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Course Scheduling Procedures

All meeting dates and deadlines will be posted on the Faculty Calendar, with corresponding meeting/task invitations in Outlook.

1. Semesterly: EDP Scheduler meets with each Area semesterly to review their Multi-Year Plan. This is when faculty will communicate their time/teaching preferences.
    
2. When Scheduling System opens for an upcoming semester: EDP Scheduler creates the upcoming semester schedule based on each area's the Multi-Year Plan, Plans as well as UT rules/regulations (Foundation course blockstimes, GPC availabilityallottment, projected enrollments, cross-area courses, projected enrollments, teaching assignments, TA/AI budget and availability, scheduling rules & regulations, and teaching preferences from the Multi-Year Review meeting. Schedule is meetings); it is then reviewed by the EDP Department Chair, Accountant, and Executive Assistant for budget/leave/instructional duty issues.
    
3. Schedule is posted in UTBox (by EDP Scheduler posts schedule in UTBox ) for Area Chair review. Area Chairs will have a set deadline by which any conflicts/corrections must be sent to the Scheduler. These should NOT include preference changes
   • Do not send preference change requests at this point - preference requests will already have been accommodated when possible. Preference requests must be made in the semesterly Multi-Year Review meetings.
    After the initial deadline,
   • Area Chairs will
   review the cumulative schedule for any new conflicts/errors, and send corrections to the EDP Scheduler by a set deadline.
   • be notified by EDP Scheduler of any cross-area changes made.
      
4. Following deadline day, Department Chair final-approves the schedule and it is entered into the UT system.
   NOTE: Emergency
   • Emergency changes only after this point (e.g. illness requiring leave, unexpected
   course
   • buyout, etc).
   
    
   • 
     
   The day following the deadline:
   •  
   Course Schedule is entered into the UT system
5. EDP Scheduler sends each faculty member confirmation of their individual teaching schedule for the upcoming semester .(1 business day after deadline day)
    
6. Course Schedule published online by Registrar, Advising Begins
   • EDP Scheduler sends
   Advising
   • reminder prior to advising
   start
   • Advisors must NEVER refer to internal copies of schedules
   , as they may not be accurate
   • for advising. Advisors & students must use only the Registrar's published online course schedule
   for advising
   • .
   • EDP Scheduler posts daily enrollment reports in Box for Area Chairs to review during Advising. Courses at risk of low enrollment will be evaluated by Department Chair for either cancellation or advising options.
    
7. Registration
    
8. And repeat!
    

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