College of Liberal Arts

Course Scheduling

Overview
Timeline
Policies, Guidelines, and Templates
Training Resources
Related Links


Overview

Class listings that appear in the online Course Schedule are coordinated and entered in the Class Manager system by a trained staff member several months before the schedule appears online. Producing the class listings requires balancing the teaching needs of the faculty with the academic needs of the students within the parameters of University and college policies and limited classroom resources. For the process to be effective and run smoothly, the unit’s scheduler must employ great attention to detail, good communication and organizational skills, patience, and an understanding of the academic program and unit. They should also be familiar with the department’s course inventory and its major/degree requirements.

Scheduling tasks

The main task for the scheduler is to coordinate the unit’s course offerings. This involves:

  • Compiling teaching preferences from the faculty and organizing the information for the chair/associate chair or curriculum committee.
  • Gathering information and materials for topics courses. For a presentation providing an introduction to topics courses, please see Training Resources.
  • Compiling documents requested by the Dean’s Office (course descriptions, non-standard time requests, etc.)
  • Coordinating cross-listings. For a presentation providing more information, please see Training Resources.
  • Ensuring course offerings follow university and college policies and guidelines.
  • Inputting scheduling requests and information into the Class Manager or Course File Update systems.

Timeline

There are three phases of scheduling preparation.

The first phase of scheduling is called “Original.” During this phase, the scheduler submits room and time requests based on the unit’s choices and needs. It is during this first phase of scheduling that all classrooms are assigned by the Registrar's Office. For a presentation on preparing for this phase, please see Training Resources.

The second phase of scheduling is called “Chair's Proof.” This is when units find out which rooms and preferred times were scheduled by the Registrar's Office based on the schedulers' original requests. At this point, it is difficult to find an alternate room or time, as all available classrooms may have been assigned. For a presentation on preparing for this phase, please see Training Resources.

The third and final phase of scheduling is called “Post-publication”, or the "Course File Update" period. This occurs after the initial web publication of the Course Schedule and runs through the twelfth class day.

The period during which each phase is open varies. Original phases last approximately 4 weeks. Chair’s Proof phases generally last only a few working days.

Policies, Guidelines, and Templates

Note: PDF files require Adobe Acrobat Reader to view. DOC files require Microsoft Viewer

Course Description Policy for Unnumbered Topics Courses

Most “new” undergraduate course titles printed in the course schedule are unnumbered topic titles offered under a base topics course number. All “new” undergraduate course titles must have an approved course description on file with the Dean's Office before they can be published in the course schedule. Course descriptions are course number and instructor specific and are valid for three years. Unnumbered topics courses taught by the same instructor require an updated course description every three years.

For more information, please see: Course Description Policy (PDF) (Updated February 2013)

An example of a course description: HIS 350L (PDF)

For a template of a course description request, download: Course Description Template (PDF) (Updated April 2011)

Cross-listing Guidelines

There are four types of cross-listings, or course relations, utilized in scheduling, “multi-section”, "inventory same-as", “schedule same-as”, and "room-share". “Inventory Same-as” and “Schedule Same-as” cross-listings are course relationships that occur across fields of study when sufficient content exists for a course/topic to be offered in more than one field of study to satisfy its major and/or degree requirements.

For more information concerning cross-listings, please see: Cross-listing Policies (PDF) (Updated May 2013)

For a basic template of a cross-listing request form, please download: Cross-listing Request Template (DOC)

Non-standard Meeting Time Policy

Undergraduate courses offered in a fall or spring semester should be scheduled at standard meeting times between the hours of 8:00 a.m. and 3:30 p.m.

Courses meeting at a non-standard time need the prior approval of the Sr. Associate Dean for Academic Affairs. For more information, please see: Non-standard Meeting Time Policy (PDF) (Updated November 2011)

Instead of a memo to submit the request, you may use the Non-standard Meeting Time Request (PDF) (Updated April 2011)

Policy for Courses taught during Faculty-led Study Abroad programs

The Texas Higher Education Coordinating Board requires Texas universities offering resident credit courses in out-of-state/foreign locations to submit all organized and individual instruction courses (with the exception of thesis and dissertation courses) for approval.

For more information, please see: Out-of-state/foreign resident Credit Course Policy (PDF)

To download the authorization request form: Out-of-state/foreign resident Credit Course Authorization form (PDF)

Shortened Format Policy

Courses meeting in a shortened format (beginning after or ending earlier than stated in the academic calendar) must meet the Coordinating Board’s guidelines for minimum course length and must be approved by the Sr. Associate Dean for Academic Affairs.

For more information, please see: Shortened Format Policy (PDF)

Course-Related Policies

Training Resources

There are a variety of training opportunities available to schedulers.

The Registrar’s Office holds an introductory training session, RG404. They also convene information sessions once a semester.

The College holds monthly Course Schedulers’ Meetings during the long sessions and also hosts periodic training sessions. PowerPoint presentations for some of the basic scheduling tasks and functions have also been created. These can be found on the "It's All Academic" wiki, authorization required.

For more information, please contact Lisa Vera, lisav@austin.utexas.edu.


Related Links

Registrar’s Office Training Sessions
http://registrar.utexas.edu/staff/training/index.html

Class Manager (UT EID)
https://utdirect.utexas.edu/apps/course/cm/

Course File/Schedule Update (UT EID)
https://utdirect.utexas.edu:443/nrcsrq/home.WBX

Course File Download (UT EID)
https://utdirect.utexas.edu/laser/faculty_staff/course_lists/cls_download.WBX

Technology Classroom Database
https://www.engr.utexas.edu/classrooms/

Reporting Toolkit (UT EID)
https://utdirect.utexas.edu/link1/rptoolkit.WBX