All classes must follow the standard time-block model. If a department needs to appeal these class meeting times, the department chair, DEO, or ADA should complete the online Non-Standard Class Time Exception Request form for review. Any deviation from the specified start and end times must be approved by the departmental DEO and the Associate Provost for Undergraduate Education (APUE), who will make the final decision. Courses scheduled outside the standard time-block model will be adjusted administratively by Classroom Scheduling. Due to the impact on student registration opportunities and classroom resources, few exceptions will be granted.

Scheduling Exceptions and Replication - New for Fall 2025

Two new fields have been added within Offerings Planner which will facilitate Classroom Scheduling's ability to maintain approved scheduling exceptions. The new fields are "Scheduling Exception Start" and "Scheduling Exception End." After a non-standard class time exception request is approved, Classroom Scheduling will utilize these fields to indicate when the exception begins and if there is an end session for that exception. Many approved exceptions are only approved for one session.

Please note: If the Scheduling Exception End field shows an end session, this section WILL NOT automatically replicate for the next “like session” (fall to fall/spring to spring). Consequently, each individual section will need to be manually created with an approved standard class time, or you will need to reapply for a non-standard class time exception using the Non-Standard Class Time Exception Request form. If no end session shows in the Scheduling Exception End field, the section will replicate in the future as approved by Classroom Scheduling.

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 university 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. 

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 university 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 university classroom space is available, Classroom Scheduling will assist in locating other campus facilities for the relocated event.

Departments whose maximum enrollment does not meet 65% or more of the available seats within a university 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, university 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. 

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. 

The following policies apply to use of the University Classrooms (UCR) 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 university classrooms.  Individual students are unable to secure university classrooms. 

University 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
   • UCRs 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 UCR 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. UCRs 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. The maximum seating capacity for assignment is 96.
     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, unless prior approval granted by Classroom Scheduling

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).