The University of Iowa

What is the Background and Strategies of the TIER Classroom Utilization Initiative?

Efficient utilization of campus-wide instructional space is critical to meet the needs of growing student enrollments.  Scheduling strategies are being implemented by the Office of the Provost to increase collaboration and scheduling support of departmental classrooms space, better match teaching pedagogy with instructional space, improve campus-wide academic facility utilization, and optimize usage of instructional spaces across campus through centralization.  Consistent with the recommendations of Ad Astra Information Systems resulting from TIER and guided by the Postsecondary Education Facilities Inventory and Classification Manual (FICM), the University of Iowa’s official inventory of campus instructional spaces was audited for modification effective July 1, 2017, which coincides with curriculum planning for Summer 2018.

What is a University Classroom?

Instructional space classified as a 110 defined within the FICMThese spaces were formerly known as a General Assignment Classroom or previously assigned departmental classroom now managed by the Office of the Registrar, Classroom Scheduling

University Classrooms are scheduled and managed with rules and regulations to maximize University resources.  All classrooms will adhere to all Registrar and college/departmental rules and regulations unless an approved exception exists from the Office of the Provost or Classroom Scheduling.  Polices exist regarding, but not limited to, off-grid scheduling, non-standard class time, on-grid event scheduling, and seat fill requirements.

The abbreviation of a University Classroom is UCR.

What is a Programmed Classroom?

Instructional space classified as a 110 defined within the FICM. These spaces were formerly assigned to departments now co-managed with Classroom Scheduling.  These spaces merge into the Classroom Scheduling space inventory.

Programmed Classrooms are different from traditional University Classrooms due to the unique scheduling needs within the undergraduate or graduate/professional schools that warrant a different operational process.

The abbreviation of a Programmed Classroom is PCR.

What is a Specialty Space?

All instructional spaces formerly known as Non-General Assignment Classrooms and classified as any room type category other than “Classroom” per the FICM.  Specialty Spaces are non-classroom type instructional spaces assigned to academic departments.  These spaces include but are not limited to laboratories, studios, practice rooms, meeting rooms, and conference rooms.  Specialty spaces serve a variety of departmental activities and course programming.

The abbreviation of a Specialty Space is SPS.

What is the Policy for a University Classroom?

All instructional space officially classified as “Classroom” will reside under the scheduling control and management of Classroom Scheduling for course offerings and special event scheduling.  Further within this category are the merged departmental classrooms.  Please see the website for a breakdown of departmental classrooms that have merged into the University Classroom inventory.

Classroom Scheduling will provide University Classroom (UCR) assignments; however, college/departmental input will guide the assignment process.  Additionally, in some cases, upon completion of the initial classroom scheduling window, shared special event scheduling can commence collaboratively between Classroom Scheduling and the college/departmental affiliated office representatives until the end of the session, excluding final examination week. 

  • Colleges/departments continue to retain initial priority scheduling rights.  Any special scheduling considerations must be communicated to Classroom Scheduling by the close date of the MAUI Planner for the respective session.
  • Classroom Scheduling retains administrative authority to schedule classrooms around the prior prioritized assignments coordinated with the colleges/departments to maximize efficient use of University instructional resources and to ensure space assignment is fulfilled across all approved course offerings.
  • Use of Ad Astra is required across all University Classrooms to ensure scheduling accuracy and enhanced reporting and statistics.  If the college/department does not desire shared scheduling, Classroom Scheduling will schedule and manage the instructional space for the academic department.

All sections scheduled into University Classrooms will adhere to all University Classroom (UCR) rules and regulations indicated at http://registrar.uiowa.edu/classroom-scheduling.  Any deviation from standard regulations will require prior approval from the Associate Provost for Undergraduate Education.

All classrooms, regardless of criteria, may be considered for large event requests such as Provost-sponsored activities (e.g., On Iowa! First Year Immersion Program, or You @ UI, campus recruiting event) where great numbers of classrooms are used to facilitate these events.  Provost-sponsored campus events are given top priority over other special events when rare conflict circumstances arise.

Please see Q9 for details of room priority should need exist for both the college/department and Classroom Scheduling.

What is the Policy for a Programmed Classroom?

All instructional space officially classified as “Classroom” will reside under the scheduling control and management of Classroom Scheduling, generally speaking.  However, in case of Programmed Classrooms (PCR), scheduling control and management resides under the college/departmental affiliated office during the initial scheduling process for course offerings programming. 

On occasion, a Programmed Classroom will be needed to satisfy seating demand unable to be fulfilled by the University Classroom inventory.  Upon completion of the initial classroom scheduling window, shared special event scheduling commences collaboratively between Classroom Scheduling and the college/departmental affiliated office representatives as needed.  To elaborate further, if Classroom Scheduling finds need to utilize Programmed Classroom space, contact will be initiated by Classroom Scheduling staff to the appropriate departmental office scheduling staff to inquire on space availability.  Jointly the staff will coordinate event or section details where space availability exists.

  • Colleges/departments continue to retain initial priority scheduling rights to the classrooms they are assigned in this category.  Input of initial room assignments will be made directly into MAUI Planner by the college/departmental staff.  In coordination with colleges/departments, Classroom Scheduling may schedule Programmed Classroom spaces around pre-programmed priorities.
  • At the close of the initial scheduling window, Programmed Classroom spaces revert to shared scheduling/management for remainder of the academic term between the college/department and Classroom Scheduling.
  • The Programmed Classroom designation requires colleges/departments to utilize      Ad Astra and/or MAUI Planner as their scheduling tool to account for all instructional spaces where undergraduate education occurs to enhance reporting integrity and accuracy of shared resource information.

All sections scheduled into Programmed Classrooms will adhere to all University Classroom (UCR) rules and regulations indicated at http://registrar.uiowa.edu/classroom-scheduling.  Any deviation from standard regulations will require prior approval from the Associate Provost for Undergraduate Education.

All classrooms, regardless of criteria, may be considered for large event requests such as Provost-sponsored activities (e.g., On Iowa! First Year Immersion Program, or You @ UI, campus recruiting event) where great numbers of classrooms are used to facilitate these events.  Provost-sponsored campus events are given top priority over other special events when rare conflict circumstances arise.

Please see Q9 for details of room priority should need exist for both the college/department and Classroom Scheduling.

What is the Policy for a Specialty Space?

All instructional space officially classified as any room type other than “Classroom” will remain under the scheduling control and management of the Academic Department with oversight by the College. Specialty Spaces (SPS) reside under the scheduling control of the colleges/departments.  These spaces include but are not limited to laboratories, studios, practice rooms, meeting rooms, and conference rooms.  Specialty spaces serve a variety of departmental activities and course programming.

Colleges/departments are strongly encouraged to utilize Ad Astra as a scheduling tool for all instructional section offerings or academic activities assigned to Specialty Spaces to enhance reporting integrity and accuracy of shared resource information.

What is Special Event Scheduling?

Coordination of any activity not associated with an actual class session identified on the student information system (MyUI).  Special event scheduling can consist of class related items such as review sessions, helps sessions, film screenings, group meetings, colloquia, etc.  These activities are NOT listed on MyUI and therefore considered a “special event.”

What is Shared Scheduling/Management?

University Classroom(UCR)

Section scheduling resides under the control of Classroom Scheduling following home building priorities. Special event scheduling occurs collaboratively between Classroom Scheduling and the college/department during predefined scheduling windows within Ad Astra software.

Programmed Classroom(PCR)

Section scheduling resides under the control of the college/department during the initial scheduling process. Special event scheduling occurs collaboratively between Classroom Scheduling and the college/department on an as needed basis.

Shared event control in University Classrooms will be divided between Classroom Scheduling and the college/department. College/department staff will coordinate any "home departmental" requests. Classroom Scheduling will coordinate any "non-home departmental" requests.

If Classroom Scheduling finds need to utilize Programmed Classroom space, contact will be initiated by Classroom Scheduling staff to the appropriate departmental office scheduling staff to inquire into space availability. Jointly the staff will coordinate event or section details where space availability exists.

In the unique situation where both Classroom Scheduling and the coordinating department receive a request for same day/time/room, special event priority resides with the department generally speaking. However, in the case of a course offering in need of placement, the course offering for registration, examination, or required class activities takes priority over all other activities. This arrangement will be followed after the initial scheduling window.

Where do I find a list of all Merged Departmental Classrooms now known as University Classrooms?

Please see the Office of the Registrar at https://registrar.uiowa.edu/ucr-sps. You will find many helpful pages of reference information. If you don't find your answer, please call Renee Houser at 335-1202.

Where do I find Classroom Scheduling Policies and Procedures?

Please see the Office of the Registrar at https://registrar.uiowa.edu/classroom-scheduling.  You will find many helpful pages of reference information.  If you don’t find your answer, please call us at 335-1243. 

All sections scheduled into University Classrooms will adhere to all University Classroom (UCR) rules and regulations indicated at http://registrar.uiowa.edu/classroom-scheduling.  Any deviation from standard regulations will require prior approval from the Associate Provost for Undergraduate Education.

What is the Policy on College/Departmental Purchase of Course/Event Management Scheduling Tools?

Due to the significant resources previously allocated and the already established interfaces with our student information system, The Office of the Provost will no longer support the purchase of any other course/event management scheduling tool effective January 1, 2017.

What is a General Assignment Classroom (GAC) now referred to as?

The label General Assignment Classroom has been rebranded as a University Classroom, also known as UCR.

What happened to our Non-General Assignment Classroom (Non-GAC)?

Departmental space once categorized as a Non-GAC Classroom likely merged into the central classroom pool and is referred to as a University Classroom.  Please see the Office of the Registrar at https://registrar.uiowa.edu/classroom-scheduling for further details of management and scheduling oversight.

Does My Department Retain Initial Scheduling Priority in the University Classrooms?

Colleges/departments continue to retain initial priority scheduling rights*.  Any special scheduling considerations must be communicated to Classroom Scheduling by the close date of the MAUI Planner for the respective session.  Classroom Scheduling staff will input initial room assignments via the Ad Astra interface.  Please refer any special accommodations to Renee Houser at the Office of the Registrar. 

Note:  Classroom Scheduling, has administrative scheduling authority in a University Classroom to ensure space assignment across all approved course offerings.  All course offerings for registration, examination, or required class activities takes priority over all other activities across all University and Programmed Classrooms to satisfy student seating demand.

*Scheduling priority agreements exist only during the initial scheduling window.

How does Classroom Scheduling know which University Classroom my department should be assigned?

Any special scheduling considerations must be communicated to Classroom Scheduling by the close date of the MAUI Planner for the respective session in the Room Preference field or as a single document from which room assignments can occur.  Please contact Charlene Maher with questions.

Does my Department Retain Initial Scheduling Priority in Programmed Classrooms?

Colleges/departments continue to retain initial priority scheduling rights to the classrooms they are assigned in this category.  The input of initial room assignments will be made directly into MAUI Planner by the college/departmental staff.  In coordination with colleges/departments, Classroom Scheduling may schedule Programmed Classroom spaces around pre-programmed priorities.

Note:  Classroom Scheduling retains administrative scheduling Programmed Classrooms to address student demand and space emergencies after all University Classroom spaces are exhausted.  All course offerings for registration, examination, or required class activities takes priority over all other activities across all University and Programmed Classrooms.

Does my Department need to use Ad Astra Schedule?

Use of Ad Astra (computerized scheduling tool) is required across all University Classrooms to ensure scheduling accuracy and enhanced reporting and statistics.  If the college/department not desire shared scheduling, Classroom Scheduling will schedule and manage the instructional space throughout the entire calendar year following all practices of standard University Classrooms.

Classroom Scheduling generally requires no further notice of event scheduling by the departmental office as long as the event is scheduled and confirmed in Ad Astra. 

The Programmed Classroom designation requires colleges/departments to utilize Ad Astra and/or MAUI Planner as their scheduling tool to account for all instructional spaces where undergraduate education occurs to enhance reporting integrity and accuracy of shared resource information.

Note:  Due to the significant resources previously allocated and the already established interfaces with our student information system, The Office of the Provost will no longer support the purchase of any other course/event management scheduling tool effective January 1, 2017.

How do I make a Special Event Request for a University Classroom?

Requests for University Classrooms can be made via universal workflow form found here, by phone, or via email to Classroom Scheduling Room Reservations.  Classroom Scheduling prefers use of the universal workflow process to request classroom space in order to retain a historical record of the request and classroom assignment.  However, we understand that last minute coordination may arise where timing of the workflow or email isn’t practical.  In those cases, please give us a call at 335-1243 (main), 335-0242 or 384-4029.

During the peak of the semester especially during Planner Open and Close dates or at the beginning of an academic term, please be mindful that our responses may be somewhat delayed due to the volume of requests received.

Please be aware that classroom policies do exist in coordination for Facilities Management Custodial Services, Access Services or Energy Management where less than a 24-hour notice could result in event complication of the required services.

Can I make a same day Event Request in a University Classroom?

Absolutely!  Classroom Scheduling will process same day event requests by phone to 335-1243 (main line), 335-0242 or 384-4029.  Classroom Scheduling prefers use of the universal workflow process to request classroom space in order to retain a historical record of the request and classroom assignment.  However, we understand that last minute coordination may arise where timing of the workflow or email isn’t practical.  In those cases, please give us a call.

Please be aware that classroom policies do exist in coordination for Facilities Management Custodial Services, Access Services or Energy Management where less than a 24-hour notice could result in event complication of the required services.

During the peak of the semester especially during Planner Open and Close dates or at the beginning of an academic term, please be mindful that our responses may be somewhat delayed due to the volume of requests received.

Where do I report problems in a University Classroom?

Problems with University Classrooms can be reported at classrooms or to our Classroom Technology Hotline at (319)-335-1976.  The full phone number is required if using a mobile phone regardless of your location on campus.

What is the Initial Scheduling Process for University Classrooms and/or Programmed Classrooms?

Summer 2018 replicates on June 29, 2017.

Summer 2018 MAUI Planner will open on July 3, 2017.  The ADA will receive an alert notification of the opening of the new session for planning.

To assign a University Classroom:

  • Select Yes to “Classroom Scheduling Manages Initial Room Assignment” in MAUI Planner.
  • If you desire your previously assigned University Classroom, please indicate information in the Room Preferences Field in MAUI Planner.
  • Note:  Classroom Scheduling will make every attempt to assign your desired section to that room.

To assign a Programmed Classroom or Specialty Space:

  • Select No to “Classroom Scheduling Manages Initial Room Assignment” in MAUI Planner if a Programmed Classroom or Specialty Spaces are required.  Then complete the appropriate building and room information in the pull-down menus.  Please be sure to coordinate the Programmed Classroom or Specialty Space with the appropriate departmental scheduling staff to avoid a double booking of space. 

After priority scheduling is complete for your department the possibility exists for other academic sections to be assigned use of the room as well.

After schedule of courses are loaded to MyUI after initial scheduling, your selected departmental staff will be notified via a Dispatch automated email that special event scheduling can commence in the University Classrooms and courtesy note to Programmed Classrooms staff. Events can be scheduled through the last week of classes of the session.  Final Examination week is reserved exclusively by the Office of the Registrar.

Each term will follow this same practice.  Classroom Scheduling will remain in close contact with the Academic Departmental Administrator to help ensure smooth transitions.

Can Departments Schedule a University Classroom during any Final Examination Week (Fall/Spring) or Single Day (Summer)?

Final Examination week is reserved exclusively by the Office of the Registrar for all University Classrooms.  Currently, all scheduling (course and event) takes place in a separate database, UniTime.  Until further notice, all scheduling of University Classrooms MUST take place in the central Classroom Scheduling office until after publication of the official final exam schedule for that semester.  Please contact reg-exams@uiowa.edu or Caroline Jens at 384-3263 for details.

All University Classrooms, including Level 1 classrooms, are blocked in Ad Astra on all final exam dates. This includes three single exam days during Summer sessions and final exam week during Fall and Spring sessions.  No events can be scheduled on final exam dates until after the publication of the official final exam schedule for that semester. After the final exam schedule is published, the room blocks will be removed in Ad Astra and the rooms will become available for departmental scheduling. It is the department's responsibility to copy Registrar Examinations (reg-exams@uiowa.edu) on all events that are scheduled on a final exam date so that these events can be placed in UniTime to avoid any potential double booking of the classroom.  

In the unique situation where both Classroom Scheduling and the coordinating department receive a request for same day/time/room, special event priority resides with the department generally speaking. However, in the case of a course offering in need of placement, the course offering for registration, examination, or required class activities takes priority over all other activities. This means that a final examination will always take precedence over a special event, regardless of the nature of the special event. 

The Right to Recall is applicable to all events scheduled during final examination dates. 

Which department is responsible for coordinating custodial or electronic access during weekend events in University Classrooms?

If a department wishes to retain their access to their previously assigned departmental classroom, it is expected that the respective unit staff will coordinate any “home departmental” request.  Classroom Scheduling will coordinate any “non-home departmental” request.  In certain circumstances this may require coordination of building or classroom electronic access and/or custodial servicing.  Communication of services required will be submitted via the Astra confirmation.

More specifically, where shared scheduling agreements exist, if the departmental unit coordinated the event, it is the responsibility of that unit’s scheduler to ensure coordination of any custodial, electronic access to the classroom or building, technology a/v support or required personnel presence.  In the case where Classroom Scheduling schedules into shared University or Programmed Classrooms said guidelines will be followed as conveyed by the home department.

The departmental room user will pay any custodial servicing fees.  Classroom Scheduling does not have any prearranged service agreements with Facilities Management.  Therefore, if custodial servicing is required during the weekend hours (100 + seat spaces or when 4 or more classrooms are reserved for an event) the departmental room user is expected to request and pay for this service.

Who do I call for classroom technology assistance in a University or Programmed Classroom?

Please contact Classroom Technology Support Hotline at 335-1976 or email to classroom-technology@uiowa.edu.

The hours of hotline service for fall and spring session are*:

Monday – Thursday    8:00 am – 8:30 pm

Friday                          8:00 am – 5:00 pm

*Hours may change during breaks, recess and holidays.

Summer session:  Monday – Friday, 8:00 am – 5:00 pm.

What is the “Right to Recall” policy?

University Classroom

Unforeseen circumstances may arise causing classroom schedules to be modified.  Academic course offerings always take precedence over special event scheduling in University Classrooms.  Thus, special events are confirmed with the “right to recall” policy by Classroom Scheduling.  In the rare occasion that such a conflict arises, Classroom Scheduling will work to secure an alternate location for the event giving special consideration to meet the needs of the activity (outside speaker commitment, building location, etc.).

Programmed Classroom

Unforeseen circumstances may arise causing classroom schedules to be modified.  Classroom Scheduling retains administrative scheduling authority in Programmed Classrooms to address student demand and space emergencies after all standard University Classroom spaces are exhausted.  In the rare occasion that such a conflict arises, Classroom Scheduling will work to secure an alternate location for the course event giving special consideration to meet the needs of the activity (outside speaker commitment, building location, etc.).

What circumstances would cause an event or course to be “bumped”?

Unforeseen circumstances may arise causing classroom schedules to be modified.  These situations may include but not be limited to a building mechanical issue, unexpected classroom repair, malfunctioning technology equipment, etc.  Classroom Scheduling will work to secure an alternate location for the course or event giving special consideration to meet the needs of the activity. 

As an example, a last-minute meeting need in a University or Programmed Classroom should not bump a pre-scheduled event.  If a situation arises, please call Classroom Scheduling for assistance in alternate room availability.

See the Right to Recall FAQ for more detail on relocation process.

What is the Midterm Scheduling Priority in University and Programmed Classrooms?

Midterm exam scheduling by the Office of the Registrar takes priority across all University Classroom spaces.  The use of all available classroom spaces will be considered as student enrollment increases.

Midterm (evening) exam scheduling will be coordinated on a first-come, first-served basis as the foundation of assignment. However, when necessary, large core undergraduate course offerings with historical examination scheduling policies will be scheduled as priority when in direct conflict on a requested date and time. Classroom Scheduling will consult with the appropriate Associate Deans for date and/or classroom priority when necessary. Furthermore, it is the department’s responsibility to communicate any special scheduling needs or examination requirements via the special exam needs field in the MAUI midterm exam needs tool.

When is “On-Grid” scheduling enforced in University and Programmed Classrooms?

On-grid event scheduling is required in both classroom categories (unless exception exists) until the first day of classes of any session in order to maximize opportunities in our scheduling resources.

Is pre-booking (saving the room just in case it’s needed) of University Classrooms Allowed?

No.  All departments who require a semester-long departmental (faculty meeting, weekly colloquia) activity in University Classrooms must submit an email request to Charlene Maher at Classroom Scheduling by the MAUI Planner close date of the desired session.  Ideally, this information was relayed upon initial transfer of the classroom to the central pool via the web form.  Please contact Renee Houser with questions.

What if departmental curriculum changes and so do classroom needs?

As departmental curriculum changes, it is important that Classroom Scheduling understand any necessary modifications to previous classroom assignment agreements so that appropriate matching of the classroom to instructional pedagogy can occur.  Please contact Renee Houser or Charlene Maher should this issue arise.

Who are the TIER Classroom Restructure Contacts?

For additional details or concerns, please contact:

Renée Houser, Senior Associate Registrar

2 Jessup Hall

renee-houser@uiowa.edu

(319) 335-1202

Charlene Maher, Associate Registrar

2 Jessup Hall

charlene-maher@uiowa.edu

(319) 335-0221

How can AMAG Access be added to an Iowa One Card?

We have created an on-line web form for these departmental representatives to request any permanent Iowa One Card access to a Level 1, University Classroom that may arise.  The workflow routes to our office for first approval and Classroom Scheduling will then coordinate with FM Access Services on the level of appropriateness.  Further, any one-time temporary classroom hours modifications for event scheduling should be emailed directly (or via Astra confirmation) by the Level 1 scheduler to dps-access-services@uiowa.edu and copied to registrar-room-res@uiowa.edu.   Any semester long classroom programming requests for class sessions in Level 1 Classrooms will now arrive via our routine email near the start of a new session.