Classroom Scheduling

Classroom Scheduling

Most School of Medicine classes meet in SoM rooms reserved through the School’s EdTech Scheduling Office. Some SoM classes are held in department controlled spaces, and some, particularly undergraduate offerings, in main campus classrooms controlled by the University Registrar’s Office. 

Standard Meeting Times

As of Fall 2015, the School of Medicine adheres to the standard meeting patterns set by the Academic Senate. Information on allowable meeting patterns can be found at this link:  

Reserving and Reporting School of Medicine Classrooms

SoM room features, scheduling policies, and reservation information can be found on the Med Scheduler website. The website also covers building locations, types, and capacities. Department Course Administrators submit their room requests for academic classes  to the Learning Spaces Operations Team.

SoM classrooms are scheduled on an annual basis for all four quarters as part of the annual Class Time Schedule Review and Update each spring/summer. The deadline for submission is in June of each Academic Year. Contact your department's course administrator for more information.  All classrooms will be assigned before Axess opens for Autumn Quarter.

To request a SoM room after the June room scheduling deadline, modify an existing request, or cancel a reservation submit a Classroom Request Form at the Med Scheduler website. Room requests submitted after the June deadline are not guaranteed a consistent meeting space.

Reserving and Reporting Department - Managed Spaces

Some SoM classes meet in small conference rooms or department-managed spaces that are not controlled by SoM or University room schedulers. Department Course Administrators reserve such spaces independently.

Department Course Administrators enter classroom spaces reserved independently  into the Class Time Schedule using the CPS/CLSS webform.  Some independently managed spaces do not have codes in the Peoplesoft database, so they must be entered as text in the Notes field of the webform.

Reserving and Reporting Main Campus Classrooms

If Med Scheduler is unable to accommodate a room request, main campus classrooms are scheduled by the Office of the University Registrar (RSO). Classroom information and availability can be found on the 25Live system.

Room requests are submitted for a main campus space by the Department Course Administrator in CPS CLSS. Select General Room Assignment from the Rooms drop down, and a reason for the request is required in the Comments section of the webform. Main campus room scheduling will be completed the week of July 15th for Autumn Quarter, week of October 7th for Winter Quarter, week of January 20th for Spring Quarter and the week of March 23rd for Summer Quarter. Requests cannot be guaranteed and may be subject to change. 

Additional Details

Most School of Medicine (SoM) classes meet in SoM rooms, some classes are held in department controlled spaces, and some, particularly undergraduate offerings, are in main campus classrooms.  Courses active in the PeopleSoft Course Catalog database may be scheduled as classes for enrollment during specified academic quarters. The Class Time Schedule report provides the when (days and times), where (classroom location), and who (instructor) details for the courses that will be offered in a given quarter. Scheduling information should be entered through CPS CLSS. To facilitate students’ program planning, class scheduling for all four quarters of the academic year is completed prior to Autumn Quarter enrollment opening.

Each May, a process called Prior Term Copy creates the first draft of the class schedule for the next academic year. Any course given in the current academic year is copied and will appear in the new academic year class schedule. The class days, times, instructors (including TA names), and class notes are copied forward from the current year. Class locations are not copied. Room assignment is a separate process that's run annually on the main campus and quarterly in the School of Medicine.

Meticulous review and update of Class Time Schedule data takes place after Prior Term Copy to ensure that the information is accurate for the next academic year. School of Medicine Department Course Administrators, with input from instructors and support from the SoM Registrar's Office Curriculum Management staff, are responsible for conducting the review and updating class schedule information.