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Office of the Provost
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
   
  - Daytime Matrix
  - Evening Matrix
  - Weekend Matrix
  - Summer Matrix
  - Requesting an Exception to the Matrix
   
   
   
Scheduling Events
  - at Main Campus
  - at Ambler Campus
  - at Center City (TUCC)
  - at Tyler
  - at The Liacouras Center
   
Guidelines for Scheduling Events in ECA
   
Main Campus Classroom Assignments

   
   

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.

Every effort to ensure the most efficient use of classroom space should be made when scheduling these sessions.

If necessary, associated recitation or laboratory sessions may be scheduled at additional times on the approved University matrix. 

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).

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 within one of the following blocks of time:

3 credit sections   4 Credit Sections
Monday, Wednesday,
and Friday
  Tuesday and Thursday   Monday, Wednesday,
and Friday
  Tuesday and Thursday
8:00AM to 8:50AM   8:00AM to 9:20AM   8:00AM to 9:10AM   8:00AM to 9:40AM
9:00AM to 9:50AM   9:30AM to 10:50AM   9:20AM to 10:30AM   9:50AM to 11:30AM
10:00AM to 10:50AM   11:00AM to 12:20PM   10:40AM to 11:50AM   11:40AM to 1:20PM
11:00AM to 11:50PM   12:30PM to 1:50PM   12:00PM to 1:10PM   1:30PM to 3:10PM
12:00PM to 12:50PM   2:00PM to 3:20PM   1:20PM to 2:30PM   3:20PM to 5:00PM
1:00PM to 1:50PM   3:30PM to 4:50PM   2:40PM to 3:50PM    
2:00PM to 2:50PM       4:00PM to 5:10PM    
3:00PM to 3:50PM            
4:00PM to 4:50PM            
           
  • Evening Matrix- Evening sessions should be scheduled within one of the following blocks of time:

3 credit sections   4 Credit Sections
Monday and Wednesday   Tuesday and Thursday   Monday and Wednesday   Tuesday and Thursday
5:30PM to 6:50PM   5:30PM to 6:50PM   5:30PM to 7:10PM   5:30PM to 7:10PM
7:00PM to 8:20PM   7:00PM to 8:20PM   7:20PM to 9:00PM   7:20PM to 9:00PM
8:30PM to 9:50PM   8:30PM to 9:50PM        
             
Monday, Tuesday, Wednesday, OR Thursday   Monday, Tuesday, Wednesday, OR Thursday
5:30PM to 8:00PM   5:30PM to 8:50PM
 
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  • 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, the following summer matrix has been developed to enable the University to schedule more classes in smart rooms, and to maximize the ability of students to take courses in different schools and colleges. 

    Undergraduate and graduate classes not on the summer matrix will be scheduled last, and only when space is available.  Assigning classes that are scheduled off the summer matrix to centrally scheduled computer labs or smart rooms may not be possible.

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.

 
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All requests for exceptions to the matrix will require the review and approval of the Vice Provost for Undergraduate Studies and the Associate Vice President of Finance and Space Management.

The Vice Provost for Undergraduate Studies and the Associate Vice President of Finance and Space Management 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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  • 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 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 send an email to classrms@temple.edu.  Please include the Course Title, Course Number, Section Number, the Number of Students, the Type of Room you are requesting (i.e. smart classroom, computer lab, etc.), the Date(s) you are requesting, and the Start and End time. 
  • To request special software to be installed in a smart classroom:

  • 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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  • 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 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 Temple Faculty or Staff member, and are requesting space for a Summer Program, please fill out a Summer Program Request Form Current Summer Programs include: IELP, RCC, TFA, IDAAY, Temple Youth VOICES, BITS, PSTP/MARC, Governor's Academy, Writing Academy, SSA Summer Project, and ALL After School Programs.  This form must be completed for all ongoing programs running May through August.  Complete the form and fax it to 215-204-3507 by March 1st.  Forms received after this date will still be accepted; however, space will be limited and assigned on a first come first serve basis.  If you have any questions about the form, or you are requesting space for a new summer program, please write to classrms@temple.edu immediately.

    • 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 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 Dottie Busillo at 267-468-8501 or bdorothy@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 The Liacouras Center

    • To make rental arrangements for your next meeting,  or to get more information, please contact 215-204-2400.

   
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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.
   
   
A Guide to Event Scheduling
   
To set up an ECA account or training please contact classrms@temple.edu.
   
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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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Temple University, Office of the Provost, Department of Scheduling and Space Management