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Electronic Course Scheduling

Course Schedule Preparation

Department staff enter all schedule data directly to the Electronic Course Scheduling (ECS) system which is then uploaded to PeopleSoft. A year's schedule is "rolled forward" to the next academic year. Departments are typically advised to update fall schedules in early December, and spring schedules in mid-January. The Dean's Office will provide an electronic dump of current schedule data to assist in schedule preparation.

Department staff will review each record. If the section is to be offered again, all data elements will be checked and updated. Specifically:


  • Any section that will not be offered the next year should be deleted (including section 090 courses in CE).
  • Time, date, room, and instructor should be checked and updated for any section that will be offered the next year (including section 090 courses in CE).
  • Adjunct instructor names should be removed from all sections.
  • Enter contact minutes; contact minutes are 50 minutes per unit for the course, except when controlled by a special workload protocol (see below).
  • Contact minutes for all CE courses are to remain at zero (0) as specified for course inventory.
  • Contact minutes for any section of an individualized registration course that has an approved workload protocol should be set to zero (e.g., student teaching, independent study, practicum, etc.).
  • On sections that meet at different times on different days, or are held in more than one room, split the contact minutes between the times/rooms.


Workload Reports

Faculty workload reports are generated from the data warehouse. Instructional workload will be calculated from contact minutes entered in PeopleSoft. Deadlines will be announced for verification of contact minutes prior to generating official workload or course inventory reports.

When a course is covered by an approved protocol, department staff calculate contact minutes for entry to the instructor panel in an amount that interprets the approved protocol.In order to calculate contact minutes, determine the workload contact hour based on enrollment and multiply by 50. Examples follow.


  1. CSD 8097. Students enroll in one section with multiple instructors. Contact minutes are based on one contact hour per client assigned to students. Example: Faculty member supervises a student with 2 clients = 2 CH = 100 minutes.
  2. Lecture/lab combination, assign actual contact to each portion of the class. Example: PSY 3021 LEC section meets 3 days a week and gets 150 contact minutes; LAB meets 1 day a week for 50 contact minutes.
  3. Student Teaching. Supervision of a local student teacher carries 0.67 CH. Example: faculty member supervises 4 student teachers, calculation is 4 x 0.67 x 50 = 134 contact minutes.
  4. Independent study. CEHSP protocol is 0.2 CH per SCH. Example: Faculty has 2 students in Educ 5991, one registered for 2 credits and another registered for 3 credits. Total SCH = 5 x 0.2 x 50 = 50 contact minutes. (NOTE: There should be a separate class section of independent study courses for each faculty member.)
  5. Internships carry 0.25 CH per student registered. Faculty member has 5 students registered in HLTH 4996. 5 x 0.25 x 50 = 62.5 contact minutes.


Internal (non-negotiated) protocol information is tracked by department staff and prints at the bottom of workload reports.

Workload reports are available for review at any time.There are three different versions of the reports as follows:


  • WORKLOAD PROJECTED report should be printed and reviewed with faculty during spring semester prior to the first day of the registration queue for the subsequent fall semester.The report uses section enrollment cap for fall and spring to calculate student credit hours. Any workload capacity that might be used for special assignment, field supervision, etc. should be noted in the release/overload box at the bottom of the workload report. Data for this section can be entered at the department level or sent to Lynn Velander.
  • WORKLOAD MIDYEAR report should be printed and reviewed during fall semester prior to the first day of the registration queue for the following spring semester to check for any potential overload situations. The report uses actual enrollments for fall and section enrollment caps for spring to calculate student credit hours.
  • WORKLOAD FINAL report will be printed for retention in Dean´s Office anytime after the end of the second week of classes in the spring semester. Report is based on actual enrollments for both terms, plus faculty table updated with all release, overload, and UROP awards.


Course Inventory Reports

Course inventory reports will be printed and submitted by the Associate Dean using contact minute information that has been verified at the Department level. Deadlines for verification will be announced.