Academic Scheduling: Overview
The Office of the Registrar works in partnership with the colleges and departments to facilitate scheduling of academic classes. Standard policies and guidelines are followed to optimally utilize classrooms and provide a consistent registration experience for students.
The class scheduling process consists of three primary phases:
- Planning Phase – Departments build their class schedules in PeopleSoft and provide the Office of the Registrar with any special instructions.
- Proofing Phase – Departments review their classes in preparation for the schedule being published in PASS. Revisions are submitted to the Office of the Registrar.
- Reporting Phase – On the last day of add/drop, the Office of the Registrar provides departments with a report for conducting their final review of the schedule and submitting any changes. Upon completion of the reporting phase, the Institutional Research department compiles class schedule data for submission to the Chancellor’s Office.
CourseLeaf Section Scheduler (CLSS) streamlines data entry for departments. The tool is used for everything from inputting, editing, validating, approving and updating course offerings in the class schedule. Each academic department has a team of Schedulers who work with this tool to build the quarterly schedule. CLSS User Guides may be found under the Resources section of this webpage.
Access CourseLeaf CLSS (access based on security)
When the schedule of classes is available, students are able to build their schedule for the term using Schedule Builder. Individuals who are unable to log in to the Cal Poly Portal may access the public class schedule for a complete list of available courses.
In order to maximize utilization of university controlled rooms, as well as mitigate the potential for class overlap and allow students a wide range of class schedule options, the Office of the Registrar enforces university approved scheduling time patterns. It is each departments’ responsibility to comply with these patterns to ensure the university it working as one cohesive entity.
Standard time patterns are used by the university to maximize utilization of classrooms and student access to classes.
Per Campus Administrative Policy 282, facility limitations make it necessary for each department to schedule 50% of lecture sections outside the hours of 9 a.m. – 3 p.m.
Final exams for activity, laboratory, or 1-unit lecture sections occur during the last week of classes. All other final exams are allocated a three-hour block in the week immediately following the last week of classes. Summer quarter has a different final exam schedule to accommodate the multiple sessions offered during the term.
Summer quarter classes have a special schedule which will be posted on the Calendars and Deadlines section of the Office of the Registrar website.
A class that is scheduled with a non-standard time pattern may not have an allocated final exam time. In these cases, an instructor will need to do the following, before the end of the fifth week of the term:
- Work with the students to identify an exam time that will not conflict with their already scheduled exams.
- Contact University Scheduling in the Office of the Registrar to schedule a classroom for the exam.
For more information, refer to academic policy for Final Assessments (Exams) on the Academic Programs and Planning website.
Requesting a Common Final Exam Time
- Departments may request common final exams for classes offering three or more sections of a course with approval of the department chair/head and appropriate Dean.
- Any student who cannot attend a common final must be accommodated at another time.
- Common Finals may be requested for Monday, Tuesday, Wednesday, or Thursday 7:10-10:00PM, of Finals Week. Common Finals may also be requested on the Saturday preceding Final Exam Week, 7:10-10AM, 10:10-1:00PM, 1:10-4:00PM, 4:10-7:00PM or 7:10-10:00PM (Fall, Winter and Spring).
- Requests should be received no later than the fifth week of the term. Common finals will not be arranged prior to that time due to changing classroom needs early in the term.
- Every effort will be made to accommodate your preferred exam date. However, assignments are based on the number and type of requests for each term, and we cannot predict availability for a specific day or room.
Confirmation emails will be sent after all requests have been accommodated.
Common Final Memo: Template for common final request
Requesting an Alternate Final Exam Time
- Instructors may request alternate final exam times in addition to the regularly-scheduled exam. Instructors must accommodate any student wishing to take the exam at the regularly-scheduled time.
- Assignments are based on room availability. Requests should fall within the established final exam, three hour time blocks.
There are 127 university controlled classrooms on the Cal Poly campus. During each of the Fall, Winter, and Spring terms, there are approximately 3,800 lectures, seminars, and discussions scheduled into these rooms. Due to the impact on university rooms, academic department schedulers and the Office of the Registrar work closely to evaluate data each term in order to maximize facility utilization.
During the summer term when fewer academic classes are offered, there is an increase in the number of events occurring on campus as well as scheduled facility maintenance. For this reason, rooms are designated for key area use to allow both academic classes and on campus events to co-exist.
University Lecture Room List (pdf) - Select a location for a view of the space as well as features and instructions for use
The following resources are designed to assist in the scheduling processes.
- CourseLeaf CLSS - Training Guide
- CourseLeaf CLSS - Guide to what changes departments can make and when changes can be made.
- CourseLeaf CLSS - Consultant training presentation
- Summer Term - Information can be found on the Extended Education website
- Academic Scheduling Production Calendar – Deadlines for class schedule development
Planning Phase Information - Submit to the Office of the Registrar, University Scheduling once Planning Phase data entry is complete (Information related to combined sections, reserve capacities, medical requests, term instructions, etc.)
- CS Numbers and K-Factors – Contact hours and workload for course components are determined using this CSU classification system
- CSU Learning Modes – List of CSU learning mode codes used to report information to the Chancellor’s Office
- Courses Approved for Online Delivery - List of courses approved by the university for online delivery
- Request Scheduling Update Access in PeopleSoft Student Administration
- Submit a Technical Service Request through the Single Click Access area of your Portal
- Choose New CMS Account Request
- Step 1: Choose New User or Add/Change current security and complete all fields marked with an asterisk.
- Step 2: Choose CMS PeopleSoft Student Administration > Student Records and enter “Class Scheduler” in text box. Click Submit for Approval.
- Submitting Academic Schedule Changes – Please follow this format when emailing your change requests, so we can make changes efficiently and accurately with the fewest email exchanges possible.
- Faculty Assignment by Department (FAD) Information – Reporting deadlines for class schedule data
- Link to Class Schedule’s shared calendar in Outlook Calendar, to see important scheduling dates in your own calendar. Follow these instructions to create the link:
- Open your Outlook calendar
- On the Folder tab, click on “open Calendar”
- On the dropdown menu, click “From Address Book”
- Find Class Schedule and double click on it. Select “ok”
- Generating Permission Numbers User Guide – Instructions for generating permission numbers and selecting the appropriate control settings.
- Schedule of Classes Dashboard User Guide – Review your current and upcoming schedules using the PolyData Dashboards. Information can be viewed in a similar format to our proofing and reporting spreadsheets. (Data warehouse information is updated only once daily, so changes will not be reflected until the following day)
- Scheduling User Guide to PeopleSoft – Resources and Overview of PeopleSoft fields required for entering and proofing academic schedules.
University Scheduling office hours are Monday through Friday, 8 a.m. – 12 p.m. and 1 p.m. – 5 p.m.
- Brad Fely, Block Scheduling
- Kimberly Klimczyk, Academic Scheduling & Block Scheduling
- Vicky Myers, Academic Scheduling
- Christina Nystrom, Academic Scheduling
- Bianca Uway, Academic Scheduling
- Michele Kekaha, Interim Associate Registrar
Class Scheduling • 805-756-2461 • firstname.lastname@example.org