Production Cycle & Calendar (For Regular Session Only)

Before the start of each semester, Academic Scheduling and Space Management (AS&SM) provides a calendar of important class schedule production dates and deadlines. Department tasks are in bold text and AS&SM tasks are italicized. Departments must with their College Schedule Coordinator for specific college deadlines. At SJSU, the production of the class schedule is managed in two rounds. 

Fall 2024 Production Calendar [pdf]
Spring 2024 Production Calendar [pdf]

Round 1

Start of the Academic Scheduling Cycle

During this round, department schedulers should begin their class inputting or editing in MySJSU (PeopleSoft).

The previous year’s like semester is rolled (copied) for departments to use as a “jumping off point.” (For example:  Fall 2020 will roll to create Fall 2021.) All cross-listed classes including the "home" sections were deleted from PeopleSoft. 

AS&SM provides the College Dean’s Offices University Lecture Room (ULRs) allocations. Deparment schedulers must only utilize ULRs that are allocated to their departments. Departments should use their labs and other managed spaces to to assign to classes as appropriate. 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, AS&SM 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 Schedule 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.

Round 2

AS&SM Processing Only

During this round, all allocated University Lecture Rooms revert back to AS&SM. College Managed Lecture Rooms are assigned classes by AS&SM to CLECs if no University Lecture Rooms (ULRs) are available or appropriate. Most of the schedule should have been input by the end of Round 1.5. 

All adds, cancels, and changes must be given to AS&SM for processing after Round 1.5 through OnBase. Schedulers should check with their college representative for processing procedures.

Also, during this round, the process of cross-listing is run and a final set of reports are generated and given to the college representatives for dissemination to departments.  

This is the last opportunity that AS&SM 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 and Change forms in OnBase to Academic Scheduling for changes to the schedule.

To ensure the accuracy of the class information for students and faculty, AS&SM will not allow scheduled classes to move rooms 7 days before the start of classes. Departments may begin requesting room changes on the 8th day after the start of classes.  This time frames is referred to as the "black-out period". 

All other adds, cancels and changes will be accepted at any time through OnBase.