Course Scheduling FAQ

When enrollment for the course is at zero, or it is a simple change of room location. 

Changes to a course’s modality, meeting time, or dates directly impact student’s schedules. To ensure transparency and proper student acknowledgement, if there are any students enrolled, please proceed with a cancellation request for the current class and a new course offering form to build it as desired. If no students are enrolled, you may proceed with the Change Meeting Pattern Form. 

1. If the class is no longer being offered. 
2. If students there are enrolled and the course will be offered but in a different format than what is currently in Enroll and Pay.  

If they have the same Component, Credit Hour-Class, and aligning descriptions. 

Yes, approval must be given through the Calendar Committee, and a form must be submitted. Special Exams must be approved before the schedule goes live to students. Otherwise, you will need to wait until the following term to implement special exams. 

No, finals are scheduled by the Office of the University Registrar. The department does however, determine if the class will final or not. 

HO-This designation is used when 75% of the class or more is offered online. 

HC- This designation is used when 25-74% of the class is in person. 

1. Update enrollment & waitlist capacity 
2. Update eepartmental/instructor consent  
3. Generate permission numbers  
4. Contact students 
5. Update and change instructor information  

You must update them in order: 

• Increasing Capacity: update the Combined Section enrollment capacity first, then the individual enrollment caps. 
• Decreasing Capacity: update the individual enrollment caps first, then the Combined Section enrollment cap. 
• If sections show as Closed but shouldn’t be: 
  • Set all caps to 0 and save. 
  • Reenter enrollment caps, Combined Section first, then the individual sections. 

This is the identification number associated with an individual in Enroll and Pay. This will be utilized when adding them as an instructor on a class. 

The required room utilization is 70% of the room capacity. Example: For a room that fits 30, at least 21 students will need to enroll. 

The department should submit a Formal Exceptions Request to obtain approval. 

Yes, when placing rooms into courses that are “roomless.” Prioritization goes first to those who followed a standard meeting pattern.

“First pass” was given as an opportunity to place classes in centrally scheduled classrooms before the Office of the Registrar optimizes (places) these rooms for departments. This allows departments flexibility to schedule courses based on their unique needs.

With this flexibility comes the expectation that rooms will meet a minimum 70% fill rate when in use and that standard meeting patterns are being followed. For example, in a classroom with a capacity of 40 seats, the expected enrollment would be at least 28 students.

If a course cannot appropriately meet the capacity expectations of the assigned space nor follow standard meeting times, they should try to utilize the department’s own smaller classrooms for an appropriate fit. If that is not an option, they should leave the Facility ID blank and our office will place the course into a more suitable room during Optimization. This does mean at times departmental classes which are small would now be offered outside the department’s desired building if it is not a “good” fit in the first pass room and that department has no additional space to place the class.

Bookings for a future term will not be reviewed until all academic classes are scheduled. Typically, future Summer/Fall terms are not booked until after Spring break of the same year and for Spring terms they will not be booked until after Fall break of the previous Fall term. 

Ex: Fall 2027 books will not take place until April 2027 after Spring Break. Spring 2027 bookings will not happen until Oct. 2027 after Fall Break. 

Email notifications go out to all departments a month before the deadline of each term. The active learning application is available online. 

Email notifications go out to all departments a month before the deadline of each term. The auditorium application is available online. 

This report is distributed on average, weekly for an upcoming academic term that is still open for editing and course creation. During this period, courses are actively being built and prepared for future enrollment. 

The report helps scheduling officers identify and correct errors or inconsistencies before enrollment begins. By addressing issues early, it supports a smoother enrollment process and helps ensure that course information is accurate and ready for students when registration opens. 

This report helps scheduling officers identify and correct any irrelevant information in the free format notes for an upcoming academic term that needs to be adjusted.