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Office of the Registrar

Dartmouth College
Office of the Registrar
6014 McNutt Hall
Hanover, NH 03755-3541

Phone: (603) 646-2246
Fax: (603) 646-2247
Email: registrar@Dartmouth.EDU
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Timetable Application Reference Guides


Timetable Application Guide - Detailed Instructions

1. Open the Timetable application.

a. You may access the Timetable application in two ways:

i. Direct link:

ii. Using the Timetable Application menu item in BannerStudent for Faculty

b. This application is controlled by Dartmouth Web Authentication. If you've logged in to BannerStudent already, or a VPN, you should already be authenticated; if not, you will see those login screens, then be taken to the Timetable Main page.

2. You will start on the MAIN screen – this is a view of all the Department's/Program's courses for a given term.

a. The application is term-based, so use the term selector plus SEARCH button to switch between terms.

3. The Department/Program selector allows you to view any other Department/Program courses. The default is your own Department/Program.

4. The layout is similar to the Public Timetable – Once you click EDIT to open up a course information that is not visible in the MAIN layout will be visible at the section level.

a. The courses display in the following order:

i. Courses that your department/program "owns," sorted alphabetically. This means that you may see other subject codes before your own if you have cross-listed courses. "Owned" courses are all editable by you.

ii. Courses that are in your department/program, but "owned" by a different department program due to cross-listing. These courses will not be editable, but you will be able to view the information.

5. Status (MAIN View)

a. The far left-hand column displays the current status of the section. This describes where it is in the editing process – created, updated (with date-stamp), or approved.

i. Created indicates that the course has been loaded to the application, but has not yet been edited.

ii. Updated indicates that the record has been edited; the date-stamp indicates when the update occurred.

iii. Approved indicates that your Department/Program has completed editing course information for a term, and is ready for the Registrar's Office to load the course data into Banner. Once the status is "approved" the course may no longer be edited.

6. Icons (MAIN View)

a. On the far right-hand side of the MAIN view is the Actions column, which contains the control icons: Edit Section, Copy Section, and Delete Section.

i. Edit Section opens a course section for editing – this is where most of your work will take place.

ii. Copy Section opens a dialog box to add further sections to a course; for example extra lectures for ECON 001 or SPAN 002, or extra lab sections for CHEM 006. All types of sections may be added:  lectures, discussions, and laboratory sections.

iii. Delete Section removes the record of that course. If you delete something in error, you can always add it back using the Add Course function.

7. Header Buttons (MAIN View)

a. The header bar that contains the search functions on the right also has two action buttons on the left side, Add Course and Add Xlist.

i. Add Course allows you to add any course that has a valid Banner Catalog entry – this indicates that a course has completed the appropriate approval process. If you try to add a course and do not get a result, it may be that the course has not yet been approved.  Another new application, coming later winter term '14 is DCARS, Dartmouth Course Approval Routing Process.  Once this is made available, Departments/Programs will be able to monitor the progress of a course approval online.  Stay tuned!

1. The button will open a dialog box where you may select a subject and course number, and SUBMIT. That triggers a check in Banner, and when the window disappears, you will see a message below the header bar that indicates either a successful addition of a course, or that the course is not yet in Banner.

ii. Add Xlist allows you to add new cross-lists that were not included in the original default data received from the Dean of the Faculty Office. Like Add Course, all courses must be valid entries in the Banner Catalog. When you add cross-list combinations, the Registrar's Office receives an email so that we can confirm the approval of the specific cross-list. Our approval does not interfere with your ability to edit the course sections.

1. Select the subject/course number/section combinations necessary for a cross-list, add the total overall enrollment limit, if any, and the instructor, then click SUBMIT. If all the sections are in Banner, they will be added to the MAIN view for further editing.

a. NOTE: Editing one part of a cross-listed course will make the changes to all the other parts, so you do NOT have to maintain the data multiple times.

b. The tabs to the right above the header bar (available on all screens) control the other views in the application, Approvals and the Calendar View.

i. Approvals is the area where a Department/Program can finalize their course editing for a term. Courses here are grouped by subject. All course information for a Department/Program must be completed before clicking Approve. NOTE: Approval locks all editing capabilities in the application. Since further changes must be requested through the Registrar's Office, it is very important to make sure you have all the information entered by the final date. Once a set of courses is approved, The Registrar's Office receives notice, and we push the data into Banner. After review in our office, the courses will be ready to view in the Preview Timetable for a final confirmation before publishing the Timetable.

ii. The Calendar View allows you to see your courses arrayed in a weekly calendar view, including X-hour times. The view also allows one other Department/Program to load up as an overlay for the purposes of comparing times, for example if you share certain course pathways or instructors with another Department/Program.

8. The rest of the information on the MAIN view displays level, Course (Subject-Number-Section), Schedule Type (Lecture, Lab, etc.), Title, Instructor, Meeting Time, Enrollment Limit, any cross-listed courses, whether or not the course is set for Instructor Permission (IP), and whether or not the course is eligible for the Non-Recording Option (NRO).

9. Below the header bar on the right-hand side, and just above the listing of courses, is the Filter window. This tool will allow you to jump to specific courses quickly by typing in a portion of the information. This is useful when you have a larger number of courses to review. The Filter works on all visible information, so you may filter by title, instructor name, and number. Use the Filter tool by simply typing in the first few letters of what you're looking for, and generally the result will appear immediately.

10. Throughout the application there are dropdown menus with data, the (Department/Program list, the faculty listing, and the room requests being the largest). All those dropdowns have search tools that work much like the Filter tool – simply enter some starter text (for a Department/Program code, instructor name, or room name/code) and the list will narrow down your selections quickly.

11. Editing Courses

To edit a course section, click the Edit Course icon.

a. Course information is displayed over a series of tabs now, below the header bar. Click through the tabs to enter various types of information. The SAVE button below each tab applies to the *entire set* of tabs, but after completing the required information on the first tab, you may save at any time.

b. The first tab, Required Course Information, is the heart of the application. Here is where you set the meeting time and confirm various setup options (IP, NRO changes, Credit/No Credit), enrollment limits, and priorities.

i. The priorities selection tool will appear once you uncheck the No Enrollment Limit box. As you begin to select your course's priorities, more rows will appear. Selecting RANDOM will end a set of priorities. You can change priorities by simply selecting a different category, and erase one by selecting the blank row in the dropdown. You only need to enter as many priorities as your course requires – the application provides space for up to 13 selections (including Random).

1. NOTE: The application's error-checking will make sure that no priorities are duplicated. Major/Minor/Modifier is automatically set to the proper majors/minors associated with a Department/Program.

ii. All data marked by BOLD type and an asterisk is required – you may not save a course without first entering that information. All required information is on this first tab.

c. Once you complete the first tab, you may move on to the other tabs, or save and return to the MAIN menu.

d. NOTE: When you click SAVE, the application automatically returns to the Required Course Information tab, no matter which tab you were on. Success and Error messages appear above the course information in a green or red box.

e. The next tab is Median Grade Information. Use this tab to select any custom median grade pooling requirements your course(s) may have.  NOTE: All cross-listed courses are automatically pooled; ECON courses are pooled by course and instructor; MATH courses are pooled by course number. This tab is optional – please make a selection here ONLY if your Department/Program requires a specific median grade pooling (for example, PHYS 14 sections 1 and 2).

f. Click the Room/Scheduling tab. Please select an X-hour Usage option (this helps in the scheduling process) and specify the Audio/Visual Equipment details for the course (further questions appear if you indicate that A/V Equipment will be required). Classroom Requirements should contain information detailing what else is necessary to teach the course, while Classroom Preferences should indicate secondary considerations for room scheduling. Finally, you may enter two room requests.

g. Click the Course Attributes/Cross List tab to view the distributive/world culture assignments for the course, as well as view the cross-listing information if there is any. No edits are possible here for crosslisted courses – those are made at each individual section level.

i. NOTE:  Only the owning Department/Program may edit cross-list data. When one portion of a cross-list is edited, the changes apply to all other sections as well.

h. Click the Objectives/Textbook tab to enter the course's Federally-required textbook information as well as the course's Learning Objectives, which are optional.

i. NOTE: Once Canvas is fully operational, there will also be a portion of this tab that allows you to submit Canvas setup requirements to Academic Computing.

i. Click the Notes/Other tab. This is a free-form data entry area that can be used for anything – Update notes between a Department/Program administrator and a Chair; change notations for courses; or anything else that may be of use to record within your Department/Program.

j. Click SAVE

12. After entering required information, you may save at any point, and the data will remain for editing. The data for a term remains open until your Department/Program approves the set of courses for a term – at that point, editing is locked, and the Registrar's Office receives notification that courses are ready to go ino Banner. Once your courses are in  Banner, the Registrar's Office will inform you that they are ready to be previewed on the Preview Timetable for an important, final check.

Terms will be open for editing generally a year in advance, allowing you flexibility in when you enter and update a term's courses , however we will inform you of each terms' hard deadline in advance of the Timetable publication date. After that date,only slight modifications may be made to the Timetable through the Registrar's Office as described in the Chair's Handbook.






Last Updated: 11/6/15