Campus Space

Drop Shadow

Scheduling Classrooms

The following memorandum was distributed to the Academic Deans by Provost Julie Sullivan on September 12, 2008, to clarify guidelines for classroom scheduling.

This fall marks the implementation of two new software systems that offer many opportunities to improve the efficiency of our campus scheduling process.  The Banner Student System brings all student records together in one database and Resource 25 provides an umbrella system for scheduling both classes and university events. 

Now that these resources are available, I propose to set a deadline for priority classroom scheduling.  Establishing a deadline will enable us to make better use of an increasingly scarce resource on campus—our classrooms.  Each school and the college already have priority to schedule specific classrooms in their areas.  During priority classroom scheduling, the academic schedulers will place as many classes as possible into their designated classrooms.  Thereafter, during open scheduling, academic schedulers will be able to place classes into any classroom available.  Open access for summer sessions will exclude classrooms in buildings reserved for summer conferences (Camino, Founders, Maher, Serra, and Loma Halls).

The timeline that the academic schedulers normally follow is listed below, with the proposed new deadline in bold text.  These proposed deadlines were suggested by academic schedulers from all units:

Fall Semester and Intersession
September 15 Request sent to department chairs, program directors, and coordinators for next year’s fall and intersession academic schedules.
Last day of classes First day to academic schedules.
December/January Schedules entered into Banner.
February 1 Second deadline for academic schedules.  Classrooms assigned.
February 15 Open access to all unscheduled classrooms.
March 1 Fall and intersession schedules published.
Spring Semester and Summer Sessions
March 15 Request sent to department chairs, program directors, and coordinators for next year’s spring and summer academic schedules.
Last day of classes First deadline for academic schedules.
June/July Schedules entered into Banner.
August 15 Second deadline for academic schedules.  Classrooms assigned.
September 15 Open access to all unscheduled classrooms.
October 1 Spring and summer schedules published.