General Information

EDP Course Scheduling works within serves to comply with University standard timelines, allows for advance scheduling for budget and instructional staffing purposes, and provides a consistent and predictable system to organize classes for advisers and students in EDP, COE, and outside the college. 

Course Scheduling Procedure

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

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Process

1. Semesterly: Areas meet to review and update the multi-year schedule, and communicate any changes to the Graduate Advisor/Administrative Support Coordinator. Administrative Support Coordinator will reach out to Area Chairs each semester with deadlines for updates.
    
2. UT Scheduling System opens for an upcoming semester: Scheduler builds semester
   1. Leadership Team reviews schedule based on
   Department priorities,
   1. area requests,
   and UT rules/regulations; reviewed by Department Chair and Executive Assistant.
    
3. Upcoming semester schedule posted in UTBox for Area Chair review. 
   • Area Chairs have a set Schedule Corrections deadline (typically 1-2 weeks after posting) by which any conflict/correction requests must be sent to the Scheduler.
     • Do not include preference requests - preferences will already have been accommodated if possible. Preference requests must be made in the semesterly Multi-Year Review meetings.
   • Area Chairs are notified of any cross-area changes during this final review period.
      
4. Following the Schedule Corrections deadline, Department Chair final-approves the semester schedule and it
   1. University/COE policies/priorities, and faculty preferences. Department Chair will final-approve schedule. 
   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. 
    Scheduler sends Individual Teaching Schedule Confirmation to each faculty member for the upcoming semester (1 business day after Schedule Corrections deadline)
   
   1. ).
        
5. Registrar publishes Course Schedule online, Advising/Registration begins
   
   • Advisors must NEVER refer to internal copies of schedules for advising. Advisors & students must should use only the Registrar's published online course schedule for advising.
   • Daily Advising/Enrollment Reports will be posted in Box are available for Area Chairs to review during Advising. Courses at risk of low enrollment will be evaluated by Graduate Advisor, Area Chair and Department Chair for cancellation or advising options.
     

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Timelines

Standard Timelines are the unit by which the Registrar assigns rooms; deviation from standard reduces rooms available to EDP and causes conflicts for students. 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 UT-Standard MWF 3-hour times and allow for a 1-hour lunch break for students; EDP courses must adhere to EDP Standard Timelines, and should attempt to adhere to University Standard when possible as well.

Department Foundation Course Blocks

• Department Foundation Courses (formerly "Department Core") are courses offered by HDCLS and QM that are required for EDP students in across all areas. 
• HDCLS Foundation Courses are scheduled M or W 1-4
• QM Foundation Courses are scheduled T & TH in 1.5-hour blocks, between 8AM and 3:30 PM. 
• Colloquiums should be either M or W 12-1
• No classes Friday afternoons due to department meetings.

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Department Foundation Course Time Blocks are below. 1st and occasionally 2nd-year program courses are scheduled in the unoccupied blocks, to allow these students to complete Dept Foundation requirements. Advanced courses may be scheduled during Foundation course blocks.

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Mon

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Wed

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Afternoon (1-4)

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A Note on Classroom Assignments

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Classrooms

Classroom preferences should be communicated to the EDP Scheduler during the semesterly Multi-Year Plan Review Graduate Advisor during schedule review meetings. Classroom availability has become increasingly challenging is limited due to a number of factors. EDP controls only 4 classrooms - the vast majority of classrooms EDP faculty use are actually controlled by the Registrar's Office. EDP requests use of these from the Registrar for our classes each semester, but there are limitations around what can be requested, and requests are not always accommodated.: course closing limit and room capacity, room features, location, and room use requests from other departments.