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Course Scheduling Procedure

All scheduling-related dates and deadlines are posted on the Faculty Calendar, with corresponding meeting/task invitations in Outlook.

1. Semesterly: EDP Scheduler meets with each Area to review Multi-Year ScheduleSemesterly: Areas meet to review the upcoming semester schedule with staff Course Scheduler. This is for area areas to share their relay time/teaching preferences, curriculum ideas and plans (new course ideas, changes to courses, sequencing), etc.
    
2. UT Scheduling System opens for an upcoming semester:
   1. Department Chair
   and EDP Scheduler create department
   1. reviews schedule based on area requests, University/COE policies/priorities, and faculty preferences. Faculty are contacted about options if course/days/times differ from what was requested in the area meetings.
   
    
   Upcoming semester schedule posted in UTBox for
   1. Area
   final review. 
   • Areas have a set schedule changes date to send any change requests to the EDP Scheduler (typically 1-2 weeks after posting). Typically this is via the Area Chair, but any area faculty may submit requests. Change requests are consolidated and confirmed with Department Chair and areas/faculty.
     • Note: preferences will already have been accommodated wherever possible. Preference requests are made in the semesterly Multi-Year Review meetings.
      
   Following the schedule changes deadline, Department Chair final-approves and the semester
   1. Chair final-reviews semester schedule with Course Scheduler
   2. Semester schedule is entered into the UT system
   .
   Only allowable changes
   1. (emergency changes only after this point
   are unexpected leave/buyouts, and require Department Chair approval. 
   1. )
       
3. EDP Course Scheduler sends out individual Teaching Schedule Confirmations to each faculty member for the upcoming semester (day following schedule changes deadline).
    
4. Registrar publishes Course Schedule online, Advising/Registration begins
   
   • Advisors & students should use only the Registrar's published online course schedule for advising.
   • Daily Advising/Enrollment Reports are posted in Box for Area Chairs to review during Advising. Courses at risk of low enrollment will be evaluated by Department Chair and Area Chairs for cancellation or advising options.
     

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Standard Timelines are the unit by which the Registrar assigns rooms. The EDP Standard Timelines below are based on University Standard Timelines, with the exception of T/TH 3-hour courses, which were voted to remain consistent with the MWF 3-hour times and allow for a 1-hour lunch break for students; EDP courses must adhere to EDP Standard Timelines.

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EDP works very hard to accommodate all faculty requests and preferences in scheduling. Preferences may should be communicated to the EDP Course Scheduler during the semesterly Multi-Year Schedule Review semesterly schedule review meetings. Classroom availability has become increasingly challenging is limited due to a number of factors (course closing limit and room capacity, room features, location, and room use requests from competing departments). EDP controls only 4 classrooms - the overwhelming majority of classrooms in which EDP faculty teach in are controlled by the Registrar's Office. EDP requests use of these from the Registrar for classes each semester, but requests are not always accommodated.