Course Scheduling Calendar
The Course Scheduling Calendar provides important dates/steps for course scheduling.
This is primarily used by the College Course Schedulers for the creation of yearly
academic course offerings.
Summer 2023 05/15/2023-08/04/2023
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term opened by Office of the Registrar Dean's Office (BOM) sends schedule template
to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
10/31/2022-11/04/2022
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Fall 2023 08/21/23 - 12/08/23
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
01/02/2023 - 01/06/2023
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Interim 2023-2024 12/21/23 - 01/05/24
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term opened by Office of the Registrar Dean's Office (BOM) sends schedule template
to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
n/a
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Spring 2024 01/08/24 - 05/03/24
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
06/20/2023
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Summer 2024 05/13/2024-08/02/2024
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
10/30/2023
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Fall 2024 08/26/2024-12-13-2024
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
1/2/2024
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Interim 24-25 12/16/2024-1/10/2025
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
N/A
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Spring 2025 1/13/2025-5/09/2025
Communication from Academic Affairs Leadership Team/BOM Team to open scheduling process
and identify guidelines for term
Term Opened/Schedule rolled by Office of the Registrar. Dean's Office (BOM) sends
schedule template to Academic Units with deadline for return to Dean's Office
Dean gives approved Course Offerings to the College Schedulers for processing
First data pull by Office of the Registrar; Provost’s Office and Enrollment Management
Review and Feedback to Deans
6/17/2024
Dean responds to Provost’s Office/EM Feedback; Dean coordinates with Unit Leaders/BOM
to make changes, as needed
25Live Schedule Load/Classroom assignment (allow 2 weeks)
Step 2: COLLEGE SCHEDULE ADJUSTMENTS
Unit leaders review schedule with classrooms; Minor adjustments processed by BOM
Second data pull by Office of the Registrar; Second Provost's Office/Enrollment Management
Review
Minor adjustments processed by BOM; Major adjustments approved by Dean in OnBase then
processed by BOM
Step 3: OFFICE OF THE REGISTRAR ADJUSTMENTS ONLY
Student Registration begins
Adjustments approved by Dean in OnBase then processed by Office of the Registrar.
Major adjustments for emergencies only. [Workflow ends with Office of the Registrar.]
Final Exam assignment run
Notes:
Major Changes: Adding/Canceling Course; Modality Change; Times/Days Change
- DURING STEP 2: Class Schedule on URSA: Communications within OnBase Workflow to BOM's
- DURING STEP 3: Registration Begins: Communications within OnBase Workflow to BOM and
Office of the Registrar
Minor Changes: Room Change; Instructor Change
- DURING STEP 2: Class Schedule on URSA: Communications outside OnBase Workflow to BOM
- DURING STEP 3: Registration Begins: Communications within Department to BOM.
Routing
Routing: Director/Chair, Dean/Associate Dean, Scheduler, Office of the Registrar (when
required)
In OnBase routing process, 1-week turnaround is reasonable.
