Scheduling Principles

  1. A system of scheduling that makes the best use of campus buildings and rooms is crucial. Not to have such a system is expensive and wasteful of college resources.
  2. The simpler the process of scheduling, and the fewer people doing the actual scheduling, the more efficient the use of staff time and the less confusion for all.
  3. In order for a room to be scheduled, it must be entered into Resource25 (R25, the college’s scheduling program). Public Safety does not open the room unless it is in R25. If someone privately schedules a room and does not have it entered into R25, it is not officially scheduled.
  4. All spaces are accounted for in R25, and spaces that are not open to other users (usually because of specific equipment in the rooms) are blacked out at appropriate times on R25.
  5. All on campus need to know how to view R25 to check on spaces. Opportunities are made available campus-wide to provide training.
  6. Except for meeting rooms within office suites or rooms specifically designed and equipped to support a specific purpose for a specific unit/office/department (see list below), once courses have been accommodated, all classrooms and meeting rooms are considered to be available college-wide and may be scheduled for other purposes, following the principles set forward here.
  7. Generally speaking, there are no classrooms solely dedicated to a specific department. However, whenever possible, the Registrar’s Office schedules courses in classrooms located in the building that contains a department’s or program’s faculty offices. Remaining classrooms may be used for courses offered by other departments or programs.
  8. Major college-wide events that require a long lead time may be scheduled beginning June 1 of the fiscal year prior to the event. This category includes, but is not necessarily limited to: Admissions open houses and music scholars events; college-sponsored conferences (e.g., Globalization Conference, Peace Prize Forum); Week One; Faculty Meetings; Homecoming/Family Weekend; Christmas Festival; Commencement; Reunion Weekend; Residence Life room draw; Syttende Mai.
  9. Buntrock Commons can be booked one year in advance of an event because there are no classrooms in this building.
  10. Except for items listed in #8 & 9 above, rooms are scheduled semester by semester, not a year at a time. (See below: Calendar of Room Scheduling)
    • A) Each semester, once the class/lab schedule is “finalized” for the following term, the Registrar’s Office schedules all courses into appropriate classrooms.
    • B) Once the Registrar’s Office has scheduled courses for a given term, authority for scheduling is transferred to the Scheduling Office in Buntrock, and units work through that office to schedule other events or series of events.
    • C) During a period of time following the scheduling of courses but prior to the scheduling of individual events, all college units are given the opportunity to schedule recurring (e.g., weekly, monthly) meetings for the next academic term. This may include, for example, department meetings, meetings of faculty committees such as the Curriculum Committee, and so forth.
  11. Priority is given to St. Olaf courses and events over external events. Every attempt is made to accommodate the needs of a unit within the context of the overall needs of the campus. No unit receives special treatment. See #14, below.
  12. In the summer, in addition to the Buntrock scheduling office, the conferences directors schedule events. It is understood that summer conferences may need to move rooms to accommodate summer courses. In scheduling summer courses, all efforts are made to schedule a smaller number of rooms throughout the day so as to make more rooms available for other uses as needed. The needs of the undergraduate research, for which the needs for rooms can be somewhat fluid, are taken into account.
  13. All scheduling requests must utilize the R25 Webviewer.
  14. The Scheduling Advisory Group (representatives from IT, Buntrock scheduling office, Registrar’s Office) determines the time frame for scheduling of classes, of recurring meetings, such as weekly department meetings, and, finally, of individual events, and publicizes those dates (see below). This group also confers with the Buntrock scheduling office in cases where there is a competing request for the same space.
  15. Care is taken to work with the Academic Support Center to ensure that special needs student testing spaces are available and appropriately scheduled.

Calendar of Room Scheduling

Reservations for Classes:

  • Jan.–May dates by Oct. 15;
  • June–Dec. dates between Mar. 15–Apr. 15

STO Repeat Events Conference Office:

  • Jan.–May dates between Oct. 15–Nov. 1;
  • June–Dec. dates between Apr. 15–May 1

Other Events:

  • Jan–May dates, Nov. 1–continuing;
  • June–Dec. dates, May1–continuing

The following spaces are considered department-specific and equipped-spaces and continue to be scheduled by departments/offices, at least for part of the day and in many cases, all the time:

  • All conference rooms located within individual office suites
  • Buntrock Commons: President’s Dining Room, Heritage Room, BC 113
  • Christianson Hall of Music: all rooms except those mentioned above (rehearsal/performance space for concerts, recitals)
  • Center for Art and Dance, all spaces except those mentioned above (studio space)
  • Rolvaag Memorial Library 250 (IT computer lab)
  • Regents Hall of Natural Sciences 203 (Computer Science lab)
  • Regents Hall of Natural Sciences 354 (Chemistry lab)
  • Regents Hall of Natural Sciences 400 (Environmental Studies lab)
  • Skoglund Athletic Center 103 (Exercise Science lab)
  • Speech-Theater Building (rehearsal space for Theater productions)
  • Tomson Hall 175 (World Languages Center computer lab)
  • Tomson Hall 188 (Computer Science lab)
  • Tomson Hall 275 (Education Department/TRiO computer lab)
  • Tomson Hall 281 (Education/TRiO “concentration-study” room)
  • Regents Hall of Natural Sciences, all laboratory spaces except those mentioned above (dedicated teaching and research space)