In This Article: An introduction to the scheduler role and the different systems we use for scheduling.
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Scheduling Role & Responsibilities
Each unit is allowed two schedulers who have the following responsibilities:
Set up all new courses with the correct information
Apply fees to the correct level by utilizing the proper item type
Schedule UCL classes in Astra during semester breaks to avoid scheduling conflicts
Review all classes to ensure that they're set up with the correct instructor, room, dates, times, capacity, and notes
If class errors are found, make adjustments in CLSS prior to the start/publish date of the semester
Ensure that all classes appear on the University's website and UCL's website at the correct times
Review the double book report to catch scheduling conflicts and resolve them as soon as possible
After the semester has begun, submit any allowable changes through the Help Desk
Scheduling Systems & Their Purpose
CLSS
Campus A University system used to schedule class information, dates, times, days, instructor, class notes, class capacities, and attributes. CLSS transfers data directly into PeopleSoft.
PeopleSoft
The source of truth for the University and for UCL.
Astra
Campus A University system used to schedule the physical classrooms. Astra and PeopleSoft share/transfer data between one another.
Tableau
Produces audits and reports based off data fed to it by PeopleSoft.
Help Center
Internal system used by UCL to manage a number of processes and tasksUCL Service Desk
The UCL Service Desk is managed in Salesforce.
The Data Process
Data is entered by Schedulers directly in CLSS
The data entered in CLSS automatically updates PeopleSoft within a few minutes.
PeopleSoft data is put in other systems
Astra - helps us see which classrooms have been scheduled, and which are available. Updates made in Peoplesoft are pushed to Astra within a few minutes.
Data Warehouse - gives UCL the data we need to put it in refresh our own systems. (The ODS is refreshed daily at 8am)
Website & Intranet - allows the availability of UCL classes on the web for student registrationmanually refreshed each morning by 10am. Utilized by UCL classes to allow registration on UCL website. The Intranet is a place where UCL staff can manage student registration information and view class information.
Data is available in Tableau to audit and proof courses course and class information entered by Systems and Data Services DLT Team and the data entered in CLSS (by Unit’s) is correct.
This is why the data entered in CLSS is SO IMPORTANT! It feeds all of the other systems that we rely on to do our jobs! Using CLSS correctly is the best way UCL Units can control the class data that is displaying on the website for our customers.
Which System to Use to Submit/View Data
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