The Review & Adjustment Process
The Review Process
Once all class schedules are submitted, the entire GWSB Schedule of Classes will be reviewed for accuracy and compliance, then submitted to the Academic Scheduling Office.
After the initial review, the Academic Scheduling Office will review the schedules and enters them into Banner. Departments and programs will then be asked to undertake a second review of the schedule. The second review follows the same guidelines as the initial review and departments & programs are typically allowed 3-4 weeks to complete it. When the second review is finished, the final product for all units will be reviewed by the Director of Scheduling and then submitted to Academic Scheduling.
After the schedules are reviewed by the Academic Scheduling Office and entered into Banner, there is a short time period during which GWSB can still make changes. When that period ends the schedule is frozen and no further changes will be accepted. At that time classrooms will be assigned to the existing courses.
After classroom assignments, the Scheduler will receive notification from the University of any issues that were encountered. The Scheduler will also receive a list of homeless courses, which need to change either the time or day, or they will be assigned to internally controlled classrooms. Until all homeless courses have been housed no further schedule changes will be accepted. However, once all classes have been housed, the Director of Scheduling will again accept emails requesting adjustments to the schedule, as needed until the semester starts.
Before registration for a semester begins the programs and departments will be asked to review all courses in regard to: prerequisites, restrictions, and wait lists.
Departments and programs are encouraged to continuously review the schedule to ensure times, credit hours, dates and course comments are correct. This review should happen before students register for courses. After students register, some changes may result in students being dropped from a registered course and those students will need to be asked to re-register. Once registration starts the following changes will not be accommodated:
- No prerequisites will be added, however they can be removed.
- No restrictions will be added, however they can be removed.
- No wait list will be added.
To make course changes departments and programs will be required to submit the following:
- Course Number & CRN
- Faculty Name & GWID (When Adding Faculty)
Last Minute Changes
Historically, the period in which most classroom changes will occur begins one week before the start of class, and continues through the second week of classes when class enrollments are set. Typical changes that may occur include moving a class with 10 students from a room that holds 60 or moving a class with 40+ students to a larger classroom. Many of the changes are driven by faculty demand, the need for faculty to have back to back classrooms, or just unhappiness with an assigned classroom. The Scheduler will try to accommodate all requests whenever possible.
How to Announce Course Changes
Generally changes to a course are communicated directly to the scheduling contacts of each of the department or program. Changes to classrooms are also communicated in this manner. The scheduling contacts are responsible for notifying the faculty and students. This is especially important when courses are cancelled, as those program and departmental managers are in the best position to advise students on alternative classes.