Category Archives: Academic Scheduling & Space Management

Enrollment Status Summary Dashboard: Spring 2025 Available

In support of our Spring 2025 class schedule production (regular session), Institutional Research & Strategic Analytics (IRSA) have added Spring 2025 to the term filter in the Enrollment Status Summary Dashboard (ESSD). The dashboard will auto-populate to Fall 2024 until September 18, 2024, which is Enrollment Census Date. On September 19, 2024, the dashboard will switch over to auto-populate to Spring 2025.

What is this the Enrollment Status Summary Dashboard (ESSD)? ESSD data allows academic colleges and departments to answer a number of questions as the Academic Affairs Division strives to meet its budgeted enrollment plan and review their regular session class schedules, including the effective use of classroom resources. Refer to the “Definitions” tab in the dashboard for detailed explanations of column data. The dashboard data refreshes nightly from MySJSU (PeopleSoft).

How do I use the dashboard for Spring 2025? You can view the “rolled” Spring 2025 class schedule data (copied from Spring 2024), which is currently being directly adjusted by department scheduling staff in MySJSU (PeopleSoft) through September 30, 2024. Between October 1-18, 2024, Academic Scheduling & Space Management (AS&SM) staff will audit and make final revisions to the data. The Spring 2025 class schedule will be posted on Tuesday, October 22, 2024 and advance registration for continuing students will begin on Tuesday, October 29, 2024. Refer to the Registrar’s Office Spring 2025 Calendar for important student and instructor dates and deadlines.

How do I download ESSD Data? To download the ESSD data into a spreadsheet, in the bottom right corner of the dashboard, hover over the (1) “Choose format to download” button and select (2) “Crosstab”.

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Then, select (1) the “Sections” sheet, (2) the format “CSV”, and click (3) “Download”. 

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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.

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.

 

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.

Courses & Their Classification Workshop Recording & Slides

Yesterday, Tuesday, February 6, 2024, we offered our workshop on Courses & Their Classifications. This workshop is part of the suite of ABSO Training Courses announced last November, and was co-hosted by the staff in the Office of Academic Scheduling and Space Management and the Office of Undergraduate Education (Curriculum). We are sharing the workshop recording and slides with those of you who may have missed the workshop or would like access for future reference.

The workshop reviewed the curricular structure (courses vs. classes), how they relate to course classifications and how this impacts requirements for class time, and the process and timelines for curricular changes as published officially in the annual Academic Catalog. This workshop was primarily designed for department schedulers, but any SJSU staff or faculty are welcome to review the recording and slides. We are planning to include this workshop recording as a small part of a larger “Introduction to Academic Scheduling” class planned as part of the ABSO Training Courses.

Courses & Their Classification Workshop

As part of the suite of ABSO Training Courses announced last November, we are excited to announce a workshop on Courses & Their Classifications on Tuesday, February 6, 2024 from 11:00-11:45 AM via Zoom. This workshop is co-hosted by the staff in the Office of Academic Scheduling and Space Management and the Office of Undergraduate Education (Curriculum).
The workshop will review the curricular structure (courses vs. classes), how they relate to course classifications and how this impacts requirements for class time, and the process and timelines for curricular changes as published officially in the annual Academic Catalog. This workshop is primarily for department schedulers, but any SJSU staff or faculty are welcome to attend.