S.08-79
Ll
SIMON FRASER UNIVERSITY
Senate Committee on University Priorities ?
Memorandum
TO:
Senate ?
FROM: ?
John Waterho
Chair, SCUP
Vice Presiden
RE:
Course Scheduling Policy
?
DATE: ?
May 14
1
2O
(SCUP 08-17)
demic
At its May 14, 2008 meeting SCUP reviewed and approved the revised Course
Scheduling Policy T 30.01.
Motion
That Senate approve and recommend to the Board of Governors, the revised Course
Scheduling Policy T 30.01.
end.
.
?
C:
K. Ross, R. MacLeod
9 ?
Course Scheduling Policy
Overview of Changes from Old Policy to New Policy
This overview of changes is provided as the format for the policy has changed. While
there are substantive changes much of the old policy remains. The document is
highlighted where changes have been made. The changes included in this overview are as
follows:
• The Preamble and Purpose sections are a combination of the old Preamble,
Purpose and Scope, and Goals sections except for the highlighted statement in the
new preamble section.
. The definitions section is new.
• The Standard Day Meeting Patterns section (3.2) is new including the tables.
3.3.3 is new under Scheduling Guidelines.
3.3.4 is new under Scheduling Guidelines.
• 3.3.8 in the Scheduling Guidelines section now requires the approval of the VP
Academic instead of the Dean for non-standard meeting patterns.
• Section
5
of the new policy refers to the Registrar instead of the President for
interpretation of the policy.
• Old Policy Section 6— Scheduling Priority: Academic Courses has been removed
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except 6.4 and
6.5
have been kept and are found Scheduling Guidelines section
(3.3).
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SIMON FRASER UNIVERSITY
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Date
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Number
Policies and Procedures
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November 7, 2005
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T 30.01
Revision Date
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Revision No.
April 21, 2008
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DRAFT
1.3
Subject: Course Scheduling
Preamble:
An effective course schedule is one that facilitates learning, maximizes access for students within the
constraints of classroom space and the number of instructional hours available, and accommodates a
range of pedagogies. In developing the course schedule for students and instructors, the following goals
must be balanced:
• Classes should be scheduled to make the best possible use of teaching resources and classroom
facilities.
. Students should be able to take courses needed to graduate in their program in a timely manner.
• Classes should be scheduled to allow students as much choice as possible and to avoid as many
course conflicts as possible.
• Instructors should be able to obtain schedules that permit them to integrate their professional
duties of teaching, research and service in a reasonable way.
• Classes that are jointly offered as undergraduate and graduate courses will be subject to this
policy
• In scheduling classes, the University must, if requested to do so, make accommodations under the
provincial
Human
Rights legislation.'
• Demand
for courses should be measured, and courses and course sections should be scheduled, to
reflect that demand.
• Pathway courses and service courses should be scheduled during days and at times that provide
greatest access across disciplines.
1.0 Purpose:
1.1 The purpose of this policy is to:
.
b.a.
define
define
university
university
practice
practice as
as to
to the
the
development
use and management
of class
of
and
classroom
final examination
space; ?
timetables;
0
.
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c. establish and enumerate guidelines for allocating classroom space; and
d. encourage the university community to make efficient and coordinated use of classroom space.
1.2
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This policy recognizes that appropriate pedagogy may require different class durations, meeting
patterns, tutorial structures and facilities depending on the discipline and level at which a
particular course is taught.
2.0 Definitions
"Instructional hours"
are defined as Monday through Friday from 8:30 to 22:30.
"Daytime hours"
are defined as 8:30 to 16:29.
"Evening hours" are
defined as 16:30 to 22:30.
"Saturday hours"
are defmed as 8:30 to 18:00
"Courses" are defined as a lecture and/or seminar.
"Tutorials" are defined as a component of a course
"Lower division courses"
are identified by course numbers at the 100 and 200 level and are
principally taken by first and second year students.
40
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"Upper
division courses"
are identified by course numbers at the 300 and 400 level and are
normally
taken by third and fourth year students.
"Evening classes"
.are=deflnedas those that start at 4:30pm (16:30 hours) or later.
"Pathway courses"
are defined as those that provide key pre-requisites needed for students to
progress from lower-division to upper division courses
"Service courses"
are defined as large lower-division courses taken by students from many
faculties
"Cohort programs"
are defined as those that provide a group of students with a defined set of
courses for a particular duration.
"Prime time"
is defined as the period between.110:30am and 2:30pm (14:30 hours).
"Events" are defined as university-related activities for which course credit cannot be earned.
3.0 Policy:
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3.1 Classroom Space
2 ?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
3. 1.1 Centrally-scheduled classroom space is a university resource allocated to and managed by the
Scheduling Section of Student Services. All academic units share access to these centrally-scheduled
classroom spaces to teach credit courses.
3.1.2 Classrooms will not normally be removed from the centrally-scheduled classroom pool without
replacement in kind as soon as practicable. Requests to remove one or more classrooms from the central
pool must present a business case, supported by a comprehensive cost/benefit
analysis,
to the Associate
Vice-President, Academic. The Associate Vice-President, Academic will decide whether the classroom
space will be converted to other uses as proposed in the business case.
3.1.3 Classroom space that is specialized in nature (e.g., language, science or computer labs, dance
studios) is normally controlled and managed by the specific academic unit using the space for its
instructional activities. Such space is not typically available for use by other academic units.
3.1.4 Some general classroom space also is controlled and managed by specific academic units. This
space should be used efficiently and made available for use by other groups within the university
community when not in use by the unit managing it. To this end it will revert, as required, to the central
pool for scheduling 6 weeks before registration begins for the following semester.
3.2. Standard
Da
y
Meetin g Patterns
'r he
general
principle
for
tunetabling is the use of the following standard meeting patterns for courses
I 2 1 50—minute classes meeting MWF, three times a week (Table A)
3.2.2 50-minute classes meeting twice per week (Table B)
3.2.3 110-minute classes meeting once per week (Table C)
3.2.4 110-minute class plus a 50-minute class meeting per week (Table D! & D2)
3.2.5 80-minute classes meeting MW, MF, WF, twice a week (Table F)
3.2.
6
110-minute classes meeting twice per week (Table F)
3.2.7 170-minute classes meeting once per week - lower division courses (Table G 1)
3.2,8 170-minute classes meeting once per week - upper division courses (Table G.2)
3.2.9 230-minute classes meeting once per week - upper division courses (Table H)
3.2-10 Tutorials associated with courses can meet on any day. They must begin on the half hour.
3 2
11 The
schedule for evening and Saturday classes is unrestricted. (fable 1)
3.3 Schedulin g
Guidelines
3.3.2 Priority scheduling will be given to larger courses which are service courses or pathway courses
to allow students to progress to timely degree completion and to cohort programs. These courses,
including tutorials, will be given priority for prime time scheduling.
33.3 No more than
50%
of courses and tutorials within a department can be scheduled within prime
time.
3.3.4 Departmental space is
first
used by the department to schedule departmental priorities and classes
and then, if required, unscheduled space reverts to the central classroom pool to maximize its use.
Departmental
space booking
I
s must conform
to
standard meeting patterns as listed above.
3
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Draft Policy T 30.01 (Course Scheduling), version 1.3,
. ?
3.3.5
Classes may be held on Saturday or Sunday
if
so requested by an academic unit.
3.3.6 Final examinations each semester will normally be scheduled Monday through Saturday and may
be scheduled on Sunday.
3.3.7 The Office of the Registrar reserves the rights to ask departments to change times of classes as
room scheduling difficulties warrant.
3.3.8 Requests for non-standard timetabling patterns must be approved by the Vice President
Academic or designate
3.3.9 Academic units are strongly encouraged to use fixed-scheduling practices for large enrolment
first- and second-year courses. This allows for better course access for students and an exam
schedule that minimizes conflicts and maximizes intervals between exams.
3.3.10 Students must take courses across disciplines to complete degree requirements. Academic units
are expected to co-ordinate their offerings so as to avoid substantial timetable conflicts with
related units.
3.4 Course Schedulin g
Priority
The following prioritized (but not exhaustive) list identifies criteria that can affect scheduling priority:
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3.4.1 Credit courses will receive priority over events for classrooms;
3.4.2 The need to accommodate the disability of an instructor or a student;
3.4.3 A large class will have priority for a given classroom (to the upper limit of classroom capacity)
over a smaller class, regardless of requests for permanent (installed in the room) technical
equipment;
3.4.4 Requests by departments that make full use of the teaching week may be given priority over
requests made by departments that cluster their courses during periods of high utilization.
3.5
Publication of the Timetable and Course Offerings
3.5.1 ?
The timetable for any given semester will be available at least two weeks before registration for
that semester begins.
3.5.2 In addition to the schedule of courses for the upcoming semester, the timetable will include a
listing of the courses to be offered in the subsequent two semesters.
3.6 Chan g
es to the Timetable
3.6.1 Changes to the timetable after publication must be kept to a minimum to provide certainty to
students. Normally, changes to the days and/or times when a course is offered will not be
permitted.
W ?
3.6.2 Changes to assigned classrooms may be made when:
4
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Draft Policy T 30.01 (Course Scheduling), version 1.3,
a.
enrolment increases beyond the capacity of the classroom assigned and a larger classroom is
available;
b.
the assigned classroom does not have all or some of the room facilities (technical or other)
requested and a classroom with the facilities is available;
c.
the number of students enrolled in a course can be accommodated in a smaller classroom,
allowing another course with more students to use the larger classroom.
4.0 Scope:
4.1 This policy applies to all S.F.U. campuses, but must be responsive to the distinct scheduling needs of
each.
5.0
Roles and Responsibilities:
5.1
Questions o 1;interpretationor application of this policy, should be referred to
the
Registrar.
6.0 Authority:
This policy is administered under the authority of the Associate Vice President, Academic.
1
See GP 18 Human Ri
ghts Policy.
2
See Appendix
II and GP 36 Use of University Space
Procedure (separate linked document)
Appendix I
Classroom Management
1.
Classroom Technology Assistance (CTA) in the Learning and Instructional Development Centre
(LIDC) at Burnaby campus and Client and Research Services (CaRS) at the Surrey campus are
responsible for providing and maintaining technical equipment in centrally scheduled classrooms.
2.
Facilities Management is responsible for maintaining, renovating, cleaning and furnishing centrally
scheduled classrooms.
3.
Campus Security is responsible for the security of centrally scheduled classrooms.
4.
A committee, appointed by and reporting to the Associate Vice-President, Academic, will be
established to ensure that centrally scheduled classroom space is maintained, suitably furnished and
equipped with appropriate technical facilities on an ongoing basis. The committee will tour all classrooms
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is
5 ?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
•
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annually and submit a report on their condition to the Associate Vice-President, Academic. The
committee will consist of one member each from Schedules, LIDC, Facilities Management, as well as one
member from each of the Faculties and a student representative.
5.
The Schedules Section of Student Services will set up and maintain a clear description of centrally
scheduled classroom space, which includes room capacity, facilities, design features and disability access.
This description will be available to the university community on the web.
6.
The Office of Institutional Research and Planning will prepare an annual report on classroom
utilization which will be distributed to the Associate Vice-President, Academic, Senate, Deans, Chairs
and Departmental Assistants, in addition to being posted on the web.
Appendix II
Event Bookings
1.
Event bookings at campuses other than SFU Vancouver are made in accordance with the following
guidelines:
1.1 A limited number of event bookings may be allocated space in advance of credit courses. For
example, because of the associated noise problem, pipe band and junior pipe band practices are normally
assigned to classrooms before rooms are assigned to credit courses. These bookings normally occur
during the evenings and/or weekends.
1.2 Sets of rooms maybe allocated in advance of credit-course bookings to groups such as Conference
Services, Field Schools, Exchange Programs, and various on-campus groups offering camps during the
summer semester.
1.3. Event requests for non-classroom space (such as Maggie Benston Centre) can be processed at any
time.
1.4. Event requests for classrooms can be processed anytime if the event is held during a semester break
or the event is held on a weekend (excluding final exam periods).
1.5.
Event requests for classrooms during exam periods can be processed after Week 7, Day
5
of the same
semester except events requiring smaller classrooms (capacity less than
50
at Burnaby and less than 30 at
Surrey), which may be processed after Week 3, Day
5.
1.6. Event requests for classrooms for future semesters (excluding final exam periods) will be processed
only after enrollment for that semester has been underway for
5
weeks.
2.
Events at SFU Vancouver may receive higher priority than credit courses during designated
timeframes. SFU Vancouver operates on a cost recovery model that allows for the planning of events
years in advance and provides the necessary dynamic required for a multi-use facility. Event bookings at
SFU Vancouver are made in accordance with the SFU Vancouver Event Booking Policy, which uses a
block booking system designed to maximize utilization of space by the various constituent groups defined
in that policy.
.
6 ?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
Table A: meeting
50
minutes 3 times per week
M
T
W
R
F
1
1
1
2
2
2
3
3
3
4
4
4
5
5
5
6
6
6
7
7
7
8
8
8
16:30
8:30
9:30
10:30
11:30
12:30
13:30
14:30
15:30
.
.
is
7 ?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
.
Table B: meeting
50
minutes twice per week
M
I
W
R
F
1
1
2
2
4
3
4
3
5
5
6
6
7
7
8
8
9
9
10
10
11
11
12
12
13
13
14
14
15
15
16
16
17
17
18
18
19
19
20
20
16:30
.
8:30
9:30
10:30
11:30
12:30
13:30
14:30
• ?
15:30
Draft Policy 130.01 (Course Scheduling), version 1.3,
M
T
W
R
F
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
8:30
9:30
1[:cI.]
11:30
12:30
13:30
14:30
15:30
Table C: meeting 110 minutes once per week
?
C
16:30
.
9
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Draft Policy T 30.01 (Course Scheduling), version 1.3,
Table D. 1: meeting 110 minutes plus 50 minutes per week
M
I
W
R
F
1
2
2
3
3
4
4
5
5
6
6
7
7
8
8
16:30
.
8:30
9:30
10:30
11:30
12:30
13:30
14:30
• ?
15:30
1i]
?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
Table D.2: meeting 110 minutes plus 50 minutes per week
M
I
W
R
F
2
1
2
1
4
3
4
3
6
5
6
5
8
7
8
7
16:30
IIs]
9:30
10:30
11:30
12:30
13:30
14:30
15:30
S
S
11
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Draft Policy T3O.O1 (Course Scheduling), version 1.3,
Table E: 80 minutes meeting 2 times per week
M ?
I ?
W ?
R ?
F
8:00
1
? 1
9:30
Man", ROXIII
15:30 ?
2 ?
2
3 ? 3
4
?
4
16:30
S
.
12
?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
Table F: meeting 110 minutes twice per week
?
.
16:30
.
M
I
W
R
F
1
2
1
2
3
4
3
4
5
6
5
6
7
8
7
8
1.39111
9:30
10:30
11:30
iPcIs]
13:30
14:30
15:30
.
13
?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
Ij
a
I
.
Table G. 1: meeting 170 minutes per week for lower division courses
8:30
9:30
10:30
11:30
12:30
13:30
14:30
15:30
16:30
M
T
W
R
F
1
2
3
4
5
17:
14
?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
M
T
W
R
F
2
4
1
3
5
6
7
8
9
10
11
12
8:30
9:30
10:30
11:30
12:30
13:30
14:30
15:30
16:30
S
Table G.2: meeting 170 minutes per week for upper division courses
?
.
17:30
15 ?
Draft Policy 130.01 (Course Scheduling), version 1.3,
0 ?
Table H: meeting 230 minutes per week for upper division courses
M
T
W
R
F
2
4
1
3
5
6
7
8
9
10
8:30
[IcI.I
10:30
11:30
12:30
13:30
14:30
.
?
15:30
16:30
17:30
.
16 ?
Draft Policy T 30.01 (Course Scheduling), version 1.3,
Table I: meeting after 16:30
M
T
W
R
F
1ft
cIiij
?
jD
170
tell
bt gOi1
110Ki'
22:30
8:30
16:30
17:30
18:30
19:30
20:30
21:30
.
17
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Draft Policy T 30.01 (Course Scheduling), version 1.3,
