Schedule of Classes Maintenance

The Registrar's Office supports the continued development and advancement of schedule of classes functions at NAU. We oversee the production and data integrity of NAU's Fall and Spring class schedules. We also:

  • Manage production and data integrity of NAU’s fall/spring class schedules, as well as aspects of summer/winter Flagstaff Mountain classes
  • Guide academic departments through the process of creating and maintaining class schedule data 
  • Collaborate to establish scheduling processes, identify issues, find resolutions
  • Create system documentation and run reports for inter-office and intra-office use
  • Train academic departments on class scheduling
  • Create new course topics
  • Update the Final Exam Schedule
  • Assist with Center for International Exchange grade memos
  • Build and maintain building and facility data in LOUIE
  • Pre-review new courses and course changes prior to curriculum committee meetings

Information pertaining to academic scheduling is emailed to all Schedule of Classes contacts, including class schedulers, chairs, associate deans, and stakeholders. Necessary details to guide departments through the schedule builds will be given prior to and at the beginning of each schedule build phase. If you are not part of the listserv but should be, please contact the Academic Schedule Coordinator and request access. 

Session Dates

EC Summer 2015 Sessions

Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating First

5/11/2015

5/31/2015

DD2

Dynamic Dating Second

6/1/2015

7/5/2015

DD3

Dynamic Dating Third

7/6/2015

8/4/2015

N10

NAU Summer 10 Week

6/1/2015

8/4/2015

N12

NAU Summer 12 Week

5/11/2015

8/4/2015

N3A

NAU Summer 3 Week

5/11/2015

5/29/2015

N5A

NAU Summer 5 Week - First

6/1/2015

6/30/2015

N5B

NAU Summer 5 Week - Second

7/6/2015

8/4/2015

 

Fall 2015 Sessions

Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating First

8/31/2015

10/25/2015

DD2

Dynamic Dating Second

10/26/2015

12/18/2015

M16

Mountain Regular Session

8/31/2015

12/18/2015

M5A

Mountain 5 Week - First

8/31/2015

10/2/2015

M5B

Mountain 5 Week - Second

10/5/2015

11/6/2015

M5C

Mountain 5 Week - Third

11/9/2015

12/11/2015

M8A

Mountain 8 Week - First

8/31/2015

10/23/2015

M8B

Mountain 8 Week - Second

10/26/2015

12/18/2015

S10

Statewide 10 Week

8/31/2015

11/6/2015

S12

Statewide 12 Week

8/31/2015

11/20/2015

S16

Statewide Regular Session

8/31/2015

12/18/2015

S8A

Statewide 8 Week - First

8/31/2015

10/23/2015

S8B

Statewide 8 Week - Second

10/26/2015

12/18/2015

 

EC Winter 2015 Session

Session

Long Name

Begin Date

End Date

W4A

Winter 4 Week

       12/21/2015

       1/15/2016

 

 

Spring 2016 Sessions

Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating First

1/19/2016

3/13/2016

DD2

Dynamic Dating Second

3/14/2016

5/13/2016

M16

Mountain Regular Session

1/19/2016

5/13/2016

M5A

Mountain 5 Week - First

1/19/2016

2/19/2016

M5B

Mountain 5 Week - Second

2/22/2016

4/1/2016

M5C

Mountain 5 Week - Third

4/4/2016

5/6/2016

M8A

Mountain 8 Week - First

1/19/2016

3/11/2016

M8B

Mountain 8 Week - Second

3/21/2016

5/13/2016

S10

Statewide 10 Week

1/19/2016

3/27/2016

S12

Statewide 12 Week

1/19/2016

4/10/2016

S16

Statewide Regular Session

1/19/2016

5/13/2016

S8A

Statewide 8 Week - First

1/19/2016

3/11/2016

S8B

Statewide 8 Week - Second

3/21/2016

5/13/2016

Schedule Build Timelines

Winter 2015 (1158) Schedule Build Timeline

  • 8/24/15                           -  Class Create Opens      
  • 9/14/15 (no later than)     -  Classes Viewable           
  • 9/21/15                           -  Enrollment Begins         

https://admin.extended.nau.edu/

 

Spring 2016 (1161) Schedule Build Timeline

Class schedulers will receive instructions once prior term copy is run as well as, additional instructions, at the beginning of each phase of the schedule build. Specifically requested clean-up may be completed once prior term copy is run; however, the actual schedule build will not begin until Phase 1 of the build begins.

  • 7/13/15  –  Prior Term Copy is run by the Registrar's Office
  • 7/27/15  –  Phase I begins
  • 8/21/15  –  Phase I ends
  • 8/24/15  –  Phase II begins
  • 9/4/15    –  Phase II ends
  • 9/8/15    –  Phase III begins (9/7/15 holiday)
  • 9/18/15  –  Phase III ends
  • 9/21/15  –  Phase IV (final) begins
  • 9/29/15  –  Phase IV (final) ends - All class information should be complete so data integrity reports can be run before the publish date
  • 9/30/15  –  Phase V data integrity review by Academic Schedule Coordinator 
  • 10/1/15  –  Phase V (revisions) begins - Changes requested based on findings from data integrity reports
  • 10/2/15  –  Phase V (revisions) ends
  • 10/5/15  –  Schedule of Classes, along with BookLook information, is made viewable on LOUIE/Classroom data shown in Outlook/IRIS Calendar for academic departments
  • 10/9/15  –  Early Enrollment Appointment E-mails are sent from Registrar's Office
  • 11/2/16  –  Early Enrollment begins for continuing students


Summer 2016 (1164) Schedule Build Timeline

  • 10/5/15                           -  Class Create Opens      
  • 11/9/15 (no later than)     -  Classes Viewable
  • 11/09/15                         -  Enrollment Begins         

https://admin.extended.nau.edu/

 

Fall 2016 (1167) Schedule Build Timeline

Class schedulers will receive instructions once prior term copy is run as well as, additional instructions, at the beginning of each phase. Specifically requested clean-up may be completed once prior term copy is run; however, the actual schedule build will not begin until Phase 1 of the build begins.

  • 11/16/15  –  Prior Term Copy is run by the Registrar's Office
  • 11/30/15  –  Phase I begins (12/25, 12/28, 1/1 holidays)
  • 1/8/16      –  Phase I ends
  • 1/11/16    –  Phase II begins
  • 1/22/16    –  Phase II ends
  • 1/25/16    –  Phase III begins
  • 2/5/16      –  Phase III ends
  • 2/8/16      –  Phase IV (final) begins
  • 2/16/16    –  Phase IV (final) ends - All class information should be complete so data integrity reports can be run before the publish date
  • 2/17/16    –  Phase V data integrity review by Academic Schedule Coordinator 
  • 2/18/16    –  Phase V (revisions) begins – Changes requested based on finding from data integrity reports
  • 2/19/16    –  Phase V (revisions) ends
  • 2/22/16    –  Schedule of Classes, along with BookLook information, is made viewable on LOUIE/Classroom data shown in Outlook/IRIS Calendar for academic departments
  • 2/26/16    –  Early Enrollment Appointment E-mails are sent from Registrar's Office
  • 3/28/16    –  Early Enrollment begins for continuing students

Additional Resources

Calculator for Dynamically Dated Classes  

Dynamic Dating

Enterprise Reporting/Schedule of Classes Report 

Instruction Modes

Instructor Roles

LOUIE Training

Master Fees List

Reserve Capacity Requirement Group List

Standard Class Meeting Times

Forms

Request for Special Class Change Form

Download the form

Description

Used for all classes with students currently enrolled to change min/max units for courses approved to allow variable units, or to change the grading basis for courses approved as Both (Letter or Pass/Fail).

  • This form should never be required. If the form is required, it means that a class was scheduled and viewable by students with an incorrect grading basis and/or units and it is possible enrollment occurred with the student not understanding the true grading basis and/or units.
  • Only special change requests for units and/or grading bases that fall within Course Catalog parameters (as defined by curriculum approvals) will be processed.
  • Any changes requested outside these parameters will be returned as unable to be processed, along with a suggestion for the department to contact the curriculum process associate to assist with completing paperwork for curriculum committee approval of the grading basis and/or unit change.
  • Changes to classes without enrollment will not require this form, but can be completed by the academic department's class scheduler by clicking on the edit units/grading basis box on the basic data page of schedule of classes.
  • It is the responsibility of the department to proactively contact the impacted students, work to solve any resulting student issues, and examine/resolve contributing factors for the delayed request.
New Topic Title Request Form

Download the form

Description

Used for all approved university course line or topics courses, which need a new topic title created.

A specific topic may be offered under university courses lines 199, 299, 399, 499, and 599 no more than three times before it must go through the University Curriculum Committee or University Graduate Committee to be approved as a new course.

Please always indicate if the topic should or should not be repeated. For example, a topic may be requested to repeat for up to 2 total completions and 6 total units. The topic repeats must fit within the parameters of the repeats allowed at the course level.

Classes Starting/Ending Outside Regular Term

Download the form

Description

Each term there are classes scheduled outside the regular term and the number has steadily increased. We understand there are some valid reasons for scheduling outside the regular term, so we need to be proactive and identify potential impacts these legitimately scheduled classes will have on students and/or the NAU offices of Financial Aid, Enrollment, Grading, Residence Life, and classrooms.  

In the past, these classes were scheduled without identifying impacts and without addressing the necessary action required to ensure students and/or NAU offices were not negatively affected. As a result, students were not informed about important details that may impact their financial aid, grading, etc.

We are asking for everyone’s cooperation in assisting us to reduce, prevent, or to find alternative solutions to impacts caused by classes created outside the regular term, as well as a cooperative effort to fit classes into the regular term, unless it is truly not possible.

Business Process

  1. Class schedulers will provide basic class information on the “Classes Starting/Ending Outside the Regular Term Approval” form and forward it to the Coordinator -Academic Schedule. The form is located above, as well as on the Registrar/Schedule of Classes webpage under the heading Dynamic Dating in a box to the right: http://nau.edu/Registrar/Faculty-Resources/Dynamic-Dating/.
  2. Once the completed form is received, contacts will be made with NAU offices to identify impacts and provide solutions in an effort to avoid or reduce adverse impacts. This information, along with approval to schedule the class, will be shared with the class scheduler so appropriate actions can be taken. Please allow 2 weeks for this process.
  3. If the class is approved to be scheduled as requested, schedulers/faculty must act on any solutions requested by the NAU office contacts and send an email toRegistrar.ScheduleofClasses@nau.edu advising the issue(s) have been addressed, prior to scheduling the class.
  4. Class schedulers, the University Registrar, and the department chair will be notified of any out of term classes that are found to have been scheduled without following the business process defined in this email. The form is required.

Impacts

Below are some of the most prevalent impacts for students and NAU offices when a class is scheduled outside the regular term:

FINANCIAL AID:

Potential Impacts for classes beginning before the regular term start date:

  • Disbursements are required to be made by payment period. For federal aid, the payment period is the academic term (i.e. the standard semester/term). Therefore, while the class may start before the standard term begins, federal aid cannot be dispersed any earlier than 10 days prior to the start of the payment period. 
  • Return to Title IV Funds (i.e. R2T4) becomes a manual process if classes start prior to the regular term date. The R2T4 calculation requires that the days attended are divided by the days in the payment period. 
  • As more of these type of classes are created, it may change the classification type of our academic year for Federal Student Aid (FSA) delivery. Should that happen, it will affect how/when FSA funds can be delivered to students.

Potential Impacts for classes ending after the regular term end date:

  • Classes should not end after the new academic year begins. These classes have Satisfactory Academic Progress (SAP) implications. If students are on probation and there is a late grade posting due to a class ending later, the student’s aid for the next semester will not be delivered until the grade is posted. If the grade does not satisfy the conditions of the student’s probation, they may have already begun other classes without any Federal aid to pay for their classes. Also, SAP is evaluated after grades post at the end of every spring semester. Students may potentially be suspended because they have an unreported grade.  This may impact retention.

REGISTRAR GRADING: 

Potential Impacts for adding grades late for classes ending after the regular term end date:

  • Late grades result in creating a manual roster and each student’s record must then be checked for: repeated classes, correct academic standing, and dean’s list. If the student’s record is incorrect due to a late grade, it will require manual changes.
  • Students can mistakenly be suspended or put on probation due to a missing grade. Conversely, if a grade is missing, students who should have been suspended or put on probation, may not be (we use queries to send out communications to students if they are on probation and/or suspension and if they do not have the standing at the time we send communication…they are less likely receive it).
  • Late grades may cause a delay in degree posting if this occurs at the end of any major term.
  • Financial Aid will be running SAP (Satisfactory Academic Progress) at the end of every spring term to determine continuing student loan eligibility. This process will be run after final grades are posted. Any missing grades will not be included in SAP and will negatively affect students’financial aid packaging.

RESIDENCE LIFE:

Potential Impacts for classes beginning/ending outside the regular term end date:

  • If out of term classes are in-person or blended, faculty and students need to be aware there will be an additional cost if students require housing before or after the standard move in and out dates. Arrangements will also need to be made with Residence Life to accommodate the additional time required. In addition, Residence Life will need to be contacted to be certain housing will be available.   

CLASSROOMS:

 Potential Impacts for classes beginning/ending outside the regular term end date: 

  • There is a possibility classrooms may overlap with classes scheduled within the regular term.