Scheduling Off the Daily Class Schedule

Academic Affairs Policy 3.01-2, Scheduling Classes 

The class periods on Monday, Wednesday, and Friday are divided into 50 minute segments and those on Tuesdays and Thursdays are 75 minutes.  Classes must be scheduled and taught during the designated class periods at the designated times.  All exceptions must be approved by the department head, dean, and the vice president for instruction in advance of their listing in Athena.  This policy is needed in order to make full use of classroom space and offer students the widest possible choice of classes and time periods.

 

Procedure to Request Off-Schedule Course Sections

All course sections should follow the Daily Class Schedule. In the event a department needs to schedule a section in a way that does not conform to the Daily Class Schedule, a request for an exception should be submitted. Requests to teach off-schedule should only be made when absolutely necessary for pedagogical reasons, due to the potential negative impact this may have on students’ ability to register for other classes.

In accordance with Academic Policy 3.01-2, a request for an exception to the Daily Class Schedule should be submitted to the Vice President for Instruction for consideration. The request requires approval by the department head and dean. Sections approved to be offered off of the Daily Class Schedule should be loaded in Banner prior to registration, so students registering for the course will have knowledge of potential conflicts.

Requests for off-schedule sections should include the following information:

  • Course ID(s)
  • Course Title(s)
  • CRN(s), if known
  • Term
  • Day(s) and time(s) the section will be offered
    Note: The start time should align with the beginning of a Daily Class Schedule period
  • Justification for the scheduling exemption
  • Department head approval
  • Dean approval

Requests should be submitted to the Office of the Registrar (currsys@uga.edu) at least one month prior to the beginning of registration. Departments will be notified of approval or denial via email. Approval is granted for one semester, and must be requested each semester the section will be offered off-schedule.

Procedure to Request and 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
  • Justification for scheduling exemption
  • Department head approval
  • Dean approval

Requests should be submitted to the Office of the Registrar (currsys@uga.edu) at least one month prior to the beginning of registration. Departments will be notified of approval or denial via email. Approval is granted for one semester and must be requested each semester evening tests will be offered.

Departments that are approved to offer evening tests should then load testing information into Banner using the following instructions (See also the Evening Test Scheduling Flowchart):

  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 only one room is needed, and 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