Course Scheduling Standards

Date: April 23, 2026

Implementation: Spring 2027 Schedule of Classes

Scheduling Protocols

The scheduling protocols outlined below are designed to improve both scheduling efficiency and student academic progress by introducing a more structured, data-informed approach to course scheduling. Central to this model is the consistent use of standardized meeting patterns (“on-grid” scheduling) during peak instructional hours, which reduces time conflicts and increases students’ ability to enroll in required courses without delay. By aligning course times, distributing sections more evenly across the day, and better matching enrollment caps to classroom capacity, the institution can make more effective use of limited instructional space while accommodating more students overall. These protocols also establish clear prioritization and accountability mechanisms to ensure equitable access to high-demand rooms and to encourage continuous improvement in departmental scheduling practices. Collectively, this approach supports higher student throughput, minimizes bottlenecks in degree progression, and promotes a more predictable and navigable academic schedule for students.

1. Definitions and Baseline Constraints

Standard Operating Hours:

  • M-F: 8:00 a.m. to 10:00 p.m.

Standard Meeting Patterns:

  • MWF: 60-minute blocks (50-minute meetings), start on the hour, every hour.
  • T/Th: 90-minute blocks (80 minute meetings), starting at 8a.m. and scheduled every 90 minutes on that schedule (for example 8:00 a.m. to 9:20 a.m., 9:30 a.m. to 10:50 a.m.).

On-Grid Scheduling Hours / (Prime Time):

  • MWF: 10:00 a.m. to 3:00 p.m.
  • T/Th: 9:30 a.m. to 3:30 p.m.

Off-Grid Scheduling:

  • MWF: Permitted only before 9:00 a.m. or at/after 3:00 p.m.
  • T/Th: Permitted only before 9:20 a.m. or after 3:20 p.m.
  • Courses scheduled off-grid must be scheduled entirely outside of prime time (the entire course must be outside of prime time)
  • Off-grid between 9:00 a.m. and 3:00 p.m. MWF and 9:20 a.m. to 3:30 p.m. T/Th. requires approved exception.

2. Core Scheduling Rules

Rule A — On-grid is the default:

  • All courses except labs in designated lab spaces scheduled in prime time must be on-grid, unless an approved exception exists.
  • Institutional targets (set at department-level):
    • Near-term minimum (Spring 2027): 65% of courses on-grid
    • Medium-term target (Spring 2028): 75% of courses on-grid
    • Long-term standard: 80% of courses on-grid
    • Courses with standing exceptions will not be included in on-grid calculations

Rule B — Distribution across the day:

  • No more than 60% of a department’s sections may start during prime time.
  • At least 25% of sections must start during shoulder times (8:00 a.m. to 10:00 a.m. or 3:00 p.m. to 4:00 p.m.).
  • Departments should maintain a 40–60% balance between MWF and T/Th sections.

Rule C — High-capacity rooms:

  • High-capacity rooms are centrally controlled.
  • Use requires on-grid compliance, aligned enrollment caps, and documented need, or an approved exception.

3. Enrollment Caps and Room Capacity Alignment

Rule D — Enrollment caps must match rooms:

  • Default cap: 90–100% of instructional room capacity.
  • Room caps should be based on historical enrollment.
  • Recommended standard: Room capacity minus 2 seats or 5%.

Rule E — Capacity-justified cap exceptions:

  • Pedagogical (discussion, writing-intensive)
  • Equipment or workstation limits
  • Safety or regulatory constraints
  • Instructional method (studio, performance)

Rule F — No over-cap enrollment without room change:

  • Caps may be raised only if room capacity supports the increase.

4. Approved Exceptions

Rule G — Allowed exception categories:

  • Labs with non-standard time blocks
  • Clinical, practicum, or internship formats
  • Performance and rehearsal requirements
  • Accessibility accommodations
  • One-time external constraints
  • Graduate classes that are scheduled in dedicated spaces

Standing Exemptions:

  1. Graduate courses scheduled in the Collins Executive Center
  2. Graduate courses scheduled in Ford Hall
  3. Graduate courses scheduled in Florence Hall, Underwood, or Carr-Collins
  4. Graduate courses scheduled in Expressway Tower
  5. Graduate Cox courses scheduled in Cox buildings
  6. Weekend and intensive format courses from Educational Policy and Leadership, Lyle School of Engineering, and Counseling

Rule H

Pre-scheduling Rules:

  1. Centrally organized pre-scheduling is on-grid only
  2. Prescheduling in Departments must adhere to designated locations and times as provided by the Office of the Registrar

Scheduling Rules and Prioritization (Outside of Pre-scheduling):

  1. Classes scheduled in non-prime times are scheduled first
  2. Classes scheduled in prime times that are on-grid are scheduled second
  3. Classes needing large classrooms are scheduled third
  4. Off-grid classes in prime-time with approved exceptions are scheduled fourth
  5. Off-grid classes in prime-time are scheduled last

Rule I — Exception approval process:

  • Exceptions require justification and may be standing justification or limited-term exceptions, which expire after the term
  • Standing exceptions must be approved by the Dean of the School, Associate Provost of Institutional Effectiveness/Associate Registrar/OIT (Associate CIO).
  • Limited-term exceptions may be approved by Associate Registrar
  • Discipline-specific classroom designation approvals follow the same approval process as standing exceptions

5. Compliance and Enforcement

Rule J — Scheduling gates:

  • Draft schedules reviewed using a compliance scorecard.
  • Non-compliant schedules returned for revision.

Rule K — Priority is earned:

  • Departments with a history of compliance receive priority earlier access to high-demand rooms.
  • Departments with a history of non-compliance schedule after compliant inventory is placed.

Rule L — Required improvement:

  • Departments must improve on-grid compliance by at least 10 percentage points per term until standards are met.

6. One-Page Scheduler Summary

  • Use the grid.
  • Limit prime-time starts.
  • Use shoulder hours.
  • Set enrollment caps to room capacity.
  • Document and justify exceptions.