Your Monthly Guide to Smarter Scheduling
July 2026
Introduction
As we move through July, preparations for the upcoming academic year are well underway across campus. While summer courses and events continue, this is also a critical time for reviewing classroom needs, finalizing fall and winter scheduling details, and preparing for key deadlines in the months ahead. In this issue, you'll find important updates, scheduling reminders, policy highlights, and resources designed to help support your course, exam, and event planning efforts as we look toward a successful start to the upcoming academic year.
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Highlights
- Dates and Deadlines
- Submitting Final Exam Needs
- Department Event Requests
- Submitting Building Hours
- MAUI Planner Always Open Information
- University Classroom Food and Drink Policy
- Feedback Survey
- Primary Instructors/Event Contacts in a Building/Room Report
- 70 VAN Renovation Update
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.
Summer 2026
- 8/6/26
Last day of classes: 6 week II, 8 week, 12 week - 8/7/26
Final exam day: 6 week II, 8 week, 12 week
Fall 2026
- 6/22-8/19/26
Final exam submission period - 7/1/26
Department event requests open - 7/15-8/1/26
Submit building hours (Building Coordinators only) - 8/1/26
Student organization event requests begin - 8/___–8/___/26
UCRs unlocked for instructor preview - 8/24/26
First day of fall semester
Winter 2026/27
- 6/6-7/19/26
Planner closed to editing - 7/20-8/2/26
Planner review period - 8/3/26
MyUI course offerings available/Schedule Builder opens
Summer 2027
- 6/8-8/3/26
Planner open to departments - 8/4-9/13/26
Planner closed to editing
Policy and Procedure Spotlight
Submitting Final Exam Needs
Academic department administrators (ADAs) are responsible for submitting final exam needs on behalf of each department during the month leading up to the start of each semester. The Office of the Registrar’s primary goal in final exam scheduling is to minimize the creation of exam conflicts for students (direct or more than two exams scheduled on the same exam day) and best utilize limited classroom resources.
Final exam submission instructions and scheduling policies are found on the Office of the Registrar's website, but below are a few key notes:
- Department administrators must submit exam needs for all undergraduate sections, including courses that are not giving a final exam. If no information is submitted, an exam assignment will be created for all undergraduate sections.
- If faculty intend to schedule their exam through Distance and Online Education, please indicate "No Exam Assignment Needed" in the Exam Needs tool.
- Final exam time preferences are only given consideration under special extenuating circumstances that may require DEO/dean's office approval.
Department Event Requests
University Classrooms are available for both scheduled courses and department‑supported academic activities, with established deadlines and processes to ensure efficient use of space and smooth instructional planning. The use of standard time-blocks for classes and events alike allows for greater flexibility in resources.
Event Types
Department events may include course‑related activities, breakout or help sessions (limited to one per course), exams, meetings, faculty or staff work, research needs, and other routine university business. Our website provides additional information on the Help Session Policy in University Classrooms.
Event Request Form
All requests must be submitted through the Department Event Request Form and are reviewed on a first‑come, first‑served basis. Event requests for fall 2026 are currently being accepted. Our website provides additional information on Department Events.
Scheduling Insights
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.
Building hours submission for fall 2026 will begin on July 15. An email message will be sent to department staff at that time with a link to the form and further instructions.
MAUI Planner Always Open Information
Departments can review, add, and edit course elements while MAUI Planner is closed for scheduling. These include instructor, textbook, descriptions, requirements, recommendations, restrictions, registration information, waitlist plans, and syllabuses; and creating new sections (but not submitting them if they are University Classroom requests); as well as creating, modifying, and submitting sections not related or assigned to University Classrooms.
Tips and Tricks
University Classroom Food and Drink Policy
Please remember that no food or drink is allowed in any university classroom. This policy is in place for several reasons, including:
- decreasing damage to carpeting, furniture, A/V and technology equipment, and other classroom equipment,
- pest prevention,
- maintaining a clean and professional learning space for all users,
- inability for custodial staff to maintain classrooms between classes, allowing messes to accumulate throughout the day, and
- preventing slip-and-fall hazards and other health and safety hazards.
University classrooms are designed and scheduled as instructional spaces and not as dining facilities that support food. Food and beverages should be consumed in academic buildings ONLY in areas designated by the responsible department or collegiate unit and NOT within a university classroom.
Help Shape Future Classroom Scheduling Newsletters
We want to hear from you!
Have an idea, suggestion, or classroom scheduling success story to share? We'd love to hear it! Complete our brief survey to tell us what you'd like to see in future newsletters, including topics, reports, questions, and tips that would be helpful to you and your department.
Reports and Reminders
REPORTS:0101
This report lists the primary instructor and course (for course sections) and the event contact and event name (for events) in the chosen building and room(s) for the selected date range.
Facilities & Tech Updates
70 VAN Renovation Update
Facilities Management, Classroom Scheduling, and Learning Spaces Technology have been hard at work this summer with the 70 Van Allen Hall renovation.
Transformation to the space includes reorienting the room layout, installing modern furnishings with ADA-compliant seating, and upgrading technology, writing surfaces, flooring, paint, and HVAC systems.
The Dean's List
Kalona Trip!
Classroom Scheduling recently traded calendars for capers and went on a weekend retreat to discover all that Kalona has to offer. Here are our findings:
- We stopped by Golden Delight Bakery, where resisting the baked goods was not on anyone's agenda.
- Wandered through downtown Kalona, discovering unique locally owned shops and finding a few can't-leave-without-it treasures.
- Enjoyed lunch at one of Kalona's newest restaurants and sampled some seriously tasty menu favorites.
- Soaked in the small-town charm, friendly faces, and welcoming atmosphere that make Kalona such a special place to visit.
A little time away from our desks was just what we needed! The day gave us a chance to recharge, strengthen connections, support local businesses, and enjoy each other's company. We came back refreshed, re-energized, and full of donuts. No regrets.
Pet of the Month
Meet Skye, Kristen's 3½-year-old Sheepadoodle (half Old English Sheepdog, half Poodle). She was named after Skye, the helicopter-flying pup, during Kristen's daughter's Paw Patrol-obsessed phase. Skye recently traded her fluffy coat for a fresh summer cut just in time for the heat wave. In a couple of weeks, she'll make her Washington County Fair debut, where Kristen's daughter will show her in the Clover Kids Pet Show. Wish them luck!
Do you have topic requests for future newsletters?
We would love to hear your suggestions!