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Schedule Basics

Uploaded by

Njones0325
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© © All Rights Reserved
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Academic Scheduling Basics

Manager of Scheduling Operations: Laura Zimmer [email protected] 221-2818


See www.wm.edu/registrar/scheduling for Scheduling Resources

THREE TERMS / YEAR – Fall (202510; CRNs start with 1), Spring (202520; CRNs start with 2), Summer
(202530; CRNs start with 3); there are Parts-of-Term within the terms (example, S1, S2, S3, Non-Standard
during Summer).

TWO TYPES OF SCHEDULING PROCESSES for A&S depts/prgms to submit their initial Fall & Spring schedule
builds. (1) Banner Scheduler or (2) Spreadsheet Scheduler. Banner Schedulers enter their course
information directly in Banner during the Schedule Build. Spreadsheet Schedulers update course
information in an Excel Spreadsheet and submit the updated spreadsheet to Academic Scheduling who
then updates Banner manually. (The Summer Schedule Build is always completed via a Spreadsheet for all
depts/prgms).

AD HOC SURVEY is used by Schedulers (Banner & Spreadsheet) after the initial Schedule Builds for course
updates/changes & cross list requests. The survey may only be completed by designated Scheduling
Managers and their Chairs/Directors. An up-to-date Scheduling Managers Contact List can be found on the
Academic Scheduling website. The Schedule Build Timeline (also available on the website) lists Scheduling
due dates and time periods when course updates may be made via Banner/Spreadsheets, the Survey, or
when course changes must be held (e.g., “blackout” periods).

QLIK REPORTS FROM BANNER – critical for planning – cannot just depend on PATH because this only
shows “visible” sections. Qlik Course Schedule will show all active sections, including those that are
“hidden” from student view (print/not print). All dept/prgm admins should have Qlik access – if not, please
reach out to Laura Zimmer.

EPC APPROVED TIME SLOTS for UG courses (and grad courses using public classrooms)—see the Course
Distribution & Time Slots link on the Academic Scheduling website for details.

ROOM ASSIGNMENTS – first wave of public classroom assignments follows the Banner/Spreadsheet
deadline (December for fall; August for spring). Only classes with days and times, which meet EPC’s
Scheduling Standards will be included in the first wave of assignments. First wave usually uses up all
available public classrooms during “peak” hours (9:30-2:00 Mon-Fri and 2-5 MTWR), so please enter
scheduling information as early as possible. See Schedule Build Reminders, pages 4-5 for details.
NOTE Although rooms can be adjusted via the Survey before registration begins, once students are in classes,
there can be no room changes. Please be sure faculty check their rooms well in advance! Images of the
public classrooms are available in WM box. *Certain room changes may be allowed (e.g., room moves due
to accessibility needs) with special approval. Department Schedulers should contact Academic Scheduling for
further information.

Academic Scheduling Basics, Revised 12-1-23, Page 1 of 2


Academic Scheduling Basics
Manager of Scheduling Operations: Laura Zimmer [email protected] 221-2818
See www.wm.edu/registrar/scheduling for Scheduling Resources

CROSS LISTINGS present special challenges unless the HOME and SIBLING departments/programs work
very closely in tandem before the initial scheduling deadline. It is critical that all CRNs are accurately built
according to the request of the HOME department. See the Cross Listing - How To for more details.
1. ONLY the HOME department may request the creation of a cross list.
2. ONLY the HOME department may request changes to an existing cross list--includes the home
course and sibling course(s) that make up that cross list.
3. The Home department (Banner & Spreadsheet Schedulers) should create/add CRNs for their own
HOME course(s), then use the Cross List Worksheet during the Schedule Build to communicate cross
list information and enrollment for the sibling sections.
4. The home department course sets the days, times, instructor, attributes, fees, prerequisites, course
description, etc. for all sibling courses in a cross list. *If a sibling course has been approved for an
attribute that the home course has not—the sibling course will not retain the course attribute.*
5. Sibling departments may only request that they be removed from a cross list.
6. For Scheduling purposes & room assignment, identical UG-Grad sections with the same subject and
sharing the same space are treated as Level Cross Lists with the UG section serving as the de facto
“Home” section.

MAJOR RESTRICTIONS During UG Priority Registration (aka cart building in PATH), course registration
may be limited to declared majors. Major restrictions are lifted during the Schedule Adjustment Period.
It is essential to note that the enforcement of these restrictions relies on Schedulers, as they are
responsible for requesting and adding major restrictions to specific courses. If departments do not take
the necessary steps to add these restrictions, they will not be enforced during cart building.
Additionally, departments have the flexibility to restrict course enrollment to all majors, minors, and
concentrators in specific subjects. However, it's important to note that the current system does not
support restricting courses to only majors in one subject while allowing only minors from another
subject. The available options are to either include all majors, minors & concentrators or to include
majors exclusively.

TIERED ENROLLMENT is used to control enrollment in specific classes during UG cart building. A
department may opt to limit the maximum enrollment available in a course based on social class (year
of anticipated graduation) to ensure enough space for other social classes or incoming (new) students
later in the registration cycle. Tiered enrollment is collected and posted for students prior to each
registration period. More information can be found on our website (under ‘Quick Links’). Depts/prgms
may use Class Restrictions (determined by year of expected graduation) instead of/in addition to
Tiering to control enrollment by social class. Schedulers would add these restrictions during the
Schedule Build or via the Survey.

FINAL EXAMS meet according to the schedule published on the Registrar’s website at the beginning of
each semester's registration period. Apart from block exams, final exams are based on the start day
and time of the class, no matter how many time periods it crosses. Final exam room assignments are
collected from depts/prgms by Mike Turner toward the end of each term.

Academic Scheduling Basics, Revised 12-1-23, Page 2 of 2

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