Temple University Scheduling and Space Management

SCHEDULING CLASSES AND EVENTS

SSM is responsible for ensuring that all space in the university is scheduled efficiently and effectively for both class and class-related scheduling as well as for events for both internal and external audiences. In this scheduling role, SSM will continue to assign certain space to schools and colleges for their specific class scheduling use and to coordinate with administrative offices for event scheduling.

For more information please select from the following topics:

	SPACE MANAGEMENT POLICY NO. 04.34.11

	ACADEMIC CALENDARS

	Scheduling Classes within the University Matrix
	- Daytime Matrix
	- Evening Matrix
	- Weekend Matrix
	- Summer Matrix
	- Requesting an Exception to the Matrix

	Scheduling Classes in Main Campus Classrooms and Labs

	Guidelines and Tips for Scheduling Classes

	Scheduling Events
	- at Main Campus
	- at Ambler Campus
	- at Center City (TUCC)
	- at Tyler

	Guidelines for Scheduling Events in ECA

	Main Campus Classroom Assignments

SCHEDULING CLASSES WITHIN THE UNIVERSITY MATRIX

As noted in Space Management Policy No. 04.34.11: To ensure the effective and efficient use of classrooms and to meet the needs of students and faculty to have adequate space within an efficient schedule to carry out the instructional functions of the University, a scheduling matrix has been developed for both daytime and night-time class scheduling for undergraduate classes on the Main Campus and on the Ambler Campus.

The following represents the approved University matrix for both daytime and evening sessions. Also included here are matrices for weekend sessions and Summer sessions.

Daytime Matrix- Daytime sessions should be scheduled in two formats: at an identical approved matrix time block on Monday, Wednesday, and Friday; or at an identical approved matrix time block on both Tuesday and Thursday.

Monday/Wednesday/Friday		Tuesday/Thursday
8:40AM to 9:30AM		8:40AM to 10:00AM
9:40AM to 10:30AM		10:10AM to 11:30AM
10:40AM to 11:30AM		11:40AM to 1:00PM
11:40AM to 12:30PM		1:10PM to 2:30PM
12:40PM to 1:30PM		2:40PM to 4:00PM
1:40PM to 2:30PM
2:40PM to 3:30PM
3:40PM to 4:30PM

If necessary, associated recitation or laboratory sessions may be scheduled at additional times on the approved University matrix. Every effort to ensure the most efficient use of classroom space should be made when scheduling these sessions.

In addition to the above, the following configurations will be considered consistent with the matrix:

Two (2) credit courses that meet during an identical approved matrix block on any two of the three Monday, Wednesday, Friday days or on Tuesday and Thursday;

Four (4) credit courses in two contiguous, approved time periods on two of the three Monday, Wednesday, Friday days;

Four (4) credit courses on Monday, Wednesday, and Friday from 8:15 to 9:30 a.m. or from 3:40 to 4:55 p.m., or on Tuesday and Thursday from 8:10 to 10:00 a.m. or from 2:40 to 4:30 p.m.

Courses that are not scheduled within the approved time blocks must receive an exception to the matrix (see 'Requesting an Exception to the Matrix' for details).

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Evening Matrix- Evening sessions should be scheduled in two formats: at an identical approved matrix time block on Monday and Wednesday; or at an identical approved matrix time block on Tuesday and Thursday.

Monday/Wednesday		Tuesday/Thursday
5:00PM to 6:30PM		5:00PM to 6:30PM
7:00PM to 8:30PM		7:00PM to 8:30PM

Please note, in lieu of the 1 ½ hour, two night per week schedule, an option exists to schedule classes for a longer period of time one night per week; but use of this one-night-per-week option must be approved by SSM (see 'Requesting an Exception to the Matrix' for details).

Weekend Matrix- Weekend sessions should be scheduled within one of the following blocks of time:

Saturday and/or Sunday

9:00AM to 1:00PM

1:00PM to 4:00PM

Summer Matrix- In order to maximize the use of space during the summer, we have instituted the following summer matrix. This will enable us to schedule more classes in smart rooms, and enable students to take courses in different schools/colleges.
Should you choose to schedule your classes at other times, please be advised that we will not be able to assign them to centrally scheduled computer labs or smart rooms.

The matrix is:

The first class of the day must end by 10:35. For example, a 3-credit class could run Monday through Thursday, 8:30 - 10:00 or 9:00 - 10:30. A 4-credit class would be Monday through Friday from 8:30 - 10:05 or 9:00 - 10:35.

The second class of the day must run from 10:45 through 12:45. For example, the 3-credit class would be Monday through Thursday from 10:45 to 12:15; the 4-credit, Monday through Friday from 10:45 to 12:20. The end time has been revised to accommodate CIS classes.

The third class cannot start until 12:55. For example, the 3-credit class could be Monday through Thursday from 12:55 - 2:25; the 4-credit, Monday through Friday 12:55 - 2:30. The start time has been revised to accommodate CIS classes.

Undergraduate and graduate classes not on the above summer matrix will be scheduled last, and only when space is available.

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Requesting an Exception to the Matrix- Any requests for exceptions must be sent to the Vice Provost for Undergraduate Studies and SSM and should be transmitted on the official Matrix Exception Request Form.

All requests for exceptions to the matrix will require the review and approval of the Vice Provost for Undergraduate Studies and the Executive Director of the Office of Planning and Policy Analysis.

The Vice Provost for Undergraduate Studies and the Executive Director of the Office of Planning and Policy Analysis will review the justifications offered for each exception and will notify the requesting unit of the approval or disapproval of the matrix exception.

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SCHEDULING CLASSES IN MAIN CAMPUS CLASSROOMS AND LABS

If you need special arrangements to accommodate disabled students or instructors, please contact your College Dean's Office as far in advance as possible.
To request a additional classrooms you will need to complete and submit a Request for Main Campus Space for Course Sections form. Complete this form, in full, and send it to your Dean's Office (see request form).
To request a smart classroom (with a computer) or a computer classroom (lab), you will need to complete and submit a Smart Room Request Form. Complete this form, in full, and send it to your Dean's Office (see request form).
To find the buildings where Classroom Technology Support service is available and their hours of operation please visit the CTS Area of Service page.
To request a computer lab or a specialized classroom for one or two days for your class, please call 215-204-1936 and choose option 3.
To request special software to be installed in a smart classroom: If a faculty member has already obtained the specialized software needed and has proper proof of licensing, they can request that the software be installed by filling out a Request for Instructor Software in Technology Classrooms and Carts. These forms are also available from Instructional Support Services, 215-204-8572.
To request special software to be installed in a computer lab: If a faculty member has already obtained the specialized software needed and has proper proof of licensing, they can request that the software be installed by filling out a Request for Instructor Software on a Lab Network for a computer classroom. You must submit this form to Computer Services at least thirty (30) days prior to the requested implementation date. If specialized, discipline-specific software or hardware is desired and has not yet been purchased, faculty should submit a request to purchase the items through department chairs or deans as part of a school or college’s technology plan.
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SCHEDULING CLASSES GUIDELINES AND TIPS

Schedule courses on the University’s matrix of course times. For courses that meet 2 days per week, try to use a Wed – Fri scenario or a Mon – Fri scenario, rather than scheduling the majority of sections on Mon – Wed. Make full use of the rooms that were assigned to you. Assign courses so that rooms are scheduled for at least 80% of the times between 8:30am and 4:30pm, Monday through Friday. Schedule courses over a broad range of times. Make better use of Fridays, late afternoons, and early evenings. Use “Smart” rooms efficiently, including: Try not to assign courses that do not require technology to rooms that are equipped with “Smart” technology Assign evening courses that require technology to only those buildings that Computer Services will support. Please notify your faculty that requests for smart rooms should be submitted to their Dean’s office for approval and for scheduling within the available smart rooms that are assigned to your school or college. Sections that are scheduled off of the matrix and require smart rooms should be scheduled last and only if that section has received a matrix exception. Offer more daytime courses at TUCC. Please check your room assignments at least three weeks before the first day of class. Schedulers should review each room in person to ensure that courses are assigned properly, that enrollments have not exceeded room capacity, and that seating arrangements in the room are appropriate. For sections that have scheduled meeting times and days but do not require a room, please use the building and room designation XX ARR00 to schedule that section in ISIS. This applies to Main Campus only. Check that cross-listed courses have been assigned to the same rooms at the same times. Check that sections have not been inappropriately assigned to the same rooms at the same times. For zero or very low enrollment courses, cancel sections as early as possible so that the room can be released for other courses. Release space to other colleges once you have completed your course scheduling.
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SCHEDULING EVENTS

Scheduling Events at Main Campus If you are a Temple Faculty or Staff member, and you would like to schedule a meeting or other non-credit event, please click on the Special Events Form (PDF). Complete the form and fax it to 215-204-3507, as noted on the form. If you have any questions about the form, please write to classrms@temple.edu. Due to the high volume of requests, we are unable to check or confirm the availability of rooms until we have received and processed the Special Event Form. Please be advised that requests may take up to 10 working days to process. If you are a member of a Registered Student Organization, you must request space through the Office of Student Life in the Student Center. You may call Alicia Ferguson at 215-204-7131, for more information . If you are a member of an Outside Community Organization, please contact the Office of Community Relations at 215-204-4674. Please note, any Temple University employee who requests the University’s permission for a third party to use Temple University property (a room, outdoor space, building, walkway, etc.) for any activity whatsoever (for example, a seminar, flea market, concert, or social event) must complete the Temple University’s Facilities Use Agreement form. Please refer to the University Counsel's webpage for instructions on completing this form. If you request a room with any type of technology, you will be assigned to a smart room or lecture hall, depending on the number of attendees. If you do not specify the need for technology, you may be assigned either a smart room or a general use classroom without technology, depending on the availability of each. To find buildings where Classroom Technology Support service is available and their hours of operation, please visit CTS Area of Service page.
Scheduling Events at Ambler/Fort Washington Campus If you are a Temple University Faculty or Staff member, please contact Pat Kelly at patricia.kelly@temple.edu. To request a technology classroom (smart classroom or computer classroom), please fill out the form at http://yellowstone.temple.edu/techrequest. If you are a member of a Registered Student Organization, please contact the Office of Student Life at 267-468-8424. If you are an Outside Organization, please contact Marie Brasch at marie.brasch@temple.edu. Please note, any Temple University employee who requests the University’s permission for a third party to use Temple University property (a room, outdoor space, building, walkway, etc.) for any activity whatsoever (for example, a seminar, flea market, concert, or social event) must complete the Temple University’s Facilities Use Agreement form. Please refer to the University Counsel's webpage for instructions on completing this form.
Scheduling Events at Temple University Center City (TUCC) If you are a Temple University Faculty or Staff member, or a member of a Registered Student Organization, please contact William Schreiber at William.Schreiber@temple.edu or at 215-204-3798. If you are an Outside Organization, please contact William Parshall at william.parshall@temple.edu or at 215-204-1421. Please note, any Temple University employee who requests the University’s permission for a third party to use Temple University property (a room, outdoor space, building, walkway, etc.) for any activity whatsoever (for example, a seminar, flea market, concert, or social event) must complete the Temple University’s Facilities Use Agreement form. Please refer to the University Counsel's webpage for instructions on completing this form.
Scheduling Events at Tyler School of Art If you are a Temple Faculty or Staff member, or a Registered Student Organization, please contact Lois Sharkey at lois.sharkey@temple.edu If you are an Outside Organization, please contact Marie Birster at marie.birster@temple.edu. Please note, any Temple University employee who requests the University’s permission for a third party to use Temple University property (a room, outdoor space, building, walkway, etc.) for any activity whatsoever (for example, a seminar, flea market, concert, or social event) must complete the Temple University’s Facilities Use Agreement form. Please refer to the University Counsel's webpage for instructions on completing this form.
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GUIDELINES FOR SCHEDULING EVENTS IN ECA

All events, including internal, external, course-related, community groups, etc., must be scheduled within the University central scheduling system- ECA using the F300 screen. When scheduling an event in the ECA F300 screen, please document the following information-

Date the request for the event was received Event Date Event Start Time Event End Time Projected Attendance Building, Room Type of Event (press F1 in the ECA F300 screen for a list of event types) Name of the Event (if possible, please do not use abbreviations) Name of the Group holding the event (if abbreviations are required, please use the same abbreviation for that group for any events they hold)

Please refer to "A Guide to Event Scheduling" manual for additional information on scheduling events within ECA.

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	A Guide to Event Scheduling

To set up an ECA account or training please contact classrms@temple.edu.

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MAIN CAMPUS CLASSROOM ASSIGNMENTS

Below are the list of classrooms assigned to schools and colleges for scheduling classes on Main Campus. The list can be sorted by Building/Room, by Daytime Room Scheduler, and by Evening Room Scheduler. This information was taken from the University Scheduling System (ECA). For additional information or to make a correction, please contact classrms@temple.edu.

	Classroom Assignments as of October 2008


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