The Ohio State University

Policy of Scheduling

The Scheduling Office is responsible for the placement of classes, events, and activities into Classroom Pool rooms, some non-classrooms, and outdoor spaces (excluding Athletic, Traffic & Parking, Recreation /Intramural Sports, and Residence & Dining areas). Scheduling is also responsible for overseeing and coordinating maintenance request for the Classroom Poolrooms. As well as, publishing the Master Schedule of Classes and Course Offerings Bulletin.

The goal of the Scheduling Office is to schedule general classroom space in such a way as to match the needs of the user with the current resources available and accomplish this in the most efficient, equitable, and accurate manner possible. In an effort to be fair to all users, it is the practice of the Scheduling Office to provide general classroom pool space to its users while being sensitive to issues of time and location proximity when placing classes in classrooms. This task is accomplished using "Need Based Assignments" within published deadlines. Please note: Approved and scheduled classes, events, and activities are subject to change. 

 

Scheduling will provide rooms as available, AND WITH PRIORITY GIVEN FOR academic classes and other academic activities.  IF NECESSARY, confirmed events may need to be moved or changed to accommodate academic classes or activities.

Procedures

Need Based Assignments

Need Based Assignments are requested by departments to use a defined room for a specific reason. Need Based Assignments fall into 4 categories:

• Location Assignments - The request for a certain room in a specified location.

• Room Feature Assignments - The request for a specific room for use of the room's special features.

• Seat capacity and Physical size or shape Assignments - The request for a specific room for the number of seats and/or the physical size/shape of the room.

• Special Request Assignments - The request to use a specific room, for an extended period of time or to occupy the room permanently because of the unique needs of the class being taught. Special requests of this type must be academically based and approved by the Office of Academic Affairs.

All requests for Need Based Assignments must be in writing and can be communicated to the Scheduling Office via e-mail, fax, or campus mail. Request must be submitted to the Scheduling Office nine months in advance of the Autumn Quarter and six months in advance for all other quarters'. Requests submitted after the deadline date are given second priority. Deadline dates are published on the Scheduling Calendar by the Scheduling Office and are made available via the Internet here, and in the quarterly scheduling packets sent to each department.

 

Exams and Reviews

These requests should be scheduled through the Scheduling Office using the following guidelines:

• Review Sessions need to be scheduled by the first week of the quarter. Scheduling will respond to the request for the room by the end of the third week of the quarter.

• Common Final Exams need to be scheduled 9 months in advance of the Autumn Quarter and 6 months in advance for all other quarters, and in time for printing the bulletin. Request can be communicated via e-mail, fax or campus mail. The Scheduling Coordinator will confirm your date and time one week before the quarter starts.

• Common Midterms need to be scheduled 5 weeks before the beginning of the quarter. The Scheduling Coordinator will try to confirm your date and room one week before the quarter starts.

Ideal Scheduling Patterns for Classroom Pool Use.

In order to obtain maximum utilization of Classroom Poolrooms, departments are asked to conform to the teaching patterns listed below

Examples:

• For 5 hour class M - F for 1 hour to begin on the ½ hour.

• For 5 hour class MWF for 11/2 hour to begin on the ½ hour.

• For 3 hour class MWF for 1 hour to begin on the ½ hour.

• For 3 hour class TR for 11/2 hour to begin on the ½ hour.

Classes are scheduled according to first priority.

Examples:

• Daily--MTWRF

• Four days per week--Any four days including Friday

• Three days per week--MWF

• Two days per week--MW, TR, MF or WF

• One day per week (1 Hour Recitations under 80 seats)--Any single day

Due to the 12 minute passing period, actual times schedules are:

• 1 hour = 48 minutes

• 2 hours = 2 hours and 18 minutes, etc.

If you need to stay for a complete hour or hour and a half or two hour period, including the passing period, you must schedule past the hour:

EXAMPLE:

• 1 hour = 1 hour and 18 minutes

• 1 hour and 30 minutes = 1 hour and 48 minutes

• 2 hour = 2 hours and 18 minutes

Two Hour Blocks:

Two hour blocks should follow a standard meeting pattern and be spread evenly throughout the day and week. Start times should be: 7:30, 9:30, 11:30, 1:30 3:30.

Greater Than Two Hour Blocks:

All Classes scheduled for longer than two hours should begin after 3:30.

Distribution Model :

Schedule no more than 11% of meeting times at any half-hour from 9:30AM through 2:30PM and no more than 21.5% on any one-day within your department and/or college. When 90-minute classes are scheduled on MW an equal number of classes need to be scheduled on TR. This will ensure an equal distribution throughout the week.

No more than 20% of meeting patterns for an individual department may be pre-assigned (or if less than 5, no more than 1).

Room Maintenance and Work Procedures

Major maintenance and room upgrades

• Minor maintenance should be scheduled at least one day in advance. The repair work must be done before, in-between or after scheduled class times. The inquiry for available times should be directed to the Scheduling Coordinators.

• Maintenance or upgrade work that is planned to begin and be completed during a break needs to be scheduled and can be scheduled with the Staff Assistant or the Scheduling Coordinators. Work during quarter breaks needs to be scheduled as early as possible.