Academic Space and Course Scheduling Procedures

Room Scheduling Procedures

All general purpose classrooms are scheduled in the University Scheduling system (PeopleSoft/Ad Astra) using protocol specified by the Office of the University Registrar.

1. General Classroom Scheduling: The Office of the University Registrar will schedule all rooms defined as general classroom space * see attached list
2. Unless otherwise approved by the Provost or the Provost's designee, credit-generating classes have classroom scheduling priority over non credit activities. Non-credit activities operating in direct support of scheduled classes or in support of enrollment activities have classroom scheduling priority over other non-credit activities and events. With the exception of ESL, no Continuing education (CE) course can be scheduled in general classroom space during Prime hours M-F. (Prime hours are defined as 9:00 – 3p.m. M-F and 4-8 p.m. M-R)
3. All courses offered by a College/Department will be given priority room scheduling for space as follows:
   
   College of Business
   1. College of Business
   2. Law Interlink rooms
   3. Law Building
   
   College of Urban Affairs
   1. College of Urban Affairs
   2. Law Building
   
   College of Engineering
   1. Stillwell Hall
   2. Chester Building
   3. Main Classroom / Fenn Tower
   
   College of Education
   1. Julka Hall
   2. Fenn Tower
   3. Main Classroom
   
   College of Liberal Arts & Social Science: this college does not have a building where its course offerings are scheduled. Courses from CLASS will be scheduled as follows with several exceptions*
   1. Main Classroom
   2. Law Building
   3. Urban Affairs
   
   CLASS exceptions * These disciplines will have priority scheduling in the buildings listed. If space is not available in the priority space a default to the general CLASS scheduling priority will resume.
   1. Music & Communication – Music & Communication Building
   2. Anthropology - Chester Building
   3. Social Work – Chester Building
   
   College of Science & Health Professions (with the exception of Psychology)
   1. Science & Research
   2. Main Classroom
   3. Law Building
    
   1. Psychology
      1. Chester Building
      2. Main Classroom
   
   School of Nursing – Nursing will continue to have priority access to the Nursing Labs in Julka Hall and sole access to the lab in Chester which currently accommodate all on campus NUR offerings
   1. Julka Hall
   2. Chester Building

Laboratory Scheduling

1. Class Laboratories are presumptively subject to exclusive college, department or school scheduling control.
2. The University expects efficient utilization of laboratory space. An on-going pattern of underutilization may warrant reallocations at the Provost’s discretion

Preparation and Submission of Course Schedules:

1. Departments and schools will submit class schedules in the scheduling system using the protocol and production calendar specified by the Office of the University Registrar. Dean’s Offices will review the schedules and make adjustments as necessary to achieve consistency in scheduling practices, adherence to policy and best matches of course offerings and student need.
2. Each college's semester class schedule (laboratories excluded) may include:
   1. No more than 60% of its total classes offered between 9:30 a.m. and 3:00 p.m., Monday – Friday
   2. No more than 60% of its total classes offered on Monday/Wednesday/Friday, and
   3. No more than 60% of its total classes offered on Tuesday/Thursday.

These provisions do not include special problems, independent study, tutoring sessions, arranged classes, or classes meeting in rooms designated other than classroom (i.e., it includes classes meeting in rooms designated as classrooms only).

Schedules that exceed the 60% limit will be returned to the appropriate dean(s) for reconsideration. If, after reconsideration, a dean wishes to petition for exceptions to the standards, the dean may submit a written request for exceptions to the Provost or the Provost's designee.

Class Meeting Time

Standard class meeting time blocks must be followed. Exceptions to the standard time blocks for pedagogical reasons will be considered through the following procedure:

1. The Department contacts the designated Associate Dean in Academic College to provide the description of and rationale for the exception.
2. The Associate Dean seeks additional information (if needed) and if the request is rejected the department conforms to the block schedule.
3. Recommendations for approval by the Associate Dean are forwarded to the designated Vice Provost (currently the Vice Provost for Academic Programs).
4. The Vice Provost consults with the Academic College and Registrar’s office in making the final decision.
5. Approval is needed by the Vice Provost for the exception to be implemented.

The Provost or designee may grant continuing exception for certain courses (such as labs, field experience, clinical etc.) Such approvals will be forwarded to the Office of the University Registrar and will not require approval for subsequent semester scheduling.

Class Cancellation

Because of the many adverse negative effects that cancelling classes have on enrolled students, every effort should be made to cancel classes for low enrollment as early as possible, but no later than 10 business days prior to the fall and spring terms and 5 business day prior to a summer session start. Any class cancelled after the stated deadline will require written explanation of extenuating circumstances from the dean’s office and will be reported to the Provost’s Office at the start of each term. To aid in this process the Office of the University Registrar will:

1. Send multiple reminders of deadlines to all dept chairs prior to the start of each term
2. Send a report of all low enrollment classes to chairs/dean’s offices one week prior to the cancellation deadlines

Course Waitlists

1. Course waitlists will be set up for all undergraduate & graduate courses that do not have co-requisites required for registration
2. Departments wishing to exclude a course that does not have co-requisites for having a waitlist must submit the rational to their respected dean’s offices. Dean’s offices should forward approved requests to the Office of the University Registrar.
3. Weekly reports of courses with 10 or more students on waitlists are distributed by the Office of the University Registrar to each college.
4. Colleges should make every attempt to accommodate student demand for courses with no remaining seats.

Implementation and Monitoring

1. The University Registrar is responsible as the University’s scheduling agent for general implementation of this policy.
2. The Deans, under oversight from the Provost, are responsible for monitoring and enforcement of all provisions in the policy.
3. Departments and schools must update the scheduling system to reflect all scheduling changes requested by the Dean’s Office in the preliminary scheduling phase.
4. Changes to the existing class schedule after registration has begun for classes will be permitted only under extraordinary circumstances. Departments and schools should consult their dean’s office and the University Registrar to modify a class schedule after enrollment has begun.