Course Scheduling Frequently Asked Questions

Things to keep in mind:

  • Course changes cannot be done over the phone.
  • Our room scheduling program matches classes to the best room fit based on time needs, capacity of class-to-room ratio, and other courses requesting spaces. The scheduling process is completely new every quarter and our goal is to maximize room-use efficiency.
  • Priority is given to courses that do not make changes to meeting dates and times.
  • Small errors in the Time Schedule Construction can greatly affect scheduling. Examples include:
    • requesting an upper campus room
    • selecting “general assignment classroom partition” when the course will not require a room assignment from HSRR.
    • entering wrong start & ends dates under the General Attributes section
    • having wrong expected enrollment
    • asking for features that our rooms do not have

  • The key is “less is more.” Do not request features on the Time Schedule Construction that do not directly affect or relate to your course curriculum.

 

When will the Time Schedule Construction become unavailable? When will the Time Schedule Update become available?

Please refer to the Time Schedule Production Calendar for 2012-2013 for specific dates. HSRR will also send course coordinators reminders for upcoming important deadlines and will confirm any dates that are listed as “tentative” on the Production Calendar.

You can access the Time Schedule Construction here and the Time Schedule Update here . Please note that the TS Construction and TS Update look very similar, so be sure to double check which system you are logged into before making any changes.

 

I need to make changes to a course that has an upper campus room assignment (i.e. the room isn’t listed on your room matrix). Can you help?

No, you must contact the Time Schedule Office for that change. Use the Registrar’s Quarterly Time Schedule Forms or contact them at times@uw.edu.

 

Are there any changes that course coordinators can make?

The following course changes can be made on the Time Schedule Update: lowering enrollment, updating comments (however, please do not delete comments regarding room assignments that are entered by HSRR), generating add and drop codes, and changing enrollment requirements and exclusions.

In addition, you can add/remove instructors from the Student Database (SDB) on the F231 page.

All the changes that you can make are immediate! However, feel free to request this changes from our office if you don’t feel comfortable making them yourself or if you do not have access to the SDB.

 

Will the course changes requested through HSRR carry over the future Time Schedule Constructions?

No, changes that are made by HSRR will not carry over. Only revisions made in the Time Schedule Constructions are permanent. Course coordinators are responsible for reviewing and updating their courses on the Time Schedule Constructions before they close.

 

I need to drop a course. What do I do?

To drop a course with a room assignment from our office, you must fill out the Drop Form.

If it has an upper campus room assignment, use the Registrar’s Quarterly Time Schedule Drop Form .

If you have authorized access and ability to withdraw courses from the SDB, please be aware that it does not remove the room assignment. You must get a hold of the appropriate office to have the room assignment released, as all rooms on campus are on high demand.

 

Joint courses: what do I need to know?

Course coordinators for the joint courses will need to work together to ensure that the information matches on the Time Schedule Constructions prior to closing. Mismatching enrollment information could result in no room assignment or a room assignment that is not suitable for the class. Please review the Office of the Registrar Curriculum page for more information regarding joint courses.

 

What is the changes period?

The changes period occurs as soon as the Time Schedule Update becomes available (please check Time Schedule Production Calendar for 2012-2013 for tentative dates). During this time frame, courses will have the best availability in our spaces. After the changes period, course breakout and non-course event scheduling commences. At this point Room availability is significantly reduced, consequently making it harder to fulfill room assignment changes for courses. We recommend that you contact your instructors as soon as the Time Schedule Update becomes viewable to inform them of their room assignment instead to waiting for them to discover their room assignment when the online Time Schedule becomes viewable. HSRR will contact course coordinators with the changes period deadline and other relevant information.

 

This course has had a certain room for years, but it now has a different room assignment. Why is that?

We strive to efficiently schedule our spaces while trying to meet the needs of all Health Sciences courses that have existed for years or are newly added to the Time Schedule. We can promise that a room will be reserved for courses that have not made changes to its meeting date and time; however we cannot guarantee that it will be the same room every year.

 

What is a course breakout? How do I request rooms for breakouts?

Course breakouts are meetings related to the course content that occurs on meeting days and times that are different from its normal meeting day and time (i.e. what is listed on the Time Schedule). Examples of course breakouts include study hours, review sessions, office hours, etc. To request rooms for your course breakouts, please use roomQ.