Summer - Policy and Procedures

The following instructions pertain to ALL summer scheduling regardless of location:

  • Classes will not meet for more than three hours at one time.
  • ALL Independent Study courses should be offered in either the eight-week or twelve-week session.
    • Students enrolling via MyUI must register for Independent Study courses before the first day of the eight-week or twelve-week session regardless of the actual offering dates arranged between the instructor and student.
    • The overall course for an Independent Study sets the number of weeks the actual sections are offered. That is, all IND sections of a course must be offered for either the eight-week or twelve-week session. Sections cannot be combinations of sub-session durations.
  • Web/hybrid/online courses, internships, and zero s.h. (credit hours) courses should be offered in the six-, eight-, or twelve-week sessions.
  • Registration maximum is 4 s.h. (credit hours) in four-week session.
  • For the summer session, comprising the four-, six-, eight-, and twelve-week sessions, the maximum semester hours allowed without approval are 12 s.h. for undergraduate students and 12 s.h. for graduate students. It is recommended courses meeting 4 s.h. have a short break built into the class time yet maintain required contact minutes and adherence to standardized time frames.
  • See individual session details below regarding suggested class start times. It is encouraged that departmental teaching spaces follow a similar scheduling pattern to maximize student registration opportunities and campus energy savings.

The following instructions from this point below pertain only to University Classroom (UCR) spaces:

  • Each course must be scheduled to meet for the entire length of one of the sessions or be designated as an off-cycle course that meets entirely within one of the six-week sessions or during the four-week session.
  • Generally speaking, classes will not meet on Fridays (workshops exempt). Fridays will be reserved for final examinations at the end of the given session within standardized time frames as a scheduling option available to instructors. Fridays are left open to allow for classroom reservations, repairs, inspections, quizzes and general examinations. Any department who desires to offer a class on a Friday in a UCR space must submit DEO justification to Renee Houser in the Office of the Registrar to initiate the review for special exception.
  • The summer schedule accommodates for Memorial Day and the Fourth of July.
  • Off-cycle courses in UCR spaces are by special approval granted by the Office of the Registrar in MAUI Offerings Planner Approval process. These courses should be aimed at a special population of students, not regularly enrolled undergraduates; for example, Study Abroad, IIEP, or similar offerings.
  • Detailed information by summer session is outlined below.

 

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. Courses scheduled off-cycle without prior approval will be moved to a standard time block. We expect few exceptions to be granted.

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 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. 

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 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.

Seat Fill Requirements

Departments whose maximum enrollment does not meet 60% 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. 

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. 

Help Session Policy

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
      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).