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Class Scheduling Procedure

Class Scheduling Process Summary

The Office of Classroom Scheduling (OCS) coordinates scheduling with departments three times per year—for the Fall, Spring, and Summer semesters. The process is dynamic, and when necessary, changes are made to the Class Schedule through the tenth day of the semester. For planning, however, the process is organized into a series of “pre-proofs,” or tentative course schedules. The first pre-proof is generated by OCS based on the department’s course offerings the previous year (i.e., pre-proof 1 for Spring 2010 was the final course schedule from Spring 2009, including cancelled sections). The departments and OCS go through three rounds of pre-proofs for each semester, and the delivery dates are summarized in the following table:

Item Date OCS submits proof
to departments
Date departments must submit proof  to OCS
Pre-proof 1 – Fall December 1 January 1
Pre-proof 1 – Summer November 1 December 1
Pre-proof 1 – Spring August 1 September 1
Pre-proof 2 Upon completion of changes to Pre-proof 1 Determined in consultation with Department and OCS
Pre-proof 3 Upon completion of changes to Pre-proof 2 Determined in consultation with Department and OCS
Pre-proof 4+ The Pre-proof process may continue for some departments in some situations

Pre-proof Round 1

OCS sends an e-mail to the departments notifying them when pre-proof documents have been posted to Departments are responsible for:

Departments may not make changes in Banner after the first pre-proofs are returned to the Scheduling Office (except for instructor changes, approval codes, and course notes).

Pre-proof Round 2

Pre-proof Round 3

Prior to the start of registration: By now the class schedule is posted on line for public view.  If changes are needed now, departments print a hard copy of the page in question and send it with changes to OCS. Any changes departments make to the class schedule are updated daily by OCS.

Once student registration begins: Departments may simply e-mail changes to OCS as necessary.

Class Scheduling Policies

Review of and permission for exceptions to the procedures outlined above and the policies detailed below must be submitted to the college dean with a written pedagogical rationale for the request. Deans will approve the exceptions and forward them to OCS. Exceptions should rarely be granted, given the importance of maintaining consistent and fair practices that benefit students.

Change requests

Department-Designated Classrooms

Classroom Capacity and Scheduling Restrictions