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University Registrar

University Registrar
  2. Faculty and Staff
  3. Academic Scheduling Policy

Academic Scheduling Policy

The Group I Scheduling Policy was approved in July 2016. The policy is effective as of August 2016 and applies to the following schools: Blair School of Music, College of Arts and Science, Divinity School, Graduate School, Peabody College, and the School of Engineering. The Group II Scheduling Policy, approved in November 2016, is effective as of January 2017 and applies to the Law School, Owen Graduate School of Management, and School of Nursing. A policy will be developed for the School of Medicine at a later date.

Policies related to the Provost's Academic Spaces apply to all schools.

  • Group I Scheduling Policy: Blair School of Music, College of Arts and Science,
    Divinity School, Graduate School, Peabody College, School of Engineering

    Room Scheduling Policy

    1. Each school will schedule classes in its own classrooms until two weeks after the end of the initial registration period for all students.
    2. Two weeks after the end of the initial registration period for all students and through the second week of the term, rooms will be made available to all schools in the policy group for academic scheduling. During this open scheduling period, schools will have view-only access to the room scheduling system. All reservations during this period will be made through the Office of the University Registrar.
    3. Standard time blocks (see below) will be enforced for shared rooms during Prime Time hours (MWF, 10:10 a.m. – 2:15 p.m.; TR, 9:30 a.m. – 4:00 p.m.). Classes cannot span more than one of the time blocks during prime time. (For example, a class could extend for three hours on a Monday, Wednesday, or Friday, as long as it ends by the end of the 10:10 – 11:00 a.m. time block [e.g., 8:10 – 11:00 a.m.] or begins no earlier than the 2:30 – 3:20 p.m. time block [e.g., 2:30 – 5:20 p.m.].) Exceptions to this policy component must be approved by the associate dean of the school that offers the class.
    4. Two weeks after the start of classes each term, shared space will be made available for all-purpose scheduling. Academic use of shared space will not incur a usage fee (cost recovery fees may still be charged, if necessary). Non-academic use of shared space may still be charged a usage fee as per school/area policy. For the purposes of billing determinations, academic usage will be defined as any credit-bearing activity or any activity which contributes to the progress towards a degree.

    Standard Time Blocks

    * - Indicates Prime Time hours. Scheduling during these hours is subject to the limitations outlined in the Room Scheduling Policy.

    Monday/Wednesday/Friday

    8:00 - 8:50 a.m.
    9:05 - 9:55 a.m.
    *10:10 - 11:00 a.m.
    *11:15 a.m. - 12:05 p.m.
    *12:20 - 1:10 p.m.
    *1:25 - 2:15 p.m.
    2:30 - 3:20 p.m.
    3:35 - 4:25 p.m
    4:40 - 5:30 p.m..
    Tuesday/Thursday
    8:00 - 9:15 a.m.
    *9:30 - 10:45 a.m.
    *11:00 a.m. - 12:15 p.m.
    *1:15 - 2:30 p.m.
    *2:45 - 4:00 p.m.
    4:15 - 5:30 p.m.
  • Group II Scheduling Policy: Law School, Owen Graduate School of Management, and School of Nursing

    Room Scheduling Policy

    1. Working with the Office of the University Registrar, each school will develop its own timeline for building the academic schedule and publishing rooms.
    2. All classroom assignments will be published to the central room scheduling system, EMS.
    3. Should space be available after the three schools’ rooms are published in EMS, the schools have agreed to share among themselves. NOTE: Rooms in the Law School will be unavailable for sharing until the end of the first week of classes each term.
    4. The Room Scheduling Policy applies to classes only. Study groups, student groups, etc., are not included.
      5. .
  • Provost's Academic Spaces

    Provost's Academic Spaces

    Schools wishing to schedule classes in the Provost's academic spaces may submit requests to the Office of the University Registrar during the schedule building period, up to two weeks before the date that the undergraduate schedule is published in YES. Requests should be submitted through the Academic Scheduling Room Requests web form. Classes in the Provost's academic spaces must be offered in the standard time blocks defined in the Group I Scheduling Policy. The list of the Provost's academic spaces is available here. Schools will be notified of room assignments one week before the date that the undergraduate schedule appears to students in YES. Should any of the Provost's academic spaces be available after this time, requests will be considered on a first-come, first-served basis. All activities associated with academic credit, such as dissertation defenses, will be considered after the second week of classes. Any scheduling requests for non-academic activities (group meetings, etc.) will need to be submitted to the appropriate office.