Academic scheduling

Class Scheduling & Curriculum Information

Forms , Guidelines & Other Relevant Information

Starting Fall 2023, Directed and Individual Studies must be submitted by the first Friday of full semester instruction. These courses should not be scheduled until registration opens for the semester they will be offered.

Individual and Directed Studies are now to be scheduled through and students will register for these sections in UAOnline. An Individual Study Syllabus Submission form is required only for Individual Studies (course number ending in 97) and submission is required after the CRN is created.

Instructions for adding Directed/Individual Study in CLSS located under How To's. Individual and Directed Studies should only be added in CLSS during Refine Mode, and only after registration has begun. If these are listed while in Design Mode, the Academic Scheduling Specialist will remove them from the schedule.

CLSS Missing Instructor Approval Form - This form is used to create an instructor in Banner, please get in touch with the Curriculum Management Team before filling out this form to verify the individual is not already and instructor in Banner.

- Don't hesitate to get in touch with the Curriculum Management Team before filling out the form to verify the location doesn't already exist in the system.

- Required before an individual can access CLSS.

Special topics must receive full approval before being added to the schedule or advertised. These courses can only be taught once, with the exception of 500-level courses.

Proposal:

due two weeks prior to the first day of instruction
Trial courses must receive full approval before being added to the schedule or advertised.

Proposal:

Trial courses may be taught a maximum of three times and are due the 1st Friday in November.

Meeting #60 - No classes Tuesdays & Thursdays 1p - 2p and 15 minute passing time between classes

Meeting #77 - Restriction of cross-listing/stacking of 500-level courses

- Motion to update regulations on cross-listing and stacked courses

- Motion to require instructor permission to add spring and fall classes during week 2 of the add/drop period

The following information is primarily derived from past Faculty Senate actions and is assembled here to guide course schedules. These guidelines apply specifically to sections scheduled in general classrooms, which are managed by the Registrar’s Office through Academic Scheduling and are available for use by all departments and events scheduling.

1. Course Approval

  • Courses for the upcoming semester must be offered as approved by the Faculty Senate.

2. Contact Hours

  • The number of lecture and laboratory hours per week must match the approved course requirements. Departments will be asked to correct any discrepancies before publication. Refer to the for approved credit hours and corresponding contact hours.
  • Required Contact Minutes: The minimum number of contact minutes of instruction per lecture hour of credit for ÃÛÌÒÓ°Ïñ is 800 minutes plus final examinations.
    • Classes meet 60 minutes per week for each lecture credit hour. Example: 3 credits = 180 minutes per week.
    • Laboratory classes meet 60 minutes per week for each laboratory credit hour.

3. Standard Times

  • Classes with 3 hours of lecture per week must follow the approved meeting time patterns listed below. Classes with more or less than 3 hours of lecture per week must also fall within these patterns.
    • 3 credit lecture classes wishing to meet one day a week must meet in the evenings or on weekends.
  • Classes must begin at the times listed below regardless of credit hours or length. Non-conforming classes may need to change their time to adhere to standard times.

Approved Meeting Patterns:

  • Monday, Wednesday, Friday (MWF): (60-minute periods)
    • 8:00 am - 9:00 am
    • 9:15 am - 10:15 am
    • 10:30 am - 11:30 am
    • 11:45 am - 12:45 pm
    • 1:00 pm - 2:00 pm
    • 2:15 pm - 3:15 pm
    • 3:30 pm - 4:30 pm
    • 4:40 pm - 5:40 pm
    • 5:50 pm - 6:50 pm
  • Tuesday, Thursday (TR): (90-minute periods)
    • 8:00 am - 9:30 am
    • 9:45 am - 11:15 am
    • 11:30 am - 1:00 pm
    • 2:00 pm - 3:30 pm
    • 3:40 pm - 5:10 pm
    • 5:20 pm - 6:50 pm
    • Faculty Senate Meeting #60 - No classes between 1:00 pm and 2:00 pm (reserved for meetings, convocations, etc.)

Evening and Weekend Classes:

  • Classes starting after 5:50 pm on MWF or after 5:20 pm on TR are considered evening classes.
  • Evening and weekend classes are not required to use set meeting times.
  • General-use classrooms for evening and weekend classes are assigned on a space-available basis.

Arranging Class Times/Distribution of Sections:

  • Departments must distribute courses equally between MWF and TR. Equal distribution means 50% of a department’s sections on MWF and 50% on TR.
  • No more than 70% of sections should be scheduled during peak times in rooms with 50+ seating capacity. Academic Scheduling can provide details for achieving necessary reductions.
  • Departments should balance MWF and TR classes, utilizing early morning and late afternoon times to best use classroom space.
  • Core, degree-required classes, and multiple sections of the same class should be scheduled at different times.

Prime Class Times:

  • Mon, Wed, Fri: 10:30 am - 4:30 pm
  • Tues, Thurs: 9:45 am - 3:30 pm
    • A class may not be moved into prime time unless another class of similar size/function is moved out by the department.

Labs:

  • Labs longer than one period per day must start at the beginning of class period times.
  • Lab "hours" are 60 minutes instead of 50 minutes.
  • Labs using general-use classrooms cannot be scheduled during prime times unless they follow approved meeting time patterns.

Special Room Assignment Needs:

  • Established priorities should be followed to plan a workable schedule considering student needs and classroom utilization during prime times.
  • Requests for specific rooms will be accommodated on a space-available basis.
  • If the requested space is unavailable, a similar location will be assigned, which may not meet specific equipment or needs.

4. Maximum Enrollment

  • Accurate estimates of expected class size help select the proper classroom size and reduce room changes after the semester starts.
  • Consult Academic Scheduling when significantly increasing enrollment or consolidating sections to ensure classroom availability.
  • Enrollment history or anticipated increases will be used to determine classroom size. Enrollment limits should be reviewed and adjusted based on actual previous term enrollments, with an estimated increase no more than 15%. Justification is required for increases greater than 15%.

5. Special Topics Courses

  • Follow the guidelines described in the Faculty Senate Manual.
  • Submit special topics courses in before the deadline.
  • Full approval is required from the Office of the Registrar before creating the course.
  • Special topics can only be offered once (500-level exempt), per .

6. Course Fees

  • The ÃÛÌÒÓ°Ïñ Bursar’s Office will add special fees associated with each class.
  • Deadlines for fee requests and approvals:
    • Spring: September 1
    • Summer & Fall: December 1 (Memo for VCAS 11/21/06)
  • Only fees listed in the current catalog or approved by the Vice Chancellor for Administration will appear in the class schedule.

Meeting types are used alongside session and schedule types:

  • (Class): Meeting is held Face-to-Face.
  • (Arranged): Meeting is Arranged.
  • Seminar (no parentheses): Schedule type is a seminar.
  • (Audio Conference): Meeting is held via Audio Conference, distinct from Zoom.
  • (Video Conference): Meeting is held in a specific location like a classroom; students must attend in person (not distance learning).
  • (Lab): Meeting type is a Lab, and Schedule Type is Combined Lecture/Lab.
  • Lab (no parentheses): Schedule type is a Lab.
  • (Web-based): Meeting is held online, either synchronously or recorded for asynchronous viewing.
  • Studio (no parentheses): Schedule type is a Studio.
  • (Field): Meeting type is fieldwork.
  • Field (no parentheses): Schedule type is Field.
  • Thesis (no parentheses): Schedule type is Thesis.
  • Research (no parentheses): Schedule type is Research.
Starting Spring 2025, all ÃÛÌÒÓ°Ïñ-owned and long-term leased locations have been recoded to align with Facility Services building codes in and . This change aims to eliminate duplication in systems, improve reporting, and enhance maintenance:


Upcoming Class Scheduling Deadlines

​

Please subscribe to the for reminders.
This calendar lists the due dates for all schedule submissions in CLSS. If units do not adhere to the dates by 10/11/2024 those units sections will be deleted off of the schedule. 
Due Dates Item Description
4/15/24

CLSS Scheduler Training 1p-3p Zoom

Review of how to edit the schedule in CLSS.
4/16/24

CLSS Approver Training 1p-2p Zoom

Review of how to edit the schedule in CLSS, find your approval queue, and what the process entails.
4/15/2024 Semester scheduling begins Schedule Development Phase and Design Mode. Changes remain in CLSS and do not appear in Banner, UAOnline or 25Live.
9/13/2024

Schedules due to Workflow

All Schedules are due to Workflow. All schedules are due to workflow for Registrar’s Office audit to ensure all edits are following policies and to rollback schedules that do not for correction and resubmission.

9/23/2024

to

10/04/2024

Dean and Department Chair Approval Due

 

Final Approvals. Deans and Dept Chair approvals are due to be completed. No changes are permitted and any new changes or additions submitted to the workflows will be rolled back.

10/11/2024

Schedules are to be out of the workflow

Schedule Maintenance Phase And General Use Classroom Assignment. No changes are permitted and the schedule is locked. Any schedules still in the workflow or that have not been submitted will be deleted.

10/17/2024

to

11/01/2024

 

Review Phase

Review Phase and Refine Mode. Changes are submitted by section rather than by schedule. Most changes appear in Banner in real time (subject to approval workflows).

11/04/2024

Priority registration begins

Publish/Registration Phase and Refine Mode. Changes are submitted by section rather than by schedule. Most changes appear in Banner in real time (subject to approval workflows).
Please subscribe to the for reminders.
This calendar lists the due dates for all schedule submissions in CLSS. If units do not adhere to the dates by 11/22/2024 those units sections will be deleted off of the schedule. 
Due Dates Item Description
10/22/24

CLSS Scheduler Training 1p-3p Zoom

Review of how to edit the schedule in CLSS.
10/24/24

CLSS Approver Training 1p-2p Zoom

Review of how to edit the schedule in CLSS, find your approval queue, and what the process entails.
10/22/2024 Semester scheduling begins Schedule Development Phase and Design Mode. Changes remain in CLSS and do not appear in Banner, UAOnline or 25Live.
11/22/2024

Schedules due to Workflow

All Schedules are due to Workflow. All schedules are due to workflow for Registrar’s Office audit to ensure all edits are following policies and to rollback schedules that do not for correction and resubmission.

12/02/2024

to

12/13/2024

Dean and Department Chair Approval Due

 

Final Approvals. Deans and Dept Chair approvals are due to be completed. No changes are permitted and any new changes or additions submitted to the workflows will be rolled back.

12/20/2024

Schedules are to be out of the workflow

Schedule Maintenance Phase And General Use Classroom Assignment. No changes are permitted and the schedule is locked. Any schedules still in the workflow or that have not been submitted will be deleted.

01/02/2025

to

02/10/2025

 

Review Phase

Review Phase and Refine Mode. Changes are submitted by section rather than by schedule. Most changes appear in Banner in real time (subject to approval workflows).

02/10/2025

Priority registration begins

Publish/Registration Phase and Refine Mode. Changes are submitted by section rather than by schedule. Most changes appear in Banner in real time (subject to approval workflows).

 

Training Resources

If you need immediate assistance please contact  or call 907-474-6300.

The button link below is an open zoom drop in hour for anyone that needs assistance with CourseLeaf (CAT/CIM/CLSS) or 25Live:

 


Room Scheduling & Events

25Live is a scheduling software used for room scheduling and event management between events and academic scheduling.

25Live monitors the use of all classrooms and meeting facilities on all ÃÛÌÒÓ°Ïñ campuses.

To access, please log in using your SSO through the portal.

If you have any questions regarding events or the event form please contact University Relations at uaf-university-relations@alaska.edu.

If you are having difficulties accessing the system or have questions regarding general-use classrooms please contact uaf-academic-scheduling@alaska.edu.

If you have questions regarding departmental controlled spaces please contact the department that controls the space. 

Or reference the 25Live Help Guide.

 

Can't Find Your Location in 25Live?

No worries, please fill out one of the corresponding forms and it will be added to the system:

 


Need a classroom with special features?

Use the Smart Classroom Interactive Browser to see what's out there. (Keep in mind that the Academic Scheduling Office does not schedule all of the rooms listed).

 


 

Contact the Academic Scheduling Team

Sarah Lem Barber

Academic Scheduling Specialist

Andrea Miller

Catalog & Curriculum Coordinator

Janeen Ruge Culbertson

Associate Registrar

Robin Weinant

Academic Scheduling Generalist