Reporting Period Open Email

Last updated 4/23/19 MNP
On the day final exam reporting opens, appropriately edit and send this email to (Send as Bcc): exam-schedulers@utlists.utexas.edu<span style="color: #0563c1"><span style="text-decoration: underline; ">.</span></span> Cc: course.schedule@austin.utexas.edu

[Note: You are receiving this message because you are authorized to report final exam requests, if your authorization should be removed or someone else's added, please send an email to scheduling@austin.utexas.edu with that information and the relevant EIDs.]
Dear Final Exam Schedulers,
Final exam request information for [insert term here] will be collected starting [insert starting date] and will end [insert ending date]. Please read the Notes, Guidelines and Helpful Hints section, then go to "Request a Final" to begin reporting
Mark Regular Exam, Uniform Exam, or No Exam for every class: You must report for every class in your department during this period. If you are not sure a class will have an exam, mark "No Exam".
Uniform and makeup exams: Two or more classes which do not meet together, but which have a final exam together are known as a uniform exam. Each uniform exam must have a makeup exam, and both exams must be given during an approved uniform/makeup period. Be sure to select "Uniform Exam" under "Exam Type" in the system; this will also open a box to enter information for the makeup exam. If you're unsure about uniforms, or how to schedule them, feel free to send your uniform exam requests to us via email, and we'll help set up your uniform exams.
Changing an exam date or time: Changes to any assigned exam date or time can cause conflicts for students. Because of this, it is the departments' responsibility to remedy these conflicts. Please indicate the requested date and time in the "additional notes" box. Be concise as we only see the first line of notes. After the system closes for reporting, all changes must be approved prior to scheduling.
Meeting room: Check the box labeled, "We would like to use our regular meeting room," if the class can use its meeting room as the exam room. Although we can't guarantee the meeting room will be available in every case, we will attempt to schedule it and contact you when this is not possible.  
Double-seating: Our office makes every attempt to accommodate double-seating requests for final exam rooms. However, please remember that double-seating is not an institutional right or privilege, nor is it guaranteed. With increased enrollment and limited space, it is not always feasible to fill all requests for double seating, especially for large classes. When the final exam schedule is published, please review your room assignments and contact us as necessary for changes. When making a request for more than one room, please indicate the number of rooms you can proctor.
Media: Please coordinate any media needs with the appropriate office. This is especially important in UTC, GSB, CBA, GDC, or any other building where media must be brought in.
Status report: Please remember to print a status report while the system is still (reiterate system open dates). This report prints on the mainframe printer, so leave yourself time to receive the report and double-check it before the system closes to updates. It is not possible to run this report after the system closes on [re-reiterate system closing date]
Final exams will be scheduled based on your requests and the final exam schedule will be published online by [insert publication date].
Helpful URLs:
The URL for exam reporting, complete with instructions:
http://registrar.utexas.edu/staff/exams/
The URL for the exam reporting system (no instructions):
https://utdirect.utexas.edu/registrar/nrfexm/fexm.WBX
An index of final exam times based on class meeting time, along with a list of approved uniform/makeup exam periods for [insert term here]:
http://registrar.utexas.edu/schedules/192/finals/
Final exam policies:
http://registrar.utexas.edu/students/exams/policies/
Questions? Please call us at 475-7600 before the reporting period ends so that you have time to make appropriate adjustments.
Thank you, your name here
SchedulingOffice of the Registrar512-475-7600
Please do not reply to this list. It is for informational purposes only. If you have questions please email scheduling@austin.utexas.edu