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- Scheduling occurs approximately 4 - 6 months before the semester being scheduled
- The Grad Admin works with Grad Officer to finalize the schedule.
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MIT COURSE SEQUENCE
Note-when possible, the CRE likes to keep the 12-1 pm slot open for other activities.
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Number of Class Meetings per week Day Combinations
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2 9-11, 11-1, 1-3, 3-5
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Finalizing the Schedule
- Reach out to faculty to confirm their teaching schedule.
Send Faculty Survey to collect information on their needs for upcoming semester (Canvas Help, TAs, Final Exams, Text Books, etc.)
There is a draft Survey in the CRE Google Drive.
If there are any issues/conflicts, consult with the grad officer to work directly with the faculty to determine who may have flexibility, and who may not, to offer new times/dates.
Once all classes have been confirmed, use the Classrooms@MIT website to enter classroom data.
- To be granted access to these websites, see "Exceptions, Requests, Contacts" for more
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Scheduling Sequence
Subject Term Planning-you first must indicate that a particular course will run during a particular term. You will also note who is teaching.
Subject Classroom Planning-use this to indicate what the schedule for a particular course will be and as well as what room (or type of room) needed.
Instructor Assign-this is where you will add the instructor(s) for the course. This is required for the instuctor to be linked with the course's CANVAS site as well as to allow them access to the grade sheets.
Special Subject Numbers
The CRE has some special subject numbers that act like "shells" into which content can be dropped. These numbers can be used to run a new course without having to have it be assigned a permanent number or go through the review process. (If a course is continually running under a special topic number, a permanent number might be a better alternative). The units are variable and will be determined by the faculty member.
The grading method is fixed though so if the course is to be letter graded, make sure you pick a special topic number with that attribute.
11.965-P/D/F
11.S966-Letter Grade
11.S967-
11.S968-Letter Grade
11.S969-Letter Grade
11.S970-Letter Grade
Have the instructor create a course description and post on the CRE web site here: https://cre.mit.edu/special-topics-courses/ You will then link that in term planning when you are selecting that course to run in a particular term. This will be how the content of the course gets communicated to interested students.
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Start at the Classroom App
Start with Subject Term Planning
Input Subject Number + Academic Year
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- Make sure that the course is listed in the correct
- Frequency
- Semester
- Year Next Offered
- Terms (select all that apply)
- It will auto-default to catalog listed faculty but you can change
- URL field can be used for Special Topics
- Get description from faculty
- Add to CRE Web Page
- Enter linke here-this will show up on schedule
- SAVE!
Now go back to main menu and select Subject Classroom Planning
Note: You may have to wait 24 hours for the Term Planning entries to be processed before you can enter data in Subj Classroom Planning
Choose the term to enter data for, and the Course number (11)
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- Use the search function on the right to find classes
- You can filter for "Grad Only" to reduce the number of results
- Select a class, and edit the date/time/room preferred.
- If the class is noted as "unscheduled" select "Edit Subject Template" and enter information about the course, then "Add" and "Apply".
- Return to the "Sections" and select the pencil to edit the course date/time.
- Save the edits to the dates, times, room preferences, and duration.
- Select "Save to Schedules"
- The class schedule has been submitted to the Registrar.
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Instructor Assign
- Despite having listed the instructor in the Classroom App, the also need to be listed in the Instructor Assign App.
- If they are not listed here, instructors will not be able to enter grades for their courses or have access to Canvas unless manually added to the course Canvas site.
- NOTE-You have to wait until the schedule is run before you can add instructors. You can't do it at the same time as Term Planning and Subject Planning. Per the registrar, best to wait until Pre-regsitration starts to add faculty names
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- Select Term
- Select Course
- Hit Search
- The class will appear below the green box. You can search for the name of the course instructor and "ADD". Then "SAVE SELECTION."
- If the class has a secondary instructor, go to the menu bar at the top of the page and select "Secondary Instructors" and repeat the process.
Illustrated directions can be found here:
https://registrar.mit.edu/sites/default/files/2018-12/instructor_assignment_application_guide.pdf
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