Microsoft Word - Users Guide to Classroom Scheduling

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Users Guide to

Classroom Scheduling

Table of Contents

University of Idaho

Office of the Registrar

www.uidaho.edu/registrar

208.885.6395

Revision: 07/2022

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Scheduling Overview

Academic scheduling, in the broad sense, refers to the institutional activities that support delivery of

courses and academic programs. These activities are collaborative and cross academic and

administrative boundaries. The Office of the Registrar acts as the hub for these activities, including

course planning, allocation of classroom space, finalizing and publishing an official class schedule for

each term, and facilitating space allocation for final examinations.

Planning and scheduling activities directly impact student registration and their ability to follow a

program of study and stay on track to complete their chosen degree in a timely manner.

A core tenant of this process is the distribution of courses within the standard time blocks, ensuring

utilization of classroom space is maximized and students have the necessary course choices to fill

their desired schedule for the term. As enrollment grows and programs diversify there is increased

competition for limited space that has appropriate teaching amenities. To facilitate these processes,

the Scheduling Team in the Office of the Registrar provides departmental support: sharing best

practice guidelines and term-based production calendars, overseeing scheduling activities in the

CourseLeaf Section Scheduler (CLSS) and making course and event room assignments in general

classroom space.

Curriculum Process

The Office of the Registrar works very closely with the University Curriculum Committee (UCC) to

implement faculty approved curricular, policy, and procedure changes in a timely and efficient

manner. The Office of the Registrar is also charged with producing and publishing the General

Catalog, which details all the current curricular requirements, academic units, and academic policies

for the University. Curricular and course changes for the coming academic year are preferred by early

October. Specific information is available on the web.

After UCC curricular approval, the course planning process begins and is a critical piece of the

scheduling process. Providing sufficient courses in a program at times which accommodate diverse

student schedules directly affects a student’s ability to select the course offerings that will move them

forward in completing their graduation requirements.

Standard Course Offerings

The University Curriculum Committee (UCC) and Faculty Senate provide direct oversight of course

creation. Guidelines and policies regarding standard courses are in the University Catalog available

on the web. These bodies designate which courses can be cross and joint listed.

 Cross Listed: Regular catalog courses that have UCC approval to meet as one course

and this relationship is notated in the Catalog. These classes will have different subject

codes. (e.g., STAT 451 & MATH 451)

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 Joint Listed: Regular catalog courses that have UCC approval to meet as one course and

this relationship is notated in the Catalog. These classes will have the same subject code.

(e.g., POLS 426 & POLS 526)

The Standard Course Numbers policy is outlined in the Faculty Staff Handbook, section 4130.

Primarily, standard courses as well as 600 level courses cannot be joint or cross listed with regular

catalog courses.

Although not a joint or cross listed relationship, accommodation is given for standard courses which

are offered at different levels and need to meet together. The Internal Comments field in CLSS should

be used to note a standard course section that has a specific need to meet with another standard

course section.

Special Topic courses are offered when there is new emerging material in a topic or subject area not

already covered in existing regular courses. A Special Topic course is temporary and allowed to be

offered up to three times as preparation and development of a new course offering takes place. After

the first offering, appropriate paperwork should be completed and sent to UCC for curricular approval.

It is a notable disadvantage to students who take a course under the Special Topics numbers as they

have no catalog description to reference how the course applies to the major curriculum as a degree

requirement.

The Scheduling Team will review Special Topics offerings each cycle to determine whether the limit

has been reached. After the first offering, a reminder will be given to move forward with the

appropriate curricular process of establishing a permanent regular course designation as soon as

possible. Those that have been offered twice will be pending before allowing a final offering in CLSS.

Professional Development and CEU classes are designed for specific groups of learners and differ

from regular catalog courses or other standard course numbers. They do not appear on the regular

class schedule, and they may not meet with university classes. In addition, professional development

classes (405, 505, and 605) are limited to current teachers in the state of Idaho, per state regulations.

For more details on setting up CEU classes, please see the website.

Faculty/Instructor Assignment

Instructors are responsible for course content and have access to the student records associated with

the course. There may be other course assistance roles that individual faculty need to effectively

manage the delivery of the course material. However, the designation of instructor creates an official

role in the Banner SIS (Student Information System) which is the historical repository or “system of

record” for University business.

The instructor role designation triggers many functions, such as course evaluations, faculty load

assessment, accreditation review, and various other institutional, state, and federal reports. In Banner

there are two possible instructor roles: Primary Instructor and Secondary Instructor. If a course has

multiple instructors, it is assumed they will co-teach a designated course, but the Primary Instructor is

the designee for entry of early-warning, mid-term, and final grades. All active classes must have a

Primary Instructor. Refer to the Faculty Staff Handbook for more information on Academic Rank and

Responsibilities.

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The Instructor of Record role establishes the following authoritative relationships:

– Responsibility for course content, oversight, and evaluation

– Instructor of record on the course roster and in the class schedule and archived on the

permanent course record

– Access to Vandal Web student information for students in a course section

– Full access to Canvas instructor role, including gradebook

– The Primary Instructor enters mid-term and final grades in Banner

– Triggers course evaluations for students in a course section

– Data source for faculty load reporting

– Data source for various department evaluation reports

– Available for accreditation review

The Scheduling Team is charged with oversight of instructor assignment on courses and will take

steps to ensure the appropriate relationship has been established with the University for instructors to

serve in this capacity.

It is understood that Teaching Assistants (TAs) have varying responsibilities based on the needs of

the department they are serving. They may serve as an instructor in one course while providing

grader support on others. Departments are to use the EPAF process to establish the appropriate

relationship with the University for the course instructor/grader role.

Note: Undergraduate students cannot serve as course instructors or course graders.

Courses delivered using the online learning system, Canvas, have a separate set of roles that

manage access to Canvas courses and the related student information. The roles of Teacher, TA,

Designer, Grader, and Participant/Student for Canvas are separate from Banner.

Role Authority Verification

Teacher Department Department, Instructor

TA Department Registrar Scheduling Team

Designer Department Registrar Scheduling Team

Grader Department Registrar Scheduling Team

Participant/Student Department Registrar Scheduling Team

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 Teachers have a significant responsibility for teaching and grading "for credit" courses. They

can build, modify, and delete course content. They may create, manage, and grade all types of

student assessments. They have full access to the course gradebook. (BbLearn equivalent:

Instructor)

 TAs (a.k.a. Teaching Assistants) can build, modify, and delete course content. They can

create, manage, and grade all types of student assessments. They have full access to the

course gradebook. (BbLearn equivalent: Builder/Grader)

 Designers don't have access to student work, discussion posts, or the course gradebook. If a

person needs to build/modify course content and also access student work, use the TA role.

(BbLearn equivalent: Course Builder)

 Graders assist instructors with grading but cannot help build/modify course content. They may

grade all types of student assessments and access to the course gradebook.

 Participants have the same permissions as students. Those added to the Participant role

include CDAR Notetakers (added directly via CDAR) and other non-enrolled individuals

needing student access.

Instructional Methods

CB Polya Course - A Polya course, offered through the Polya Math Center, provides different learning activities to

meet different learning styles, including any or all of the following: live lectures, online lectures, focus groups,

computer homework/tutorials, coaches’ corner, and individual help from staff.

CM Classroom Meeting – Classroom Meeting is the default instructional method. CM should be used when no

other instructional method is applicable. With few exceptions, Directed Studies, Seminars, Internships, Research,

and Practicums should be assigned Classroom Meeting as an instructional method.

CV Videoconferencing - Videoconferencing is a set of interactive telecommunication technologies that allows two

or more locations to interact via two-way video and audio transmission simultaneously. The section that is

receiving the video signal will use the CV Instruction Method. The section with the face-to-face meeting with the

instructor will use the default Instruction Method of CM. These sections will use the appropriate physical campus

code.

HY Hybrid - A hybrid course is one that meets, or is based, partially in a physical classroom (face-to-face) and

partially in an on-line environment. The Web delivered components meet the same Standards of Good Practice

used for online courses and significantly impact learning while reducing the amount of classroom time. These

sections will use the appropriate physical campus code. Additional technology fees are associated with hybrid

courses.

VT Video - Video is used for Schedule Type V—Video. It is primarily for Engineering Outreach courses.

WB World Wide Web (WWW) - A web course is one that meets, or is based, in the institution supported course

management system or other online system, where students access instructions, instructor’s office, all course

materials (lectures, assignments, resources, etc.), and communicate via email, discussions, and/or chats with the

instructor and other students. These courses will use the appropriate college outreach codes. Additional

technology fees are associated with WWW courses.

VM Virtual Meeting - A virtual meeting course is one that uses a course management system (CMS) and/or real-

time virtual classroom software (with standard meeting times) for distance education. (Meeting software

examples, not inclusive: Zoom, Canvas, Webex, Second Life, Adobe Connect Pro, Elluminate, Skype, Facilitate

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Pro, etc.). These courses will use the appropriate college outreach codes. Additional technology fees are

associated with VM courses.

Schedule Type Definitions

C Credit Lab - A credit lab is a companion course that is related to a specific lecture course in any given subject.

It may be offered in conjunction with or separate from the parent course.

L Lecture - Lecture is term given to any course that meets at a standard time in a classroom facility. Lecture is

also the selected schedule type for Special Topics, Workshops, Professional Development courses, Seminars,

and Internships.

R Recitation - A recitation is a regular meeting time that is set aside for special instruction related to the delivery

of a specific course.

S Studio - A studio course meets in a space especially equipped for instruction in one of the fine arts.

V Video/DVD - A Video/DVD course is delivered using asynchronous technology that allows the student to take

the course at any time of day in a specified semester. These courses do not require classroom space or time on

any campus center. It is primarily for Engineering Outreach courses.

Part of Term Course Considerations

The Federal Department of Education is interpreting previous guidelines for financial aid eligibility

stringently which requires course section dates to be accurate. Universities are required to refund or

collect monies previously disbursed based on these guidelines which are driven by the semester and

part of term dates. Student Accounts, Financial Aid and Federal agencies are all impacted by

various deadlines involved with the current parts-of-term.

For full semester courses, students may add on-line through the 6

day of classes. From the 7

through 10

day of classes they can add a course with the approved Change of Registration form.

Students can drop classes through the 10

day and withdraw from classes the 11

day through the

60% point of an individual course. Shorter classes have shorter deadlines.

In addition, undergraduate classes cannot begin prior to the first day of the part-of-term or it will

negatively impact student financial aid.

WSU COOP Courses

The U of I and WSU collaborated with their respective colleges to establish guidelines for course

offerings and create processes to admit students, code courses, and develop better resources for

campus communities. Each institution builds and opens sections taught at their respective campus.

Students apply and register for the course they intend to take at the university offering the course.

More details are available here.

Opening co-operative courses:

 U of I taught sections are submitted via CLSS.

 U of I departments request a room if a WSU taught course requires a video stream to U of I.

These sections are not listed in the U of I class schedule.

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 To create a new course, U of I departments use the current curriculum processes to submit a

new course offering and include a request to offer it as co-operative with WSU.

Standard Time Scheduling

An important component in departmental course planning is the proper distribution of course

offerings. Departments should carefully review their schedule each term to ensure students have

adequate access to courses to maintain their full-time status and continue progressing in their chosen

program(s). This will also maximize space utilization across the days of the week and throughout

each day. Review of course day/time meeting patterns is a primary function of the Registrar

Scheduling area and requests for exceptions will not be considered for courses taking place in

general university classrooms during the prime time hours of 9:30 am -3:30 pm, Monday to Friday.

Faculty Staff Handbook Academic Scheduling policy.

Standard Lecture Course Timetable

MWF

1, 2, or 3-Credit

Lecture Times

3-Credit

Lecture Times

1 or 2-Credit

Lecture Times

Non-Standard

Multiple Day

Lecture Course Times*

7:30-8:20

8:00-9:15

8:00-8:50

8:30-9:20

9:30-10:20 9:30-10:45

9:30-10:20

10:30-11:20

11:00-12:15

11:00-11:50

11:30-12:20

12:30-1:20 12:30-1:45

12:30-1:20

1:30-2:20

2:00-3:15

2:00-2:50

2:30-3:20

3:30-4:20 3:30-4:45

3:30-4:20

4:30-5:20

*Non-Standard Multiple-Day course times are for lectures that meet two, three, four or five days per week and include a

Monday, Wednesday or Friday as well as a Tuesday or Thursday (i.e., combinations like MWRF).

Standard Lab/Studio Course Times

Monday-Wednesday-Friday Labs/Studios:

All MWF labs/studios can start on the half hour.

 7:30 8:30 9:30 10:30 11:30 12:30 1:30 2:30 3:30 4:30

All MWF labs/studios can end on 20-minutes past the hour.

 8:20 9:20 10:20 11:20 12:20 1:20 2:20 3:20 4:20 5:20

Tuesday-Thursday Labs/Studios:

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All TR labs/studios can start on the following times.

 7:30 8:30 9:30 10:30 11:30 12:30 1:30 2:30 3:30 4:30

All TR labs/studios can end on the following times.

 8:20 9:20 10:20 11:20 12:20 1:20 2:20 3:20 4:20 5:20

Please Note: Lab and studio durations can be one, two or more hours in length, and must adhere to the standard start

and end times outlined above.

Computer Lab Usage Protocols

Standard Lab Course Times

Monday-Wednesday-Friday Labs:

All MWF Computer labs must start on the half hour.

 7:30 8:30 9:30 10:30 11:30 12:30 1:30 2:30 3:30 4:30

All MWF Computer labs must end at 20-minutes past the hour.

 8:20 9:20 10:20 11:20 12:20 1:20 2:20 3:20 4:20 5:20

Tuesday-Thursday Labs:

All TR Computer labs must start on the half hour.

 7:30 8:30 9:30 10:30 11:30 12:30 1:30 2:30 3:30 4:30

All TR Computer labs must end at 20-minutes past the hour.

 8:20 9:20 10:20 11:20 12:20 1:20 2:20 3:20 4:20 5:20

Please Note: The length of time needed for a Lab determines the time block for scheduling.

- 1 to 2 hours, can start at 7:30 a.m. but must comply with the block schedule above.

- 3 or more hours, will start at 3:30 p.m. or later to prevent conflicts with peak course time.

Departments will schedule their PC lab sections to span the full week including Fridays. Schedulers

should work with instructors to identify courses needing two 2-hour lab blocks per week and find a

way to balance these with a single 2-hour lab on MW, WF, or MF. This ensures the lab space will be

better utilized for the benefit of all.

PC LABS

Admin 225: 23 PCs

McClure 214A: 24 PCs

TLC 123: 32 PCs

Shoup 101: 12 PCs (no media/instructor station)

MAC LAB

Admin 221

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Hybrid Section – Campus Code Assignment

The definition for hybrid sections has expanded and may now encompass in-person meetings at

multiple locations. For Fall and Spring terms, Hybrid sections requiring a classroom assignment for

face-to-face meetings on any campus must use the appropriate physical campus code rather than a

College Outreach code to ensure that these sections are properly accounted for in the room

scheduling process.

For online and virtual meeting classes, the Revenue Campus code should be set to the respective

College Outreach code. It should be noted that all monies generated through Fall and Spring section

offerings, except for the technology fee, are routed to the central budget; however, to ensure accurate

reporting it remains important to use the correct College Outreach code.

General Classroom Assignment Process

Moscow Campus Classroom Inventory

 General Classrooms as of Fall 2021

 106 general classroom spaces (101 classrooms, 5 computer labs)

o 91 multimedia rooms (86 classrooms and 5 computer labs)

 10 rooms with 0-20 seats (2 multimedia)

 50 rooms with 21-40 seats (28 multimedia)

 10 rooms with 41-60 seats (9 multimedia)

 15 rooms with 61-80 seats (15 multimedia)

 7 rooms with 81-100 seats (7 multimedia)

 5 rooms with 101-200 seats (5 multimedia)

 2 rooms with 201-300 seats (2 multimedia)

 2 rooms with 300+ seats (2 multimedia)

 5 PC computer labs (3 with teaching stations, multimedia)

 1 MAC computer lab with teaching station and multimedia

Our university is in the process of growing enrollment and the efficient use of classroom space is

critical to future success. The university utilizes specialized course scheduling software to effectively

assign classrooms while maximizing space utilization. For example, a course section with a

maximum enrollment of 20 will likely not be put in a classroom with 60 seats. To help ensure that

there is adequate classroom space available, it is best to refrain from adjusting the maximum course

enrollment as a way of securing a preferred classroom for an instructor. The scheduling software also

uses “campus partitions,” to place courses in preferred locations. As an example, a “campus

partition” is set up to keep Chemistry lectures in Renfrew Hall, whenever possible.

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The best way to secure an appropriate classroom space is to review room attributes such as

multimedia, table and chair configurations, PC labs, and chalk/white board considerations and ensure

that only required items are flagged in CLSS. These attributes, in conjunction with enrollment and

campus partitions, are the scheduling software’s means of identifying needs when assigning

classrooms.

Important components to remember when setting up your courses:

 Enrollment. There are very few large classrooms with multimedia. Overinflating expected

maximum enrollments will make it difficult to find and assign the right classroom.

 Room attributes. The more room attributes required for a course, the less likely it is that a

classroom will be available.

 Time of day. The most heavily scheduled time for course offerings is between 9:30 am

and 3:30 pm. Classes scheduled outside of this time will more likely be assigned to the

desired classroom.

 Getting courses submitted within the deadlines. If a course is not submitted by the time

CLSS is closed for scheduling, it will have to compete for the classrooms and timeslots that

are left after bulk room scheduling activity is completed. Likewise, it is extremely important

to cancel sections that will not be offered so classrooms will not be blocked by unused

sections.

After all the sections for a semester have been received by Classroom Scheduling and CLSS has

been closed, the classroom assignments are made. Schedulers will attempt to adjust to best

accommodate preferred classrooms, but there are no guarantees. While Classroom Scheduling

makes every attempt to get every section into its desired space, some departments may be asked to

compromise. This compromise may include changing course days or times, adjusting enrollment, or

choosing different classroom attributes.

Scheduling Cycles – Production Calendars

The Scheduling Team is your resource for course planning and scheduling information. They are

dedicated to assisting you with any issues. Please contact them if course scheduler responsibilities

are changing in your area as they can help smooth the transition and provide training for new

schedulers. They will also facilitate Course Planning and Scheduling workshops at least twice each

year. Feel free to contact them at [email protected].

Early each summer the Scheduling Team reviews the past year’s activities and determines the

scheduling cycles for each term in the next academic year (Spring, Summer, Fall). These cycles are

documented in the form of Production Calendars. The calendars are available on the web at the

Classroom Scheduling website.

Refer to the Appendix of Useful Resources at the end of this document for a list of websites that

will assist with all course scheduling activities.

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CourseLeaf Section Scheduler (CLSS)

Log into CLSS using your U of I NetID. New users should contact classroomscheduling@uidaho.edu

for training and to arrange login credentials.

Selecting a Semester

After logging in, you can choose to work on your schedule by choosing a semester under the Current or Future headings or review

a past schedule by clicking on a term under the Historical heading. No edits can be in made to a historical term in CLSS.

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Scheduling Units

Double-click your scheduling unit (department) to view your offerings.

• The first time you view your class offerings for a term, you will be presented with the previous like-term’s offerings. (i.e.

The

first time you view the Fall 2022 schedule, you will be presented with Fall 2021 class offerings). You can then add or delete

sections and/or courses as needed.

• By default, you’ll be viewing the schedule by course. You can select “View By” from the top panel to view your schedule by

instructor or day and time as well.

•To add a course that is not currently visible, check the “show courses with no sections” box in the upper right corner of the page.

• To expand all courses and reveal individual sections, click the outer facing arrows next to the word “Offerings” at the top left of your

screen. To collapse, click the inward facing arrows.

• To expand just one course, double click on the course title.

Edit Offerings

• To edit an existing offering, double click on it.

• To add a new section, click on the green plus icon to the right of the class title.

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• To delete a section, click on the “X” next to the section. To delete ALL sections of a course, click the red “X” to the far right of the

course title.

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Edit/Create Section Screen

1. Title/Topic- This field is the title of the course. C ourses that currently exist at the catalog level will display in

the drop-down menu. If you have a subtitleable course, select “other” from the dropdown menu and enter the

title. You are limited to 30 characters in this field including the abbreviations such as ST:, DS:, INTERN:,

PRACT:, RES:, SEM:, PD:, and WS:.

2. Section #- The section number of the course. This must be a number. CLSS will default to the next highest

section number. Don’t use this unless it is the only option; use the lowest section number available. Also,

when using single digit number, add a zero before the digit. For example, section 1 should be entered as 01.

3. Credit Hrs- The number of credits/units for the class. This field is never editable in CLSS unless the class

has variable credits. It will display the minimum amount of units for variable credit courses and can be

changed to a number within the defined limit or left as variable.

4. Status- This field will default to “Active” when you edit or create new sections. Select “Cancelled” when

cancelling a section. You will need to remove the instructor and meeting pattern before cancelling a

section.

5. Section Type- This field allows you to select whether the section you’re working on will be a lecture, lab,

recitation, etc.

6. Syllabus URL- Do not use.

7. Cross-list With- Do not use.

8. Part of Term- This field defaults to the full term, Part of Term1. This drop down allows you to choose late and

early eight-week options as well (Part of Term 2 and 3, respectfully).

9. Campus- Choose the applicable campus. You must use an outreach campus (Engineering Off-Campus for the

College of Engineering) for any section with an instructional method of Online (Web) or Virtual Meeting. Do not

use an outreach campus (or Engineering Off-Campus) for a physical campus such as Moscow, CDA, Boise, or IF.

10. Inst. Method- Select the delivery format of the class.

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11. Special Approval - Use this field to designate whether permissions will be required for the section. “Deans

Permission” is only used for the College of Law.

12. Grade Mode- The default will populate automatically. This field is editable prior to the submission of your

schedule.

13. Final Exam- Select yes or no.

14. Section Attributes- This field contains attributes that are listed on the specific course section only. If you click on

the blue pencil on the right of the field, you will see all the section attributes. Use the blue pencil next to this field

to designate the section as an Honors (HON). After selecting the blue pencil, a new prompt will appear. Select

the green “+” symbol, select the dropdown, then select Honors Course, and accept.

15. Course Attributes- This field displays the attributes that are listed in the course catalog and is not editable.

16. Instructor- This drop-down menu lists all instructors that are associated with your department. If you do not see

an instructor listed here, contact the Scheduling team to add the instructor by leaving a comment in the

Comments field or emailing [email protected]. In the email, ensure you include the

instructor’s name, V#, and the semester they will start teaching.

17. Room- Choose the room for this section. If you would like the Scheduling Team to assign a room, choose

“General University Classroom.” See section 1.6 in this document.

18. Schedule- Select a meeting pattern for this section. See section 1.7 in this document.

19. Enrollment- Set up enrollment limits for this section.

a. Maximum- The maximum enrollment for the class.

b. Projected- This field is for planning purposes only and is not displayed anywhere else. It is an

expectation of how many students will enroll and is not a required field.

20. Wait List- Enter the maximum number of spaces you would like on the section’s waitlist. If you leave the field at

zero, no waitlist will be available when the class reaches its maximum enrollment.

21. Section Text- You can enter any text in this field that will be visible on the class schedule.

22. Internal Comments- This field allows you to provide any pertinent information you deem necessary. This is a

conversation between you and the Scheduling team.

23. Save Section- Click here to save your section and run CLSS rules. See section 1.9 in this document. Otherwise

click Cancel to close your section without saving.

Adding Instructors

 When you create a new section, the instructor will be listed as “Staff”.

 Select the blue pencil next to the instructor heading to add/edit an instructor.

 Choose one of your department’s instructors from the drop down or type the instructor’s name for quick access.

If you don’t see your instructor, the Scheduling team can add it to CLSS. The instructor must have a valid

EPAF.

 To choose an instructor that teaches in a different department, select Other in the drop down to search.

 Once you have selected your instructor, add their Role (Primary Instructor/Secondary Instructor) from the

second drop down menu. A section must have and can only have one Primary Instructor.

 To add additional instructors, click the green plus icon on the right.

 To switch an assigned instructor OR change the role of an existing instructor, add a new row with the green plus

icon, select the instructor/role, and delete the original instructor row using the trash can icon. If you change the

original instructor row instead of deleting it, your class will not save correctly.

 Click Accept to save your instructors.

Choosing a Room and Room Attributes

In the room drop down, you will see multiple options:

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1 Departmentally Controlled Rooms - Any rooms or locations your department can directly schedule will appear in

the drop-down list. This includes labs and other special purpose rooms.

2 General University Classroom - Select this option if you need the Registrar’s Office to assign a room for this

section.

3 No Room Assigned - This should only be used for sections where the meeting pattern is “Does Not Meet” (i.e.,

Directed Studies, Internships, etc.).

If you choose the “General University Classroom” option, you may also choose desired classroom attributes, such

as multimedia or chalk boards, by selecting the blue pencil next to “Room Attributes.”

Then select the green plus sign and choose attributes as needed. Please keep in mind that the more attributes you

choose, the less likely it is that the classroom you need is available.

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Selecting a Meeting Pattern

• Select the blue calendar icon on the Edit/Create Section page to navigate to the section scheduling screen:

• Selecting Days from the top allows you to select what days are visible in this screen (if you needed to schedule on

a Saturday for example). It does NOT reflect scheduling on specific days.

• To schedule, click Patterns to select the type of Standard Meeting pattern you’d like to offer. This example shows

a standard pattern meeting three times a week for 50 minutes. Notice that other sections of the same course appear

on the calendar, so you don’t book the different sections of the same class at the same time.

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• If you roll over the cube to the left of patterns, , it will give you all the available options for a meeting pattern.

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• A red bar on the time period means the instructor is already teaching another class at that time.

• Roll over and select which time you’d like to offer a section.

• For non-standard meeting patterns, you can use “User Defined” in the patterns. Any “User Defined” meeting pattern

will initiate a workflow to Classroom Scheduling. “User Defined” meeting patterns during primetime and requesting

General University Classrooms will not be approved. The recommended format to enter these dates are DAYS

(SPACE) TIME_START-TIME_END. Military/24-hour time is recommended as well. If user defined times are entered

without a (am) or p (pm), they system will default to am resulting in sections being scheduled at times such as 1 am.

A section that meets Monday/Wednesday from 3:30pm-4:15pm would be written like this:

Day of the Week Abbreviation

Monday M

Tuesday T

Wednesday W

Thursday R

Friday F

Saturday S

Sunday U

• If you have a departmentally controlled room and want to know the availability, select Rooms in the lower left

corner. The room grid will show departmentally controlled rooms on the left side and meeting patterns across the

top:

Multiple Meeting Patterns

• Select the blue calendar icon on the Edit/Create Section page to navigate to the section scheduling screen.

• Schedule the first meeting pattern.

• Click the Meetings button in the lower left corner.

• Click the pencil on meeting pattern “A” and select General Purpose room or other room option from the drop down. Click

accept.

• To add a second meeting pattern, press the “+”. Select General Purpose room or other room option from the drop

down. Click accept.

• Click on your new meeting pattern “B” to highlight and select it. Enter the meeting pattern days and times using

standard patterns or user defined.

• Repeat steps for as many meeting patterns as required.

Save Section

• When you save your section, CLSS will run it against a series of rules to make sure the section meets university

policies. CLSS will give you feedback with potential outcomes below:

Validation

Symbol

Meaning

Warning

Your section can still be saved, but there could be potential issues. Please review the additional

information CLSS provides to understand those issues.

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Error

Your section could not be saved. CLSS will let you know what needs to be changed to

save

the section successfully.

Workflow

The section data you have provided can be saved but will require approval. Make sure you hit

the Start Workflow button to submit the section.

Generating Reports of Your Schedule

• In the upper right corner of your department’s page, select Export to generate an Excel Spreadsheet or PDF of

your

schedule:

• The spreadsheet provides the greatest detail of all the information in CLSS. The PDF provides a higher-level

schedule overview. It’s helpful to use these documents to check accuracy and viewable class information before the

schedule is released to students.

Schedule Framer

• In the upper right corner of your department, there is also a Framer button: The Framer allows you to

look at multiple terms of your department.

• You can select “View” from the top to change from Summary, Standard, and Detailed view for various amounts of

information.

• Select “Customize” to select which terms (up to 3) you’d like to view at the same time:

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• You can also Export this information as a PDF or Excel file by clicking Export in the upper right corner.

Filtering

• Filtering helps you search in CLSS. With this tool, you can find sections with various criteria. For example, you could find

all sections taught by a professor, using a specific grade mode, following a certain meeting pattern, or any other selections

available.

• Clicking on “Codes” at the top provides a key for the various codes used.

• Email classroomscheduling@uidaho.edu for assistance setting up filters.

•

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Appendix of Useful Resources

Classroom Scheduling Website

http://www.uidaho.edu/registrar/faculty/scheduling

The starting point for finding classroom scheduling information.

Class Schedule

http://www.uiweb.uidaho.edu/schedule

The latest working schedule for the most recent semester(s). A good reference point to ensure classes are

scheduled correctly, at the appropriate time and with the correct instructor.

Classroom Capacities and Attributes

http://www.uidaho.edu/registrar/faculty/scheduling/capacity

Contains useful information such as room capacities, features and media/technology.

COOP Website

http://www.uidaho.edu/registrar/registration/coop

Request a classroom for an event

http://www.uidaho.edu/registrar/faculty/scheduling/classroom-request

Summer Session Scheduling Guidelines

http://summer.uidaho.edu/faculty-guide/scheduling-guidelines/

Standard Courses

http://www.webpages.uidaho.edu/fsh/4130.html

This page describes certain specialized courses and associated course numbers. Examples include Special

Topics, Directed Studies, and Professional Development. CLSS automatically labels a course associated with

these course numbers (i.e. Special Topics courses begin with “ST:”). When entering a course title, remove the

current text already in the box (i.e. “Special Topics”) and enter the appropriate title for the course. Please

remember this title will appear on the student transcript.

University Curriculum Committee

http://www.uidaho.edu/registrar/ucc

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Glossary of Common Terms

Arterial Units – Core foundational courses that most students need to take in the first year or two (exp:

100/200 level courses from the following subjects: MATH, ISEM, CORS, BIOL, FLEN, ENGL, GEOL,

COMM, CHEM, PHYS, ART, HIST, MUSIC, PSYC, AND PHIL).

Classroom Event – Use of a classroom for something other than a normal, full time academic course.

These events are generally one time or limited classroom meetings. Some examples of events are

faculty-led academic study sessions, ASUI recognized student club meetings, dissertations, and thesis

defense. To get more information or to request a classroom, see

http://www.uidaho.edu/registrar/faculty/scheduling/classroom-request.

CLSS (CourseLeaf Section Scheduler) – System used by users to input class schedule.

Cross-listed Course –Courses with UCC approval to meet together, notated in the catalog course

description. These classes have different subject codes (i.e., STAT 451 & MATH 451).

Joint-listed Course –Courses with UCC approval to meet together, notated in the catalog course

description. These classes will have the same subject code with undergraduate and graduate course

numbers (i.e., POLS 426 & POLS 526).

Meets-Together: Class sections which meet together. Example – chemistry lecture sections 1,2,3, and

4 all meet in the same room at the same time for the same lecture. However, they will meet in different

rooms and times for their associated labs. These sections must be noted in the Internal Comments

Field in CLSS. These courses are tracked manually to schedule classrooms accordingly.

Regular Catalog Course – A course that has gone through the official UCC approval process and

appears in the General Catalog. These have designated course numbers, credits and course

descriptions. http://www.uidaho.edu/registrar/classes/catalogs

Standard Course – A course number not assigned to a regular catalog course. These course

numbers are used for Directed Studies, Internships, Practicums, Professional Development, Research,

Seminars, Special Topics, and Workshops. Standard courses cannot be Cross-listed or Joint-listed

with other standard or regular courses. More information on Standard Course Numbers can be found

at http://www.webpages.uidaho.edu/fsh/4130.html.