Campus Scheduling Principles

January 27, 2011

On October 14, 2010, a group of people who regularly ask to schedule campus events met to discuss and lay out a draft some scheduling principles that make sense from a campus-wide perspective for Tomson Hall. On December 9, 2010, a second group, those who have been in charge of scheduling at least one campus room, met to determine if the draft Tomson principles should be extended campus-wide. Following those meetings, both the Dean’s Council and the Cabinet reviewed and approved the resulting principles. These principles are listed below and will guide the scheduling of spaces on campus, beginning immediately.

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 25Live, the college’s scheduling program. Public Safety does not open the room unless it is in 25Live. If someone privately schedules a room and does not have it entered into 25Live, it is not officially scheduled.
  4. All spaces are accounted for in 25Live, and spaces that are not open to other users (usually because of specific equipment in the rooms) are blacked out at appropriate times on 25Live.
  5. All on campus need to know how to view 25Live 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 academic year prior to the event. This category includes, but is not necessarily limited to: meetings of the Board of Regents; Admissions open houses, scholarship, and fine arts scholars events; college-sponsored conferences (e.g., Globalization Conference, Peace Prize Forum); New Student Orientation; Faculty Meetings; Homecoming/Family Weekend; Christmas Festival; Commencement; and Reunion Weekend.
  9. Except for items listed in #8 above, rooms are scheduled semester by semester, not a year at a time. (See below: Calendar of Room Scheduling)
    1. Each semester, once the class/lab schedule is “finalized” for the following term, the Registrar’s Office schedules all courses into appropriate classrooms.
    2. 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.
    3. 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.
  • 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 #12, below.
  • In the summer, the CCEM schedule events immediately after summer school courses are scheduled. 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. Care is taken to take into account the needs of undergraduate summer research, for which the needs for rooms can be somewhat fluid.
  • The Scheduling Advisory Group (representatives from IT, Buntrock 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 office in cases where there is a competing request for the same space.
  • Care is taken to work with the CAAS to ensure that students with approved testing accommodations have spaces available and that they are appropriately scheduled.