Course Scheduling Guide

Build Your Course Schedule in CCS

The first step in the scheduling process is creating or updating your course schedule in Collaborative Class Scheduling (CCS).

During the CCS Initial Build period:

• Review and update all rolled-forward sections.
• Remove courses that will not be offered.
• Create new sections as needed.
• Verify meeting days and times.
• Update enrollment estimates.
• Confirm campus location.
• Confirm instructors.
• Select required Room Characteristics

Whenever possible, use University Standard Meeting Times.

Why Standard Meeting Times Matter

Standard meeting patterns allow classrooms to be shared efficiently across schools and programs.

Courses scheduled outside standard time blocks can:

• Reduce scheduling flexibility
• Limit available classroom options
• Delay placement
• Increase scheduling conflicts

HSCS will always work to support curricular needs, but standard meeting times produce the greatest number of successful classroom assignments.

Identify Your Classroom Needs

As you build your courses in CCS, enter the information essential for instruction.

Examples include:

• Seating capacity
• Room layout requirements
• Hybrid technology
• Recording capability
• Other specialized technology
• Instructor workstation requirements
• Accessibility features

Mediaspace Recording

If your course requires classroom recording, select:

Classroom Record (Health Sciences Only)

within CCS Room Characteristics.

Leave the Facility ID Blank

For courses requiring an HSCS classroom or an Office of Classroom Management (OCM) General Purpose Classroom:

Do not enter a Facility ID.

Leaving the Facility ID blank allows the scheduling system to assign the most appropriate available classroom.

Entering a Facility ID unnecessarily may limit placement opportunities.

Communicate Placement Requests

Not every scheduling need can be communicated through CCS.

After completing your initial schedule—and before the CCS Closed deadline—share any placement requests with HSCS.

Examples include:

• Variable enrollment needs
• Classroom layout preferences
• Special technology requests
• Preferred buildings
• Multiple meeting patterns with different room feature requirements or varying modalities
• Complex instructional formats

For multiple courses or complicated scheduling needs, submit a detailed course placement request worksheet.

Early communication greatly improves placement success.

Meet the Production Calendar Deadlines

The CCS Production Calendar drives the entire scheduling process.

Important milestones include:

CCS Roll Forward

Previous term schedules populate into the next academic term.

Review every course carefully and update as necessary.

CCS Initial Build

Departments build and update course schedules.

This is the best opportunity to communicate placement needs.

CCS Closed

Departments temporarily lose CCS editing access while classroom assignments are made.

HSCS and OCM assign classrooms during this period.

CCS Reopens

Final course adjustments may be made within CCS before registration begins.

Be aware:

Changing course meeting information after classroom assignments have been completed may remove the classroom assignment.

Request Changes After CCS Closed

Sometimes curriculum changes cannot be avoided.

If changes are necessary after the CCS Closed deadline and require HSCS scheduling assistance, submit a HSCS Course Placement Change Request.

Examples include:

• A new course submission
• Enrollment changes
• Day or time changes
• Technology changes
• Building changes
• Room capacity changes

Submitting changes through the proper process allows HSCS to evaluate impacts on other scheduled courses.

Understand How Classrooms Are Assigned

HSCS schedules classrooms using several guiding principles.

Assignments consider:

1. Classroom capacity
2. Required room features
3. Scheduling priorities
4. Available space
5. Overall classroom utilization

The goal is to maximize equitable access across all health sciences programs while supporting instructional success.

No single factor determines placement.

Review Your Room Assignments

Room assignments are not final immediately after courses appear in CCS.

Several weeks before the semester begins:

Review Class Search for your department.

Confirm:

• Every course has a physical or virtual room assignment
• Assigned classroom capacity is appropriate
• Classroom technology needs have been met
• Room locations are adequate

If something appears incorrect, contact HSCS as soon as possible.

Arrange Additional Classroom Technology Support

Receiving a classroom assignment does not automatically schedule technology services.

Examples include:

• Additional microphones
• Video recording support (Mediaspace)
• Livestream assistance
• Special AV equipment
• Classroom technology orientation

Technology support requests are submitted separately through the HSCS Technology Services process.

Think of classroom assignment and AV services as two independent workflows.

Spring Break Courses

Courses are automatically canceled during the University's official Spring Break.

If your program teaches during Spring Break:

Submit a separate HSCS event request to reserve classroom space.

Whenever possible, submit these requests before CCS Closed.

The most successful scheduling experiences share several common practices.

Plan Early

The earlier your schedule is complete, the greater the number of available classroom options.

Use Standard Meeting Times

Use of standard meeting times will make for more efficient scheduling.

Be Accurate

Correct enrollment, meeting times, and room characteristics reduce reassignment later.

Communicate Often

Tell HSCS about unusual scheduling needs before assignments begin.

Minimize Late Changes

Every change after classroom assignments have started affects multiple schedules—not just one course.

Ask Questions

HSCS is available to discuss scheduling strategies before issues become problems.

Why doesn't my course have a room yet?

Classroom assignments occur after the CCS build process and are typically finalized a few weeks before the semester begins.

Why did my classroom disappear?

Changes to meeting patterns after a classroom assignment has been made by the HSCS Scheduling team may remove the assigned room. Contact HSCS if the room should be reassigned.

Can I request a specific classroom?

You may communicate preferences and instructional needs. HSCS considers all requests while balancing capacity, technology requirements, scheduling priorities, and equitable classroom utilization.

What if my course requires recording?

Select the appropriate recording room characteristic in CCS during course setup. Additional recording or AV services should then be requested through HSCS Technology Services.

Quick Scheduling Checklist

• Before submitting your schedule, verify that you have:

• Updated all course information in CCS

• Used standard meeting times whenever possible

• Selected appropriate room characteristics

• Left the Facility ID blank (when requesting HSCS or OCM classrooms)

• Clearly communicated any special placement requests to HSCS

• Submitted any placement request worksheets before CCS Closed

• Planned for Spring Break classes (if applicable)

• Requested any needed technology services separately

• Reviewed final classroom assignments before the semester begins