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Academic Scheduling Principles and Procedures

Objective

As Utah State University continues to grow, the demand for classrooms, laboratories, offices, and special purpose facilities also increases: Efficient usage of existing space is required. Demand for the most desirable classroom space at popular hours far exceeds the supply. An increase in afternoon and evening scheduling must be considered. Cooperation by all scheduling units is needed. As property of Utah State University, physical facilities are governed by a common set of space policies, and in some cases centralized coordination of these policies are essential. The Scheduling Coordinator in the Academic Instructional Services Department will coordinate scheduling of central classroom space. The schedule and due dates related to classroom scheduling will be available at https://ais.usu.edu/scheduling/.

Principles:

  1. Each department will determine a Department Scheduling Contact who will act as the scheduling contact person for their department. All changes and concerns should be made through the Department Scheduling Contact. The AIS Scheduling Coordinator will work directly with the Department Scheduling Contact.
  2. Each College will determine a College Scheduling Executive to work with the AIS Scheduling Coordinator to resolve scheduling issues within their College, enforce the College scheduling percentages, and encourage classes to be taught during University bell times.

Classroom space will be assigned by the AIS Scheduling Coordinator based on the requests received by an established due date that is posted at https://ais.usu.edu/scheduling/.

  1. The University “bell times” are as follows: Monday, Wednesday, Friday beginning at 7:30 and occurring every hour (7:30, 8:30, 9:30, 10:30 etc.). Tuesday, Thursday beginning at 7:30 and occurring every 90 minutes (7:30, 9:00, 10:30 etc.).
  2. For classes in centrally scheduled classrooms, each College is to schedule no more than 12% of its class offerings on Monday, Wednesday, and Friday during each bell time. Each College is to schedule no more than 15% of its class offering on Tuesday and Thursday during each bell time. Each College is to schedule no more than 60% of their total centrally scheduled class offering on TR.
  3. The AIS Scheduling Coordinator will provide reports showing each College scheduling percentages. The College Scheduling Executive should verify the percentages and direct any required changes within their College.
  4. A working schedule bulletin will be circulated to the Department Scheduling Contact and College Scheduling Executives in preparation for each upcoming semester.
  5. When student registration requests equal the seating capacity of the assigned room, the availability of a larger classroom must be confirmed before additional students are admitted to the class. Classrooms may be reassigned based on student demand for particular classes.
  6. Examination and tutoring sessions will be scheduled after regular classes have been assigned classroom space.
  7. All changes to the dates, days and times made after the semester classes are viewable in student BANNER should be submitted by the Department Head to the University Schedule Coordinator for approval.

Procedures:

  1. The first draft of the schedule is the previous year’s class schedule. The classes offered at non-conforming bell times will be highlighted. Classrooms for these classes will be made available for scheduling other courses which have standard bell times. If a room is available and the College has conformed to the College scheduling percentages then a new room may be assigned once all standard bell time classes have been assigned rooms.
  2. The first draft is made available to the Department Scheduling Contact for review and changes.
  3. The AIS Scheduling Coordinator will work with the Department Scheduling Contact in each department to: enter changes to the schedule, provide percentage reports, identify classes not conforming to University bell times and provide regular updates to the draft schedule. Departments should finalize their schedules as early as possible to give time for quality assurance.
  4. Any day/time changes for a class in a centrally scheduled classroom will result in loss of the classroom that it is scheduled, unless arrangements have been made to trade rooms with another class. Departments can submit requests to trade days/times and rooms with other classes that they have scheduled. Class trades are subject to review and approval by the AIS Schedule Coordinator. All trades need to be clearly noted on the schedule of classes.
  5. The Department Scheduling Contact needs to ensure that all changes are returned to the AIS Scheduling Coordinator by the date specified.
  6. The AIS Scheduling Coordinator examines the list of changes and compares it with the list of open times in classrooms. Courses are assigned to a classroom based on the following priorities:
    • Size of Classroom compared to Enrollment
    • Alignment to University bell times
    • Technology Needs/Classroom layout necessary for teaching pedagogy
    • Location of Classroom (Proximity to Department) Information received by the scheduled date

**Size overrides technology, size overrides distance delivery**

  1. Once classrooms have been assigned, the AIS Scheduling Coordinator will provide the College Scheduling executive with a new percentage report, a list of classes that were not assigned a classroom, and times that the College is not over its percentages and how many classes can be added to each time frame.
  2. An updated schedule showing all room assignments is made available to the Department Scheduling Contact for final changes an approval.
  3. The Department Scheduling Contact needs to ensure that all changes are returned to the AIS Scheduling Coordinator by the date specified.
  4. The changes are made by the AIS Scheduling Coordinator.
  5. The class schedule is made viewable in Student Banner Access.
  6. After the schedule is made viewable to students, all changes made to the schedule need to be submitted to the AIS Scheduling Coordinator for review and approval as soon as possible.
  7. After the schedule is made viewable to students, the Department Head and AIS Scheduling Coordinator must approve all class time/day changes.
  8. When a class needs to be cancelled, the Department Scheduling Contact will notify the AIS Scheduling Coordinator which class needs to be cancelled and why. After the cancellation is approved, the Department Scheduling Contact is responsible to notify all students registered in the class of the class cancellation. After students have been notified, the AIS Scheduling Coordinator will make sure the students are dropped from the class and the class is cancelled.

Scheduling Priorities:

The following priorities will be used when assigning classrooms/adjusting the schedule as needed:

First Priority: classes meeting MWF standard class hours (e.g., 7:30-8:20 & at one hour increments).

Second Priority: Classes meeting TR at standard class hours (e.g., 7:30-8:45 & at 90 minute increments)

Third Priority: Classes meeting MW, WF or MF at a standard class hours (e.g., 7:30-8:20 & at one hour increments).

Fourth Priority: Classes meeting daily, classes meeting four days per week at standard times (e.g., 7:30-8:20, 10:30-11:20, 1:00-1:50, 4:00-4:50).

Fifth Priority: Classes meeting TR for 50 minute periods at approved hours for such classes (e.g., 7:30-8:20, 9:00-9:50, 10:30-11:20 etc.).

Sixth Priority: Classes meeting MW, WF or MF for 75-minute periods at approved hours for such classes (e.g., 7:30-8:45, 9:30-10:45, etc.).

Seventh Priority: Classes meeting once per week at standard class hours (e.g., M 7:30-8:20 or T 7:30-8:45). Classes meeting once per week but paired with other, once per week classes, with the same time slot and room, will be given a higher priority. For example, a Tuesday only class at 3:00 paired with a Thursday only class at 3:00 would be rated as a second priority if they are assigned to the same room.

Eighth Priority: Classes meeting once per week at non-standard meeting hours (e.g., M 9:00-10:20 or T 8:00-9:15).

Ninth Priority: Classes meeting on a sequence of days or at hours not covered in the eight priority categories above.

Tenth Priority: Classes designated as test periods, supplemental instruction, and review periods, etc.

Lowest Priority: Requests for classroom spaces received after the established due date.