Steps to a Successful Summer Program
I. Review
Our Proposal and Survey Your Faculty
Review the recommendations made by your Summer Sessions Analyst. If you
wish to ask your faculty to request summer teaching assignments, distribute
copies of the Summer Sessions
Planning Guide to all faculty, along with a Summer
Sessions Teaching Proposal Form and any other planning material you
might want them to have, during your fall quarter department meeting.
Since you will need to schedule your program by November 30, we
recommend you set a deadline of November 10 for faculty
requests.
II. Select the Courses
Keeping the Summer Sessions recommendations in mind, select the courses
you wish to offer from those submitted by your faculty. This may be done
by your department chair, vice-chair, a faculty member assigned to coordinate
Summer Sessions - or you. The Office of Summer Sessions may restrict your
department to a specific number of courses within a given budget limit.
We may ask that you exclude classes with a history of low enrollments,
and that you limit your courses at certain times of day to allow optimum
use of classrooms, our scarcest resource.
III. Review your Budget and
Schedule your Courses
Initial scheduling access is open to your department
from November 1 to November 30.
1. Proposed Program Budget
Summer Sessions gives each department a budget target
for next summer based on last summer's performance.
You may make changes to the budget as long as you
do not exceed the budget target. Your password protected
budget can be viewed online; click
here to see your department’s budget.
2. Schedule your Courses
Courses offered last summer roll over in the AIS scheduling
system to this summer, just as they roll from quarter
to quarter in the regular year. You may make changes
to your program the same way you do in the regular
year, with a few exceptions that are unique to Summer
Sessions.
Your analyst will review your program to ensure that program size, budgeting, and scheduling meet our guidelines. The approved information will be included in our Web site and in the Summer Sessions catalog.
Several items require special attention:
Enrollment restrictions: Include enrollment
rule codes to restrict enrollment to certain types
of students, and to screen for requisites. Only UCLA
students are screened for requisite and class-level
requirements.
Schedule notes: Class Schedule Note Codes
are listed below. Many students read only the schedule
and not the course descriptions. Schedule notes are
critical in communicating information that will guide
students. If you want a note that is not listed, send
a brief e-mail to Tony
Beck x59774.
Session codes: Summer Sessions requires the
use of session codes in
course scheduling.
Course ID number: The last three digits of the course ID require special coding.
Schedule of Classes
Academic departments schedule Summer Sessions courses in SIS. The scheduling process is largely the same as in the regular year, but there are a few steps that are unique to Summer Sessions. If you have any questions about the process, contact Tony Beck x59774.
Roll over: The schedule from last summer rolls over to this summer. You may leave your schedule as it is, or you may add, delete, or modify your courses.
Calendar: Departments have access to make changes to their Summer Sessions schedule from November 1 to November 30, and then again from December 15 to the end of the summer term.
Restricted rooms: Some rooms are reserved and should not be scheduled.
Final Examinations: If you would like to schedule a separate final examination time for some or all of your courses, contact Tony Beck x59774.
Class Schedule
Guidelines
Classroom space is at a premium during the summer. By scheduling your
courses back-to-back between 8:30 and 5:30, you allow maximum classroom
usage. The following sample class schedule demonstrates the use of one
classroom for four summer courses.
Use this model for scheduling your program:
| Zoology | 10 | TR | 8:30 - 10:35 | Dodd 162 |
| 40 | MTWRF | 11:30 - 12:20 | Dodd 162 | |
| 100 | MWF | 1:00 - 2:20 | Dodd 162 | |
| 110 | TR | 3:15 - 5:20 | Dodd 162 |
The following approved scheduling patterns are minimums for assigning course times:
Six-Week Sessions
| MTWRF (50 mins.) | MWF (1 hr., 20 mins.) | TR (2 hrs., 5 mins.) |
| 8:30 - 9:20 | 8:30 - 9:50 | 8:30 - 10:35 |
| 9:30 - 10:20 | 10:00 - 11:20 | 10:45 - 12:50 |
| 10:30 - 11:20 | 11:30 - 12:50 | 1:00 - 3:05 |
| 11:30 - 12:20 | 1:00 - 2:20 | 3:15 - 5:20 |
| 12:30 - 1:20 | 2:30 - 3:50 | |
| 1:30 - 2:20 | 4:00 - 5:20 | |
| 2:30 - 3:20 | ||
| 3:30 - 4:20 | ||
| 4:30 - 5:20 |
Eight- and Ten-Week Sessions
MTWRF
Between 8:30 a.m. - 6:00 p.m.
Sample Classroom Schedule
Russian 10 MTWRF 8:30 - 12:20 Dodd 162
Russian 20 MTWRF 12:30 - 4:30 Dodd 162
Ten-Week Sessions
Once per week: two hours and thirty minutes.
Session Codes
Session codes are entered on the COD screen. They control the dates and the fees for the courses. The most common session codes are:
| 6A | Six-week Session A courses |
| 8A | Eight-week Session A courses |
| 1A | Ten-week Session A courses |
| 6C | Six-week Session C courses |
The other session codes are normally used by Summer Sessions only.
Unlike in the regular session, the last three digits of the nine-digit SRS number are specially coded in Summer Sessions:
Coding the last three digits of the SRS#
| First | Section Number |
| Second | Session Number 1 = Session A 3 = Session C (2 is reserved for Travel Study courses) |
| Third | 0 (Reserved for future use) |
The SRS number is coded in the “Add Act Type & Last 3 Digits of SRS#:” field of the CM1 screen in SIS. For example, a course with the SRS number 111-222-110 would be the first section of a course in Session A.
Instructor Function Code
Instructor function codes are used to assemble the faculty report. Enter the appropriate instructor function code in the CM2 screen in SIS:
01 - Primary Instructor. Has
direct instructional contact with the student and is in charge of the
course.
02 - Secondary Instructor. Has direct instructional contact with the student
but is not in charge of the course (e.g., Teaching Assistant).
03 - Instructor in charge. Has no instructional contact, but is in charge
of the course (e.g., a professor supervising a TA instructor).
Class Schedule Note Codes
Many students refer only to the Schedule of Classes, so any information you want them to have should appear there as a Schedule Note.
| Schedule Note Codes | |
ED
|
Academic department permission required |
AD |
Additional hours to be arranged |
FD |
Discussion Sections are assigned at first lecture meeting. |
LD |
Enroll in department office and laboratory fee required |
ID |
Enrollment in discussion will enroll you in lecture. |
IL |
Enrollment in lab will enroll you in lecture. |
IQ |
Enrollment in quiz will enroll you in lecture |
IR |
Enrollment in recitation will enroll you in lecture. |
LE |
Limited enrollment. |
LM |
Limited to students in major department only. |
FL |
Lab sections are assigned at first lecture meeting. |
LS |
Meets L&S General Education requirement. |
LF |
Meets L&S and School of the Arts General Ed. req. |
FA |
Meets School of the Arts General Education req. |
HI |
Meets American History and Institutions req. |
FR |
Recitation sections are assigned at first lecture meeting |
FQ |
Quiz sections are assigned at first lecture meeting. |
Accounting
Departments are responsible for initiating purchases, reconciling ledgers monthly, and making routine corrections to their ledgers. Expenses must be within approved budget targets.
Accounts, Ledgers, and Expenses
Each department has its own account number for Summer Sessions expenses. The account number does not change, but the fund number changes yearly. The fund number for even-numbered calendar years is 20290; for odd-numbered years it is 20291.
All spending must be completed by the last day of Session C. No new charges may be incurred after this date, although it is possible that some charges might not be reflected on the ledger until the following month. Exceptions must be approved by your department's Summer Sessions analyst. Unapproved late expenses will not be honored. Summer Sessions accounts will be closed on October 15 in preparation for the revenue sharing process.
Fiscal Year
The Summer Sessions fiscal year is unique because it coincides with the calendar year (January-December), not with the normal campus fiscal year (July-June). To accommodate this difference, the Accounting Office makes entries in the June ledger that may appear unusual. Please contact Cathy Ruiz x50623 if you need assistance in interpreting the ledger.
Budget
Once an academic department's budget target has been set, you may make changes to it as long as you do not exceed the target.
Summer Sessions Analysts
Steven Angelo phone 64933sangelo@summer.ucla.edu
Anthropology
Asian American Studies
Asian Languages and Cultures
Chemistry and Biochemistry
Chicana and Chicano Studies
Communication Studies and Speech
Earth and Space Sciences
Ecology and Evolutionary Biology
Education
Geography
Gerontology
History
Information Studies
Life Sciences
Linguistics
Molecular, Cell, and Developmental Biology
Physics and Astronomy
Physiological Science
Political Science
Psychology
Public Health
Spanish and Portuguese
Women's Studies
Tony Beck
phone 59774
tbeck@summer.ucla.edu
Applied Linguistics and Teaching English as a Second Language
Comparative Literature
English
English Composition (Writing Programs)
Honors Collegium
Lesbian, Gay, Bisexual, and Transgender Studies
Musicology
Near Eastern Languages and Cultures
Nursing
Public Policy
Slavic Languages and Literatures
Social Welfare
Sociology
Susan Sims
phone 50784
ssims@summer.ucla.edu
African Studies
Afro-American Studies
Architecture and Urban Design
Art
Art History
Atmospheric and Oceanic Sciences
Civil and Environmental Engineering
Classics
Computer Science
Design | Media Arts
Economics
Ethnomusicology
Film, Television, and Digital Media
French and Francophone Studies
Germanic Languages
Italian
Mechanical and Aerospace Engineering
Management
Mathematics and Program in Computing
Microbiology, Immunology, and Molecular Genetics
Music
Philosophy
Scandinavian Section
Statistics
Theater
World Arts and Cultures
2010 Summer Sessions Calendar
| November 1 | Departments given access to schedule their programs. |
| November 30 | Last day for departments to schedule their summer programs. Scheduling access temporarily suspended. |
| December 15 | Department access to scheduling resumes. |
| February 1 | Registration and Enrollment begin for UCLA students. |
| March 1 | Registration and enrollment open to all students. Catalog mailed. |
| June 21 | Session A begins. |
| July 5 | Independence Day Holiday |
| July 2 | Last day for 100% refund (Session A). |
| July 7 | Faculty and TA paydate (First 6-week, 8- and 10-week Sessions). |
| July 21 | Faculty and TA paydate (First 6-week Session and 10-week Session). |
| July 30 | Session A ends. |
| August 2 | Session C begins. |
| August 4 | Faculty and TA paydate (8-week Session). |
| August 18 | Faculty and TA paydate (10-week Session, Session C). |
| August 13 | 8-week Session ends. Last day for 100% refund (Session C). |
| August 27 | 10-week Session ends. |
| September 6 | Labor Day Holiday |
| September 1 | Faculty and TA paydate (Session C). |
| September 10 | Session C ends. |
| October 15 | Spending stops in preparation for the revenue sharing process. |
Library and Bookstore
College Library Reserves
College Library Reserves scans homework solution sets, class notes and permanent reserve exams to mount on the College Reserve Web site. The online images are available to all on-campus users and remotely to UCLA students, faculty and staff.
Advantages to you and your students include:
*Fewer hard copies to submit, update and maintain
*Departmental savings for photocopying
*24 hour access to materials
*No missing or mutilated pages
*Broader options for studying
Requirements:
*Written or verbal permission to Reserve staff to scan your materials.
*For solution sets and class notes, one copy of weekly additions must
be dropped at the circulation desk with a note that it is for "scanning
only" and to what week it belongs. This copy is over and above what
is put in hard copy folders.
URLs as Reserve items:
URLs may also serve as Reserve item requests. These can be personal
and/or departmental homepages as well as other online resources you would
like your students to access.
For more information contact Alicia Reiley x63668.
Book Requests
Academic departments complete a Faculty Textbook Request Form and return
it prior to the deadline date announced by the bookstore. A separate form
must be completed for each class. Your department has permission to increase
its supplies and expenses budget to pay special freight charges if enrollment
exceeds the book order.
Library Reserve Book List
The deadline for submitting this form is listed in Guidelines for Reserved
Material, available from the Library.
Summer Sessions Directory
UCLA Summer
Sessions
Box 951418
Los Angeles, CA 90095-1418
Campus Mail Code: 141801
Fax Number (310) 825-1528
E-mail: info@summer.ucla.edu
Web site: www.summer.ucla.edu
Student Inquiries call 54101
Department Inquiries call 57512
Directory of all Summer Sessions staff
Gene Block
Chancellor
Scott Waugh
Executive Vice Chancellor and Provost
David Unruh
Assistant Provost, Academic Program Development
phone 51083
E-mail: dunruh@summer.ucla.edu
Susan Sims
Executive Officer
phone 50784
E-mail: ssims@summer.ucla.edu
Steven Angelo
Finance Manager
phone 64933
E-mail: sangelo@summer.ucla.edu
Bruce Armstrong
Student Services Manager
phone 65583
E-mail: barmstro@summer.ucla.edu
Anthony Beck
Classroom Scheduler
phone 59774
E-mail: tbeck@summer.ucla.edu
Meri Davtyan
Systems Manager
phone 69612
E-mail: mdavtyan@summer.ucla.edu
Cathy Ruiz
Accounting and Payroll Assistant
phone 50623
E-mail: cruiz@summer.ucla.edu
Kathleen Micham
Marketing Manager
phone 57370
E-mail: kmicham@summer.ucla.edu