Updated Spring 2024

Scheduling Reference
Guide
Last Printed: 6/27/2024 10:19:00 AM

About Us
Mission Statement
Office of the Registrar is dedicated to student success by assisting
students through their academic journey to prepare them to lead
productive and engaged lives.

Protocol
Scheduling protocol ensures that:
❖ Quarterly course offerings are scheduled in a manner that
promotes their availability to students.
❖ Faculty have reasonable scheduling flexibility for classes
that cannot conform to “normal” room scheduling practices.
❖ Regularly scheduled laboratory and lecture courses have
suitable facilities.

What We Do
Academic Scheduling coordinates the scheduling of courses and
other related academic events.

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Table of Contents

Common Scheduling Vocabulary.................................................................................................... 4

Class Build Elements ...................................................................................................................... 6
Campus Sections ......................................................................................................................... 7
Queries ............................................................................................................................................ 8
25 Live Info & Event Types ............................................................................................................ 9
General FAQs .................................................................................................................................11
General Assignment (GA) Rooms ................................................................................................ 12
Procedures for Lock/Unlock of Buildings .................................................................................... 15
Campus Contacts .......................................................................................................................... 16
Resources ...................................................................................................................................... 17

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Common Scheduling Vocabulary

Meeting Pattern: The combination of start and end time with specific days of the week.
(e.g. MWF, 9:00am - 9:50am)

Combined: Combined sections have the same instructor, meeting pattern, and location.
Combined sections and the combined total of the sections must be indicated on the
spreadsheet.

Cross-listed: A cross-listed course is a course that may be offered by two or more

programs, or within the same program. Cross-listed courses must bear identical course
outcomes, description, credit, title and numbering; only the prefix will be different. If
one of a given cross-listed course is offered in a quarter, the other(s) will also be offered,
and if one is cancelled, then the other must also be cancelled.
(e.g. GEOL/BIOL 371.001)

Layered: A layered course is one that has different number designations for students
at different levels taking the same course. Unlike cross-listed courses, one or more of
the layered courses may be offered or cancelled.
(e.g. GEOL 404/504.001)

Reserves: Seats “set aside” for a particular set of students, such as program majors or
students at specific instructional sites.
(e.g. 002627 - Reserved for Film Majors)

General Assignment (GA) Space: Rooms that are regulated and assigned through Office
of the Registrar’s Academic Scheduling unit. This information is visible under the room
details tab in 25Live, in the Attributes section X25 Owner Organization.

Department Controlled Space: Rooms that are maintained and regulated by a particular
department.

Computer Labs: Rooms that contain PC or MAC computers for student or class use.
They can be assigned in course meeting patterns or requested via 25Live for specific
dates.

Special Accommodation: A request to have specific class sections assigned to a

particular room or building due to a medical condition that affects the instructor assigned
to the course. Faculty seeking a reasonable accommodation under the ADA must follow
the process outlined by human resources.

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Placeholder: A placeholder section is built with the expectation no students will enroll
into the placeholder. They exist to show possible course options that may not warrant a
full section be built. Students will officially be added to courses represented by
placeholders by arrangement through an Arranged Course Permit submitted to Registrar
Services. Placeholders are set to be viewed through the student search (Sch Pr = Y),
contain a note to indicate the class is a placeholder ("Placeholder Section: Contact
Department for enrollment information."), the enrollment cap is 1, and should be set to
Department Consent (Pr = D) to block any accidental enrollment.

Branch Campus/Campus Centers: A CWU location housed on a sponsoring

community college campus. Courses at Campus Centers are usually upper division and
not part of the CWU General Education. Courses at Campus Centers are offered off-peak
hours in the evenings and often employ non-standard meeting patterns.

Instructional Site: Instructional sites are CWU locations that are stand alone and do not
have an affiliation with a WA State Community College. Instructional Sites can offer
General Education and manage their own space, allowing for normal scheduling
conventions to be followed, such as standard meeting patters and peak hour scheduling.

Distance Education courses should adhere to the following time blocks with
either Monday/Wednesday or Tuesday/Thursday meeting patterns:

• Early Morning: 7:40AM start time with class end by 9:50AM

• Late Morning: 10:00AM start time with class end by 12:10PM

• Early Afternoon: 1:00PM start time with class end by 3:10PM

• Late Afternoon: 3:20PM start time with class end by 5:30PM

• Early Evening: 5:40PM start time with class end by 7:50PM

• Late Evening: 8:00PM start time with class end by 10:10PM

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Class Build Elements

Title: Title of class.
(e.g. Introduction to English, Experimental Physics).

Section (Sec): Class section. First character indicates instructional site. 00# = P, WE.
A0# = WW, IT, DE. S0# = Sammamish. D0# = Des Moines. L0# = Lynnwood.
(e.g. 001, 002, A01, L01).

Campus (Location): Campus location.

(e.g. Ellensburg, Yakima, Online).

Modality: Instruction mode

(P, WE, WW, IT, DE).

Schedule Print (Sch Pr): Schedule to print. Y (Yes) means students can search for and
view the course. N (No) means students need the class number to view it.

Status (Stat): Enrollment status of the course.

(i.e. A= Active, X = cancelled, S = Stop further enrollment).

Consent (Pr): Permission Required – No Consent/Instructor Consent/Department

Consent.
(i.e. N/I/D)

Name: Instructor.
(e.g. Smith, John).

Room (Facil ID): The assigned or requested room.

(e.g. DISC204, MICH227).

Schedule (Days): Days of the week that the class will be meeting.
(e.g. M, MWF, MTWTHF).

Schedule (S Time / E Time): Start time (e.g. 9:00AM) / End time of the class
(e.g. 9:50AM).

Enrollment (ME): Max enrollment.

Note: Use this area for class notes visible to students.

WL: Waitlist. This number is always 99.

Grading: GRD. AS does not edit this column.

(A-F) or S or U

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Cn: Class number generated when a course is added to the schedule (e.g. 91993, 13087).
The first number corresponds with the term (i.e. 9 = fall, 1 = winter, 3 = spring,
6 = summer).
Sub: Subject area.
(e.g. AVP, ENG, MATH).

Cat: Catalog number.

(e.g. 101, 250, 433).

Campus: Campus location code.

(e.g. EBURG, YAK, WEB).

Exam: Final exam Y/N.

Has Pre/Co-Req: Pre-requisites/co-requisites Y/N. AS does not edit this column.

Pat Nbr: Shows the number of meeting patterns within the course.

Term: Quarter: fall, winter, spring, summer. (e.g. 1229, 1231, 1233, 1236). The numbers
are 1, last two digits of the year of the quarter (e.g. 22, 23, 24) and the number of
the month (e.g.1 for January, 9 for September).

Acad Group: Academic group. The college who owns the course.
(e.g. CAH, COTS, CEPS, CB).

Acad Org: Academic Organization. Usually the department awarding a degree, minor.
(e.g. PHYSDEPT, AISPROG).

Campus Sections
Section Campus Section Campus
001 Ellensburg P01 Pierce
A01 Web Class S01 Sammamish
D01 Des Moines U01 Web Ex
J01 JB Lewis McChord W01 Wenatchee
L01 Lynnwood Y01 Yakima
M01 Moses Lake

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Queries
Pathway to Queries:
Main Menu → Campus Solutions → CWU Reporting Solutions → Query
Friendly Viewer → Scroll to: Scheduling & Exams link.

CWSRD_SCHED_FOR_DEPT_REVIEW_B
Shows all classes being offered for a term. This is the spreadsheet you will submit with
approvals for all course changes and is the MOST IMPORTANT query to run.

CWSRD_SCHED_FOR_DEPT_REV_SUM_B
Review of all classes being offered for a Summer Term.

CWSRD_SCHED_DISTANCE_ED_USE_B
Pulls all scheduled Distance Ed courses running for a term.

CWSRD_SCHED_EXAM_REV_DEPT_B
CWSRD_SCHED_EXAMS_BY_DEPT_B
CWSRD_SCHED_CENTER_EXAMS_B
Show Final Exams for all centers.

CWSRD_SCHED_CANC_CLASS_EMAIL_B
Pulls emails of all enrolled students for a particular class (cancelled or active).

CWSRD_RESERVE_SEATING_RQ_GRPS_B
Lists all Reserves with RQ number (Reserve Code) & description.

CWSRD_ENROLL_RESERVE_DETAIL_B
Shows Reserves scheduled for your department.

CWSRD_SCHED_BY_SUBJECT_B
Pulls all classes offered within a certain term for specific subjects.

CWSRD_SCHED_ROOM_CHAR_B
Pulls classes with a Room Characteristic set.

CWSRD_ENROLL_MEET_FACILITY_B
Pulls an enrollment report by Facility.

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25 Live Info & Event Types

What is 25Live?
25Live is CWU’s web-based event-scheduling system. Academic Scheduling employs the
system to place rooms in academic courses and to reserve spaces for academic events.
Room placement for courses processed through our office in PeopleSoft, as in the
following scenarios:
• Room switches for courses
• Adding a second room to a course
• Final exam placement

Room reservations for academic events that are non-credit bearing events associated
with a corresponding credit bearing class, as in the following events:
• One-off events such as study sessions.
• An extra computer lab needed for only a few occasions.
• Make up exams, etc.

Who can access 25Live?

Access to 25Live is restricted to trained administrative staff. Faculty and students should
contact the Event Scheduling Center in the SURC to reserve space on campus. First time
users will be placed in a restricted View Only environment. Once logged in, contact
the Scheduling Center ([email protected]) at 509.963.1321 to receive training and
appropriate access.

How do I switch rooms for a course?

If an instructor needs to switch a room for their course, please submit a request in an
email to Academic Scheduling. Approval is not necessary, but please provide justification
for the move.

What types of events should I submit a space request for in 25Live?

Submit space reservations in 25Live ONLY for the below circumstances. Use the
following event types on the Event Form in 25Live, and make sure your title associates
the course with the class. For example:
Event Name: Math 101 005 Computer Lab
R-Class – Practices, Thesis, Presentations, one-time extra space request, etc.
R-Computer Lab – Computer labs needed throughout the quarter.
R-Academic Course Meetings – Study sessions, Seminars, Speakers, etc.
R-Exams – Make up exams, testing, anything outside of Final Exams.
R-AUAP – AUAP use only.

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When should I submit a space request through 25Live?

We require three business days advance notice for reservations of space through
25Live. If you need to schedule an event within the 3-day bracket, email your request to
Academic Scheduling and we will process it ASAP. We also require a minimum of 24
hours for GA computer labs when requesting through email. For last minute GA
computer lab requests, you must first obtain approval from Computer Support Services to
ensure staff is available.

How to create an event in 25Live Walkthrough:

https://knowledge25.knowledgeowl.com/help/creating-events-with-the-event-form

Creating an Event
If the location for the event is in the SURC, or if the event is not related to an academic
course, send it to the Scheduling Center, not Academic Scheduling. If the event is related
to an academic course, send it to Academic Scheduling. After AS confirms an event, we
will send a confirmation email through 25Live to the requestor. If you would like
someone else to be included, please add their name/email in the comments.

Event Reference: can be used to look up an event in 25Live. On the home page, under Quick
Search, insert the event reference to see additional details about your event.
(Year - Event Reference)

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General FAQs
Can I submit final exam room request through 25Live?
No, these room assignments appear in MyCWU for student viewing, they must be submitted
to AS via email. Once we have scheduled final exams (usually a few days to a week before
finals become viewable), we will work our way through the requests folder. Keep in mind
that finals are not assigned on the Monday of finals week (Study Day). Centers are an
exception, and their finals are scheduled on the first day of the meeting pattern, including
Mondays.

When are final exams viewable?

30th calendar day. This includes the first day of classes, weekends, and holidays.

What is “10th day freeze”?

This is the 10th day of instruction, by which time all courses with students enrolled must
have class data in place, such as topic, instructor, credits, and session info.

When is academic space released for non-academic events?

When registration for that term begins. This is to ensure that courses have the rooms they
need.

What course and schedule changes require approval?

All course changes require attached Department Chair and Associate Dean approvals, except
for room changes and class capacity increases of more than 5.

Doesn’t Require Approvals: Requires Approvals and Fresh

Query:

• Room changes
• Capacity increases of 5+ • Everything Else

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General Assignment (GA) Rooms

GA Rooms: rooms that are general use rooms controlled by the Office of the Registrar, as
opposed to Department-controlled rooms. The Office of the Registrar currently controls
146 GA rooms & 11 GA computer labs. There are 167 Department-controlled rooms as
of 1246.
Room Features Full List & Some Commonly
Note: The room optimizer software
Used Features
places rooms in a course’s preferred Feature Description
building partition. Departments may add 03 Podium
desired feature(s) in the room or location 04 VCR
cell on submitted query. But the more 06 DE Room
features added, the narrower the search 07 Carpet
for the room in the optimizer process. If 08 Fixed Tiered Seating
10 Map Hangers
the optimizer fails to find a room that
11 Moveable Tables & Chairs
meets all the course’s room 12 Moveable Tablet Armchairs
requirements, the optimizer will not 13 Moveable Tiered Seating
place the course. 14 Sound System
15 Screen
16 Chalkboard
17 Whiteboard
18 Fixed Tablet Armchairs
20 Fixed Tables & Chairs
25 PC Computer Lab
26 MAC Computer Lab
28 Moveable
29 DVD
30 Sink
31 Docucam
32 Video Data Projector (ceiling mount)
33 Digital Recording Equipment
34 Fixed Tiered Seating Tables & Chairs
35 Fixed Tables
36 Interactive Television
37 With Accommodations
34: Fixed-Tiered Seating (SHAW111)
38 No Windows
40 Interactive Surface (BLAC137)
41 Wireless Mic
42 Wired Mic
43 Periodic Table
44 Pod-Style Tables
45 ITV Camera

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GA Rooms (continued):
Pod Style/44 Large Cap
Location Classrooms (78+)
Cap
Name Location
Cap
Name
BLAC134 25
BLAC136 25 HEBE121 150
BLAC137 30 SAMU104 146
BLAC142 30 DISC103 120
BLAC20101 35 HESC102 120
BLAC20201 35 SCIE147 104
BLAC20301 35 44: Pod Style (BLAC136) DEAN104 100
BLAC224 35 SHAW115 100
DISC204 40 MICH103 99
PC Labs/25
RAND117 87
Sink/30 Location
Cap RAND118 87
Name
Location
Cap BLAC129 43 MICH221 85
Name
HOGU118 27 SCIE101 81
BLAC11401 30
SAMU170 49 LIND215 81
DEAN209 48
SAMU242 36 DEAN106 80
DEAN211 24
SCIE337 24 DISC101 80
DEAN214 24
LIND102 33 SHAW212 24 LIND104 80
LIND103 43 SHAW217 35 BLAC150 78
SCIE101 72 SHAW218 35 BLAC151 78
SCIE115 36 BLAC152 78
SCIE142 50 SHAW111 78
SCIE147 104
SCIE201 30
SCIE203 30
SCIE216 72
SCIE240 49

MAC Labs/26
Location
Cap
Name
BLAC226 24
BLAC227 24
RAND216 22
26: PC Computer Lab (SAMU170)
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GA Rooms (continued):
Moveable
Use One of the Following Features: 11/12/13/28
Location Location
Cap Cap
Name Name
BLAC134 25 FARR212 18
BLAC136 25 FARR401 32
BLAC137 30 HEBE106 32
BLAC139 25 HEBE112 27
BLAC142 30 HOGU102 65
BLAC20101 35 HOGU129 32
BLAC20201 35 HOGU223 32
BLAC20301 35 HOGU226 50
BLAC222 35 HOGU227 50
BLAC224 35 MICH203 43
BOUI111 43 MICH204 35
DEAN112 45 PSYC256 38
DEAN113 45 PSYC257 25
DEAN202 45 PSYC260 24 13: Moveable Tiered Seating (DEAN104)

DEAN203 45 PSYC263 24
DEAN205 25 PSYC267 57 Periodic Tables/43
Location
DEAN209 48 PSYC466 32 Cap
Name
FARR101 27 PSYC471 57
FARR111 48 SCIE203 30 BLAC151 78
FARR112 27 SHAW109 30 DEAN104 100
FARR201 27 SHAW113 48 DEAN106 80
FARR205 48 SHAW114 45 DEAN202 45
FARR211 48 SHAW132 30 SCIE101 72
SCIE142 50
DE Rooms/06 SCIE147 104
Location SCIE201 30
Cap
Name SCIE203 30
BLAC113 SCIE216 72
*See 25Live for 32
access info SCIE240 48
SCIE142 50
SCIE216 72
SHAW215 100
06: DE Room (SHAW115)

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Procedures for Lock/Unlock of Buildings

Who unlocks & locks the buildings? Contact Info:
Facilities Management Department (FMD)
Academic Scheduling:
unlocks/locks buildings based on building
509.963.3004
hours scheduled through Facilities and
Campus Police: 509.963.2959
Academic Scheduling. Please note that
Computer Labs are unlocked/locked by a
Computer Labs, ITS: 509.963.2989
scheduled lab assistant from ITS. FMD: 509.963.3000
Lock Shop: 509.963.2917
Where do I get my key?
Departments are responsible for issuing a Key Authorization card to each of their
instructors for every classroom they will be teaching in during the quarter, regardless of
the building. Obtain blank Key Authorization cards from the Lock B Shop during normal
business hours.

How will guest instructors/speakers get into the classroom?

Each Department should communicate their procedure concerning how visiting
instructors or one-time presenters will obtain access to their classroom.

Do instructors need to keep track of their keys and unlock their own
classrooms?
Yes! It is the instructor’s responsibility to ensure they have the keys for their own
classrooms, as FMD will only unlock the building, not the classroom.

What should I do if I lock myself out of my classroom?

Contact Campus Police at 509.963.2959. Please note that if Campus Police are on a call,
it could require a longer wait period.

What should I do if I leave something in the room?

For forgotten items (keys, bags, misc. items), please follow the steps below:
• Ask department secretaries, chairs, or coordinators to let you in.
• Call Campus Police at 509.963.2959 to unlock room.
• Take your ID to the CWU Lock Shop to check out a temporary key. Note the
Lock Shop can only check out a key that is listed on your key record. Call FMD
at 509.963.3000 to have someone unlock room. NOTE: FMD may charge for this
service. ID is required.

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Campus Contacts

Email: Academic.Scheduling @cwu.edu

Please send all scheduling requests and questions to this email. A member of
the scheduling team will respond as soon as possible.
Location: Bouillon Hall 140
Main Phone: (509) 963-3004

Academic Buildings:
Campus Police: (509) 963-2959
Computer Labs, ITS: (509) 963-2989
FMD: (509) 963-3000
Lock Shop: (509) 963-2917

Other Support
Office Contact Role Phone #
MTIS Maury Webber DE/WebEx support 3752
MTIS Delayna Canvas support 1172
Breckon
MTIS Forrest Faculty equipment checkout/multimedia 2343
Hollingsworth room support
Academic Doug Ryder Space analysis support 1893
Facilities
Office of the Mike Gimlin Curriculum/Query support 1255
Registrar

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Resources

CWU Website Links:

AS Website: The Academic Scheduling page included helpful scheduling documents and
resources for faculty, staff, and CWU departments.
https://www.cwu.edu/about/offices/registrar/staff-faculty-resources/academic-
scheduling.php
Academic Calendar & Catalogs: This page shows the current undergraduate & graduate
catalogs and the registration handbook. Lower on the page is the current and upcoming
academic calendars with important dates.
https://www.cwu.edu/about/offices/registrar/academic-information/index.php
Course Modalities: This page shows explanations of each course modality along with
answering some FAQs about what each type looks like.
https://www.cwu.edu/about/offices/registrar/academic-information/course-
modalities.php
Curriculog: This is Central’s curriculum management system. This is where proposals
for new curriculum or changes to current curriculum are made.
https://cwu.curriculog.com/

Commonly Used Pathways & Queries:

Course Catalog:
Main Menu → Campus Solutions → Curriculum Management → Course Catalog
Instructor/Advisor Table:
Main Menu → Campus Solutions → Curriculum Management → Instructor/Advisor
Information
CWSR_SCHED_CLASS_CANCEL_TRM_B:
Pulls all emails of enrolled students for a particular class (cancelled or active).
CWSR_RESERVE_SEATING_RQ_GRPS_B:
Lists all Reserves with RQ number (Reserve Code) and description.

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