General Information

EDP Course Scheduling serves to comply with University standard timelines, allows for advance scheduling for budget and instructional staffing purposes, and provides a consistent and predictable system to organize classes for advisers and students in EDP, COE, and outside the college. 

Course Scheduling Procedure

All scheduling-related dates and deadlines are posted on the Faculty Calendar, with corresponding meeting/task invitations in Outlook.

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Process

1. Semesterly: Areas meet to review and update the multi-year schedule, and communicate any changes to the Graduate Advisor/Administrative Support Coordinator. Administrative Support Coordinator will reach out to Area Chairs each semester with deadlines for updates.
    
2. UT Scheduling System opens for an upcoming semester:EDP Scheduler and Department Chair build semester
   1. Leadership Team reviews schedule based on
   Department
   1. area requests, University/COE
   and University
   1. policies/priorities
   /rules
   1. , and faculty preferences
   , and plans discussed in the Multi-Year area meeting. Faculty are often contacted during this process to discuss days/times and course plans in more detail.
    
3. Upcoming semester schedule posted in UTBox for Area final review. 
   • Areas have a set Schedule Changes deadline to send any change requests to the EDP Scheduler (typically 1-2 weeks after posting). Typically this is via the Area Chair, but any area faculty may submit requests.
     • Note: preferences will already have been accommodated wherever possible. Preference requests are made in the semesterly Multi-Year Review meetings.
      
4. Following the Schedule Corrections deadline, Department Chair final-approves and the semester
   1. . Department Chair will final-approve schedule. 
   2. Semester schedule is entered into the UT system
   .
   Only allowable changes
   1. (emergency changes only after this point
   are unexpected leave/buyouts, and require Department Chair approval. 
    EDP Scheduler sends Individual Teaching Schedule Confirmation to each faculty member for the upcoming semester (day following Schedule Corrections deadline)
   
   1. ).
        
5. Registrar publishes Course Schedule online, Advising/Registration begins
   
   • Advisors must NEVER refer to internal copies of schedules for advising. Advisors & students must should use only the Registrar's published online course schedule for advising.
   • Daily Advising/Enrollment Reports are posted in Box available for Area Chairs to review during Advising. Courses at risk of low enrollment will be evaluated by Graduate Advisor, Area Chair and Department Chair for cancellation or advising options.
     

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Timelines

Standard Timelines are the unit by which the Registrar assigns rooms. The EDP Standard Timelines below are based on University Standard Timelines, with the exception of T/TH 3-hour courses, which were voted to remain consistent with the UT-Standard MWF 3-hour times and allow for a 1-hour lunch break for students; EDP courses must adhere to EDP Standard Timelines.

Department Foundation Course Blocks

• Department Foundation Courses (formerly "Department Core") are courses offered by HDCLS and QM that are required for EDP students in across all areas. 
• HDCLS Foundation Courses are scheduled M or W 1-4
• QM Foundation Courses are scheduled T & TH in 1.5-hour blocks, between 8AM and 3:30 PM. 
• Colloquiums should be either M or W 12-1
• No classes Friday afternoons due to department meetings.

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Department Foundation Course Blocks are below. 1st and occasionally 2nd-year program courses should be scheduled in the unoccupied blocks, to allow those students to complete Dept Foundation requirements.

Advanced courses may be scheduled during Foundation Course Blocks.

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Mon

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Wed

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Afternoon (1-4)

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A Note on Classroom Assignments

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Classrooms

Classroom preferences should be communicated to the EDP Scheduler during the semesterly Multi-Year Schedule Review Graduate Advisor during schedule review meetings. Classroom availability has become increasingly challenging is limited due to a number of factors. EDP controls only 4 classrooms - the overwhelming majority of classrooms EDP faculty teach in are controlled by the Registrar's Office. EDP requests use of these from the Registrar for classes each semester, but requests are not always accommodated.: course closing limit and room capacity, room features, location, and room use requests from other departments.