Fall 2021 Scheduling


Topics



Scheduling Timeline


Date Task
December 4, 2020 Deadline to request copying of independent studies
December 10, 2020 Fall 2021 schedules available in CLSS
February 25, 2021 Course request deadline (submission of new courses, course changes, and curriculum codes on special topics courses);
Visit http://admin.trinity.duke.edu/curriculum/course-development-resources for more information
May 14, 2021 First-round schedules due in CLSS
May 28, 2021 Schedules available for changes in CLSS;
Department-owned classrooms will have been assigned;
Schedule of Classes, course synopsis and textbook entry available to staff and faculty in DukeHub
June 11, 2021 Schedule changes due via CLSS for room assignment consideration
June 28, 2021 Schedule of Classes and shopping carts available for students in DukeHub
July 7, 2021 Registration begins


CLSS (CourseLeaf Section Scheduler)


CLSS Access

To gain access to CLSS, submit the CLSS Access Request form.

CLSS Training

Training Video

Training Guide


Online Offerings


To accommodate students who may not be able to attend class physically (due to travel restrictions, reduced class sizes due to social distancing guidelines, etc.), either schedule classes online or schedule an online counterpart to an in-person or hybrid class.

The Registrar's Office will not automatically create online versions of in-person and hybrid classes. If you are offering an online section, please schedule it in CLSS. Online classes may be synchronous or asynchronous.

If an instructor wants to schedule a synchronous online class but will allow students to attend asynchronously, please schedule two sections of the class, one synchronous and one asynchronous. The Registrar's Office will not approve time conflict overrides for students who are not required to attend scheduled meetings.


Instruction Modes


Four instruction modes are available:

  • In-Person
  • Synchronous Online
  • Asynchronous Online
  • Online and On Campus (Hybrid)

See the Instruction Modes help guide for more information on each instruction mode and how it appears on the Schedule of Classes.

While hybrid sections can be used to accommodate remote students, the Registrar's Office strongly recommends scheduling synchronous or asynchronous online sections for remote students. This will help with tracking students, contact tracing, and classroom assignments.

Switching Instruction Modes

Once bookbags open, classes will only be allowed to switch from in-person or hybrid to online. Online classes cannot switch to in-person or hybrid after bookbags open. 


Hybrid Offerings


Hybrid sections have in-person and online meetings. If online meetings are synchronous, they are encouraged to be at the same time as the in-person meeting, but they can be at a different time.

For hybrid multi-component classes, assign the mode that corresponds to each component. For example, a lecture/lab class with an online lecture and in-person labs should be set up as follows:

  • Lecture: Online
  • Lab(s): In-Person

Individual sections should not be assigned as hybrid unless they require both in-person and online meetings.


Enrollment Capacities


Classes with enrollment capacities of 60 or more should:

  • transition the large class to online, or
  • create smaller sections of the class, or
  • develop asynchronous, online, lecture-style modules that students review in advance, and then create smaller discussion or group chat sections that meet each week in person, online, or a combination.

For the third option, if the course needs a discussion and a version of the course with discussions does not already exist in the catalog, the Registrar’s Office will create one. No course request is required unless the new course will require changes other than the addition of the discussion section. Please email the request to class-scheduling@duke.edu.

Keeping capacities for in-person and hybrid classes below 40 provides the best chance of room assignment. We will attempt to place larger classes, but capacities may need to be reduced if classrooms are not available. Due to limited large-capacity rooms, in-person or hybrid classes with enrollment capacity requests above 60 will be reviewed, but enrollment may need to be reduced if a room can't be assigned.

Seminars

The maximum enrollment capacity for online seminars is 18. When offering an online seminar that meets synchronously with an in-person or hybrid seminar, the enrollment of both sections should total 18 to maintain the small group learning experience for students. Departments should manage enrollment capacities accordingly as there is no systematic way to link the sections.

Multiple Offerings of the Same Class

When scheduling multiple sections of the same class to accommodate on-campus and remote students, enrollment capacities for each section must be managed separately. There is no way to systematically link the sections to share enrollment capacity.


Enrollment Restrictions


Enrollment restrictions should be included in the Comments to Registrar field. See Using the Comments to Registrar Field.

Visit the Reserved Seats help guide to see how reserved seats appear on the Schedule of Classes in DukeHub.


Meeting Patterns


Updated Meeting Periods

If scheduling based on previous offerings, be sure that meeting patterns adhere to the approved meeting periods in the updated Course Schedule Policy.

Meeting Days

The combination of days is flexible as long as the meeting pattern adheres to the approved time periods. Classes are encouraged to meet in standard patterns (MWF, MW, WF, TTH) to facilitate room assignment.

Weekend Classes

Classes may be offered on the weekends. For in-person sections, the Registrar's Office will work with Facilities Management to ensure building access is available.

Multiple Meeting Patterns

If scheduling multiple meeting patterns for a hybrid class, follow the instructions on page 30 of the CLSS Section Setup Guide to indicate which meeting is in-person and which is online.

Meeting on Alternating Weeks

Classes that meet in-person and online on alternating weeks with the same meeting pattern should be set up as hybrid (OO) with only one meeting pattern. A note should be added to the class to indicate the meeting schedule. If you would like to schedule this type of meeting, include details in the Notes (Visible to Students) field.

Alternating Attendance

For hybrid classes where half of students meet in-person one day and the other half meet in-person another day, two sections should be scheduled. For example, if AAAS 102 meets MW 8:30 AM-9:45 AM and has an enrollment capacity of 20, the setup would be as follows:

AAAS 102-01
Enrollment Capacity: 10
Meeting Patterns:
In-Person: M 8:30 AM-9:45 AM
Online: W 8:30 AM-9:45 AM

AAAS 102-02
Enrollment Capacity: 10
Meeting Patterns:
Online: M 8:30 AM-9:45 AM
In-Person: W 8:30 AM-9:45 AM


Multi-Component Classes


Per the Course Schedule Policy, in-person class meetings are limited to twice per week (excluding labs). Classes that meet more than twice per week must transition additional meetings (i.e., those beyond two) to an online format.

Exceptions can be made for discussions, although these are encouraged to be online if possible due to limited classroom availability.


Special Topics Classes


When scheduling crosslists for special topics classes, CLSS will automatically generate a section number. The number can be adjusted if needed. CLSS will validate to ensure section numbers are not duplicated.


Using the Comments to Registrar Field


The Comments to Registrar field should be used to communicate any information you are unable to communicate through one of the form fields. Common comments are explained in the table below.

Request Description
Clarify Meeting Patterns Include any clarifying information about meeting patterns.
Course Request ID If there is a pending course request associated with the section, include the course request ID number. Use format: CR#12345.
Paired Classes Include paired class subject, catalog number, and section number. Paired classes are other sections that meet at the same time and are taught by the same instructor, but are not crosslisted (e.g., graduate and undergraduate offerings of the same course).
Reserve Caps Reserved seats based on level (first-year, sophomore, etc.) or plan (specific plans, majors, minors, etc.). View the Reserved Seats help guide to see how reserve caps appear on the schedule.
Requests for non-owned classrooms When requesting non-owned rooms, please include justification. Check 25Live for updated room capacities and photos that reflect social distancing setups.
Other Anything else you need to communicate to the Registrar's Office about a section that is not addressed by one of the form fields.


Graduate (700+) & Professional Classes


Meeting patterns for graduate (700+) and professional classes are flexible, but departments are encouraged to follow the new approved meeting times as much as possible, especially if using general assignment classrooms. Owned rooms should follow the same policies regarding reduced capacity and leaving 30 minutes between classes.


Classroom Requests


Owned Classrooms: If you want to assign a class to an owned room, choose it in the Room dropdown in CLSS. You do not need to include owned room requests in the Comments to Registrar field. Rooms chosen in the dropdown will automatically be assigned as long as there are no conflicts. CLSS will validate for conflicts. Owned rooms should follow the same policies regarding reduced capacity and leaving 30 minutes between classes.

Non-Owned Classrooms: Requests for non-owned rooms should be included in the Comments to Registrar field with justification for the request.

Check 25Live for updated room capacities and photos that reflect social distancing setups.


Distributional Requirements


Departments are expected to adhere to the distributional requirements outlined in the Course Schedule Policy as closely as possible by scheduling classes throughout the day and across days of the week.

 


Resources