Last updated 5/4/23/19 MNP
Purpose
To spearhead complicated uniform exams in an effort to reduce complications later in the scheduling process. We set up the uniform exams for Math and Accounting. We decide exam period, and rooms, then work with the departments to adjust if they're not too happy.
Timing
Week before 1st class day
Methodology
Utilize previous year's spreadsheets as starting point for which courses to base new spreadsheet off of. Year to year the courses that request uniform exams don't change. If they do, we'll find out throughout this process and add/remove courses as necessary.
Creating Math and Accounting Uniform Exam Spreadsheets
- First navigate to: Registrar Final Exams Emails, Memos, and Reports
- Create new folder for current CCYYS, name it CCYYS Memos and Reports
- Go to previous year's folder (if working in fall, go to last fall's folder, or last Spring's if you're working in Spring)
- Copy the spreadsheets for both Math, and Accounting uniform exams
- Past spreadsheets into new CCYYS folder you just made. Last year's spreadsheets being used as a template
- Change the names to match current CCYYS
- Open spreadsheet for Accounting
- Notice tabs for various Accounting courses at bottom. We will be filling this spreadsheet in with the current year's classes, unique numbers, instructor names, EIDs, ANCL, CLMT, and Students in class.
- Using the most recent All Sections Report, filter by FOS to show only ACC courses. Sort by CNBR to order the accounting courses.
- For each Accounting course in the spreadsheet, fill in this semester's information, CSN, UNQ, FOS, CNBR, TITLE, INST NAME, INST EID, ANCL, CLMT, STUDENTS IN CLASS.
- Seats Requested will be up to you. Try to give double seating, twice the STUDENTS IN CLASS. Sometimes the number of students is too large to double seat, so single seating is just fine.
- NEVER give triple seating, Accounting and Math like to push for it, tell them no.
- At top center, in yellow you'll see date and time of exam. You decide what uniform exam period you want to place these exams. Try to shoot for Period 3/5/6, as the departments will push back wanting those.
- Choose room or rooms to fit number of students in class, and fill in the Proposed GPC and GPC Capacity spots, along with Seats Granted.
- Repeat the necessary steps to do the same thing for the Math uniform exam spreadsheet.
Create Math and Accounting Emails
We send the spreadsheets just made to both Math and Accounting final exam schedulers. Give them until a day or two after the 12th class day to respond with their feedback. Create separate emails for each Math and Accounting. Use and adjust the following email template as necessary:
Good Morning Kelly,2020 AKM
Due to math having low requests (just M 408K/L) and Tan’s prompt responses, up to schedulers discretion to continue with creating uniform spreadsheet for math
-Tan has historically requested that both K and L examine together
- Final Exams→Emails, Memos, and Reports
- Copy and paste from precious like semester, Tan tends to stick with the same rooms. It's a safe bet that you can give those rooms and Tan will be happy with them.
- Please be sure to include a possible uniform exam period for Tan
ACC requests increase regularly and they vary, so to take some of the work off of scheduling, follow these steps below:
- Pull an all sections report and filter it to only show ACC courses
- Send to Kelly Finn asking what period she wants the exams/ makeups/ room requests etc. She is now responsible for giving this information in a timely manner (before the end of reporting).
- We will input the information she provides into NREXAM.
- Use this information to schedule rooms accordingly, less back and forth with excel sheet.
- Will still need to schedule rooms accordingly but will not send excel sheet back and forth. Schedule and move forward. Any changes Accounting would like to make can come later once everything is scheduled.
Things to keep in mind
- Space requests-no triple seating
- Periods that the exams are scheduled. Be careful not to schedule a room twice in the same period.
Accounting Email (You are only sending the adjusted all sections to Kelly)
Good afternoon Kelly,
As our office prepares for the Spring 2020 semester, we’ve begun going through the Accounting courses and those that will need a uniform exam. Attached in this email is all Accounting courses occurring for the Spring semester. We would like if you could break down what courses will need uniform final exams along with what uniform period works best for the exam as well as its makeup. Once that has been established, I will begin the room proposal for the designated courses. Below are the Spring 20 uniform exam periods.
Math Email (Remember, the math uniform can be created by copying and pasting what was used from the previous like semester. You will include the excel file in this email to Tan)
Hi Tan,
Please find the attached proposed rooms for Accounting the M 408K/L uniform exams this Spring. Please confirm that these room assignments are suitable before Friday, February 8th. Note Based on how Math has scheduled these uniforms in the past, we have gone straight to combining them as you will see in the spreadsheet. If you do not want them set up like this for the Spring semester, we can break them up by K and L courses. Please note that we chose the rooms based on double seating for the actual enrollment for the class. We will report these exam requests, and notify you when we are ready for you to check our work.
I've gone through and distributed as best I can these courses across the various uniform exam periods, with the goal of having most of them in earlier periods. With the number of Accounting courses and students, not all could be in the first few uniform periods (this line only for Accounting). If you'd like these moved to a different period, please notate on the sheet next to the indicated period at the top, what period you'd prefer. Nothing is finalized right now, so please when you have time, go through and edit where needed. Once you've completed your edits, please send the spreadsheet back to me so I can make the adjustments.
Below is a list of the uniform final
exam periods for 20192:
Here is the list of uniform exam periods. I’ve gone ahead and input some proposed uniform periods for these exams, but please edit as you feel necessary! There is also a Make-Up/SSD section at the bottom, please take a look and input any SSD requests and edit the Make-up option if you’d like. There is also a note stating there will be a buffer block before each exam and SSD exam, let us know if this has changed
