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Scheduling Resources

Course Scheduling Guidelines

Course scheduling is a complex process that requires collaboration from various stakeholders. Successful scheduling supports pedagogical needs while maximizing space and seat utilization and ensuring that students have access to the courses they need for timely graduation. It requires evaluation of enrollment demand, consideration of course offerings, and academic and space planning. Successful scheduling is integral to the mission and values of Cal State LA and the Graduation 2025 initiative.

Cal State LA has some unique challenges when it comes to scheduling our courses. Given our number of students and our commitment to providing them with access to courses they need to make timely progress toward their degrees, we must use our classrooms as efficiently as possible. According to AdAstra, who provides our scheduling software Astra Schedule, we have the highest classroom utilization throughout our “standard week” (Monday through Thursday, 8:00 a.m. through 9:00 p.m., Friday 8:00 a.m. through 4:00 p.m.) of any of the almost 300 campuses they work with. This shows that our schedulers have done a laudable job of using the classroom resources we have to create a robust schedule of classes for our students. It also shows that we have be vigilant about opening access to all instructional spaces, minimizing low demand course sections, maintaining on-grid scheduling, matching class enrollment limits to room size, and other ways of squeezing all of the use we can out of our scarce classrooms.

These guidelines ensure that scheduling practices and expectations are equitable and consistent from term to term; match pedagogical need and finite space as optimally as possible; and ensure that courses are scheduled to permit access to the greatest number of students. These guidelines apply to all departments and colleges and to all instructional space.

Scheduling Responsibilities

University Scheduling

University Scheduling manages the production and publication of the Schedule of Classes, coordinates room assignments and scheduling of instructional space, and audits data quality in order to facilitate the academic record.

University Scheduling will publish a timeline prior to schedule production each term. The timeline will be based on the continuing student semester enrollment cycle (current, revised effective Summer/Fall 2023) and will establish the scheduling dates and deadlines for that term.

University Scheduling reports to the University Registrar and the Vice Provost for Enrollment Services.

Academic Departments and Colleges

Academic departments and colleges plan course offerings in preparation for schedule production. They are responsible for completing scheduling activities as established in the schedule production timeline and in compliance with course scheduling guidelines and data requirements.

Each department is responsible for designating a department scheduler to complete scheduling activities and coordinate with the college on behalf of the department. Each college is responsible for designating a college scheduler to coordinate scheduling activities across the departments and to coordinate with University Scheduling on behalf of the college.

Office of the Vice Provost for Planning and Budget

The Office of the Vice Provost for Planning and Budget provides classroom utilization and course enrollment analyses to assist Associate Deans in each College in the development and refinement of the schedule of classes for each academic term.

Scheduling Work Group

This advisory group was formed in 2017 and is chaired by the Vice Provost for Planning and Budget. The group consists of department chairs, associate deans, schedulers, and facilities staff who make recommendations to improve scheduling tools and practices.

Department Chairs Scheduling Toolkit

The Scheduling Toolkit is designed to gather relevant information and resources for Department Chairs to help build the Schedule of Classes. Inquiries regarding the Toolkit may be directed to the Office of the Vice Provost for Planning and Budget.

Credit Hour

Cal State LA complies with standards for awarding credit as defined in Title 34, Code of Federal Regulations, sections 600.2 and 600.4. See the Credit Hour policy in the Procedures and Regulations chapter of the University Catalog for details.

Class Meetings

Standard Time Modules

Course sections should be scheduled adhering to the standard time modules (i.e. “on-grid”). Refer to the Enrollment Planning Resources page for more on standard time modules.

Hybrid Courses

Hybrid courses blend face-to-face instruction with more than 25% and less than 100% online instruction and are an increasingly popular format. In order to promote the most efficient use of classrooms, the hybrid format the university endorses involves the scheduling of two hybrid course sections sharing a single meeting pattern, e.g.:

UNIV 1234, Section 01 Tu 8:00-9:15 a.m. (KH 1111) Th (online)
UNIV 1234, Section 02 Tu (online) Th 8:00-9:15 a.m. (KH 1111)

Other formats do not increase room utilization if they do not enable complementary course sections to share a single meeting pattern and same room. To share a room, courses must have similar enrollment limits and equipment requirements.

Combined Sections

Two or more courses that are taught as a single class (i.e. with the same instructor(s) and at the same day, time and location) must be scheduled as combined sections. Courses may be offered within the same subject area, but this is not required.

Combined sections require associate dean approval and must be coordinated with University Scheduling during schedule production prior to optimization.

Shadow Sections

In order to allow all departments to schedule the courses our students need, departments are discouraged from overscheduling sections when demand for them is not clear. Except in a small number of cases with prior permission, departments are not allowed to schedule shadow sections that are assigned to a room but are not open for enrollment.

Off-Grid Sections

Course sections scheduled outside of a standard time module (i.e. “off-grid”) require prior approval to do so. Refer to the Enrollment Planning Resources page for more on off-grid scheduling.

Fall and Spring sections scheduled off-grid without prior approval will be excluded from optimization, suppressed from the Schedule of Classes, and closed for enrollment pending correction.

Changing Class Meetings

Class meetings should be finalized during schedule production before the Schedule of Classes is published.

Once the Schedule of Classes is published, a class meeting may only be changed to correct university error. Associate dean approval is required, and the change must be coordinated with University Scheduling and is subject to room availability. If students have enrolled, enrollment will be dropped, the section will be cancelled and a new section will be scheduled with the correct class meeting. The department or college are responsible for communicating changes to the affected students.

Room Assignments

Optimization

University Scheduling coordinates room assignments during schedule production via optimization in Astra Schedule. Optimization is based on scheduling preferences, which are generally based on pedagogical needs; enrollment limit vs. room capacity and a minimum seat fill requirement of 50%. Courses scheduled to standard time modules receive priority, as do courses with instructor assignments scheduled back-to-back in 10-minute intervals.

Pedagogical needs not accommodated by scheduling preferences may warrant entry of a room assignment directly in GET. Such assignments require associate dean approval and may require approval from the Vice Provost for Planning and Budget. Entry of large lecture room assignments (i.e. TEC or TEC Enhanced rooms with capacity of 75+) in GET prior to optimization is not permitted and will be removed.

Assignment of a specific room in one term does not guarantee assignment of that room in a future term, even if the room was utilized efficiently. It should not be expected that courses would be able to use the same room or rooms from term to term on a continual basis.

All room assignments will be provided to colleges for review following optimization. Courses that do not receive a room assignment via optimization may require use of another standard time module and/or an adjustment to the enrollment limit in order to obtain a room that meets its pedagogical needs. Room assignments for these courses may be entered in GET. Courses without a room assignment when the Schedule of Classes is published will be suppressed from the Schedule of Classes and closed for enrollment pending room assignment. Courses added to the Schedule of Classes after publication are subject to room availability.

Enrollment and Room Capacity

Each enrollment limit should reflect the total number of students who will enroll in the section. Setting limits to facilitate preferred room assignments or to control enrollment status of the section (i.e. whether the section is open or closed) is not permitted.

Room capacity may not be exceeded. See Classrooms policy in Chapter V: Instructional Policies of the Faculty Handbook for details. Please note that room capacity is set by state standards based on assignable square footage and under the oversight of the state fire marshal. The standard furniture in the room conforms to that capacity; tables and chairs moved in or out of the classroom by students or employees do not affect the official capacity of the room. Courses with enrollment that exceeds capacity of the assigned room may be suppressed from the Schedule of Classes, closed for enrollment and subject to adjustment based on room availability.

Changing Room Assignments

Room assignments should be finalized during schedule production prior to the Schedule of Classes being published.

Once the Schedule of Classes is published, a room assignment may be changed in order to better accommodate a change in enrollment demand or university space needs. Such changes are subject to room availability, must be coordinated with University Scheduling and may require associate dean approval.

A room assignment may be changed if the room is determined to be inaccessible to the instructor or an enrolled student. Instructors should notify their department scheduler as soon as access to or within the room is determined to be an obstacle as indicated in the Notification of Compliance with the Americans with Disabilities Act. Requests for reasonable accommodation should be addressed to the Office for Equity, Diversity and Inclusion, the campus office assigned responsibility for ADA compliance, and the Office for Students with Disabilities if the accommodation concerns an enrolled student.

Cancellations

Departments and colleges are responsible for cancelling courses that will not be offered. Cancellations processed in the 3 weeks before the start of a term have a variety of negative consequences:

  • Faculty members teaching cancelled sections may need to be assigned to different courses, requiring new preparation with little lead time.
  • Students in these sections may be unable to find open seats in alternate course sections; their study load may fall below what is required for financial aid and other services that require full-time enrollment certification. See the Study Load policy in the Procedures and Regulations of the University Catalog.
  • There is also little chance for the now-available classroom to be utilized at such a late date.

For these reasons, associate deans are asked to lead their colleges in closely reviewing low enrollment courses, cancelling them at least 21 days before the onset of the term. These cancellations should be done in close consultation with department chairs and with full consideration of pending registration dates, historical course demand, and other relevant analyses.

Once the Schedule of Classes is published, cancellations require associate dean approval and must be coordinated with University Scheduling. Cancellations received after the start of instruction may also require approval from the Vice Provost for Enrollment Services and the Vice Provost for Planning and Budget.

Instructional Space

Use and Entry

University space is provided primarily for the use of instructional programs, but may be used for activities of an educational nature and closely related to the mission of the university. Scheduling priority is generally granted to instructional programs followed by intercollegiate and extended education programs, university sponsored activities and activities intended for the campus audience. See Administrative Procedure 505 for details.

All instructional space containing standard equipment will be accessible during instructional hours and need not be locked when vacated. Windows and doors to these rooms should be closed and lights turned off when vacated. Facilities Services may be contacted to coordinate entry if a room is locked during instructional hours. Public Safety may be contacted to coordinate entry if a room is locked during weekend hours.

All instructional space containing special equipment may require key, alarm, Omnilock or One Card entry. Windows and doors to these rooms must be locked when vacated. Contact the Golden Eagle One Card Office or appropriate building administrator to coordinate entry. See Administrative Procedure 503 Appendix 8.2 for list of designated building administrators.

Equipment and Maintenance

Each room has been assigned specific equipment and a maximum seating capacity. Equipment, including furniture, may not be removed. Report missing equipment to Facilities Services.

Building Maintenance is responsible for routine maintenance and repair of all instructional space. Custodial Services is responsible for general cleaning of all instructional space. Requests should be directed to Facilities Work Control Center.

Information Technology Services is responsible for maintenance of technology equipment in TEC rooms and computer labs. Requests should be directed to Information Technology Services.

All maintenance should be scheduled outside of instructional hours to avoid impact on regularly scheduled activities. Class meetings may not be relocated after the start of instruction to accommodate maintenance.

Contact Facilities Services in case of an emergency.

See Classrooms policy in Chapter V: Instructional Policies of the Faculty Handbook and Administrative Procedure 503 for details.

Technology and Software

Training on how to use equipment in technology enabled rooms should be coordinated by contacting your Information Technology Consultant (ITC). Faculty may request installation of additional software. See Information Technology Services and Instructional Software Information for details.

See Classroom Technology Guides for information specific to TEC Enhanced (i.e. technology enhanced) rooms.

Space Change Requests

Requests to change instructional space must be submitted to the Office of the Vice Provost for Planning and Budget for review by the Academic Affairs Space Advisory Group. Requests should be submitted with consideration of schedule production, enrollment and instruction timelines.

Well-Being Classrooms

Please click here for information regarding Well-Being Classrooms.

Room Types

Each room that is considered instructional space is classified by a Room Type. Refer to the Room Type Glossary on the Enrollment Planning Resources page for additional information regarding each type.

Published Schedule of Classes

Hiding Sections

The published Schedule of Classes is a public record. As such, various Cal State LA offices and off campus institutions refer to it as a means of validating course offerings. All course sections being offered must be viewable in the Schedule of Classes.

Hiding course sections from the Schedule of Classes may not be used as a method for managing enrollment. Manage enrollment by utilizing the intended methods, i.e. prerequisites and corequisites, Class Status, and Add Consent (i.e. class permissions).

Late Changes

TBD

Final Exams

Final exams are scheduled centrally through University Scheduling for fall and spring semesters and summer Session A terms only.

Final exams will be scheduled in GET after Census according to the preliminary final exam schedule. Scheduled final exams will be viewable in GET self-service, at which point students and instructors will be notified to refer to self-service for their scheduled exams.

Effort is made to schedule final exams to days and times as similar to the regular class meetings as possible and to the rooms regularly used. If the regularly used room is unavailable, the final exam will be assigned to as similar a room as possible. In order to reduce conflicts, some final exams will be scheduled to alternate days and/or times. In such cases, priority will be given to on-grid sections whenever possible.

Standard Final Exam Times

Standard final exam times are:

7:00 – 9:00 a.m.
9:30 – 11:30 a.m.
12:00 – 2:00 p.m.
2:30 – 4:30 p.m.
5:00 – 7:00 p.m.
7:30 – 9:30 p.m.

Conflicts

The University encourages on-grid scheduling as it lessens time conflicts. However, some instructors choose to schedule classes off-grid. Unfortunately, this contributes to conflicts overall. Significant efforts are taken during the development of the preliminary final exam schedule and the exam scheduling process to reduce the amount of conflicts, but some will remain. Colleges will be provided information regarding conflicts so they may further assist departments with addressing them as needed.  

Once final exams are viewable in GET self-service, students who identify a conflict should contact their instructors about making alternate arrangements.

Exams for Combined Classes

Final exams for combined sections will be scheduled for the same day and time and in the same room.    

Exams for Hybrid and Online Classes

Instructors of hybrid classes (i.e. sections with ‘Hybrid’ Instruction Mode) who prefer to hold the final exam online should contact their department to coordinate with the college and University Scheduling.

Final exams for online classes (i.e. sections with ‘Online’ Instruction Mode) will be scheduled online. Final exams for CSU Fully Online classes must be held online.

Exams for Asynchronous Classes

Asynchronous classes (i.e. sections with ‘TBA’ meeting pattern) will not receive scheduled final exams.

Common Exams

Instructors who choose to hold final exams for multiple courses at the same day and time should contact their department to coordinate with the college and University Scheduling. Requests for common exams are subject to the deadline indicated in the Schedule Production Timeline and room availability.

Exceptions

All exceptions to scheduled final exams require approval of the department or division chair and the appropriate dean. Instructors who wish to request an exception and who have received approvals should contact their department for coordination with the college and University Scheduling.

Exceptions for individual students require approval of the instructor and department or division chair.

Exceptions must utilize standard final exam times in order to reduce conflicts and make efficient use of rooms. Exceptions are subject to the deadline indicated in the Schedule Production Timeline and room availability.

Please refer to Final Examinations policy for additional information.

Schedule Production Timelines

Fall 2022 (GET Term Code: 2229)

Date Activity/Task GET Schedule of Classes Edit Access

Nov 3 (W)

University Scheduling publishes schedule production timeline. Notifies associate deans and college schedulers. See Scheduling Toolkit for preparation instructions.

Closed

Nov 19 (F)

University Scheduling hosts schedule production kick off session

Nov 22 (M)

University Scheduling runs Prior Term Copy. Rolls Fall 2021 section data forward to Fall 2022. Notifies associate deans and college schedulers.

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Nov 29 (M)

GET Schedule of Classes edit access opens

Department schedulers begin building large lecture and hybrid sections only

Open

Dec 2 (Th)

University Scheduling hosts open lab for department and college schedulers

Dec 3 (F)

University Scheduling notifies associate deans and college schedulers of sections scheduled off grid without approval

Dec 10 (F)

Department schedulers finish building all large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling

Optimization

GET Edit Access

Dec 13 (M)

GET Schedule of Classes edit access closes

University Scheduling audits sections and existing room assignments. Solicits corrections from college schedulers as needed.

University Scheduling removes large lecture room assignments entered prior to optimization. See Room Assignments guidelines.

Closed

Dec 14 (Tu)

University Scheduling runs optimization and reviews results

Dec 15 (W)

University Scheduling sends optimization results to Office of the VP for Planning and Budget for review. Processes ad hoc adjustments as needed.

Dec 17 (F)

University Scheduling imports optimized room assignments to GET. Notifies associate deans of bottleneck and infeasible sections.

Section Build: All Sections and Hybrid Sections

GET Edit Access

Dec 20 (M)

GET Schedule of Classes edit access opens

Department schedulers begin building all remaining sections, including S Factor sections*

Open

Jan 6 (Th)

University Scheduling hosts open lab for department and college schedulers

Jan 14 (F)

University Scheduling notifies associate deans and college schedulers of sections scheduled off grid without approval

Jan 21 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling

Optimization

GET Edit Access

Jan 24 (M)

GET Schedule of Classes edit access closes

University Scheduling audits sections. Solicits corrections from college schedulers as needed.

Closed

Jan 25 (Tu)

University Scheduling runs optimization and reviews results

Jan 26 (W)

University Scheduling sends optimization results to Office of the VP for Planning and Budget for review. Processes ad hoc adjustments as needed.

Feb 4 (F)

University Scheduling imports optimized room assignments to GET. Notifies associate deans and college schedulers of bottleneck and infeasible sections.

Final Review

GET Edit Access

Feb 7 (M)

GET Schedule of Classes edit access opens

College schedulers begin auditing all sections for data quality issues. Solicit corrections from department schedulers as needed.

Open

Feb 18 (F)

College schedulers finish auditing all sections

Feb 21 (M)

GET Schedule of Classes edit access closes

University Scheduling begins auditing all sections for data quality issues. Solicits corrections from college schedulers as needed.

Closed

Mar 4 (F)

University Scheduling finishes auditing all sections

Sections with outstanding data quality issues are suppressed from the published Schedule of Classes and closed to enrollment pending correction

Publication

GET Edit Access

Mar 7 (M)

Schedule of Classes published and viewable in GET Self Service/Class Search

University Scheduling sends published Schedule of Classes file to associate deans and college schedulers

Sections with outstanding data quality issues remain suppressed and closed to enrollment pending correction

All requests to add, cancel, and change sections require associate dean (i.e. college) approval and must be submitted to University Scheduling by the college scheduler via Schedule Maintenance Form

Closed

Post-Publication

GET Edit Access

Mar 14 (M)

University Scheduling sends file of sections with outstanding data quality issues to associate deans and college schedulers. Continues weekly through Census.

Closed

May 9 (M)

University Scheduling begins accepting event requests for instructional space

Aug 1 (M)

Remaining cancellations due to University Scheduling

Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Fall Term

GET Edit Access

Aug 22 (M)

University Scheduling sends student course evaluation instructions and section lists to department chairs

University Scheduling sends final exam needs file to associate deans and college schedulers

Closed

Aug 30 (Tu)

Automated waitlisting stops and waitlists purged

University Scheduling sends waitlist purge file to associate deans and college schedulers

Sep 7 (W)

GET Schedule of Classes edit access opens (for resource managers only)

Resource managers complete APDB clean-up and entry of remaining instructor assignments

Open

(Resource Managers only)

Sep 19 (M)

Student course evaluation section lists due to University Scheduling

Final exam needs updates due to University Scheduling

Requests for common exams and exceptions to the preliminary final exam schedule due to University Scheduling

Sep 20 (Tu)

University Scheduling begins scheduling final exams

Oct 10 (M)

Scheduled final exams published and viewable in GET Self Service. Instructors and students notified.

University Scheduling sends file of remaining final exam conflicts to associate deans and college schedulers

Oct 31 (M)

APDB reporting deadline for Office of Institutional Effectiveness

Nov 1 (Tu)

GET Schedule of Classes edit access closes

Closed

Nov 28 (M)

Student course evaluations open for responses

Dec 10 (Sa)

Student course evaluations close for responses

Dec 12 (M)

First day of final exams

Dec 17 (Sa)

Last day of final exams

A PDF version of this timeline is available online here.

Dates and GET Schedule of Classes access is planned as published in this timeline but may be subject to change based on Academic Affairs need.

*Effective Fall 2022, departments should build S Factor (i.e. supervision) sections during schedule production so that students may enroll as needed during the usual registration period before the add/drop deadline. S Factor sections not built during schedule production will require submission of Schedule Maintenance Form. Enrollment changes after the add/no record drop deadline will be subject to petition through Records & Enrollment.

Winter 2023 (GET Term Code: 2231)

Date Activity/Task GET Schedule of Classes Edit Access

Jun 6 (M)

University Scheduling publishes schedule production timeline. Notifies associate deans and college schedulers. See Scheduling Toolkit for preparation instructions.

Closed

Section Build: All Sections and Hybrid Sections

GET Edit Access

Jul 5 (Tu)

GET Schedule of Classes edit access opens

Department schedulers begin building all remaining sections, including S Factor sections*

Open

TBD

University Scheduling hosts open lab for department and college schedulers

Aug 12 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling

Optimization: All Sections

GET Edit Access

Aug 15 (M)

GET Schedule of Classes edit access closes

University Scheduling audits sections. Solicits corrections from college schedulers as needed.

Closed

Aug 16 (Tu)

University Scheduling runs optimization and reviews results

Aug 17 (W)

University Scheduling sends optimization results to Office of the VP for Planning and Budget for review. Processes ad hoc adjustments as needed.

Aug 26 (F)

University Scheduling imports optimized room assignments to GET. Notifies associate deans and college schedulers of bottleneck and infeasible sections.

Final Review

GET Edit Access

Aug 29 (M)

GET Schedule of Classes edit access opens

College schedulers begin auditing all sections for data quality issues. Solicit corrections from department schedulers as needed.

Open

Sep 9 (F)

College schedulers finish auditing all sections

Sep 12 (M)

GET Schedule of Classes edit access closes

University Scheduling begins auditing all sections for data quality issues. Solicits corrections from college schedulers as needed.

Closed

Sep 23 (F)

University Scheduling finishes auditing all sections

Sections with outstanding data quality issues are suppressed from the published Schedule of Classes and closed to enrollment pending correction

Publication

GET Edit Access

Sep 26 (M)

Schedule of Classes published and viewable in GET Self Service/Class Search

University Scheduling sends published Schedule of Classes file to associate deans and college schedulers

Sections with outstanding data quality issues remain suppressed and closed to enrollment pending correction

All requests to add, cancel, and change sections require associate dean (i.e. college) approval and must be submitted to University Scheduling by the college scheduler via Schedule Maintenance Form

Closed

Post-Publication

GET Edit Access

Oct 3 (M)

University Scheduling sends file of sections with outstanding data quality issues to associate deans and college schedulers. Continues weekly through Census.

Closed

Oct 12 (W)

University Scheduling begins accepting event requests for instructional space

Dec 9 (F)

Remaining cancellations due to University Scheduling

Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Dec 19 (M)

University Scheduling notifies associate deans and college schedulers of waitlist shut off

Winter Term

GET Edit Access

Jan 3 (Tu)

Automated waitlisting stops and waitlists purged

Closed

Jan 4 (W)

GET Schedule of Classes edit access opens (resource managers only)

Resource managers complete APDB clean-up and entry of remaining instructor assignments

Open (resource managers only)

TBD

APDB reporting deadline for Office of Institutional Effectiveness

Closed

TBD

GET Schedule of Classes edit access closes

A PDF version of this timeline is available online here.

Dates and GET Schedule of Classes access is planned as published in this timeline but may be subject to change based on Academic Affairs need.

*Effective Fall 2022, departments should build S Factor (i.e. supervision) sections during schedule production so that students may enroll as needed during the usual registration period before the add/drop deadline. S Factor sections not built during schedule production will require submission of Schedule Maintenance Form. Enrollment changes after the add/no record drop deadline will be subject to petition through Records & Enrollment.

Spring 2023 (GET Term Code: 2233)

Date Activity/Task GET Schedule of Classes Edit Access

Jun 6 (M)

University Scheduling publishes schedule production timeline. Notifies associate deans and college schedulers. See Scheduling Toolkit for preparation instructions.

Closed

Jul 5 (Tu)

University Scheduling runs Prior Term Copy. Rolls Spring 2022 forward to Spring 2023. Notifies associate deans and college schedulers.

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Jul 11 (M)

GET Schedule of Classes edit access opens

Department schedulers begin building large lecture and hybrid sections only

Open

TBD

University Scheduling hosts open lab for department and college schedulers

Jul 18 (M)

University Scheduling notifies associate deans and college schedulers of sections scheduled off grid without approval

Jul 22 (F)

Department schedulers finish building all large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling

Optimization

GET Edit Access

Jul 25 (M)

GET Schedule of Classes edit access closes

University Scheduling audits sections and existing room assignments. Solicits corrections from college schedulers as needed.

University Scheduling removes large lecture room assignments entered prior to optimization. See Room Assignments guidelines.

Closed

Jul 26 (Tu)

University Scheduling runs optimization and reviews results

Jul 27 (W)

University Scheduling sends optimization results to Office of the VP for Planning and Budget for review. Processes ad hoc adjustments as needed.

Jul 29 (F)

University Scheduling imports optimized room assignments to GET. Notifies associate deans of bottleneck and infeasible sections.

Section Build: All Sections

GET Edit Access

Aug 1 (M)

GET Schedule of Classes edit access opens

Department schedulers begin building all remaining sections, including S Factor sections*

Open

TBD

University Scheduling hosts open lab for department and college schedulers

Aug 22 (M)

University Scheduling notifies associate deans and college schedulers of sections scheduled off grid without approval

Aug 26 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling

Optimization

GET Edit Access

Aug 29 (M)

GET Schedule of Classes edit access closes

University Scheduling audits sections. Solicits corrections from college schedulers as needed.

Closed

Aug 30 (Tu)

University Scheduling runs optimization and reviews results

Aug 31 (W)

University Scheduling sends optimization results to Office of the VP for Planning and Budget for review. Processes ad hoc adjustments as needed.

Sep 9 (F)

University Scheduling imports optimized room assignments to GET. Notifies associate deans and college schedulers of bottleneck and infeasible sections.

Final Review

GET Edit Access

Sep 12 (M)

GET Schedule of Classes edit access opens

College schedulers begin auditing all sections for data quality issues. Solicit corrections from department schedulers as needed.

Open

Sep 23 (F)

College schedulers finish auditing all sections

Sep 26 (M)

GET Schedule of Classes edit access closes

University Scheduling begins auditing all sections for data quality issues. Solicits corrections from college schedulers as needed.

Closed

Oct 7 (F)

University Scheduling finishes auditing all sections

Sections with outstanding data quality issues are suppressed from the published Schedule of Classes and closed to enrollment pending correction

Publication

GET Edit Access

Oct 10 (M)

Schedule of Classes published and viewable in GET Self Service/Class Search

University Scheduling sends published Schedule of Classes file to associate deans and college schedulers

Sections with outstanding data quality issues remain suppressed and closed to enrollment pending correction

All requests to add, cancel, and change sections require associate dean (i.e. college) approval and must be submitted to University Scheduling by the college scheduler via Schedule Maintenance Form

Closed

Post-Publication

GET Edit Access

Oct 17 (M)

University Scheduling sends file of sections with outstanding data quality issues to associate deans and college schedulers. Continues weekly through Census.

Closed

Nov 28 (M)

University Scheduling begins accepting event requests for instructional space

Jan 3 (Tu)

Remaining cancellations due to University Scheduling

Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Spring Term

GET Edit Access

Jan 23 (M)

University Scheduling sends student course evaluation instructions and section lists to department chairs

University Scheduling sends final exam needs file to associate deans and college schedulers

University Scheduling notifies associate deans and college schedulers of waitlist shut off

Closed

Jan 31 (Tu)

Automated waitlisting stops and waitlists purged

Feb 7 (Tu)

GET Schedule of Classes edit access opens (for resource managers only)

Resource managers complete APDB clean-up and entry of remaining instructor assignments

Open

(resource managers only)

Feb 17 (F)

Student course evaluation section lists due to University Scheduling

Final exam needs updates due to University Scheduling

Requests for common exams and exceptions to the preliminary final exam schedule due to University Scheduling

Feb 20 (M)

University Scheduling begins scheduling final exams

Mar 13 (M)

Scheduled final exams published and viewable in GET Self Service. Instructors and students notified.

University Scheduling sends file of remaining final exam conflicts to associate deans and college schedulers

TBD

APDB reporting deadline for Office of Institutional Effectiveness

Closed

TBD

GET Schedule of Classes edit access closes

May 1 (M)

Student course evaluations open for responses

May 13 (Sa)

Student course evaluations close for responses

May 15 (M)

First day of final exams

May 20 (Sa)

Last day of final exams

A PDF version of this timeline is available online here.

Dates and GET Schedule of Classes access is planned as published in this timeline but may be subject to change based on Academic Affairs need.

*Effective Fall 2022, departments should build S Factor (i.e. supervision) sections during schedule production so that students may enroll as needed during the usual registration period before the add/drop deadline. S Factor sections not built during schedule production will require submission of Schedule Maintenance Form. Enrollment changes after the add/no record drop deadline will be subject to petition through Records & Enrollment.

Summer 2023 (GET Term Code: 2236)

Data Gathering

Start Date

End Date

Activities

Oct 31 (M)

Suggested date for Chairs to begin collecting data

Nov 2 (W)

Planning & Budget consults with Associate Deans on data gathering progress

Nov 11 (F)

 

Deadline for Chairs to provide draft of department schedule to Associate Deans

 

Deadline for Associate Deans to meet with Chairs to review budget and plan for the schedule

TBD

Scheduling hosts Schedule Production Kick Off Session

Nov 28 (M)

 

Deadline for Chairs to provide draft of department schedule to Department Schedulers

***SCHEDULE PRODUCTION BEGINS***

Section Build

Start Date

End Date

Activities

Jan 3 (Tu)  

GET Schedule of Classes edit access opens (12:00 AM)

Astra Schedule opens for Summer Priority Event Requests (8:00 AM)

Jan 3 (Tu)  

Feb 10 (F)  

Department Schedulers build department schedules in GET

College Schedulers submit SMFs for Combined sections and Class Association Requisites (e.g. linked sections, sections limited to particular groups of students, etc.) to Scheduling

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports to monitor Section Build progress and guideline and data entry compliance

Associate Deans run GET Run Query reports to compare with prior term and budget and meet with Chairs to adjust

TBD

Scheduling hosts Open Lab

TBD

Scheduling hosts Open Lab

Feb 10 (F)

Deadline for Department Schedulers to build department schedules in GET

 

Deadline for College Schedulers to submit SMFs for Combined sections and Class Association Requisites to Scheduling (5:00 PM)

GET Schedule of Classes edit access closes (11:59 PM)

Room Optimization

Start Date

End Date

Activities

Feb 13 (M)

Scheduling runs optimization in Astra Schedule

Feb 14 (Tu)  

Feb 16 (Th)  

Planning & Budget reviews all room assignments. Coordinates adjustments with Scheduling as needed.

Feb 17 (F)

Scheduling publishes optimized room assignments in GET

Scheduling informs Associate Deans and College Schedulers of Bottleneck and Infeasible sections

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports in preparation for Bottleneck and Infeasible Resolution

Bottleneck and Infeasible Resolution

Start Date

End Date

Activities

Feb 20 (M)

GET Schedule of Classes edit access opens (12:00 AM)

Feb 20 (M)  

Feb 24 (F)  

Department Schedulers resolve Bottleneck and Infeasible sections and finalize all room assignments

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports to monitor Bottleneck and Infeasible Resolution progress

Feb 24 (M)

 

Deadline for Department Schedulers to resolve Bottleneck and Infeasible sections and finalize all room assignments

GET Schedule of Classes edit access closes for Chairs and Department Schedulers (11:59 PM)

College Review

Start Date

End Date

Activities

Feb 27 (M)  

Mar 10 (F)  

Associate Deans and College Schedulers run GET Run Query and Astra Schedule reports to review department schedules for completeness and guideline and data entry compliance

Associate Deans and College Schedulers solicit changes and corrections from Chairs and Department Schedulers

College Schedulers enter changes and corrections in GET

Associate Deans run GET Run Query reports and review numbers of sections and ensure departments are not over budget

Mar 10 (F)

 

Deadline for Associate Deans and College Schedulers to solicit changes and corrections from Chairs and Department Schedulers

 

Deadline for College Schedulers to enter changes and corrections in GET

GET Schedule of Classes edit access closes for Associate Deans, College Schedulers, and Resource Managers (11:59 PM)

Final Review

Start Date

End Date

Activities

Mar 13 (M)  

Mar 17 (F)  

Scheduling runs GET Run Query and Astra Schedule reports to review department schedules for guideline and data entry compliance

Scheduling sets sections that still require correction to Stop Further Enrollment

Final Corrections

Start Date

End Date

Activities

Mar 20 (M)  

Mar 24 (F)  

Scheduling informs Associate Deans and College Schedulers of sections set to Stop Further Enrollment

College Schedulers submit SMFs to resolve Stop Further Enrollment sections to Scheduling

Mar 24 (F)

 

Deadline for College Schedulers to submit SMFs to resolve Stop Further Enrollment sections to Scheduling (5:00 PM)

***SCHEDULE PRODUCTION ENDS***

Late changes are limited beyond this point. Those that are permitted are subject to deadlines. Refer to Published Schedule of Classes guidelines.

Publication and Post-Publication

Start Date

End Date

Activities

Mar 27 (M)

Scheduling publishes the Schedule of Classes

Astra Schedule opens for Event Requests (8:00 AM)

April 24 (M)

 

Deadline for College Schedulers to submit SMFs to Scheduling for cancelations (5:00 PM). Refer to Published Schedule of Classes and Cancellations guidelines for details.

May Session

May 21 (Su)

 

Deadline for Associate Deans, Chairs, and Schedulers run GET Run Query Waitlisting reports in preparation for automated waitlisting shut off

May 22 (M)

Enrollment Systems Coordinator shuts off automated waitlisting and purges waitlists

May 23 (Tu)

 

Deadline for College Schedulers to submit SMFs to Scheduling for late changes (5:00 PM). Refer to Published Schedule of Classes guidelines for details.

Session A (10W)

May 29 (M)

 

Deadline for Associate Deans, Chairs, and Schedulers run GET Run Query Waitlisting reports in preparation for automated waitlisting shut off

May 30 (Tu)

Enrollment Systems Coordinator shuts off automated waitlisting and purges waitlists

Scheduling solicits Final Exam Needs updates from Associate Deans and College Schedulers in preparation for Final Exam scheduling

Jun 7 (W)

 

Deadline for College Schedulers to submit SMFs to Scheduling for late changes (5:00 PM). Refer to Published Schedule of Classes guidelines for details.

Jun 16 (F)

 

Deadline for Associate Deans and College Schedulers to submit Final Exam Needs updates to Scheduling (5:00 PM)

 

Deadline for College Schedulers to submit requests for Common Exams and Preliminary Final Exam Schedule exceptions to Scheduling (5:00 PM)

Jun 19 (M)  

Jun 22 (Th)  

Scheduling schedules Final Exams

Jun 23 (F)

Scheduling publishes Final Exams in GET Self Service

Scheduling informs Associate Deans and College Schedulers of conflicts

Instructors and Students notified

Jun 26 (M)

College Schedulers may begin submitting requests for exceptions to published Final Exams to Scheduling

Aug 4 (F)

 

Deadline for College Schedulers to submit requests for exceptions to published Final Exams to Scheduling

Session B (5W1)

May 29 (M)

 

Deadline for Associate Deans, Chairs, and Schedulers run GET Run Query Waitlisting reports in preparation for automated waitlisting shut off

May 30 (Tu)

Enrollment Systems Coordinator shuts off automated waitlisting and purges waitlists

Jun 1 (Th)

 

Deadline for College Schedulers to submit SMFs to Scheduling for late changes (5:00 PM). Refer to Published Schedule of Classes guidelines for details.

Session C (5W2)

Jul 9 (Su)

 

Deadline for Associate Deans, Chairs, and Schedulers run GET Run Query Waitlisting reports in preparation for automated waitlisting shut off

Jul 10 (M)

Enrollment Systems Coordinator shuts off automated waitlisting and purges waitlists

Jul 12 (W)

 

Deadline for College Schedulers to submit SMFs to Scheduling for late changes (5:00 PM). Refer to Published Schedule of Classes guidelines for details.

Jul 13 (Th)

TBD

GET Schedule of Classes edit access opens (All Sessions) for Resource Managers (8:00 AM)

Resource Managers clean-up Instructor Assignment, Workload, and APDB Learning Modes in GET

TBD

 

Deadline for Resource Managers to clean-up Instructor Assignment, Workload, and APDB Learning Modes in GET

GET Schedule of Classes edit access closes (5:00 PM)

The following resources are available to support Data Gathering and Schedule Production: Resources for Graduate and Undergraduate Curriculum, Department Chairs Scheduling Toolkit, Scheduling Resources (Course Scheduling Guidelines, Guides), GET Run Query, Astra Schedule, Forms

Dates, deadlines, and GET Schedule of Classes edit access are planned as published in this timeline but may be subject to change based on Academic Affairs need.

The Schedule Production Timeline is not a comprehensive account of academic dates and deadlines. Refer to Academic Calendars and Dates & Deadlines for dates and deadlines related to instruction, advising, enrollment, and grading.

Fall 2023 (GET Term Code: 2239)

Data Gathering

Start Date

End Date

Activities

Oct 21 (F)

Planning & Budget notifies Scheduling of 2023-2024 facilities updates

Oct 31 (M)

Suggested date for Chairs to begin collecting data

Nov 2 (W)

Planning & Budget consults with Associate Deans on data gathering progress

Nov 11 (F)

Deadline for Chairs to provide draft of department schedule to Associate Deans

Deadline for Associate Deans to meet with Chairs to review budget and plan for the schedule

TBD

Scheduling hosts Schedule Production Kick Off Session

Nov 28 (M)

Deadline for Chairs to provide draft of department schedule to Department Schedulers

Dec 9 (F)

Scheduling finishes processing Fall 2023 course proposals in GET Course Catalog

Course proposals that do not meet the Curriculog Tech Review deadline may not be processed in time for Schedule Production. See Resources for Graduate and Undergraduate Curriculum for deadlines.

Dec 19 (M)

Scheduling runs GET Prior Term Copy

Dec 20 (Tu)

Associate Deans, Chairs, and Schedulers may run Fall 2023 GET Run Query and Astra Schedule reports in preparation for Schedule Production

***SCHEDULE PRODUCTION BEGINS***

Section Build

Start Date

End Date

Activities

Jan 3 (Tu)  

GET Schedule of Classes edit access opens (12:00 AM)

Jan 3 (Tu)  

Feb 10 (F)  

Department Schedulers build department schedules in GET

College Schedulers submit SMFs for Combined sections and Class Association Requisites (e.g. linked sections, sections limited to particular groups of students, etc.) to Scheduling

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports to monitor Section Build progress and guideline and data entry compliance

Associate Deans run GET Run Query reports to compare with prior term and budget and meet with Chairs to adjust

TBD

Scheduling hosts Open Lab

TBD

Scheduling hosts Open Lab

Feb 6 (M)

Scheduling informs Associate Deans and College Schedulers of sections scheduled off grid without an approved exception

Feb 10 (F)

Deadline for Department Schedulers to build department schedules in GET

Deadline for College Schedulers to submit SMFs for Combined sections and Class Association Requisites to Scheduling (5:00 PM)

GET Schedule of Classes edit access closes (11:59 PM)

Room Optimization

Start Date

End Date

Activities

Feb 13 (M)

Scheduling removes large lecture room assignments (I.e. TEC and TEC Enhanced with 70+ Capacity) previously entered in GET

Scheduling runs optimization in Astra Schedule. Sections scheduled off grid without an approved exception excluded.

Feb 14 (Tu)  

Feb 16 (Th)  

Planning & Budget reviews all room assignments. Coordinates adjustments with Scheduling as needed.

Feb 17 (F)

Scheduling publishes optimized room assignments in GET

Scheduling informs Associate Deans and College Schedulers of Bottleneck and Infeasible sections

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports in preparation for Bottleneck and Infeasible Resolution

Bottleneck and Infeasible Resolution

Start Date

End Date

Activities

Feb 20 (M)

GET Schedule of Classes edit access opens (12:00 AM)

Feb 20 (M)  

Feb 24 (F)  

Department Schedulers resolve Bottleneck and Infeasible sections and finalize all room assignments

Associate Deans, Chairs, and Schedulers run GET Run Query and Astra Schedule reports to monitor Bottleneck and Infeasible Resolution progress

Feb 24 (M)

Deadline for Department Schedulers to resolve Bottleneck and Infeasible sections and finalize all room assignments

GET Schedule of Classes edit access closes for Chairs and Department Schedulers (11:59 PM)

College Review

Start Date

End Date

Activities

Feb 27 (M)  

Mar 10 (F)  

Associate Deans and College Schedulers run GET Run Query and Astra Schedule reports to review department schedules for completeness and guideline and data entry compliance

Associate Deans and College Schedulers solicit changes and corrections from Chairs and Department Schedulers

College Schedulers enter changes and corrections in GET

Scheduling solicits Course Typically Offered updates from Associate Deans in preparation for Advising

Associate Deans run GET Run Query reports and review numbers of sections and ensure departments are not over budget

Mar 10 (F)

Deadline for Associate Deans and College Schedulers to solicit changes and corrections from Chairs and Department Schedulers

Deadline for College Schedulers to enter changes and corrections in GET

Deadline for Associate Deans to submit Course Typically Offered updates to Scheduling (5:00 PM)

GET Schedule of Classes edit access closes for Associate Deans, College Schedulers, and Resource Managers (11:59 PM)

Final Review

Start Date

End Date

Activities

Mar 13 (M)  

Mar 17 (F)  

Scheduling runs GET Run Query and Astra Schedule reports to review department schedules for guideline and data entry compliance

Scheduling sets sections that still require correction to Stop Further Enrollment

Final Corrections

Start Date

End Date

Activities

Mar 20 (M)  

Mar 24 (F)  

Scheduling informs Associate Deans and College Schedulers of sections set to Stop Further Enrollment

College Schedulers submit SMFs to resolve Stop Further Enrollment sections to Scheduling

Mar 24 (F)

Deadline for College Schedulers to submit SMFs to resolve Stop Further Enrollment sections to Scheduling (5:00 PM)

***SCHEDULE PRODUCTION ENDS***

Late changes are limited beyond this point. Those that are permitted are subject to deadlines. Refer to Published Schedule of Classes guidelines.

Publication and Post-Publication

Start Date

End Date

Activities

Mar 27 (M)

Scheduling publishes the Schedule of Classes

May 8 (M)

Astra Schedule opens for Event Requests (8:00 AM)

Jul 28 (F)

Deadline for College Schedulers to submit SMFs to Scheduling for cancelations (5:00 PM). Refer to Published Schedule of Classes and Cancellations guidelines for details.

Aug 21 (M)

Scheduling solicits Final Exam Needs updates from Associate Deans and College Schedulers in preparation for Final Exam scheduling

Scheduling solicits Student Course Evaluation Section List updates from Chairs in preparation for Student Course Evaluations

Aug 28 (M)

Deadline for Associate Deans, Chairs, and Schedulers run GET Run Query Waitlisting reports in preparation for automated waitlisting shut off

Aug 29 (Tu)

Enrollment Systems Coordinator shuts off automated waitlisting and purges waitlists

Sep 5 (Tu)

Deadline for College Schedulers to submit SMFs to Scheduling for late changes (5:00 PM). Refer to Published Schedule of Classes guidelines for details.

Sep 6 (W)  

TBD

GET Schedule of Classes edit access opens for Resource Managers (8:00 AM)

Resource Managers clean-up Instructor Assignment, Workload, and APDB Learning Modes in GET

TBD

Deadline for Resource Managers to clean-up Instructor Assignment, Workload, and APDB Learning Modes in GET

GET Schedule of Classes edit access closes (5:00 PM)

Sep 18 (M)

Deadline for Associate Deans and College Schedulers to submit Final Exam Needs updates to Scheduling (5:00 PM)

Deadline for College Schedulers to submit requests for Common Exams and Preliminary Final Exam Schedule exceptions to Scheduling (5:00 PM)

Deadline for Chairs to submit Student Course Evaluation Section Lists to Scheduling (5:00 PM)

Sep 19 (Tu)  

Oct 9 (M)  

Scheduling schedules Final Exams

Oct 9 (M)

Scheduling publishes Final Exams in GET Self Service

Scheduling informs Associate Deans and College Schedulers of conflicts

Instructors and Students notified

Oct 10 (Tu)

College Schedulers may begin submitting requests for exceptions to published Final Exams to Scheduling

Nov 27 (M)  

Dec 9 (Sa)  

Student Course Evaluations open in GET Self Service

Dec 8 (F)

Deadline for College Schedulers to submit requests for exceptions to published Final Exams to Scheduling

The following resources are available to support Data Gathering and Schedule Production: Resources for Graduate and Undergraduate Curriculum, Department Chairs Scheduling Toolkit, Scheduling Resources (Course Scheduling Guidelines, Guides), GET Run Query, Astra Schedule, Forms

Dates, deadlines, and GET Schedule of Classes edit access are planned as published in this timeline but may be subject to change based on Academic Affairs need.

The Schedule Production Timeline is not a comprehensive account of academic dates and deadlines. Refer to Academic Calendars and Dates & Deadlines for dates and deadlines related to instruction, advising, enrollment, and grading.

Guides

Guides are available for department and college schedulers’ use. Entry of MyCalStateLA username and password may be required.

Forms

Forms marked by an asterisk (*) are available for department and college schedulers’ use. Entry of MyCalStateLA username and password may be required.