Standard Meeting Pattern Exceptions Process

Non-standard sections requesting a general-purpose classroom are initially loaded by departments into the Banner form SWCSCHD with an "Associate Dean exception." Every night a script runs that determines whether the requested time meets one of the criteria to be considered an "Associate Dean exception." If it does not meet one of the criteria (listed below), then the exception type in SWCSCHD is changed overnight to "Provost."

Example of Associate Dean exception in SWCSCHD:

Example of Provost Exception in SWCSCHD:

To view the exception percentage for a unit run the "Combined Distribution and Balance Report for Meeting Analysis - GP." It is a comprehensive report listing whether a course is identified with an "A" (Associate Dean) or "E" (Provost) exception, the total percentage of "Provost Exceptions," as well as distribution and balancing information for each course.

Associate Dean Exceptions

Associate Deans are permitted to grant exceptions to meeting patterns that result in a complete meeting pattern directly. That is, you can approve an exception as follows:
Section A 8:30-9:20 M
Section B 8:30-9:20 W
Section C 8:30-9:20 F
because the combination of the three sections produces a single meeting pattern: 8:30-9:20 MWF.

There are four additional exception categories that Associate Deans are empowered to make.
  1. Sections that meet exclusively on a weekend: Saturday, Sunday, or Saturday and Sunday. Sections meeting on weekends must have an exception so the faculty member/ department understands it is their responsibility to ensure the building is unlocked, to understand that custodial services are not available, etc. Associate Deans are responsible for communicating this to the faculty member/department.
  2. Sections that meet partially on a weekend, such as Friday/Saturday combinations. In these cases, the Friday pattern must be standard and balanced (if necessary) or it will be considered an exception. Associate Deans are empowered to approve the Saturday meeting pattern, which includes the department/faculty communication noted in #1 above.
  3. Sections that meet for an entire day. Entire day means the course begins before 9am and does not end before 4pm.
  4. Sections using combined meeting patterns. A combined meeting pattern uses all components of both meeting patterns. So, 8:30-10:25 MWF is a combination of meeting patterns: 8:30-9:20 MWF and 9:35-10:25 MWF. 8:30-10:25 MW is not a combination (F is missing); 8:30-10 MWF is not a combination (the end time does not match.)

Relevant Reports

Balance for Meeting Analysis (Review Requested SMP and Distribution Requirement Exceptions)

Accessing the Report
  1. Log into myUVM
  2. Select the dean/chair tab
  3. In the "Schedule of Courses" channel click on "Report: Balance for Meeting Analysis"
More Information about the Balance for Meeting Analysis

This report is designed to assist units in reviewing course balances. It includes sections which meet the following criteria:

  1. must be active or pending (canceled sections are not included)
  2. must be requesting a GP room
  3. meets one day per week and starts before 4pm (TR) or 4:05pm (MWF)
  4. is the primary section of a cross-listing (how primary section is defined is described here)
  5. represents the meeting pattern which needs balancing (i.e. if a section has multiple meeting patterns, such as MWF 8:30-9:20 and R 8:30-9:20, only the R pattern will display)
  6. is not a GRMD course
Each section which displays on the report is identified in the "Exception?" column with an "A" if it meets the criteria for an Associate Dean exception or an "E" if it meets the criteria for a Provost exception.

Using an algorithm the report determines if there are any appropriate courses which fulfill the requirements needed to balance each section. Possible balancing matches are listed under the headings "Balance CRN1" and "Balance CRN2." (These are only suggestions, they do not have to be used.) Balancing matches for a course are identified first within the same subject, then department, and then unit as the course. Searches do not extend beyond the unit in which the course is offered.

Per the policy the balancing algorithm takes both enrollment and meeting pattern into account when matching sections. Course enrollments currently must be within 20% of each other to balance. Meeting patterns must balance exactly, including dates. If a course meets every other R, only a course that meets every other T of the same week will balance it.

Balanced sections will have an "X" in the "Balance Indicator" column. Ideally, each course listed on the report will have an "X" for every section indicating all courses are balanced.

Combined Distribution and Balance Report for Meeting Analysis (Review Exception Percentages)

Accessing the Report
  1. Log into myUVM
  2. Select the dean/chair tab
  3. In the "Schedule of Courses" channel click on "Report: Distribution/Balance(GP)"

    The GP version lists the official exception percentage.

More information about the Combined Distribution and Balance Report for Meeting Analysis-GP
This report includes only sections requesting GP spaces and is designed to show how sections are distributed across the standard meeting patterns by day and time. It also identifies sections that need balancing and notes sections which are already balanced.

The following percentages are calculated by the report at the department, unit, and university level:
  1. The percent of sections meeting on T/R (i.e. meeting pattern has T or R or both.)
  2. The percent of sections meeting midday (i.e. meets any time between 10:00-15:59 TR or 10:40-14:59 MWF.)
  3. The percent of sections with non-standard meeting patterns.
  4. The percent of sections which need balancing (total coded as needing balancing divided by total number of sections.)
  5. The percent of sections which require balancing but are already balanced (number coded as being balanced divided by the number needing to be balanced.)
Please note: the presence of an exception indicator (A or E) does not exclude a section from the above calculations. For example, a non-SMP section with an 'E' exception is still included in the non-SMP percentage calculation. The fact that an exception was granted does not change the fact that the section is non-SMP.
Calculated Exception Percentage
This report uses the number of exceptions which qualify as Provost exceptions when determining the "Calc Exception %" regardless as to whether or not the exception is still displaying as "Associate Dean" in SWCSCHD.

In the following example, some sections were loaded with "Associate Dean" approval in SWCSCHD. The script that determines whether it is an Associate Dean or Provost exception has not run yet, which why there is a discrepancy between "Exception %" and "Calc Exception %." Every time you run the report the "Calc Exception %" will have the most up-to-date information. Once the script has run during the night, the "Exception %" and "Calc Exception %" will match.

The easiest way to view sections coded as Provost Exceptions is to run the "Combined Distribution and Balance Report for Meeting Analysis-GP" and click on the CSV Output at the very top (this will open in Excel.) Once the document opens select the entire document and sort on the "Calc Exception" column in Z-A order. This will bring all the courses tagged with an "E" to the top. These are the sections that make up the exception percentage. An "X" in the "NBal Ind" column indicates the course requires a balance. an "X" in the "NBal Bal Ind" column indicates the course is balanced.