Scheduler Newsletter Archives

The scheduling digest is sent each term. Topics often included:

  • Upcoming scheduling deadlines.
  • Reminders.
  • Building and classroom information.
  • Updates around the curriculum.
  • Finals.
  • 25Live guidance.
  • Scheduling resources.

Scheduling digests: 2024 - 2025 academic year

Upcoming Scheduling Deadlines                                     

9/25/2024 Fall term begins

10/11/2024 Spring scheduling unit submission due

10/28/2024 Spring term published in Schedule of Classes

11/01/2024 Fall finals added to sections

11/6/2024 Summer plan phase begins in CLSS

11/11/2024 Veterans Day – University is Closed

11/14/2024 Winter registration phase begins in CLSS

11/17/2024 Winter registration opens, Phase 1

11/28/2024 & 11/29/2024 Thanksgiving Break – University is Closed

12/5/2024 Winter registration Phase 2 begins, waitlist available

12/9/2024- 12/13/2024 Fall term finals week

For full schedule of deadlines and explanation of CLSS phases and modes please visit our scheduling dealines page.

Building/Classroom Information

The following buildings are offline for renovations and impact GP and department classroom availability:

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion Spring 2025.

  • Gilkey - 5 GP classrooms, projected completion date Fall 2025.

  • Fairbanks – 1 GP classroom, 3rd/4th floor renovations continue. Completion date TBD.

The following GP classrooms will be offline for tech upgrades throughout the academic year. By coordinating with Academic Technologies and scheduling maintenance and upgrades in advance, we aim to reduce emergency tech issues and avoid last-minute room changes.

  • Fall 2024: KIDD 236, PHAR 107, WB 205

  • Winter 2025: BAT 250, DEAR 118, GLSN 100, PHAR 305

  • Winter Finals week/Spring Break: LPSC 125

  • Spring 2025: GLSN 200, KIDD 237, KIDD 364, WALD 132, WALD 244

  • Summer 2025: COVL 216, KIDD 350, and likely some LINC rooms TBD.

Finals Schedules for AY 24/25

Finals are posted for the academic year. 

Please note that any change requests for finals day/times must be submitted no later than week 5 of the term, and with written endorsement from the department chair and dean. IF requests are approved, accommodations must be made to provide the exam on the originally scheduled date and time for those students who are unable to take the exam at the new date/time.

FEES

Every term we get questions about section fees.  The following information is distilled from the information we have available on our website, with some additional commentary.

Adding fees to sections is a manual process that we (OtR Scheduling) do in Banner on your request through notes in CLSS.

  • Fees must be added to sections prior to registration. Fees will not be added to a section once there are students enrolled.

  • If a fee needs to be added after students have registered, you must cancel the existing section and create a new one with the fee applied.

  • Department Schedulers must 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).

  • 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 to find fees on sections

CLSS does not currently support fee information, but there are a few ways to see fees on sections:

  • Banner – SSADETL, this page allows you to look up one section at a time.

  • CORE – CRS0957 (course fees) – this report is not always available for future terms depending on when upcoming academic year is added to CORE. Future AY is generally available sometime in March.

  • SSR1000 – You can request this report in an email to [email protected] after a term is rolled.

  • Schedule of Classes – After Design Mode is complete and ALL scheduling units are in Refine Mode, then the term is updated to the Schedule of Classes.

How to add fees to sections

The Scheduling Training and Resources page in Canvas has a “CLSSHowTo – Add Remove Update Fees” guide. 

  • All unit schedulers should have access to the Canvas page, if not, please contact us. 

  • On the Canvas page, click on the “CourseLeaf CLSS Training and Resources” Block (middle picture), then click on the link for “CLSS How-To Guides”.

  • By using the verbiage in the how-to guide a fee workflow is created in CLSS. 

  • We do look at all comments in CLSS, but the specific workflow will ensure we are looking for the requested fee add/edit/delete.         

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, you can choose who you’d like to meet with (if you have a preference), and you can choose the day/time that works best for you!      

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Upcoming Scheduling Deadlines                                     

12/16/2024 Spring room assignment phase begins

1/03/2025 Summer scheduling unit submission due

1/06/2025 Winter term begins

1/20/2025 Martin Luther King Jr. Day - university is closed

~2/03/2025 (on or around) Fall term plan phase begins

2/05/2025 Summer term published in Schedule of Classes

2/06/2025 Winter finals added to sections

2/20/2025 Spring registration phase begins in CLSS

2/23/2025 Spring priority registration phase I begins

~2/28/2025 (on or around) Fall scheduling unit submission due

3/13/2025 Spring priority registration phase 2 begins – waitlist available

~3/17/2025 (on or around) Fall term published in Schedule of Classes

3/31/2025 Spring term begins 

See full schedule of deadlines and explanation of CLSS phases and modes.

Building/Classroom Information

The following buildings are offline for renovations and impact General Purpose (GP) and department classroom availability:  

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion Spring 2025.

  • Gilkey - 5 GP classrooms, projected completion date Fall 2025.

  • Fairbanks – 1 GP classroom, 3rd/4th floor renovations continue. Completion date TBD.

The following General Purpose (GP) classrooms will be offline for tech upgrades throughout the academic year. By coordinating with Academic Technologies and scheduling room technology maintenance and upgrades in advance, we strive to minimize unexpected technical challenges and prevent last-minute room changes. .

  • Winter 2025: BAT 250, DEAR 118, GLSN 100, PHAR 305

  • Winter Finals week/Spring Break: LPSC 125

  • Spring 2025: GLSN 200, KIDD 237, KIDD 364, WALD 132, WALD 244

  • Summer 2025: COVL 216, KIDD 350, and some LINC rooms TBD.

Capacity Override (CAP)

One of the many registration overrides that can be given to students for registration is the CAP override. This allows students to enroll beyond the maximum enrollment capacity of a section. However, granting a CAP override can cause unintended complications:

  1. Writing Intensive (WIC) Sections: Enrollment limits for WIC sections cannot be exceeded without WIC Director approval.

  2. Instructor/Course Limits: Courses may have set limits on maximum enrollment based on content, structure and learning outcomes.

  3. Active Waitlist: If a CAP override is given to a student for a section with an active waitlist, it bypasses students who are waiting, which is not equitable to those following the waitlist process. 

  4. Room Capacity: If a CAP override is given without first verifying the approved room size, the additional enrollment may exceed the approved room capacity specified in accordance with state and city safety regulations.  The student given the override may need to drop if a larger room is not available. Additionally, if a new room is assigned, it may not have the required attributes or be in a preferred location.

Please share this information with people in your department/school/college who give overrides. 

GP Room Change Requests

There are ~140 GP classrooms and 5 GP computer classrooms that are scheduled each term.

The heaviest scheduling times are Tuesday and Thursdays.

Every term approximately 4500 sections are scheduled in GP and department classrooms.

  • Room Change Requests:

We do not accept room change requests until the Monday before the term begins.

Always include a reason and/or justification for a room change request in the internal notes.

  • Capacity Exceptions:

If room capacity has been met with current enrollment during the registration phase, and a larger room is needed for more enrollment, let us know. We can make an exception.

  • Enrollment Overrides:

Do not give overrides to students if a room is full, as there may not be a larger room available. Always wait until a larger room has been assigned.

  • Swapping Rooms:

You may ask to swap general purpose (GP) rooms within your own unit.

If you are looking to swap GP rooms with a different scheduling unit, you must work with that unit scheduler.

  • Smaller Classroom Requests:

If you need a smaller classroom for a section and there are no GP rooms available at the desired day/time, you can reach out to unit schedulers to see if they have a room you could use.

  • Inactive Sections:

Sections without room assignments are inactive.

Sections with 0 max enrollment did not receive a room assignment and may have been inactivated.

Finals Schedules for AY 24/25

Finals are posted for the academic year. 

Please note that any change requests for finals day/times must be submitted no later than week 5 of the term, and with written endorsement from the department chair and dean. If requests are approved, accommodations must be made to provide the exam on the originally scheduled date and time for those students who are unable to take the exam at the new date/time.

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, who you’d like to meet with (if you have a preference), and choose the day/time that works best for you!     

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Upcoming Scheduling Deadlines                                     

3/26/2025 Fall room assignment phase begins

3/31/2025 Spring term begins

4/07/2025 Fall review phase begins in CLSS

4/10/2025 Summer term registration phase in CLSS

4/14/2025 Summer term registration begins

5/15/2025 Fall term registration phase in CLSS

5/19/2025 Fall term Phase I registration begins

6/06/2025 Fall term Phase II registration begins – waitlist opens

6/14/2025 156th OSU Commencement

6/15/2025 Cascades Commencement

See full schedule of deadlines and explanation of CLSS phases and modes.

Building/Classroom Information

The following buildings are offline for renovations and impact General Purpose (GP) and department classroom availability:  

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion Spring 2025.

  • Gilkey - 5 GP classrooms, projected completion date Fall 2025.

  • Fairbanks – 1 GP classroom, 3rd/4th floor renovations continue. Completion date TBD.

The following General Purpose (GP) classrooms will be offline for tech upgrades throughout the academic year. By coordinating with Academic Technologies and scheduling room technology maintenance and upgrades in advance, we strive to minimize unexpected technical challenges and prevent last-minute room changes.

  • Spring 2025: GLSN 200, KIDD 237, KIDD 364, WALD 132, WALD 244

  • Summer 2025: COVL 216, KIDD 350, LINC 100, LINC 303, LINC 307, LINC 268, LINC 368

 

Core Ed Guidelines Starting Summer 2025

Enrollment Capacity Restrictions

Arts & Humanities (General & Global):

  • Lecture Max Enrollment: ≤40 

  • Recitation or Studio Max Enrollment: N/A

  • Condition/Note: If >40 TA must be assigned

  • CLSS Compliance Enforcement: Design: Warning, Refine: Warning

Communication, Media, & Society:

  • Lecture Max Enrollment: ≤30*

  • Recitation or Studio Max Enrollment: ≤20*

  • Condition/Note: Not applicable

  • CLSS Compliance Enforcement: Design: Error, Refine: Error

Difference, Power, and Oppression (Foundations):

  • Lecture Max Enrollment: ≤50*

  • Recitation or Studio Max Enrollment: ≤25*

  • Condition/Note: Enrollment cap exceptions are reviewed once in Refine Mode by the DPO Director. Exceptions must be reviewed quarterly, and a CLSS internal note providing justification must accompany the submission.

  • CLSS Compliance Enforcement: Design: Error, Refine: Workflow to DPO Director

Difference, Power, and Oppression (Advanced):

  • Lecture Max Enrollment: ≤25*

  • Recitation or Studio Max Enrollment: ≤25*

  • Condition/Note: Enrollment cap exceptions are reviewed once in Refine Mode by the DPO Director. Exceptions must be reviewed quarterly, and a CLSS internal note providing justification must accompany the submission.

  • CLSS Compliance Enforcement: Design: Error, Refine: Workflow to DPO Director

Transitions

  • Lecture Max Enrollment: ≤35+

  • Recitation or Studio Max Enrollment: ≤35*

  • Condition/Note: Not applicable

  • CLSS Compliance Enforcement: Design: Error, Refine (on-campus): Error, Refine (E-units): Workflow to CoreEd Director

Writing Intensive Curriculum (WIC):

  • Lecture Max Enrollment: ≤25

  • Recitation or Studio Max Enrollment: N/A

  • Condition/Note: Enrollment cap exceptions are reviewed in Refine Mode by the Core Ed WIC Director. Exceptions must be reviewed quarterly, and a CLSS internal note providing justification must accompany the submission.

  • CLSS Compliance Enforcement: Design: Error, Refine: Workflow to Core Ed WIC Director

*Lecture Max restrictions apply only if not linked to a recitation.

*Recitation/studio max restrictions apply only if linked to an uncapped lecture.

Field of Study and Class Level Restrictions

The following course category must be restricted to students with Junior or Senior standing only. An Error will prevent the submission of sections that violate this rule in both design and refine modes:

  • Seeking Solutions (CSSS)

The following course categories must not be restricted by Field of Study¹ or Class Level. An Error will prevent the submission of sections that violate this rule in both design and refine modes:

  • Arts & Humanities General & Global (CFAH & CFGH)

  • Quantitative Literacy and Analysis (CFQL)

  • Communication, Media, and Society (CFCM)

  • Social Science (CFSS)

  • Scientific Inquiry and Analysis (CFSI)

  • Difference, Power, and Oppression Foundations (CFDP)

  • Writing Elevation (CSWE)

¹ Field of Study includes: FOS, MAJ, MIN, CON

Part of Term Restrictions

Transitions (CSTR) courses scheduled outside a 10-week traditional term (e.g., summer 4-week session) will route to workflow (Core Ed Director) for approval in both design and refine modes.

Reminder Regarding Approved Exceptions

Approvals for CoreEd restrictions, whether through workflow or email, require quarterly review and approval by the appropriate authority. Additionally, a justification via CLSS internal note must accompany the submission; otherwise, the request will be denied.

If you have Faculty teaching Core Ed courses, they must take Teaching in Core Education (TCE) training. Additional guidance will be provided later in spring term.

Ecampus Phase I Registration Restrictions

Starting Fall 2025 Registration

Campus-wide Ecampus undergraduate class restrictions will be placed during Phase 1 of registration.

  • Corvallis-campus students can begin registering for most Ecampus class sections during Phase 2. 

  • Some programs may retain their term-long restrictions on certain Ecampus sections. 

  • Corvallis campus should be excluded from Phase 1 registration dates.

  • The online restriction only applies to undergraduate-level courses in Ecampus scheduling units in CLSS. 

  • Department E-unit schedulers will not be able to remove Ecampus restrictions in CLSS during Phase I registration.  

  • This change only applies to fall, winter and spring terms. Summer term is excluded. 

  • Graduating seniors may be eligible for an exception during their final term(s) but need to work with their advisors to request an override. 

  • We expect the priority registration process to evolve and improve as we continue our work on the Registration Revamp project.  

 Class Notes - Required Changes Beginning Fall 2025:  

  • Ecampus restrictions that are only through Phase I are required to include the following class note to students: Campus restrictions for this section will lift after Phase I. 

  • Ecampus restrictions that will extend through Phase II are required to include the following class note to students: Campus restrictions for this section will extend into Phase II. 

25Live Guidance for Scheduling Events in GP Classrooms

  • Academic sections take priority over events in academic spaces.

  • Classroom events during the term are often not scheduled until the term begins, as class sections can be adjusted through week 2.

  • Events during the instructional day in the first two weeks of a term can often only be confirmed one day prior. For earlier confirmation, use other campus spaces dedicated to event scheduling.

  • Events during the instructional day in weeks 3-10 are often not confirmed before the Friday of week 2. For earlier confirmation, use other campus spaces dedicated to event scheduling.

  • Events during finals week are not confirmed until week 9. Student groups cannot schedule events during finals week. For earlier confirmation, use other campus spaces dedicated to event scheduling.

  • Weekend or evening events may be scheduled or confirmed earlier at the discretion of the Academic and Classroom Scheduling team.

Finals Schedules for AY 24/25

Finals are posted for the academic year. 

Please note that any change requests for finals day/times must be submitted no later than week 5 of the term, and with written endorsement from the department chair and dean. If requests are approved, accommodations must be made to provide the exam on the originally scheduled date and time for those students who are unable to take the exam at the new date/time.

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, who you’d like to meet with (if you have a preference), and choose the day/time that works best for you!     

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Reminder: Complete Our Scheduling 101 Survey!

The Scheduling Team is excited to announce Scheduling 101: A Training & Workshop Day, coming September 2025. To help us tailor the event to your needs, please take a few minutes to complete this brief survey by Friday, August 8th. We are especially interested in your preferred date, as well as topics or activities you'd like us to cover: Click here to complete the survey!

Upcoming Scheduling Deadlines                                     

Early July Winter term available in online schedule of classes

7/21/2025 Summer term session 4 (2nd 4 week) begins

Early August Spring term proof phase begins

8/18/2025 Summer term session 5 (3 week) begins

Mid-August Winter term room assignment phase

Mid-August Finals schedule for 25/26 AY posted to OtR webpage

9/10/2025 Fall term extension begins

9/24/2025 Fall term begins

 

See full schedule of deadlines and explanation of CLSS phases and modes.

Building/Classroom Information

The following buildings are offline for renovations and impact General Purpose (GP) and department classroom availability:  

  • Gilkey - 5 GP classrooms, projected completion date Spring 2026.

  • Fairbanks – 1 GP classroom, 3rd/4th floor renovations continue. Completion date TBD.

The following General Purpose (GP) classrooms will be offline for tech upgrades throughout the academic year. By coordinating with Academic Technologies and scheduling room technology maintenance and upgrades in advance, we strive to minimize unexpected technical challenges and prevent last-minute room changes.

  • Summer 2025: COVL 216, KEAR 112, LINC 100, LINC 128, LINC 303, LINC 307, LINC 268, LINC 368, BEXL 322

  • Fall 2025:  KEAR 305, CRPS 122, BAT 150

  • Winter 2026: KEAR 112, KEC 1003, BAT 144

  • Spring 2026: KEAR 212, KEC 1001, JOHN 102

Section Caps Reminder

When creating new sections during open registration for a term, please keep the following in mind when increasing section caps:

Linked Sections

  • Wait until all linked sections (e.g., labs or recitations) are created and approved before increasing the cap on the main section (e.g., lecture).

  • Why? If you increase the cap on a lecture before the linked section is approved, students may register for the lecture without realizing they also need to enroll in a linked section.

Crosslisted Sections

  • Once all crosslisted sections have been approved, review and adjust the crosslist maximum accordingly to ensure accurate enrollment limits across all associated sections.

A close-up of a white background Error Message 19-1: Approval Workflow: Any Change to Crosslist Requires Canvas Approval Changes to crosslists this close to/after start of term require review and approval from Canvas Administrators. Canvas administrators will review the request to mitigate unintended consequences to existing Canvas sites. Action Required: Please submit this request for approval through CLSS workflow. ~~~019. Seciton added or removed, section is crosslistedNew: If you attempt to make changes to a crosslisted section during Term Phase I (approximately one week before the start of the term) or at any point thereafter, the request will be routed to Canvas Support via CLSS workflow. This additional review is required to ensure that the change does not negatively impact an existing Canvas site. In the past, updates to crosslisted courses have inadvertently resulted in the loss of student work and course content, so this safeguard is being implemented to prevent such issues.

CORE Education & Ecampus Registration Restriction:

Please remember to regularly review Core Education capacity restrictions, Core Education instructor training requirements, and Ecampus registration restrictions.

Guidance on these areas is available in the Modules section of our Canvas site.A white rectangular object with a blue stripe Core Ed Restrictions Scheduler Overview - May 2025.pdf READ ME Core Education Teacher Training Rules.msg Ecampus Scheduler Guidance - June 2025.pdf

Cancelling Linked Sections


• Linked sections WITH enrollment must be cancelled by the Schedule Desk – you will not be able to cancel them in CLSS.  

Please give guidance to students if they need to just drop one linked section and add a new/different one, or if all linked sections will be cancelled.  Give students a deadline to drop/change sections and inform them that if they do not take action by that date, they will be dropped from all linked sections.  

Once due date has passed, please put a comment on section in CLSS asking to cancel section with date given to students. 

Office of the Registrar Summer Hours

The Office of the Registrar participates in the summer flex schedule and will close at 1:00 pm on Fridays from June 27 to August 29. We will also have reduced hours during the quiet weeks of June 30 – July 4 and August 25 – August 29. During those weeks, we will be open Mondays and Wednesdays from 10:00 am to 3:00 pm.

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, who you’d like to meet with (if you have a preference), and choose the day/time that works best for you!     

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Scheduling digests: 2023-2024 academic year

Upcoming Scheduling Deadlines                                                          

9/27/2023 Fall classes begin

10/13/2023 Spring scheduling unit submissions due in CLSS

10/30/2023-ish Spring term published in online Schedule of Classes

11/3/2023 Fall final exam roll

11/16/2023 Winter registration phase begins in CLSS

11/19/2023 Winter registration begins for students

Mid-December 2023 Spring term room assignment phase begins

See full schedule of deadlines and explanation of CLSS phases and modes.

Fall Term Building/Classroom Information

Reminder that the following buildings are offline for renovations and impact classroom availability fall term 2023:

  • Cordley – East side, 2 GP classrooms, projected completion 2024

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion 2024

  • Gilkey - 5 GP classrooms, projected completion date TBD.

In addition to GP Classrooms, this impacts several department classrooms that need to be scheduled elsewhere.    

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, you can choose who you’d like to meet with (if you have a preference), and you can choose the day/time that works best for you!      

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

Instructor percentages on sections, and what they mean.

Instructor percent responsibility represents overall responsibility for the development and implementation of the course syllabus, for the day-to-day delivery of the course, for ensuring that course learning outcomes are covered and assessed, and for the issuing of grades. Do not list any individual on any course as an instructor of record unless that individual meets the definition above.    

In some of the ranking surveys, Institutional Research uses the instructor lists to identify how many instructors a particular group (Ecampus, Engineering, etc.) has. Inaccurate data could lead to lower faculty counts which may result in higher student to faculty ratios that could result in lower ranks. In that regard, it’s important to have accurate instructor listings and percentages for any potential institutional analysis that might be used for faculty decisions (e.g., new tenure track positions, etc.).

Does percent of responsibility impact eligibility to submit grades?

Faculty members who have been listed by their department as the primary instructors. Primary instructor is not determined by percent responsibility. This is an indicator checkbox in CLSS and Banner.

Non-primary instructors with a percent workload responsibility of greater than 0%, who have been identified in Banner as "graders" and are cleared for online grading access.

How does the instructor percent of responsibility impact the Student Learning Experience (SLE) Survey?

SLE reflects course information uploaded from Banner at the end of week 7. Each course is designated by the CRN (Course Record Number), and further divided by instructors or teaching assistants who have been assigned 2% or more of responsibility for the course in Banner. Once courses have been uploaded from Banner into the SLE system, they cannot be changed. In a course with multiple instructors, only those with at least 2% responsibility for the class in Banner will receive surveys from students. See additional SLE administrator FAQS.

How does the instructor percent of responsibility impact Canvas roles?

The assignment of Teacher and TA roles in for-credit courses are controlled by information in Banner. An individual who has been entered into Banner as an instructor with 0% responsibility will be assigned the TA role in Canvas. An individual who has been entered into Banner as an instructor with 1% responsibility will be given a Teacher role in Canvas, but will not have Student Learning Experience (SLE) survey distributed for them at the end of the term. An individual who has been entered into Banner as an instructor with 2% or greater responsibility will be given a Teacher role in Canvas and will also have SLEs distributed for them at the end of the term.

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Upcoming Scheduling Deadlines                                                          

1/05/2024 Summer scheduling unit submissions due

1/08/2024 Winter classes begin

1/19/2024 Summer all scheduling units switched to Refine Mode

1/22/2024 Fall plan phase begins

1/24/2024-ish Summer term published in online Schedule of Classes

2/09/2024 Winter final exam roll

2/22/2024 Spring registration phase begins in CLSS

2/25/2024 Spring registration begins for students

See full schedule of deadlines and explanation of CLSS phases and modes. 

Winter Term Building/Classroom Information

Reminder that the following buildings are offline for renovations and impact classroom availability winter term 2024:

  • Cordley – East side, 2 GP classrooms, projected completion 2024

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion 2024

  • Gilkey - 5 GP classrooms, projected completion date TBD.

  • Fairbanks – 1 GP classroom, 3rd floor renovations continue. Completion date TBD.

In addition to GP Classrooms, this impacts several department classrooms that need to be scheduled elsewhere.   

Credit Guidelines  

The credit guidelines have been updated as of June 2023.  This includes the addition of the Recitation 1/Recitation 2 designations, and clarification on contact times.

Catalog vs. Schedule of Classes

The Academic Catalog is the comprehensive list of approved courses and programs.  If a course is not approved at the catalog level, we cannot create the individual section. 

Think of the Catalog as the buffet, the Schedule of Classes is the plate.

For Catalog questions, please contact [email protected]

Changes to a course in the catalog must go through a CIM proposal.

The Schedule of Classes (SoC) is the list of existing sections with individual CRN’s. 

Questions regarding the SoC can be directed to [email protected]

Schedule of Classes has three specific sections.

  • Search, which has multiple search options. (term, subject, level, campus, material cost, schedule type, and much more)

  • Search Results, lists the offered classes, and primary instructor.

  • Specific section information, and a more detailed course list.

A little scheduling philosophy

  • When a student registers for a course, think of it as signing a contract.

  • There is an expectation from instructors that students attend and successfully participate in class.

  • Likewise, there is an expectation by the student that a course meets at the day and time listed at registration.

  • Our job is to ensure that students have a complete, and correct, schedule of classes.

  • We rely on you, unit schedulers, to give us accurate, timely information.

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, you can choose who you’d like to meet with (if you have a preference), and you can choose the day/time that works best for you!                  

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Upcoming Scheduling Deadlines                                        

4/01/2024 Spring term begins

4/03/2024+ Fall term closed in CLSS for room assignment phase

4/15/2024 Summer registration begins for students

4/29/2024+ Spring term finals roll process begins 

5/16/2024 Fall registration begins for students

6/15/2024 COMMENCEMENT

See full schedule of deadlines and explanation of CLSS phases and modes.

Spring Term Building/Classroom Information

Reminder that the following buildings are offline for renovations and impact classroom availability spring term 2024:

  • Cordley – East side, 2 GP classrooms, projected completion 2024

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion 2024

  • Gilkey - 5 GP classrooms, projected completion date 2025.

  • Fairbanks – 1 GP classroom, 3rd floor renovations continue. Completion date TBD.

In addition to GP Classrooms, this impacts several department classrooms that need to be scheduled elsewhere.   

New Feature in CLSS          A close-up of a text Description automatically generated

What this means is that you can make copies of meeting lines by clicking on the ‘pages’ icon, already nicknamed the ‘sandwich’  and ‘pancake’ icon.  This will be really helpful for folks who have sections with multiple meeting lines.  It’ll streamline the process of adding new lines.

location of icon

New Feature in the Schedule of Classes

We’ve updated the keyword search results in the Schedule of Classes. When you search for COMM 218Z or COMM 218HZ, for example, you can put in COMM 218 and it will show all COMM 218Z and COMM 218HZ sections. It no longer requires a wildcard* for basic course search, and will return results for 'H', 'Z', and 'HZ' courses. Partial matches are now included and will improve the user experience and functionality for students.   

class search 

 

If you want to look for a specific course, like COMM 218Z, and not see COMM 218HZ, for example, you can select COMM in the “Any Subject” drop down, and enter 218Z in the keyword search.

class search

Hybrid Schedule Type vs. Mixed Modality

Hybrid schedule type and Mixed Modality are two different ways to offer meetings for sections.  Hybrid sections are not Mixed Modality. 

Hybrid Schedule Type – Is a blend of synchronous classroom meetings and asynchronous online coursework.  The face-to-face meeting time is 30-70% of the required contact hours, made up in the online coursework.

Mixed Modality – Is a blend of synchronous in person classroom meetings and synchronous remote meetings. 

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, you can choose who you’d like to meet with (if you have a preference), and you can choose the day/time that works best for you!                  

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources

Upcoming Scheduling Deadlines                                                  

6/17/2024 Summer term, session 0 begins

6/19/2024 Juneteenth Observed – University is Closed

6/21/2024 Winter term units all moved to Refine mode

6/24/2024 Summer term, sessions 1, 2 & 3 begin

6/25/2024 Winter term published in online Schedule of Classes

7/04/2024 Independence Day – University is Closed

7/22/2024 Summer term, session 4 begins

8/19/2024 Summer term, session 5 begins

See full schedule of deadlines and explanation of CLSS phases and modes. 

Summer Term Building/Classroom Information

Reminder that the following buildings are offline for renovations and impact classroom availability summer term 2024:

  • Cordley – East side, 2 GP classrooms, projected will be completed Fall 2024

  • Withycombe - 2 GP classrooms and 1 GP Computer classroom, projected completion Spring 2025.

  • Gilkey - 5 GP classrooms, projected completion date Fall 2025.

  • Fairbanks – 1 GP classroom, 3rd/4th floor renovations continue. Completion date TBD.

In addition to GP Classrooms, this affects several department classrooms that need to be scheduled elsewhere.  

Define Mode vs. Refine Mode in CLSS

                Define Mode –

  • Unit scheduler can edit a whole term at once, and submit when done

  • If a section is greyed out, it cannot be fixed until it is in Refine Mode

  • Does not talk to Banner, and Banner does not talk to CLSS.

                Refine Mode –

  • Unit schedulers edit/add sections one at a time.

  • If a section is greyed out, email [email protected] to see if we can troubleshoot and hopefully fix it.

  • Talks to Banner when approved.

Meet the Team!

This year the Scheduling team has been through some pretty big ch-ch-ch-changes!  Cindy retired after more than 20 years, leaving behind a remarkable legacy of campus connections. Meanwhile, Konnie, who was the first Cascades campus academic and events scheduler, accepted a position with the Division of Research and Innovation. Additionally, Becca transitioned to a new role within the Office of the Registrar.

Here is the current team:

Mike Jefferis – Associate Registrar of Catalog, Curriculum and Scheduling

Sarah Moreno – Assistant Registrar of Athletic Compliance and Scheduling

Kris Lacivita - Cascades Program Representative 1

Tom Fehrenbacher – Corvallis Program Representative 1

Sara Hoyt – Program Technician 1

I sent a little ‘getting to know you’ questionnaire out to our team, and here are our responses:

How long have you been scheduling at the OtR?

Mike - It will be 6 years at OSU this July; prior to my move to OSU I worked in the UO Registrar's office for 17 years.

Sarah - I have been with the OtR for three years and joined the Scheduling Team part-time in the summer of 2023. I currently cover both NCAA Athletic Compliance and Scheduling but am hiring an Athletics Coordinator so that I can transition largely to Scheduling!

Kris - I started with the Office of the Registrar in mid-January after a long career as an elementary school teacher. It has been an exciting change!

Tom - Started in Scheduling April ‘24, previously in Records in the OtR for 5 months, I have been at OSU for 1.5 years.

Sara – A little over 10 years with the OtR – Most of that has been scheduling.  Prior to OSU, one of the many hats I’ve worn was scheduling manufacturing processes from receiving raw materials to shipping the finished products. 

What is your favorite hobby outside of work?

Mike - I have a few. I enjoy baseball, hiking, camping, and cooking.

Sarah - I am an avid runner. Outside of work you can probably find me running or some engaging in some other type of exercise.

Kris – I love to travel. Planning the details of the trip (and dare I say scheduling) is half the fun. I love seeing new places, meeting strangers who quickly become friends, and getting to know the local culture.

Tom - Anything outdoors

Sara – felting, nature photography, road trips, concerts – I love music, especially live music.

Where is the most interesting place you’ve ever visited?

Mike - Baguio City (City of Pines), Philippines. It has an elevation of 4,757’.  

Sarah - Not sure it’s interesting, but the Bahamas is one of my favorite vacation destinations!

Kris - I have been fortunate to visit Brandbu, Norway, just north of Oslo, where my mom's parents grew up. I have also been to Agnone, Italy, a small mountain village in the Isernia province. This is where my dad's parents lived. When my family and I first visited, we were stopped on the narrow cobblestone street by a woman saying, "Americans!" and holding a picture of us. They had been expecting us.

Tom - Rome, Italy visiting all the ancient ruins

Sara – I find the geology of Eastern Oregon fascinating, and the Painted Hills Unit in John Day Fossil Beds literally brought tears to my eyes. I’m eager to return. 

What is your go-to comfort food?

Mike - Chicken adobo or chicken katsu.

Sarah - Does soup count (probably not)?

Kris - Coffee chip ice cream or freshly baked bread dipped in olive oil

Tom - Pasta

Sara – Joan Porters casserole – this is a chicken and rice casserole, but the recipe was passed to my mom from her dear friend Joan many decades ago, so it’s always been referred to as Joan Porters.

What is the most memorable concert or live performance you’ve attended?

Mike - Soundgarden at the Salem Armory in 1996.

Sarah - Dan and Shay, before they were ‘big’. When I was younger, I spent summers training in Texas. My host family was friends with the Mooney’s, so we watched Dan and Shay perform then spent the afternoon hanging out.

Kris – My first concert at Red Rocks Amphitheatre in Colorado. I saw The Avett Brothers. It's a venue like no other.

Tom - Lollapalooza Chicago w/ my 8 and 6 year old kids. "Lots of drunk people here dad"

Sara – Festival Supreme 2013 on the Santa Monica Pier with my sister.

What is the most adventurous thing you’ve ever done?

Mike - I spent three nights in a remote section of the Willamette National Forest working on a lightning strike quick response team. Our responsibility was to spot and respond to fires caused by lightning activity in the area and move with the bad weather patterns.    

Sarah - I was a DI college athlete and a gymnast since the age of three. I spent most of my life flipping, twisting, and now I realize, risking my life. At the time it didn’t faze me - I never knew anything different!

Kris - Until a few years ago, I had lived and worked in the Chicago area my whole life. Moving west to Denver in 2019 and to Bend in 2023 has been quite the adventure.

Tom - Scuba diving in Mexico and scootering through Rome w family (insane drivers).

Sara – In a couple of weeks I’ll be driving across the US with some friends I’ve known since 6th grade.           

Scheduling Help Sessions!

We offer One-on-One Scheduling Help Sessions in Teams!  The link is on our Canvas page for Schedulers, and it has a form where you can let us know what you’d like to discuss, you can choose who you’d like to meet with (if you have a preference), and you can choose the day/time that works best for you! 

25Live Event Form REMINDER

When filling out the request form in 25Live, make sure to manually edit the end time to the :20 or :50 after the hour.  Your request will not be approved unless it is submitted correctly. 

FYI – Satisfaction Survey

Want to give kudos, or constructive criticism, to us here in Scheduling, or any other department in the Office of the Registrar?  We have a Satisfaction Survey available!  Satisfaction Survey (beav.es/JeD)  The link is also available in our email signature block. We’re excited to hear your feedback!

Scheduling Resources