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In This Article: An introduction to the scheduler role and the different systems we use for scheduling.

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 errors are found, make adjustments in CLSS prior to the start 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 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 truch for the University and for UCL.

Astra 

Campus 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 IS&T to manage a number of processes and tasks.


The Data Process

  1. Data is entered by Schedulers directly in CLSS

  2. The data entered in CLSS automatically updates PeopleSoft within a few minutes.

  3. PeopleSoft data is put in other systems

    1. Astra - helps us see which classrooms have been scheduled, and which are available

    2. Data Warehouse - gives UCL the data we need to put it in our own systems

    3. Website & Intranet - allows the availability of UCL classes on the web for student registration

  4.  Data is available in Tableau to audit and proof courses information entered by Systems and Data Services Team and the data entered in CLSS 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 CECE 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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