The Scheduling Process
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Schedule Period #1 (Initial) email is sent – Depts/Colleges have two months to plan
Planning documents are due – University Scheduling builds schedule over two-week period
Schedule Period #2 (Review)- Week for colleges to work with their assigned rooms
All general education classrooms open up for University-wide academic use
Semester early registration begins
Slots in general education rooms open for non-academic events (approximately two months
after general education classrooms open up for University-wide academic use)
7. Semester Starts
Call for Initial Planning Documents – The Spreadsheets Explained
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Legend: This tab is a document legend so departments and colleges understand the definition
of key fields for scheduling.
Contact Hours: This is a chart outlining the appropriate contact hours for various combinations
of credit/day offerings. This provides a department with standardized times for courses.
Banner IDs: This tab provides the department with a list of Banner IDs for faculty who taught in
the previous academic year.
Prior Term Offerings: Departments are provided a list of their previous semester (FALL/FALL,
SPRING/SPRING). This tab has been formatted to match the Proof input document so
departments can copy and paste information.
Room Assignments: We look at the previous semester data in determining room needs, and
provide a short narrative explaining how the number of slots is assigned.
Policies: This tab is an overview of key academic scheduling policies.
No Room: Departments enter data for courses that do not need a room. This includes a field
asking departments if they need a room for finals.
Need Room: Departments enter data for courses that need a room. This is used as record
keeping for departments so when general education rooms open, they know for which classes
they need to find rooms.
Camden: Departments enter data for their Camden campus courses.
Main Campus: Departments enter data for their Main Campus courses. This information is used
to populate the next tab.
Room Availability: This tab is a graphical representation of the data from Main Campus. It also
provides the Conference Room policy as well as useful information on classrooms.
o Green Field = Open
o Blue Field = Scheduled with no conflicts
o Red Field = Conflicts
There are 42 valid slots in a given room:
o Monday – Thursday: Slots 1 – 9 (8am – 9:15pm)
o Friday: Slots 1 – 4 (8am – 1:45pm); Slots 6 & 7 (3:30pm – 6:15pm)
o Other slots may be used as needed by departments with the exception of slot 5 on
Fridays which is the Open Period, and no classes should be offered at that time.
Each department, in coordination with the Dean’s office, should complete their schedule using
the attached template. It is expected that colleges will be meeting on a regular basis to review
scheduling needs.
If any slots have been swapped by departments, please note that in the Notes section on the
spreadsheet.
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All documents should be collected by the appropriate scheduling designee in the Dean’s office.
Once all documents are collected and reviewed, documents should then be forwarded to
scheduling@rowan.edu. This email will be electronic approval of the proofs for your college.
Documents should not be scanned and emailed. Only the Excel spreadsheets should be sent to
scheduling@rowan.edu.
Rowan Select: Rowan Select courses will now be offered on the main campus. For those of you
who have offered Rowan Select courses in the past, those courses have been included in your
slot allocations.
The review process in the Dean’s office should include checks for:
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Completeness of scheduled courses and sections. Are all courses and sections offered
included in the schedule?
Inclusion of assigned instructors’ names to ensure that all courses are properly staffed. If a
professor has not been identified at this time please indicate this by inputting STAFF as the
professor.
Time conflicts for instructors, courses, and sections.
Ensure that courses are offered for the correct number of credits.
Ensure courses are meeting for the correct number of contact hours (information provided
in initial proof document)
Check to make sure caps on all course sections are correct.
Check to make sure the correct course title is provided.
Confirm courses are either starting (preferred) or ending at a grid time to prevent
registration conflicts.
Ensure no courses are assigned from 2:00pm to 3:15pm on Fridays. This is the AFT Open
Period and no courses can be scheduled at this time. If you have classes scheduled at this
time, please move them to an appropriate open slot.
Conference Rooms
The use of conference rooms as classrooms must meet the criteria outlined below in order to be
scheduled. Please contact scheduling@rowan.edu if your conference room is not listed as an option
in the pulldown menu on the Main Campus worksheet.
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The room must meet pedagogical needs with how it is set up as of today. No new
technology will be added to the conference room. Room capacities will be strictly enforced.
Conference rooms will not be provided tech support, furniture support as it relates to
classes, or any other additional accommodations that regular classrooms are provided.
Conference rooms are not assigned as classrooms to the department in their bank of classes
for a given semester, so we cannot advise you on the availability of a conference room. An
individual will need either to check 25Live for availability, or, if the department is not using
25Live to schedule their conference room, then an individual will need to check whatever
scheduling system is being used by that department.
Call for Proof Review Documents – the term’s section tally exported as a spreadsheet
Changes, Deletions and Additions
Please download your department’s term course information from Section Tally at the following
URL: http://banner.rowan.edu/reports/reports.pl?task=Section_Tally
Once downloaded, please do one of the following:
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Any section deletions should be made in RED font.
Any section changes should be made in BLUE font.
Any section additions should be made in GREEN font.
The review process in the Dean’s office should include checks for:
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Completeness of scheduled courses and sections. Are all courses and sections offered
included in the schedule?
Inclusion of assigned instructors’ names to ensure that all courses are properly staffed. If a
professor has not been identified at this time please indicate this by inputting STAFF as the
professor.
Time conflicts for instructors, courses, and sections.
Ensure that courses are offered for the correct number of credits.
Ensure courses are meeting for the correct number of contact hours (information provided
in initial proof document)
Check to make sure caps on all course sections are correct.
Check to make sure the correct course title is provided.
Confirm courses are either starting (preferred) or ending at a grid time to prevent
registration conflicts.
Ensure no courses are assigned from 2:00pm to 3:15pm on Fridays. This is the AFT Open
Period and no courses can be scheduled at this time. If you have classes scheduled at this
time, please move them to an appropriate open slot.
All documents should be collected electronically by the appropriate scheduling designee in the Dean’s
office. Once all documents are collected and reviewed, documents should then be forwarded by the
Dean’s office to scheduling@rowan.edu. Any documentation sent by departments will be forwarded to
the appropriate Dean’s office for review.
If any additional information, clarification, or a meeting to review the process is necessary, please email
scheduling@rowan.edu as soon as possible.
General Purpose Classrooms open for University-wide academic use
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At this point, Departments no longer control assigned rooms. Utilize the SCAF (Schedule
Change Authorization Form) for any class changes (such as new sections, cancellations,
day/time/room changes, faculty assignments). Utilize the 25Live system to search for open,
available classroom space that suits your needs.