Sep 18, 2019  
2019-2020 University Catalogue 
    
2019-2020 University Catalogue

Course Section Scheduling


C O N T E N T S

Course Section Scheduling Procedure

Scheduling Policy & Course Information

Overview

  1. Registrar copies course sections.
  2. Academic units review course sections offerings.
  3. Academic units review course section location preferences.
  4. Course section scheduling priority deadline.
  5. Registrar processes schedule changes received by the scheduling priority deadline.
  6. Registrar uploads course sections to 25Live.
  7. Ad hoc course section scheduling period begins.
  8. Academic units assign locations to course sections via 25Live.
  9. Course section location preassignment deadline
  10. Registrar runs course section optimizer. Possible implementation commencing with Spring 2020 Semester
  11. Course section cancellation deadline. Policy proposal pending final approval

Course Section Copy

The course section scheduling process begins with the Office of the Registrar copying course sections that ran during a prior year’s term. For example Spring 2019 Semester courses are copied to the Spring 2020 Semester.

The following data is copied from the prior term’s iteration of the course:

  • Section number
  • Capacity
  • Crosslistings with other course sections
  • Instructor
  • Meeting times

Scheduling Course Section Offerings

  1. Download and Refresh the Departmental Offerings Spreadsheet
  2. Review and revise departmental offerings.
  3. Submit the Departmental Offerings Spreadsheet.

Download & Refresh the Departmental Offerings Spreadsheet

To download the spreadsheet

  1. Download the Departmental Offerings Spreadsheet from the Refreshables & Dashboards page on the portal.

To refresh the spreadsheet

  1. Open the spreadsheet in Excel
  2. Click the cell, A1.
  3. Click on the Data menu, followed by Refresh Data (Mac) or Refresh All (PC).
  4. Enter ther term and department code. See Colleague Academic Structure for a list of codes. Prompts are case-sensative, use capital letters.
  5. After a moment, the report data will refresh.

Review and Revise Departmental Offerings

Adjustments Permitted

The following adjustments are permitted as part of the scheduling process and do not require curricular review:

  • Section additions & cancellations.
  • Adjustments to capacity.
  • Adding or removing section crosslists.
  • Faculty assignments.
  • Adjustments to meeting days or times.
  • Indication of whether the section requires a location (classroom). Commencing with Spring 2020 Semester scheduling the departmental offerings spreadsheet now includes a “Location” column. We use the location field to control which course sections upload to 25Live. We only want course sections to upload to 25Live if they will have a location assigned. This then will allow us to identify course sections that should have a meeting location assigned but do not. The code “CCM” should be included for each section that will require a meeting location.
  • Adjustments to the number of locations required for the course section. See course sections that require multiple locations.

Guidelines for Revising the Departmental Offerings Spreadsheet

  • Submissions should only include sections being modified. Delete all course sections from spreadsheet that are not being modified.
  • Highlight the individual cell(s) where a change to a course section has been requested.
  • When removing data from a cell use the strike-out text formatting, rather than deleting the data in cell.
  • Include one department per spreadsheet.

Course Sections that Require Multiple Locations

If a course section requires more than one location it is necessary for there to be a separate meeting pattern for each location requested. Example: A course section that meets once per week on Wednesday from 1:00 PM - 3:50 PM requires two locations. Review the meeting patterns associated with the course on the departmental offerings spreadsheet. If needed insert a new row and include the meeting pattern details: day, start time, end time.

The following is an example of how a section requiring one location is listed:

The following is an example of how a section requiring two locations is listed:

Submit the Departmental Offerings Spreadsheet

Academic units should submit the departmental offerings spreadsheet directly to the Office of the Registrar.

To submit the spreadsheet

  1. Save the spreadsheet using the naming convention: “ProgramName*Semester*Date” For example, GraphicDesign*19SP*092518
  2. Submit spreadsheets to the Office of the Registrar via email at regscans@uarts.edu

Scheduling Special Topics Courses

Overview

Special topics are defined as courses that address a current or timely topic, are being piloted prior to being submitted for approval as a standing course, or will be one-time offerings. A given topic may run for a maximum of three terms; any subsequent offering requires the topic having been submitted and approved as a standing course in accordance with curricular policy and submission deadlines. Special topics proposal are reviewed by the School Director, the Director of Learning Assessment, the Dean’s Office, the Office of the Registrar.

Scheduling a Special Topics Course Section

  1. Submit a Special Topics Course Section Proposal form located in:
    • The UArts Portal on the Forms & Requests page
    • OnBase, for users with access
  2. Once the proposal has been reviewed, email notifications are automatically sent to the proposal author, program director, school director, and dean’s office.

Scheduling Travel Courses

Overview

Faculty propose new study away courses using a modified Special Topics form. The deadline for Special Topics course proposal submissions is February in the spring semester. A curriculum committee for Study Away Courses will be formed to review proposals and will convene one per year.

Members of the Study Away Curriculum Committee will be determined by the Dean of the College of Critical & Professional Studies and will be composed of three faculty members ( one from CAMD, one from CPA, and one from CCPS) will administrative support from the CCPS. All committee members will have previously led a study away course. Members of the Study Away Curricular Committee will elect their own chair.

Procedure

  1. Procedure will be added by the end of September 2019.

Location Preferences

Details will be added by the end of September 2019.

Lookup location preferences for an academic unit 

  1. Instructions will be added by the end of September 2019.

Updating location preferences for an academic unit

  1. Instructions will be added by the end of September 2019.

Course Section Availability in 25Live

The Office of the Registrar first uploads course sections from Colleague to 25Live after processing scheduling requests received by the scheduling priority deadline.

Once the initial upload of course sections to 25Live has been completed, data between the two systems will automatically sync every 15-30 minutes. For example, during the ad hoc scheduling period requests to add, cancel, or change course sections will be reflected in 25Live 15-30 minutes after they have been processed by the Office of the Registrar.

Ad hoc Course Section Scheduling Period

The ad hoc course section scheduling period begins one week after the scheduling priority deadline and continues through the start of the term being scheduled. Course section change requests submitted after the scheduling priority deadline will be processed by the Office of the Registrar during the ad hoc course section scheduling period.

Location assignments will be removed from any request to change an existing course section meeting pattern when that meeting pattern has an assigned location. (For example, Crticial Studies schedules COMP 101 01 on M 1-3:50 in DHH 312. During the ad hoc scheduling period they submit a request to change the meeting time from M 1-3:50 to W 1-3:50. When the request is processed the location is unassigned from the course section.) After the request has been processed the academic unit will need to reassign an available location to the course section via 25Live.

Assigning Locations to Course Sections

All location assignments for course sections will be completed by academic units directly in 25Live. Permission to add/change locations is restricted by security group. See the curricular calendar for dates.

The Office of the Registrar will no longer enter any location requests directly into Colleague. The Office of the Registrar can remove a location from a course section upon request.

Important Considerations

  • 25Live only sends location assignments and changes back to the Colleague database. It is cricital that academic units never alter any other information about a course section in 25Live. To add, change, or cancel a course section see Scheduling Course Section Offerings.
  • Only one location can be assigned to each meeting pattern for a course section. When more than one location is assigned only one location will be sent back to Colleague. This limitation is due to how the data is stored in Colleague, 25Live does not prevent a user from adding additional locations. For course sections that require the assignment of more than one location see Course Sections that Require Multiple Locations for details.
  • Locations can only be added or changed via 25Live. If a location is removed from a course section in 25Live the location will not be removed from Colleague. If it is necessary to remove a location from 25Live email registrar@uarts.edu.
  • Location assignments made in 25Live typically take 15-30 minutes before they appear in Colleague. However, if the location being requested needs to be approved by another user the location request will not update in Colleague until and unless the request is approved.

To Assign a Location via 25Live

  1. Instructions will be added by the end of September 2019.

Course Section Cancellation

Policy pending final approval.

The University reserves the right to cancel a course section due to low enrollment, an inability to secure an instructor, or for other extenuating circumstances. Care must be taken when a course section is cancelled to ensure student degree progress is not delayed.

Minimum Enrollment Requirement

Course sections with enrollment below 50% will be recommended for cancellation by the Registrar no later than three weeks before the start of the term. 

The minimum enrollment requirement does not apply to independent studies, internships, private lessons, mentored studio practice courses in the School of Dance, or ESL courses.

Requests for Exception

Academic Units may request an exception to this policy, which the Vice President for Academic Affairs will consider on a case-by-case basis using one or more of the following criteria:

  • Required courses, when no suitable alternative course is available, and where cancellation would negatively impact student degree progress.
  • Courses with capacities exceeding 30 students, which are financially solvent to run with an enrollment lower than required minimum. (must have 10 or more students enrolled)
  • Advanced standing courses, 400 & 500 level. (must have 8 or more students enrolled)            
  • Exceptional circumstances such as, but not limited to, first-time offered or program completion.

Cancellation Deadlines

To provide students adequate time to finalize their class schedule, course sections cancellations must be determined no later than two weeks prior to the start of a term. 

Cancellation Procedure

Sections Recommended for Cancellation Due to Low Enrollment

  1. The Registrar recommends course sections for cancellation due to low enrollment. A notification prompting program directors to review the Under Enrolled Course Sections dashboard three weeks prior to the start of a term.
  2. Program Directors have three business days, following the cancellation recommendation from the Registrar, to petition the Vice President for Academic Affairs not to cancel a course section recommended by the Registrar. Requests can be submitted on a Course Section Change Request form located on the Forms & Requests page on the portal.
  3. The Registrar will cancel sections on the Section Cancellation Deadline. Impacted faculty and students will receive an email notification.

Requests to Cancel a Section Before the Cancellation Deadline 

  1. Academic units may submit requests to cancel course sections after the course section editing process has ended. Requests should be limited to extenuating circumstances, including but not limited to an inability to secure an instructor.
  2. Submit a Course Section Change Request form located on the Forms & Requests page on the portal.
  3. Approved forms will be processed by the Office of the Registrar. Impacted faculty and students will receive an email notification.

Requests to Cancel a Section After the Cancellation Deadline

In exceptional circumstances the Vice President for Academic Affairs will consider requests to cancel a course section after cancellation deadline.

  1. Submit a Course Section Change Request form located on the Forms & Requests page on the portal.
  2. Approved forms will be processed by the Office of the Registrar. Impacted faculty and students will receive an email notification.
  3. Academic Units will be notified of approved requests. After receiving confirmation that a course section has been cancelled the academic unit will post a section cancellation notice on the door of the assigned classroom.

Course Section Optimizer

The 25Live course section optimizer automatically assign locations to course sections. Location assignments are based on location preferences, required equipment, and section capacity. 

The Office of the Registrar is actively working to implement the optimizer. A pending revision to the new and changes to a course form will begin to collect required data to support the use of the optimizer. The Office of the Registrar will be working with academic units to implement the optimizer. A small trial may be conducted as early as the scheduling period for the Spring 2020 Semester.

Compliance Responsibility

The academic unit offering a course is responsible for ensuring that scheduling is consistent with the credit hour definitions for the instruction method of the course. As part of the approval process for new courses or course revisions, credit hours are reviewed by the Office of the Registrar.

Scheduling Grid Rules

The following rules must be observed when planning course section offerings. Compliance is monitored and enforced by the Office of the Registrar

Scheduling Rule Undergraduate Graduate
No classes are to be scheduled on Wednesdays,11:30 AM -12:50 PM. This time is reserved for meetings and special events. ☑️ ☑️
No required first year studio classes or 100 level Critical Studies classes should be scheduled at Wednesday, 4:00-6:50 PM. ☑️  
No studio classes should be scheduled on Thursdays, 4:00 PM - 6:50 PM. This time is reserved for 200-400 level Critical Studies classes. ☑️  

Classes must either:

Start at 8:30 AM, 10:00 AM, 11:30 AM, 1:00 PM, 2:30 PM, 4:00 PM, 5:30 PM, or 7:00 PM;

or

End at 9:50 AM, 11:20 AM, 12:50 PM, 2:20 PM, 3:50 PM, 5:20 PM, or 6:50 PM.
☑️ ☑️
Classes that meet more than once per week must be scheduled at the same time. ☑️  
Classes meeting twice per week must be scheduled on Monday/Thursday or Tuesday/Friday. ☑️  
Classes meeting three times per week must be scheduled on Monday/Wednesday/Thursday or Tuesday/Wednesday/Friday. ☑️  

Scheduling Priority Deadline

Scheduling requests received by the Office of the Registrar on or before the scheduling priority deadline will be processed and available for academic units to assign locations to in 25Live when the location assignment period begins. Requests received after the scheduling priority deadline will be held for processing until the start of the ad hoc scheduling period.

During the week long period between the scheduling priority deadline and the start of the location assignment and ad hoc scheduling periods the Office of the Registrar processes & audits received scheduling requests and uploads course section information from Colleague to 25Live.

Course Numbering

The Office of the Registrar assigns course numbers adhering to the following convention: SubjectCode*CourseNumber*SectionNumber, i.e. COMP*101*01. Some course numbers also include a suffix, for example COMP*111H*01.

Subject Code

A subject code is a letter-combination used to designate the area of study in a course.

Course Number

  • 001 - 099 Developmental
    Courses do not satisfy degree requirements at the graduate or undergraduate level.
  • 100 - 199 Lower Level Undergraduate
    Courses are broad surveys or introductions to a particular discipline.  These courses do not have prerequisites, with the exception of those that are sequential courses.
  • 200 - 299 Lower Level Undergraduate
    Courses are introductions to or principles of areas of study within a discipline.  Courses may or may not have prerequisites.
  • 300 - 399 Upper Level Undergraduate
    This level is reserved for advanced courses, providing depth or study in a specialized topic.  Courses often have prerequisites, or assume readiness for advanced level study.
  • 400 - 499 Upper Level Undergraduate
    This level is reserved for highly specialized courses, including capstones.  Prerequisites, a level of readiness, or advancement within the major may be required for this advanced level work.
  • 500 - 599 Upper Level Undergraduate/Graduate
    Courses can be completed by undergraduate students for undergraduate credit or graduate students for graduate credit.
  • 600 - 699 First Year Master’s
    These courses are generally intended for Master’s degree students in their first year.
  • 700 - 799 Second Year Master’s
    These courses are generally intended for Master’s degree students in their second year.
  • 800 - 899 Upper Level Graduate
    These courses are generally intended for PhD degree students.

Reserved Numbers

The following course numbers are reserved for use with approved subject codes as follows:

  • Special Topics: 198, 298, 398, 498, 598, 698, 798
  • Independent Study: 490, 790
  • Internship: 499, 799

Course Number Suffixes

Course number suffixes are designations that appear at the end of course numbers to indicate specific kinds of courses. For example COMP*111H - Written Composition I: Honors

  • E: English Second Language
  • G: Graduate
  • H: Honors
  • P: Pass/Fail
  • S: Screening Section

Course Number Reuse

Once a course number has been retired, that number shall not be used again for ten years.

Course Types

Courses types are optional additions to course characteristics, which facilitate student course discovery and planning. Course types can be used by students to filter course offerings in student self-service. Requests for the additional of additional course types are reviewed by the Registrar.

Approved course types include:

  • Business:
  • Collaborative: Courses where two or more disciplines interact or cooperate in a synergistic manner.
  • Discipline History:
  • Ensemble
  • Entrepreneurship:
  • Fulfills Critical Studies (CS) Elective:
  • Independent Study: Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
  • Internship: Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
  • Introductory: Courses open to all undergraduate students, which typically do not include a requisite.
  • Open to Peirce Students: Courses approved to be enrolled in by students from Peirce College
  • Open to UScience Students: Courses approved to be enrolled in by students from UScience Students
  • Private Music Lesson: Administratively used to track private music lessons offered by the School of Music. Also used to track capitated courses for Affordable Care Act compliance.
  • Selected Topics:
  • Technology: Courses which place a heavy emphasis on technology
  • Thesis:   Administratively applied to courses by the Office of the Registrar, primarily used to track capitated courses for Affordable Care Act compliance.
  • Travel Course:

Location Assignment Deadline

Following the scheduling priority deadline, the Office of the Registrar will upload course sections which require a location assignment to 25Live. Academic units will then assign locations to each course section via 25Live. Location assignments should be completed by the location assginment deadline.

Distance Learning

Approved courses may take place when the instructor and students are separated by location and/or time, but are able to communicate through the use of technology such as videoconferencing and the Internet. The exchange between instructor and students may be synchronous or asynchronous and may be a hybrid delivery, whereby a specific percentage of in-class activities are required.

Credit hours are determined as the equivalent amount of instruction and student effort leading to equivalent learning outcomes as required for the on-campus instructional methods as defined.

Methods of Instruction

Credit-to-contact ratios listed below are the minimum University standards. Some programs may require more to fulfill accreditation, certification, or other requirements.

Definitions

Semester Credit Hour

The amount of credit awarded for successful completion of one contact hour of classroom instruction and two preparation hours per week for a semester of not less than 15 weeks. This basic measure may be adjusted proportionately to reflect modified academic calendars and formats of study. Semester credit hours are granted for various methods of instruction as defined in the charts that follow.

Contact Hour

50 minutes of scheduled instruction presented to students. 

Preparation Hour

50 minutes of activity by student to prepare for engagement in and assessment of the course. Activities include reading, researching & writing for papers, developing projects, practicing techniques & skills, and other activities that engage the students in learning the material.

Dissertation

Preparation of a scholarly paper completed by a candidate for a doctoral degree.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact and/or Prep Contact and/or Prep Contact and/or Prep Contact and/or Prep Contact and/or Prep
1 45 hrs 150 minutes 190 minutes 285 minutes 375 minutes
1.5 67.5 hrs 225 minutes 285 minutes 425 minutes 565 minutes
3.0 135 hrs 450 minutes 565 minutes 845 minutes 1125 minutes

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

Independent Study

Self-directed study on a topic not substantially covered in a regularized course in the catalogue. Requires intermittent consultation with a designated instructor.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Prep Prep Prep Prep Prep
1 45 hrs 150 minutes 190 minutes 285 minutes 375 minutes
1.5 67.5 hrs 225 minutes 285 minutes 425 minutes 565 minutes
3.0 135 hrs 450 minutes 565 minutes 845 minutes 1125 minutes

Credits: Semester Credit Hour; Prep: Preparation Hour

Intensive Learning Experience

Condensed workshops designed to immerse students in practical situations using simulations and case analysis.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Contact Contact Contact Contact
1 45 hrs 150 minutes 190 minutes 285 minutes 375 minutes
1.5 67.5 hrs 225 minutes 285 minutes 425 minutes 565 minutes
3.0 135 hrs 450 minutes 565 minutes 845 minutes 1125 minutes

Credits: Semester Credit Hour; Contact: Contact Hour

Internship

Supervised career-related experience conducted in a work environment outside of the traditional academic setting.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Prep Contact Prep Contact Prep Contact Prep Contact Prep
1 30 hrs 15 hrs 100 mins 50 mins 125 mins 65 mins 190 mins 95 mins 250 mins 125 mins
1.5 45 hrs 22.5 hrs 150 mins 75 mins 190 mins 95 mins 285 mins 145 mins 375 mins 190 mins
3.0 90 hrs 45 hrs 300 mins 150 mins 375 mins 190 mins 565 mins 285 mins 750 mins 375 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour 

Lecture

A course in which the primary emphasis is on transmitting a body of knowledge, explaining ideas or principles, and/or modeling skills. In some courses, students may be expected to participate in classroom activities by means appropriate to the subject matter, such as discussion, performance, skill development, et cetera.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Prep Contact Prep Contact Prep Contact Prep Contact Prep
1 15 hrs 30 hrs 50 mins 100 mins 65 mins 125 mins 95 mins 190 mins 125 mins 250 mins
1.5 22.5 hrs 45 hrs 75 mins 150 mins 95 mins 190 mins 145 mins 285 mins 190 mins 375 mins
3.0 45 hrs 90 hrs 150 mins 300 mins 190 mins 375 mins 285 mins 565 mins 375 mins 750 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

Private Lesson

Individualized instruction typically in the study of the performing arts.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Prep Contact Prep Contact Prep Contact Prep Contact Prep
1 5 hrs 40 hrs 20 mins 135 mins 25 mins 200 mins 40 mins 300 mins 50 mins 400 mins
1.5 7.5 hrs 60 hrs 30 mins 200 mins 40 mins 250 mins 60 mins 455 mins 75 mins 600 mins
3.0 15 hrs 120 hrs 60 mins 400 mins 75 mins 600 mins 115 mins 900 mins 150 mins 1200 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

 

Research

Independent research done by a student working toward a larger project, such as a master’s thesis, senior project, or dissertation.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Prep Contact Prep Contact Prep Contact Prep Contact Prep
1 15 hrs 30 hrs 50 mins 100 mins 65 mins 125 mins 95 mins 190 mins 125 mins 250 mins
1.5 22.5 hrs 45 hrs 75 mins 150 mins 95 mins 190 mins 145 mins 285 mins 190 mins 375 mins
3.0 45 hrs 90 hrs 150 mins 300 mins 190 mins 375 mins 285 mins 565 mins 375 mins 750 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

Ratio of Contact to Preparation Hours

Each credit requires a total of 45 hours of combined contact & preparation time; there is no minimum on the number of contact hours required. During periods of independent research, the number of contact hours can be reduced when the number of preparatory is increased by an equal amount.

Studio

A course with primary emphasis on student activity leading to skill development and the enhancement of the student’s design or performance ability and/or artistic growth. Evaluation of individual learning may include public display of proficiency and/or evaluation by faculty other than the student’s instructor.

    Fall & Spring Semester Summer Terms
  Required hours/term 15-week (mins/week) 12-week (mins/week) 8-week (mins/week) 6-week (mins/week)
Credits Contact Prep Contact Prep Contact Prep Contact Prep Contact Prep
1 22.5 hrs 22.5 hrs 75 mins 75 mins 95 mins 95 mins 145 mins 145 mins 190 mins 190 mins
1.5 33.75 hrs 33.75 hrs 115 mins 115 mins 145 mins 145 mins 215 mins 215 mins 215 mins 215 mins
2.0 45 hrs 45 hrs 150 mins 150 mins 190 mins 190 mins 290 mins 290 mins 380 mins 380 mins
3.0 67.5 hrs 67.5 hrs 225 mins 225 mins 280 mins 280 mins 425 mins 425 mins 565 mins 565 mins
6.0 135 hrs 135 hrs 450 mins 450 mins 665 mins 665 mins 845 mins 845 mins 1125 mins 1125 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

Travel Course

Short-term travel experiences guided by the faculty. Planned contact hours with students before, during, and after travel must be documented in the course syllabus.

  Required hours/course Scheduled minutes/course
Credits Contact Prep Contact Prep
1 15 hrs 30 hrs 750 mins 1,500 mins
1.5 22.5 hrs 45 hrs 1,125 mins 2,250 mins
2.0 30 hrs 60 hrs 1,500 mins 3,000 mins
3.0 45 hrs 90 hrs 2,250 mins 4,500 mins

Credits: Semester Credit HourContact: Contact Hour; Prep: Preparation Hour

Ratio of Contact to Preparation Hours

Each credit requires a total of 45 hours of combined contact & preparation time; a minimum of 15 contact hours is required.

When a travel course includes more than the required minimum number of contact hours the number of preparation hours can be reduced by an equal amount, i.e. a 1 credit travel course that includes 20 contact hours would only require 25 preparation hours.

Travel Course Contact & Preparation Requirements

In addition to the the standard semester credit hour, contact hour, and preparation hour definitions the additional requirements apply to travel courses.

Contact Hours May Include

  • Scheduled course meetings before, during, and after the dates of travel
  • Lectures or seminars with the faculty, guest lecturers, members of partner institutions, guides, local residents, et cetera
  • Student presentations

Preparation Hours May Include

  • Time to read assigned texts
  • Site visits, organized cultural excursions, and performances that engage students with the learning objectives of the course
  • Service learning projects
  • Synthesis and reflection including writing, discussion, or the production of creative work

Contact & Preparation Hours May Not Include

  • Travel time
  • Meals
  • Social activities that are not instructor-led and tied to specific learning outcomes for the course

Classroom Scheduling & Prioritization

Academic units who submit course section offering reports on time and adhere to scheduling policies will be given higher priority.

Academic units with classrooms and other instructional spaces under their purview have first priority to those spaces for the assignment of classes. Scheduling of these spaces for events should only be completed after the academic classroom schedule has been finalized and in accordance with the .

Course Sections

Academic Locations

Course sections have priority access to academic locations (classrooms, studios, et cetera). Location requests for course sections will override previously assigned locations for events. If an event location is removed by a course section the requester will automatically be notified via email that an alternative location must be requested.

Non-Academic Locations

Course sections may be scheduled in non-academic locations when pedagogically necessary. However, they are not granted priority access. Non-academic locations include: Art Alliance, Levitt Auditorium, Levitt Foyer, Chapel, CBS Auditorium, Solmssen Court, lobbies, galleries, conference rooms, and the Beechman Theatre. If a non-academic location is unavailable for all scheduled course section meeting days/times, the academic unit submitting the request must find an alternate location for the course section to meet on days the location is unavailable. Such requests need to be submitted via 25Live and will need to be communicated to faculty and students by the academic unit.

Academic Units

Priority access to certain academic locations (classrooms, studios, et cetera) may be granted to a particular academic unit (school or department), where approved by the University Space Committee. 

Cross-Listing Course Sections

Cross-listing course sections allows two or more sections that have the same meeting pattern, faculty member, and room assignment to be associated. When cross-listing course sections one section is designated as the primary section, while all other sections are designated secondary sections. Class and grading rosters include students enrolled in both primary and secondary course sections, grouped by section. 

Section Capacity versus Global Capacity

In addition to the section capacity, cross-listed sections include a global capacity. The global capacity controls the combined enrollment of primary and secodary course sections and can be set strategically to control enrollment. For example, if two cross-listed course sections each have a capacity of 15 students and the global capacity is set to 15 a maximum of 15 students will be able to enroll in the two sections. Another option would be to set the capacity of the primary section to 15, the secondary section to 5, and the global capacity to 15; this would allow a maximum of 15 students to enroll in the two sections, up to 15 in the primary section and up to 5 in the secondary section. When crosslisting course sections, if a global capacity is not set both sections can fill to their designated capacity, i.e. if both sections have a capacity of 15 students a total of 30 students would be able to enroll in the cross-listed sections, 15 in each.

To Add, Change, or Remove a Cross-listing

  1. Procedure will be added by the end of September 2019.