Office of the Registrar

Class and Classroom Scheduling Protocol

OSU Zones for Classes Needing Rooms

(Percentages indicate maximum number of classes a department may schedule in each zone)

Here's another way to look at it:

This class and classroom scheduling protocol helps students get the courses they need to graduate by reducing scheduling conflicts. For faculty, it optimizes access to instructional technology and facilities. The protocol applies to all classes scheduled in general purpose and departmental classroom space.

Departments should not expect that faculty members will be assigned the same space on a continuing basis.

The Registrar’s Office coordinates all class scheduling and room assignments with departmental coordinators who, in turn, coordinate with their instructional faculty members. Academic departments should do the following:

• Determine class offerings and submit schedule information no later than the specified deadlines.
• Notify Scheduling of section changes or cancellations immediately.
• Enter and maintain in Banner instructor information and maximum enrollment of all sections offered by the department.

Click here for definition of Credit and Contact Hours

Class Meeting Times and Zone Protocol

1. Classes that meet two days per week for 1 hour and 20 minutes must begin on the first hour of the zone, or at 1200 in Zone 2.
2. Classes may not begin on the half hour; the exceptions are Zone 1, where 1 hour and 20 minute classes may begin at 0830, and Zone 4, where classes may begin at 1730.
3. Classes that meet for longer than two hours (110 minutes) per session must be scheduled in Zones 3, 4, or 5. Such classes may not be scheduled in Zones 1 or 2.
4. Class meeting times may not cross time zones (except classes that meet for longer than two hours may meet in Zones 3, 4, or 5). Departments may cross time zones when scheduling 500- or 600-level graduate classes that meet for longer than two hours per session if they use their own department-controlled classroom.
5. Each department must distribute its classes across all five days of the week (approximately 20 percent per day) and across the full class day (according to the percentages defined for each zone). Each class day has five zones. While the fifth zone is optional, it still is part of the teaching day and should be utilized when possible. All classes must comply with the zones whether they are assigned to general purpose classrooms or departmental classrooms.
6. Non-credit sections (those sections that have zero credit) are scheduled after all credit-bearing sections are assigned rooms.
7. Use of classroom facilities for non-academic events must be approved and assigned by Schedule Desk.

Room Assignment Policies

• Classrooms will be assigned based on class size (with priority given to larger classes), room features, and proximity to department offices.
• Classes offered for credit take precedence over all non-class-related or non-credit events.

Departmentally Controlled Classrooms

Departments that control classrooms or seminar rooms are expected to adhere to the time zones and to fully use those rooms before requesting a General Purpose Classroom.

Accommodations for Disabled Students

When an assigned classroom is determined to be inadequate for a disabled student or instructor, the Office of Services for Students with Disabilities will ask Scheduling to reassign the class to a suitable classroom.

Changes in Classroom Assignments

• Any requests to change a classroom assignment must be made through the department’s scheduling coordinator. The coordinator will submit the request to Scheduling via the web form or e-mail. Instructors may not move their class from an assigned room without prior approval from Scheduling.
• In case of an emergency evacuation of a classroom or building, the department should ask Scheduling to relocate classes.
  

Room Size and Configuration

• Seating capacity is specified in accordance with state and city safety regulations. If it appears that student demand will surpass the scheduled room, departments should contact Scheduling for alternate space. Over-crowding violates safety codes. It is unacceptable for students not to have appropriate seating.
• Furniture and equipment such as overheads, chairs, and tables must not be removed from any classroom. If a room does not contain adequate facilities to meet the scheduled maximum enrollment or equipment needs, the instructor should contact the department scheduling coordinator for assistance. The coordinator will work with Scheduling to resolve the problem.
• Departments should assess anticipated enrollment, and base any adjustments on actual course enrollment during the previous corresponding term; enrollment increases should not exceed 15 percent of the previous corresponding term. Departments projecting an increase greater than 15 percent must provide written justification to the Associate Registrar.

Appropriate Use of Facilities

• Food service is not permitted in academic classrooms.
• Some events may be denied use of classroom space if the event is inappropriate for the purpose of the classroom.
• The possession, consumption, or furnishing of alcoholic beverages or controlled substances is prohibited in all classrooms.

Classroom Maintenance

• Facilities Services Work Coordination Center, 7-2969, handles classroom cleanliness, damage, lighting, seating, requests for lecterns, podiums or additional tables or chalk.
• Media Services, 7-2121, maintains and repairs all audio/video technology in a classroom. For immediate assistance, pickup up the help phone in the classroom for direct connection to the Media Services classroom help desk.

Updated: 12/3/2007