Author Archives: ABSO

Academic Scheduling & Space Management Update: Planning for Winter & Spring 2025 Terms

Welcome to the start of Fall 2024! As many of you know, Academic Scheduling & Space Management (AS&SM) must now pivot to work with you to begin the class schedule production for Winter 2025 and Spring 2025 (staff scheduling packets linked). Below are the summaries of timelines, but the linked packets also include detailed calendars. Please take a moment to review these resources and join us for our upcoming labs and workshops with your questions. 

  • Spring 2025
    • Tue, 9/3-13/24 Accepting DocuSign Forms & data entry (Round 1/as appropriate by session)
    • Tue, 10/22/24 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 10/29/24 Advance Registration for Continuing Students Begins 
  • Winter 2025
    • Tue, 9/3-13/24 Accepting Class Schedule DocuSign Forms
    • Tue, 09/24/24 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 10/08/24 Advance Registration for Continuing Students Begins

You can add our AS&SM Planning Google Calendar to your list of Other Google Calendars for quick reference. Below are recent updates and resources you are encouraged to leverage to understand the process and plan for upcoming terms, including our websites, upcoming workshops and open labs,  and available tools.

We look forward to working with you this academic year,
Your AS&SM Team

AS&SM Website Updates 

In the last couple of months, we’ve made several updates to the Academic Scheduling & Space Management (AS&SM) website and ABSO Hub Resources for Academic Scheduling & Classrooms. You’ll notice a host of improvements designed to enhance your online experience. Our revamped site will be more intuitive and user-friendly, making it easier for you to navigate and find the information you need.

These updates are aimed at creating a more engaging and efficient online space for everyone. We’re confident that these changes will make your experience smoother and more enjoyable. Thank you for your continued support, and we look forward to your feedback on the new look by sending it to academicscheduling@sjsu.edu. 

AS&SM Workshops & Open Labs

Best Practices Workshop

Friday, September 20, 2024 from 11:00 AM – 12:00 PM (ENG 331): Best Practices in Managing the Class Schedule & Set Up – Join us to explore and discuss best practices in creating the class schedule and how various enrollment control features in MySJSU (PeopleSoft) can support your course enrollment strategies. We will also explore best practices in timelines to cancel, add, and change class schedule data to ensure a positive student experience during the registration process. Please RSVP by 9/13.

Staff Scheduler Labs

Please join us for our Scheduling Open Labs (offered regularly during active schedule production) or email academic.scheduling@sjsu.edu if you have any questions about the various class schedule production processes. Google Calendar Events with Zoom links for each lab are included below for you to directly save to your Google Calendars.

Friday, September 06, 2024 from 11:00 AM – 12:00 PM

Tuesday, September 10, 2024 from 2:00 PM – 3:00 PM

Thursday, September 12, 2024 from 11:00 AM – 12:00 PM

Tuesday, September 24, 2024 from 11:00 AM – 12:00 PM

Friday, September 27, 2024 from 2:00 PM – 3:00 PM

Weekly Ad Astra Labs

For help using Ad Astra Course Planning Tool and to discuss scenarios of how you can use the tools to answer questions and start conversations to make decisions based on the data, join our weekly Ad Astra Strategic Scheduling Labs posted in the ABSO Training/Workshop Calendar (except week of September 16).

Enrollment Status Summary Dashboard

In collaboration with Institutional Research & Strategic Analytics (IRSA), ABSO and AS&SM have developed a downloadable dashboard Enrollment Status Summary Dashboard (ESSD), which will replace our PDF reports. We appreciate the dedication and hard work of the IRSA Team to make this critical dashboard available. We’ve historically published these PDFs onto our website, but as of September 20, 2024, we will discontinue the practice of running daily reports and posting them onto the website. Our plan will also be to remove the historical PDFs from the website and archive into a Google Folder. 

The ESSD data allows departments to answer a number of questions as the Academic Affairs Division strives to meet its budgeted enrollment plan and effective use of classroom resources. Refer to the “Definitions” tab for detailed explanations of column data. We will discuss strategies to use this data along with the Ad Astra Course Planning Tool at the Weekly Ad Astra Labs, including various scenarios when to use ESSD and Astra for planning purposes.

To download the ESSD data into a spreadsheet, in the bottom right corner of the dashboard, hover over the “Choose format to download” button and select “Crosstab”.

Then, select the “Sections” sheet, the format “CSV”, and click “Download”. Once the data is downloaded, you can add a filter to remove the “Totals” columns and save the document as a MS Excel doc or load the data in Google Sheets to filter or add formulas as desired.

 

New ABSO Budget & Finance Hub

As our Hub continues to grow, we are dedicated to improving how we organize and present information. This year, ABSO is focusing on enhancing accessibility through refined content. We are excited to announce the launch of a dedicated website for budget and finance topics. This site features new and enhanced content designed to guide users through the complexities of finance, supporting their journey towards financial success.

Key highlights of the new site include:

  • FAQs covering major funds and processes
  • Calendars detailing state-side budget and PaCE revenue distribution
  • Finance management resources, such as frequently used SJSU@Work queries by the ABSO team!
  • Cheat sheets and best practices

Visit the Hub and click on the Budget & Finance tile to explore the new site!

Fall 2024 Assigned Time Reporting

The Assigned Time Data Entry System for Fall 2024 is now available. Employees responsible for entering and approving time can log in through the IRSA Assigned Time portal.  System access has been updated according to each employee’s role and involvement in the process as approved by the DRO in each college. Those responsible but unable to log in should submit an Access Request Form.   Please check your access before submitting a request form.

Deadline
Please note that all assigned time entries must be entered and approved by the dean no later than Friday, September 20, 2024. Departments should consult their dean’s office as additional internal reporting deadlines may apply.

Contact

2024-25 Vacant Rate

University Vacant Rate is a budgeted salary range for the cost of hiring temporary faculty to cover instruction normally assigned to a tenure track faculty released from instructional assignments.  In light of the recently ratified salary increases, the current rate of $6,838 for a 3 WTU (or 0.2 FTEF per semester) release will increase to $7,204 effective AY 2024-25.

Please refer to the Provost’s Office website for additional information.

If you have any questions, please contact academic-budgets@sjsu.edu.

Academic Scheduling & Space Management Process Updates for Fall 2024

Lecture Rooms Assignments

Effective Fall 2024, all college-managed teaching spaces that can serve as general-purpose lecture spaces are re-assigned as College Managed Lecture (CLEC) Rooms in MySJSU (PeopleSoft) and our Academic Space Planning (Ad Astra) tool. Colleges or their departments will continue to manage these rooms. Please review the CLEC Guidelines describing the processes, a CLEC Rooms List, and FAQs. 

Academic Scheduling OnBase Forms 

Currently, only two approval steps are required for Academic Scheduling OnBase Forms: (1) the Department Chair/School Director and (2) a College Approver. Starting with the publication of the Fall 2024 Class Schedule on April 16, 2024, all forms will be updated to require four steps after submission:

  1. Department Chair/School Director Approval
  2. College Level Reviewer
  3. Dean/Associate Dean Approval
  4. Provost’s Office Designee Approval

To implement these form updates, the Academic Scheduling OnBase Forms will not be available from April 8-15, 2024.

Fall 2024 Class Schedule Timeline

  • March 25-28, 2024: Departments submit Academic Scheduling OnBase Forms to process final changes, adds, or cancellations to be included in the publication of the class schedule. 
  • March 29, 2024: AS&SM starts processing submitted forms and running various reports to validate the class schedule data for accuracy. 
  • April 11, 2024: AS&SM completes the class schedule by 5 p.m. On April 12 and 15, departments are encouraged to access the MySJSU Department Scheduler Extract or Ad Astra’s Academic Course Planning tool to review the schedule.  
  • April 16, 2024: Enrollment Appointments Viewable on MySJSU for Continuing Students. Class schedule available on MySJSU and sjsu.edu/classes. 
    • Departments can begin submitting additional class schedule requests using the updated Academic Scheduling OnBase Forms. 
  • April 23, 2024: Advance Registration for Continuing Students period begins.

Questions? 

Email Sarah Schraeder Cisneros, Associate Director, Academic Scheduling and Space Management.