Schedule of Classes Maintenance

The Registrar's Office—Schedule of Classes supports the continued development and advancement of schedule-of-classes functions at NAU. We:

  • Oversee/manage the production of NAU's Fall and Spring class schedules, including ᴅᴀᴛᴀ ɪɴᴛᴇɢʀɪᴛʏ 
  • Collaborate to establish system-wide scheduling processes, identify issues, find resolutions
  • Work to improve facility utilization and class availability (goal: student access to essential classes)
  • Guide academic departments through the process of creating and maintaining class-schedule data 
  • Document scheduling needs and nuances for all academic units
  • Create system documentation and run reports for executive, administrative, and inter-office use
  • Train academic departments on class scheduling
  • Review facility change requests and approve if admissible (e.g., within guidelines; inventory permitting)
  • Monitor and maintain building and facility data in LOUIE and 25Live
  • Assign classrooms via 25Live
  • Pre-review new courses and course changes prior to curriculum committee meetings
  • Create new course topics
  • Manage aspects of Summer/Winter Flagstaff-Mountain classes
  • Update the Final Exam Schedule
  • Recently piloted: Centralized scheduling for selected academic units for Spring 2018.
  • Currently implementing: Multi-term scheduling

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 provided 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

Summer 2017 Sessions    (1174)

Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating First

5/15/2017

6/4/2017

DD2

Dynamic Dating Second

6/5/2017

7/9/2017

DD3

Dynamic Dating Third

7/10/2017

8/8/2017

N10

NAU Summer 10-Week

6/5/2017

8/8/2017

N12

NAU Summer 12-Week

5/15/2017

8/8/2017

N3A

NAU Summer 3-Week

5/15/2017

6/2/2017

N5A

NAU Summer 5-Week – First

6/5/2016

7/3/2017

N5B

NAU Summer 5-Week – Second

7/10/2017

8/8/2017

 Fall 2017 Sessions    (1177)

Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating First

8/28/2017

10/22/2017

DD2

Dynamic Dating Second

10/23/2017

12/15/2017

M16

Mountain Regular Session

8/28/2017

12/15/2017

M5A

Mountain 5-Week – First

8/28/2017

9/29/2017

M5B

Mountain 5-Week – Second

10/2/2017

11/3/2017

M5C

Mountain 5-Week – Third

11/6/2017

12/8/2017

M8A

Mountain 8-Week – First

8/28/2017

10/20/2017

M8B

Mountain 8-Week – Second

10/23/2017

12/15/2017

S10

 

 

S12

  

S16

Statewide Regular Session

8/28/2017

12/15/2017

S8A

Statewide 8-Week – First

8/28/2017

10/20/2017

S8B

Statewide 8-Week – Second

10/23/2017

12/15/2017

 Winter 2017-2018 Sessions    (1178)

Session

Long Name

Begin Date

End Date

W4A

Winter 4-Week (AKA Intersession)

12/18/17

1/12/18

 

Spring 2018 Sessions    (1181)


Session

Long Name

Begin Date

End Date

DD1

Dynamic Dating – First

1/16/18

3/11/18

DD2

Dynamic Dating – Second

3/12/18

5/11/18

M16

Mountain Regular

1/16/18

5/11/18

M5A

Mountain 5-Week – First

1/16/18

2/9/18

M5B

Mountain 5-Week – Second

2/12/18

3/16/18

M5C

Mountain 5-Week – Third

3/26/18

4/27/18

M8A

Mountain 8-Week – First

1/16/18

3/09/18

M8B

Mountain 8-Week – Second

3/12/18

5/11/18

S10

Statewide 10-Week

S12

Statewide 12-Week

S16

Statewide Regular

1/16/18

5/11/18

S8A

Statewide 8-Week – First

1/16/18

3/9/18

S8B

Statewide 8-Week – Second

3/12/18

5/11/18

75A

7.5-Week – First

1/16/18

3/6/18

75B

7.5-Week – Second

3/8/18

5/4/18

Summer 2018 Sessions    (1184)

SessionLong NameBegin DateEnd Date
DD1Dynamic Dating First5/14/20186/3/2018
DD2Dynamic Dating Second6/4/20187/8/2018
DD3Dynamic Dating Third7/9/20188/7/2018
N10NAU Summer 10-Week6/4/20188/7/2018
N12NAU Summer 12-Week5/14/20188/7/2018
N3ANAU Summer 3-Week-First5/14/20186/1/2018
N5ANAU Summer 5-Week- First6/4/20187/3/2018
N5BNAU Summer 5-Week- Second7/9/20188/7/2018

Fall 2018 Sessions    (1187)

SessionLong NameBegin DateEnd Date
DD1Dynamic Dating First8/27/201810/21/2018
DD2Dynamic Dating Second10/22/201812/14/2018
M16Mountain Regular Session8/27/201812/14/2018
M5AMountain 5-Week-First10/1/201811/2/2018
M5BMountain 5-Week-Second11/5/201812/7/2018
M5CMountain 5-Week-Third8/27/201810/19/2018
M8AMountain 8-Week-First8/27//201810/19/2018
M8BMountain 8-Week-Second10/22/201812/14/2018
S16Statewide Regular8/27/201812/14/2018
75A7.5-Week-First8/27/201810/16/2018
75B7.5-Week-Second10/18/201812/7/2018

Winter  2018 Sessions    (1188)

SessionLong NameBegin DateEnd Date
DD1Dynamic Dating-First12/17/20181/11/2008
W4AWinter 4-Week12/17/20181/11/2018

Spring 2019 Sessions    (1191)

SessionLong NameBegin DateEnd Date
DD1Dynamic Dating-First1/14/20193/10/2019
DD2Dynamic Dating-Second3/11/20195/10/2019
M16Mountain Regular1/14/20195/10/2019
M5AMountain 5-Week-First1/14/20192/15/2019
M5BMountain 5-Week-Second2/18/20193/29/2019
M5CMountain 5-Week-Third4/1/20195/3/2019
M8AMountain 8-Week-First1/14/20193/8/2019
M8BMountain 8-Week-Second3/11/20195/10/2019
S16Statewide Regular1/14/20195/10/2019
75A7.5-Week-First1/14/20193/5/2019
75B7.5-Week-Second3/7/20195/3/2019


Schedule Build Timelines

Spring 2018 (Term 1181)  (Closed)

Class schedulers will receive instructions once the prior-term copy is run as well as, additional instructions. There are no longer "phases" to the schedule build.
Specifically requested clean-up may be completed once prior-term copy is run.

The following schedule is subject to change:

  • 3/13–3/17       Spring Break
  • 3/27/17           Prior-Term Copy is run by the Registrar's Office
  • 4/3/17             Phase I begins
  • 4/21/17           Phase I ends
  • 4/24/17           Phase II begins
  • 5/5/17             Phase II ends (Week before Final Exams)
  • 5/8/17             Phase III begins (Week of Final Exams)
  • 5/19/17           Phase III ends (Week after Commencement)
  • 5/22/17           Phase IV (final) begins
  • 6/2/17             Phase IV (final) ends —All class information should be complete so data-integrity reports can be run, along with 25Live classroom scheduling, before the publish date.
  • 9/25/17           Publish date

Winter 2017 (Term 1178)  Schedule-Build Timeline
Summer 2018
(Term 1184)

  • 6/19/17      –  Class Create Opens 
  • 7/21/17      –  Class Create Ends         

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


Fall 2018
 (1187) and Spring 2019 (1191) Schedule-Build Timeline

Your unit's SoC-build-planning spreadsheet [run via Enterprise Reporting (ERS)], is due to SoC on (or before) 8:00 am on Monday, September 25, 2017.

Leadership Session Content—Centralized and Multi-Term Scheduling

Centralized Scheduling

ERS SoC Navigation and Search Instructions
How to Indicate Changes on the ERS SoC Excel Spreadsheet
Multi-term Centralized Scheduling Timeline AY 18/19
Template for Meeting Patterns

Multi-Term (MTE) Scheduling

Curriculum Proposal/Timeline Process
MTE (Multi-Term) FAQs
Schedule of Classes Change-Request Form for AY 18/19
Schedule Roll-Forward Info Form for Chairs, Directors, etc.

Additional Resources

Approved Co-Convened/Cross-Listed Courses 

Calculator for Dynamically Dated Classes  

Classes with Co-Requisites

Department Scheduler Contact List

Dual-Component Classes

Dynamic Dating

Enterprise Reporting/Schedule of Classes Report 

FAQs for 25Live (by CollegeNET)

Instruction Modes

Instructor Roles

Layout Capacities by Location_All 25Live IDs

LOUIE Training

Master Fees List

Numerical List of NAU Flagstaff Buildings

Policy for One-Time Cross-Listing and Co-Convening

Reserve Capacity Requirement Group List

Schedule of Classes Training Documentation

Scheduling Requirements, Including Peak Hours

Standard Class Meeting Times

Wait Listing: When Not to Use It

Forms

Request for a Room Assignment OR Change of Room Assignment

Download the form

Description

Use this form to request a Pre-Assigned Room OR a Change of Room Assignment

You will consolidate your requests for one term onto one form.

Reasons to use this form:

  • Request a Classroom for a New Section of a Class BEFORE you make the class active.
    • For new classes, please build them—then (1) uncheck the class for "Schedule Print" and (2) set it as "Department Consent," until we can locate a room for it. 
  • Request a Classroom change BEFORE you make an Enrollment Capacity Change.
  • Request a 999-TBA setting to be assigned to a Class That Has a Meeting Pattern, but Does NOT Meet in a Classroom
  • Request that We Assign the Same Classroom for Classes That Need a Match. This includes:
    • Blended Classes
    • 1-Unit Classes
    • Shorter-Session Classes

Due to volume, we may need up to two weeks to research and process this request. We will contact you with the results.

E-mail this form as an attachment to registrar.scheduleofclasses@nau.edu.

Petition for Pre-Assigned Room OR to Remove a Room from General Use

Download the form

Description

This form gives you the opportunity to petition to have a course/class/section pre-assigned to a Facility ID/Room. There are just two main reasons for such pre-assignments: (1) ADA Needs, and (2) Specialized Equipment Needs (such as spectrum analyzer, dental operatory, gas lines, pianos, etc.) Please read the form carefully to understand what is possible.

E-mail this form as an attachment to registrar.scheduleofclasses@nau.edu.

Due to volume, we may need up to two weeks to research and process this request. We will contact you with the results.

 

Report of Classes That Meet in Shared Spaces but Are Not in the Combined Sections Table

Download the form

Description

Some few classes share classrooms but do not qualify as co-convened or cross-listed. That means that they cannot be entered and do not show up on the Combined Section Table. If such classes are created after the schedule build is final, they will be “invisible” to 25Live and cause repercussions— unless you report them to us. Use this form to do so, if the schedule build is final. 

E-mail this form as an attachment to registrar.scheduleofclasses@nau.edu.

Due to volume, we may need up to two weeks to research and process this request. We will contact you with the results.

 

Report an Inaccuracy in a Room's Layout Capacity or Technology

Download the form

Description

Sometimes rooms get remodeled or reconfigured without being reported to 25Live. Use this form to inform us when a particular classroom does not match the expected capacity or technology description.

This form does not apply to a specific course or section. 
—Your documentation helps us improve 25Lives's processes.

 

E-mail this form as an attachment to registrar.scheduleofclasses@nau.edu.

Due to volume, we may need up to two weeks to research and process this request. We will contact you with the results.

 

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 two (2) total completions and six (6) total units. The topic repeats must fit within the parameters of the repeats allowed at the course level. Please be specifically clear on total allowable units for classes that have variable units.

Request for Approval to Schedule Class Outside Standard Meeting Times

Download the form

Description

This form must be completed to request approval for any class to be scheduled outside standard meeting times. Please read the directions carefully and answer all the questions. Email the completed form to Registrar.ScheduleofClasses@nau.edu.

The class may be scheduled ONLY if it is approved to be scheduled outside standard meeting times.

Please allow two weeks to receive a response.    

 

 

Request 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, Student Accounts, 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 two (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 to Registrar.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/next 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 them).
  • 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 classroom assignments for out-of-term classes  may overlap with classes scheduled within the regular term. 

 

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.»