Classroom Utilization in Departmental Controlled Spaces

All departments are expected to utilize their own classrooms 30 hours per week for scheduled instruction BEFORE requesting the use of general assignment classroom space. Classroom utilization statistics will be reported to the Provost Office. Underutilization of classroom space may lead to a reversion of that space to Classroom Scheduling.

Although the standardized time frames are a requirement in general assignment classrooms only, should a departmental course need to be relocated from private controlled space to a general assignment classroom, a change in class time might be required in order to secure teaching space within the general inventory pool. 

General Assignment Classroom Scheduling Policies and Regulations

The primary goal of the Office of the Registrar is to maximize courses, staff, and teaching spaces while reducing operating costs to be fiscally efficient and environmentally responsible. This focus is especially imperative in these fiscally challenged years ahead. Following standard set scheduling patterns with compatible start and ending times, the overall schedule fits together with less conflict in a consistent and equitable manner. In order to achieve these goals, revised scheduling policies and procedures have been established by Classroom Scheduling and approved by the Office of the Provost. The scheduling regulations apply to those colleges who utilize general assignment classrooms from the Colleges of Liberal Arts and Sciences, Education, and Engineering, and Tippie College of Business. Use of scheduling regulations permits efficient exercise of available classroom space as well as provide an orderly framework for instructional planning to reduce course concentration. Use of standard time blocks also allow students greater flexibility and opportunity in scheduling classes offered by different departments or colleges.

General assignment classrooms (GAC) are scheduled on a 50-hour week. GAC are scheduled by use of standardized class hours, Monday–Friday, which incorporate both daytime and evening class hours. Standardized class hours begin at 8:30 a.m. on MWF and 8:00 a.m. on TTh. Evening class hours typically begin at 6:30 p.m. M, T, W, or Th evenings. Departments are required to distribute their courses in a variety of meeting patterns (MWF vs. TTh) throughout the full academic day, avoiding concentration during the peak hours of 9:00 a.m.–4:30 p.m. 

Standardized Time-Block Model

Standardized Time-Block Model for General Assignment Classrooms (GAC)

Due to the limited quantity of specialized resources, all classroom assignments to TILE classrooms must adhere to the Standardized Time-Block Model.  Consideration of exception given only in the instances of “non-prime” class times on a session-by-session basis.

Exceptions to Standardized Time-Block Model

All classes should adhere to the standard time-block model. Any deviation from the standard specified start and end time for a class must be approved by the departmental DEO and the Associate Provost for Undergraduate Education (APUE). To request approval from the APUE, the department DEO should e-mail Renee Houser at Classroom Scheduling with a subject line of: Request for Non-Standard Class Time. The following information should be included in the request: (1) class name and number; (2) desired time (3) rationale for request. Classroom Scheduling will route the e-mail to the APUE for review and response. Approvals may remain in effect for up to two years (Fall to Fall, Spring to Spring); assuming that the class time does not change. Courses scheduled off-cycle without prior approval will be moved to a standard time block. We expect few exceptions to be granted.

Policy on Changes to Schedule of Courses

The following course offerings scheduling policy applies to all regular (on-cycle & off-cycle) sections assigned to General Assignment Classrooms (GAC) and all undergraduate courses, numbered 0000–4999, whether or not scheduled in GAC spaces. Changes in the location, start and end time, or start and end date can be loaded on MyUI up until the deadline date of January 1 for Spring offerings and August 1 for Fall offerings. After the offerings deadline date, course scheduling changes will only be approved with sufficient justification provided on the workflow request. The only justifications for a change in the location, start and end time, or start and end date for a course are an extreme emergency involving an instructor (death or disability) or a desire for a larger room to accommodate more students. As always, departments are responsible for student notification of any changes.

Right to Recall

Any special event reservation processed prior to the third week of either Fall or Spring semester will be scheduled with the right to recall.  However, unforeseen classroom emergencies that may arise will override this policy granting Classroom Scheduling authority to redistribute classroom assignments as necessary. This stipulation is placed on all events to ensure general assignment classroom space availability for the schedule of courses which has the priority placement within these facilities. 

The user will be notified as soon as possible if the event must be relocated to alternate classroom accommodations. If no general assignment space is available, Classroom Scheduling will assist in locating other campus facilities for the relocated event.

Policy on Pending Courses in General Assignment Classrooms

General Assignment Classroom space is tight, especially during prime time hours, 9:30 am-4:20 pm, Monday-Thursday, and 9:30 am-1:20 pm, Fridays. In an effort to use our space efficiently, we will be canceling on August 1st and January 1st all pending classes that are scheduled in General Assignment Classrooms (GAC). If you anticipate needing the pending course due to enrollment projections related to students who register between the deadline and the start of classes, please send a request that we not cancel the class to registrar-room-res@uiowa.edu. Include in your email a subject line of Pending Courses, the full course number (including section), title of the course, and the reason for your request.

Courses which remain in pending status at the close of business the first day of classes in either fall or spring will be canceled by Classroom Scheduling.

Enforcement of Scheduling Guidelines

The Office of the Registrar has been granted authority by the Office of the Provost to apply and enforce these policies for equitable distribution of general assignment classroom facilities. If departmental appeal is desired, written justification of circumstance, approved by Departmental Chair, may be submitted to the Office of the Provost for further review. 

One Day a Week Courses Greater than 120 Minutes or Two Contact Hours

Standard class times will be strictly adhered to when the course is open to undergraduate enrollment in general assignment classrooms (graduate sections are exempt). However, in some cases, a desire to schedule a single day of the week that extends beyond 120 minutes exists. In order to do so, the course requires justification from the Department Chair to be e-mailed to renee-houser@uiowa.edu, who will route the e-mail to the Associate Provost for Undergraduate Education for review. Further, these courses must be scheduled on the Monday/Wednesday/Friday standardized meeting pattern and paired in some manner with an alternate course(s) to fulfill the three-day meeting pattern and eliminating classroom inefficiency during prime time. One day a week classes scheduled at 5:30 p.m. or later on Monday, Wednesday, or Friday; or at 5:00 p.m. or later on Tuesday or Thursday; do not require pairing. Currently, film screening section types are exempt from this rule and require no prior approval; however, course pairing is still encouraged to eliminate inefficiencies that film screenings may create.

Graduate-Level Scheduling Policy

Standard class times will be strictly adhered to when the course is open to undergraduate students; in the new numbering system, these are courses numbered below 5000. For courses numbered 5000 and above, the following policies will guide decisions about requests for non-standard class meeting times. In this document, prime time is 9:30 – 4:20, Monday – Thursday, and 9:30 – 1:20 on Friday.

  • Graduate and professional programs serve specialized students populations; in many cases, these students have obligations or circumstances that warrant off-cycle class meeting times.
  • Many graduate and professional courses are not scheduled in General Assignment Classrooms (GAC); these courses are not subject to the standard class time schedule, nor to any of the other provisions outlined below.
  • Courses that meet during prime time in GAC must conform to the standard class schedule; exceptions are granted only in exceptional circumstances.
  • Unless there are good reasons to do otherwise, graduate classes that meet in the evenings should have standard start times
  • The following classes will have lower priority during prime time in GAC spaces and will only be scheduled during prime time if space is available after other scheduling is completed. There is no guarantee that these classes will be scheduled in specific classrooms or buildings:
    • Classes that are scheduled to meet for more than 75 minutes in a single class period (for example, a 3 s.h. class that meets for 150 minutes on one day).
    • Seminars and workshops whose meeting times exceed the hours associated with the credit offered. These include 0 s.h. classes and 1 s.h. classes that meet for more than 50 minutes per week. These courses must start at the standard start time.

Seat Fill Requirements

Departments whose maximum enrollment does not meet 60% or more of the available seats within a general assignment classroom capacity may find reassignment to smaller teaching space initiated by Classroom Scheduling. We will take into consideration projected enrollments, actual enrollments, historical enrollments and semester timing.

Seat fill in certain situations might need to be lowered in the instances where classroom assignment is based on classroom need for particular seating, equipment or materials found in a home building location.

Typically, general assignment classrooms are considered efficient when used a minimum of 32 hours per week [teaching week is based on 50 hour week, ten periods a day, five days per week] or at the targeted 70% utilization rate. 

Pass Time Between Courses

Classroom Scheduling processes course and event scheduling with minimum of 10 minutes intervals between sessions. This short intermission of time is intended to be shared between the instructors occupying the same classroom space for students’ questions or audio visual setups while allowing students to arrive to the next class in a timely fashion.

Classroom Reassignment- Initiated by Classroom Scheduling

From time to time, relocation of courses may occur to accommodate a classroom upgrade or maintenance issue. Classroom Scheduling will exercise every effort in relocation to a suitable campus space.

Departments may pursue a room swap with another department by contacting the alternate departmental scheduler. If agreement is reached, Classroom Scheduling must be notified with details of the agreement. 

Supplemental Instruction Scheduling

All supplemental activities related to schedule of courses such as review sessions, film screenings, lectures, or help sessions can be scheduled on an ad hoc basis after completion of the new schedule of courses term. This occurs after the download of information to the student system (MyUI). 

Help Session Policy

The following policies apply to use of the University’s general assignment classrooms (GAC) by UI departments for help session assignments.  A help session is defined as an optional, secondary meeting time, not listed on MyUI, offered to students for further assistance or guidance in coursework.  Only departmental representatives may schedule help sessions in general assignment classrooms.  Individual students are unable to secure general assignment classrooms. 

General Assignment Classroom space is tight across our campus, especially during prime time hours, Monday thru Fridays.  Consequently, limited options exist for help session assignment during peak demand class times.  However, evening hours provide Classroom Scheduling with more flexibility in scheduling options therefore opening more opportunities for supplemental classroom usage.   

  1. One-Time Help Session Assignment
    • GAC classrooms can be scheduled with the Right to Recall as soon as academic term has been downloaded to MyUI
    • Help session scheduling must follow standardized class time meeting patterns
  2. Semester-Long Help Session Assignment
    • During Prime Time (8:30 am – 5:20 pm M,W, F or 8:30 am – 4:50 pm T,R)
      1. One 50-minute period using a GAC classroom can be scheduled with the Right to Recall during the prime time hours
      2. Assignment of prime time help session space can be scheduled at close of 2nd week of classes in a new academic term
      3. The help session must be scheduled same day and time for the duration of the semester
      4. Help session scheduling must follow standardized class time meeting patterns
      5. Any additional help session classroom assignments must be made during non-peak times (see next section)
    • During Non-Peak Times (5:30 pm M,W,F; 5:00 pm T, R or Weekends)
      1. GAC classrooms can be scheduled immediately during the first week of classes in a new academic term
      2. There is no limit on the number of help sessions scheduled during non-peak class times
      3. The Help Session must be scheduled same day and time for the duration of the semester
      4. Help session scheduling must follow standardized class time meeting patterns
      5. The Help session must take place during operational building hours

Departments are reminded to consider usage of on-line technology applications such as BBCollaborate (formerly known as E-luminate) as another forum for help sessions should coordination of common meeting times with student schedules become prohibitive.  Please contact the ITS Help Desk for more details at (319) 384-HELP (4357).

Provost Initiative for Increasing Friday Utilization

Classroom utilization on Fridays is currently well below the campus standard. Therefore, departments who schedule one day a week discussion sessions or required courses on Fridays would expand the current level of usage and return student focus towards the classroom. 

Student Organization Classroom Reservation Process

Recognized Student Organization ONE-TIME USE Event Request Process

  • For facilities that seat greater than 51 persons
    • In order to secure a reservation for a classroom that seats 51 or more people, a representative of the recognized Student Organization must submit a formal room reservation request here.
    • GACs are scheduled on a first come, first served basis and no more than one calendar month prior to the event date and are subject to various regulations such as “Right to Recall”.  Please note courses always take priority in General Assignment Classrooms.
    • Student Organizations are limited to two single-date reservations per month. Any additional space request within the same calendar month [after fulfilling the two single-date reservations] may be reserved as a single-date, single-room request only, space permitting, one week in advance of the event date for a maximum of four event dates per month.
    • Exceptions to this policy may be granted at the discretion of Classroom Scheduling for special circumstances such as a film festival or conference requiring multiple facilities or advance publicity. Please contact Classroom Scheduling for further details.
    • Requests for modifications to previously-scheduled events in classrooms may be emailed to registrar-room-res@uiowa.edu.
  • For Facilities that seat 50 or fewer persons
    • For such facilities, Student Organizations are limited to four single-date reservations per academic term. Please submit a formal room reservation request here. If student group approval was granted by a collegiate administrative office, verification from the collegiate representative may be required before the request is processed.  Once four single-date event reservations are fulfilled by Classroom Scheduling, a student representative should submit a formal room reservation request here. No guarantee is given for further general assignment classroom allocations. See next section regarding Weekly Events for further details.
  • Individual students cannot reserve GAC. If classroom space is required for course-related projects, your course instructor may reserve a room on your behalf.
  • Individuals and organizations may be charged for any costs incurred by the University due to damage, misuse, or mess created by the individual(s) using the room.
  • Events taking place on Saturday and/or Sunday will be assessed custodial service charges under the following circumstances:
    • Use of four or more classrooms.
    • Use of one or more rooms seating 100 or more.
    • It is the Student Organization's responsibility to contact the IMU Student Organization Business Office, room 159 IMU to confirm funds exist to cover all associated costs. Submission of the group's MFK# to Classroom Scheduling must be received via email is required for processing before the classroom assignment is considered secured.
  • Even in those situations where there is no custodial charges applied up front your organization may be back charged for custodial services if a room(s) is left in an unacceptable state and custodial services are required to restore the room to its normal operating condition.
  • Event times must coordinate within open building and classroom schedules.  Contact Classroom Scheduling via email for GAC access hours.

 

Recognized Student Organization WEEKLY Event Request Process

  • A recognized Student Organization may request one room (50 seats or fewer) based on items 1-3 below through Classroom Scheduling.
    • In order to secure a reservation for a regular meeting space for a weekly or bi-weekly event, a representative of the recognized Student Organization must submit a formal room reservation request here, one month after the beginning of any semester, (limited with the “Right to Recall”) for that particular session excluding final exam week.
    • The request must be for a classroom seating 50 or fewer people, and must be for the same time and day each week subject to various regulations such as “Right to Recall”.
    • Event times must coordinate within open building and classroom schedules. Contact Classroom Scheduling for GAC access hours.
    • Requests for modifications to previously scheduled events in classrooms may be emailed to Classroom Scheduling via email.