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
|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 https://osssweb.admin.uillinois.edu/SchedOfClasses/start.htm. Departments are responsible for:
- retrieving their pre-proof from OCS Web site;
- adding, changing, or deleting courses;
- checking and correcting maximum enrollments;
- noting on the pre-proofs instructor room requests (e.g., films, multimedia, location, specific room requests, seating requirements or special equipment requirements);
- adding, changing, or deleting instructors, course notes, or approval codes;
- checking that any applicable and approved course fees are noted on the sections; and
- returning a hard copy with clear markings to OCS by the deadlines indicated above.
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
- OCS compiles changes from the departments and creates Pre-proof 2, which includes cross-listed sections, linked sections, officially approved fees that departments have indicated, and classroom assignments.
- These data are then added to Banner.
- Pre-proof 2 is then posted to the OCS Web site for departments to download.
- Departments provide hard copies of the edits to Pre-proof 2 within an agreed-upon time frame.
- OCS makes changes in Banner. (Departments are prohibited from doing this; access to course scheduling after Pre-Proof 1 is restricted to OCS).
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.
- Room change requests will be processed in the order received.
- Core courses (those required for the major and key foundational courses that students must take in a timely manner) have priority over general education courses and electives.
- Conflicts for requests of rooms and time slots will be resolved by OCS.
- In a few cases, departments have scheduling priority for common-use rooms that have been designated to those departments. A department has priority only during Pre-proof Round 1, provided the room meets seating capacity and media requirements.
- If a class is cancelled prior to the time that the Pre-proof Round 2 is submitted to the departments via the OCS Web site, the room in which the class was scheduled will return to the list of classrooms available for scheduling and be assigned to the first compatible request on the list. The room will no longer be available to the department.
Classroom Capacity and Scheduling Restrictions
- The campus Environmental Health and Safety Office assigns a non-negotiable maximum seating capacity to each classroom to meet the Illinois State Fire Code requirements. Adding chairs/desks to increase seating capacity is prohibited and violates law.
- Scheduling classes in buildings or rooms that are not coded for classroom instruction is prohibited.
- Department-designated classrooms are not exempt from any scheduling policies listed here.
- Departments may not reserve classrooms by submitting zero as the maximum enrollment. If a department needs unanticipated sections after registration begins, OCS will accommodate the request on a first-come-first-served basis.
- Under-enrolled sections will be moved to smaller classrooms with comparable functions or resources to accommodate other fully enrolled sections.