Scheduling Resources

Course Scheduling Resources

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

The guiding principles and resources outlined here ensure course scheduling practices and expectations are equitable and consistent from term to term; balance pedagogical needs and finite space as optimally as possible; ensure courses are scheduled to permit access to the greatest number of students; and apply to all departments, colleges, and academic space.

Scheduling Responsibilities

Academic Services

The Academic Services unit within the Office of the University Registrar manages the production and publication of the Schedule of Classes, facilitates room assignments and reservation of academic space on behalf of Academic Affairs, and ensures course scheduling meets University and systemwide data requirements.

Academic Departments and Colleges

Academic departments and colleges are responsible for developing course schedules aligned with enrollment demand and producing them in accordance with course scheduling dates and deadlines and data entry requirements.

Each department is responsible for designating a department scheduler to complete course scheduling activities and coordinate with the college on the department's behalf. Each college is responsible for designating a college scheduler to coordinate course scheduling activities across the departments and to coordinate with Academic Services on the college’s behalf.

Office of Planning and Budget

The Office of Planning and Budget provides room utilization and enrollment analyses to assist associate deans in each college in the development and refinement of their course schedule for each academic term.

Scheduling Working 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 course scheduling tools and practices.

The Scheduling Toolkit is designed to gather relevant information and resources for department chairs to help build their course schedules. Inquiries regarding the toolkit should be directed to the Office of Planning and Budget.

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 University Catalog Procedures and Regulations Credit Hour policy for additional information.

Standard Time Modules

Courses must adhere to standard time modules. See the Office of Planning and Budget Enrollment Planning Resources for additional information.

Courses that are not scheduled adhering to standard time modules are considered “off grid”. See Off Grid Courses for additional information.

Hybrid Courses

Hybrid courses blend in person instruction with more than 25% and less than 100% online instruction and are an increasingly popular format. To promote the most efficient use of academic space, the format endorsed by the University involves scheduling two Hybrid course sections that share a standard time module and room, e.g.:

Example Course: UNIV 1234 Standard Time Module: Tu Th 8:00-9:15 AM
UNIV 1234-01 In Person: Tu 8:00 – 9:15 AM (KH 1111) Online: Th (ONLINE)
UNIV 1234-02 In Person: Th 8:00 – 9:15 AM (KH 1111) Online: Tu (ONLINE)

Other formats do not increase space utilization if they do not enable complementary course sections to share a single standard time module and room. To share a room, courses should have similar enrollment limits and equipment needs.

Combined Sections

Two or more course sections that are taught as a single class (i.e., with the same instructor(s), on the same day(s) and times, at the same location) must be combined. Combined sections may be within the same subject area and may be equivalent (i.e., “cross listed”) although neither is required.

Combined sections require associate dean approval and must be coordinated with Academic Services during the Section Build phase of schedule production via SMF.

Shadow Sections

To allow all departments to schedule courses students need, departments are discouraged from overscheduling sections when demand is unclear. Course sections that are scheduled but which remain closed in anticipation of increased enrollment demand are considered “shadow” sections and may not hold room assignments.

Off Grid Courses

Courses that are not scheduled adhering to standard time modules are considered “off grid” and require prior approval to do so. See Off Grid Course Resources on the Office of Planning and Budget Enrollment Planning Resources website for additional information.

Unapproved off grid courses scheduled during semesters (i.e., Fall, Spring) may be excluded from optimization and suppressed from the published Schedule of Classes and enrollment.

Inquiries regarding off grid course scheduling should be directed to [email protected].

Changing Class Meetings

Class meetings are finalized during schedule production.

Once the Schedule of Classes is published, a class meeting may only be changed to correct University error. Requests for change require associate dean approval, must be coordinated with Academic Services via SMF, and will be subject to room availability. If enrollment is present, the course section will be cancelled, enrollment dropped, and a new course section with the correct class meeting will be scheduled. The department and college are responsible for communicating with the affected students and instructors.

See Late Changes for additional information.

Pre-Optimization

During the Section Build phase of schedule production, rooms categorized as Prioritized or Restricted may be assigned to sections directly in GET.

Optimization

Information regarding optimization in CollegeNET 25Live will be published soon.

Post-Optimization

During the Department Review phase of schedule production, any rooms that remain available following the Optimization phase may be assigned directly in GET.

Enrollment and Room Capacity

Enrollment limits reflect the total number of students expected to enroll and are finalized during schedule production.

Setting enrollment limits to facilitate preferred room assignments or to control status of the course section (i.e., whether it is open or closed) is not permitted.

Room capacities may not be exceeded. See Classrooms policy in Faculty Handbook Chapter V: Instructional Policies for additional information.

Course sections with enrollment or enrollment limits that exceed capacity of the assigned room may be suppressed from the published Schedule of Classes and enrollment and subject to adjustment based on room availability.

Note that room capacities are 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 a classroom by students or employees do not affect the official capacity of the room.

Changing Room Assignments

Room assignments are finalized during schedule production.

Once the Schedule of Classes is published, a room assignment may only be changed to correct University error or accommodate a change in enrollment demand. Requests for change require associate dean approval, must be coordinated with Academic Services via SMF, and will be subject to room availability. The department and college are responsible for communicating with the affected students and instructors.

See Late Changes for additional information.

Room Accessibility

Instructors should notify their department scheduler as soon as possible if 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 with responsibility for ADA compliance, and the Office for Students with Disabilities if the accommodation concerns an enrolled student. These offices will contact Academic Services if the accommodation involves a course scheduling (i.e., room assignment) change, at which point Academic Services will coordinate further with the associate dean.

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 additional information.

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.

Instructional space containing special equipment may have special entry requirements such as One Card, key, alarm, or Omnilock. Windows and doors to these rooms must be locked when vacated.

Contact the Golden Eagle One Card Office to coordinate access to rooms that require One Card entry. Rooms that require key entry may require coordination with the building administrator. See Administrative Procedure 503 Appendix 8.2 for a list of designated building administrators. Alarms are set according to schedule and should not impact activities during normal instructional hours.

Equipment and Maintenance

TBD

Technology and Software

TBD

Space Change Requests

Requests to change instructional space must be submitted to the Office of 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

See Well Being Classrooms for information.

Room Types and Categories

TBD

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.

Hiding offered course sections from the published Schedule of Classes may not be used as a method for managing enrollment. Manage enrollment by utilizing the appropriate methods, which include enrollment requirements (i.e., prerequisites and corequisites, section restrictions), department or instructor add consent requirements, and shadow sections.  

Late Changes

Course sections must be finalized during schedule production.

Changes requested after the Schedule of Classes is published are considered late and are not guaranteed.

See below for guidelines regarding some of the most requested late changes:

  • Class meetings may be changed to correct University error. See Changing Class Meetings.
  • Room assignments may be changed to correct University error or accommodate a change in enrollment demand. See Changing Room Assignments.
  • Enrollment limits may be increased to correct University error or accommodate a change in enrollment demand. Enrollment limits may not be decreased.
  • Enrollment requirements (i.e., prerequisites and corequisites, section restrictions) may not be changed
  • Department or instructor add consent requirements may be removed but not added
  • Course section units may not be changed
  • Course sections must be cancelled no later than 3 weeks before the first day of instruction. See Cancellations.

Requests for late changes require associate dean approval and must be coordinated with Academic Services via SMF. Unless specified otherwise, late changes may be requested up to the last business day before the start of instruction. Refer to the schedule production timeline for guidance on deadlines.

Late changes requested after the start of instruction may also require approval from the Office of Planning and Budget.

Course sections scheduled but not offered must be cancelled no later than 3 weeks before the first day of instruction. Cancellations that occur after this point in time may have a variety of negative consequences, including:

  • Previously assigned instructors may need to be assigned to different courses, requiring new preparation with little lead time
  • Previously enrolled students may be unable to find open seats in alternate courses; their study load may fall below what is required for financial aid and other services that require full time enrollment certification. See University Catalog Procedures and Regulations Study Load policy.
  • Previously assigned rooms may not be suitable for reassignment to other courses and thus sit unused, contributing to an overall demonstration of poor space utilization.

For these reasons, associate deans are asked to lead their colleges in closely reviewing low enrolled courses, cancelling sections at least 3 weeks 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.

Cancellations require associate dean approval and must be coordinated with Academic Services via SMF. Refer to the schedule production timeline for guidance on cancellation deadlines.

Cancellations requested after the start of instruction may also require approval from the Office of Planning and Budget.

See Late Changes for additional information.

Final Exams

Final exams are scheduled centrally through Academic Services for semesters (i.e., Fall, Spring) and Summer Session A (i.e., 10W) term only.

Final exams are scheduled after Census according to the preliminary final exam schedule. Scheduled final exams are viewable to students and instructors in GET Self Service.

Effort is made to schedule final exams to days and times as similar as the regular class meetings and rooms as possible. However, some final exams will be scheduled to alternate days and times to reduce conflicts and to alternate rooms if the regularly used room is unavailable.

All scheduled final exams must utilize standard final exam times, which are as follows:

7:00 – 9:00 AM

9:30 – 11:30 AM

12:00 – 2:00 PM

2:30 – 4:30 PM

5:00 – 7:00 PM

7:30 – 9:30 PM

Significant efforts are taken during the development of the preliminary final exam schedule and final exam scheduling process to reduce the number of conflicts, but some will remain. Colleges are provided with information regarding conflicts so they may further assist their departments with addressing them as needed.

Once scheduled final exams are viewable in GET Self Service, students who identify a conflict should contact their instructors about making alternate arrangements.

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 scheduler for further coordination with their college and Academic Services.

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

Exceptions must utilize standard final exam times to reduce conflicts and make efficient use of rooms. Exceptions are subject to room availability and deadlines as published in the schedule production timeline.

See Final Examinations policy in Faculty Handbook Chapter V: Instructional Policies for additional information.

Schedule Production Timelines

Data Gathering

Date

Activity/Task

See Scheduling Toolkit

Suggested date for Chairs to begin gathering data

Oct 30

Academic Services notifies Associate Deans and College Schedulers of Schedule Production Timeline

TBD

Academic Services hosts Schedule Production Kick Off Session in coordination with Planning & Budget and the Office of Institutional Effectiveness

See Scheduling Toolkit

Planning & Budget consults with Associate Deans on data gathering progress

See Scheduling Toolkit

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

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

See Scheduling Toolkit

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

Dec 15

Academic Services finishes processing Fall 2024 course proposals in GET Course Catalog

Dec 18

Academic Services runs GET Prior Term Copy. Notifies Associate Deans and College Schedulers. Associate Deans, Chairs, College Schedulers, and Department Schedulers may begin running term reports in GET Run Query and Astra Schedule in preparation for Schedule Production.

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

***SCHEDULE PRODUCTION BEGINS***

Section Build

Date

Activity/Task

Jan 2

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

Department Schedulers build schedules in GET Schedule of Classes

College Schedulers submit SMFs for Combined sections and Class Association Requisites (e.g. linked sections, sections limited to particular groups of students, etc.; see Class Association Requisites area of the GET Schedule Production Guide) to Academic Services

Associate Deans, Chairs, College Schedulers, and Department Schedulers run GET Run Query and Astra Schedule reports to monitor Section Build progress and compliance

Associate Deans run GET Run Query reports to compare prior term and budget, and meet with chairs to make adjustments

Jan 11 (Th)

Academic Services hosts Open Lab

Jan 16 (Tu)

Academic Services hosts Open Lab

Feb 5

Academic Services notifies Associate Deans and College Schedulers of off grid sections without approved exceptions

Feb 9

Deadline for Department Schedulers to build department schedules in GET Schedule of Classes

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

Academic Services finishes processing Combined sections and Class Association Requisites in GET Schedule of Classes

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

 

Room Optimization                   

Date

Activity/Task

Feb 12

Academic Services removes large lecture room assignments (I.e., TEC and TEC Enhanced with 70+ capacity) previously entered in GET Schedule of Classes

Academic Services runs optimization in Astra Schedule. Sections scheduled off grid with approved exceptions excluded.

Feb 13

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

Feb 16

Academic Services exports optimized room assignments from Astra Schedule to GET Schedule of Classes

Bottleneck/Infeasible Resolution            

Date

Activity/Task

Feb 19

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

Academic Services notifies Associate Deans and College Schedulers of optimization results

Department Schedulers enter room assignments in GET Schedule of Classes to resolve Bottleneck and Infeasible sections and finalize all room assignments

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

Feb 23

Deadline for Department Schedulers to enter room assignments in GET Schedule of Classes to resolve all Bottleneck and Infeasible sections and finalize all room assignments

Edit access to GET Schedule of Classes closes for Chairs and Departments Schedulers (11:59 PM)

College Review 

Date

Activity/Task

Feb 26

Edit access to GET Schedule of Classes remains open to Associate Deans, College Schedulers, Resource Managers, and PaGE

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

Associate Deans and College Schedulers solicit corrections and changes from Chairs and Department Schedulers. College Schedulers enter corrections and changes in GET Schedule of Classes.

Associate Deans run GET Run Query reports to review department schedules and make sure departments are within budget

Mar 8

Deadline for Associate Deans and College Schedulers to review department schedules for completeness and compliance

Deadline for Associate Deans and College Schedulers to solicit corrections and changes from Chairs and Department Schedulers. Deadline for College Schedulers to enter corrections and changes in GET Schedule of Classes.

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

Final Review     

Date

Activity/Task

Mar 11

Academic Services runs GET Run Query and Astra Schedule reports to review department schedules for compliance

Academic Services sets sections that require correction to Stop Further Enrollment

Final Corrections          

Date

Activity/Task

Mar 18

Academic Services notifies Associate Deans and College Schedulers of sections set to Stop Further Enrollment

College Scheduler submit SMFs to resolve section set to Stop Further Enrollment

Mar 22

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

***SCHEDULE PRODUCTION ENDS***

Late corrections and changes are limited beyond this point. Those that are permitted are subject to Chair and Associate Dean approval and must be submitted to Academic Services via SMF.

Publication and Post-Publication                        

Date

Activity/Task

Mar 25

Academic Services publishes the Schedule of Classes. Notifies Associate Deans and College Schedulers.

Apr 2

Academic Services reminds Associate Deans and College Schedulers of sections set to Stop Further Enrollment

Jul 22

Academic Services reminds Associate Deans and College Schedulers of shadow sections and cancellation deadline

Jul 29

Deadline for College Schedulers to submit SMFs to cancel sections (5:00 PM)

Academic Services finishes processing all section cancellations in GET Schedule of Classes

Aug 13

Academic Services notifies Associate Deans and College Schedulers of instructional space utilization for the term

Aug 20

Academic Services solicits updates to final exam needs from Associate Deans and College Schedulers

Sep 9

Edit access to GET Schedule of Classes opens for Resource Managers (12:00 AM) and remains open through Office of Institutional Effectiveness deadline (11:59 PM)

Resource Managers clean up instructor assignments, workload, and APDB in GET in support of Office of Institutional Effectiveness reporting

Sep 19

Deadline for Associate Deans and College schedulers to submit updates to final exam needs to Academic Services (5:00 PM)

Deadline for Associate Deans and College Schedulers to submit requests for common final exams and exceptions to the preliminary final exam schedule to Academic Services (5:00 PM)

Sep 20

Academic Services schedules final exams

Oct 14

Academic Services publishes scheduled final exams in GET Self Service. Instructors and students notified.

Academic Services notifies Associate Deans and College Schedulers of final exam conflicts

Dec 6

Deadline for College Schedulers to submit requests for exceptions to scheduled final exams to Academic Services (5:00 PM)

This timeline is intended for Schedule of Classes production purposes only. It is not a comprehensive account of academic dates and deadlines. Refer to Academic Calendars and Dates & Deadlines for those related to the term, instruction, advising, enrollment, and grading. Dates, deadlines, and edit access related to Schedule of Classes production are planned as published in this timeline but subject to change based on Academic Affairs need.

The following resources are available to support Data Gathering and Schedule Production: Curriculum Resources for Faculty, Department Chairs Scheduling Toolkit, Scheduling Resources, GET Schedule Production Guide, GET Run Query, Astra Schedule, Forms

Data Gathering

Date Activity
(see Scheduling Toolkit) Suggested date for Chairs to begin collecting data
(see Scheduling Toolkit) Office of Planning & Budget consults with Associate Deans on data gathering progress
(see Scheduling Toolkit) Deadline for Chairs to provide draft of course schedule to Associate Deans

Deadline for Associate Deans to meet with Chairs to review budget and plan for course schedule
(see Scheduling Toolkit) Deadline for Chairs to provide draft of course schedule to Department Schedulers
TBD Academic Services hosts Schedule Production Kick off Session
TBD Academic Services hosts CollegeNET 25Live Academic Scheduling Training

*** SCHEDULE PRODUCTION BEGINS ***

Section Build

Date Activity
Jul 15 (M) Edit access to GET Schedule of Classes opens (12:00 AM)

Department Schedulers build course sections and assign Prioritized and Restricted rooms

Department Schedulers submit SMFs for combined, variable unit, and restricted course sections to College Schedulers
  o   College Schedulers submit approved SMFs to Academic Services
TBD Academic Services hosts Open Labs
Aug 23 (F) Deadline for Department Schedulers to build course sections and pre-assign Prioritized and Restricted rooms

Deadline for College Schedulers to submit approved SMFs for combined, variable unit, and restricted course sections to Academic Services (5:00 PM)

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

Optimization

Date Activity
Aug 26 (M) Office of Planning & Budget notifies Academic Services of any room pre-assignments that require administrative removal

Academic Services prepares course sections for optimization in 25Live
Aug 27 (Tu) Academic Services runs optimization in 25Live
Aug 28 (W) Office of Planning & Budget reviews optimization results; coordinates administrative changes with Academic Services
Aug 30 (F) Academic Services exports optimized room assignments from 25Live to GET Schedule of Classes

Department Review

Date Activity
Sep 3 (Tu) Edit access to GET Schedule of Classes opens (12:00 AM)

Department Schedulers review all course sections (including room assignments) and enter changes (including assignment of remaining General Assignment, Prioritized, and Restricted rooms)
  o   See Review Checklist and Reports to Know and Use portions of the GET Schedule Production Guide for guidance
Sep 13 (F) Deadline for Department Schedulers to review all course sections and enter changes

Edit access to GET Schedule of Classes closes for Departments (i.e., Chairs, Department Schedulers) (11:59 PM)

Edit access remains open for Colleges (i.e., Associate Deans, Resource Managers, College Schedulers)

College Review

Date Activity
Sep 16 (M) Associate Deans and College Schedulers review all course sections (including room assignments) and enter changes (including assignment of remaining General Assignment, Prioritized, and Restricted rooms)
  o   See Review Checklist and Reports to Know and Use portions of the GET Schedule Production Guide for guidance
Sep 27 (F) Deadline for College Schedulers to review all course sections and enter changes

Edit access to GET Schedule of Classes closes for Colleges (i.e., Associate Deans, Resource Managers, College Schedulers)

Final Review

Date Activity
Sep 30 (M) Academic Services reviews all course sections for data requirement compliance and quality

Course sections with outstanding issues will be suppressed from the published Schedule of Classes and enrollment (i.e., set to Stop Further Enrollment)

Final Corrections

Date Activity
Oct 7 (M) Academic Services notifies Associate Deans and College Schedulers of course sections with outstanding data requirement compliance and quality issues

College Schedulers submit SMFs to Academic Services to resolve course sections
Oct 11 (F) Deadline for College Schedulers to submit SMFs to Academic Services to resolve course sections

*** SCHEDULE PRODUCTION ENDS ***

Changes beyond this point are considered late and are not guaranteed. See Late Changes for additional information.

Publication and Post-Publication

Date Activity
Oct 14 (M) Academic Services publishes the Schedule of Classes. Notifies Associate Deans and College Schedulers.
(see Dates & Deadlines) Advising and Enrollment Validation
(see Dates & Deadlines) Appointment Registration
Oct 15 (Tu) Academic Services reminds Associate Deans and College Schedulers of course sections with outstanding data requirement compliance and quality issues

College Schedulers submit SMFs to Academic Services to resolve course sections
Nov 25 (M) Academic Services remind Associate Deans and College Schedulers of cancellation deadline
Dec 6 (F) Deadline for College Schedulers to submit SMFs to Academic Services to cancel course sections (5:00 PM)
Dec 20 (M) Academic Services notifies College Schedulers of term room utilization

Deadline for College Schedulers to submit SMFs to Academic Services to resolve course sections
(see Dates & Deadlines) First day of instruction
(see Dates & Deadlines) Add/no record drop deadline
Jan 3 (F) Edit access to GET Schedule of Classes opens for Resource Managers (12:00 AM) Resource Managers clean-up instructor, workload, and APDB data in support of Office of Institutional Effectiveness reporting
(see Dates & Deadlines) Census
TBD Deadline for Resource Managers to clean-up instructor, workload, and APDB data

Edit access to GET Schedule of Classes closes for Resource Managers (11:59 PM)
(see Dates & Deadlines) Last day of instruction

This timeline is for Schedule of Classes production purposes only. It is not a comprehensive account of dates and deadlines (see Scheduling Toolkit, Academic Calendars, Dates & Deadlines). Information contained in this timeline is subject to change based on University needs.

Data Gathering

Date Activity
(see Scheduling Toolkit) Suggested date for Chairs to begin collecting data
(see Scheduling Toolkit) Office of Planning & Budget consults with Associate Deans on data gathering progress
(see Scheduling Toolkit) Deadline for Chairs to provide draft of course schedule to Associate Deans

Deadline for Associate Deans to meet with Chairs to review budget and plan for course schedule
(see Scheduling Toolkit) Deadline for Chairs to provide draft of course schedule to Department Schedulers
TBD Academic Services hosts Schedule Production Kick off Session
TBD Academic Services hosts CollegeNET 25Live Academic Scheduling Training
Jul 5 (F) Academic Services finishes implementing Spring 2025 course proposals in GET Course Catalog
*** Course proposals that did not meet the Curriculog Tech Review Deadline (see Curriculum Resources for Faculty) may not be implemented for Spring 2025 ***
Jul 8 (M) Academic Services runs GET Prior Term Copy

*** SCHEDULE PRODUCTION BEGINS ***

Section Build

Date Activity
Jul 15 (M)
Edit access to GET Schedule of Classes opens (12:00 AM)
Department Schedulers build course sections and assign Prioritized and Restricted rooms
Department Schedulers submit SMFs for combined, variable unit, and restricted course sections to College Schedulers
  o   College Schedulers submit approved SMFs to Academic Services
TBD Academic Services hosts Open Labs
Aug 12 (M) Academic Services notifies Office of Planning & Budget of unapproved off grid course sections
Aug 23 (F) Deadline for Department Schedulers to build course sections and pre-assign Prioritized and Restricted rooms

Deadline for College Schedulers to submit approved SMFs for combined, variable unit, and restricted course sections to Academic Services (5:00 PM)

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

Optimization

Date Activity
Aug 26 (M) Office of Planning & Budget notifies Academic Services of unapproved off grid sections to be excluded from optimization

Office of Planning & Budget notifies Academic Services of any room pre-assignments that require administrative removal

Academic Services prepares course sections for optimization in 25Live; runs back-to-back binding
Aug 27 (Tu) Academic Services runs optimization in 25Live
Aug 28 (W) Office of Planning & Budget reviews optimization results; coordinates administrative changes with Academic Services
Aug 30 (F) Academic Services exports optimized room assignments from 25Live to GET Schedule of Classes

Department Review

Date Activity
Sep 3 (Tu) Edit access to GET Schedule of Classes opens (12:00 AM)

Department Schedulers review all course sections (including room assignments) and enter changes (including assignment of remaining General Assignment, Prioritized, and Restricted rooms)
  o   See Review Checklist and Reports to Know and Use portions of the GET Schedule Production Guide for guidance
Sep 13 (F)
Deadline for Department Schedulers to review all course sections and enter changes
Edit access to GET Schedule of Classes closes for Departments (i.e., Chairs, Department Schedulers) (11:59 PM)
Edit access remains open for Colleges (i.e., Associate Deans, Resource Managers, College Schedulers)

College Review

Date Activity
Sep 16 (M) Associate Deans and College Schedulers review all course sections (including room assignments) and enter changes (including assignment of remaining General Assignment, Prioritized, and Restricted rooms)
  o   See Review Checklist and Reports to Know and Use portions of the GET Schedule Production Guide for guidance
Sep 27 (F) Deadline for College Schedulers to review all course sections and enter changes

Edit access to GET Schedule of Classes closes for Colleges (i.e., Associate Deans, Resource Managers, College Schedulers)

Final Review

Date Activity
Sep 30 (M) Academic Services reviews all course sections for data requirement compliance and quality

Course sections with outstanding issues will be suppressed from the published Schedule of Classes and enrollment (i.e., set to Stop Further Enrollment)

Final Corrections

Date Activity
Oct 7 (M) Academic Services notifies Associate Deans and College Schedulers of course sections with outstanding data requirement compliance and quality issues

College Schedulers submit SMFs to Academic Services to resolve course sections
Oct 11 (F) Deadline for College Schedulers to submit SMFs to Academic Services to resolve course sections

*** SCHEDULE PRODUCTION ENDS ***

Changes beyond this point are considered late and are not guaranteed. See Late Changes for additional information.

Publication and Post-Publication

Date Activity
Oct 14 (M) Academic Services publishes the Schedule of Classes. Notifies Associate Deans and College Schedulers.
(see Dates & Deadlines) Advising and Enrollment Validation
(see Dates & Deadlines) Appointment Registration
Oct 15 (Tu) Academic Services reminds Associate Deans and College Schedulers of course sections with outstanding data requirement compliance and quality issues

College Schedulers submit SMFs to Academic Services to resolve course sections
Dec 9 (M) Academic Services remind Associate Deans and College Schedulers of cancellation deadline
Dec 20 (F) Deadline for College Schedulers to submit SMFs to Academic Services to cancel course sections (5:00 PM)

Academic Services notifies College Schedulers of term room utilization
Jan 17 (F) Deadline for College Schedulers to submit SMFs to Academic Services to resolve course sections
(see Dates & Deadlines) First day of instruction
Jan 21 (Tu) Academic Services solicits updates to final exam needs from Associate Deans and College Schedulers
(see Dates & Deadlines) Add/no record drop deadline
Feb 5 (Tu) Edit access to GET Schedule of Classes opens for Resource Managers (12:00 AM)

Resource Managers clean-up instructor, workload, and APDB data in support of Office of Institutional Effectiveness reporting
Feb 14 (F) Deadline for College Schedulers to submit final exam needs updates to Academic Services (5:00 PM)
(see Dates & Deadlines) Census
TBD Deadline for Resource Managers to clean-up instructor, workload, and APDB data

Edit access to GET Schedule of Classes closes for Resource Managers (11:59 PM)
Feb 18 (Tu) Academic Services schedules final exams
Mar 17 (M) Academic Services publishes scheduled final exams in GET Self Service

Office of the Registrar notifies students and instructors

Academic Services notifies Associate Deans and College Schedulers of scheduled final exam conflicts
(see Dates & Deadlines) Last day of instruction
May 9 (F) Deadline for College Schedulers to submit approved requests for exceptions to scheduled final exams (5:00 PM)
(see Dates & Deadlines) First day of final exams
(see Dates & Deadlines) Last day of final exams

This timeline is for Schedule of Classes production purposes only. It is not a comprehensive account of dates and deadlines (see Scheduling Toolkit, Academic Calendars, Dates & Deadlines). Information contained in this timeline is subject to change based on University needs.

Guides

GET Schedule Production Guide

Cal State LA is in the process of transitioning off Astra Schedule and implementing CollegeNET 25Live. The following guides are available to support schedulers during this transition:

How to Search Room Availability (Astra Schedule) (use for Fall 2024 through December)
Astra Schedule User Guide (use for Fall 2024 through December)

Find a Room For a Course (25Live) (use for Winter/Spring 2025 starting November)

Use the Dashboard (25Live) (use for Winter/Spring 2025 starting November)

Guides are designed for department and college schedulers’ use. Entry of MyCalStateLA login credentials may be required.

Forms

SMF: Add a Section

SMF: Cancel a Section

SMF: Change a Section

SMF: Combine Sections

Forms are designed for department and college schedulers’ use. Entry of MyCalStateLA login credentials may be required.