Office of the Registrar

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 add written justification into the Internal Notes on the section in CLSS.

• 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.
• 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.