Classroom Scheduling

Classroom Scheduling Policy

The Office of the Registrar is responsible for the oversight of classroom scheduling.  Classroom facilities are to be used primarily in support of basic academic functions including teaching, research, and related scholarly activities.  Every effort will be made to ensure classroom space is assigned fairly, used appropriately, and will accommodate the instructional needs of the University.

Course planning and scheduling of classroom space is dynamic each term and requires evaluation of expected enrollment, attributes needed in classrooms, and related pedagogical considerations.  The Faculty Staff Handbook contains further guidance on Academic Scheduling.

Scheduling Cycles

Scheduling of courses to be taught each term and associated assignment of classroom space is facilitated by adhering to the dates and deadlines set in the Production Calendars managed by the Scheduling Team.

Carefully consider the specific Parts of Term designations as the selection aligns a course with the relevant add/drop/withdraw deadlines.

COWS (Courses Offered Web System)

COWS is the system used to submit course offerings each semester.  It is located in VandalWeb under the Faculty and Advisor menu.  New staff requiring access to COWS must also be granted College- or Departmental-level access by submitting a FacultyWeb Access Request form.

Requests for specific access to COWS to facilitate submitting courses in relevant subject areas will also require submission of a COWS Access Request form.  Appropriate training must be completed before access is granted.  This training is facilitated by the Registrar Scheduling Team.

The Users Guide to Classroom Scheduling is the resource for course planning and COWS usage.  This guide is updated regularly with the latest information and policy updates in the scheduling area.

General Classrooms

The Office of the Registrar centrally manages general classroom space.  Academic courses have first priority.  Classroom space assignment is managed by course scheduling software which effectively assigns classrooms to maximize space utilization.  Any specific classroom assignment for a course in one term does not guarantee a continuing classroom assignment in a subsequent term.

Non-Course Events in General Classrooms

Non-academic course related events may be scheduled by ASUI recognized student groups, departments, and programs in general classroom spaces on a first-come, first-served basis in any given term after academic course needs are satisfied.  Recognized student groups must check with the Idaho Commons/Student Union prior to making a request for general classroom space.  A fee may be assessed for room and/or special equipment usage, all classrooms are available "as is", the Office of the Registrar will not modify rooms to accommodate events.

Food and beverages are strictly prohibited in all academic spaces.

Departmentally-Controlled Classrooms

Assignment of department classroom space requires access to SWASECT in Banner (not VandalWeb).  Users must already have an active Banner account and student module access to request this unique access via a Department Room Access Request form.

The Scheduling Team in the Office of the Registrar can provide assistance with any scheduling related questions or concerns.