Frequently Asked Questions

The Academic Scheduling office works primarily with Department Chairs and their authorized, trained staff to create semester schedules.  From creating new sections and assigning classrooms, to coordinating supplemental instruction and finals week, we provide the resources, tools, and solutions.  As a regulated separation of duties, we do not schedule special events or assist students with registration.

1.How do I add / change / cancel an existing section?

CourseLeaf CLSS (Section Scheduler) - https://nextcatalog.uvu.edu/wen/

  • Use CLSS to add, modify, cancel, or delete course sections.
  • Requires training and software access. Available to department chairs and authorized schedulers only.

Occasionally, a section cannot be edited due to a system lock (e.g.,"This section has features that cannot be edited in this interface. Changes to this section will need to be made directly in Banner.").If this occurs, email the information (including a full screen shot) to . To avoid any confusion or unnecessary delays, always include the following information:

  • semester (we're actively processing 4+ semesters at any given time -- be specific!)
  • CRN
  • subject code
  • course number
  • section number
  • action requested

Note: Requests can only be processed when submitted by an authorized scheduler or Department Chair. Phone requests cannot be processed.

2. When is a class section Deleted vs Cancelled?

"Delete" and "Cancel" are terms often used in the same context, but they represent different actions in CLSS and Banner.

DELETE

  • Sections can only be deleted in scheduling Phase 1.
  • The section is permanently removed from CLSS and Banner, and cannot be retrieved.
  • The section will not carry to the next like semester (i.e., Spring 2020 to Spring 2021).

CANCEL

  • Sections can be canceled during any scheduling phase.
  • The section remains in CLSS and Banner, and can be re-activated during the same semester, if needed.
  • Subsequent reports / online views reflect a canceled section with "C" in the "Status" column, and will be shaded.
  • If the section is not re-activated prior to "rolling" (copying) the semester data, it will not carry to the next like semester.

3. What is Prime Time?

Course sections that start between 0800 - 1400 are considered "prime time". Avoiding 0800 - 1400 start times for net adds, day/time changes, or supplemental instruction will greatly increase your chances of securing a classroom assignment.

Some course sections receive the lowest priority for room scheduling, including:
  • prime time sections that represent a net add (or a late request) for your department (following general room scheduling), and
  • sections that inefficiently (i.e., non-standard) use general classrooms (even if they have received rooms in the past). This applies to all pre-scheduled and generally scheduled class sections.

4.What are Standard Meeting Patterns?

Standard meeting patterns (aka 'start times') were created in order to maximize UVU's space utilization, and to help students create effective schedules for completion. Departments must schedule according to these standards.  See Standard Meeting Patterns for an approved list (by semester / block and contact hour).

The Academic Scheduling Committee (ASC) has worked to provide updated standard solutions. All academic departments are expected to follow the published patterns.

5. Can Student Registration be restricted?

Banner's Special (Department) Approval feature ("DE" code) can be used with individualized sections or internships to help control student registration.  Students will see a "Department Approval Required" message when attempting to register.

Did you know the maximum enrollment limit for course sections must reflect your actual enrollment estimate?

6. Can a section be hidden from student view?

Yes; sections can be made hidden or visible to students at any time.  However, by hiding an active section, you are forfeiting the assigned classroom.New classroom assignments are then subject to availability.

7. What is Waitlisting?

The waitlist feature provides students the option to "get in line" for a space in a class that is already full.  Students can select the waitlist while registering for classes.  For details, refer to Registration's Waitlist Information page.

For academic department scheduling purposes, the Waitlist Maximum Enrollment limit shall match the Section Maximum Enrollment limit up to 25 students. Course sections with a maximum enrollment greater than 25 should reflect:

  • Regular sections (max enrollment between 26 and 99) = 25
  • Large sections (max enrollment of 100+) = 50


Note:
  The Waitlist Maximum Enrollment limit vs Section Maximum Enrollment limit was originally approved by Academic Affairs Council, Dec 2014.

8. What are Part of Term Codes?

Part of term codes can be requested to capture unique start/end dates within a semester.  Each code is set up with specific deadlines, including registration, add/drop/withdrawal, tuition/fee assessment, late registration, etc.  For more information, see Part of Term Codes.

  • "INT" - Internships (and courses with a "Co-op" designation) are created using part of term code “INT”, which:
    • Mirrors full semester dates;
    • Is subject to the same deadlines as full semester dates;
    • Exempts late registration fees for students; and
    • Gives departments the flexibility to start internships at any time during a semester.

Students can register after the wait list period ends, but are still subject to the Late Registration process (exempting fees and Dean's approval).

  • "Z__" - Miscellaneous / Special part of term codes are created only as needed for unique programs, and:
    • Should be requested before registration begins for the required semester, and before requesting the new section;
    • Do not roll (copy) to the next like semester (must be requested each semester needed);
    • Should not be added less than 3 weeks prior to the start date to allow for student registration;
    • May be subject to shortened add/drop/withdrawal dates; and
    • Cannot be adjusted once they are applied to a section.

To request a Miscellaneous part of term code, email the office with the exact start/end dates, and a clear description.

9. How do I add or change a Course-based Fee?

Course-based fees can be requested in order to cover specific course costs. Review UVU's policy 607--Course-Based Fees for Credit Courses which includes information for:

  • Description and Use
  • Account Balances
  • Fee Disclosure

Fee accounts should be reviewed with your Financial Manager regularly for accuracy and potential adjustments (i.e., add, delete, increase, decrease, code changes, etc.).

To be considered by the Course Fee Review Committee, review the requirements before submitting to the Academic Affairs office using the designated form.

The Committee meets annually (in January) to review requests. An academic department can submit requests at any time, but must do so before the established deadline for application to the following academic year. Any requests submitted without sufficient documentation, appropriate calculations, or missing signatures will not be considered by the Committee.

Course-based fees are NOT adjusted through the curriculum process in CourseLeaf CIM, or through the scheduling process in CourseLeaf CLSS!

10. What is 3rd Week Cleanup?

Census dates affect every active section and reflect when data is captured for state reporting.  Prior to the third week of a new semester, several cleanup procedures need to take place, including (but not limited to):

  • Instructor Verification review -- To ensure appropriate workload and compensation, all staff assignments should be completed.
  • Low enrolled course sections -- As UVU continues to grow, an increased number of new sections and room changes are requested. Academic Affairs reviews scheduled rooms vs maximum/actual enrollments at various times each semester.  They see a large number of active sections where 0-5 students are enrolled in classrooms that can accommodate 30+ students. Consider:
    • canceling these sections to free up valuable space for others, or
    • change the section(s) to an "individualized" delivery, thereby eliminating the day/time details and room assignment.

    These are not automatic solutions.  The cancellation or change must be requested by the department chair in CourseLeaf CLSS.

11.What should I know about the Final Exam schedule?

UVU policy (601 Classroom Management) requires faculty members to give a final examination/assessment that takes place during exam week.

Use the Final Exam Schedule to calculate your final exam day(s) and time(s).

Refer to the Final Exam Guidelines for more information.

12. What is Flex Delivery for Social Distancing?

Social distancing (students are typically spaced 6' apart) isn't always possible in an assigned classroom.  "Flex delivery" can allow students to rotate between being in the classroom and participating via live stream from home (or other location).

When the actual enrollment of a class exceeds 40% of a room’s max capacity, and a larger classroom is NOT available, instructors should practice “flex delivery”.  This means rotating which students attend in person the first day (or week), and via live stream the next day (or week). One example is by a student’s birth date (even/odd days).

Note:  "Live Capture" is available only in technology capable spaces (which must be appropriately scheduled for activation).

13.How do I request supplemental instruction time?

Requests for instructor-led supplemental instruction time directly related to an academic course section (i.e., study/review or practice session, tutoring, make-up test, etc.) should be submitted via ASO's Supplemental Instruction Time request form.

  • Requests must:
    • adhere to Fall/Spring (or Summer) Standard Meeting Pattern start times,
    • be directly related to an academic course section (includes a CRN),
    • be submitted by an authorized department scheduler, and
    • be submitted a minimum of 3 - 5 business days in advance of need.
  • Requests are:
    • processed after the first week of a term (follows the placement of academic course sections),
    • subject to review, approval and space availability,
    • not processed by the Event Services office, and
    • not confirmed until you receive an email confirmation from the Academic Scheduling office via 25Live.
  • Did you know...?
    • Students cannot be required to attend supplemental sessions.
    • Requests during Finals Week cannot be accommodated due to shifting exam schedules.
    • Supplemental time is scheduled only in 25Live -- it is never reflected in Banner.
    • As Kaltura reads only from the section details in Banner, supplemental meeting times cannot be recorded.

14. What is Cross-Listing?

There are three different types of cross-listing defined here:

  • Banner and CIM--course level, 
  • Banner and CLSS--section level (generally a sub-set of course level cross-listing), and
  • Canvas--section level.

Curriculum  cross-listing in Banner and CourseLeaf CIM provide a way for the same course content to be shared by multiple departments, and provides a degree of visibility (via subject code) in a student's transcript. 

Curriculum cross-listed courses must use the same course number, title, description, special designation (if applicable), credit ratio, pre-/co-requisites, CLOs, and course-work requirements. For more information, refer to CourseLeaf CIM, or contact your UCCrepresentative.

Section-level  cross-listing in Banner and CourseLeaf CLSS, in addition to the curriculum rules above, require using the same schedule type, instructional method, meeting pattern, building/room assignment and instructor(s) % of responsibility on each section.

  • When cross-listing with a "special topics" course, the course number should be similar, and a subtitle is required.
  • If your department is the scheduling authority, YOU are responsible for  informing the partner department(s) when scheduling changes are necessary.
  • Any change to one section must be reflected on all sections within the same cross-list "Group ID" number.
  • UVU does not allow "double-booking" of sections for any reason. This is due in part to faculty workload reporting and room utilization reporting.
  • USHE Policy R470 (section 5.2) specifically states:  "5.2. Lower-Division Courses (1000-2999): These courses are for students beginning in the study of a discipline. Lower-division courses offer breadth, foundation, general education, preparation for employment, or preparation for continued study and may serve as prerequisites for upper-division courses. Within the same institution, a lower-division course may not be cross listed with an upper-division course."

Canvas  cross-listing is NOT the same as course and section cross-listing.

Canvas cross-listing simply provides a way to combine two or more sections in Canvas to make grading and content updates easier for a faculty member throughout a semester. Restrictions apply. See Crosslisting Courses in Canvas for more information.

15. How are cross-listed Maximum Enrollments determined?

The “Cross-List Maximum Enrollment” number drives when all sections in a group will close, and supersedes the individual section maximum enrollment numbers.

  • The maximum enrollment number must reflect the total of all sections in order for Faculty Workload to calculate properly.  A "blanket" number (i.e., 100, 230, 999, etc.) is not allowed as the group maximum for any grouping, including LI Video and Online. 
  • Review your schedule in CourseLeaf CLSS to verify your section is grouped correctly.

16.How do I activate an Instructor (contract or adjunct), Area Coordinator, or Instructional Assistant?

Requirements

  • Contract Faculty (and Area Coordinators) must be reflected in the correct position / department as shown in the Online Org Chart before submitting a request. If the information is not correct, contact People & Culture for assistance.
  • Adjunct Faculty / Instructional Assistants must complete the full UVU hiring process, including an ePaf with People & Culture, before submitting a request.
  • Activation requests are accepted from authorized department schedulers only.
  • The "Activation Percentage" does not affect workload.
    • 100% indicates the person is only working for ONE department (ask them before submitting a request), and
    • is not the same as the teaching responsibility (workload).
  • Ensure FERPA training is successfully completed. Do not submit an activation request until training has been verified.
  • Non UVU employees are not activated through this request form. Please refer to UVU Service Center > Accounts and Access > Banner Student System Access. Requests are processed through the Registrar’s Office.

The Department Chair (or authorized scheduler) can submit a request  for Instructor, Area Coordinator, or Instructional Assistant activation. This process is necessary to:

  • assign the individual to a specific department,
  • make the individual available in Banner's Instructor Verification tool,
  • allow for assignments and related Canvas access, and
  • allow access to Banner's Faculty tab in myUVU.

Once an individual is listed on a course section in Banner, the information is automatically routed to Canvas. Access to Canvas follows the classifications outlined below.

Classifications

  • Contract faculty and Area Coordinators can be activated up to one semester prior to the semester they will begin teaching (or coordinating). This allows access to Canvas prior to the first day of class.
  • Adjunct instructors can be activated for the semester in which they are hired to begin teaching. This allows access to Canvas and myUVU prior to the first day of class, but the access should only be used for preparation purposes. UVU cannot expect or encourage adjunct instructors to do any work until they’re actually being paid by the university.
  • Instructional Assistants can only be assigned to sections in the current semester. Their records will be visible as an option in the Instructor Verification tool. For information on access in Canvas, refer to Instructional Assistants in Canvas.

Workload (Teaching) Percentage

Instructor (Contract or Adjunct)

  • Should reflect the amount of teaching responsibility an Instructor has for a course section (1% - 100%).
  • Where multiple instructors exist, the combined assignments must total 100%.
  • Instructors can be assigned to a course section by an authorized scheduler of the academic department via Banner's Instructor Verification tool in myUVU.
  • For more information, refer to Faculty Workload.

Area Coordinator

  • Area Coordinators can be assigned by an authorized scheduler (may require Financial Manager approval).
  • Area Coordinators do NOT have teaching responsibilities. They are:
    1. added to Banner at "0%" responsibility for each course section they're coordinating, and 
    2. may be compensated by the academic department.
    3. SRI's are not sent to students for Area Coordinator reviews.
  • For more information, refer to Faculty Workload.

Instructional Assistant

  • Instructional Assistants can be assigned by an authorized scheduler.
  • Instructional Assistant do NOT have teaching responsibilities. They are:
    1. added to Banner at "0%" responsibility for each course section they're hired to assist in, and 
    2. paid as a part-time employee by the academic department.
    3. SRI's are not sent to students for Instructional Assistant reviews.
  • For more information, refer to Faculty Workload.

Approval workflow:

  1. People & Culture. Verifies the hiring process is complete and the appropriate documents are signed.
  2. Academic Scheduling Office. Processes activation request in Banner.
  3. Requestor. Receives email when activation request is:
    • approved and processing is complete, or
    • denied.

Review the email and comments carefully.

17. What is Faculty Workload?

Faculty workload planning and reporting are critical to the successful management of academic human resources, accurate reporting to university stakeholders of the use of these resources, and facilitating compensation issues. Instructor assignments should be entered on all course sections prior to 3rd week state reporting for each semester.

For more information, refer to Faculty Workload.

Important!

  • Grades can only be entered by the primary instructor listed on a course section.
  • Banner’s Instructor Verification tool:
    • Will open when semester data is rolled from the previous like-semester to allow for workload planning; and
    • Will close two weeks prior to a semester’s end date to allow for Student Rating of Instruction ("SRI") processing.

If an instructor assignment change request is submitted after this date for any reason, Academic Scheduling cannot process the request. In order to record grades, faculty members shall submit a Grade Change form to the Registration Office.

18. What is a College/School Staff faculty record?

One “STAFF” faculty record exists for each college/school. This record:

  • Can only be used with the Financial Manager’s written permission (or the written permission of the Dean) for instructional assignments where timecards are required (or other unique situations); and
  • Cannot be used for 100% of a session (each course section must have a “Primary” instructor assigned, which gives them access to grading, class lists, section management, etc.).

The “(School) STAFF” record differs from the “Staff” listing online:

  • “(School) STAFF” indicates the placeholder record is being used, whereas
  • "Staff" simply indicates no faculty record has been assigned to the section.

The creation and use of these records was approved by the Banner SCORE Committee (Fall 2010).

19.How are Room Assignments made?

Once the department schedules have been validated and submitted to Academic Scheduling for processing (via CourseLeaf CLSS), general classrooms are automatically assigned to each course section needing a space. The room scheduling software (CollegeNet 25Live) considers building preferences associated with each course prefix, section enrollment limits, maximum room capacities, and meeting patterns. It does not consider instructor assignments, hybrid pairings, or program size.

Approximately 75 - 80% of sections are placed within a department's first preference. Five percent cannot be placed within any preference and must be processed manually on a first come-first served basis (subject to room availability as change / cancel requests are submitted and processed).

Academic Scheduling, Event Services, OIT, and a CollegeNet consultant meet periodically to review UVU's current practices, the use of CollegeNet products, and options to improve UVU's room-use efficiency and placement.  It is important to note that much of UVU's efficiency depends on standard meeting patterns AND the number of requests for non-standard exceptions.

20.Max Room Capacity vs Max Occupancy?

The State of Utah adopted the International Fire Code and International Building Code. Occupancy limitations are calculated by the type of occupancy as outlined in the code books. As a building is designed, the initial limitations are set when the usage is determined. Numerous factors are taken into account, including (but not limited to): electrical loading, furniture loading, special hazards, exiting, ADA requirements, mechanical loading, etc.

The initial limitations are set at the state level. As usage changes, occupancy and capacity can be re-evaluated. In some cases, the capacity can be increased; while in others, it must be decreased. The Academic Scheduling office is not authorized  to increase the capacity of any space without Fire Marshal review and written approval.  Fire Marshal evaluations are extensive and are not taken lightly. For more information, contact UVU's Police Department.

Occupancy vs Capacity

  • The "Maximum Occupancy" limit posted outside large classrooms differs from the "Capacity" ("Max") limit noted on the Master Room List.
    • Maximum Occupancy refers to the International Building Code (IBC) and is based on the square footage of the space and its exit widths. This number assumes that for some events there may be "standing room" only; it includes chairs, ADA areas, and standing room.
    • Maximum Capacity is the maximum number of students who can be registered in a course section  assigned to a specific space.  Over-enrolling a section is not allowed as it can place UVU at risk for legal complications.

  • Students cannot register for a course section where the maximum capacity has already been reached, although they can be wait-listed.  When a department determines the need to accommodate wait-listed students, an authorized scheduler can submit a request for a larger classroom (subject to availability), which will allow for an enrollment increase.
  • Non-UVU controlled spaces maintain their own maximum capacity limits based on IBC as outlined above.  However, their limitations may also be affected by current equipment, a facilitators ability to manage the space, and other location factors.  Enrollment increases must first be coordinated with the local high school or extended site to determine the probability.

Never move tables, chairs or equipment from one room to another! Doing so creates a shortage in the classroom they were taken from, and in many cases, creates a safety hazard in the classroom they were moved to.

For more information, see: Utah's Public Safety laws and the Americans with Disabilities Act.

21. Classroom and Teaching Laboratory Utilization Standards

Per USHE policy R751, Institutional Facilities Space Utilization, higher education institutions monitor room utilization using two metrics:

  • Room Utilization Rates ("RUR") -- measures how many hours a room is scheduled for use in a given time period, and
  • Station Occupancy Rates ("SOR") -- measures the number of seats (or stations) that are occupied as a percent of total capacity.

The following standards exist for classroom and teaching laboratory utilization:

  • Classroom RUR: 75% scheduling of all classrooms during a 45-hour week—33.75 hours per week.
  • Classroom SOR: 66.7% seat occupancy.
  • Laboratory RUR: 55% scheduling of all laboratories during a 45-hour week—24.75 hours per week.
  • Laboratory SOR: 80% seat occupancy.

Did You Know...?

  • The Academic Scheduling Office is tasked with enforcing station occupancy rates. While exceptions may be possible when approved by your dean's office (via CourseLeaf CLSS Approval Workflow), they are rare and require proper justification.
  • To calculate SOR for a course section, divide the number of registered students by the maximum room capacity (as noted in the Master Room List). 
  • Each year, the Board of Regents reviews existing facility inventories and prioritizes additional institutional capital requests based, in part, on space inventory submitted by each institution.

22. What is Pre-scheduling Authority?

Pre-scheduling Authority allows academic departments to assign a specific general classroom or lab to course sections (prior to the automated room scheduling process).  The primary purpose of this authority is to accommodate faculty with accessibility needs (refer to UVU policy 152 for more information), and the need for specialized equipment.

To request pre-scheduling authority to a general classroom or lab:

  • Plan ahead!  The timing of your request must precede scheduling Phase 1 - Initial Review, which can be 9 - 12 months in advance of a semester's start date.
  • Complete the Pre-scheduling Authority Request for Academic Space form (available upon request from the Academic Scheduling office), and obtain required signatures.
  • Submit to the Academic Scheduling office for validation.  It will then be forwarded to the Academic Affairs office for consideration (Attn: ).
  • If approved, the request is routed back to the Academic Scheduling office for processing. Authority will be confirmed to the department chair via email.

What you need to know:

  • Authority may be granted to accommodate specific laboratory or equipment needs.
  • Authority is not granted based on an Instructor's tenure, office location, or room preferences.
  • Where authority exists, the Department Chair (or scheduler) must assign space to sections in CourseLeaf CLSS during Phase 1 - Initial Review.  Failure to do so allows general classrooms to be back-filled by other course sections or events.  Dedicated / Specialty labs are never back-filled.
  • Authority to general classroom space requires all sections to use standard meeting patterns.
  • The max enrollment of each pre-scheduled section should reflect 75%+ of the general classroom's max capacity.
  • Authority is subject to periodic space utilization audit by the Academic Affairs office. Results can affect current and/or future authority.

For current classroom/lab information, refer to the Master Room List.

23. What is a Room Audit?

Academic Scheduling, Event Services, Facilities, and Media Services regularly conduct campus-wide audits of academic classrooms, computer and specialty labs, conference rooms, fitness/dance rooms, event space, and concourses. All accommodations are validated against UVU's inventory database and scheduling software, including: maximum student capacity, furniture type, room configuration, media equipment, lab equipment, fire exits, windows, etc. Every effort is made to avoid classes in session. Your cooperation is appreciated.