WSU Cougar Head Logo Washington State University

Pullman GUC Room Assignments

The Registrar’s Office determines the building and room assignments for each section based on available classroom space considering the best utilization of seats, time and room features, and past history of course enrollment.

Proofing Process and Timeline

  • The term is "rolled" or "cloned" from the previous year. Fall is copied for the next Fall; Spring is copied for the next Spring. For the upcoming terms: Spring 2022 has been rolled. Fall 2022 has not been rolled; we plan to roll in August or September. Instructors are automatically rolled unless you have notified the Campus Scheduler of subjects that should not roll instructors. Rooms were not rolled for Spring 2022; we hope to roll them for Fall 2022.
  • Campus Schedulers "cleanup" the new term performing a variety of tasks, such as pre-assigning rooms to sections with enrollment over 100. An attempt is made to keep the previous room, however this is not always possible when the time/day changes. Sections with enrollment below 100 are not pre-assigned previous rooms (Spring 2022).
  • Initial Proofing "opens". For Spring 2022, this will occur in August. Department Schedulers determine which courses will be offered and Approve the sections. As Spring 2022 is rolled, departments may proof courses now if they wish. Put any specific room requests in Internal Notes. Department Schedulers should also review their building partition preferences for accuracy.
  • Initial Proofing "closes". Campus Schedulers prepare the term for the Optimizer. This includes correcting mistakes, activating sections, combining sections, creating shared meeting lists, and many other manual tasks. Courses with pre-assigned rooms that are not approved will have the room removed.
  • The Room Optimizer is run. This application will attempt to find rooms for courses with the Facility codes of GUC_TBS or VC_PUL based on several criteria, including: Room Characteristics, Requested Room Capacity, Building Preferences, and Day/Time. All courses run through the Optimizer on the same day. The Optimizer success rate is about 60%.
    • Specialty rooms are assigned first: Parliamentary (86), Active Learning (83), Flex (84), and Videoconference (82). Courses with these room characteristics not assigned a room by the Optimizer are reviewed for manual assignment.
    • Standard or no characteristic rooms are assigned next. Standard (81) and sections with no room characteristic are run through the Optimizer in batches based on requested size, starting with the largest sections. All available rooms are utilized, even specialty rooms.
    • Manual Assignment. Sections that remain unassigned after the Optimizer run are reviewed for manual assignment options. This process traditionally takes several weeks.
  • Final Proofing "opens". Departments review their room assignments and make specific room requests. These requests are honored as best possible in the order received.
  • Final Proofing "closes". The Campus Scheduler works to accommodate as many requests as possible prior to the publishing of Schedule of Classes. If a class must be active when SOC is published, we recommend that it be approved during Proofing.
  • Schedule of Classes is published. October 1 or the next Monday for Spring terms. March 1 or the next Monday for Fall terms.
  • Requests for changes to the Schedule of Classes are accepted through the 10th day of classes. Requests are made in Maintain Schedule of Classes > Meeting tab > Notes/Requests via the department scheduler. Updates occur at least weekly; more frequently as time is available.

Common errors that impact room assignments

  • Exceeding room capacity: The Optimizer will not assign a room smaller than requested capacity; if you request a specialty room, ensure that your capacity matches the available rooms. If you later request a specific room, but the RRC exceeds the room capacity, we will not honor your request for the room unless the instruction mode is SO/HY.
  • Too many room characteristics: We recommend researching the characteristics of the available rooms in 25Live. If you add too many room characteristics in Maintain Schedule of Classes, Optimizer may not find a room that meets all of them. This is particularly important for specialty rooms; we recommend only listing the specialty room characteristic, if this type of room is important.
  • Specifying features that are impossible to accommodate:  Some requests for room features are impossible for us to place.  For instance, requesting Video Data Projectors and Video Monitors cannot be accommodated. We do not have large classrooms with movable seating.

 

Specific Room Requests

While we do not accept requests prior to running the Optimizer, we do accept specific requests once the initial room assignments are completed. Requests are honored in the order received; please date your Notes/Requests in Maintain Schedule of Classes.

Pre-assignments

The Registrar’s Office does not pre-assign classrooms for purposes other than a documented reasonable accommodation. Large sections, those over 100, are pre-assigned based on historical data. All other initial room assignments are made using the Optimizer.

Starting Fall 2022, we hope to have the technology to roll rooms from Fall to Fall and Spring to Spring. Spring 2022 was rolled very early in COVID and rooms were not rolled. 

Frequently Asked Questions

How effective is the Optimizer?

Can the Optimizer give me a specific room?

Can I edit a future term when Proofing is not open?

Will my room change?

More Information

Room Assignments
Academic Room Scheduling