Class Scheduling Policy

Introduction

Principles
The University of Regina is committed to a transparent, equitable, and student-centred approach to class scheduling and instructional space allocation. Consistent with the University's strategic vision, scheduling decisions support student success, facilitate timely progression through academic programs, and ensure that instructional resources are managed responsibly and effectively. Specifically, instruction space is a resource that belongs to the University as a whole and, as such is allocated in a manner that supports the academic needs of students and instructional staff to ensure the efficient use of university facilities while contributing to the institution’s environmental and financial sustainability.

Following these principles, scheduling is designed to:
1. facilitate timely program progression for students;
2. ensure required classes are, within reason, available, accessible, and conflict free;
3. assist the pedagogical needs of courses and programs; and
4. promote the equitable allocation of space and time blocks across faculties and academic units.

Definitions

• Daytime hours – Classes with start times between the hours of 08:30 and 16:29.
• Evening hours – Classes with start times between the hours of 16:30 and 22:00.
• Standard Meeting Pattern – An established pattern of class meeting times (see Appendix 1).

Policy

Classroom Space

Scheduled classroom space is a university resource allocated to and managed by the Scheduling area of the Registrar’s Office.  All academic units share access to classroom spaces to deliver courses.

Classroom space will not be removed from the classroom pool unless formally approved by the University of Regina’s Space Allocation Committee. 

Classroom space that is specialized in nature is not typically available for use for other purposes but may be utilized for other purposes in the event the space is not in use in a specific time period provided that the space is appropriate (e.g., a dry lab that may also fit the requirements for a lecture).

Campion College, First Nations University of Canada, and Luther College each manage their classroom spaces in accordance with their own policies.

Standard Meeting Patterns

Standard meeting patterns will be used when scheduling most classes. A complete list of standard meeting patterns can be found in Appendix 1.

Instructional Methods

Classes are expected to be delivered in the instructional method under which they were approved and published in the schedule. Changes to the instructional method should occur only where there is a demonstrated academic, operational, or exceptional circumstance that necessitates the change. Such requests to change the instructional method of a class after publication of the timetable must be approved in writing by the Dean.

Non-standard Meeting Patterns

There may be some classes that need to be scheduled outside of standard meeting patterns (a one-week intensive course for example).  In these cases, forced scheduling may be used.

Workplace Accommodation Requests

Employees with approved Workplace Accommodations through the Workplace Accommodation Policy (EMP-080-005) or by the Federated Colleges will have their teaching schedules accommodated accordingly, which may include consideration of teaching days, teaching times, and classroom type. Workplace Accommodation requests will be respected 100% of the time.

Scheduling Exception Requests

Requests for a teaching schedule accommodation that do not meet the threshold of the formal workplace accommodation must be made in writing to the Dean during the initial schedule development process, before the information is entered into the scheduling system (DCU). The requests must include rationale for exceptional consideration. Preferences for teaching times or rooms are not considered a valid reason for scheduling exceptions.

Schedule Requirements and Deadlines

Designated individuals within each Faculty are required to enter all pertinent information into the established timetabling system by the approved deadline dates.

Roles and Responsibilities

The Registrar’s Office is responsible for

• Maintaining scheduling rules in the system and adhering to approved workplace accommodation and scheduling exception requests;
• Generating the class schedule using data submitted through the university's scheduling system;
• Developing and maintaining documentation related to class scheduling procedures;
• Working with Information Services to ensure appropriate user training and related documentation are available;
• Granting access to the scheduling system; and
• Reviewing and resolving appeals related to disputes on how policy is applied to the class schedule.

Academic Units are responsible for

• Entering and validating all pertinent scheduling data into the system by the approved deadline dates;
• Ensuring that faculty members submitting workplace accommodation requests have followed the University's established processes and procedures;
• Ensuring that approved scheduling exception requests submitted by faculty members are valid, reasonable, and appropriately reviewed prior to entry into the scheduling system.

Consequences for Noncompliance

Non-compliance with this policy could result in unnecessary delays in the time a student takes to complete a program, or other consequences that could impact the class schedule in a negative way.

Processes

Process to Reallocate Classroom Space for another Purpose

Proposals to reallocate classroom space for alternate purposes on a permanent or temporary basis are made to the Chair of the Space Allocation Committee (VP Administration).

The Chair of the Space Allocation Committee will schedule the proposal for review at a meeting (the next meeting or as soon as the agenda permits) of the Space Allocation Committee.

All decisions of the Space Allocation Committee are final.

Process to Release Classroom Space for Other Scheduling Needs

Classroom space will be released for other University activities (conferences, camps, meetings, events, etc.) after the academic schedule has been finalized and in accordance with pre-established guidelines between the Registrar’s Office and Hospitality Services.

Workplace Accommodation Approval Process

Workplace Accommodation requests follow the established process of the Workplace Accommodation Policy (EMP-080-005).

When a Workplace Accommodation request has received the appropriate approvals, the faculty schedulers will enter the constraint into the scheduling system.  The confidential information related to the nature of the accommodation will not be entered into or tracked by the scheduling system.

Scheduling Exception Requests that do not meet the threshold of the formal Workplace Accommodation Policy

Requests for scheduling exceptions that do not meet the threshold of the formal Workplace Accommodation Policy must be submitted to the Dean (or designate).

Once a scheduling exception request has received the required approvals, the academic unit scheduler will enter the exception into the scheduling system. Details of the exception will be entered into the system unless the information is confidential.

Although reasonable effort will be made to accommodate scheduling exception requests that do not meet the threshold of the formal Workplace Accommodation Policy, the scheduling needs of the University’s students will take precedence. As a result, there may be instances in which such an approved exception cannot be implemented.

Nonstandard Meeting Time Approval Process

Nonstandard meeting patterns are those that do not reflect the standard meeting patterns as identified in Appendix 1 of this policy.

Requests to schedule classes in a nonstandard meeting pattern will be approved by the Dean (or designate) in consultation with the Registrar.

Forced Meeting Day and Time Approval Process

There are times when forced meeting days and times are required (i.e., a Sessional Instructor or a contracted instructor that is only available on a specific day and time, or a course that is offered for a full week for 7 hours each day).

Requests to schedule classes in forced meeting day and times must be approved by the Dean (or designate).

Modifying a Class Meeting Day and Time Approval Process

There are times when after the master timetable has been prepared, there is need to modify the day, time, or location of class.

Requests to modify the day, time, or location of a class must be made by the Dean (or designate) and submitted on the Revision Form to the Registrar’s Office timetabling area. Consideration should be given to the following:

• Minimal or no impact on academic blocks;
• Space must be available in the proposed time slot;
• Other affected units must not be impacted by the proposed change;
• An explanation as to what information was omitted in scheduling data entry should be provided.

The Faculty will assume all responsibility associated with notifying the Registrar’s Office and registered students of the change.

Related Information

• Academic Calendars
• University of Regina Collective Bargaining Agreements
• Registrar’s Office Scheduling and Timetable Information (UR Source)
• Space Management and Allocation (OPS-040-005)
• Workplace Accommodation (EMP-080-005)

Appendix 1 - Standard Meeting Patterns

Appendix 1 - Standard Meeting Days