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Class Sched Users Guide

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					             DB2 Student Database:
                Class and Room
             Scheduling Users Guide
                         (Updated August 4, 2011)




Classroom Scheduling
123 Sproul Hall, #5404
Phone: 642-0313
Fax: 642-0238
Office of the Registrar
University of California at Berkeley
http://registrar.berkeley.edu/schedtoolbox.html
                             Table of Contents

How to Log On and Off .................................................................... 1
Menus................................................................................................ 2
How to Add a Class .......................................................................... 3
How to Modify a Class ..................................................................... 4
How to Delete, Cancel, or Uncancel a Class .................................... 5
Update Class Screen and Data Elements .......................................... 6
Function Keys and Action Field ..................................................... 17
Online Schedule of Classes Special Titles...................................... 18
Room Switching Menu ................................................................... 20
Department Class Reports............................................................... 24
List Classes Screen ......................................................................... 25
List Instructors Screen .................................................................... 26
How to Decouple Secondary Sections ............................................ 27
How to Request Rooms on Update Class Screen ........................... 28
How to Use the Request Attributes Screen..................................... 29
Request Attributes Definitions........................................................ 29
How to Request Rooms After the Room Assignment Window ..... 32
How to Use the Change Course Id Screen...................................... 43
How to Use the Change Section Number Screen ........................... 44
How to Use the CSIR Screen.......................................................... 45
Computer Use Policy ...................................................................... 46
                          How to Log On and Off
Note: If you are using a Macintosh, the recommended software for accessing DB2 is tn3270 X. You
can download the latest version of this software from Brown University's web page at
http://www.brown.edu/cis/tn3270/. If you are using a PC, the recommended software is HostExplorer
2008. You can download the latest version of this software from Berkeley's IST Software Central page
at http://software-central.berkeley.edu/software/89-HostExplorer. With either the Mac or the PC
version, enter "ironwood.berkeley.edu" as the host name, if prompted. With tn3270 (Mac), be sure to
enable SSL (via the "Special" icon) upon initial launch of the program.

To logon to the DB2 STUDENT DATABASE, enter your Userid and Password and press enter. This
is done on the Entry Validation screen (see below). This will take you to the SuperSession Main Menu.
To select the appropriate DB2 Session, type an “S” next to CSTL (CICS STU prod autolog). Next select
Class and Room on the Student Database Main Menu. If you need assistance, connect to the Logging on
to DB2 – Frequently Asked Questions website at
http://registrar.berkeley.edu/Default.aspx?PageID=db2faq.html.

If you are not active on DB2, you will eventually be locked out. When this happens you will
automatically be given the message “Terminal is Locked” and will need to enter your password to
unlock it and go back to the SuperSession Menu or you can press F3 to exit.

To logoff press F9 from any screen or put an “X” next to Quit on the Room and Class Menu and press
enter. At the ENTER NEXT TASK CODE prompt, type “bye” and press enter. On the SuperSession
Main menu press F3 twice to exit. Now you can quit the software.




                                                  1
Menus




  2
                              How to Add a Class
1.   Log on to the Student Database on DB2.

2.   Select CLASS AND ROOM from the main menu. (To do this put an “X” next to the menu item
     and press enter.)

3.   Select DPTCLASS and the correct term from the next menu. (To do this put an “X” next to the
     word “DPTCLASS” and the term designation and press enter.)

4.   Select CLS (Update Class) from the Class Scheduling menu.

5.   To add a class from scratch: Type in the department, course number, “P” or “S”, section
     number, and type instruction format if you are adding a secondary section. You may also type in
     other class data at this time. Press F3 to add the class.

     or

     To add a class by copying another class: (You may do this only if the class to be copied is not
     scheduled in a general assignment classroom. If it is, then use the add method described above.)
     Type in the course id or course control number of the class to be copied and press enter. Change
     the class data and press F3 to add the class.

            If you type in requested days and time, you must also enter requested seats.

            If you leave the enrollment limit blank, it will default to zero and students will not be able
            to enroll through Tele-BEARS.

            If the instructor is not in the database, you will be taken to the List Instructors Screen.
            From here you may select the correct instructor by placing the cursor on the name or if you
            wish to add the instructor you typed in, press F5 and you will be returned to the class
            update screen with the new name added.

            If you are using a General Assignment classroom for the class, Classroom Scheduling
            must enter the room and building data. If you are using a non-GA room and the room is
            not in the database, you will have to ask Classroom Scheduling to add it to the room
            inventory before you enter the room and building data.

            If you type in a time slot that has never been entered, then you will get the message “Time
            slot does not exist. Call Classroom Scheduling to add”.

            If the class requires a different primary/secondary section structure than the default, contact
            Classroom Scheduling to change the course option code.

6.   If any of the data is incorrect, the program will prompt you to change it. Make the necessary
     corrections and press F3 again. Repeat this step until you see the message “Class meeting
     added”.




                                                    3
                           How to Modify a Class
1.   Log on to the Student Database on DB2.

2.   Select CLASS AND ROOM from the main menu. (To do this put an “X” next to the menu item
     and press enter.)

3.   Select DPTCLASS and the correct term from the next menu. (To do this put an “X” next to the
     word “DPTCLASS” and the term designation and press enter.)

4.   Choose CLS (Update Class) from the Class Scheduling menu.

5.   Type in the course id or course control number of the class to be modified and press enter to
     find the class.

6.   Make the necessary changes and press enter.

            If you cannot update the class, then you may be in inquiry mode (check the header at the
            top of the screen). Clear back to the Room and Class Menu. Follow steps 3 through 6
            above.

            If the instructor is not in the database, you will be taken to the List Instructors Screen.
            From here you may select the correct instructor by placing the cursor on the name and
            pressing enter or, if you wish to add the instructor you typed in, press F5 and you will be
            returned to the Update Class screen with the new name added.

            If you type in a time slot that has never been entered, then you will get the message “Time
            slot does not exist. Call Classroom Scheduling to add”.

            If you are using a General Assignment classroom for the class, you must open a room
            switching session (check the Table of Contents for section on Room Switching Menu). If
            you are using a non-GA room and the room is not in the database, you will have to ask
            Classroom Scheduling to add it to the room inventory before you enter the room and
            building data.

            If there are enrollment reservations for the class, you will have to use the Enrollment
            Reservation Screen (F2) to change the enrollment limit.

            If the class requires a different primary/secondary section structure than the default, contact
            Classroom Scheduling to change the course option code.

7.   If any of the data is incorrect, the program will prompt you to change it. Make the necessary
     corrections and press enter again. Repeat this step until you see the message “Class meeting
     modified”.




                                                    4
          How to Delete, Cancel, or Uncancel a Class
Note: To cancel or delete a class that is scheduled in a general assignment classroom, you must open a
room switching session (check the Table of Contents for section on Room Switching Menu).

1.   Log on to the Student Database on DB2.

2.   Select CLASS AND ROOM from the main menu. (To do this put an “X” next to the menu item
     and press enter.)

3.   Select DPTCLASS and the correct term from the next menu. (To do this put an “X” next to the
     word “DPTCLASS” and the term designation and press enter.)

4.   Choose CLS (Update Class) from the Class Scheduling menu.

5.   Type in the course id or course control number of the class to be cancelled or deleted and press
     enter to find the class.

6.   Type “Y” in the “Cancel Sect?” or “Delete Sect?_ Del Meet_?” field and press enter. (If you put
     the “Y” next to “Sect” all meetings/multiple entries for that section will be deleted/cancelled.
     “Del Meet” is used for deleting multiple entry meetings only. If you put the “Y” next to “Meet”
     only that multiple entry meeting will be deleted.)

           Note: If the term has not been frozen (i.e., course control numbers have been assigned) the
           field will be labeled “Delete Sect?_ Del Meet_?” and you have the option of deleting just
           that multiple entry meeting or of deleting all meetings/multiple entries for that section. If the
           term is frozen, the file will be labeled “Cancel Sect?_ Del Meet?_”. Remember if a class is
           deleted, you must re-add it to get it back; however, if a class is cancelled you may
           “uncancel” it - see below.

7.   The program will check to see if any students are enrolled in the class and will warn you if there
     are. This gives you an opportunity to verify that you are cancelling the right class! If you are
     satisfied that you have the right class, press F4 to actually cancel the class and drop the students if
     any. (Note: the students will be dropped that night by a batch program.)

           Note: Deleting/cancelling a primary section with attached secondary sections may result in
           the message "Unable to delete. Lower level sections connected" or "Unable to cancel.
           Orphan(s) will result". Secondary sections must be cancelled first, followed by the primary
           section (in that order).

8.   The cancellation will be confirmed with the message “Class cancelled”.

To Uncancel a class, repeat steps 1 through 5 above.

6.   Use the space bar to erase the “Y” in the “Cancel Sect?” field and press enter to update the class.

7.   The “uncancel” will be confirmed with the message “Class uncancelled”.

8.   Contact the Office of the Registrar to reinstate students if necessary. (Note: if you cancel a class
     with enrollments and then uncancel it the same day, the students will not be dropped.)


                                                     5
                                Update Class Screen




All data elements listed below in Bold are the field identifiers you will see on the screen.

Data element name:

ID Identification Number

Description: Unique identifying number assigned to each class section during a term. Used to find a
class on the database. When the semester is frozen (i.e., course control numbers have been assigned), a
new number is assigned which becomes a CCN. Multiple entry records have the same ID/CCN as the
main record.

Data element name:

CCN Course Control Number

Description: Unique identifying number assigned to each class section during a term. Used to find a
class on the database. Before the semester is frozen, this field contains a working number and is called
an ID.




                                                     6
Data Element Name:

Dept Department

Description: Used in conjunction with the Course Number to identify a specific course offering.
The abbreviation must be in compliance with the Committee on Courses of the Academic
Senate. Appears on the Online Schedule of Classes, Tele-BEARS, and the transcripts of
students enrolled in the course. It is used to translate the department codes into the full name
of the department for printing on documents and reports. Official department abbreviations
are located on the Classroom Management website at
http://registrar.berkeley.edu/Default.aspx?PageID=deptabb.html.

Data Element Name:

Pre Prefix

Description: The first component of a course number. Consists of a single character.

• C designates a cross-listed course
• H designates Honors courses
• N designates a Summer Session course that is not equivalent to a regular session course with the same
number. (Use of this designation is restricted to cases where alternative designation is not feasible—use
of a different number is preferred.)
• R designates courses that meet the Reading and Composition Requirement
• W designates courses that are offered online

The designation “H” indicates an honors course; the designation “C” indicates a cross-listed course; the
designation “R” indicates a reading and composition course (there are exceptions to these).

Data Element Name:

Root

Description: A set of numbers that uniquely identifies a specific course offered by a particular academic
department. It is used in conjunction with the Dept code to indicate whether the course is a lower
division, upper division or graduate level course. One and two digit course number roots indicate lower
division, three digit course number roots with a first digit of “1” indicate upper division, and three digit
course number roots with a first digit greater than “1” indicate graduate level.

Data Element Name:

S1 Suffix 1

Description: In conjunction with Pre, Root and S2, comprises the Course Number. This first suffix
usually indicates that the course is one in a series of courses on the same subject matter, or that the
course can be taken as a self-paced course, or it is a sub-unit of a course, such as a lab, or field work.




                                                      7
Data Element Name:

S2 Suffix 2

Description: In conjunction with Pre, Root and S1, comprises the Course Number. This second suffix
usually indicates that the course is one in a series of courses on the same subject matter, or that the
course can be taken as a self-paced course, or it is a sub-unit of a course, such as a lab, or field work.

Data Element Name:

Course Title

Description: This is the short description of the contents of a course taken from the transcript title on
the Course Approval System. It is printed on a student’s transcript. It is entered by the Records section
of the Office of the Registrar from the course approval form submitted by the academic department and
approved by the Academic Senate Committee on Courses of Instruction. This field is for display only.

Data Element Name:

P/S Primary/Secondary

Description: Used to identify whether the particular section is a Primary or Secondary section. The
primary section is the meeting to which credit is assigned.

Data Element Name:

Sect Section

Description: A three digit alphanumeric key which designates the section. Normally for primary
sections, this field is numeric with leading zeros, i.e., 001, 002, 003, etc. For secondary sections this
field is numeric with leading numbers which indicate a link to a particular primary section, i.e., 101,
201, 301, etc. Section numbers are usually sequential, but are not required to be.

Data Element Name:

ME Multiple Entry

Description: Indicates another record with additional information pertaining to a particular class. An
alpha character differentiating itself from the main record. Beginning with a “C” entry and continuing
alphabetically, the multiple entry is added like a regular class record by pressing F3. The new entry will
contain most of the information the main entry will, but will contain additional instructor names if team
teaching or additional meeting days/times. The “ME” entries should NOT contain the same room and
times or the same instructor name as the main entry. Note: When adding a multiple entry, you may not
copy the main record if it is scheduled in a general assignment classroom.




                                                      8
Data Element Name:

Type

Description: Abbreviation of the instructional format used in a class section meeting. Primary sections
are automatically determined by the Course Approval System. Secondary sections are determined when
the section is added and can be any of the following, as long as it is not the same as the primary.

Instruction format for secondary sections:

CLC-Clinic                      LAB-Laboratory             SLF-Self-paced
COL-Colloquium                  LEC-Lecture                STD-Studio
CON-Conversation                LIS-Listening              SUP-Supplementary*
DEM-Demonstration               REA-Reading                TUT-Tutorial
DIS-Discussion                  REC-Recitation             VOL-Voluntary*
FLD-Field Work                  SEM-Seminar                WBD-Web-Based Discussion
GRP-Directed Group Study        SES-Session                WBL-Web-Based Lecture
IND-Independent Study           SET-Setup*                 WOR-Workshop
INT-Internship                  SIM-Simulcast*

*Students do not enroll in these types of secondary sections.

When adding a secondary section, you may get the message “Instruction format conflicts with course
option. Call Scheduling Office”. In this case, it is necessary for the Scheduling Office to change the
course option code.

Data Element Name:

Opt Course Option

Description: An alphanumeric code which allows certain types of primary and secondary sections to be
linked together on Tele-BEARS, and to display in a specified order on the Online Schedule of Classes.
Course option “A1” allows primary sections to “own” discussion sections. Course option “B1” allows
primary sections to “own” lab sections, etc. Departments do not have access to this field. When adding
a course from a blank screen, the default is “A1.” When adding a course from an existing course, it will
duplicate the course option. If this field needs to be updated, contact Classroom Scheduling to modify
course option codes. Secondary SETs, SIMs, SUPs, and VOLs will not be linked for Tele-BEARS
enrollment.

Data Element Name:

Sec Req Secondary Required

Description: A flag on the primary section of a class indicating whether the secondary sections are
required for Tele-BEARS. The default is “Y” for yes. If a secondary section is not required for Tele-
BEARS, this flag can be changed to “N” for No. If secondary sections are required but the switching of
these secondaries is not, this flag can be changed to an 'F' for Freeze. This will stop students from being
able to switch secondaries during the Adjustment Period of Tele-BEARS. During Phase I & II of Tele-
BEARS, the 'F' flag will be interpreted as a 'Y' and secondaries will be required, but students may switch
secondaries during these early phases.



                                                    9
Data Element Name:

Req Requested

Description: The day, time, building, and attributes requested during the Room Assignment Window
(room numbers cannot be requested).

Data Element Name:

SMTWTFS Days of the week, Sunday through Saturday

Description: A code indicating the day of the week a class is to meet either as requested by the
academic department (Req), which is only used during the initial room assignment process or as an
actual assignment by the department or Classroom Scheduling (Act). The code is alpha, representing
the first letter of the day of the week. In conjunction with the A, P, End, and Begin Data Elements, this
field reserves a particular room for a certain day every week throughout the semester. The requested day
may not match the actual day assigned to the class meeting.

Data Element Name:

Begin Begin Time

Description: Designates the beginning time for a class. In conjunction with the A, P, End, and
SMTWTFS Data Elements, this field reserves a particular room for a certain time every week
throughout the semester. In the Req field, it represents a request by the department for a specific time to
hold a class. In the Act field, it represents the actual time assigned for the class. The requested time
may not match the actual time assigned to the class meeting.

Data Element Name:

A P A.M./P.M.

Description: Note: A=AM - midnight to 11:59 in the morning; P=PM - noon to 11:59 at night.

Data Element Name:

End End Time

Description: Designates the ending time for a class. In connection with the A, P, Begin, and
SMTWTFS Data Elements, this field reserves a particular room for a certain time every week
throughout the semester. In the Req field, it represents a request by the department for a specific time to
hold a class. In the Act field, it represents the actual time assigned for the class. The requested time
may not match the actual time assigned to the class meeting.




                                                     10
Data Element Name:

Pre Prefix

Description: The first component of a room number, sometimes used to designate the floor in a building
in which a class is located. An alphanumeric part of the room designation prefixed to the Room
number, such as B51 Hildebrand This field is only available on the Actual line and not on the
Requested line.

Data Element Name:

Room

Description: A four-digit number representing a room number within a building. Must be entered with
leading zeros. Used in conjunction with the Pre, Suf, and Bldg keys to indicate exactly where on
campus a class meeting is held. This field is only available on the Actual line and not on the Requested
line.

Data Element Name:

Suf Suffix

Description: The last component of a classroom number within a building where the associated class
meeting is held. An alphanumeric part of the room designation suffixed to the Room number. This field
is only available on the Actual line and not on the Requested line.

Data Element Name:

Bldg Building

Description: The name of a requested or actual assigned building depending upon whether it falls on
the Requested or Actual line. The requested building is used by the Room Assignment Program as the
first choice. Each department has a default "Home" building which will be used unless you wish to
change it. Official building abbreviations are located on the Classroom Management website at
http://registrar.berkeley.edu/Default.aspx?PageID=bldgabb.html.

Data Element Name:

Attrib Attributes

Description: Attributes on the Request line represent the type of room attribute requested by the
academic department for a particular class. The “Y” under More? indicates additional requested
attributes exist (Press F6 to access). Used by the Room Assignment Program to assign appropriate
general assignment classrooms to class meetings. In the Actual line the attributes of the actual room
assigned to the course are displayed. If an attribute is left blank, it is not activated. When requested the
field must be filled with a “Y” (check the Table of Contents for sections on How to Use the Request
Attributes Screen and Request Attributes Definitions).




                                                     11
Data Element Name:

Act Actual

Description: The day, time, room, building, and specific attributes of the room actually assigned to a
class for the semester are designated on this line. All consecutive sections of a course that are scheduled
as UNSCHED under days of the week and NO FACILITY under the building are condensed onto one
line in the Online Schedule of Classes.

Data Element Name:

Moving Date

Description: Represents the actual moving date when a new room assignment becomes effective and is
used by Classroom Scheduling during the first three weeks of instruction only. Once updated, it will
display in the search results in the Location field on the Online Schedule of Classes. Departments do not
have access to this field.

Data Element Name:

Instructor

Description: The name of the instructor teaching a particular section. Must be entered last name first,
followed by a comma, a space and first initial, another space and (optionally) a middle initial. Typing a
new Instructor name in this field will cause the system to automatically select the correct Employee ID
from the Human Capital Management (HCM) database if the name is spelled as it appears on HCM and
the department offering the course is the same as (or associated with) the home department of the
instructor. The instructor name must be connected to the HCM database to view/print a class list or
submit grades electronically via Bear Facts. Check the Table of Contents for section on List Instructors
Screen.

Data Element Name:

Seats

Description: The occupant capacity of a classroom according to the Fire Marshal’s orders. Request
seats are entered by the academic department. It is entered numerically; leading zeros are not required.
Actual seats is a display-only field and indicates the actual number of seats available in the room
assigned. The Enr Limit number cannot exceed this number by more than 10%.




                                                     12
Data Element Name:

Enr Limit Enrollment Limit

Description: The number of students allowed to enroll in a section during a semester. The limit is set
by the department. Entered numerically, leading zeros are not required. If it is set to “0”, no students
will be allowed to enroll in the course. It may be set to a maximum of 10% higher than the number of
Actual seats in the room or, if there is no room assigned, than the number of Requested seats. If no
number is entered when a class is added, the enrollment limit defaults to zero. For more information
please see the Berkeley Campus Policy on Course Enrollments Relative to Classroom Capacity located
on the Classroom Management website at
http://registrar.berkeley.edu/Default.aspx?PageID=reserve.html#enroll.

Data Element Name:

Enr Cnt Enrollment Count

Description: The number of students actually enrolled in the class/section at that moment. This field is
display only.

Data Element Name:

Appr Req Approval Required

Description: Marking this field with a “Y” indicates that every student will need a CEC (Class Entry
Code) to enroll in the course. Approval required courses display CLASS ENTRY CODE REQ in the
Restrictions field on the Online Schedule of Classes.

Data Element Name:

Crs Con Course Content

Description: A two-digit numerical code which indicates the subject of a particular section of a class. It
prevents cascading (a.k.a. parallel linking) which occurs on Tele-BEARS when consecutive sections
have identical days and times and is normally used in courses which have multiple primary and/or
secondary sections and each differs in content.

Data Element Name:

Lab Fee Req Lab Fee Required

Description: Summer Only. Marking this field with a “Y” indicates that this is a course whose lab fee is
NOT waived for UC Berkeley students.

Data Element Name:

Spe Ses Special Session

Description: Summer Only. Marking this field with a “Y” indicates that the course is being offered
during dates which are not standard. Start and end term dates must be specified along with three Tele-
BEARS dates. This is normally done by the Summer Sessions Office.


                                                    13
Data Element Name:

Crd Cd Credit Code

Description: Code indicating the grading options available for a course, or the way in which credit
should be calculated for a course.

“PF” means the section is offered PASSED/NOT PASSED only. “SU” means that the section is
offered SATISFACTORY/UNSATISFACTORY only. The only time this field may be modified is
when some sections of a course are approved by the Academic Senate to be offered for a letter grade and
some not. If the section is to be offered for a letter grade, the Crd Cd field is blank.

Data Element Name:

Unit

Description: The number of credit units awarded for completion of a particular course. Used as a
quantitative measure of the difficulty of a course, and of the amount of work required to pass a course.
The field is normally blank on the “Update Class” screen unless on a variable unit course where the
particular primary section is designated with a fixed value; but is displayed on the “List Class” screen.
If a course has been approved by the Academic Senate for multiple numbers of credit, e.g., 1-4, the unit
value can be set at a fixed number of units within that range for a particular section. To reset units to
default/variable value, enter spaces in this field on Update Class. Note: Tele-BEARS cannot handle
half units (e.g. "1.5"). Students wishing to sign up for half units will have to add the class within the
unit range and then submit a petition during OLADS to change units.

Data Element Name:

UC Rq UC Requirement

Description: This field is display only. Each of the following letters corresponds to a course which
fulfills a university requirement:

       W ....... Entry Level Writing
       H ........ American History
       I.......... American Institutions
       C ........ American Cultures
       S......... Subject A
       R ........ American History and Cultures




                                                    14
Data Element Name:

Prnt Print Code

Description: A single-digit alpha character which determines how and if a course will display on the
Online Schedule of Classes.

       A              Multiple entry information is not displayed in the Note field on the Online
                      Schedule of Classes.

       B              “TO BE ARRANGED” is displayed in place of the day, time, room, and building
                      under Location on the Online Schedule of Classes.

       C              NONE of the information for this class and all its multiple entries, if any, are
                      displayed on the Online Schedule of Classes or on Tele-BEARS.

       D              Course control numbers are suppressed on the Online Schedule of Classes (i.e.,
                      "D" is like "E' without the message).

       E              "SEE DEPT" is displayed under Course Control Number on the Online Schedule
                      of Classes instead of the course control number.

       F              After the student enters the primary section, Tele-BEARS displays the secondary
                      sections with a print code "F". The select button shows the sections as if they’re
                      available even if they’re full as long as the next available section, which is
                      suppressed with a print code "C", is at the same day/time and has seats available.
                       After selecting the full secondary section, Tele-BEARS automatically enrolls the
                      student in that next section which is referred to as parallel linking (aka cascading).

       G              Multiple entry information is not displayed in the Note field and "SEE DEPT" is
                      displayed under Course Control Number on the Online Schedule of Classes
                      instead of the course control number ("G" is a combination of "A" and "E").

       H              "SEE NOTE" is displayed under Course Control Number on the Online Schedule
                      of Classes instead of the course control number.

Data Element Name:

No of Weeks Number of Weeks

Description: Summer Only. The number of weeks a class is offered.

Data Element Name:

Lab Fee

Description: Summer Only. The laboratory fee for a course.




                                                    15
Data Element Name:

Delete Sect?/ Cancel Sect?

Description: By entering a “Y”, hitting return, and pressing F4, the section is deleted/cancelled. Before
the term is frozen and course control numbers are set, the section is deleted and no longer exists. After,
the section is canceled but remains on the file with this field populated with a “Y.” If there are any
ME’s (“Multiple Entries”) attached to the section, they are also deleted/canceled at that time.

Data Element Name:

Del Meet? Delete Meeting

Description: By entering a “Y”, hitting return, and pressing F4, the multiple entry only is deleted. May
be used only on multiple entries.

Data Element Name:

Last changed:

Description: Displays the date the record was last updated. This element can only be changed by
updating the record.

Data Element Name:

by:

Description: Displays the DB2 logon of the person who last updated the record or the job name of a
batch update that was run against the semester. This element can only be changed by updating the
record.




                                                    16
                   Function Keys and Action Field
At the bottom of the Update Class screen there are 12 function keys as follows:

F1  – Blank .......... Blanks out the screen without modifying the record
F2  – Enrl Resv.... Goes to the Update Enrollment Reservations screen
F3  – Add............. Adds either a primary or secondary section or multiple entry
F5  – Prv Scn ....... Goes to the previous screen (whatever screen you were last on)
F6  – Attr ............. Goes to the Request Attributes screen
F7  – Prv Cls........ Moves numerically to the previous class
F8  – Nxt Cls ....... Moves numerically to the next class
F9  – Quit ............ Used to log off (check Table of Contents for section on How to Log On & Off)
F10 – List ............. Goes to the List Classes screen
F11 – Cursr........... Sets the cursor (must be in the first position of the field to set) and in
      .................... Summer only, if the Spe Ses field is populated, goes to the Update Special
      .................... Session screen
Clr – Prv Menu.... Goes to the previous menu (Macs have a clear key/PCs have a pause/brake
      .................... key or can map a clear key)
Ent – Process ....... Processes the data entered (must use to modify a record)

Also at the bottom of the Update Class screen in the left-hand corner is the Action Field identified as
“ACT”. In this field you can enter the abbreviation of a particular screen (i.e., SWCHM for the Room
Switching Menu and DPTREPT for Department Reports) and bypass the menu by going there directly.
All abbreviations are listed on the Class Scheduling Menu and the Room Switching Menu just to the
right of the selection field.




                                                     17
         Online Schedule of Classes Special Titles
Special titles display on the Online Schedule of Classes (OSOC) at http://schedule.berkeley.edu in the
note field and are limited to no more than 660 characters including spaces and punctuation. You can
search for special titles by entering a keyword in the Additional Information field.

Special titles can be submitted to Classroom Scheduling anytime between the Room Assignment
Window deadline and the end of the Tele-BEARS adjustment period via email to osoc@berkeley.edu.
Please be sure to include the term in the subject of your email message.

OSOC (pronounced OH SOCK) is updated nightly so special titles will be reflected online the day after
they are submitted.

The following are OSOC special title standards:

1.   Abbreviations must be kept to an absolute minimum.

2.   No italics, underlines, bolds, all caps, or exclamation marks (we do not yell on OSOC).

3.   Special topics are in quotes; regular text is not.

4.   Listing the topic as TBA is not permitted. The special title will be added only after the topic is
     determined.

5.   The http:// is omitted on website URLs due to space limitations.

6.   Area codes must be included in all telephone numbers.

7.   Repeating the catalog/course title is not permitted as it is duplicate information.

8.   Specific contact information (i.e., phone number, email address, etc.) must be included when
     requesting students to contact an individual or office.

9.   Information on multiple entries (added by departments on the Update Class screen) are
     automatically displayed as special titles and should never contain a duplicate instructor name or
     day/time/room/building.

10. All consecutive sections of a course that are scheduled as UNSCHED under days of the week and
    NO FACILITY under the building on the Update Class screen are condensed onto one line on
    OSOC. A special title for this grouping must be attached to the first section of the course.




                                                      18
11. These are spelling standards:

               Tele-BEARS
               Bear Facts
               DE-Cal
               6:00 to 7:30 p.m.
               email
               website
               21st century
               wait list or waiting list
               prerequisite

12. If a course is officially cross-listed (with a "C" prefix), it is considered a single course where all
    parts must be offered and must have a special title which contains the other department, course
    number and section number. This information is manually entered by Classroom Scheduling.
    Room shares will not be identified as such.

13. Special titles will move from one course to another when using the Change Course Id screen and
    from one section to another when using the Change Section Number screen.

14. On the Update Class screen before the term is frozen and course control numbers are set, when a
    course is deleted (not cancelled) and subsequently added back, the special title does not come back
    with it.

15. Course descriptions are not appropriate for special titles. They already display on the catalog
    description link on the Online Schedule of Classes search results.

16. Indicating which courses fulfill the L&S breadth requirements is not appropriate. This information
    is already available on the L&S Breadth Requirement Search website at http://ls-
    breadth.berkeley.edu/search.php. A link to this website is on the Online Schedule of Classes home
    page.

For instructions on building a direct link into OSOC search results, click on
https://orqa.berkeley.edu/OSOC/Default.aspx?PageID=searchlinks.html. Check out the American
Cultures website at http://amercult.berkeley.edu as an example of a search link (there are two links in the
left hand column under the appropriate term).




                                                      19
                            Room Switching Menu




The Room Switching Menu is used to make day, time and room changes to courses currently scheduled
in general assignment classrooms by providing the ability for departments to cancel, reassign or release
general assignment classrooms online. This does not include changes involving cross-listed courses or
room shares which must be submitted to Classroom Scheduling.

Please note that room changes involving the assignment of departmentally controlled space must be
entered on the Update Class screen. When moving a class from a general assignment classroom to
department space, the old room must be released first and the session terminated. After this has been
completed, the new room can be entered on Update Class.

To get to the Room Switching Menu:

1.   Log on to the Student Database on DB2.

2.   Select CLASS AND ROOM from the main menu. (To do this put an “X” next to the menu item
     and press enter.)

3.   Select DPTCLASS and the correct term from the next menu. (To do this put an “X” next to the
     word “DPTCLASS” and the term designation and press enter.)

4.   Select SWCHM (Room Switching Menu) from the Class Scheduling menu.

The following pages list each of the options from the Room Switching Menu and their description.

                                                    20
SWCH                     Switch Rooms--Classes
Upon entering the Room Switching Menu, the department will already be designated based on DB2
access unless it’s a College-level user who must enter the department abbreviation. Before the first
session can begin, you will be required to enter your email address. This is to allow Classroom
Scheduling to notify you in case a session is open longer than seven days, needs to be terminated prior to
a particular job run (i.e., the assignment of course control numbers), or is no longer accessible. To begin
a new session, press F3 and a session number will be assigned. Select “Switch Rooms--Classes” and
call up the course to be modified. You may then make any of the following changes:

To delete/cancel a class scheduled in a general assignment classroom:

1.   Type in the course id or course control number of the class to be cancelled or deleted and press
     enter to find the class.

2.   Type “Y” in the “Cancel Sect?” or “Delete Sect?_ Del Meet_?” field and press enter. (If you put
     the “Y” next to “Sect” all meetings/multiple entries for that section will be deleted/cancelled.
     “Del Meet” is used for deleting multiple entry meetings only. If you put the “Y” next to “Meet”
     only that multiple entry meeting will be deleted.)

           Note: If the term has not been frozen (i.e., course control numbers have been assigned) the
           field will be labeled “Delete Sect?_ Del Meet_?” and you have the option of deleting just
           that multiple entry meeting or of deleting all meetings/multiple entries for that section. If the
           term is frozen, the file will be labeled “Cancel Sect?_ Del Meet?_”. Remember, if a class
           is deleted, you must re-add it to get it back; however, if a class is cancelled you may
           “uncancel” it.

3.   The program will check to see if any students are enrolled in the class and will warn you if there
     are. This gives you an opportunity to verify that you are cancelling the right class! If you are
     satisfied that you have the right class, press F4 to actually cancel the class and drop the students,
     if any. (Note: the students will be dropped that night by a batch program.)

           Note: Deleting/cancelling a primary section with attached secondary sections may result in
           the message "Unable to delete. Lower level sections connected" or "Unable to cancel.
           Orphan(s) will result". Secondary sections must be cancelled first, followed by the primary
           section (in that order).

4.   The cancellation will be confirmed with the message “Class cancelled”.

To reassign a general assignment classroom:

1.   Type in the course id or course control number of the class to be modified and press enter to
     find the class.

2.   Type in the day/time/room/building and press enter. When a room that is assigned to another
     course is entered online, you will get the message “Other assignments shown. Press PF3 to make
     new assignment”. By pressing F3, the new assignment is made. You may also get the message
     “Room too small for Enrollment Limit”. If this should happen, press F11 to go to the Update
     Class screen and adjustment the enrollment limit accordingly. Press F5 to return to the room
     switching session.




                                                     21
3.   If you attempt to enter a general assignment classroom which has not been assigned to your
     department, you will get the message “Unable to make new assignment. Not exact match with
     another department class”. This message will also appear if you enter a partial room assignment
     which is called "breaking a block". When a block of time in a general assignment classroom is
     assigned to a course, the department may switch it to another course or release it back to
     Classroom Scheduling. It may NOT take part of the time and give the remaining time back as this
     does not constitute good utilization of space.

To release a general assignment classroom:

1. Type in the course id or course control number of the class to be modified and press enter to find
   the class.

2.   Space over the day/time/room/building and press enter.

SESSL           List Sessions
Lists all room switching sessions for the term you originally selected upon entering the system. Each
session is numbered and has a start date, UserID, remark, and indicates whether it is currently active and
if session conflicts still exist. There cannot be more than one active session open at a time. Any active
session will always be displayed at the top of the list. Putting your cursor on one of the sessions listed
and pressing enter will select that particular session and return you to the Room Switching Menu for
your next selection.

CONF             List Session Conflicts
Lists all conflicts (one room assigned to two courses without its being a room share) within the open
session so they can be resolved prior to terminating the session. A session cannot be terminated as long
as there are conflicts listed on this screen. If a conflict is actually a “room share” between two courses,
please contact Classroom Scheduling.

REL              List Net Releases
Lists all general assignment classrooms which will automatically be released back to Classroom
Scheduling when the session is terminated. Be sure to double check all releases. Once a room is
released, it is immediately available for reassignment to another department.

TERM            Terminate Session
Allows the termination of an open session provided there are no room conflicts. The session may remain
open however the message "Room Switching for this dept in progress" will appear on Update Class and
limit the kind of changes that can be made. An open session also prevents Classroom Scheduling from
making any new room assignments so please do not leave a session open longer than necessary!

RMRK            Update Session Remark
A remark, no more than 35 characters in length, can be entered as a reminder of the status of an open
session like “WAITING FOR PROF SMITH” or the reason the session was transacted like
“INCREASED ENROLLMENT EXPECTED IN 1A”. The remark can be updated at any time, even
after the session has been terminated. The remark can be deleted by pressing F4.

AUD           List Room Switch Audit
Shows audit records of the changes made to a particular room assignment during the current session.
Upon entering the day/time/room/building, it displays a history of the releases and assignments within
the session.



                                                     22
SWCHREPT Room Switching Reports
There are two Room Switching Reports which provide a record of an individual room switching session.
Both reports list the following fields: Action, Department, Course, Section, Days, Time, Room,
Building, User, and Date. For information on running and transferring these reports, check the Table of
Contents for sections on Department Class Reports and Transferring the Report to your Desktop. They
are as follows:

   RESR231 Room Switch Audit by Course
   -List of all courses involved in a single room switching session and sorted by Course and Section
   numbers. Used to determine the room assignment of each section starting with the original room
   assignment and ending with the final outcome.

   RESR236 Room Switch Audit Chronology
   -List of all room switching transactions in chronological order for a single session. Used to trace the
   path of various room changes.




                                                    23
                         Department Class Reports
The following Department Class Reports can be run on the UCB REPORTING SYSTEM by selecting
the job and pressing F2 to submit. You will automatically be sent to the JOB SETUP SCREEN to
specify the parameter term and the 7-character department code. Please note that all sub-departments
must be run separately. Official department abbreviations are located on the Classroom Management
website at http://registrar.berkeley.edu/Default.aspx?PageID=deptabb.html.

Press F2 again to submit. You will then be returned to the main reporting screen. The screen must be
refreshed by pressing <enter> or <return> repeatedly until '0000' appears in the STATUS column. This
indicates that the job is finished (a code of '0004' indicates that the job is still running). It may take a
few minutes for the job to finish. All reports run immediately and can be viewed online. Press F4 to go
to the Job Review Screen to view the completed report. Depending on the length of the report, you may
have to press F8 to page forward.

RESR116         Percentage Prime Time Requests
-Lists the percentage of prime time room requests for general assignment classrooms to ensure
compliance with the 70%/30% policy on the time ratio. Prime time is defined as follows:
                 MWF: 9am - 3pm        TT: 9:30am - 3:30pm         MTWTF: 9am - 3pm

During the Room Assignment Window, departments must limit prime time requests to no more than
70% of the total general assignment space requests. The first three columns on this report refer to only
primary sections in prime time. The second three columns include both primary and secondary sections.
These numbers are used to determine compliance. Both the third column titled “Percent Primary
Requests” and the last column titled “Percent Prime-time” cannot be over 70.

Please note you must have the minimum information of Requested days, times and seats in order for a
course to be considered as having a room request.

RESR238         CSIR Report for One Department
-List of courses sorted by Course and Section numbers. Used to double check data entry done in
response to a CSIR Error and Omissions report (for detailed information on the Class Schedule and
Instructional Report (CSIR), go to the Office of Planning & Analyses website at
http://opa.vcbf.berkeley.edu/csir/UsersGuide.cfm.). Primary sections with zero enrollment are not
included. This report lists the following fields: Course Control Number, Course, Section, Days, Time,
Room, Building, Units, Instructor, Employee ID, Instructor Function, Class Type, Class Org, Instructor
Hours, Room Hours, Student Hours, and Number of Weeks.

RESR265        Class Master List for One Department
-List of courses sorted by Course and Section numbers. This report is informational and lists the
following fields: Course Control Number, Department, Course, Section, Days, Time, Room, Building,
Enrollment Limit, and Enrollment Count.

RESR266         Requested Hours for One Department
-List of requested hours sorted by Course and Section numbers and used during the Room Assignment
Window. Total requested hours cannot exceed 110 percent of the number of hours per week scheduled
in general assignment classrooms during the previous corresponding semester. This number is included
in the Room Assignment Window memo for each department. Must be in compliance prior to the
running of the Room Assignment Program.


                                                     24
                                 List Classes Screen




This screen lists all the sections for a course and all the courses for a department in short form except for
Fall and Spring cancelled courses. It lists every section on one line, and provides the ID, department,
course number, primary/secondary flag, type, section, multiple entry flag, instructor, meeting day, time,
room and building, exam group, print code, number of units, credit code, and enrollment count. The
summer version of this screen displays cancelled courses and the number of weeks in lieu of the exam
group, print code, and credit code.

It is accessed directly from the menu or from the Update Class screen by pressing F10. To return to the
Update Class screen, move the cursor to the specific section, and press enter.

There are two items on this screen, which are unavailable on the Update Class screen.

1. Unit value code: the number of credit units awarded for completion of a particular course. Used as
   a quantitative measure of the difficulty of a course, and of the amount of work required to pass a
   course. This is normally blank on the Update Class screen, unless on a variable unit course, where
   the particular primary section is designated with a fixed unit value.

2. Exam group code: this indicates when a final examination for a specific primary course section will
   be held. Each class listing a final on the Online Schedule of Classes has an exam group code next to
   it so students can check when the final exam for that course section will be given and can choose
   classes to avoid scheduling conflicts at exam time. Courses with no final exam are marked with an
   asterisk (*). Final examinations for courses marked with a hyphen (-) will be arranged later.


                                                      25
                            List Instructors Screen




The Student Database has a list of current instructor names.

When adding or changing an instructor’s name to a record on either the “Update Class” or “Update
CSIR” screens, the system checks this entry against the list of instructor names. If this name is not
found on the list or if the department offering the course is not the same as (or not associated with) the
home department of the instructor, the “List Instructors” screen will appear. What is typed on the
Instructor line on the “Update Class” screen will appear on the “List Instructors” screen in the Short
Name column.

Check the spelling (including first and middle initials as well as the comma after the last name), against
the list of instructors shown.

If you have typed the name correctly and want to add the name to the list, press F3.

                               OR

If you want to select a name from the list shown, place your cursor on the correct instructor name and
press return. The name will be selected and placed on the Instructor line on the “Update Class” or
“Update CSIR” screen, to which you will be returned, and the record updated. Please note: for
electronic grade purposes, it is very important that the name you choose is connected to the employee
identification number (Empl Id). If the correct name is not chosen, the instructor will be unable to
view/print a class list or submit grades electronically via Bear Facts. Any instructor can enter E-Grades
but only those with instructor function code 1 or 3 can submit them.
                                                      26
                                 How To Decouple
                                Secondary Sections
Enter "N" under "Sec Req" (Secondaries Required) to decouple all primary sections from all secondary
sections of a given course. This will cause Tele-BEARS to ignore all secondary sections of the course.
There are several reasons to choose to de-couple a section. You can help students enroll who are on the
wait list for a full secondary section, but are attending another section, by decoupling the sections. De-
coupling also allows extra students to enroll assuming the sections will sort themselves out. In this case,
compliance with the Berkeley Campus Policy on Course Enrollments Relative to Classroom Capacity is
required (http://registrar.berkeley.edu/Scheduling/reserve.html#enroll). The catch here is that section
enrollment needs to be managed manually offline, since the system will have no record of secondary
section enrollments, except for any students who may have enrolled into secondary sections before they
were decoupled. The "Sec Req" field is in the upper right corner of the Update Class Screen.




                                                     27
                        How To Request Rooms
                       on the Update Class Screen
The initial room assignments for each semester are made using a computer algorithm program which
takes all of the room requests entered by department schedulers and makes appropriate assignments
based on requested days, times, seats, room attributes, and preferred building.

Enter requested days, times, seats, building, and attributes to get a room assignment during the Room
Assignment Window; thereafter the Requested field will be frozen and departments are required to
submit a Room Request Form. Any special needs not represented on the Request Attributes Screen (see
next page) should be submitted in a memo to Classroom Scheduling. Please be sure to enter room
requests online on the Requested line and not the Actual line!

The most popular "Top Four" requested attributes are accessible on this screen. The complete list of
requestable attributes are accessible on a second screen. Press F6 to request additional attributes for an
existing course. If a class has additional requested attributes, a "Y" will be displayed under "More?".




                                                     28
       How To Use the Request Attributes Screen




To reach this screen, press F6 from the Update Class Screen.

To request room attributes for a class: Enter "Y" next to all desired attributes and press enter to update
or, if you wish to return to the Update Class Screen without making changes, press F5.

Do not request more attributes than are needed as doing so will severely limit the number of
rooms which qualify. The Room Assignment Program will only assign rooms that exactly match the
requested attributes. A detailed description of available room attributes follows.

                    Request Attributes Definitions
Disabled Instructor Access
     Room is suitable for use by a disabled instructor and both the room and building are wheelchair
     accessible.
Seating Seminar (plain chairs)
     Conference style room with a large table in the middle surrounded by plain chairs. Seminar rooms
     range in size from 14-30, but most seat 15.
Seating Movable Tablet Arm
     Room contains movable chairs (not bolted to the floor) with a single tablet arm table attached to
     each. This attribute also includes seminar rooms with movable plain chairs.
Single Projection (screen)
     A single screen ranging in size from 5x5' and up used to project images is mounted on the wall of
     the room.


                                                     29
Movement Activities (large, flat, MTA)
     Room must have a capacity of at least 50, a level floor, and movable chairs. Requested for classes
     with activities which require movement. Please return the chairs to their original position at the
     end of each class.
VHS Video
     Room contains equipment capable of playing back VHS video. Requested by instructors who plan
     frequent VHS video use during the semester.
Computer Data Display
     Room contains equipment which allows computer data to be displayed on a projection screen.
Ethernet Connection
     Room contains an Ethernet port available for connectivity to the Internet via the mainframe
     campus computer.
Audio Podcast Recording Enabled
     Automated recording of lecture audio only delivered to webcast.berkeley.edu and iTunesU from
     selected classrooms. There is at present no cost for this service. Contact
     webcast@media.berkeley.edu for details.
Video Podcast Recording Enabled
     Automated recording of lecture audio and video delivered to webcast.berkeley.edu, iTunesU and
     YouTube from selected classrooms. There is a charge per semester for this service.
     Contact webcast@media.berkeley.edu for details.
Screencast Recording Enabled
     Automated recording of the output from a computer or document camera along with audio
      delivered to webcast.berkeley.edu, iTunesU and YouTube from selected classrooms. There is no
     cost for this service. Contact webcast@media.berkeley.edu for details.
DVD Player
     Room contains a digital video disc player capable of playing back a DVD. Requested by
     instructors who plan frequent DVD use during the semester.
Multiple Chalkboards
     Chalkboards which exceed 150 square feet. Requested by Econ, Math, and Stat instructors which
     need large amounts of chalkboard space. Please note: ALL general assignment classrooms have
     chalkboards.
Map Hooks
     Room contains hooks mounted on the wall designed to hold maps.
Stage/Platform
     Room contains a raised stage or platform located at the front of the room.
Stage Rotating
     The only room with this attribute is 1 Pimentel and the only departments which request it are
     Chemistry and Physics. The stage is three sided with each side containing a demonstration bench.
     Two sides can be setup for demonstrations while the third is in use.
Demonstration Bench Sink/Water                       Demonstration Bench Distilled Water
Demonstration Bench Compressed Air                   Demonstration Bench Vacuum
Demonstration Bench Gas Outlet                       Demo Bench Electrical Outlets 110 AC
Demo Bench Electrical Outlets 110 DC                 Demo Bench Electrical Outlets 220 AC
     Demonstration bench attributes can contain a sink with plain or distilled water, compressed air, a
     vacuum, a gas outlet and/or electrical outlets of various volts. Normally only requested by
     Chemistry and Physics for demonstration purposes.
Lighting Adjustable
     Room contains dimmable lighting or stepped lighting in independent rows. Requested by
     instructors who wish their students to take notes while using an overhead projector, playing a
     video, etc.



                                                   30
Windows
Windows Some Openable
Windows All Darkenable
    Window attributes can contain at least one window, one window which opens, or windows which
    are painted or covered with blinds, drapes, or blackout shades.




                                               31
                   How To Request Rooms
            After the Room Assignment Window
After the initial room assignments for each semester are made using a computer algorithm, room
requests are submitted via the Online Room Request Form at https://or.berkeley.edu/RoomRequest.
Room requests are accepted anytime between the completion of the Room Assignment Window and the
end of the second week of instruction.

Please read the home page and then click on the link at the top to "Logon using CalNet's Authentication
Web Server."




                                                   32
Once you're in select the Term and Year from the pull-down menus, enter a valid Course Control
Number from DB2, and click on "Look up Course."




THE FOLLOWING INFORMATION WILL AUTOMATICALLY BE POPULATED:

1.   Contact Person, Email, and Phone Number – This information is pulled from the CalNet Directory.
     Only Department Schedulers and their backups are authorized to submit room requests.

2.   Department, Course Number, P/S, Section, ME, and Type – This information is pulled from DB2
     and is based on the Course Control Number entered on the above page.

3.   Current Days/Times, Room Number, and Building – Pulled from the ACTual (not REQuested)
     fields on DB2.

4.   Requested Attributes – These are automatically pulled from DB2.




                                                  33
Online Room Request Form




           34
     REQUIRED FIELDS:

1.   1st Choice Days/Times for Fall or Spring – Either click on “Use Current Days/Times for 1st
     Choice” or enter new days/times. Only requests in standard time configurations will be accepted.
     Room requests for Summer that involve changes to the currently assigned days/times requires the
     approval of Summer Sessions. In this case you will need to submit a Summer Sessions Course
     Action Form at https://summer-app.berkeley.edu/forms/course_action/.

2.   2nd Choice Days/Times – Can’t be the same days and times as the 1st Choice and is required from
     the time the form becomes available for a new term to the when Tele-BEARS begins. Only
     requests in standard time configurations will be accepted.

3.   Requested Seats Range – Seat range minimum is 14, maximum is 732. When specifying a
     Preferred Building, the Requested Seat Range must fall within the minimum and maximum
     capacities of the room in that building. When specifying both a Preferred Building and Preferred
     Room Number, the Requested Seat Range must equal the exact capacity of that room.

OPTIONAL FIELDS:

1.   Preferred Building – Pull-down menu of general assignment buildings. The Requested Seats
     Range cannot be less than the minimum or greater than the maximum of the classrooms in this
     building.

2.   Preferred Room Number – Pull-down menu of the general assignment classrooms in the preferred
     building along with their corresponding capacities. The Requested Seats Range cannot be less
     than or greater than the capacity of this room.

3.   Requested Attributes – You may click on "Add/Change Attributes" to modify. Attribute
     Definitions can be viewed as well by clicking on “Attribute Definitions” or going to pages 29 and
     30 of this Users Guide.

4.   Copy all correspondence to – You may enter multiple “berkeley.edu” email addresses with each
     separated by a comma. These addresses will receive copies of all emails generated from the
     submitted to the completed. This is especially important for courses that are cross-listed or room
     shared where you can enter the other department schedulers’ email address. This will facilitate
     communication among collaborating departments.

5.   Cross-listed or room shared with – You may enter all partnered sections along with the enrollment
     limit split you want, should a new room be assigned.

6.   Comments – You may enter any text that’s pertinent to the request even after the request has been
     submitted (e.g. you want to cancel the request, you need to correct information submitted on the
     original request, etc.).




                                                   35
SUBMITTING A ROOM REQUEST:

1.   After completing the Online Room Request Form, click on "Continue" to proceed or "Go Back" to
     begin a New Request.

2.   Clicking Continue will display the confirmation page where you can click on "Submit Request" to
     proceed or "Modify Request" to make changes to the room request.

3.   Clicking "Submit Request" will display the final confirmation page. This will automatically
     generate an email to you confirming your request. The email you receive includes a link back to
     that request allowing you to easily locate the request and add comments as needed.




                                                  36
Requested Attributes




         37
Modify or Submit Room Request




              38
Request Confirmed




        39
                          Multiple Entry Requests




1.   If you enter a Course Control Number that has a multiple entry containing an additional day, time
     or room, you will be asked to Choose Course.

2.   Select the appropriate record and proceed with completing the Online Room Request Form.

3.   In the "Comments" field indicate whether or not this is a two-part Multiple Entry room request.




                                                   40
                                 Pending Requests




1.   Once a room request has been submitted, you may click on the link at the top of the page to view
     "My Active Requests."

2.   You may not edit the room request after it has been submitted but you can select it and click on
     "Add Comment" to communicate additional information that may have been missed. This will
     automatically generate an email to you confirming your request.

3.   The request will remain active until it has been processed by Classroom Scheduling staff.

4.   Notification will be sent to you via email regarding the outcome of your room request.




                                                   41
                              Processed Requests




1.   Once a room request has been completed, you may click on the link at the top of the page to view
     "My Processed Requests." This will provide you with a historical record of all requests submitted
     by you and subsequently processed by Classroom Scheduling staff.




                                                  42
       How To Use the Change Course Id Screen




This screen is used to turn one course into another. It is course specific meaning ALL sections of the
old course become the ALL sections of the new course. You cannot change a single section into a new
course.

1. Type the course id of the course you wish to change in the upper portion of the screen

2. Type the course id of the new "revised" course in the lower portion of the screen.

3. Press enter (return key) to change all sections of the current course to the revised course.

The revised course will retain the same course control number (or course id) as the old course.
Additionally, if there are students enrolled, they will now be enrolled in the new course.

Note: if there are general assignment classrooms assigned to the course, contact Classroom Scheduling
to request the course id change.




                                                     43
                        How To Use the
                  Change Section Number Screen




This screen is used to turn one section into another but is only available before course control numbers
have been assigned. Note: you cannot turn a section into another that already exists.

1. Type the the course id of the section you wish to change and press enter (return key).

2. Type the new section number in the space provided below.

3. Press enter (return key) to change the section number.

The Change Section Number Screen is unavailable after the term is frozen.

Note: if there are general assignment classrooms assigned to the section, contact Classroom Scheduling
to request the section number change.




                                                    44
                       How to Use the CSIR Screen




The Class Schedule and Instructional Record (CSIR) is the system of record for all data concerning
teaching activity and space utilization. Such data influence resource allocation decisions at all levels.

Specifically, CSIR data is used:

       • by the Budget and Interdepartmental Relations Committee when it conducts FTE
       allocations;
       • to distribute resources for Temporary Academic Support and faculty authorizations;
       • to report instructional workload to the Office of the President and California
       Legislature;
       • for annual space Utilization reports affecting capital project funding;
       • to determine whether a department is meeting its goals as outlined in individual
       departmental teaching policies (e.g., number of classes taught per ladder faculty);
       • to keep track of average class size and types of courses taught by individual faculty;
       • for Ad Hoc Reporting.

For detailed information on how to use the Update CSIR screen, go to CSIR User’s Guide at
http://opa.berkeley.edu/csir/UsersGuide.pdf.




                                                      45
                              Computer Use Policy
Please note that this userid and computer service is available to University of California at Berkeley
faculty and staff in support of their university-related activities. Use of this computer service is
governed by the following Computer Use Policy. Please note in particular that University policy
prohibits the use of University resources for any non-University business, conflict of interest situations
which may result in University financial losses or impaired University operations and fraud.

The URL where the original Computer Use Policy document can be found is:

                                http://itpolicy.berkeley.edu/usepolicy.html


                                University of California, Berkeley
                                     Computer Use Policy
                                         ~May 11, 2001~

In support of the University's mission of teaching, research, and public service, the University of
California, Berkeley provides computing, networking, and information resources to the campus
community of students, faculty, and staff.

Rights and Responsibilities

Computers and networks can provide access to resources on and off campus, as well as the ability to
communicate with other users worldwide. Such open access is a privilege, and requires that individual
users act responsibly. Users must respect the rights of other users, respect the integrity of the systems
and related physical resources, and observe all relevant laws, regulations, and contractual obligations.

Students and employees may have rights of access to information about themselves contained in
computer files, as specified in federal and state laws. Files may be subject to search under court order. In
addition, system administrators may access user files as required to protect the integrity of computer
systems. For example, following organizational guidelines, system administrators may access or
examine files or accounts that are suspected of unauthorized use or misuse, or that have been corrupted
or damaged.

Existing Legal Context

All existing laws (federal and state) and University regulations and policies apply, including not only
those laws and regulations that are specific to computers and networks, but also those that may apply
generally to personal conduct.

Misuse of computing, networking, or information resources may result in the restriction of computing
privileges. Additionally, misuse can be prosecuted under applicable statutes. Users may be held
accountable for their conduct under any applicable University or campus policies, procedures, or
collective bargaining agreements. Complaints alleging misuse of campus computing and network
resources will be directed to those responsible for taking appropriate disciplinary action. Reproduction
or distribution of copyrighted works, including, but not limited to, images, text, or software, without
permission of the owner is an infringement of U.S. Copyright Law and is subject to civil damages and
criminal penalties including fines and imprisonment.

                                                     46
Examples of Misuse

Examples of misuse include, but are not limited to, the activities in the following list.

       • Using a computer account that you are not authorized to use. Obtaining a password
          for a computer account without the consent of the account owner.
       • Using the Campus Network to gain unauthorized access to any computer systems.
       • Knowingly performing an act which will interfere with the normal operation of
          computers, terminals, peripherals, or networks.
       • Knowingly running or installing on any computer system or network, or giving to
          another user, a program intended to damage or to place excessive load on a
          computer system or network. This includes but is not limited to programs known as
          computer viruses, Trojan horses, and worms.
       • Attempting to circumvent data protection schemes or uncover security loopholes.
       • Violating terms of applicable software licensing agreements or copyright laws.
       • Deliberately wasting computing resources.
       • Using electronic mail to harass others.
       • Masking the identity of an account or machine.
       • Posting materials on electronic bulletin boards that violate existing laws or the
          University's codes of conduct.
       • Attempting to monitor or tamper with another user's electronic communications,
          or reading, copying, changing, or deleting another user's files or software without
          the explicit agreement of the owner.

Activities will not be considered misuse when authorized by appropriate University officials for security
or performance testing.

Additional Use Policies

The Computer Use Policy applies to use of all Berkeley Campus computing resources. Additional
computer and network use policies and terms and conditions may be in place for specific electronic
services offered by the campus.

In particular, the UCLink and Home IP services, as well as the Microcomputer Facilities, have
additional policies that govern use of these services. The University of California Electronic
Communications Policy applies to the use of UC computers and networks for electronic
communications. You must familiarize yourselves with any of these when you agree to use these
services.




                                                      47
Appropriate Use

UC Berkeley extends to students, faculty, and staff the privilege to use its computers and network. When
you are provided access to our campus network, you are enabled to send and receive electronic mail
messages around the world, share in the exchange of ideas through electronic news groups, and use Web
browsers and other Internet tools to search and find needed information.

The Internet is a very large set of connected computers, whose users make up a worldwide community.
In addition to formal policies, regulations, and laws which govern your use of computers and networks,
the Internet user community observes informal standards of conduct. These standards are based on
common understandings of appropriate, considerate behavior which evolved in the early days of the
Internet, when it was used mainly by an academic and highly technical community. The Internet now
has a much wider variety of users, but the early codes of conduct persist, crossing boundaries of
geography and government, in order to make using the Internet a positive, productive, experience. You
are expected to comply with these informal standards and be a "good citizen" of the Internet.

Enforcement

Penalties may be imposed under one or more of the following: University of California regulations, UC
Berkeley regulations, California law, or the laws of the United States.

Minor infractions of this policy or those that appear accidental in nature are typically handled informally
by electronic mail or in-person discussions. More serious infractions are handled via formal procedures.
In some situations, it may be necessary to suspend account privileges to prevent ongoing misuse while
the situation is under investigation.

Infractions by students may result in the temporary or permanent restriction of access privileges,
notification of a student's academic advisor and/or referral of the situation to the Student Conduct
Office. Those by a faculty or staff member may result in referral to the department chairperson or
administrative officer.

Offenses which are in violation of local, state, or federal laws may result in the restriction of computing
privileges, and will be reported to the appropriate University and law enforcement authorities.

General Information:

For clarification of policies and guidelines applying to Berkeley Campus computing and
communications resources, including this Computer Use Policy, contact policy@uclink.berkeley.edu.
Related policies are available online at the Campus IT policies website at
http://cio.berkeley.edu/policies.html.

If you would like to obtain paper brochure copies of this Computer Use Policy, including quantities to
distribute at your campus location, please contact policy@uclink.berkeley.edu.

Reporting Misuse:

Report misuse of campus electronic communication resources to abuse@berkeley.edu. For abuse from
off-campus, see: Responding to Inappropriate Use of Computing and Network Resources at
http://socrates.berkeley.edu:7015/abuse.html.



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