Scheduling Tasks and Events by Month

Scheduling Tasks and Events by Month

Scheduling work is completed year-round. Below is a summary of events that impact scheduling processes organized by month. Please note that this list is generic, meant to provide an overview of what to expect in each month. The precise start date of a specific event can be found by using the following resources: 

Tasks by Month

  • Request Post-Enrollment Requisite Checking reports (PERC) for upcoming Fall classes
    • Email sfeggles@iu.edu to request these reports
    • Report should be run after grades are finalized
  • Spring/summer schedule maintenance begins for next term
    • Run a Schedule Review Document in the IUIE to view classroom assignments
    • Submit SLIM requests to place classes without rooms assigned
    • Submit SLIM requests to resolve issues related to back-to-back teaching
    • Make updates to classes that came about during the room assignment phase, prioritizing new class adds and room change requests
    • Assign new faculty to their classes
    • Consult with faculty administrators about additional changes needed
    • Direct faculty to review their scheduled classes
      • This can be done in the Faculty center, or through dissemination of an IUIE report
  • Office of Undergraduate Curriculum, Policy, and Records audits begin when schedule maintenance opens
  • For waitlist capture, run a Schedule Review Document (Limited Excel Format) on the Friday of the first week of Fall classes
  • Fall eAdd/eDrop period begins for current term on the second Monday of the term

  • Most units generate a plan of what courses will be offered in the next academic year around this time
  • Fall prior term copy for next academic year
    • Schedule review document without enrollment usually available about a week prior to the beginning of the build phase
    • SOs can use this report of plan edits for when the build phase opens
  • Fall schedule build begins for next academic year
    • Adding, updating, and removing classes based on schedule decisions made by faculty administrators
    • For units with departmentally controlled rooms or priority scheduling, this is when classrooms as assigned
  • ELVIRA opens and units can begin entering instructional plans and associated budgets for next academic year
    • Training/refresher for ELVIRA takes place toward end of month
  • Apply for Active Learning Classrooms AC C101 and SB 015 for next Fall
  • Spring/summer CART and new class adds priority deadline for next term
    • Requests associated with classroom assignments submitted by this date will be prioritized over those submitted later
  • Spring/summer schedule publish date for next term
    • If faculty have not already reviewed their scheduled classes, they should be prompted to do so at this time

  • Fall schedule build ongoing for next academic year
  • Spring/summer DSOC/CART closure ahead of enrollment for next term
    • Closure is for Registrar clean up, pre-enrollment ahead of registration
  • Spring/summer DSOC/CART re-open for next term
  • Spring/summer continuing student registration (CSR) begins for next term
    • Enrollment dates for students set based on number of credit hours completed
    • SOs may see an uptick in requests for class permissions, adjustment of eCaps during this time
  • Fall final exam details collected by Registrar
    • Registrar solicits the following information via email, which SOs should obtain from faculty
      • Confirming the scheduling of departmental final exams
      • In-person courses/classes not holding final exams

  • Fall schedule build ends for next academic year
    • Changes to this schedule cannot be made again until the schedule maintenance phase
  • ELVIRA submissions due
  • Spring/summer registration ongoing for next term
  • Fall final exam details finalized for current term
    • Registrar solicits the following information via email, which SOs should obtain from faculty
      • Informing units that classrooms have been assigned, and seeking necessary changes
      • Need for alternative/additional/accommodation (AES) exams

  • Students take Fall final exams
  • Spring/summer registration ongoing for next term
  • Fall set aside room requests due to Registrar
  • Fall classroom assignment for next academic year
    • Registrar conducts clean up on scheduled classes, assigns classes to General Inventory rooms
    • SOs should watch for email correspondence from the Registrar during this period related to room assignment
  • Event Registration for the Spring term opens

  • Request Post-Enrollment Requisite Checking reports (PERC) for upcoming Spring classes
    • Email sfeggles@iu.edu to request
    • Report should be run after grades are finalized
  • For waitlist capture, run a Schedule Review Document (Limited Excel Format) on the Friday of the first week of Spring classes
  • Spring eAdd/eDrop period begins for current term on the second Monday of the term
  • Fall classroom assignment for next academic year
    • SOs should watch for email correspondence from the Registrar during this period related to room assignment

  • Fall schedule maintenance begins for next academic year
    • Run a Schedule Review Document in the IUIE to view classroom assignments
    • Submit SLIM requests to place classes without rooms assigned
    • Submit SLIM requests to resolve issues related to back-to-back teaching
    • Make updates to classes that came about during the room assignment phase, prioritizing new class adds and room change requests
    • Consult with faculty administrators about additional changes needed
    • Direct faculty to review their scheduled classes
      • This can be done in the Faculty center, or through dissemination of an IUIE report
  • Office of Undergraduate Curriculum, Policy, and Records audits begin when schedule maintenance open
  • Fall CART & new class adds priority deadline for next academic year
    • Requests associated with classroom assignments submitted by this date will be prioritized over those submitted later
  • Fall schedule publish for next academic year
    • If faculty have not already reviewed their scheduled classes, they should be prompted to do so at this time
  • Pre-enrollment preparation processes for next academic year
    • Connect with your unit’s faculty administrators about what classes are involved in Fall pre-enrollment
    • Update rCaps on those classes to ensure sufficient seats are reserved
    • Respond to OUCPR email outreach about involved classes
  • Spring/summer prior term copy for next academic year
    • IUIE report of previous terms without enrollment usually available about a week prior to build beginning
    • SOs can use this report of plan edits for when the build phase opens

  • Spring/summer schedule build begins for next academic year
    • Adding, updating, and removing classes based on schedule decisions made by faculty administrators
    • For units with departmentally controlled rooms or priority scheduling, this is when classrooms as assigned
  • Apply for Active Learning Classrooms AC C101 and SB 015 for next Spring
  • Fall DSOC/CART closure ahead of enrollment for next academic year
    • Closure is for Registrar clean up
  • Fall DSOC/CART re-open for next academic year
  • Fall registration begins for next academic year
    • Enrollment dates for students set based on number of credit hours completed
    • SOs may see an uptick in requests for class permissions, adjustment of eCaps during this time
  • Spring final exam details collected by Registrar
    • Registrar solicits the following information via email, which SOs should obtain from faculty
      • Confirming the scheduling of departmental final exams
      • In-person courses/classes not holding final exams

  • Fall registration ongoing for next academic year
  • Spring final exam prep for current term
    • Registrar solicits the following information via email, which SOs should obtain from faculty
      • Informing units that classrooms have been assigned, and seeking necessary changes
      • Need for alternative/additional/accommodation (AES) exams
  • Spring/summer schedule build ongoing for next academic year

  • Students take Spring final exams
  • Request Post-Enrollment Requisite Checking reports (PERC) for upcoming Summer classes
    • Email sfeggles@iu.edu to request
    • Report should be run after grades are finalized
  • Summer eAdd/eDrop begins for current term
  • Fall registration ongoing for next academic year
  • Spring set-aside room requests due to Registrar
  • Spring/summer schedule build ends for next academic year
    • Changes to this schedule cannot be made again until the schedule maintenance phase
  • Pre-enrollment for incoming cohort
    • Registrar places incoming students in designated classes ahead of the beginning of New Student Orientation

  • Fall registration ongoing for next term
  • Spring/summer classroom assignments for next academic year
    • Registrar conducts clean up on scheduled classes, assigns classes to General Inventory rooms
    • SOs should watch for correspondence from the Registrar during this period related to room assignment

  • Fall registration ongoing for next term
  • Spring/summer classroom assignments for next academic year
    • SOs should watch for correspondence from the Registrar during this period related to room assignment
  • Ensure awareness of current faculty, accounting for retirements, new-hires, sabbaticals, etc. 
  • Event Registration for the Fall term opens