This is the first step of a typical academic cycle. The vast majority of initial data entry/editing has already taken place in your SIS, and you're preparing to bring that section data into 25Live. Before you do, review the terms in your SIS that contain the sections you want to import to make sure you've considered the following, and make any additional data changes as needed.
What Sections Should and Should Not Be Imported?
Typically, not all sections for a given term in your SIS need to be imported into 25Live, only those with useful scheduling information. Identify the sections in your SIS you don't want to import so you can create a LYNX import extract with the correct criteria.
Sections that don't typically need to be imported into 25Live include:
- Sections that don't have, and never will have, a location assignment
- Sections that take place in a location that is not assigned by any 25Live user, and that don't need to be displayed in 25Live
- By arrangement courses (Faculty/Student one-on-one arranged credit)
- Fully online courses (no physical meeting dates in your SIS)
- Off Campus courses (those held at a local high school, hospital, etc.)
Multiple Meeting Patterns
Sections in your SIS that have multiple meeting patterns (for example, a section that meets TR 1000-1150 and F 1200-1250) will be imported into 25Live as sections with multiple reservations (one reservation for each meeting pattern in your SIS). These reservations are treated autonomously in terms of location assignments by both 25Live and the Schedule25 Optimizer, and can only be edited one at a time in 25Live. You can configure LYNX to add the text "MMP" to the names of these sections to help you identify them in 25Live.
If section meeting patterns require the same location assignment you should identify them using LYNX Bound Section Groups functionality (see below).
Often you want to put multiple sections in the same location at the same dates/times. 25Live normally treats such double-bookings as errors and does not allow them, but there are two ways you can intentionally create double-bookings:
- Cross-list or combine the sections in your SIS. Such sections are imported into 25Live via LYNX with binding location assignment locations. Consult your SIS documentation for information on how to do this.
- Create or upload a Bound Section Group of the sections in LYNX (see Creating Bound Section Groups).
One advantage of using Bound Section Groups is that you can bind sections that should meet together but aren't preassigned, and that you'd like to assign space to using the Schedule25 Optimizer.
Expected Headcounts (Maximum Enrollment) for Combined or Cross-listed Sections
Make sure you are familiar with how you enter the enrollment of your combined or cross-listed sections. For example, if PSY 205 and SOC 205 have these values:
|Combined/Cross-listed Section||Max Enrollment|
|PSY 205 001||20|
|SOC 205 001||20|
|Combined enrollment||Depends on departmental practices as described below|
The combined enrollment value depends on departmental practices. Most student information systems have a field used to specify how departments wish to combine enrollments among cross-listed/combined sections. In the example above, for instance, they may want any one of the following:
- A max of 20 students: It doesn't matter how many PSY and SOC students there are, as long as the combined class has no more than 20 students.
- A max of 40 students: There can be no more than 20 students from each major in the combined class.
- A max of 30 students: Students from both departments can register, but no one department can dominate the enrollment in the class.
- A max of 999 students: Registration for the combined class will stop at 40 students no matter what number is entered in the field.
When LYNX imports section data, it uses the selected "Combine Head Count on Cross-listed/Combined Sections" configuration setting option to determine how to handle the sections. That setting provides these options:
- Use the head count value defined for the cross-listed or combined sections group in the SIS for each of the expected and registered head counts of sections in the group.
- Sum the expected and registered head counts of sections in the cross-listed or combined sections group.
- Retain the original expected and registered head count of each section in the cross-listed or combined sections group.
Schedule25 Optimizer Processing
Expected Headcounts of Zero
Your Registrar's office may have a business practice of lowering a section's maximum enrollment to zero in the SIS to stop registration for a particular section. This is problematic on two fronts:
- First, for any "big picture" data analysis this is a key piece of information which tells you why a particular section was placed in a room of a certain size.
- Second, the Schedule25 Optimizer can't work with an expected headcount of zero and will use the default enrollment value specified in the Optimizer run instead.
To get accurate and optimal placements, find any sections in your SIS that currently have an expected head count of zero and enter an expected head count for them.
Pedagogical Requirements for Location Assignment
If your instructors/departments are allowed to specify teaching requirements for location placement, all such requirements should be added to applicable section meeting patterns as a name based on your school's location feature naming conventions, an SIS Location Requirement Code, or an SIS Location Requirement Description. This field is applicable to all student systems, except Workday.
All entered requirements will be translated into location feature preferences in 25Live, but treated as requirements by the Schedule25 Optimizer that must be met for placement.
Sections With Specific Location Requirements
Manually preassign any sections that have very specific location requirements in your SIS. For example, if CS 321 001 needs a Mac computer lab, and you know there is only one such computer lab on campus, rather than relying on the Schedule25 Optimizer to make the placement, manually assign the lab to the section in your SIS. This is often the best practice for sections that meet in labs, gyms, theaters, or other specialized spaces.