Use this guide to understand the scheduling timeline, important deadlines, classroom assignment process, and what to do when course information changes.
Annual Scheduling Timeline
- Plan: Review upcoming courses, enrollment expectations, meeting patterns, and specialized classroom needs.
- Build: Create and update course sections in CCS using complete and accurate meeting information.
- Communicate: Before CCS closes, communicate specialized classroom placement needs to HSCS.
- Assign: HSCS assigns classrooms in 25Live based on course requirements, available space, and scheduling priorities.
- Review: Review assignments and communicate necessary changes before he term begins.
CCS Production Calendar
| Stage | What happens | What you need to do |
|---|---|---|
| CCS Roll Forward | Like-term course sections may roll forward with notes and room characteristics | Review rolled-forward information for accuracy |
| CCS Open — Initial Build | CCS opens for course schedulers to create and update the schedule | Enter complete meeting information and follow standard meeting patterns when possible |
| CCS Closed | Schedulers cannot update courses in CCS; classroom assignment work begins in 25Live | Make sure course information and placement needs are complete before the deadline |
| CCS Open — Emergent Changes | CCS reopens for final adjustments before registration | Make only necessary changes and notify HSCS if an assigned classroom is affected |
Important Scheduling Deadlines
Before CCS Closes
- Confirm course dates, times, meeting patterns, and expected enrollment.
- Identify specialized classroom requirements.
- Submit course placement needs to HSCS.
During CCS Closed
- HSCS begins classroom assignments in 25Live.
- Course schedulers cannot update courses in CCS.
After CCS Reopens
- Submit HSCS Course Placement Change Requests when a change requires scheduling action.
- Notify HSCS when a course change affects an existing classroom assignment.
How Classrooms are Assigned
- Course Schedule: List of classes & times from CCS
- Classroom Requirements: HSCS reviews class size, features, etc.
- Available Space: HSCS reviews room availability
- Classroom Assignment: HSCS matches course & rooms
- Final Review: HSCS finalizes placement
Communicate Classroom Placement Needs
- Most courses can be placed using the information entered in CCS. Some courses have additional requirements that need to be communicated directly to HSCS.
- Capacity requirements
- Specific classroom features or location needs
- Technology or recording requirements
- Modality requirements
- Multiple meeting patterns
- Other instructional requirements that cannot be fully represented in CCS
For courses with complex or unique placement needs, communicate those requirements to HSCS after the initial CCS build and before the CCS closed date. Email [email protected] to request a 25Live Academic Term Summary report for use in communicating special course placement needs.
When CCS Closes
When CCS closes, HSCS begins classroom assignments using the course information available at that time. Changes after a classroom has been assigned may affect the existing room assignment. This is why complete, accurate information before the deadline is important.
After Classroom Assignments
Before the semester begins, review your department's course assignments and confirm that courses requiring classroom space have an appropriate room.
- Review room assignments for significant enrollment or instructional changes.
- Confirm that specialized needs are still accurately represented.
- Contact HSCS when a classroom assignment no longer meets the course's needs.
Special Scheduling Considerations
Spring Break Courses
25Live cancels CCS course meeting patterns during the University's official spring break week. In-person spring break sessions require an HSCS event request through 25Live.
Emergent Changes
Course changes after CCS closes that require HSCS scheduling action should be submitted through the HSCS Course Placement Change Request process.
Unique Placement Needs
Courses with varying capacity, room feature, location, modality, technology, or other specialized requirements should communicate those needs to HSCS before CCS closes.
Need Help?
Every scheduling situation is a little different. If you're unsure which process or resource applies to your request, our scheduling team is happy to help.
Contact the Health Sciences Classroom Services Scheduling team by emailing [email protected] or by submitting a Scheduling Intake Form to set up a meeting.