
A model in which the instructor, students and content can all be located in different, non-centralized locations, so learning can occur independent of place and time.
What questions to ask when building a distance education section……….
- Who will be registering in the class?
- Who are the students that will be taking this class?
- Where will the student be when they are receiving instruction?
- Are they at an alternate campus and the feed will be streamed to them?
- Will they be at a personal computer and can log on at their own leisure?
- Will the student be required to log onto an online service at a particular time?
- When will the students receive instruction?
- Will the students be required to log onto the course at a certain time?
- Making the section have times associated with it?
- How will the student be receiving instruction?
- Will the instructor be emailing the students their assignments and requesting them to submit their work electronically
- Will the instructor post requirements in an online course tool such as Blackboard?
- Will the instructor require face to face meetings with their students? If so, how often?
- The student will be located at the TTU main campus but the instructor is in Houston and they will be broadcasting the course material back to the student. How should this section be built?
- This section should be built with a campus code of TLB, since this is where the students are located, and an instructional method of ITV, since the class will be fed live to the students.
- No - these students will need to be enrolled in a section that carries a campus code of TUO (Other Texas) and an instructional method of Face to Face, since the students will be in the same location as the instructor.
- This section should be built with a campus code of TDE, since all instruction will take place online, and the instructional method should be MULTI, since the students will be required to log on during a certain time and participate in synchronous activity and also post and submit assignments via email or a course management tool.
The Coordinating Board Definitions
- Distance Education - The formal educational process that occurs when students and instructors are not in the same physical setting for the majority (more than 50 percent) of instruction.
- Distance Education Course - A course in which a majority (more than 50 percent) of the instruction occurs when the student(s) and instructor(s) are not in the same place. Two categories of distance education courses are defined:
- Fully Distance Education Course - A course which may have mandatory face-to-face sessions totaling no more than 15 percent of the instructional time. Examples of face-to-face sessions include orientation, laboratory, exam review, or an in-person test.
- Hybrid/Blended Course - A course in which a majority (more than 50 percent but less than 85 percent), of the planned instruction occurs when the students and instructor(s) are not in the same place.
Why is the campus code important?
Student fees are assessed by the campus code and in order for the student to not have all of the fees associated with the main campus (TLB) they must register for a section that is coded with an alternate location or campus code.
Recently Blackboard was integrated with Banner and that means that your faculty will have more up to date information regarding their student enrollment within their Blackboard sections. The good news is that with this new integration, faculty can request their shell within 24 hours of being added as the instructor of record in Banner.
To request a shell, the faculty member needs to visit the following website: http://appserv.itts.ttu.edu/BlackboardCourseRequest/default.aspx
After logging in with their eRaider, the faculty member will see a list of courses that they are assigned to in Banner:
Why is this important to the scheduling community?
Now that Banner and Blackboard are integrated, changing the Instructor of Record can result in lost work for the instructor. A few things to know:
- If you Record - Remove the existing instructor and enter the new instructor before you SAVE – only the new instructor will have access to the existing Blackboard shell.
- If you Record - Remove the instructor and SAVE and then add the new instructor, both instructors will have access to the existing Blackboard shell.
If a shell has been requested in Blackboard the Integration Partner code will appear on the section in Banner:
PLEASE DO NOT REMOVE THIS CODE FROM THE SECTION IN BANNER
What needs to be done if a section Instructor of Record is changed in Banner after the Blackboard shell is created?
If a faculty member is reassigned to a new section or CRN in Banner, and they have already created information within their previous shell in Blackboard, they must contact Karissa.Greathouse@ttu.edu in order to have the information transferred to their new section.
- TLB – Main campus code & carries all main campus fees
- TDE – Distance Education
- *TUO – In Texas but off Campus
- *TOT – Out of State
It appears that we have two kinds of internships if the students are not located on the main campus of TLB. Please choose one of the following when building internships or practicums:
- Students are in one location and faculty are here and the students are corresponding over email and the internet. For these sections they will be coded as TDE campus codes with the appropriate instructional method.
- Students report to the internship, and then the departments receive information at the conclusion of the term by a survey filled out by the employer. These internships should be coded as a campus code of TOT or TUO depending where the student is located.
Corequisites, Prerequisites, Restrictions & Permits
- Check all sections for prerequisites, co-requisites, and restrictions in Raiderlink under the “Course Catalog”
- Submit any changes to IR (attention Tess Barlow or Ashley McPherson)
When students send error messages, find out what the error message is, ask questions – we will!
If it is a prerequisite error:
- Verify the student has completed the prerequisite course ( s ) required.
- Is the code on SSAPREQ correct?
- If the code is either incorrect or missing , email email@example.com; include the CRN, Subject/Section, a summary of the error received, and what prerequisite should be listed .
- If further research is needed ASFR will assist in the resolution process – allow for a standard resolution time between 24 - 48 business hours.
- If it is a co-requisite error :
- Did the student enter both sections' CRN at the same time? To avoid the co - requisite err or, the two CRNs must be submitted on Raiderlink simultaneously .
- Check SSADETL to verify your section(s) are properly coded. A change to the co - requisite infor mation needs to be submitted t o Institutional Research .
- If it is a link error:
- Did the student enter both sections' CRN at the same time? To avoid the link error, the two CRNs must be submitted on Raiderlink simultaneously.
- Verify the student is attempting to enroll using the correct CRN information.
- If at least one of the sections does not have a code on SSASECT and/or SSADETL email in ASFR.
Multiple permit codes can be entered on a single section on SFASRPO.
Example: Course has multiple restrictions such as a pre-requisite and the course is full.
What to do?
Step 1 - Go to SFASRPO
- Permit Field - Enter in PREREQ (this will override the pre-requisite restriction)
- CRN - Enter the CRN to be permitted
Step 3 - Go to next available line
- Permit Field - Enter ENROLLMNT (this will override the closed class limit)
- CRN - Enter the same CRN as above
Step 4 - Save
PREREQUISITES make sure that SSAPREQ has a check mark in the CAPP areas for Prerequisites codes.
It should also have a prerequisite code attached that starts with the letter Q in the section CAPP area prerequisites restriction block.
RESTRICTIONS are things like majors only or juniors only and those should be listed on SSARRES.
PERMISSIONS are special approvals that must be given for students to register – like advisor or instructor permissions. Those are found on SSASECT.
Co-requisites: These are two courses that the students are required to take in the same semester but have different course prefixes. Links will not work for these courses!
- Log into SSADETL in Banner and enter your CRN for the course you would like to review and next block
- Click the CRN icon located half way down the page
- Another screen will pop up and show the co-requisite sections that you need. SELECT and CLICK "OK"
- This is how it should be after you select the co-requisite section.
Prerequisites, restrictions, and attributes can be viewed under “Course Catalog” or “Class Schedule” in the Faculty/Advisor Tab in Raiderlink or portal (http://raiderlink.ttu.edu/).
RESTRICTIONS (SSARRES Form):
All restrictions (College, Major, Classification, or Program) are coded in the course level. When sections are created, these restrictions should roll and can be found in SSARRES Form.
NOTE - the following are restrictions or requirements that CANNOT be coded in the Course Level in Banner:
- Restrictions for a specific section can only be done in the section area. If a restriction is added or attached in a course and you wanted one or two sections not to have this particular restriction, you need to take the restriction out in SSARRES, (highlight the restriction [example: under Major: BIOL] then go to the top drop down Menu “Record” and select “Remove”).
- “Permission by an instructor, advisor, dept, or college” cannot be coded in the course level. This permission must be added in the SECTION level only under “Special Approval” in SSASECT form.
- Other restrictions or requirements such as “field experience” or “must have 300 hours in internship, or must learn CAD applications and etc.,” are examples that cannot be add in Banner. You can add this as text in the section area (SSATEXT). Please note that this is not a restriction and will not prevent a student to register in that section.
PREREQUISITES in the SECTION (SSAPREQ Form):
Prerequisites in Banner are coded in the course level using CAPP Areas for Prerequisites and are attached in SCAPREQ form. When you create a new section, this should roll and can be found in SSAPREQ.
IF a course has prerequisite, please make sure of the following:
- In SSAPREQ, the “CAPP Areas for Prerequisites” indicator must be checked.
- AND in the next block “Section Area Prerequisite Restrictions,” should have an attached prerequisite code that starts with “Q” (ex QPSY3304-Prerequiste for PSY 3304). All prerequisite code names in Banner start with “Q.”
NOTE: “QCE3309 – Prereq for CE 3309” is just the FILE NAME and Description for the prerequisite.
WHERE to find or view Prerequisites and Restrictions in Banner – Class Schedule
- CLICK this link to go to the portal or Raiderlink: http://raiderlink.ttu.edu
- Under MyTech or Faculty/Advisor Tab, CLICK “Class Schedule” and search for the classes or section you want.
- SELECT the TERM, then CLICK “Submit”
- SELECT a SUBJECT and/or COURSE, then CLICK "Class Search"
- CLICK AGAIN the section to see the detailed information. (In this example HOM 5308.001 CRN-18560)
- This is the Detailed Class Information. If a course has a prerequisite, you will find PREREQUISITES at the bottom of the class information. Restrictions and Attributes will be shown above the Prerequisites.
In Banner, there are multiple permit types available. Depending on the issue the student is experiencing when trying to process their registration and what your department’s policy is will determine the permit type(s) you should enter on SFASRPO. Update access to SFASRPO is only given to Academic Advisors who have been given permission to post permits by their department.
More than one permit type can be issued on a student (if needed). Examples of SOME but not all permits that can be issued:
The section is full.
- First, you need to determine if your department has given permission to allow any students to enroll in a section that has already met its enrollment limit.
- If the department decides to allow additional students into a section, you would set an ENROLLMNT permit.
The section has a pre-requisite.
- First, determine if your department approves specific students to enroll in a section even if they do not have the proper pre-requisite requirements.
- If the department allows the student to enroll in the section even though there are requirements, you would set a PREREQ permit.
The section has a major restriction.
- First, you need to determine if your department will approve the student with a different major to enroll into the section.
- If the department allows the student to enroll into the section, you would set an MAJOR permit.
The section is full and has a pre-requisite (multiple restrictions).
- A student can have multiple permits entered on their records giving them permission to register into the section.
- After the department determines it is allowable for the student to register into the section, you would set ENROLLMNT and PREREQ permits.
- Have specific questions about setting permits? Contact your Registrar’s office
- Have questions in regard to an issue on a section? Contact your academic scheduler or email Janessa Walls and Nicci Price
- Need to learn how to set permits? Register for a Banner Student Come-N-Go Workshop, or Send an email to AFISM.firstname.lastname@example.org
Important: You must only issue permits for the department(s) you are assigned to
Reports & Search Tools
- You will login with your eRaider and then select Cognos Content
- You will see several different folders; select the blue next arrow to go to the next page.
- Then select the Student Folder, then the ST Registrar Folder.
- It is report IMR054. You can then select the criteria you need to run for your report.
- You can use the Select All function, if you need everything for a College.
- Just click Finish and the report will run
- You can export to other formats by using the icon in the upper right corner:
Problems viewing report:
- From the Tools menu in IE7, select Internet Options and then go to the Security tab.
- Select Trusted sites and click on the Sites button.
- Add your Cognos server to the list (https://cognos.texastech.edu), and make sure that the Require server verification (https:) for all sites in this zone is not checked.
- Use the slider to set security for trusted sites to Low. (If the slider is not available when you click ‘Trusted sites’ then click on ‘Custom Level’ and then ‘Reset Custom Settings’ to Low and click the ‘Reset’ button. It will ask if you really want to make the change. Click OK.
- Click OK
Once you are in this form you will want to enter the CRN and hit next block.
At that point you will want to scroll all the way to the bottom. The second number on the bottom left hand side of Banner is the number of students registered:
If you notice, the sequence number is NOT the total number of students enrolled in this course it is simply the number of records that have been entered!
The second number i.e. Record 14/14 is the total number of students registered.
Don’t forget there is a Banner form equivalent to TechSIS screen 105 as well which is SSASECQ (the “Q” meaning this is a query form so don’t forget to use the F8 key). SSASECQ will show you the max limit set for the course, the total number of students enrolled, and the number of seats available.
Use the instructions for Complete Class Roster from Raiderlink for Instructors in order get to a Summary Class List of one of your classes. This is an example of what is should look like.
Select or highlight the fields and students that you would like to move to Excel.
Then do a right click of your mouse to copy or select edit then copy from the menu bar at the top of your browser.
Open Excel to a new worksheet in order to copy the data
This step is very important in order to get it to paste correctly.
If you are using any version of Excel, you can click in the cell for A1 and then do a right mouse click and you will select the item Paste Special, not Paste.
It will then bring up a box that asks you to select an option for pasting, select Text and click OK
This is what the results should look like.
You are then able to edit as needed.
- Log into Cognos found at the following link: https://cognos.texastech.edu
- Choose My Home
- From here please choose the TTU folder located within the Student Folder:
- From here please choose the Course/Section Scheduling Folder:
- The report is titled R092 Available Seats by Term and Course Level:
- The first required filed is to select a term from one of the pre-populated choices:
- After the term is selected you can drill down by College:
- You can choose from departments within the selected College and even specific SUBJECTS if desired:
- The report will exam the % of seats available compared to the Maximum Enrollment set in Banner.
This field is required and any percentage can be used. ASFR uses 30% when running these reports for distribution.
- Finally the Course Level can be selected for review:
- To run these reports please use the FINISH icon.
They can be found on the Report Portal of the Operations division: http://is.operations.ttu.edu/planadmin/odpareportportal/default.aspx
- Go to Report Selection
- Expand the Restricted Reports
If you do not have access to these reports simply supply your rRaider and we will get you access.
- Expand the Space Usage Efficiency Room Reports
- The report is titled Section Percent Fill ( it is the last report listed)
- This report examines the percent fill using actual enrollment versus the maximum capacity of the scheduled space
- These numbers are updated weekly and not nightly.
- To execute the report select the report and hit the magnifying glass icon.
- One the report is generated you can view it online or export it for future use.
- The report is titled Section Percent Fill ( it is the last report listed)
This report is of all the course sections that are currently scheduled for the upcoming fall term and shows their current percent fill (Space Utilization Efficiency Metrics or SUE). The goal is for every Classroom or room with a coding of 110 to reach the 65% fill marker. Appropriate scheduling of academic courses will not only assist the students with their end goal of graduation but it also has the potential to increase University funding.
It is important to verify the locations of students for their respective campuses so that we may properly ascertain and verify SBS billing. This report identifies and pulls campus code discrepancies between the schedule offering and students’ course registrations for easy review.