Frequently Asked Questions
Academic Scheduling provides the Dean and college coordinator an allocation packet. The packet contains a Production Calendar, Guidelines, Senate Policies and Classroom Allocations by College. The college then distributes this information and the room allocation to the departmental offices. Each college has their own procedures on how their schedule is developed. If you have specific questions on this process, contact your college coordinator.
Before the semester scheduling cycle begins, each department submits their large room requests to their college coordinator and Associate Dean. The Associate Deans will then meet as a group to decide which classes will utilize the large lecture rooms. After Round 2, these rooms will revert back to Academic Scheduling and departments can request a large classroom following normal add procedures. (see Large Lecture Room Information).
To be scheduled in a University Lecture Room, the class must be a Lecture (LEC) or Seminar (SEM) or Activity (ACT) component. Laboratory (LAB) classes must be scheduled in college designated space, not University Lecture rooms. Any class, regardless of component, can be scheduled in LAB spaces. Supervision (SUP) classes and LAB classes cannot be scheduled in University Lecture Rooms until one month prior to the beginning semester. At that time, departments can request a room through Academic Scheduling.
If the class is input correctly and the course will not populate, it means it is not
in the catalog in PeopleSoft. Contact Undergraduate Studies at 408/924-2447 and they
will be able to tell you
the status of the course. Sections with curriculum changes that rolled will be deleted
as part of the process to implement the curriculum change and will need to be added
using the Schedule New Course tab.
A class section number should have two digits (for example: HUM 190, Class Section 02).
If the class is set up as a single component class (For example: LEC or SEM), the Associated Class Number must match the section number. (For example: MAS 74 section 02 with Associated Class Number of 2.)
To find out if a class is multiple components click on the magnifying glass next to the Component box on the Basic Data Tab. All components must be established in PeopleSoft or students will be unable to register.
If a student can choose any of the lectures, labs, etc. offered, the Associated Class Number should be ‘9999’or Wild. (For example: BIOL 24 section 01 has an Associated Class Number of 1 with the Lab sections 02, 03 and 04 all having an Associated Class Number of 9999, allowing students to register in the LEC and ANY of the LABS.
If a student does not have a choice, the one component is grouped with another component, and then the Associated Class Number for the components must match. (For example: lecture component for CHEM 42 is section 02, has an Associated Class Number of 2, the lab component of CHEM 42 section 22 with Associated Class Number of 2 allowing only students one option).
The primary, graded component of a multiple component class should have the Class Type of “Enrollment”; all other components should have a Class Type of “Non-Enroll”.
Instruction Mode informs students of how a class is taught. For additional information, see Instruction Mode Information.
If Schedule Print is checked, the class will appear to students in the schedule of classes. The class will not print if the box is unchecked. If departments are scheduling courses in university lecture rooms, all classes must be set to “Print” or they will be deleted. Other rooms such as Lab spaces may be scheduled as "No Print".
Course topics provide a focus for the class and can only be selected from available list from the catalog. For questions regarding Course Topics contact Undergraduate Studies at 408/924-2447.
Use the lookup button to select the correct Meeting Pattern (Pat) for classes that meet more than four days. Do not touch the display boxes located under the day of the week.
The meeting end time (Mtg End) defaults from the Meeting Pattern Table and should not be changed for 3 unit lecture or seminar classes. Verify Mtg End for other components (activity or laboratory) and change when necessary using military time.
Delete the entire meeting pattern row by using the minus (-) button, then save, when changing any meeting pattern, times, or facility ID saved previously.Simply changing the information and resaving will most likely send back an error message or prevent it from going into Astra. Deleting a meeting pattern row will also delete the instructor.
Enter the instructor’s Employee ID in the ID field. Set the instructor’s Access to “Approve”.Insert instructor row(s) for team taught sections and change Load Factor from “100.0000” to the correct percentage for the split.
If an Employee ID is not valid, Academic Scheduling will need to associate the instructor to the department. Provide the Employee ID and Employee Name and state “Add to table” on the Academic Scheduling Change Form and follow normal processing.
Department access to input instructor Employee ID’s is available after the Schedule of Classes is “LIVE” until Census Date (end of day).
To change the instructor, first, delete the instructor row by using the minus (-) button and save.Then enter the new Employee ID in the ID field setting the instructor’s access to “Approve” and save again.Simply changing the information and resaving will most likely create ghost data in PeopleSoft.
Review Class Status. All sections should have “active” as their class status. Stop further enrollment, tentative sections, and zero enroll classes in University lecture rooms will be deleted.
Consent values determine whether a Permission Number must be provided to the student for registration. See What are Permission Numbers. “No Consent” is usually the default value, but is based on the curriculum in the catalog. “Dept Consent” will require a permission number be provided to the student for registration. “Instructor Consent” is used only once classes begin and will require a permission number for registration.
Requested Room Capacity and Enrollment Capacity must be the same. When scheduling within a department allocation, the enrollment capacity should not exceed the actual room capacity. If you are unsure about the capacity of a room, please review the University Lecture Rooms List.
First, the class is only meeting one day a week, so confirm you are scheduling for the correct amount of in class hours. Vary the start times for Friday classes as to not match the Monday and Wednesday start times, to avoid Final Exam conflicts for the faculty, students or rooms.
Monday and Wednesday Start Time
Suggested Start Time for a Friday Only Class
0930 or 1000
1230 or 1300
1230 or 1300, 1430 or later
The recommended start times for 2-day, 3-unit classes are 0730, 0900, 1030, 1200, 1330, 1500 and 1700 or 1800. Prime-Time as defined by Academic Senate policies (F98-4 and S11-2) is between 0730-1455, Monday through Thursday.
A dummy section is set up to show the possible units available for a class and is usually section 01. This will display in the Schedule of Classes. (For Example: HIST 180 section 01, 1-4 units.) Students work with the Department to register for the correct section and unit value. Academic Scheduling and the Office of the Registrar discourage the use of dummy sections.
Schedulers should check the Student Specific Permissions box and make the Enrollment Capacity equal to zero and Consent changed to “Department Consent”. Checking the Student Specific Permissions box will ensure that permission numbers are not generated to prevent enrollment into these sections. Departments must be vigilant to no give out Dummy Section class numbers to students.
Only the dummy sections should be kept as variable unit sections. On the Associated Class page verify that the min and max unit values match for all sections that are fixed unit values. All fixed unit value classes were rolled from the previous like year (For example: Fall 2012 to Fall 2013).
Permission Numbers are used to limit the number of students registering for a class. Courses set up as “Department Consent” will require a permission number in addition to the class number.
Departments or instructors are responsible for distributing the codes to students allowing them to register. Once a class is established, an automated process is run by the Office of the Registrar that generates permission numbers.
If you have questions or need permission numbers, please contact registrar at email@example.com.
Once a class has reached its maximum enrollment capacity, students can be added to a wait list. As students drop, an overnight process will move all eligible students from the wait list to enrolled, never exceeding the enrollment capacity.
Wait lists are removed by the first day of classes, allowing instructors flexibility to add additional students as classroom capacity permits.
Any questions about wait list, please contact the Office of the Registrar at 408/924-5680.
After classes are scheduled using college allocations, you may request a room change through Academic Scheduling. Using the Academic Scheduling Change Form, indicate room preferences along with desired room characteristics in order of importance.
Departments must list their top 3 priorities in descending order. Academic Scheduling will take this information into consideration when searching for a room. Smart & LCD Enhanced classrooms would fall under the same category of technology (for example: 1st Technology, 2nd tables & chairs, 3rd CL). Information about Smart or LCD Enhanced classrooms, is available at http://www.sjsu.edu/at/vs/smartclassrooms/.
When priorities cannot be met, the room will not be changed and you will be notified. If no characteristics are listed, classes will be placed in available rooms based on optimum usage.
If the current room is acceptable, but the instructor wants a specific building, indicate the building and “Keep Original Room if not available”
You can start requesting room swaps at the beginning of Round 2. Make sure that the class enrollment is equivalent to the classroom capacity. If you are not sure of what the room capacity is, look at the University Lecture room list. Using the Academic Scheduling Change Form, indicate in the comment section that you are swapping rooms.
Academic Scheduling will not allow scheduled classes to move rooms after the first week before classes start, until the first week after the start of classes. This “black out” period allows students and faculty to have established rooms for their first class meetings.
The Schedule of Classes information pulls directly from the catalog in PeopleSoft. The course designation or classification information dictates how a class is to be scheduled, like course meeting hours and weighted teaching units. Information on the course designation or classification can be found at the Undergraduate Studies website http://www.sjsu.edu/ugs/faculty/curriculum/guide/classification/.
To change course information, contact Undergraduate Studies at 408/924-2447.
Once registration starts this procedure is required to protect certain categories of students (e.g. students receiving financial aid, student athletes with NCAA requirements, international and exchange students with visa requirements). Before the cancelation request is sent to Academic Scheduling the department will pull up the Class Roster and send an email notification to all students. The email should state that the class will be cancelled and suggest any alternative sections (if available) of the same class. The email should also go to: Financial Aid Office, Academic Advising and Retention Services, Student-Athlete Academic Services, and International Students and Scholar Services.
Once this is done, the department can submit the cancel request to via the College Dean’s Office for signature. The College office signature on the cancel request tells Academic Scheduling that the above steps have been followed.