Academic Scheduling Classroom Assignments

Guidelines

By adhering to these guidelines, we aim to optimize the scheduling process, ensure fair distribution of classrooms, and meet the diverse needs of instructors and students.

The following guidelines have been established to ensure the efficient utilization of rooms during the classroom assignment process.

  1. Equitable Scheduling: Each department is expected to assign class sections evenly across all meeting patterns using the designated time modules. Classes requesting non-standard meeting patterns may experience scheduling delays to accommodate classes with standard meeting patterns.

  2. Room Requests for Specific Needs: Instructors may submit requests for a particular room based on their needs. Schedulers will do their best to accommodate requests where possible. Please note that fulfilling these requests cannot be guaranteed due to various scheduling constraints.

  3. Priority for Consecutive Classes: Instructors seeking to schedule consecutive classes in the same room on a single day will receive lower scheduling priority to ensure equitable room allocation.

  4. Accommodations for ADA Needs: Requests for room accommodations related to the Americans with Disabilities Act (ADA) will be addressed in collaboration with the Office of Risk Management and/or the Office of Accessibility Services. 

  5. Room Allocation in Competitive Situations: When a room is in high demand, schedulers will assess various factors before assigning a class. These include the department's course distribution across all meeting patterns, room usage history, and other relevant considerations.

Preliminary Classroom Assignments

Each term, a batch process is employed to allocate classrooms approximately two months prior to the commencement of classes. These initial room assignments become visible on the MyCSUEB class schedule when students receive their registration appointments, typically two weeks prior to the registration period.

The room assignments are determined in adherence to a specific set of priorities, arranged in the following order:

  1. Instructor mobility or ADA compliance requirements.
  2. Comparison of enrollment capacity to room capacity.
  3. Consideration of instructional technology needs.
  4. Evaluation of instructors' back-to-back teaching schedules.
  5. Proximity to instructor office locations.

It's noteworthy that, in the interest of optimizing space utilization, assignments based on office proximity and back-to-back teaching assignments are accorded a lower priority.

Hybrid Classrooms

Hybrid classes with an expected enrollment of 30 or more students should be paired with another Hybrid class scheduled on the same meeting day. This is to avoid leaving large classrooms empty. If there are no internal matches available within the department, the University Scheduling office can be contacted to explore the possibility of matching with classes from other departments that meet the same scheduling parameters.

Classroom changes before the first day of class

As student enrollments stabilize, there might be room assignment changes happening until the start of classes. It's essential to check MyCSUEB before attending the first class meeting. Even after classes begin, adjustments may be made to accommodate students on wait lists. Any changes made after classes start will be communicated through the academic department scheduler.

Room Change Requests

By diligently following these guidelines and procedures, academic departments can efficiently handle room changes to accommodate variations in enrollment and guarantee the best use of classroom space.

Regarding academic classroom change requests, the following rules and procedures are in effect:

  1. Requests for room changes must be initiated by the department scheduler. In the absence of a scheduler, the department chair can make the request.

  2. A special email account, academic_scheduling@csueastbay.edu, is designated for communicating room change requests.

  3. Academic department schedulers should use the specified email and format to submit their room change requests, including course details, class number, days, times, current location, desired classroom, enrollment capacity, and instructor.

  4. For new room requests due to changes in enrollment capacities:
    1. The department scheduler sends an email to the Academic Scheduler to inquire if a larger or smaller room is available.
    2. If an appropriate room is available, the Academic Scheduler will make the change.
    3. A confirmation notice will be sent to the Department Scheduler.
    4. If the requested room is not available, the department will receive an email notifying them of the unavailability.
    5. It is crucial not to add students to an academic class if the new enrollment would exceed the room capacity until a larger room is confirmed.

  5. Important: All room change requests should be submitted in the appropriate format. The format is located in our Room Change Request Guide.

Scheduling Resources

Depts/Colleges should visit  for proposal of New Courses

For registration dates, see Important Dates.

Room Change Request Guidelines