Fall 2026 (1269) scheduling in progress

CCS is currently open for fall 2026 for the upcoming academic year. CCS will be closed as of March 2, 2026 for term 1269, so classroom assignments can be made by OCM. For additional class setup guidance, please refer to the Class Setup Guide.

Prior to CCS closing, make sure to do the following:

• Assign departmentally-owned classrooms and labs using 25Live.
• It’s helpful to let us know which classes do not need GPCs before we close CCS for the term to assign classrooms.
• Review class sessions.
• Check classes outside of the Regular Session to make sure they are in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Adjust non-standard class meeting times to a standard time.
• Classes using standard meeting times guarantee a GPC classroom (if needed) and help students build their schedules.
• Input instructor information and grading access on each meeting pattern.
• Instructors must be on each meeting pattern per class to aid with the grading process at the end of the term.
• Enter the required room characteristics.
• If a certain technology or seating style is needed to facilitate teaching and learning, please indicate that for the class.
• Set realistic enrollment capacities and requested room capacities.
• +/- 10% of last year’s enrollment total
• Cancel class sections that will not be offered.
• If a class is combined with another class, remember to un-combine the sections first, then cancel. 
• Review the Class Scheduling Distribution Summary Report (you will need to log into the University’s network or VPN to view the website).
• Assess department/college compliance with the distribution of meeting times (no more than 3% in any standard time block) and the distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).

Email ocmsched@umn.edu to:

• Add the facility NOROOMREQD (no room required) to all class meeting patterns that will not require any room assignment.
• Add the facility ROOM000TBA (Room TBA) to all class meeting patterns that will meet in a small office space.
• Add the facility ONLINEBLENDED to any meeting patterns in a blended (both in-person and online/remote) learning classes.

Fall 2024 (1249) scheduling in progress

CCS is currently open for fall 2024 for the upcoming academic year. CCS will close on March 1, 2024, for term 1249 so classroom assignments can be made by OCM. For additional class setup guidance, please refer to the Class Setup Guide.

Prior to CCS closing, make sure to do the following:

• Review class sessions.
• Check classes outside of the Regular Session to make sure they are in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Adjust non-standard class meeting times to a standard time.
• Classes using standard meeting times guarantee a GPC classroom if needed and help students build their schedules.
• Input instructor information and grading access on each meeting pattern.
• Instructors must be on each meeting pattern per class to aid with the grading process at the end of the term.
• Find classes with no instructor listed by running the Classes Missing Instructor Information report. Path: MyU > Key Links > Reporting Center > Student Services > Course Scheduling > Classes Missing Instructor Information report.
• Enter the required room characteristics.
• If a certain technology or seating style is needed to facilitate teaching and learning, please indicate that for the class.
• Set realistic enrollment capacities and requested room capacities.
• +/- 10% of last year’s enrollments.
• Cancel class sections that will not be offered.
• Review the Class Scheduling Distribution Summary Report (You will need to log into the University’s network or VPN to view the website).
• Assess department/college compliance with the distribution of meeting times (no more than 3% in any standard time block) and the distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
• Assign departmentally owned classrooms and labs using Astra.
• It’s helpful to let us know which classes do not need GPCs BEFORE we close CCS for the term to assign classrooms.

Email ocmsched@umn.edu to:

• add the facility NOROOMREQD (no room required) to all class meeting patterns that will not require any room assignment.
• add the facility ROOM000TBA (Room TBA) to all class meeting patterns that will meet in a small office space.
• add the facility ONLINEBLENDED to any meeting patterns in a blended (both in-person and online/remote) learning class.

Scheduling System RFP to replace Astra

It has been 12 years since we implemented Astra back in 2012, and while Astra continues to be a work-horse for our campuses, we have been unable to upgrade in recent years leaving us to operate in an outdated version. Because of this, we are having to explore the marketplace to see if there is a better option for Academic Room Scheduling Software.

We are currently in the middle of the RFP (Request for Proposal) process to find a replacement to our current classroom scheduling system. Vendors have submitted bids, and we are currently reviewing those bids. Our goal is to have a replacement vendor chosen by the end of March 2024.

We will continue to update this community with the progression of this project.

Tip: CCS pages and their uses

Schedulers mostly use the UM CCS Maintain Sched Of Class to schedule classes for a term. There are, however, three additional pages within the CCS folder and their uses are available below:

• UM CCS Schedule Class Mtg - Allows you to update the meeting patterns and instructors for Combined Section classes.
• UM CCS Schedule New Course - Allows you to schedule a section of a course that:
• Did not roll forward from the previous like term. 
• Is a new course that has been newly approved in Coursedog.
• UM CCS Upd Sections of a Class -  Allows you to view and update all the sections of large, multi-component courses in one place.

Fall 2023 scheduling in progress

CCS is currently open for fall 2023 for the upcoming academic year. CCS will close on March 1, 2023 for fall 2023 so OCM can make classroom assignments.

Prior to CCS closing, make sure to do the following:

• Review class sessions.
• Check classes outside of the Regular Session to make sure they are in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Adjust non-standard class meeting times to a standard time.
• Classes using standard meeting times guarantee a GPC classroom if needed and help students build their schedules.
• Input instructor information and grading access on each meeting pattern.
• Instructors must be on each meeting pattern per class to aid with the grading process at the end of the term.
• Find classes with no instructor listed by going into the Reporting Center and running the Classes Missing Instructor Information report. Student Services > Course Scheduling > Classes Missing Instructor Information report.
• Enter the required room characteristics.
• If a certain technology or seating style is needed to facilitate teaching and learning, please indicate that for the class.
• Set realistic enrollment capacities and requested room capacities.
• +/- 10% of last year’s enrollments.
• Cancel class sections that will not be offered.
• Review the Class Scheduling Distribution Summary Report.
• Assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
• Assign departmentally owned classrooms and labs using Astra.
• It’s helpful to let us know which classes do not need GPCs BEFORE we close CCS for the term to assign classrooms.

Email ocmsched@umn.edu:

• to add the facility NOROOMREQD to all class meeting patterns that will not require any room assignment.
• to add the facility ROOM000TBA to all class meeting patterns that will meet in a small office space.
• to add the facility ONLINEBLENDED to any meeting patterns in a blended (both in-person and online/remote) learning class.

Spring 2023 (1233) scheduling is in progress

CCS Open Initial Build for spring 2023 (1233) closes at the end of the day (11:59 p.m.) on July 5, 2022 to make general-purpose classroom assignments for spring classes. Please make any changes by the end of the day Tuesday, July 5, 2022.

Prior to CCS closing, make sure to do the following:

1. Work with your faculty and instructors to obtain updated information for the term.
2. Update class information using the CCS pages in PeopleSoft:
• Cancel class sections that will not be offered this term.
• Set realistic enrollment limits and requested room capacities (+/- 10% of last year’s enrollments).
• Input instructor information and grade access in CCS.
• Adjust non-standard class meeting times to a standard time.
• Review classes outside of the Regular Session to ensure it is in the appropriate academic session (remember that classes in the extended regular session are typically not eligible for financial aid).
• Indicate the required room characteristics (technology, seating styles, etc.) needed to facilitate teaching and learning by using the room characteristic codes accessible on the meeting pattern page of CCS.
• Email ocmsched@umn.edu to add facility ROOM000TBA or NOROOMREQD to all class meeting patterns that will not require any room assignment or that will meet in a small office space.
• Use Astra Schedule to assign departmental classrooms and labs directly to class sections.
3. Review the Class Scheduling Distribution Summary Report to assess department/college compliance with the distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
4. Avoid scheduling class sections in high-demand periods/days.

Fall 2022 scheduling in progress

CCS is currently open for fall 2022 for the upcoming academic year. CCS will close on March 1, 2022 for fall 2022 to make classroom assignments.

Prior to CCS closing, make sure to do the following:

• Review class sessions.
• Check classes outside of the Regular Session to make sure they are in the appropriate academic session (remember that classes in the extended regular session are typically not financial aid eligible).
• Adjust non-standard class meeting times to a standard time.
• Classes using standard meeting times guarantee a GPC classroom, if needed, and help with students building their schedules.
• Input instructor information and grading access on each meeting pattern.
• Instructors must be on each meeting pattern per class to aid with the grading process at the end of the term.
• Find classes with no instructor listed by going into the Reporting Center and running the Classes Missing Instructor Information report. Student Services > Course Scheduling > Classes Missing Instructor Information report.
• Enter the required room characteristics.
• If a certain technology or seating style is needed to facilitate teaching and learning, please indicate that for the class.
• Set realistic enrollment capacities and requested room capacities.
• (+/- 10% of last year’s enrollments).
• Cancel class sections that will not be offered.
• Review the Class Scheduling Distribution Summary Report.
• Assess department/college compliance with distribution of meeting times (no more than 3% in any standard time block) and distribution of meeting patterns (no more than 50% meeting on Tuesday/Thursday).
• Assign departmentally owned classrooms and labs using Astra.
• It’s helpful to let us know which classes do not need GPCs BEFORE we close CCS for the term to assign classrooms.

Email ocmsched@umn.edu:

• To add the facility NOROOMREQD to all class meeting patterns that will not require any room assignment.
• To add the facility ROOM000TBA to all class meeting patterns that will meet in a small office space.
• To add the facility ONLINEBLENDED to any meeting patterns in a blended (both in-person and online/remote) learning class.

Spring 2022 final exam scheduling

For spring 2022, if a classroom assignment is needed for an in-person or blended class’s final exam, departments need to let OCM know a room is required by filling out the In-Person Final Exams Request form. We will schedule one for you. Have this form filled out by February 15, 2022 for each class section that requires a classroom. Please help us with getting finals scheduled in a timely manner by getting your requests in by the deadline.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) is available on the One Stop website.

If a change is needed to a final exam, please continue to fill out the Final Exam Change Request form. If you are having an in-person final exam and something about the exam needs to change (exam time, location), please fill out both forms. Common exams should only fill out the Final Exam Change Request form. These forms can also be found on the Final Exam Information page on the ASR website.

Spring 2022 final exam scheduling

Final exams for spring 2022 will continue to be scheduled using the opt-in process for classroom assignments. This process change, implemented this past fall, was an overall success.

For spring, if a classroom assignment is needed for an in-person or blended class’s final exam, departments need to let OCM know a room is required by filling out the In-Person Final Exams Request form, and we will schedule one for you. Please have this form filled out by February 15, 2022, for each class section that requires a classroom.

The final exam schedule (the date and time for when a final exam is to take place based on when the class was held during the term) is available on the One Stop website.

If a change is needed to a final exam, please continue to fill out the Final Exam Change Request form. Both forms can also be found on the Final Exam Information page on the ASR website.

Fall 2021 scheduling

We will hopefully know more by the end of May as to what physical distancing guidelines (if any) and classroom capacities will be for the fall according to MDH and University guidelines. If there are changes that need to be made to classes, the Class Setup Guide is available to help make transitional changes to classes.

We still will not be assigning general purpose classrooms to fall 2021 classes until July 2021. We will be communicating with students and instructors when classrooms have been assigned.

Instruction modalities and ECAS updates

At this time, per the Provost’s message on March 12, instructors will still be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

Note: This ECAS approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move toward normal operations.

Fall 2021 scheduling

Instruction Modalities and ECAS updates

Per the Provost’s message on March 12, instructors will be required to get approval from their unit heads to change their class format from In-Person to a Remote or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Remote and Online offerings but may be scheduled in CCS with provisional approval. This is both for undergraduate (UGRD) and graduate (GRAD) classes.

Note: This approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move to normal operations.

• Online and Remote: ECAS updates will include updating the online course question to “Yes” and providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.
• Blended: ECAS updates are encouraged, as well as providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.

Distancing

Due to evolving public health guidance, we are aware that distancing in classrooms for fall semester may need to be changed. We are currently planning for multiple scenarios for the fall, with frequent evaluation of plans in place throughout the summer. We will not be assigning general purpose classrooms to fall 2021 classes until July 2021 when final decisions are made regarding physical distancing requirements for the term.

To view classroom capacities with various distancing for scenario planning, see (standard, 6’, and 3’) this Google sheet.

Fall 2021 scheduling

President Gabel announced last week that we should plan for a return to normal operations this fall. With this announcement, we are expecting a stronger in-person presence for classes.

Instruction modalities

Per the Provost’s message on March 12, instructors will be required to get approval from their unit heads to change their class format from In-Person to a Blended, Remote, or Online offering. Course updates will be required in ECAS by July 1, 2021 (if not already approved for online offerings) for Blended, Remote, and Online offerings but may be scheduled in CCS with provisional approval.

Note: This approval requirement had been waived in the last few semesters due to the COVID-19 pandemic, but will now be required again with our move to normal operations.

• Online and Remote: ECAS updates will include updating the online course question to “Yes” and providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.
• Blended: ECAS updates will require providing an updated syllabus to document the new modality for fall 2021. Department and collegiate approval must be obtained prior to ECAS submission.

Distancing

Widespread access to COVID-19 testing for all students, faculty, and staff will continue, as well as requirements for face coverings and physical distancing for the time being. With the return to normal operations, we will initially be assigning classrooms based on standard room capacities (no distancing). However, classrooms will not be assigned prior to registration.

It is also understood that we may need to adjust distancing for fall semester based on updated guidance. We are planning for multiple scenarios, with continual evaluation of plans in place throughout the summer. To view classroom capacities with various distancing for scenario planning (standard, 6’, and 3’), see this Google sheet.

Timeline

CCS will close at the end of day March 29,2021 and will reopen on April 5, 2021 to make final, emergent changes to the fall schedule prior to registration beginning on April 12, 2021.

As always, we will remain responsive to public health guidance, and we will pivot or adjust if needed.

Fall 2021 (1219) Scheduling

Fall 2021 (1219) scheduling is underway. We understand creating the fall 2021 class schedule is going to create some angst this year with so many unknowns. To help accommodate your needs to create an accurate schedule, we are going to delay closing CCS for fall 2021 to March 29. It will reopen on April 5 for you to make final changes to the schedule prior to registration beginning on April 12.

Due to the abbreviated time frame, room assignments will not be finalized during CCS closed, but will continue to be updated as we learn more about distancing requirements for fall. More details about fall 2021 will be forthcoming as they are available.

Spring 2022 (1223) Scheduling

Spring 2022 (1223) scheduling is also underway. At this time, because of all of the unknowns, we are going to delay when we close down CCS. Hopefully, by shifting these dates, it will allow departments time to build schedules based on more up to date MDH and University guidance and overall health of the campus.

The spring 2022 production calendar has been updated as follows:

• 1/25/2021 - CCS opened for departments to update class meeting patterns.
• 2/1/2021 - Tentative class schedule became available via Class Search and Schedule Builder.
• 4/17/2021 - Freshman Full Year (FRFY) class entry deadline. Classrooms will be assigned to these classes by mid to late April to accommodate incoming Freshman registering for these offerings in the beginning of June when orientation begins.
• 9/30/2021 CCS closes for classroom assignments to be made for spring 2022. This shift is significantly later than in years past when we had a deadline in April.
• 10/26/2021 - CCS re-opens for emergent changes to classes for spring 2022.
• 11/9/2021 - Spring 2022 students registration begins.

Spring 2021 final exam scheduling

Final exams for spring 2021 will take place Thursday, May 6 - Wednesday, May, 12, 2021 with Study Days on Tuesday, May 4, Wednesday, May 5, and Sunday, May 9. All rules set forth in the Final Exam Regulations apply to all online and in-person final exams. The date and time of final exams should be listed in the class syllabus.

All Remote Instruction (online synchronous) and Online Classes (online asynchronous) final exams will be conducted online.

All In-Person Classes and Blended Classes final exams will default to being conducted online due to space constraints created by physical distancing in classrooms. However, classes scheduled as In-Person or Blended may choose to request an exception to allow for their final exam to be held in-person using the Final Exam Change Request form.

The Final Exam Change Request form must be submitted for all changes to final exam date, time and location, including in-person exam requests. Form deadline for spring 2021 is March 15, 2021.

Guidelines for online final exams are as follows:

• All synchronous classes holding synchronous online exams will follow the published Standard Final Exam Schedule.
• All synchronous classes holding asynchronous online exams should ensure the due date for their exam is not earlier than the published Standard Final Exam Schedule day/time.
• All asynchronous classes holding synchronous online exams should take their final exam on Thursday, May 6, 2021.
• All asynchronous classes holding asynchronous online exams should ensure the due date for their exam is no later than Wednesday, May 12, 2021.

For reference:

• Final exam regulations
• Final exam schedule
• Final Exam Change Request form
• Scheduling Examinations, Final Examinations, and Study Days policy

Scheduling U begins on October 26

All schedulers should plan to attend the annual scheduling workshop series, Scheduling U. This year Scheduling U takes place October 26-30. Whether you are new to course scheduling or are a pro, there is a session for you during Scheduling U. Workshops are open to any University staff member. 

Scheduling update live

An annual update on everything scheduling: policy, classroom renovations, timelines, upgrade impacts, how to get the room you need, and more. This is a must-see session!

• Monday, October 26, 2:30-3:45 p.m. -- Ford Hall 115 (East Bank)
• Wednesday, October 28, 1:00-2:15 p.m. -- Humphrey 50B (West Bank)
• Thursday, October 29, 10:15-11:30 a.m. -- McNeal 144 (St Paul)

Astra Academics refresher

Astra Academics schedulers are invited to join the Academic Support Resources Training and Support team for a refresher session on entering classroom assignments using Astra Academics. We will demonstrate the process and have plenty of time for questions.

• Thursday, October 29, 1:30-2:45 p.m. -- Bio Sci 12 (St Paul)

Everything CCS: Encore SR Help workshop session 

Schedulers are invited to join the Academic Support Resources Training and Support team & OCM Scheduling Team for a CCS user review workshop. We will revisit some of the CCS processes that changed as part of the upgrade and have plenty of time for questions.

• Monday, October 26, 8:45-10:00 a.m. -- Bio Sci 12 (St Paul)

Orientation to academic scheduling

Are you new to academic scheduling?  Perhaps you are an experienced scheduler looking for a refresher? Plan to attend this session as we walk you through University policies and procedures that relate to scheduling. All processes from A to Z will be covered. This session is perfect for those brand new to the world of scheduling.   

• Tuesday, October 27, 1:00-2:15 p.m. -- Blegen 240 (West Bank)

That’s a wrap: Roundtable with the Scheduling team

Do you have a burning question that hasn’t been answered during Scheduling U?  Not able to make it to a session you had hoped to attend?  Bring all your lingering questions to this open forum. We’ll discuss best practices, data organization, and tips and tricks to help you schedule efficiently. This is an opportunity for schedulers to network and exchange practical experiences and challenges about their scheduling process. 

• Friday, October 30, 2:30-3:45 p.m. -- Bruininks Hall 432B (East Bank)

Tools for the academic scheduler

Scheduling decisions are strongest when supported by clear, concrete facts. This workshop will show you how to access data from multiple sources that is already at your fingertips using the Reporting Center, Class Scheduling Distribution Summary, Astra Schedule, and more. You will also learn more about how some 

• Friday, October 30, 9:45-11:00 a.m. -- Appleby 303 (East Bank)

Waitlists: Let’s take it from the top 

Schedulers are invited to join the Academic Support Resources Training and Support team for a user overview workshop. Not only will we cover processes to setup and maintain waitlists, but also the issues and resolutions that were encountered with waitlists at the beginning of this term.

• Tuesday, October 27, 8:45-10:00 a.m. -- McNeal 10 (St Paul)

Topics Courses resources for schedulers

In response to recent questions and concerns about Topics Courses, the Office of Undergraduate Education has worked with Academic Support Resources, course schedulers, and others to collect questions and develop written materials to explain the principles and processes.

• The first document outlines the guiding principles around topics courses, and explains the review processes for getting topics course shells and individual topics titles approved and active in ECAS.
• The second document gives step-by-step instructions for schedulers who are managing the offerings of topics courses in the class schedule.

Please review the documents and contact oue@umn.edu with any questions or comments. Your feedback is important to us as we continue to improve these resources.

Fall 2015 (1159) policy compliance distribution

Compliance with the Class Scheduling distribution policy for fall 2015 is not ideal. Coupled with the shortage of general purpose classroom space on the Twin Cities campus, we have a large number of classes that remain unplaced less than one week prior to the start of queued registration.

The graphic highlights policy compliance at the University level. Data is current as of 3/16/2015 and includes all class sections on the Twin Cities campus that we expect to require a general purpose classroom or those that are already assigned to a general purpose classroom as they are distributed across the day and week by time of day according to Standard A Time meeting patterns.

To assist with improving policy compliance, please:

• Move classes out of the busiest times of the day. 
• Cancel classes promptly if they will no longer be offered (do not change a class section to No Print and Zero Enroll Cap without releasing the classroom and inputting ROOM000TBA into the Facility ID field). 
• Move classes to departmental space when possible. 
• Make realistic enrollment projections. 
• Monitor your department’s compliance using the Class Scheduling Distribution Summary. 
• Do not add new class sections at trouble time spots without first determining that a general purpose classroom is available. 

We appreciate your support as we work through the fall schedule. Contact OCM Scheduling with questions about available time periods for general purpose classrooms.

Fall 2015 (1159) room assignments and classroom shortage

There is a shortage of general purpose classrooms beginning fall 2015.

The time periods we currently have reached capacity for classroom space include Tuesdays/Thursdays between 9:45 a.m.- 2:15 p.m. Do not add new classes during these times unless you have departmental space for it to meet in.

If you need to add a large class (anything with an enrollment cap of 75 or greater), you must contact OCM Scheduling to confirm that a room is available prior to opening it for enrollment. We cannot guarantee a general purpose classroom at every time period.

Check the Class Schedule to view current fall 2015 general purpose classroom assignments. Many departments will notice that placement is spanning both East Bank and West Bank. If a class is not assigned a room, that means that a general purpose classroom is not available at that time. You must begin considering a time/day change for the class or look for a departmental space for the class. Email ocmsched@umn.edu to confirm that a classroom in the appropriate capacity range will be available when changing times/days.

Remember: All room assignments are subject to change prior to the start of fall semester. Room assignments are not guaranteed. Changes will continued to be made to the Class Schedule throughout the spring and summer months as departments make adjustments to their classes.

You can find additional resources for scheduling classes on the OCM Website.

Scheduling update: One month left to schedule your fall 2012 (1129) classes

The last day of ECS period 1 for fall 2012 is February 29, 2012. Remember to delete
any class sections in ECS that have rolled forward but will not be
taking place during either term. You can delete courses/sections in ECS
by clicking on the minus (-) button on the Basic Data panel of
"Maintain Schedule of Classes" in ECS.



You may find the following resources for scheduling courses helpful:

• Class schedule production instructions
• Class scheduling distribution summary
• New class scheduling policy FAQs
• Standard class meeting times