Scheduling

• COVID-19 Response

  Exception to policy for Spring/Summer 2020, Fall 2020, Winter 2021 and Spring/Summer 2021

  Most courses for Winter 2021 and Spring/Summer 2021 should be listed with the instructional method WEB or SYNC. Any courses held face-to-face require approval from the Provost Office. Requests to remain on campus require detailed plans for social distancing and room cleaning. 

  If cases continue to remain low, Fall 2021 will be the first term since the start of the COVID-19 pandemic that we are planning a normal, face-to-face semester. Any changes to this plan will be communicated via email. 

  Some scheduling changes can be made to sections even after registration. You may request changes in WISE in the comments field. Please review information here for guidelines.

• Academic Scheduling

  The Class Schedule Production Calendar is used by Departmental scheduling coordinators to make sure that their departmental schedules are ready by the time the schedule goes live for students.

• The Credit Hour Policy

  The Credit Hour Policy was created by the Office of the Provost. Departments should follow this policy to ensure that their courses are meeting enough time to meet federal guidelines.

• Wayne Internet Scheduling systEm (WISE)

  This is a system that was created here at Wayne State University. Departmental scheduling coordinators can use WISE to update sections. It also gives our office a way to control what and when departments can make certain changes. If you are a new coordinator please email scheduling@wayne.edu to set up a WISE training session, . 

• Course Scheduling Matrix

  The current Course Scheduling Matrix was implemented beginning Winter 2017. If your section shows up red in WISE it means that you must update the start and end time to comply with the matrix. Our office periodically run reports to identify anyone not following the matrix.  

  Spring Summer Matrix

  Fall/ Winter Matrix

• Class Schedule Roll

  We run this process in Banner to copy over the academic data from the previous "like term" For example, we used Fall 2017 data to create the Fall 2018 schedule. Departments have months to make edits to their classes.

• Room Optimization

  Departmental room assignments will stay the same each term. To ensure that we are not only getting the best use of our space but also meeting the needs of our students/faculty, we reschedule our general-purpose classrooms each term. These assignments are made using the EMS scheduling software. Assignments are based on departmental preferences and the limits that the departments set on each section.

• General Purpose Classrooms

  The Office of the Registrar controls 187 General Purpose Classrooms across campus. Those Classrooms are divided into the following room types:

  Seminar
  Seminar rooms typically have an LCD Monitor, with seats and tables oriented so that students and instructors can easily interact with each other. Size: 10-24 seats.

  Classroom
  Classrooms typically have a multi-media audio-visual system, with seats oriented towards the front of the room, and writing surfaces for each student. Size: 15-99 seats.

  Lecture Hall
  Lecture Halls have a pitched floor, so that those in the rear are sat higher than those at the front, allowing them to see the lecturer. Size: 100-199 seats.

  Auditorium
  Auditoriums are basically large Lecture Halls and also have a pitched floor, so that those in the rear are sat higher than those at the front, allowing them to see the lecturer. Size: 200+ people.

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  General Purpose Classrooms are used for class instruction, study or other like activity. Events in General Purpose Classrooms must be compatible with the academic nature of classrooms and academic buildings. Non-class events are welcomed, but they must not adversely impact the classroom, its contents, or the surrounding area.

  Activities that are not compatible with General Purpose Classrooms include music, dances, dinners, parties, events that require re-furnishing of rooms or removal of equipment. Non-compatible events include any event that adversely impacts the classroom directly, or that impacts research, study or other academic pursuits in areas adjacent to classrooms. 

  Priority for events in General Purpose Classrooms

  1.     Academic events, specifically classes, discussion sections, department seminars, review sessions and exams
  2.     School departments and University administration events
  3.     Student group special events, including guest lectures, fundraisers and recruitment meetings
  4.     Student group weekly meetings
  5.     External Events should contact Student Center Reservations

  To view a photo and a detailed listing of the technology located in each of the General Purpose Classrooms please visit: Classroom Technology Directory

• Section Numbers

  Section numbers are always three numbers long. By default, they will start with 001 followed by 002, etc. Exceptions are as follows:

  400's – Used for Study Abroad sections
  500's – Used for Honors sections
  600's – Used for Nursing Distance sections
  800's – Used for Matrix exceptions
  900's – Used for Educational Outreach sections

  If matrix exceptions are made for any of the 400, 500, 600 or 900 sections this will be identified by the second digit being an 8. For example COM 1010 981.

• Final Exam Schedule

  The scheduling department creates the final exam schedule and posts it online for the campus community. We revised the final exam schedule in Winter 2017 to fall in line with other four-year public universities. We moved to a two-hour final exam and set aside a day for common finals. As we no longer have any unused final time blocks, we will not approve any additional group finals.

• Limit Research and Modification

  Since accurate limits are so important to assigning appropriate rooms, the scheduling office will review any requests for limit changes. Requests to change limits can be entered in the comments field in WISE. Limit change requests are compared to prior years to ensure we are making the best use of the limited space we have available. We may modify limits that are set to high at our discretion before we run room optimization. 

• Late Scheduling Changes

  It is important to complete your scheduling work by the deadlines. However, we understand that some things are unavoidable. If this is the case and you can not make the changes you want in WISE, please send an email to scheduling@wayne.edu describing what change you would like to make.

• Canceling a Section

  If a late change involves key scheduling data (campus, instructional method, day, time, etc) and enrollment exists, we will have to cancel the section, create a new section and the department must notify all students that they will need to re-register if the new class fits into their schedule. Before you submit the change, make sure you pull a class roster so you know who to contact. Since this is such a disruptive thing to do, it is to be avoided whenever possible.

• Departmental Scheduling Coordinator

  Each department will name one person to serve as their scheduling coordinator. The representative will initially come to WISE training, where we will grant access and show them how to use the system. The coordinator will then be the primary contact between the department and our office.

• Chair Straightening

  Before the start of each semester, Facilities will go around to every general-purpose classroom and ensure that the right amount of furniture is present. If you happen to find anything missing or broken, please let us know at scheduling@wayne.edu so we can remedy the situation as quickly as possible.

• Missing Instructors

  Instructors do not roll over from the previous "like term" This is done to make sure that our office knows that each section has been properly updated. It is important that you list your professor as soon as possible, as it is frequently an important factor in which section the students register. As the term gets closer, our office will send out weekly missing instructor reports to scheduling coordinators. We will also periodically send these lists to the department chair and deans of each college to make sure that everyone is on the same page and aware of progress.

• Keeping the campus clean

  It is important that we keep our general purpose classrooms clean. After use, please make sure to straighten desks and throw out any trash. We do not allow food in general purpose classrooms. If you notice a room that is not being cleaned properly, please let us know at scheduling@wayne.edu and we will work with custodial to remedy the situation.

• Resolving Scheduling Conflicts

  The majority of perceived scheduling conflicts are simple mistakes, not actual scheduling conflicts. If someone else is in the room you reserved, gather information about the identity of the other person or group so that we can research the problem afterwards. If a resolution cannot be reached, locate a nearby available room and use it. Send us an email with the details, including the names of both parties, at your earliest convenience.

• Overcapacity Issues

  Occasionally departments will need to add more students to a closed class. We run overcapacity reports daily leading up to the semester to identify any sections where capacity might be a concern. In this instance, we will move the class to a larger room. The listed professor and registered students will receive a room change email from the system.

• Room Change Requests

  If a room change is needed, the scheduling coordinator (not professor) should email us at scheduling@wayne.edu. Please make sure to list the reason that the room change is needed as it helps us find a more suitable classroom.

• Health Needs

  If a professor needs a specific type of room based on a health issue, please let us know. We review our records at least two weeks before the semester starts to ensure that we meet the needs of everyone.

• Variable Credit Classes

  The number of days and hours the class meets each week determine how many credits the class will be worth. If you are offering a variable credit section, it can not have meeting days or times. When departments offer this type of class, the students are allowed to select from a range of credits.

• Days Scheduled as a…..

  Federal regulations require that we have a certain amount of meeting time each term. This means that we need an equal number of Mondays, Tuesdays, Wednesdays, etc. If, because of holidays during the term, there are not an equal amount of meeting days, we will have to remedy the situation. This will be outlined on the academic calendar. An example of this might be that, on one Friday during the semester, we announce that a Friday is scheduled as a Monday. So, Friday classes will not meet that Friday; Monday classes will meet.

• Online Classes

  Online classes are classes that meet 100 percent online. No part of the class can require student attendance on campus.

• Special Event Scheduling

  The primary use of general- purpose classrooms is for our academic sections. Usually about two weeks prior to the start of the semester, we will open up the use of these classrooms to the campus community to be used for special events. Special events could be things such as meetings, make up class sessions, camps, etc.

• Checking Room Availability

  Individuals can check room availability of our general-purpose classroom space on EMS beginning in April/May 2021. 

• Submitting a Room Request

  Individuals can submit room requests for space in EMS beginning April/May 2021 or by sending an email to scheduling@wayne.edu. Please submit requests 2 days before you need space. Our scheduling software, EMS, has built in rules that require 24 hours notice. 

• Who can submit a room request?

  Room requests need to be submitted by an employee at the university. Students and outside groups should work with the Student Center to reserve space.

• Reservations during Final Exam Week

  Events occurring during final exam week will be confirmed no earlier than one month prior to the start of finals. See the final exam schedules. Because classes meet according to a schedule, there is currently no way to display accurate availability during final exam week. If you would like a room during final exam week, please email our office at scheduling@wayne.edu and include all key information (day, time, size of room, building preference, etc) and we will respond back to you with a few options.

• Repeating Events

  If you have a repetitive event, please inform us if that event will be meeting during any holiday closure periods.

• Emergency Closure

  If the university experiences an emergency closing due to weather, utility failure or other unforeseen disaster, all events are considered canceled.

• Room Use Expectations

  All users of classrooms are expected to leave the classroom and its equipment in good order. Keeping a classroom in good order includes chairs, desks and tables straightened, electronic equipment powered down, and taking away or disposing of everything one came in with, such as beverage/food containers (which are not allowed in general-purpose rooms), newspapers, etc. Users are also expected to take extra care that no damage is done to classrooms, furniture or equipment and that the room is returned to a class-ready condition. Taping floors is not permitted. Removing furniture from any classroom (even if it is intended for use in an alternate classroom) is not permitted.

• Noise Prohibitions

  Any activity resulting in noise levels exceeding that of a general lecture course are asked to refrain from utilizing General-Purpose classrooms. This includes student group rehearsals, auditions, or meetings involving a band or music and productions.

• Food in Rooms

  The general purpose classrooms are intended to be used as classrooms. They are not intended for banquets, catered events, dinners or parties. Food is not allowed in any WSU general-purpose classroom.

• Who unlocks building and room doors?

  Facilities Planning & Management unlocks buildings and rooms each day. If a building or room is locked you may contact the Service Center by phone (313) 577-4315.

• Temperature Control

  The Office of the Registrar relies on Facilities Planning and Management to provide for temperature control and ventilation of rooms. If you find the room uncomfortable, go online and submit a work order.

• Classroom Technology Support

  Computing & Information Technology provides the following services for all general purpose classrooms:

  • Remote and on-site technical support
  • Classroom technology training
  • A/V equipment deliveries to classrooms
  • Echo 360 Lecture Capture recordings

  For technical support, call Computing & Information Technology at 313.577.1154 or email them at avtsupport@wayne.edu. The C&IT Help Desk is available Monday- Friday, 7:30 a.m. to 8 p.m. for phone calls or emails. 

  Please Note: Requests must be submitted by an instructor or department representative. Orders are no longer being accepted via telephone or fax. Non-instructional events (i.e. those without a WSU course ID) are subject to a fee. 

  For information on training, equipment or other requests visit tech.wayne.edu

   

   

• Event Sponsor Responsibility

  The sponsoring organization or department, listed on the event request form is the responsible party. Reservations require a designated contact person responsible for the proper conduct of the event and for returning the classroom to its original configuration. Authorization to use reserved space cannot be transferred or loaned to another organization or individual without prior written/e-mail approval from the Office of the Registrar. Please contact the Office of the Registrar by email.

  The type of activity of the event may not be changed from that requested without prior written approval from the Office of the Registrar. More specifically, an event may not be changed from those identified above as compatible to those listed as non-compatible.

  Transferring, loaning or subleasing a reservation or misrepresenting the intended use of the room is a serious matter that may result in immediate suspension of a group's eligibility to use classroom facilities. Requests to change or cancel an event must be communicated to Office of the Registrar via email.

  Under no circumstance is furniture or other property to be removed from the room or removed from other rooms. The sponsor is responsible for any extra cleanup fees or damages to the facility incurred during the course of the event or during the event set-up and takedown. Any items brought in for the event should be removed promptly and the room returned to its original arrangement.

  Failure to adhere to these policies may subject the sponsoring organization to lose their ability to use general purpose classroom space in the future.

• For general inquiries into classroom spaces:

  If you have any questions or feedback, please let us know. We can be reached at 313-577-3503 or by email at scheduling@wayne.edu.

• Resources

  Who do I contact to reserve space on campus?
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  Campus Map
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