Procedure to Request & Schedule Evening Tests

 

Each semester, the Office of Instruction reviews requests for exceptions to the Daily Class Schedule. Increasingly, departments are requesting evening tests (after 5:00pm) throughout the semester. As the number of these requests increases, so too does the likelihood of conflicts with other classes, labs, and other evening tests.

In accordance with Academic Policy 3.01-2, a request for an exception to offer an evening test should be submitted to the Vice President for Instruction for consideration. The request requires approval by the department head and dean. Departments approved to offer evening tests are required to add this information to the course sections in Banner prior to registration, so students registering for the course will have knowledge of potential conflicts.

Requests to offer evening tests should include the following:

  • Course ID(s)

  • Course Title(s)

  • CRN(s)

  • Term

  • Date(s) evening test(s) will be scheduled

  • Number of students that will be taking the evening test(s)

  • Justification for scheduling exemption

  • Department head approval

  • Dean approval

Requests should be submitted to the Office of Curriculum Systems (currsys@uga.edu) at least one month prior to the beginning of registration. Departments will be notified of approval or denial via email.

Departments that are approved to offer evening tests should then load testing information into Banner using the following instructions:

  1. In Banner, open the SSASECT form.

  2. On the Meeting Times and Instructor tab, add test dates and times below the standard course meeting data. Add one line for each additional test date.

    • The start date and end date can be adjusted by clicking on the calendar icons, selecting the date, and clicking OK. Another option is to manually enter the start and end dates using a DD-MMM-YYYY format.
    • The start date and end date can be adjusted by clicking on the calendar icons, selecting the date, and clicking OK. Another option is to manually enter the start and end dates using a DD-MMM-YYYY format.
    • If a test will be administered in multiple rooms, type NCRR in both the building and room fields, then contact classrooms@uga.edu for room assignments.
    • If a departmental classroom is available for the test, type the building and room information into the appropriate fields. If a departmental classroom is not available, leave the Building and Room fields blank and email classrooms@uga.edu for a room assignment.

  3.  Close the SSASECT form and open the SSATEXT form.

  4. In the Section Long Text field, inform the students that evening tests will occur for this course.

    • e.g., This course has four evening tests which occur on [DATES] in [LOCATIONS]. These test times are not optional and are official course meetings. If you have any additional questions, please contact [NAME].

After departments have loaded their evening tests in Banner, they may request classroom assignments from the Office of the Registrar at classrooms@uga.edu. These requests should include the following:

  • Term

  • CRN of the course

  • Number of required seats

  • Any location or room feature preferences