Scheduling Process

The following sequence explains how the scheduling process works and all the activities necessary to create the class schedule for each term. The creation of the class schedule is highly complex and requires the collaboration of many individuals across many academic departments and administrative units. We begin creating the class schedule about ten months prior to the beginning of instruction for each term. Details on the steps and the process to create the schedule are available below. Please note that while each step of the process is listed sequentially for ease of visualization, in reality many of these steps overlap and run simultaneously.

Step 1: Schedule Roll & Release

Schedule is rolled from the previous year and is available to departments to assist in planning their course offerings and edits for the term.

During this time:

  • OUR works with IET to set up the term in Banner.
  • OUR rolls the term schedule from the previous year.
  • This creates the base schedule that departments will edit.

Timing

1 week. Begins 10 months before the term starts.

Step 2: Maintenance Phase Opens

The Course Scheduling System opens to departments for schedule editing/updating.

During this time:

  • Schedules rolled from the previous year should be reviewed and revised as needed.
  • Departments enter their schedule requests.
  • This creates the initial draft of the schedule.

Timing

6 weeks

Step 3: Initial Schedule Data Review & Data Preparation

The Scheduling team reviews the data entered by department schedulers.

During this time:

  • OUR performs data integrity checks.
  • Cross-listed courses are identified and reviewed to ensure schedule information matches. Cross-list codes are added.
  • Virtual and hybrid courses (online component) are checked to ensure they are not placed in a classroom or requested a classroom.
  • Special requests are reviewed.
  • Sections that requested interactive rooms and lecture capture are coded.
  • Requests for back-to-back scheduling are reviewed.
  • OUR reaches out to department schedulers as needed.

Timing

3 weeks

Step 4: Optimization & Room Placement

Initial Room Placement & Optimization

During this time:

  • The schedule information is prepped and imported into the Ad Astra optimizer software
  • Instructors with a documented Accommodation with DMS are pre-placed.
  • Classes with priority scheduling agreements are manually pre-placed.
  • The algorithm is run in the following order:
    • Lectures with standard meeting times.
    • Discussion/labs with standard meeting times.
    • Lectures with non-standard meeting times.
    • Discussion/labs with non-standard meeting times.
  • Courses requesting back-to-back schedules are adjusted.
  • Special requests are considered.

The algorithm tries to find the best placement solution that results in the largest number of classes placed with the highest fill rate of classrooms. The algorithm will prioritize classes that can fully fill a classroom. For example, class A with max cap of 400 and class B with max cap of 420 request the same schedule. The algorithm will place class B in a 422 cap room first because it fills more of the room.

Some courses are not placed by the algorithm because:

  • The characteristics requested do not exist in the combination requested; e.g., requested classroom with moveable furniture with 400 seats.
  • There are no more classrooms with the requested characteristics available at the requested day and time; e.g., requested California Hall on TR 10:05-12:00.
  • There are no more classrooms of the size requested at the requested day and time.

When the algorithm is unable to place a class at the requested day and time, the department will be contacted to alter the days, times, or max caps in order to find an alternative classroom.

Timing

3 weeks 

Step 5: Placement Audit

During this phase:

  • The OUR conducts data integrity checks.
  • The OUR audits the optimizer output for issues such as missing sections, unattached combined sections, broken cross-listings, back-to-back scheduling conflicts, double bookings, and other placement errors.
  • These checks and audits result in the initial classroom placement.

Many of these reviews are necessary because combined sections require disabling certain built-in safeguards in Banner and the scheduling systems. As a result, manual review and auditing of placement data are essential to ensure accuracy and prevent scheduling errors.

Timing

1-2  weeks

Step 6: Departments Review Placements

The course placements are available in Banner for departments to review.

During this time:

  • Departments review their schedule and placements
  • Departments may submit change requests

Timing

2 weeks; the window to submit changes remains open until the start of Pass 2 registration.

Step 7: Alternative Schedules for Unplaced Sections

Through an iterative process, the OUR works with Departments to provide alternative options to assign classrooms to unplaced sections.

During this time:

  • For every unplaced section, the OUR reaches out to the department and offers alternative schedules in which a classroom is available for the class.
  • The Department reviews the options and confirms if one works
  • If one of the options provided works, the class is placed. If not, the OUR and the department work to find another set of alternatives. This process is repeated until an alternative that works is found.
  • Departments can continue to submit change requests for placed courses.

Timing

2-4 months

Step 8: Pass One Enrollment Restrictions Review & Coding

Pass One enrollment restrictions are applied to courses and sections.

During this stage:

  • The OUR reviews the Pass 1 restriction information submitted by departments during the Maintenance period.
  • OUR staff manually enter major, class, level, and cohort restrictions for each course.
  • Restriction text is also manually added to each course.
  • All restriction codes and text are audited for accuracy.
  • The OUR works closely with departments to resolve any conflicting, unworkable, or unclear restriction requests.

Timing

3 weeks

Step 9: Course Fees & Section Attributes Coding

Course fees and section attributes are added to courses and sections.

During this time:

  • The OUR receives the list of courses with Course Material and Service Fees and the fees for each course.
  • The OUR adds the fee code and amount to each course as appropriate.
  • The OUR adds additional coding to sections: ILTI, UC Online.

Timing

1 week

Step 10: Schedule Published

The schedule of classes is released to the university community through the Class Search Tool and Schedule Builder.

During this time:

  • Schedule changes are discouraged after the schedule has been published.
  • Departments can continue to submit additional requests and changes.

Timing

For schedule release dates for each term, see Registration Calendar.

Step 11: Pass Two Enrollment Restrictions Review & Coding

Pass Two enrollment restrictions are applied to courses and sections.

During this stage:

  • The OUR reviews the Pass 2 restriction information submitted by departments during the Maintenance period.
  • OUR staff manually enter major, class, level, and cohort restrictions for each course.
  • Restriction text is also manually added to each course.
  • All restriction codes and text are audited for accuracy.
  • The OUR works closely with departments to resolve any conflicting, unworkable, or unclear restriction requests.
  • Pass 1 restrictions are removed from courses.

Timing

1-2 weeks

Step 12: Final Exams Scheduling

Dates and times for final examinations are assigned to courses. Dates and times are published in the Class Search Tool and Schedule Builder. 

During this time:

  • The OUR prepares the final exam schedule by rolling forward the exam schedule from the previous term.
  • Final exam codes are applied to courses which determine the day and time of the exam
  • OUR reaches out to graduate courses to verify if they will have a final examination
  • OUR reaches out to online courses to verify if they will have an in-person final examination

Timing

1 week. Please see the Scheduling Production Timeline for final exam published days.

Step 13: Student Registration Begins

Students are assigned Pass times and begin to register for their classes in Schedule Builder. It is important that the schedule remains as stable as possible as students start to register. Changes to the day and/or time of courses, as well as availability of sections impacts the ability of students to plan their schedules.

During this time:

  • Schedule changes are discouraged as registration has started
  • Schedule changes to undergraduate sections with enrollment require approval from the Associate Dean or designee of the college.
  • Only changes due to extenuating circumstances are accepted after the first day of Pass 2 open registration. 

Timing

Fall term—May-Aug

Winter term—Nov-Dec

Spring term—Jan-Feb

Step 14: Final Placement Audit

Final audit to ensure schedule is accurate before instruction begins.

During this time:

  • OUR conducts a final review of the schedule focusing on cross-list courses, double-bookings, missed sections, overenrolled sections, etc. If adjustments are needed, the OUR works with departments.
  • Four weeks before instruction, OUR sends an email to instructors notifying them or their classroom assignments (only for GA classrooms).

Timing

1 week

Step 15: Pre-start of Instruction Reports & Checks

During this time:

  • The OUR runs and sends reports to departments to review:
    • Sections without an instructor of record.
    • Overenrolled sections.
    • Sections with 0 enrollment assigned to a GA classroom.
    • Sections that do not fill 80% of the capacity of the classroom.
    • Sections without a location in Banner.
  • Departments review and make adjustments as needed.

Timing

Week before instruction begins

Step 16: First Day of Instruction

During this time:

  • Instruction begins.

Timing

For specific days for start of instruction each term, see Registration Calendar.

Step 17: First Three Weeks of Instruction

During this time:

  • After the third week of instruction, no changes are allowed.
  • Reservations for class-related activities are accepted after the first week of instruction.

Timing

See Academic Calendar.

Step 18: Finals Room Scheduling

OUR begins final exam scheduling. Most courses will have their final exam in the same classroom as their lecture or main learning activity.

During this time:

  • OUR will assign a classroom for final exam for courses with a classroom conflict and notify the department.
  • OUR reaches out to Graduate courses to confirm if they will be offering a final exam
  • Assigning Common final exam classrooms
  • Departments can request additional classroom space for final exams beginning the seventh week of instruction

Timing

Begins third week of instruction.