Modes define how CLSS interacts with Banner. Different Scheduling Units can be in different modes at the same time.

Phases define how schedulers can interact with CLSS - i.e. what fields can be edited, what types of changes may trigger approval workflows, etc. All units are in the same mode at the same time for any given term.

CLSS is available for authorized users at https://nextcatalog.oregonstate.edu/wen or https://beav.es/CLSS.

For information specific to classroom policies, scheduling, maintenance, rules, and access for students with disabilities, please visit our Classroom Scheduling Policies page.

Departments are strongly encouraged to proof their schedules before priority registration opens for the term. Once registration begins, changes to the schedule can be limited or impossible.

Requesting changes to sections after registration begins:

• Requests must be submitted via email stating the reason for the change and must have the support of the department chair.
• Late day/time changes will only be approved under very unusual circumstances.
  • In the event a day/time change is approved, the section will be canceled and a new section created. It will be the responsibility of the department to contact students to inform them of the change and invite students to enroll in the replacement section if the new day/time fits their schedule.
  • This cancelation process may be applied to other change types as well, particularly grade mode and section fees.
• Courses newly approved through CIM, the curriculum proposal system, after registration begins will not be offered until the next term if there is an existing placeholder section with enrollment. Contact the Catalog Coordinator if you have questions about the effective term of a proposal.
• Once registration begins, sections will no longer be deleted from the Schedule of Classes, but will be changed to “canceled” status.
• Faculty and departments must not change or trade assigned classrooms without approval from the Schedule Desk.       
• Room changes are accommodated if an appropriate replacement is available. Departments should not continue to add students to a class with the expectation that a larger room will be found as there may not be one available.
• In the event of an emergency closure of a classroom building, the Schedule Desk will attempt to relocate classes and will work with departments on this effort.

Related protocols: Changes to Courses and Academic Programs: Catalog Year Policy

Curriculum Management provides a definition of the correlation between credits and contact hours, which should be adhered to when scheduling course sections. 

Course section and classroom scheduling protocols help students to get the courses they need to graduate by reducing scheduling conflicts. For faculty, it optimizes access to instructional technology and facilities. The protocol applies to all classes scheduled in general purpose and departmental classroom space. See our Standard Meeting Pattern and Scheduling Zones for more detailed information.

Department Schedulers may notify the Academic Scheduling team of new or updated fees in CLSS. Course fees will not be added to a course section until they are fully approved and listed in the fee book for the corresponding term.

Fees should only be added to credit bearing sections in a linked group (e.g. not to 0 credit labs or recitations).

Fees must be added to sections prior to registration. Fees will not be added to a section once there are students enrolled in that section. Departments wishing to add fees after registration must cancel the existing section and create a new one with the fee applied.

Each fee will have a fee detail code, a dollar amount, and a type (per credit or per course). All of this information is required in order to add a fee to a section. A fee code must be assigned before a fee can be added.

Fees are not automatically added to most sections, they must be requested for each CRN (though fees will roll forward each like-term until the fee is removed or the section is canceled). Fees are also not automatically updated based on what is in the fee book, so Department Schedulers will need to request updates if fees increase or decrease over time. There is no automatic connection between approved fees in the fee book and scheduled class sections in Banner.
 

Where is the Course Fees Form?

This form is no longer used. Please ask your Department Scheduler to request a fee be added to a section in CLSS.

See also: CORE report CRS0957 (Course Fees)

Waitlists should be maintained and monitored by the Department Scheduler.

Waitlists should not be added to sections with reserved seating applied.

If adding waitlists to linked sections (e.g. linked lecture with a zero-credit lab/recitation), the waitlist should be applied to the zero credit section(s) only in almost all situations. This allows students to waitlist the particular lab or recitation section that fits their schedule.

If adding waitlists to linked sections, waitlists may never be added to more than one schedule type in the linked group (e.g. a linked lecture lab cannot have a waitlist on the lecture and the lab, only on one section).

If you have students on a waitlist and you have available seats in that section, do not lower your enrollment capacity.

Do not give enrollment capacity (CAP) overrides for sections with active waitlists.

See also: CORE report STU0857 (Student Course Waitlist by Course and Section), CORE report STU0856 (DW Report - Wait list)

The Office of Academic Programs and Assessment (APA) describes parameters and guidelines with regards to crosslisting and slash listing courses at the catalog level; the Schedule Desk uses the term “crosslisting” interchangeably to describe both situations because they utilize the same types of crosslist codes. Sections are considered crosslisted at the section level when two or more sections are linked together via a crosslist code in Banner (consisting of two alphanumeric characters). Sections should only be crosslisted in Banner if they are taught in the same space at the same time, with limited exceptions for remote vs in person modalities.

While crosslisting in the scheduling world indicates mostly that two sections will be taught in the same space at the same time (classroom and/or Canvas site), the Schedule Desk also follows the spirit of those APA guidelines when determining which sections may and may not be crosslisted. At its very essence, crosslisting is intended for otherwise identical sections from different academic units, or for slash courses (graduate/undergraduate).

Crosslisting sections in CLSS and Banner allows for two (or more) sections to be scheduled in the same room at the same time. CLSS will also automatically sync up certain fields between all sections in the crosslist, including part of term, dates, meeting times, instructor, room assignment, and crosslist maximum enrollment.

Courses do not need to be described as crosslisted in the catalog in order to be crosslisted at the section level, but must, in most circumstances, follow those APA guidelines, including:

• Matching or closely matching titles
• Matching credit amounts and schedule types
• Matching or closely matching course descriptions
• Matching or closely matching prerequisite course requirements

Limited exceptions may be made if the spirit of the courses dictates that the sections should be taught in the same space while not necessarily following those guidelines listed above. Mentor/mentee, teacher/student, presenter/audience, or other similar situations, for example, may involve different titles or credit amounts, but should by their very nature be taught in the same room at the same time and must be crosslisted sections. These types of course relationships should, ideally, be noted in the catalog course descriptions. Special topics courses can also be crosslisted with standard courses with permission from the Schedule Desk.

Other Schedule Desk rules for crosslisting include:

• Ecampus sections cannot be crosslisted with on-campus sections.
• Any graduate level section crosslisted (“slash” listed) with an undergraduate section must include the section comment “Does not meet Graduate School’s stand-alone requirement” prior to students registering for the class.
• Any crosslisted sections will have individual section maximum enrollments, as well as a combined crosslist max enrollment (also referred to as an “internal max”). Internal max should not exceed the sum of the enrollment maxes for all sections.
• Crosslisted courses will be automatically combined into one Canvas course. Instructors may also choose to use the Canvas Course Merge Tool to merge some non-crosslisted sections of a course into a single Canvas course. Contact Canvas Support for more information about merging Canvas sites.

Class Notes are supplemental information that students should be aware of when registering for a class. These are not meant to advertise or fully describe the course, though short descriptions may be appropriate for special/variable topics courses. Class Notes should be brief, clear, and concise. The Schedule Desk will have final say on Class Note length and content, and may change, remove, add or update comments as needed.

Things that are appropriate, encouraged, or required for Class Notes:

• Any meeting location information that cannot be scheduled directly on the CRN, such as:
  • Off campus meetings locations,
  • Grad-level courses with unspecified meeting times, or
  • Field trip locations.
• Ecampus online sections with proctored exams comment (required).
  • For sections with proctored exams: "Proctored exam(s) required; may involve an additional fee."
• Graduate School comments for grad level sections crosslisted with undergraduate sections (required).
  • For grad sections crosslisted with undergrad sections: "Does not meet Graduate School's stand-alone requirement."
• Hybrid section comments (required).
  • For in-person hybrid sections: "Hybrid section; both on-site meetings and online component."
  • For remote hybrid sections: "Hybrid section; both virtual meetings and online component."
• Who the section is meant for if registration restrictions cannot be applied for the group.
  • Ex: "EOP students only", "For incoming first-year students", etc.
  • Do not list "PhD students only" or "Student is x major only" or similar - there are restrictions for these.
• "No-show-drop" or "Instructor's consent" comments where desired.
• "Evening midterms" where applicable (do not list dates/days/times, those should be scheduled as a meeting pattern).
• General departmental contact email addresses/phone numbers, if needed (e.g. [email protected] for Chemistry).
• Hyperlinks using beav.es url shortener, if needed.

Things that should generally NOT go in Class Notes:

• Do not list course descriptions on non-variable topic courses or excessive information from the syllabus.
  • Course descriptions for established courses should be listed and updated in the Academic Catalog.
  • Syllabus information belongs on the syllabus.
• Do not list section fees or "additional fees."
  • Section fees should be listed only in the fees section; unapproved fees are not permitted.
• Do not list extra materials, books, or software that will or may incur extra costs for students.
  • These should be listed with the OSU Beaver Store in accordance with House Bill 2919.
  • Bookstore adoptions are not limited to textbooks - required software, lab materials, other supplies etc. can and should also be listed.
• Do not list specific meeting times/dates in most circumstances.
  • These should be scheduled onto the CRN as a meeting pattern.
  • If meeting times/dates are determined to be acceptable, they should always list the year in addition to month/day so it is easier to tell if the dates have been updated.
• Do not list prerequisite/co-requisite/recommended courses.
  • These should be listed and updated in the Academic Catalog.
  • Variable topics courses may list these if desired, but because they cannot be enforced for registration SAPR restrictions are strongly advised.
• Do not list specific references to other CRN (numbers) or terms:
  • Other courses section may be referenced if desired and appropriate (like "MTH 111"), but CRNs change from year to year and are often forgotten when updating sections.
  • Specific references to terms (e.g. Winter 2019) are discouraged - use general references like "previous winter term" or "following winter term."
• Avoid person-specific department contacts, email addresses, or phone numbers. Use general, departmental contacts if at all.
• Do not use non-shortened hyperlinks, and do not use shorteners like tinyurl or bit.ly. Use beav.es as a URL shortener instead.

Academic course sections will have section numbers based on the following protocols determined by campus and/or type.

• 001-089 sections are for Corvallis campus
• 090-099 sections are for EOP (Education Opportunities Program) Corvallis campus students
• 100-179 sections are for Corvallis campus
• 180-199 sections are for Corvallis campus exam for credit sections
• 200-399 sections are not available for use
• 400-449 sections are for Ecampus sections
• 450-459 sections are for Portland/PDX Campus
• 460-469 sections are for Ecampus INTO students
• 470-479 sections are not currently used
• 480-499 sections are for Ecampus Hybrid sections
• 500-599 sections are for OSU-Cascades campus
• 600-699 sections are for INTO OSU students
• 700-799 sections are for EOU-La Grande campus
• 800-899 sections are for HMSC-Newport campus
• 900-979 sections are for Study Abroad / OSU GO
• 980-999 sections are for Study Abroad / OSU GO Cascades sections

Only specific variable topic and blanket course sections may have their section title altered from the catalog short title. Any custom section title will include a required prefix to indicate the course type, or another prefix as determined/approved by the Schedule Desk (see table below and https://beav.es/3ku). Titles are system limited to 30 characters including those required prefixes, spaces, and punctuation. Some examples of these prefixes are listed below, but Department Schedulers should consult the Schedule Desk for guidance on custom section titles. All custom section titles are subject to review and edits by the Schedule Desk.

Remote or blended modality sections must be approved via CLSS workflow section by section, term by term. All sections with meeting patterns are set as "On Campus" modality when a term is rolled, and remote or blended modality must be requested and approved each term.

You must have unit leadership approval and meet one or more of the following criteria unless public health restrictions (e.g., maximum course size allowable) require it, as determined by the OSU COVID-19 Response Coordinator:

1. Content delivery through remote means (other than Ecampus) enhances student access and success and does not compromise access to in-person experiences. This may include the use of innovative methodologies involving remote delivery to provide flexibility for students who find these methods preferable to more traditional methods.
    
2. Content delivery through remote means (other than Ecampus) allows students in different physical locations to engage with, and learn from one another in ways that are not possible for a course delivered in person or using the Ecampus, asynchronous approach.

One of those two listed above must be met and included on your request in order to schedule remote or blended classes.

Below is a list of commonly used schedule types, their definitions for scheduling, and the minimum number of contact hours required to be scheduled for them (if any). Types with "No Minimum" contact hours are typically expected to have scheduled meetings, but are not held to any specific guidelines for contact hours. Each credit earned requires 30 hours engagement per regular term. Contact hours vs outside of class requirements vary by schedule type. See credit hour policy. 

Certain section numbers are reserved for blanket courses in the Catalog. These are:

• 401/501/601: Research and Scholarship
• 402/502/602: Independent Study
• 403/503/603: Thesis/Dissertation
• 404/504/604: Writing and Conference
• 405/505/605: Reading and Conference
• 406/506/606: Special Problems/Projects
• 407/507/607: Seminar
• 408/508/608: Workshop
• 409/509/609: Practicum/Clinical Experience
• 410/510/610: Internship/Work Experience

Blanket courses should have only one instructor listed per section, unless that section has meeting days and times and is being taught by more than one instructor. Multiple instructors should not be listed on blanket course CRNs to act as a "catch all." This avoids confusion as to which instructor should be grading which student when grades are due.

It is strongly recommended that blanket courses should have Departmental Approval (DP/SAPR) restrictions in place to avoid students registering for incorrect sections.

• Banner/SYASECT rules (terms 202200 and earlier): Departments should not update instructors for 503/603 Thesis sections. Requests to update those sections should be sent to the Schedule Desk.
• CLSS rules (terms 202201 and after): Departments should update their 503/603 Thesis instructors in CLSS, which will be reviewed by the Schedule Desk prior to being pushed to Banner. Thesis sections may not have "Staff" listed (i.e. may not have no instructor listed); all 503/603 sections must have an instructor listed at all times. 503/603 Thesis sections may only have one instructor listed.

Individualized blanket courses may be offered to students wanting to explore areas of special interest that are not provided in the existing curriculum. A faculty member and student must together negotiate a course of study. The department must then create an individualized CRN before the student can register. All individualized blanket courses must require special approval (SAPR-Departmental Approval). The department should request a CRN that will reflect the individual course of study (including a unique course title) and an assigned instructor of record. Please advise students to register for the section with their unique course title and instructor. Departments should not advise students to register for any available section as a placeholder. This will help to avoid late registration petitions later in the term. Incorrect registration could also negatively impact grade collection, end of term processing, academic history, and degree clearance.

In consultation with the Faculty Senate Executive Committee, the following changes were implemented beginning with the Spring 2010 term:

Instructor of Record:

The “Instructor of Record” will be designated for all courses at Oregon State University by the primary instructor indicator flag assigned to that course. The “Instructor of Record” for a course will have the following requirements and responsibilities with respect to the recording of grades for that course:

• The “Instructor of Record” will be responsible for the final determination, entry, and/or changing of all final grades associated with their course(s).
• The “Instructor of Record” may not be a peer to other students taking that course (e.g., undergraduate to undergraduate, graduate to graduate, and/or professional to professional), except in cases where:
  • 1) the instructor of record is teaching a lower level course that another peer happens to take (i.e., graduate TA acting as an instructor of record for an undergraduate course that happens to have a graduate student taking that course), or
  • 2) an instructor of record is also simultaneously acting as a student pursuing either an undergraduate degree or graduate degree in another area that may be taught by another graduate TA.
• The “Instructor of Record” may not be an undergraduate student with responsibility for either credit bearing or non-credit bearing portions of a course (lectures, recitations, 0-credit laboratories, discussions, etc.).
• The “Instructor of Record” may not be an administrative staff member if they have no role in actually teaching the course (beginning in the Fall 2010). Emergency situations for an administrative staff to post grades for an individual course can be approved by a unit head each term. Those requests must be made to and approved by the Registrar.
• Instructors occasionally ask that their graduate students be added as an instructor to a course, so that the graduate student can enter grades for them. Under no circumstances should a graduate student be added as an instructor for this purpose. To do so gives that graduate student access to FERPA protected information, and violates university policy by allowing someone other than the instructor of the course to enter grades. Instructors are required to grade the courses they teach.
• Do not list any individual on any course, unless that individual delivers instruction in that course section.
• The “Instructor of Record” may not knowingly provide to others their user account identification/passwords as per the Acceptable Use of University Computing Resources Policy.
• The "Instructor of Record" must follow the guidelines for the release of student information outlined in the Guidelines for Release of Information.

Graduate Teaching Assistants:

• Must complete the Family Education Rights and Privacy Act (FERPA) Online Tutorial, Online Privacy & Confidentiality Statement, and agree to the Online Acceptable Use of Computing components that are integrated with the online FERPA training.
• Upon a graduate student’s completion of the online FERPA/Privacy/Acceptable Use of Computing tutorial, the graduate teaching assistant can be an “Instructor of Record” for an undergraduate course.
• Or, upon completion of the Online FERPA/Privacy/Acceptable Use of Computing tutorial, the “Instructor of Record” can establish that graduate student as a teaching assistant using a course management system (i.e., Canvas). Appropriate roles allowed to such graduate teaching assistants are as a “tutor”, “course builder”, “grader”, and/or full graduate teaching assistant with all roles including “tutor”, “course builder”, and “grader” with grading privileges for assignments and exams for undergraduate students.

When attempting to add an instructor to a CRN in Banner, you may come across the error "Person not an instructor," which will prevent you from saving the section. In order for Department Schedulers to assign instructors and GTAs to course sections, the instructor/GTA must first be given faculty status in Banner by the Schedule Desk. This is a manual process and does not take place unless a Department Scheduler initiates a request for it to be done via email. Instructors are never automatically given instructor status. Instructors must have passed a FERPA exam and have their results logged into Banner before they will be granted faculty status.

Likewise, in CLSS you may notice that and instructor is not showing up when you search for them. This is likely for the same reason as above - the instructor has not been activated in Banner yet, so they cannot be added as instructors to sections (and thus do not show up in CLSS Instructor searches). There are other reasons an instructor may not show up in search, but this is rare - in most cases it will be because they are not active for the term you are scheduling.

Undergraduate TAs are not added as instructors to Banner, but can be added to Canvas (contact Canvas support for guidance).

Steps for Activating an Instructor/GTA:

1. Instructors/GTAs should take the FERPA training module if they have not already done so.
   • As much as possible, requestors should verify that the instructor has taken FERPA training and that their results have been recorded in Banner BEFORE they submit a request to add them as an instructor.
   • You can verify that training has been completed and recorded using CORE report BIC2911.
   • When taken correctly, the FERPA training will require the individual to log in with their ONID through my.oregonstate.edu.
   • After successful completion of training, results may take 2 to 3 business days to be recorded in Banner and begin showing up in CORE reports.
2. When the training module has been completed, an email is sent to the Office of the Registrar (not to the Schedule Desk).
3. Once received, their training results are manually logged into Banner and added to a skill completion page.
4. The Department Scheduler (or another department designee) will then need to fill out the online request form (https://beav.es/3yk) to request that person be added to Banner as an instructor or GTA.
   • The following will be required on the form:
     • Instructor's full name
     • Their OSU ID number
     • Starting/effective term
     • Primary Department
     • Verification that the person being added has completed FERPA training
   • Important: Individuals are not activated as instructors in Banner unless a department requests them to be; simply completing FERPA training does not complete or initiate this process.
5. Once a request has been received, the Schedule Desk will:
   • Verify whether FERPA training results are recorded in Banner
   • Verify student/non-student status
   • Add the individual as an Instructor or GTA in Banner.
     • Instructors are given Faculty and Grader status
     • GTAs are given Faculty status only
     • TAs are not added to Banner, but can be added to Canvas.
   • Respond to the requestor to verify whether they have been given Instructor/GTA status.
6. Once this is completed, the Department will be able to add the instructor/GTA to course sections as needed.
7. The database of instructors in CLSS will update overnight so a newly added instructor may not be available in CLSS searches until the following day.

25Live Pro is web-based scheduling and calendaring software. It can be used to view scheduled courses and events university classrooms, request events in classroom spaces, and publish events to calendars.

25Live is used by the Schedule Desk in the Office of the Registrar to schedule classrooms for academic courses, as well as by the Schedule Desk and academic department representatives to schedule non-course events in classroom spaces. Usage of 25Live may expand to other spaces on OSU campuses in the future.

Scheduled classes will be visible in 25Live but are not directly scheduled in 25Live other than during the optimization process. The Schedule Desk and Department Schedulers use CourseLeaf Section Scheduler (CLSS) to schedule classrooms for classes. For more information about scheduling classrooms for academic course sections, please see Scheduling Classrooms for Courses.

For more information and rules about scheduling events in Classrooms, please see Scheduling Classrooms for Events.

Any user with a valid ONID login may use 25Live to view classroom schedules.

Most students, faculty, and staff on Corvallis campus should contact their department scheduler if they wish to reserve a classroom for an event. The department or unit can sponsor an event on behalf of others. Other representatives from departments throughout campus, in addition to department schedulers, may also be given permissions to request GP classroom space on a case by case basis.

Approved schedulers for most OSU departments/offices/units/organizations can be found by searching for that organization in 25Live, viewing the organization details, and finding the Associated Contacts. Faculty/staff wishing to use 25Live to request events frequently should contact the 25Live Schedule Desk to inquire about gaining requesting privileges. Those individuals may instead be directed to department schedulers or others from their unit with requesting privileges at the discretion of the Schedule Desk.

Anyone designated as a department scheduler (or their backups) by the Schedule Desk will have access to request, at minimum, General Purpose classroom spaces for events in 25Live. Department schedulers who wish to use 25Live to schedule their own departmental spaces for events must request this access and complete training before they are able to schedule their rooms in the system - please reach out to [email protected] to start this process.

Approved student organizations may also use 25Live to request use of GP classrooms spaces (and some department classroom spaces). Each student organization should designate one or two individuals to be the “scheduler” for that group. A maximum of three students per organization will be given request capabilities in the software. Students should contact [email protected] to designate those schedulers and to determine if their organization is set up in the software.

Log in to 25Live with your ONID credentials by visiting https://25live.collegenet.com/oregonstate or https://beav.es/25Live.

All authenticated users will have view-only access unless they are approved for requesting privileges per the information above. 

Any users with requesting privileges in the software will generally be able to request use of some or all General Purpose (GP) classrooms. Departments may choose to have their spaces requestable in the software as well. Departments will be responsible for scheduling and approving use of their spaces in the software. Training is available on Canvas for department schedulers to gain access to 25Live to schedule their own rooms.

Please see the following PDF guides and instructions:

• 25Live Pro Quick Request Guide
• 25Live Pro View Building Schedules Guide

Please also see the following training videos for basic use and features in 25Live:

• Introduction to 25Live: Viewing Classroom Schedules

Scheduled reports (including daily and/or weekly emailed building or classroom schedules) are available to interested university faculty and staff. Please contact [email protected] for more details if you are interested in receiving scheduled reports.

All users may also request reporting capabilities to run their own reports with 25Live data. Please email the 25Live Schedule Desk if you wish to request access to reports; this access is not given by default.

The following standards are followed when assigning rooms:

• Classrooms are assigned based on class size (with priority given to larger classes), requested room attributes, and departmental building preference.
• Seminars, colloquiums, classes and other regularly occurring events with a history of zero (or low) enrollment will be scheduled shortly before the term begins (approximately five business days).
• Classes offered for credit take priority over all non-class-related or non-credit events.
• Class sections requesting significantly larger rooms than their current or expected enrollment requires may need to wait until start of term to make those requests.

The institution uses many other detailed rules for scheduling classes that can be found on our website related to zone scheduling.

• Departments that control classrooms or seminar rooms are expected to adhere to the time zones and to fully use those rooms before requesting a General Purpose Classroom.

• When an assigned classroom is determined to be inadequate for a disabled student or instructor, Disability Access Services will ask the Schedule Desk to reassign the class to a suitable classroom.
• If a suitable available classroom cannot be found, another class may have to be moved to accommodate the request. In the event that a course section is moved (either to accommodate a student in that class or another class) the Schedule Desk will contact the department schedulers of the sections being moved. It is the department scheduler’s responsibility to communicate the relocation and the reason to the instructors of those courses.
• If a section has been relocated to accommodate a student with a disability, the department scheduler should not request to move the class again except under very unusual circumstances.

• Seating capacity is specified in accordance with state and city safety regulations. If it appears that student demand will surpass the scheduled room, departments should contact the Schedule Desk for alternate space. Overcrowding violates safety codes. It is unacceptable for students not to have appropriate seating.
• Furniture and equipment such as overheads, chairs, and tables must not be removed from any classroom. If a room does not contain adequate facilities to meet the scheduled maximum enrollment or equipment needs, the instructor should contact the department scheduler for assistance. The department scheduler will work with the Schedule Desk to resolve the problem.
• Departments should assess anticipated enrollment and base any adjustments on actual course enrollment during the previous corresponding term. Enrollment increases should not exceed 15 percent of the previous corresponding term. Departments projecting an increase greater than 15 percent must provide written justification to the Associate Registrar.

• Any requests to change a classroom assignment must be made through the department’s designated scheduler. The department scheduler will submit the request to the Schedule Desk via email. Instructors may not move their class from an assigned room without prior approval from the Schedule Desk.
• In case of an emergency evacuation of a classroom or building, the department should ask the Schedule Desk to relocate classes.

• Requests for larger classrooms may be submitted any time enrollment has reached the maximum capacity of the classroom in which it is scheduled AND there are students on a waitlist, otherwise waiting/needing to register, or there is a reasonable expectation that enrollment will increase. Because of our limited classroom inventory, larger spaces cannot be guaranteed. Increasing enrollment caps or using capacity overrides before a new room is scheduled is not permitted.
• Requests for larger classrooms for any other reasons may not be submitted to our office until two weeks prior to term start at the earliest; these request cannot always be accommodated and many requests may not be scheduled until week 3 of the term, depending on available classroom inventory.
• Instructors wishing to have classrooms larger than their enrollment necessitates are advised to schedule their sections during non-peak hours (peak hours being 10am - 3pm Monday-Thursday) and to strictly adhere to all zone and scheduling rules.
• If your request for a larger room is denied, the Academic Scheduling Team will let you know when you may resubmit your request (if at all). Requests are not held in a queue.

• Requests for a change in classroom because there is a reasonable and/or pedagogical reason the room will not work for the class may be submitted at any time and will be accommodated at the discretion of the Academic Scheduling Team if appropriate space is available. Departments are advised to include room attributes required for these classes prior to Room Assignment Phase. Repeated requests to move particular sections each term without efforts to include desired attributes may result in denial of requests.
• Requests for a change in classroom for EOA accommodations may be submitted at any time. Departments should make efforts to request specific rooms or buildings for EOA accommodations as early as possible in the scheduling process, ideally before Room Assignment Phase so an appropriate room might be pre-assigned.
• Any other requests for a change in classroom assignment can be submitted two weeks prior to the start of the term with written justification in CLSS. "I don't like the room" is not appropriate justification.
• If your request for a different room is denied, the Academic Scheduling Team will let you know when you may resubmit your request (if at all). Requests are not held in a queue.

Faculty and instructors are responsible for sharing the ten-minute 'pass time' between classes. Every effort should be made to vacate the classroom in a timely way, allowing the following instructor to set-up and prepare, as well as allow the finishing instructor to make final remarks and gather materials. There is no 'ownership' of this time. Students should be encouraged to meet with the instructor during office hours rather than during the "pass time". Should conflicts develop, instructors should first attempt to resolve the concerns between themselves. If the result is unsatisfactory, conflicts must be mediated by department chairs.

• GP Classrooms may only be used for scheduled courses or confirmed events with the express permission of the Schedule Desk in the Office of the Registrar. Classes should not be moved or switched without the permission of the Schedule Desk. Permission for event reservations can only be given via email confirmation from the Schedule Desk.
• Food and drink are not permitted in academic classrooms.
• Study sessions for student organizations are not allowed in General Purpose classrooms.
• If furniture is moved within the classroom for classes or events, it must be returned to its original position at the conclusion of the class or event.
• Furniture should never be removed or added to a classroom without permission from the Schedule Desk.
• Some events may be denied use of classroom space if the event is inappropriate for the purpose of the classroom.
• The possession, consumption, or furnishing of alcoholic beverages or controlled substances is prohibited in all classrooms.
• Noise must be kept to a minimum at all times, especially while classes are in session
• Classes may be moved at the discretion of the Schedule Desk.

• Academic Technology, 541-737-2121, maintains and repairs all audio/video technology in a classroom. For immediate assistance, pick up the help phone in the classroom for direct connection to the Academic Technology's Service Desk.
• Facilities Services Work Coordination Center, 541-737-2969, handles classroom furniture requests, damage, seating, heating/air conditioning, or other maintenance issues.
• Custodial Services, 541-737-2157 (most rooms) or [email protected] (BALE, BEXL, GILK only), for rooms needing chalk, dry erase markers, erasers, new light bulbs, or needing clean up.

Building Preferences are buildings that your department overall would prefer to be in when assigned a General Purpose Classroom. These building assignments are not guaranteed and are only one factor that the scheduling software takes into account. To update or review building preferences for your department, have your department scheduler contact the Schedule Desk.

Classroom Attributes are the attributes you require — not desire an assigned GP classrooms to have for a particular course section. Consider carefully which attributes are truly needed for a class and do not request combinations of attributes that do not exist or if there are not appropriately sized classrooms for the section you're scheduling. If you have very specific attribute needs, you should also consider scheduling during non-peak hours (peak hours are 10am-2pm weekdays, particularly Tuesday/Thursday) to increase your chances of getting that room. The Schedule Desk cannot guarantee particular room attributes for sections requesting GP classrooms, but we can work with departments to find a time where a desired room is available.

Any combination of up to three attributes may be included for individual CRN sections in CLSS. Attributes should be added in Plan or Proof Phase for the term (i.e. prior to Room Assignment Phase).

Also, be aware that all attributes are treated as "AND" requirements. For example, if you list requirements two conflicting attributes for one section such as "S1" (Tablet Arm Chairs (movable)) and "S3" (Tables/Chairs (movable)), the system will only find you rooms with both, of which there are none and the section may miss the first phase of room assignments.

We have supplied attributes to encompass many "OR" situations, such as the "S0" (Moveable Chairs (any)) attribute, which includes rooms with movable tables and chairs AND rooms with movable tablet arm chairs.

DO NOT request a combination that physically does not exist on campus. This is not the place to indicate to Facilities Services what kind of rooms we should have.

Room Attributes for Class Scheduling

Below is a list of current room attributes, their Banner code, their 25Live Feature translation, and (in most cases) a short definition of what the attribute is. Most of these attributes are things that a scheduler may wish to request for room assignment purposes using CLSS.

There are many attributes/features in 25Live that we track outside of this list but that we wouldn't expect or don't allow anyone to request for classes. Keeping these separate allows us to manage our inventory, help to assist with room selection in 25Live, while not overburdening our scheduling optimizer with too many options and combinations.

CLSS includes a list of pre-approved room attribute groupings that can be assigned to a CRN. If one does not exist in the system that you wish to request, please contact [email protected]. There may be groupings we will not allow or that do not exist. There may also be rules built into CLSS to prevent requesting specific attribute groupings if the max enrollment for the section is not appropriate for existing spaces with those attributes.

Events and meetings taking place in university classrooms are expected to follow all guidelines and protocols set forth by Oregon State University and the State of Oregon. See Oregon State University COVID-19 Safety & Success for Resources and Updates. Event requestors needing or wanting additional support for resumption of in-person events may fill out University Relations and Marketing's In-Person Event Resumption Form.

• Food and Drink are not allowed.
• Study sessions for student organizations are not allowed.
• If you move furniture in the room, or make a mess, clean it up.
• Do not “borrow” furniture from other rooms.
• Some events may be denied use of classroom space if the event is inappropriate for the purpose of the classroom
• Possession, consumption, or furnishing of alcoholic beverages or controlled substances is prohibited
• Noise must be kept to a minimum, there may be classes/tests in session in nearby rooms.
• If we receive confirmed complaints regarding your event, your organization may be barred from using GP classrooms for future events.

Important:

• If your event takes place after building hours or on a weekend, the ADA/Accessible entrance to the building should be open. If you find that entrance is locked when you arrive, please contact Public Safety’s non-emergency line (541-737-3010) to have it unlocked; be prepared to provide them with proof of your reservation.
• If your event will have attendees from off-campus (not affiliated with OSU), you must inform the Schedule Desk and email [email protected] with details about your planned event. You may need to work with University Events or Conference Services to ensure compliance.
• All events and activities involving unaccompanied minors (under age 18, not OSU students) are required to register with the Office of Youth Safety & Compliance. Registration can be completed online at youth.oregonstate.edu.   
• Please review the information on your confirmation email carefully to make sure it is correct (dates, days, times, room, etc.). Let the Schedule Desk know via email if there are any changes needed. You can verify your reservation is correct in 25Live after receiving your confirmation email. If you notice anything incorrect about your reservation, please let the Schedule Desk know as soon as possible.

Certain GP classrooms may involve fees, including many LINC classrooms and Milam Auditorium (MLM 026). These fees are not controlled or assessed by the Schedule Desk. Contact the 25Live Schedule Desk for more information and to be directed to those assessing the fees.

If you are part of an academic department (colleges, schools, departments) or are an instructor, you likely already have a department scheduler that can submit requests on your behalf. To request use of a GP classroom for any event (academic or non-course related), please find and contact your department scheduler. If you do not have a department scheduler listed, contact the Schedule Desk to request a contact from your college, school, or department.

You can also search for your office or department in 25Live and see if there are any Associated Contacts listed for that organization. Any contact listed as a requestor is able to make requests for GP rooms on your behalf. Access organization search by visiting beav.es/wwX. Click the name of your department in the search results, then find Associated Contacts on the Details page.

If you are part of an administrative office or other department on campus and wish to request use of a General Purpose classroom, you may already have designated requestors for your organization in 25Live. You can search for your office or department in 25Live and see if there are any Associated Contacts listed for that organization. Any contact listed as a requestor is able to make requests for GP rooms on your behalf. Access organization search by visiting beav.es/wwX. Click the name of your department in the search results, then find Associated Contacts on the Details page.

If you cannot find your organization in a search, if your department does not have any associated contacts, or if you wish to become a requestor for your department, please contact the Schedule Desk to request permission to request spaces.

Student groups and organizations recognized for the current academic year are permitted to use General Purpose (GP) classroom space for meetings and events. Study sessions are NOT permitted in GP spaces.

Representatives from student groups interested in requesting GP space should first reach out to Student Clubs & Organizations (Experiential Learning  & Activities) to ensure their group and scheduling contacts are properly set up to request reservations in 25Live. Student groups are limited to three designated scheduling contacts. Student Organizations are responsible for completing those steps and submitting their own requests in 25Live - departments should not do this on their behalf. Department Sponsored Organizations (DSOs) may have the department submit requests on their behalf if desired, but student representatives are still encouraged to do so.

• Student Group 25Live Access Questions: [email protected]
• Technical questions after a group is set up in the system: [email protected]

Each summer all student group organizations in 25Live will have their status set to "Unrecognized" at which point they will no longer be able to request events sponsored by that group. Any existing requests at that point may remain in the queue, but will not be scheduled until that group is recognized for that academic year. New requests will not be accepted until the group is recognized for the current academic year and their status is updated by Student Clubs & Organizations in the 25Live system, at which point any designated scheduling contacts will also be granted requesting privileges.

Events in classrooms can be scheduled or requested using 25Live Pro. Please see 25Live Pro for more information.