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 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

The credit hour is an institutionally established equivalency that reasonably approximates no less than one hour of classroom or direct faculty instruction and a minimum of two hours of out of class student work each week for approximately 15 weeks or one regular semester, or the equivalent amount of work over a different amount of time.

One credit hour is assumed a 50-minute period.

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 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.

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 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.

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.

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.

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 2020 (GET Term Code: 2209)

Date Activity/Task GET Schedule of Classes Edit Access

Nov 5 (Tu)

University Scheduling publishes schedule production timeline on the Scheduling Resources webpage. Sends schedule production timeline memo to associate deans and college schedulers.

Closed

Nov 25 (M)

University Scheduling runs prior term copy. Rolls fall 2019 section data forward to fall 2020. Sends prior term copy file and memo to associate deans and college schedulers.

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Dec 2 (M)

Department schedulers start building large lecture and hybrid sections only (sections that are neither large lecture nor hybrid should not be built at this time). See ‘Guides’ on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Dec 9 (M)

University Scheduling informs associate deans and chairs of sections scheduled off grid without VP of Planning and Budget approval

Dec 13 (F)

Department schedulers finish building large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Dec 16 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

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

Closed

Dec 17 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Dec 18 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Dec 20 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Schedule Build: All Sections

GET Edit Access

Dec 23 (M)

Department schedulers start building all remaining sections. See ‘Guides’ on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Jan 13 (M)

University Scheduling informs associate deans and chairs of sections scheduled off grid without VP of Planning and Budget approval

Jan 17 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Jan 20 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

Closed

Jan 21 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Jan 22 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Jan 31 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Final Review

GET Edit Access

Feb 3 (M)

College schedulers start auditing all sections. See Final Review Checklist for requirements. Solicit corrections from department schedulers as needed.

Open

Feb 14 (F)

College schedulers finish auditing all sections

Feb 17 (M)

University Scheduling starts auditing all sections. Solicits corrections from department schedulers as needed.

Closed

Feb 28 (F)

University Scheduling finishes auditing all sections. Sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers. Sections with outstanding data quality issues suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Publication

GET Edit Access

Mar 2 (M)

Published Schedule of Classes is viewable in GET Self Service

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

All requests to add, cancel, and change sections in the Schedule of Classes changes now require associate dean approval. Must be submitted to University Scheduling by the college scheduler via Schedule Maintenance form. See Forms on the Scheduling Resources webpage.

Closed

Mar 9 (M)

University Scheduling sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers; continues weekly through Census. Sections with outstanding data quality issues remain suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Advising, Enrollment Validation, and Registration

GET Edit Access

Mar 9 (M)

Advising and Enrollment Validation begin

Continuing students validate their schedules in Schedule Planner

Closed

Apr 6 (M)

Appointment Registration begins

May 11 (M)

University Scheduling starts accepting requests to reserve instructional space for events. See Event Scheduling Information.

May 18 (M)

University Scheduling publishes preliminary final exam schedule on the Final Exams webpage. Sends preliminary final exam schedule memo to associate deans and college schedulers.

Aug 3 (M)

All remaining section cancellations due to University Scheduling. Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Aug 7 (F)

Requests for common final exams due to University Scheduling

Aug 10 (M)

University Scheduling sends waitlist to consent transition memo to associate deans and college schedulers

Aug 18 (Tu)

Sections transitioning from waitlist to consent due to University Scheduling

Aug 19 (W)

University Scheduling transitions requested sections from waitlist to consent required. Automated waitlisting stops for sections as they transition to consent required.

University Scheduling sends term facility usage and room entry file and memo to associate deans, college schedulers, and Public Safety

Aug 20 (Th)

Automated waitlisting stops for all sections. Waitlists purged.

University Scheduling sends purged waitlist file and memo to associate deans and college schedulers

Closed

Instruction and Final Exams

GET Edit Access

Aug 24 (M)

First day of instruction

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

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

Closed

Sep 8 (Tu)

Add/drop deadline

Sep 9 (W)

University Scheduling sends supervision reconciliation file and memo to associate deans and college schedulers

University Scheduling sends GET Schedule of Classes edit access memo to associate deans and college schedulers to support entry of remaining instructor assignments, workload, and APDB corrections for Institutional Effectiveness reporting

Open

Sep 16 (W)

Supervision reconciliations due to University Scheduling

Sep 18 (F)

Section final exam needs due to University Scheduling

Student course evaluation section lists due to University Scheduling

Requests for exceptions to preliminary final exam dates and times due to University Scheduling

Sep 21 (M)

Census

Sep 22 (Tu)

University Scheduling schedules final exams

Reviews scheduled exams, completes ad hoc adjustments to resolve instructor conflicts and highest concentrations of student conflicts

Oct 12 (M)

Scheduled final exams published in GET Self Service

Instructors and students notified of final exams now viewable in GET Self Service

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

Oct 29 (Th)

APDB reporting deadline for Institutional Effectiveness

Schedulers finish entering all remaining instructor assignments, workload, and APDB corrections in GET

Nov 30 (M)

Student course evaluations open

Closed

Dec 12 (Sa)

Last day of instruction

Student course evaluations close

Dec 14 (M)

First day of final exams

Dec 19 (Sa)

Last day of final exams

Grading

GET Edit Access

Dec 23 (W)

Final grades due

Closed

Dec 25 (F)

Grades viewable in self-service

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

Winter 2021 (GET Term Code: 2211)

Date Activity/Task GET Schedule of Classes Edit Access

Jun 8 (M)

University Scheduling publishes schedule production timeline on the Scheduling Resources webpage. Sends schedule production timeline memo to associate deans and college schedulers.

Closed

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Jul 6 (M)

Department schedulers start building large lecture and hybrid sections only (sections that are neither large lecture nor hybrid should not be built at this time). See ‘Guides’ on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Jul 17 (F)

Department schedulers finish building large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Jul 20 (M)

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

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

Closed

Jul 21 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Jul 22 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Jul 24 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Schedule Build: All Sections

GET Edit Access

Jul 27 (M)

Department schedulers start building all remaining sections. See ‘Guides’ on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Aug 14 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Aug 17 (M)

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

Closed

Aug 18 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Aug 19 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Aug 28 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Final Review

GET Edit Access

Aug 31 (M)

College schedulers start auditing all sections. See Final Review Checklist for requirements. Solicit corrections from department schedulers as needed.

Open

Sep 11 (F)

College schedulers finish auditing all sections

Sep 14 (M)

University Scheduling starts auditing all sections. Solicits corrections from department schedulers as needed.

Closed

Sep 25 (F)

University Scheduling finishes auditing all sections. Sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers. Sections with outstanding data quality issues suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Publication

GET Edit Access

Sep 28 (M)

Published Schedule of Classes is viewable in GET Self Service

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

All requests to add, cancel, and change sections in the Schedule of Classes changes now require associate dean approval. Must be submitted to University Scheduling by the college scheduler via Schedule Maintenance form. See Forms on the Scheduling Resources webpage.

Closed

Sep 28 (M)

University Scheduling sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers; continues weekly through Census. Sections with outstanding data quality issues remain suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Advising, Enrollment Validation, and Registration

GET Edit Access

Oct 12 (M)

Advising and Enrollment Validation begin

Continuing students validate their schedules in Schedule Planner

Closed

Oct 14 (W)

Appointment Registration begins

Nov 16 (W)

University Scheduling starts accepting requests to reserve instructional space for events. See Event Scheduling Information.

Dec 11 (F)

All remaining section cancellations due to University Scheduling. Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Dec 23 (W)

Automated waitlisting stops for all sections

Dec 24 (Th)

Waitlists purged

University Scheduling sends purged waitlist file and memo to associate deans and college schedulers

University Scheduling sends term facility usage and room entry memo to associate deans, college schedulers, and Public Safety

Instruction and Final Exams

GET Edit Access

Jan 4 (M)

First day of instruction

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

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

Closed

Jan 4 (M)

Add/drop deadline

Jan 5 (Tu)

University Scheduling sends supervision reconciliation file and memo to associate deans and college schedulers

University Scheduling sends GET Schedule of Classes edit access memo to associate deans and college schedulers to support entry of remaining instructor assignments, workload, and APDB corrections for Institutional Effectiveness reporting

Open

(Closed TBD following APDB reporting deadline)

Jan 6 (W)

Supervision reconciliations due to University Scheduling

Jan 7 (Th)

Census

TBD

APDB reporting deadline for Institutional Effectiveness

Schedulers finish entering all remaining instructor assignments, workload, and APDB corrections in GET

Jan 23 (Sa)

Last day of instruction

Grading

GET Edit Access

Jan 27 (W)

Final grades due

Closed

Jan 29 (F)

Grades viewable in self-service

A PDF version is available on the Scheduling SharePoint site. (Restricted to approved staff.)

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

Spring 2021 (GET Term Code: 2213)

Date Activity/Task GET Schedule of Classes Edit Access

Jun 8 (M)

University Scheduling publishes schedule production timeline on the Scheduling Resources webpage. Sends schedule production timeline memo to associate deans and college schedulers.

Closed

Jul 13 (M)

University Scheduling runs prior term copy. Rolls spring 2020 section data forward to spring 2021. Sends prior term copy file and memo to associate deans and college schedulers.

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Jul 20 (M)

Department schedulers start building large lecture and hybrid sections only (sections that are neither large lecture nor hybrid should not be built at this time). See ‘Guides’ on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Jul 27 (M)

University Scheduling informs associate deans and chairs of sections scheduled off grid without VP of Planning and Budget approval

Jul 31 (F)

Department schedulers finish building large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Aug 3 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

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

Closed

Aug 4 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Aug 5 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Aug 7 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Schedule Build: All Sections

GET Edit Access

Aug 10 (M)

Department schedulers start building all remaining sections. See Guides on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Aug 24 (M)

University Scheduling informs associate deans and chairs of sections scheduled off grid without VP of Planning and Budget approval

Aug 28 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Aug 31 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

Closed

Sep 1 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Sep 2 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Sep 11 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Final Review

GET Edit Access

Sep 14 (M)

College schedulers start auditing all sections. See Final Review Checklist for requirements. Solicit corrections from department schedulers as needed.

Open

Sep 25 (F)

College schedulers finish auditing all sections

Sep 28 (M)

University Scheduling starts auditing all sections. Solicits corrections from department schedulers as needed.

Closed

Oct 9 (F)

University Scheduling finishes auditing all sections. Sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers. Sections with outstanding data quality issues suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Publication

GET Edit Access

Oct 12 (M)

Published Schedule of Classes is viewable in GET Self Service

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

All requests to add, cancel, and change sections in the Schedule of Classes changes now require associate dean approval. Must be submitted to University Scheduling by the college scheduler via Schedule Maintenance form. See Forms on the Scheduling Resources webpage.

Closed

Oct 12 (M)

University Scheduling sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers; continues weekly through Census. Sections with outstanding data quality issues remain suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Advising, Enrollment Validation, and Registration

GET Edit Access

Oct 12 (M)

Advising and Enrollment Validation begin

Continuing students validate their schedules in Schedule Planner

Closed

Oct 26 (M)

Appointment Registration begins

Nov 30 (M)

University Scheduling starts accepting requests to reserve instructional space for events. See Event Scheduling Information.

Dec 14 (M)

University Scheduling publishes preliminary final exam schedule on the Final Exams webpage. Sends preliminary final exam schedule memo to associate deans and college schedulers.

Jan 4 (M)

All remaining section cancellations due to University Scheduling. Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Jan 11 (M)

University Scheduling sends waitlist to consent transition memo to associate deans and college schedulers

Jan 19 (Tu)

Requests for common final exams due to University Scheduling

Sections transitioning from waitlist to consent due to University Scheduling

University Scheduling sends term facility usage and room entry file and memo to associate deans, college schedulers, and Public Safety

Jan 20 (W)

University Scheduling transitions requested sections from waitlist to consent required. Automated waitlisting stops for sections as they transition to consent required.

Jan 21 (Th)

Automated waitlisting stops for all sections

Jan 22 (F)

Waitlists purged

University Scheduling sends purged waitlist file and memo to associate deans and college schedulers

Instruction and Final Exams

GET Edit Access

Jan 25 (M)

First day of instruction

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

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

Closed

Feb 8 (M)

Add/drop deadline

Feb 9 (Tu)

University Scheduling sends supervision reconciliation file and memo to associate deans and college schedulers

University Scheduling sends GET Schedule of Classes edit access memo to associate deans and college schedulers to support entry of remaining instructor assignments, workload, and APDB corrections for Institutional Effectiveness reporting

Open

Feb 16 (Tu)

Supervision reconciliations due to University Scheduling

Feb 19 (F)

Census

Section final exam needs due to University Scheduling

Student course evaluation section lists due to University Scheduling

Requests for exceptions to preliminary final exam dates and times due to University Scheduling

Feb 22 (M)

University Scheduling schedules final exams

Reviews scheduled exams, completes ad hoc adjustments to resolve instructor conflicts and highest concentrations of student conflicts

Mar 15 (M)

Scheduled final exams published in GET Self Service

Instructors and students notified of final exams now viewable in GET Self Service

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

TBD

APDB reporting deadline for Institutional Effectiveness

Schedulers finish entering all remaining instructor assignments, workload, and APDB corrections in GET

May 3 (M)

Student course evaluations open

Closed

May 15 (Sa)

Last day of instruction

Student course evaluations close

May 17 (M)

First day of final exams

May 22 (Sa)

Last day of final exams

Grading

GET Edit Access

May 26 (W)

Final grades due

Closed

May 28 (F)

Grades viewable in self-service

A PDF version is available on the Scheduling SharePoint site. (Restricted to approved staff.)

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

Summer 2021 (GET Term Code: 2216)

Coming Soon

Fall 2021 (GET Term Code: 2219)

Date Activity/Task GET Schedule of Classes Edit Access

Nov 16 (M)

University Scheduling publishes schedule production timeline on the Scheduling Resources webpage. Sends schedule production timeline memo to associate deans and college schedulers.

Closed

Nov 23 (M)

University Scheduling runs prior term copy. Rolls fall 2020 section data forward to fall 2021. Sends prior term copy file and memo to associate deans and college schedulers.

Section Build: Large Lecture and Hybrid Sections

GET Edit Access

Nov 30 (M)

Department schedulers start building large lecture and hybrid sections only (sections that are neither large lecture nor hybrid should not be built at this time). See 'Guides' on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Dec 7 (M)

University Scheduling informs associate deans and college schedulers of sections scheduled off grid without VP of Planning and Budget approval

Dec 11 (F)

Department schedulers finish building large lecture and hybrid sections

Requests for combined large lecture and hybrid sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Dec 14 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

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

Closed

Dec 15 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Dec 16 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Dec 18 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Schedule Build: All Sections

GET Edit Access

Dec 21 (M)

Department schedulers start building all remaining sections. See 'Guides' on the Scheduling Resources webpage for data entry instructions and requirements.

Open

Jan 18 (M)

University Scheduling informs associate deans and college schedulers of sections scheduled off grid without VP of Planning and Budget approval

Jan 22 (F)

Department schedulers finish building all remaining sections

Requests for all remaining combined sections due to University Scheduling. See Class Meetings guidelines.

Optimization

GET Edit Access

Jan 25 (M)

University Scheduling audits sections and existing room assignments in preparation for room optimization. Solicits corrections from college schedulers as needed. Suppresses off grid sections without approved exceptions.

Closed

Jan 26 (Tu)

University Scheduling runs room optimization in Astra Schedule. Reviews optimization results.

Jan 27 (W)

University Scheduling sends optimization results and room assignments to Planning and Budget for review. Processes ad hoc adjustments as needed.

Feb 5 (F)

University Scheduling exports optimization results from Astra Schedule to GET. Sends optimization results and room assignments file and memo to associate deans and college schedulers.

Final Review

GET Edit Access

Feb 8 (M)

College schedulers start auditing all sections. See Final Review Checklist for requirements. Solicit corrections from department schedulers as needed.

Open

Feb 19 (F)

College schedulers finish auditing all sections

Feb 22 (M)

University Scheduling starts auditing all sections. Solicits corrections from department schedulers as needed.

Closed

Mar 5 (F)

University Scheduling finishes auditing all sections. Sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers. Sections with outstanding data quality issues suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Publication

GET Edit Access

Mar 8 (M)

Published Schedule of Classes is viewable in GET Self Service

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

All requests to add, cancel, and change sections in the Schedule of Classes changes now require associate dean approval. Must be submitted to University Scheduling by the college scheduler via Schedule Maintenance form. See 'Forms' on the Scheduling Resources webpage.

Closed

Mar 8 (M)

University Scheduling sends file of sections with outstanding data quality issues and memo to associate deans and college schedulers; continues weekly through Census. Sections with outstanding data quality issues remain suppressed from the published Schedule of Classes and closed for enrollment pending resolution.

Advising, Enrollment Validation, and Registration

GET Edit Access

Mar 15 (M)

Advising and Enrollment Validation begin

Continuing students validate their schedules in Schedule Planner

Closed

Apr 5 (M)

Appointment Registration begins

May 10 (M)

University Scheduling starts accepting requests to reserve instructional space for events. See Event Scheduling Information.

May 17 (M)

University Scheduling publishes preliminary final exam schedule on the Final Exams webpage. Sends preliminary final exam schedule memo to associate deans and college schedulers.

Aug 2 (M)

All remaining section cancellations due to University Scheduling. Subsequent cancellations may negatively affect student financial aid disbursement and study load. See Cancellations guidelines.

Aug 6 (F)

Requests for common final exams due to University Scheduling

Aug 9 (M)

University Scheduling sends waitlist to consent transition memo to associate deans and college schedulers

Aug 17 (Tu)

Sections transitioning from waitlist to consent due to University Scheduling

Aug 18 (W)

University Scheduling transitions requested sections from waitlist to consent required. Automated waitlisting stops for sections as they transition to consent required.

University Scheduling sends term facility usage and room entry file and memo to associate deans, college schedulers, and Public Safety

Aug 19 (Th)

Automated waitlisting stops for all sections. Waitlists purged.

University Scheduling sends purged waitlist file and memo to associate deans and college schedulers

Instruction and Final Exams

GET Edit Access

Aug 23 (M)

First day of instruction

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

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

Closed

Sep 7 (M)

Add/drop deadline

Sep 8 (Tu)

University Scheduling sends supervision reconciliation file and memo to associate deans and college schedulers

University Scheduling sends GET Schedule of Classes edit access memo to associate deans and college schedulers to support entry of remaining instructor assignments, workload, and APDB corrections for Institutional Effectiveness reporting

Open

Sep 15 (W)

Supervision reconciliations due to University Scheduling

Sep 17 (F)

Section final exam needs due to University Scheduling

Student course evaluation section lists due to University Scheduling

Requests for exceptions to preliminary final exam dates and times due to University Scheduling

Sep 20 (M)

Census

Sep 21 (Tu)

University Scheduling schedules final exams

Reviews scheduled exams, completes ad hoc adjustments to resolve instructor conflicts and highest concentrations of student conflicts

Oct 11 (M)

Scheduled final exams published in GET Self Service

Instructors and students notified of final exams now viewable in GET Self Service

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

TBD

APDB reporting deadline for Institutional Effectiveness

Schedulers finish entering all remaining instructor assignments, workload, and APDB corrections in GET

Nov 29 (M)

Student course evaluations open

Closed

Dec 11 (Sa)

Last day of instruction

Student course evaluations close

Dec 13 (M)

First day of final exams

Dec 18 (Sa)

Last day of final exams

Grading

GET Edit Access

Dec 22 (W)

Final grades due

Closed

Dec 24 (F)

Grades viewable in self-service

Jan 10 (M)

University Scheduling begins running student course evaluation summary reports for distribution to departments

A PDF version is available on the Scheduling SharePoint site. (Restricted to approved staff.)

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

Guides

Guides marked by an asterisk (*) 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.