Scheduling Policies & Guidelines

All De Anza classes must be scheduled in accordance to Title 5 education code and college policies, exceptions require approval from the Vice President of Instruction.  Violation not only impacts college processes and other offices, but it could also result in an audit by the state and possible financial penalty for the college.

Click on the title to view details on each policy and guideline. Please contact the scheduling office if you have questions or need additional clarification on any of the policies or guidelines.

Adding a New Class (state)

State's 30-Day Advertising Rule:

The state requires colleges to advertise and market all classes to students for an adequate amount of time, at least 30 days or more. Here are our policies for adding a new class: 

Adding a new class that ALREADY HAVE other existing sections:

  • As long as there are one or more classes of the course already on the class schedule, you can request to add another section at any time before the quarter starts. The 30-day advertising rule does not apply.

    Example: EWRT 1A.01 is already in the class schedule and you request to add another section of EWRT 1A.
  • Submit an MSI form to the scheduling office.

Adding a brand new class WITHOUT any existing sections:

  • Requesting to add a brand new section for a course that has no existing section on the class schedule and it is 30 days or more before the quarter starts, you can submit an MSI form to the scheduling office without approval from VP of Instruction.
  • Requesting to add a brand new section for a course that has no existing section on the class schedule and it less than 30 days before the quarter starts, approval is needed from the VP of Instruction, submit an MSI form to the scheduling office once you have the approval.

    Example: There are no sections of PHYS 2A in the class schedule and you are requesting to add a brand new section of PHYS 2A two weeks before the quarter starts requires approval from the VP of Instruction.

Changing Class Days, Times, or Room (College)

Change in Classroom:

Due to Faculty Association negotiated course load and seat count requires all instructors go through their division deans for classroom change requests. If approved, the division dean may contact the scheduling office (e-mail: scheduling@fhda.edu) for room assistance. This action will mitigate confusion and keep all parties in the loop. (August 2015)

If you have a medical condition and need classroom accommodation, please visit the human resources district office for details on how to file proper forms and get your needs documented.

Change Class Day and/or Time:

Once the class scheduled is published to the web, any requests to change the day and/or times of a class require cancellation of the existing class and creation of a new one with the desired day and/or time.  Although De Anza no longer produces a printed class schedule, we do create various PDF formats of it. Since the state auditor examines these pdf class schedules, it is necessary to minimize class information discrepancies and keep the data consistent.

Class Load & Seat Count (College)

Both the course load and seat count are established by the VP of Instruction through negotiation with Faculty Association. All classes must follow the catalog load and seat count, variation requires approval from the VP of Instruction. 

Per the VP of Instruction, enforcement and monitoring of the negotiated course seat counts will be left to the division deans. During schedule production phase, the Scheduling Coordinator will try to place classes that need room assignments in rooms that are appropriate for their seat counts; permission is given by the VP of Instruction to reduce the class seat count if it is assigned to a smaller room. (August 2015)

Concurrent Sections (large enrollment) (College)

Concurrent Section (Appendix V)

Concurrent section is a class that is scheduled as a double seat count with double load or triple seat count with triple load. Faculty Association (FA) must approve a class in order to be scheduled as a double or triple; the lists of approved classes are in appendix V of the FA agreement.

Enrollment & compensation per FA Agreement:

The official enrollment shall be determined either after the second meeting of the class or at 11:59 PM of the fifth instructional day of the quarter, whichever occurs later. The threshold for a double or a triple section shall be at 90% of the maximum class size defined above.

- Part of load (fall, winter, and spring quarters)

Official enrollment for Article 7 concurrent sections shall be determined by the number of students enrolled on the third Monday of the quarter at 12:01 AM.  If the official enrollment is at least 90 percent of twice the maximum class size, the faculty employee shall be compensated/credited for two assignments as scheduled. In cases where the official enrollment fails to meet this threshold but is at least 1.5 times the maximum class size, the faculty employee shall be paid for one assignment plus a large class stipend (LCS) equal to 50% of the compensation for one assignment. The LCS shall not be applicable to the 60 percent load limitation for part-time faculty employees. If the official enrollment is at least 90 percent of triple the maximum class size, the faculty employee shall be credited with three assignments as scheduled. In cases where the official enrollment fails to meet this threshold but is at least 2.5 times the maximum class size, the faculty employee shall be paid for two assignments plus a large class stipend (LCS) equal to 50 percent of the compensation for one assignment. The LCS shall not be applicable to the 60 percent load limitation for part-time faculty employees.

- Part-time or as an overload (fall, winter and spring quarters)

Scheduling of concurrent sections during summer session shall follow the normal process specified in Article 26. Official enrollment for Article 26 concurrent sections shall be determined by the number of students enrolled on the second Tuesday at 12:01 A.M.

- Part-time or overload (summer quarter)

Online Learning Class (State)

A Online learning class is defined as a class that meets 100% online, or more than 50% online WITH some face-to-face meetings.  In order for a class to be scheduled as online learning, it must have approval from the Curriculum Committee for online learning mode of delivery.

State and college requirements for online learning class:

  • Section number must end with a "Z":

            Summer --> 61Z, 65Z, 66Z, etc.
            Fall  --> 62Z, 65Z, 66Z, etc.
            Winter --> 63Z, 65Z, 66Z, etc.
           Spring --> 64Z, 65Z, 66Z, etc.

  • Attendance accounting method:
           IW (Independent Weekly) = 12-week class during fall, winter, and spring
           ID (Independent Daily) =  less than 12-week class or during the summer quarter
  • Footnote clarifying how the class will be delivered.
          Example:
               ANTH 1.62Z (Physical Anthropology)
               Days & Time = TBA   Room = online
               Attendance accounting method = IW
    Footnote: "ANTH-001.-62Z: Online Course. Access to a computer, the Web, and an individual e-mail address is required. Information on orientation available at http://www.deanza.edu/online-ed/."

Online vs. Hybrid (State, College)

Online Class

Hybrid Class

Must have approval from the Curriculum Committee before class can be scheduled as distance learning.

Must have approval from the Curriculum Committee before class can be scheduled as a hybrid.

More than 50% online or 100% online.

50% or less online.

Section number contains a "Z".

Section number contains a "Y".

Can have face-to-face AND online meetings, as long as face-to-face is less than 50%.

Have face-to-face AND online meetings, but online is 50% or less.

Need footnote.

Need footnote.

Please see Online Learning and Hybrid sections for additional details and footnote examples on these types of classes.

Final Exam Date and/or Time Change (College)

All full-length 12-week classes must hold their final exams during finals week, which is Monday through Friday on week twelve of the quarter.  The final exams for weekend (Saturday and Sunday) classes are on the weekend before final's week. Instructors are required to utilize De Anza's final exam pattern to determine the dates and times of their final exams.  Changes to the final exam date and time require written approval from the division dean.

De Anza College Academic Senate and Faculty Association approved final exam pattern is located at http://www.deanza.edu/calendar/final-exams.html. Instructors must utilize the new pattern to determine their final exam dates and times. Please contact Susanne Elwell (elwellsusanne@fhda.edu) in the Faculty Association Office if you have questions or need assistance determining your class final exam date and time. (August 2015)

Footnote (State)

When is a class footnote needed?

Footnote is requirement by the State to provide additional clarification to students about the class.  All footnotes are entered through Electronic Curriculum Management System (ECMS) by the appropriate division offices. Please contact scheduling office by emailing ecmsadmin@fhda.edu to obtain access to footnote system.

Footnote is required for the following types of classes:

  • Online Learning Class (Footnote is handled by the online learning office.)
  • Hybrid Class (Footnote must indicate when the class meets face-to-face and the day and time when the instructor will be available online.)
  • Off-campus class (Footnote must indicate the complete off-site location address or contact information if the address is not available or varies.)
  • Less than 12-week class during fall, winter and spring quarters (Footnote needs to indicate duration, specific start and end date for the class.)
  • Special Projects or Internship class (Footnote must provide registration details and/or general information about the class.)
  • Non-Credit class (Footnote must indicate the specifics of this class and who should register for it.)
  • Class for special group of students (Footnote must provide details about the class and contact information)

We must follow specific footnote format in order for the footnote to display on the De Anza Class Details website.

When adding or revising footnotes, please make sure to follow this format:


Correct Format:  Class ID + colon + footnote.


Example:  ACCT-001B-03Y: Hybrid class, some online instruction. Approximately 20% of the class will be taught online.  Access to the Internet required.  Class meets physically T,Th 11:00am-12:50pm in AT202.  Instructor will be available online Tues 10:00am-11:00am.

Incorrect format (missing colon punctuation mark):  ACCT-001B-03Y Hybrid class, some online instruction. Approximately 20% of the class will be taught online. Access to the Internet required.  Class meets physically T,Th 11:00am-12:50pm.  Instructor will be available online Tues 10:00am-11:00am.

Incorrect format
(missing class id and colon punctuation mark):  Hybrid class, some online instruction.  Approximately 20% of the class will be taught online. Access to the Internet required.  Class meets physically T,Th 11:00am-12:50pm.  Instructor will be available online Tues 10:00am-11:00am.

Examples for each required footnote types can be found in the footnote section.

Hybrid Class (State)

A hybrid class is defined as a class with face-to-face and online meetings. The online meeting must be 50% or less.  In order for a class to be scheduled as a hybrid, it must have approval from the Curriculum Committee for hybrid mode of delivery.

State and college requirements for a hybrid class:

  • Section number must end with a "Y".

  • Attendance accounting method:
    1. "IW" (Independent Weekly) = 12-week class during fall, winter, and spring.
    2. "ID" (Independent Daily) =  less than 12-week class or during the summer quarter.

  • Footnote clarify when the class meets face-to-face and when it meets online.

Example 1:
ACCT 1A.03Y (Financial Accounting I)
Face-to-face => TR 11:00 a.m. - 12:50 p.m.  Room: MCC-17
Online => Days & Time: TBA    Room: Online

"ACCT-001A-03Y: Hybrid. ACCT-001A-03Y: Hybrid. Some online instruction. Approximately 20% of the class will be taught online. Access to the Internet required. Class meets physically T,Th 11:00am-12:50pm. Instructor will be available online Tues 10AM-11AM."

Example 2:

EWRT 1A.05Y (Composition and Reading)
Face-to-face => MWF  12:30 - 1:20 p.m.   Room: S41
Online => Days & Time: TBA    Room: Online

"EWRT001A.05Y: Hybrid course. Access to the Internet is required. This class physically meets on Mondays, Wednesdays, and Fridays in S41 from 12:30 p.m. - 1:20 p.m. This class also meets online on Tuesdays and Thursdays from 12:30 p.m . - 1:20 p.m. The online portion of the class is conducted via the Catalyst Online system."

Less than 50-minute Class (State)

Class cannot be scheduled for less than 50 minutes

Divisions are not permitted to schedule and offer classes that are less than 50 minutes because apportionment cannot be collected for these types of classes.  

Title 5, 58023:
"A class scheduled for less than a single 50-minute period is not eligible for apportionment."

Non-Credit Class (State)

Non-credit courses are designed to help students gain general knowledge, learn new skills, upgrade existing skills, enrich understanding about a topic, or to develop personal interests.  Noncredit classes assist students to improve math or English proficiency, increase literacy and job skills, prepare to be successful in college-level credit course works and to advance in employment.

The state recently approved apportionment for non-credit classes and De Anza College started offering them in fall 2018 quarter.  Although non-credit class mirrors a for-credit parent section, they are not the same in many aspects.

Facts about non-credit class:

  • Not applicable towards a degree.
  • Not required to have grades.
  • Not recorded on college transcripts.
  • Not transferable.
  • Repeatable
  • Open to all students 18 years or older.

Requirements when scheduling a non-credit class:

  • Use “P” Positive attendance accounting method and collect attendance at every class meeting.
  • Class cannot have Special Approval or be closed off.
  • Seat count cannot be zero.
  • Need footnote explaining what the class is and who should register for it.
  • Class must mirror a for-credit parent section with same dates, days, times, room, hours, and instructor.
  • Class is not loaded.

Footnote example:
AUTO 350A.61 (non-credit)

Footnote: 1. This class mirrors the for-credit class of the same number (AUTO 350A mirrors AUTO 50A), so the course description is the same. 2. Non-credit courses are intended for students who want to gain general knowledge, learn a new skill, upgrade existing skills, or enrich their understanding of a wide range of topics. 3. Non-credit courses cannot be used to earn an associate degree nor any college transcriptable certificates. They can, however, be used to earn non-transcriptable vocational certificates. 4. This is a 12-week class.

Off-campus Class (State)

The state permits offering of classes at off-site locations, but the classes must be taught or supervised by De Anza faculty members. Off-campus classes must have section numbers that end with "F". The location can be generic, such as HOSP or TBA, but the class footnote must indicate the address of the off-site location.

Example 1:
PEA 4X.02F (Adapted Cardiovascular Training)
MWF 9:00-9:50 a.m.   Room: TBA

Footnote: "PEA -004X-02F: Class meets in the Exercise Room at the Cupertino Senior Center, 21251 Stevens Creek Blvd, Cupertino, California 9501."

Example 2:
NURS 82L.02F (Adapted Cardiovascular Training)
MT 6:30 a.m. - 2:30 p.m.   Room: HOSP

Footnote: "NURS-082L-02F: This class meets on Sept. 21 & 22 & Oct. 26 & 27, in room S81, 6:30 am - 2:30 pm. The rest of the class meetings will be at Santa Clara Valley Medical Center, 4th Floor, (750 S Bascom Ave., San Jose CA 95128). For additional information contact instructor at smithjohn@fhda.edu."

Pay/Contract Information in Banner (College)

Contract & Pay Information in Banner

Load and pay information for each class is entered in Banner SIAASGN form. Wrong or missing data in the required fields of this form will result in an incorrect faculty contract or delay in issuance.

Correct way to input pay information in Banner SIAASGN form:

AT

LOAD

Position #

Position # Suffix

Contract Type

0

cannot be zero

blank

blank

blank

3

must be zero

blank

blank

blank

5

must be zero

blank

blank

blank

4

cannot be zero

term code i.e. 201912

Need 2-digit # (i.e. 00, 01, 02)

AC (other qtrs)

SU (summer)

8

cannot be zero

term code i.e. 201912

Need 2-digit # (i.e. 00, 01, 02)

AC (other qtrs)

SU (summer)

2

cannot be zero

term code i.e. 201912

Need 2-digit # (i.e. 00, 01, 02)

FO (other qtrs)

SU (summer)

* If “STAFF” is listed as the instructor, the class is not paid so please make sure AT=5, Load=0, and blank out Position # and Position # Suffix.

AT = Assignment Type
(0 = part of load, 3 = full-time no pay, 2 = full-time/overload pay, 4 = part-time,
5 = part-time no pay, 8 = classified employee)

Contract Type, use "AC" or "FO" for fall, winter, and spring quarters, and use "SU" for summer.

Rooms for Online Learning Office & Final Exam week (College)

Rooms for Online Learning Office & Final Exam Week

For summer quarter:

Before the quarter starts, the Scheduling Office will provide the Online Learning Office a list of rooms along with days and times that can be used. The rooms are available the full 6-week of summer quarter. There is no special final exam date and time during summer term; class final exam is on the last meeting day.

For fall, winter, and spring quarters only:

  1. Before the quarter starts, the Scheduling Office will provide the Online Learning Office a list of rooms along with days and times that can be used. The rooms are available to the Online Learning office for week 1 through week 11, but NOT finals week (week 12).

    For week 1 through week 11, the rooms solely belong to the Online Learning office. They can be booked based on the needs of the office.

    For week 12, finals week, the rooms are not available.
  1. Final exams will be loaded into the scheduling system after week 4 of the quarter, when a majority of the room changes and cancellations have been made. The Scheduling Office can assist with room requests after this process.

    What should the Online Learning Office do until the Scheduling Office loads final exams? 
  • Because instructors have to prepare class syllabus in advance and notate final exam information, we recommend instructors state the final exam date and time, but not the room location.  Indicate “TBA” or “To be announced” for the final exam room.
  • The Online Learning Office is the point of contact. Instructors must go through the Online Learning Office for all their room needs.  Please accept all final exam room requests from the instructors and submit them to the Scheduling Office for room assistance after we have loaded final exams into the system.
  • To ensure room availability and mitigate room conflicts, it is recommended that online learning instructors offer final exam during times that match or fall within one of De Anza final exam patterns. For example, don’t offer final exam from 12:30 p.m. – 2:30 p.m., instead use 11:30 a.m. – 1:30 p.m. or 1:45 p.m. - 3:45 p.m.
  1. After week 4 when final exams have been loaded into the system, the Online Learning Office can submit final exam room requests to the Scheduling Office for fulfillment. The Scheduling Office will fill the room requests and notify the Online Learning Office, who in turn should communicate the information with the instructors.

Section Number (College)

Section Numbers & Designators

The class section number is either composed of 2-digit numbers or three alphanumeric characters. When scheduling a class in Banner it is important to use the appropriate section number because it provides information such as the type of class it is (face-to-face, hybrid, or distance learning), time the class meets, length of the class, if the class belongs to a special program, and other important details. Besides class information, section number is also used as a key parameter in various college reports.

Effective Spring 2019, Honors classes will no longer carry the "H" designation in the section number.

 Code

Section Designators

A

Campus Abroad

D

Learning Community Courses - LinC

F

Off Campus classes

FY

First Year Experience

L

Weekend Classes - F-S-Sun

M

Mellon Scholars

MPS

Math Performance Success Program

N

International Students, i.e. COUN 50.40N, COUN 50.61N

P

Puente, i.e. EWRT 1A.P1

65R, 66R, 67R

Special Project

R

Reach Program, i.e. HUMA 10.R1

S

Community/Civic Engagement and LEAD

UM

Umoja

Y

Hybrid Classes

Z

Online Learning Classes, i.e. ANTH 1.63Z, ECON 1.64Z

 Example1: EWRT 1A.01Y

The "01Y" section number indicates that it is a full term, hybrid class.

Example2: ANTH 1.62Z

The "62Z" section number indicates that it is a full term, online learning class.

Example3: POLI 1.05S

The "05S" section number indicates that it is a full term, face-to-face, community/civic engagement class.

Short Duration Class (State)

Short Duration or Less Than 12 Week Classes:

During the fall, winter, and spring quarters, if the face-to-face classes meet less than 12 weeks, they must be coded with a “D” (Daily) attendance method. Daily attendance method classes can only collect hours for the days and times the classes meet; they are not reimbursed for holidays. Since classes must comply with Title 5 and follow the hours, units, and course objectives specified in the course outline, short duration classes must adjust the start and end time to make up for the missed meetings due to holidays.

State and college requirements for short duration class:

  • Use 55, 56, 57, 58, etc. as the section number.

  • Attendance accounting method:
    1. "D" (Daily) = less than 12-week class that are face-to-face.
    2. "ID (Independent Daily) =  less than 12-week class that is a hybrid or online learning.
  • Footnote clarifying when the class starts and how many weeks it meets.

 Example 1:

AUTO 60E.55 (Automotive Fuel Injection)
TR 6:00 p.m. - 10:15 p.m.  Room: E12F

"AUTO-060E-55: Meets six weeks beginning November 5."

Example 2:

NURS 85.55 (Advanced Medical-Surgical Concepts)
T 6:30 a.m. - 10:20 a.m.  Room: SC2106

"NURS-085.-55: This class meets 6 weeks beginning Sept. 22."

Special Programs (Ex: LinC, FYE, Puente, Sankofa) (State, College)

Special Program Classes:

Per Title 5, classes must be opened to all students for registration, the only restriction that can be placed on the classes are course prerequisites or requirements specified in the course outline. Restriction of a class to specific groups of students in special retention and success programs, such as Learning Community (LinC), First Year Experience (FYE), Puente, and Umoja, is allowed as long as a large portion of the same class is open to the general student population.

State and college requirements for special program classes:

  • Section number must end or contain: 
    1. D for LinC class
    2. P for Puente class
    3. FY for First Year Experience class
    4. MP for Math Performance class
    5. SK for Sankofa class
  • Attendance accounting method:
    1. W (Weekly) = 12-week face-to-face class during fall, winter, and spring
    2. IW (Independent Daily) =  12-week hybrid or online learning class during fall, winter, and spring quarters.
  • Registration Restriction (2 options): 
    1. Option #1: Indicate a restriction code in the Special Approval field of SSASECT Banner form. [This option requires clearance by division or A&R in the SFASRPO form for each class.]
    2. Option #2: Indicate a restriction code in the Cohort Restriction field of SSARRES Banner form. [This option allows any students with the matching Cohort Restriction code in their profile to register for the class.]
  • Footnote stating what program the class is for and how students can enroll or find out more information.

Example1:

ESL 262.01D (Low Advanced Reading)
MW 10:30 - 11:45 a.m.   Room: L83

Footnote: "ESL -262.-01D: LEARNING COMMUNITY: Requires concurrent enrollment in CRN# 22442 ESL 263.01D. Contact Matt Abrahams at abrahamsmatt@deanza.edu if you have questions. www.deanza.edu/linc."

Example2:
LART 211.P1D (Integrated Reading and Writing)
MW 10:00 a.m. - 12:15 p.m.  Room: L28

Footnote: "LART-211.-P1D: LEARNING COMMUNITY: Requires concurrent enrollment in CRN 21661 HUMA-020.-P1D. This offering is part of the Puente Program. For more information, visit www.deanza.edu/linc or contact Jorge Morales at moralesjorge@fhda.edu."

Classes with To Be Arranged (TBA) hours ( State, College)

The Vice President of Instruction issued a mandate on December 5, 2017 requiring all NON-Online classes to clearly spell out the actual meeting days and times. Effective winter 2018 quarter, classes can no longer list “TBA” for days and times, unless it is an online class. This policy applies to all face-to-face classes, including the following types: internship, externship, special projects, practicum, and clinical. Exception to this rule requires approval from the Vice President of Instruction.  Complete details of this policy can be found here.
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