The following policies apply to all scheduled sections taking place on Oregon State University campuses.
Some policies may vary by campus or term where noted.
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:
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.
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.
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:
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:
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:
Things that should generally NOT go in Class Notes:
Academic course sections will have section numbers based on the following protocols determined by campus and/or type.
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.
|Course Type||Prefix/Course Indicator|
|Topics||TOPICS/ or T/|
|Studies||STUDIES/ or ST/|
|Research/Research & Conference||RESEARCH/ or RES/|
|Thesis (403 only)||THESIS/|
|Writing & Conference||W&C/|
|Reading & Conference||R&C/|
|Projects||PROJECT/ or PROJ/|
|Special Problems/Projects||PROJ/ or SP/|
|Seminar||SEMINAR/ or SEM/|
|Workshop||WORKSHOP/ or WS/|
|Practicum||PRACTICUM/ or PRAC/|
|Internship||INTERNSHIP/ or INT/|
|Service Learning||SERVICE LEARNING/ or SERV LRN/|
|Leadership||LEADERSHIP/ or LEAD/|
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:
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.
|Schedule Type (Code)||Description||Scheduled Contact Hour Requirements|
|Activity (H)||A course or educational procedure designed to stimulate learning via firsthand experience.||No minimum|
|Discussion (B)||A course that is used to facilitate consideration of a question or topic in open and informal debate.||No minimum|
|Examination for Credit (V)||A special examination for regularly enrolled student in good standing, either graduate or undergraduate; may petition for credit examination. See Academic Regulation 23 for details.||None; exam period only|
|Experiential (O)||A course relating to, derived from, or providing experience.||None|
|Externship (U)||An experiential course designed to provide on-the-job experience in an academic setting off campus, where students can earn academic credit.||None|
|Hybrid (HYB)||A section including both regularly scheduled on-site classroom meetings, and significant online out-of-classroom components that replace regularly scheduled class meeting time.||30-70% compared to traditional campus section|
|Independent or Special Studies (F)||A course of organized instruction or research determined solely by a student and their instructor.||None|
|Internship (J)||An experiential course designed to provide on-the-job experience in an academic setting on or off campus, where students can earn academic credit.||None|
|Laboratory (D)||Part of a course set aside for experimentation, observation, or practice in a field of study. A proposal that goes through the full review process must be submitted to add the laboratory schedule type to a course.||At least 2 hours per week per credit hour for a regular term|
|Lecture (A)||An academic discourse given by an instructor before a group of students.||1 hour per week per credit hour for a regular term|
|Group Midterm Exam (MID)||An examination held approximately halfway through the course and held at a different time than the regularly scheduled class. Group examinations are scheduled administratively. See https://registrar.oregonstate.edu/exams for more information.||None; exam period only|
|Online (Y)||A fully developed course where the dominant medium tool is the internet. Students spend a significant amount of time online in the areas of content, assessment, and interaction to the degree that the student must participate through the use of a computer to complete course requirements.||None|
|Practicum (M)||A course designed for the preparation of teachers and clinicians that involve the practical application of previously studied theory, knowledge, and skills under the supervision of a senior instructor.||None|
|Project (S)||A course with individualized instruction designed for students to complete an independent project of the students design.||None|
|Reading and Conference (N)||A course focused on designated subject matter to be read by a student and discussed in conference with an instructor.||None|
|Recitation (C)||Part of a course requiring a public exhibition of acquired skills and knowledge.||At least 2 hours per week per credit hour for a regular term|
|Research (G)||A course through which students earn credit for a studious inquiry or examination aimed at the discovery and interpretation of facts, revision of accepted theories or laws in the light of new facts or practical application of such new or revised theories or laws, and/or the collecting of information about a particular subject.||None|
|Seminar (E)||A course pursued by a small group of students under the direction of an instructor for the purpose of presenting and exchanging ideas or research findings via lectures, reports, and discussions.||1 hour per week per credit hour for a regular term|
|Studio (R)||A course incorporating practical experience where students receive individualized instruction and lectures in a studio setting.||At least 2 hours per week per credit hour for a regular term|
|Thesis (Q)||A course designed to cover the thesis/dissertation research and writing. Students may register for thesis/dissertation credit each term.||None|
|Workshop (W)||A brief intensive course for a small group which emphasizes problem solving. Classes are expected to provide academic engagement throughout the entire part of term in which it is scheduled.||No minimum|
Certain section numbers are reserved for blanket courses in the Catalog. These are:
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.
Effective Winter term 202402: All blanket courses except seminar and workshop are required to have Departmental Approval-SAPR restrictions to prevent students from registering for incorrect sections.
Graduate Thesis Section: 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. 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 after providing them with an override for the required Departmental Approval-SAPR restriction. Departments should not advise students to register for any available section as a placeholder nor provide overrides for sections without the appropriate instructor listed. 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:
Graduate Teaching Assistants:
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: