Coordinators

Registration Coordinators

Sign up for Coordinator Training.

Schedule Building & Key Dates for Coordinators

• Summer and Fall 2023 Schedule Building Timeline

  Summer 2023 Schedule Building Timeline

  January 23

  Schedule building begins for Summer 2023.

  April 10

  Early registration for Summer and Fall 2023 begins.

  Fall 2023 Schedule Building Timeline

  January 23

  Schedule building begins for Fall 2023. Include orientation first-year/transfer students in your Maximum Capacity, if appropriate, for Summer Orientation. This is done in SSASECT (the Projected field should match Max Capacity). Please remember no waitlists are allowed on sections with first-year/transfer reserved seats. Questions to Kelly McDavid.

  February 6

  Advising PINs assigned

  March 13

  Plan Ahead available in iROAR

  March 27

  All scheduling requests for large sections (100 plus students) must be submitted by email to acadsched@clemson.edu

  March 30 @ noon

  Deadline to remove first-year student and transfer student seats from maximum capacity (SSASECT) for Summer 2023 sections with orientation reserves. Keep maximum total in Projected field. Email questions to Kelly McDavid.

  April 3

  Time Tickets assigned

  April 10

  Early registration begins

  July 3

  All special requests (special technology) and requests for instructors with physical limitations must be submitted by email to acadsched@clemson.edu. All ADA accommodations (for in-person teaching) must be submitted through the Office of Access and Equity Request for Reasonable Accommodation Form.

  July 25

  All partitions and room attributes must be assigned to CRNs needing a university classroom and TBA building and TBA room assignments made on all sections NOT needing a university classroom.

  July 27

  Schedule25 begins—DO NOT make schedule changes in INB or 25Live—Hold all changes!

  August 7

  Registration Coordinators may resume INB/25Live activity

• Key Dates for Coordinators

  Summer 2023 Key Dates

  May 16 @ 4:30pm

  Waitlist is turned off (students will not receive new waitlist notifications after this time)

  May 16

  Classes begin

  May 17 @ 4:30pm

  Waitlist notifications that were received on 5/16 at 4:30 PM will expire

  May 18

  Waitlist will be purged

  Fall 2023 Key Dates

  June 9 @ 4:30pm

  Waitlist is turned off in preparation for new student orientation registration (students will not receive new waitlist notifications after this time until 8/2)

  June 10 @ 4:30pm

  Waitlist notifications that were received on 6/9 at 4:30 PM will expire

  June 11 @ 11:59pm

  UG time tickets close due to new student orientation registration

  August 2 @ 8:00am

  Waitlist is turned on

  August 11 @ 4:30pm

  Waitlist is turned off (students will not receive new waitlist notifications after this time until 8/18)

  August 12 @ 4:30pm

  Waitlist notifications that were received on 8/11 at 4:30 PM will expire.

  August 15 @ 11:59pm

  Time tickets close for all continuing students (including those who have completed orientation)

  August 17 & August 18

  Makeup Orientation

  August 18 @ 4:30pm

  Time tickets open for all students

  August 18 @ 4:30pm

  Waitlist notifications resume

  August 23 @ 4:30pm

  Waitlist is turned off (students will not receive new waitlist notifications after this time)

  August 24 @ 4:30pm

  Waitlist notifications that were received on 8/23 at 4:30 PM will expire

  August 29 @ 11:59pm

  Last day students can add Fall 2023 courses in iROAR. Refer to the Academic Calendar for last day to add for all Part of Terms.

  August 29

  Waitlist is purged

INB Room Assignments

• University Owned Rooms
  1. Use the Scheduler Preferences tab, do not enter anything under Section Preferences
  2. Do not enter a building and room
  3. Enter Room Attributes on the Scheduler Preferences tab

  Only enter Partition Preferences IF you do not want that particular section to receive the same partition preference as other courses with that same subject code. Partition Preferences based on subject code are managed by Registration Services and can be changed by contacting us.

  Every section's last partition preference is all rooms on campus by default.

  The more attributes you enter, the fewer the choices are for rooms. Remember less is better.

  You cannot direct the mass room scheduler toward a room you would like to get by entering more preferences and attributes. Doing so lowers your chances of getting a room.

  Every partition preference and room attribute must be ranked BUT room attributes are ALL considered requirements.

  Room Types

  • TEC1 — Laptop Smart
  • TEC2 — Computer Station
  • TEC3 — Smart Board
  • TEC4 — Sympodium

  *Some rooms carry more than one of the above-listed attributes/features. Check 25Live for current information.
• Department Owned Rooms

  You can make building and room assignments before the mass room scheduler runs.

  Do not schedule any sections in another department's department-owned room before/after the mass room scheduler runs.

• TBA Room Assignments

  Assigning TBA rooms will make the mass room scheduler ignore those sections.

  Do this on ALL sections where you don't want a university room assigned even those where you don't want a room at all. Allowing your courses to receive a room assignment takes the opportunity away from a course that really may need it.

  Don't forget to put the O in the Override field when assigning TBA rooms.

• Cross Listed Sections

  Both parts of the cross-listed courses have to have an AXM code in the Automatic Scheduler field and an O in the Override field.

• Assigning a New Room to a Section

  5-minute wait time between removing the old and adding a new assignment.

  Do not put the O in the Override field.

  If a final exam creates a conflict with your section, change the end date to the Friday before exam week.

25Live Scheduling System

• Finding a New Room for a Section

  Choose only university-owned rooms.

  Check if all dates are available, special attention to exam week.

  Sections have priority over meetings.

• Events

  If your event is scheduled in a department-owned classroom other than yours, you will have to wait for that department to approve your request.

  Only use Confirmed event state.

  Always use the calendar to enter dates.

• FAQ
  Questions? See 25Live FAQ.

Scheduling Information

• Pages Used in Scheduling Classes
  All scheduling functions are in the Banner SSASECT page. You may also have need of:

  1. SSATEXT: to add section comments in Banner 9
• Section Numbers

  You can assign any section number to sections you schedule that have not been used for another section of the same course. They must be three numbers in length and they do need to be numeric (ex: 001). We suggest sequential numbering.

• Instructional Method
  The only three types of Instructional Methods to be used are:

  1. HY — Hybrid/Blended (use Campus Code AAA)
  2. ASYNC — Asynchronous Online
  3. SYNCH — Synchronous Online
  4. ON — Online
  5. TR — Traditional
• Part of Term
  Choose the part-of-term the course will follow. Review the Academic Calendar to ensure add/drop/withdraw dates are followed.
• Section Visibility in iROAR

  If you do not wish the students to see your section in iROAR. Uncheck the Voice Response and Self-Service Available box on the lower right-hand corner in SSASECT.

  To see all sections you have created, go to the Section Overview tab under Faculty Services in iROAR

• Lab Courses

  UNCHECK the Gradable box on SSASECT for all courses which carry no credit and are corequisites of the lecture. The grade for the lab course will be incorporated into the grade of the lecture.

• Section Enrollment

  Do not put 0 in the Maximum Enrollment field, because the mass room scheduler will skip that section and will not assign a room to it.

• Meeting Times

  Prime Meeting Times: MWF 9:05am - 2:15pm and TR 9:30am - 3:15pm.

  Use Standard Meeting Times if you need a university-owned room.

  Courses needing to be offered at a Non-Standard Time must meet after prime time ends:

  • 2:15 MWF
  • 3:15 TR

  Courses may meet at a Non-Standard Time during prime-time if they are scheduled in a department-owned room.

  TBA meeting times require a 0 in the Hours per Week field.

  Final exam times are assigned based on the start time of the class. If the course begins at a Non-Standard Time, the department must contact the department room coordinator to make special arrangements for a class meeting space to hold the exam.

• Instructors

  If you cannot locate an instructor on the Person Search Form, fill out the Request for Additions to iROAR at Institutional Research.

  Instructor's percent of responsibility must add up to 100%. For example, if you have two instructors they can share responsibility in any ratio(50-50/25-75/...) as long as the total is 100%.

  Only primary instructors can issue overrides. Only one of the instructors can be primary.

  Instructors can see their schedule in iROAR > Faculty Services > Faculty Detail Schedule.

• Honors Sections
  There are three extra steps when scheduling an honors section:

  1. SSASECT: type (HON) at the end of the course title
  2. SSADETL > Degree Program Attributes tab: Select HONR — Clemson University Honors College
  3. SSARRES > Student Attribute and Cohort tab: Include HONR — Clemson University College
• Embedded Study Abroad Section
  There are two additional steps to complete in order to schedule an Embedded Study Abroad section:

  1. Keep campus code as AAA
  2. Add EMBD attribute on SSADETL > Degree Programs Attributes tab
• Study Abroad Section
  There are two additional steps to complete in order to schedule a Study Abroad section:

  1. Use appropriate Campus Code
  2. Tuition and Fee Waiver box must be checked
• Variable Credit Selection

  Variable Credits can only be set if the course has been approved as a Variable Credit Course.

  You can set a specific number of credits per section of courses approved as variable credit. The set number of credits must fall between the approved credit range, i.e., course approved for 3 - 6 credits can specify the credit for a particular section as long as the credit is greater than or equal to 3 and less than or equal to 6.

  Enter the appropriate credit in the second line of Credit, Billing, Contact and Lecture Hours fields

• Overrides
  Registration Coordinators use Banner to give overrides:

  • Page Name: SFASRPO
  • Select the appropriate override — it must match the iROAR registration error received by the student
    • Any Section Restriction
    • Special Approval
    • Time Conflict
    • Corequisite
    • Duplicate Course
  • You can provide overrides for any courses you schedule

  For additional detailed information see Overrides.

  Instructors can provide overrides using iROAR for sections they teach.

• Student Registration

  If courses are set up to be corequisites of one another, the student has to add the lecture and the lab together at the same time to be able to register.

  Students are not allowed to register for courses with time conflicts, however, as a registration coordinator, you can give them an override for it.

• Waitlist

  Do NOT use the waitlist feature on corequisite courses (i.e. lecture and lab courses).

  Do NOT use the waitlist feature on course sections where seats are held for first year and transfer student orientations.

  Do NOT attempt to add students via the Enrollment Management tool or the Registration Correction form to a section when there are students registered on the waitlist.

  A student may waitlist a course until the first day of classes for the term.

  Waitlists are purged on the last day to add for the term.

  Students get an automatic email if a seat in the class opens. It is the student's responsibility to register within 24 hours.

  Increasing the maximum enrollment when there are waitlisted students will send notifications to those students. For example, if you increase your maximum enrollment by 10. The first 10 students on that section's waitlist will be sent notifications.

• Prerequisites

  Prerequisites are enforced in iROAR registration.

  Prerequisite questions? See Prerequisites FAQ. Direct unanswered questions to Shannon Clark.

• Cross Listing

  To set up cross-listed courses, create a crosslist code in SSASECT in Banner. The Cross List field is in the top block in the Course Section Information tab.

  You must check the override indicator field next to the instructor's name so they can teach both sections without conflict.

  Once all the section information is complete and the crosslist code entered, manage the crosslisting in SSAXLST.

  Next-block down and click Insert to enter the course information of sections to add to your Cross List.

  REMINDER: The Enrollment Maximum in the Cross List Section block must total the Maximum Enrollment number in the Cross List Enrollment block.

• Section Migration

  Analysis

  Section Migration Analysis evaluates when the registered students have availability in their class schedule. It offers overall statistics of when students could take the course and at what time patterns. This tool is very helpful when you need to move students to newly created sections or disperse students amongst current sections.

  Assist Tool

  Section Migration Assist tool works in conjunction with the Analysis tool giving you the statistics you need to change class times or create new sections. You can then move students registered in one section to another section. The tool will drop and add the students presenting you with pertinent errors.

  Enrollment Management

  The Enrollment Management tool allows you to add and drop students to/from the courses you are responsible for.

  You may give the following overrides in Section Migration Assist tool and Enrollment Management tool. All other overrides must be given by the instructor in iROAR or by a registration coordinator in INB.

  • Time conflict
  • Special Approval
  • Field of Study Restriction
  • Class Restriction
  • Degree Restriction
  • Program Restriction

  Do NOT add or drop student registrations from courses in which there are waitlisted students. You have access to add/drop student registrations in a particular term beginning the first day of early registration until the last day to add (see Academic Calendar). After this deadline, you must submit a registration correction form.

• Reports

  Use Business Objects. Contact Cindy Cope.

• Section Restrictions

  Restrictions are applied in the iROAR Scheduler. The only restrictions that should be applied to a section are:

  • Field of Study
  • Class
  • Degree
  • Program
  • College
  • Student Attribute - Honors, CUBS, RISE, ATHL

  *All other restrictions available should NOT be used.

• What Rolls Over

  Rollover Information

  What Rolled	From Where
  Text	Section Records
  Corequisites	Section Records
  Degree Program Attributes	Catalog
  Class Restrictions	Catalog
  Field of Study Restrictions	Catalog
  Level Restrictions	Catalog
  Cross List Data	Section Records
  Prerequisites	Catalog
  Degree Restrictions	Catalog
  Program Restrictions	Catalog
  Section Syllabus	Section Records
  Department Restrictions	Catalog
  Student Attribute Restrictions	Catalog
  Cohort Restrictions	Catalog
  Partition Codes	Schedule
  Room Attributes	Schedule

  What Didn't Roll:

  • Instructors
  • Rooms
    • Once you have set up your courses, Schedule25 will initially room all valid sections
  • Meeting Times