The production calendar is provided to schedulers to keep abreast of important dates and deadlines. The calendar is developed before the start of each semester and will be posted on the Academic Scheduling website. All of the rounds will be listed on the calendar along with deadline dates and descriptions of what is expected within each of the rounds. This is a shared calendar with department tasks put in boldface text and Academic Scheduling tasks are italicized.
The scheduling cycle consists of 4 rounds:
Round 1 – The Start of the Academic Scheduling cycle. During this round, department schedulers should begin their class inputting or editing in PeopleSoft.
The previous year’s like semester is rolled (copied) for departments to use as a “jumping off point.” (For example: Fall 2012 will roll to create Fall 2013.) All cross-listed classes including the "home" sections were deleted from PeopleSoft.
Classroom allocations will be provided by the college dean’s office and schedulers must only utilize rooms that are allocated to their departments. All special requests including EARC accommodations and back-to-back classes should be considered and scheduled during this round.
Prior to the end of Round 1, department schedulers are also required to review and submit their global note changes. A response from the department is required, refer to Global Notes Information page for full details.
Round 1.5 – Schedule Proofing and Completion. During this round, Academic Scheduling will provide reports identifying classes that will need corrections. (Examples: classes with missing components, missing rooms or missing meeting patterns, classes scheduled incorrectly during prime-time or scheduled outside of their allocation, etc.)
These reports will be provided to college coordinators for dissemination to the affected departments. Department schedulers must correct all classes appearing on these reports during this period or they will be deleted from the schedule before Round 2.
Also during this round, college coordinators will need to submit their college Large Lecture Room Request List to Academic Scheduling (detailed information is available on the Large Lecture Rooms page). College coordinators should also review their allocated classroom usage and make recommendations to departments. Departments are still able to complete their schedules in PeopleSoft at this time.
All adds, cancels, and changes must be given to Academic Scheduling for processing after Round 1.5. Schedulers should check with their college coordinator for processing procedures.
Round 3 – Final Proof. During this round, a final set of reports are generated and given to the college coordinators for dissemination to departments.
This is the last opportunity that Academic Scheduling will be able to correct any class information before the schedule “goes live” for students to view for the coming semester.
After this round, departments will continue to submit Add/Cancel or Change forms to Academic Scheduling for changes to the schedule.
To ensure the accuracy of the class information for students and faculty, Academic Scheduling will not accept any room changes the first full week prior to first day of class until first full week after the first day of class, referred to as a "black-out period". Departments will be able to change or swap rooms for their classes after the first full week of classes.
All other adds, cancels and changes will be accepted at any time.