Scheduling

 

The Scheduling Office (Registrar's Office) manages 192 general-purpose classrooms on campus. We use these rooms for scheduling more than 5,000 academic classes and 2,500 special events each year.

We also work with the departmental scheduling coordinators to ensure that the academic schedule is built and ready to go live for the campus community.  

Please visit our other pages to find out more about academic and special event scheduling at Wayne State.

If you have any questions or need assistance, do not hesitate to reach out to us at scheduling@wayne.edu or by calling 313-577-3500.

Elisha Ables, Scheduling Manager
Sandra Lerman, Scheduling Coordinator
Gina Cully Records/Registration Clerk II

  • Academic Scheduling

    Below you will find the Class Schedule Production Calendar. Departmental scheduling coordinators (link) use this schedule to make sure that their departmental schedules are ready by the time the schedule goes live for students.

    *****Paste current important scheduling dates*****

  • The Credit Hour Policy

    The Credit Hour Policy (link) 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 their schedules. It also gives our office a way to control what and when departments can make certain changes. If you are a new coordinator or would like to attend a WISE training session, you can sign up through  > Employee Resources > Other Resources > Training, Seminars, Workshops.

  • Class Scheduling Matrix

    The current Class Scheduling Matrix (link) 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.  

  • 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 2016 data to create the fall 2017 schedule. Departments have months to make edits to their classes.

  • Ad Astra 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 Ad Astra software. Assignments are based on departmental preferences and the limits that the departments set on each section.

  • Limit Research and Modification

    Since accurate limits are so important to assigning appropriate rooms. the scheduling office will review limits and compare them to enrollment the previous year. If the numbers were set too high, we will modify the limits before we run room optimization.

  • 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 (link) 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.

  • 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't 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 this 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. Because 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 (link). 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, term 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 don't 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't 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 (link). 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 Ad Astra (link).

  • Submitting a Room Request

    Individuals can submit room requests for space in Ad Astra (link) or by sending an email to scheduling@wayne.edu. We are very quick to respond to requests, so a same day response is the norm.

  • 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 (link) 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, the event is considered canceled.

  • General Purpose Classrooms

    The Office of the Registrar controls 190 general purpose classrooms across campus. Those classrooms are divided into the following room types:

    Seminar (9)
    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 (154)
    Classrooms typically have a multimedia audiovisual system, with seats oriented toward the front of the room and writing surfaces for each student. Size: 15-99 seats.

    Lecture Hall (23)
    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 (4)
    Auditoriums are basically large lecture halls and also have a pitched floor, so that those in the rear it higher than those at the front, allowing them to see the lecturer. Size: 200+ people.

    General purpose classrooms are used for class instruction, study or other like activities. Events in general purpose classrooms must be compatible with the academic nature of classrooms and academic buildings. Non-class events are welcome, 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 refurnishing of rooms or removal of equipment.

    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

    To view a photo and a detailed listing as to the technology located in one of our general purpose classrooms, please visit the University Libraries website.

  • 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, 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 gGeneral-p 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?
  • 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

    University Libraries provides the following services for all general purpose classrooms:

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

    For technical support, call the Library Computing Helpdesk at 313-.577-.1154 anytime your class is in session or email them at csthelp@wayne.edu. Alternatively, you can visit them on the first floor of the Undergraduate Library in the Extended Study Area.

    Please note: Requests must be submitted by an instructor or department representative. Orders are no longer accepted via telephone or fax. Non-instructional events (i.e. those without a WSU course ID) are subject to a fee. Please see the Events Support page for more information.

    Request training, equipment or lecture capture recording request form

     

  • 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

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