Policies and Procedures for Academic Scheduling
An academic event is when an on-campus activity is tied to a particular class (CRN) but cannot be reflected in the Banner system. For example, special workshops, concerts, guest lectures, mid-terms, final exams, student paper presentations, etc.
Our goal with this procedure is to allow academic schedulers to reserve rooms for these activities before our academic spaces are opened to non-academic internal and external events. Here's how:
The CSS Academic Scheduling Manager sends the “academic event” request form two week prior to the Banner entry due date. This form is due at the time of Banner entry due date.
The CSS Academic Scheduling Manager sends the “academic event” confirmations one week after Banner entry due date.
Once your confirmation is received you will have the event references numbers for your events. These events will be viewable in your webviewer account.
Academic Event Set-Ups
To add set-ups to your academic events, remember to use the online change request form in webviewer, just like you would for normal meetings and event changes.
When academic events are entered into the system, by the CSS Academic Scheduling Manager, your name is recorded as the Requestor. This enables you to view all of your academic events in your webviewer account.
It is important that you also remember set-ups need to be supplied 5 days prior to your event to make the Physical Plant set-ups reports.
Classroom Set-Up Requests
Please remember academic workshops and labs (with CRN numbers attached) which require setups will have to be entered into Webviewer as an event.
Physical Plant does not have the staff to do setups for courses; it is assumed that classrooms with classroom setups will meet the needs of a course. If you must rearrange the tables and chairs in your classroom, please return the classroom to the way you found it before your class.
Room Assignment Change Request
A room assignment change request is when a department would like to have a course change their classroom assignment. Here's how:
The first step is an email from the academic coordinator to Campus Scheduling Services’ Academic Scheduling Manager. This email should contain:
• the course’s Class Finder entry,
• whether the course needs a smart room, and
• the reason why the course needs to be assigned to a different space.
Once received, the CSS Academic Scheduling Manager will make the appropriate changes in Banner and return an email confirmation.
To minimize the number of errors in the R25 system, please note that once a semester begins the CSS Academic Scheduling Manager should be the only person changing course room assignments in Banner.
Special Room Requests for Academics
A special room request for academics is when a department would like to have a course taught in a particular room which is not on their priority listing. Please note this does not count for “smart room” requests which are entered into the Banner system.
By Banner entry due date, the departmental Academic Scheduler emails the CSS Academic Scheduling Manager:
• The course’s Class Finder entry, and
• The reason why the course needs to be assigned the space desired.
The CSS Academic Scheduling Manager will send all special room requests to the appropriate Dean for approval.
After approval, the CSS Academic Scheduling Manager will enter the approved room into the Banner system before the final academic scripts are run
Banner Entry Deadlines
General Contact Information
M-F 8:00am to 4:00pm
Location: PHP , Mail# PHP
Phone Line: (651) 962-6670