Your Monthly Guide to Smarter Scheduling
December 2025
Welcome back!
Welcome to the second edition of the Classroom Scheduling Newsletter. We received some amazing feedback from our readers and we are excited to continue this journey with you as we build a stronger, more connected scheduling community. Each month, we will bring you updates on new and ongoing initiatives, spotlight important deadlines, and share practical tips and resources designed to make your scheduling work smoother and more effective.
Do you have any feedback or suggestions for future newsletters? Just send an email to classrooms@uiowa.edu.
Highlights
- Dates and Deadlines
- Changes to the Schedule of Courses
- Department Event Reservations
- Building Hours Submission
- All Activities Report
- Astra Yearly Audit
- 70 VAN Renovation
Upcoming Dates and Deadlines
Refer to the Classroom Scheduling Task List for more dates and details on monthly recurring tasks, organized according to the course and event scheduling timeline, along with helpful resources to support your work.
Fall 2025
- 12/15–12/19/25
Final Exam Week
Winter 2025/26
- 11/10–12/5/25
Early Registration - 12/20–1/11/26
AMAG UCRs Locked 24/7
Spring 2026
- 11/10–12/5/25
Early Registration - 12/1/25
Department Event Requests Open - 12/15/25–1/1/26
Submit building hours (Building Coordinators only) - 12/15/25–1/14/26
Final Exam Submission Period - 12/31/25
Deadline to modify course offering time and locations for UCR sections - 1/12/26–1/16/26
UCRs Unlocked for Instructor Preview - 1/20/26
First Day of Spring Semester
Fall 2026
- 11/4/25–1/25/26
Planner closed for UCR/Level 1 room submissions - 1/26/26-2/8/26
Planner review period
Policy and Procedure Spotlight
Changes to the Schedule of Courses
Changes to the Schedule of Courses scheduling policy applies to all regular (on- and off-cycle) sections assigned to University Classrooms (UCRs) and all undergraduate courses numbered 0000–4999 (0000-5999 for College of Engineering courses), whether or not they are scheduled in UCR spaces. Changes to the location, start and end times, or start and end dates can be made on MAUI until Jan. 1 for spring offerings and Aug. 1 for fall offerings.
After these deadlines, course scheduling changes will only be approved with sufficient justification provided in the workflow request. Changes to course location, start and end times, and dates will only be allowed in exceptional circumstances, such as an instructor’s emergency, physical or medical accommodation, or the need for a larger room. Departments are responsible for notifying students of any changes.
Scheduling Insights
Department Event Reservations
University Classrooms are utilized for both course offerings and other academic activities that support our students and departments. Departments may begin requesting university classrooms for spring events on Dec. 1.
Department special event requests may include the following:
- Course related activities, such as class activities, breakout or help sessions, and during-class exams where a larger university classroom is needed for double seating
- Department or committee meetings
- Faculty and staff work and research activities
- Other activities necessary to and part of the regular conduct of university business
Submitting Building Hours
A workflow form is in use for building coordinators and approved staff to submit the hours of academic buildings housing University Classrooms (UCRs). The form can be used to make temporary or permanent changes to building hours and allows stakeholders to review, comment, and approve building hours in a streamlined, cohesive platform that will ensure students, staff, and faculty have access to the most accurate information.
Standard building hours were implemented for summer and fall of 2025 and will continue into spring 2026. Spring 2026 standardized building hours will follow the options given for fall 2025
Reports and Reminders
REPORTS:0101
All Activities - Events, meetings, courses scheduled in rooms for a selected set of days.
This report provides an overview of all events, classes, and meetings scheduled in campus rooms for selected days. It helps staff and administrators coordinate space usage, avoid scheduling conflicts, and ensure that classrooms and facilities are used efficiently. By consolidating activities into one view, the report supports smooth daily operations and better planning across the university.
AUDIT:0101
To remain in compliance with the Office of Internal Audit, it is necessary to annually review the active users of the Ad Astra scheduling database. All Astra users have been/will be sent a very brief survey indicating that a job-related need still exists for their use of Astra. Please be sure to respond as soon as possible so that your Astra rights remain intact.
Facilities & Tech Updates
70 VAN
Renovation work is scheduled for room 70 in Van Allen Hall during the summer 2026 session. While Van Allen Hall, built in 1964, has seen many updates over the years, room 70 has remained largely unchanged. This project will transform the space by reorienting the room layout, installing modern furnishings with ADA-compliant seating, and upgrading technology, writing surfaces, flooring, paint, and HVAC systems.
College of Public Health Building
Two new university classrooms came online this fall in the College of Public Heath Building. The classroom types include a TILE-Lite classroom and a multipurpose classroom. These classrooms will be replacing former UCR spaces in CPHB that were turned over for college lab spaces.
The Dean's List
Congratulations to Mary Kay!
We are honored to recognize Mary Kay Hora and her incredible 40 years of service to the University of Iowa! Mary Kay first began her career in the Department of Obstetrics and Gynecology before finding her way to the Office of the Registrar and Classroom Scheduling. As one of eleven children, her family has a strong Hawkeye connection, with her eight sisters spending part of their careers at the University. Please join us in congratulating Mary Kay on this remarkable milestone!
Congratulations to Joyce!
We are so proud to celebrate Joyce Crawford and her incredible 35 years of service to the University of Iowa! Joyce first began her career in the College of Nursing, but the pull of the Office of the Registrar proved irresistible, and we’ve been fortunate to have her on our team ever since. Her loyalty, dedication, and impact have left a lasting mark on both our office and campus. Please join us in congratulating Joyce on this remarkable milestone!
Pet of the Month
Tiffany's dog Payton is December's Pet of the Month! Payton loves: napping, sunshine, and napping in the sunshine. We are all a little Payton this December.
Do you have topic requests for future newsletters?
We would love to hear your suggestions!