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Academic Scheduling: Fall & Spring

Some content on this site is specific to the Pullman campus. If you have suggestions, find an error, or have other comments about this site, email the webmaster. If you have questions about the Pullman Summer/Winter sessions, please contact Global Campus.

VC Exception to EPPM 14 form

updated 10/6/23

A process to obtain Videoconference (VC) exceptions from the Department Chair and report them to the Provost's Office was implemented during December 2022. Videoconference courses often use Zoom as the VC technology and traditionally are taught in a VC (82) Classroom with students present in the room. More information and the link to the form.

An exception is required when:

  • The instructor is not teaching from the same classroom as the students on the originating campus.
  • Students are not in a classroom on the Originating campus.
  • Students are not in a classroom on the Receiving campus.

GUC Locked for a Scheduled Class?

updated 8/28/23

Many of our GUC spaces use automatic door locks that lock and unlock the space when it is scheduled. If your class is scheduled in myWSU and the room is not open at the scheduled time, call 5-9000 on the Pullman campus to have a mechanic or custodian unlock the door.

VC Exception: Chair Approval Request

updated 12/13/22

The process to request a Chair exception to EPPM 14. WSU VIDEOCONFERENCE (VC) COURSE POLICY is available via the VC/Zoom Exception Request form. More information about videoconference scheduling.

LMS Class Attribute No Longer Active in MSC

updated 5/23/22

The Class Attribute LMS: Canvas is no longer active in Maintain Schedule of Classes. You may remove it when you see it. Flag your classes for Canvas in the new Maintain LMS Course Spaces component. Find it at: myWSU > Main Menu > Curriculum Management > Schedule Builder > Maintain LMS Course Spaces. More information on the new LMS components.

LMS (Canvas) Components are live!

posted 3/28/22

Two new components for managing LMS course spaces and LMS users should be visible to department schedulers starting Monday, March 28, 2022.

  • Curriculum Management > Schedule of Classes > Maintain LMS Course Spaces
  • Curriculum Management > Schedule of Classes > Maintain LMS Users

More information on these components and how to use them.

Updated Videoconference Instruction Mode Codes

posted 11/30/21, updated 12/28/21

The latest information on scheduling VC sections has been updated in the Instructions > Videoconference page of our website. You can find more information on Instruction Modes under Proofing. Note that there have been changes since the the FAQs below were posted. Most importantly, it is no longer required to create a separate section for a single student who is receiving a course remotely while the other students on the campus are in an in person section.

Videoconference classes are not considered online instruction; use the new VC Instruction Mode codes.

Provost Fall 2021 Operations and Course Delivery FAQs

posted 9/1/21

Fall 2021 Policies and Procedures

Guidelines for Academic Scheduling

posted 8/17/21

Policies for Department Chairs posted by the Office of the Provost. Includes the Fall 2021 Instructional Guides regarding instruction modes and Videoconference Policies.

EPPM updated February 2020 Videoconference Policies, Section 14

Instructions Mode descriptions

Videoconference section instructions

"For Students" Pages

posted 3/30/21

A new suite of pages has been created geared towards the student point of view. The students page under COVID-19 Scheduling was moved into this suite. New pages include: Viewing the Schedule of Classes, Understanding Instruction Mode, How Classes Are Taught by Campus, and Exam Information.

 25Live Building Preferences

posted 2/26/21

Campus Schedulers use a tool called Optimizer to make classroom assignments on many of our campuses. This tool is especially helpful on the Pullman campus, where there may be as many as 4,900 active sections in a term. The Optimizer utilizes organization building preferences to assign GUC classrooms in order of the organization's preferences. All suitable GUC spaces must be listed in one of four preference lists, otherwise the Optimizer will not assign a classroom. Department Schedulers may view the preferences on the Building Preference page and should their campus scheduler if changes are requested.

Department Scheduler responsibilities

1. Set instruction mode for all Fall 2021 classes BEFORE selecting APPROVE.

  • P: 100% face-to-face (synchronous)(also use for the originating campus for VC sections)
  • 40: Videoconference (VC) (synchronous)(receiving campus for VC sections). A VC class is taught by the same instructor on multiple campuses at a specific day/time.
    • Use P for Originating campus (Pullman only). Request a VC capable GUC or department space.
    • Use 40 for Receiving campus. Content may be received in a room or on a personal device.
  • HY: 75% or more web-based instruction (synchronous)
    • Use when a course will have at least one in-person meeting, but the majority of instruction is online.
    • Use when the course will rotate students and 25% or less of instruction will be face-to-face (students meet in-person 1 of 4 class meetings).
  • SO: <75% web-based instruction. (synchronous)
    • At least 25% of instruction is face-to-face
    • Use when a course will rotate students and instruction will be face-to-face at least once per week (ie. students meet in-person on M or W or F of a MWF course)
  • 30: 100% online (asynchronous)
    • Used ONLY for sections blended with Global.
    • If a section has been approved to be blended by Global, then a section has been set up by Global. Do not set up a new blended section without consulting Global. We will NOT convert existing sections to Global sections.
    • If you wish to create a new blended section, please contact AOI/Global Campus

2. Set meeting day/time for synchronous instruction

3. Set facility

  • GUC_TBS: GUC space is requested
  • VC_PUL: Videoconference space is requested for originating campus. Students receive instruction in-person.
  • Department Space: Updated capacities can be found at: https://registrar.schedule.wsu.edu/covid19-scheduling/dept-rooms/
  • ARR_ARR: Only used when a day/time is listed and the room will be arranged by the department at a later date

4. Set Requested Room Capacity & Enrollment Capacity without considering room size FOR NOW.

  • Set Requested Room Capacity and Enrollment Capacity for the number of students you would like to enroll.
  • We will ask you to update your Requested Room Capacity during the summer before we assign rooms. If we set this capacity now, your enrollment will be limited.

Coding Scenarios

Set the instruction mode to describe the way that the instructor intends to teach the course.

  • Class instruction is 100% face-to-face but students will have an option to join via Zoom when sick or quarantining.
    • P: 100% face-to-face
  • Students will rotate, attending class face-to-face one day per week, and via web-based/Zoom instruction the other two days per week.
    • SO: less than 75% web-based (2 of 3 days is 67% online)
  • Students will attend occasional face-to-face meetings, but predominantly will attend via Zoom or other web-based instruction.
    • HY: 75% or more web-based
  • Class instruction is 100% via Zoom. Students will attend class via their own device. Class offered on ONE campus.
    • Not currently an option. Please plan an in-person component and code the class as P, HY, or SO.
  • Class instruction is Videoconference. Class is offered on multiple campuses.
    • 40: Videoconferencing for the RECEIVING campus. Students may receive instruction in a room or on their own device.
    • P: 100% face-to-face for the ORIGINATING campus. Instruction will be in a room, though students may occasionally attend using their own device.

25Live Public Searches

posted 7/10/20

We have updated the Public Searches in 25Live for the Pullman campus. As it is difficult to see the COVID Adjusted capacities in 25Live, these searches will bring up spaces with a given capacity or higher. The search name tells the user the room capacity. For example: CV GUC 45+ will find GUC spaces with 45-49 seats (as 49 is still the highest capacity allowed). We will accept requests for different spaces beginning 7/18/20/ for academic courses. We will not approve any spaces for events until further notice.

CV GUC 45+ CV GUC 40+ CV GUC 35+ CV GUC 30+
CV GUC 25+ CV GUC 20+ CV GUC 15+ CV GUC 10+

 

Fall 2020: Change Standard Meeting Times

To allow a buffer between MWF and TH standard meeting times when a course uses both times, such as MTWH, we have moved Tuesday/Thursday meeting times five minutes later starting at noon. For example, courses that were 12:00 to 1:15pm using the old meeting times will meet 12:05 to 1:20pm starting Fall 2020.

New Standard Meeting Times Chart

OBIEE: Sections and Enrollment by Instruction Mode

posted 7/22/20

We created a new OBIEE report to give departments a way to visualize how many sections and students are enrolled based on Instruction Mode. This new report is located in myWSU > OBIEE > WSU Enrollment Summary Reports > Enrollment Summary Reports dashboard > Instruction Mode Summary Info. The report provides "live" data from the previous evening. There is not a way to view data on a specific date.

The top area shows Instruction Mode percentages by section and enrollment by campus. The screenshot below was taken on 7/22/20.

OBIEE Instruction Mode percentages

The second section allows the user to view Instruction Mode based on Term, Campus, Academic Group, Academic Organization, and Subject. Dropdowns allow the user to change the options. This section allows the user to export a spreadsheet showing the data.

OBIEE pie chart example

Updated Training Guides

We have updated our 25Live training guides in the right sidebar. NEW! We have created an Event Type for your Room Search Event. Please use "X DRAFT" as the event type when you create a new Room Search Event. All current Room Search Events that were using 25L Pullman Academic Event were updated. We were thrilled to see how many departmental Room Search Events are out there! Great job! You may want to set up a second search for Fall 2020, for example "Butch's Room Search - Fall". You can keep your Spring search and just update the dates for Spring 2021, if you like.

25Live Pro Links

Request and view rooms for exams & events. If the calendar says "Private", please login using your NID.

Monthly Meetings

Pullman/Global Campus Schedulers host monthly Department Scheduler meetings. This is a great way to keep up with current scheduling issues and ask questions. The meetings are recorded. Email us for more information.

2023 Meetings

  • Tuesday, 10/10/23 9-10am
  • Tuesday, 11/14/23 9-10am
  • Tuesday, 12/12/23 9-10am

Schedule Builder Training

Visit the Access & Training page for more information. Everyone is welcome to join the training,

Next Classes:

  • Monday, 11/13/23 from 9-11am.
  • Tuesday, 12/5/23 9-11am.
  • Tuesday, 1/9/24 9-11am.

Scheduling Links

Training Information

25Live Instructions

Pullman Campus Schedulers

Office of the Registrar

French Administration Building, Room 346
PO Box 641035
Washington State University
Pullman, WA 99164-1035
(509) 335-6519

 

Scheduling Announcements
Academic Room Scheduling