Classes with no assigned classroom are published with a TBA announcement until a classroom and time can be assigned. In order to gather accurate data for required state reporting, all regular-session Classes meeting in either GA Classrooms or Departmental Classrooms must be entered into the Student Record System (SRS) by Friday of the third week of the term.
2. Scheduling Priority
Priority in GA Classrooms is determined by the Office of the Registrar per campus policy approved by the Executive Vice Chancellor.
- Primary Class sections are scheduled before Secondary Class Sections;
- Required Secondary Class Sections are scheduled before optional Secondary Class Sections;
- Large Classes are scheduled before small ones.
Initial classroom assignments are made based on projected enrollment being equal to or greater than 80% of the room capacity. Past enrollments in comparable quarters are considered. Requests that underutilize space are scheduled after other scheduling needs have been met.
Classes that meet using standard time patterns are given priority over those using non-standard patterns. Classes with specialized pedagogical design are given appropriate consideration. Schedules that vary greatly from the 60/40 Prime Time balance may be returned to departments for adjustment. Classes that don’t meet 80% of room capacity may be moved to a smaller room with equivalent media. Classes scheduled after scheduling deadlines have passed are assigned classrooms on a space-available basis.
3. Room and Time Changes and Cancellations
Room changes are accommodated if a switch is available. Departments should not continue to add students in the expectation that a larger room will be available. Department schedulers are responsible for informing the instructor and students of room changes. No time changes are allowed after enrollment has begun. If a Class meeting is cancelled, department schedulers must cancel the Class in the SRS in order to return the classroom to available status.
4. Instructor Names
When scheduling Class meetings, instructor names must be entered in the SRS using the instructor’s university identification number (UID). This ensures that the instructor’s name will appear in the Schedule of Classes, in other electronic applications such as the online gradebook, and in faculty workload reports. UIDs must be entered into SRS by Friday of the third week of the term to ensure accurate reporting to the UC Office of the President.
5. Enrollment Management
No instructor or department may allow the occupancy of a classroom to exceed the limit specified by the fire and life safety codes. The classroom capacity is fixed in the SRS. However, to allow for attrition and absence in Classes, individual departments are given the technical capability to raise enrollment limits in individual Classes up to 10% above the room capacity, if in their judgment, this is desirable in order to enable enrollment by students whose physical presence is not likely to cause the Class to exceed the official occupancy limit. It is the responsibility of the department and the instructor to ensure that actual attendance does not exceed classroom capacity.
6. Midterm Examinations
Midterm examinations are expected to be held during regularly-scheduled Class meeting times. However, large Classes with multiple sections requiring a common midterm examination can schedule examinations outside regular Class meeting times on a space-available basis with the following limitations:
- Notice of the midterm dates and times must be published in the Schedule of Classes and URSA before enrollment begins. Late requests will not be scheduled.
- Instructors must put the midterm examination dates in the Course syllabus.
- Instructors must announce the midterm dates on the 1st day of Class and inform students that it is acceptable to request alternate times.
- Instructors should make a good faith effort to accommodate alternate examinations times for students with Course conflicts.
- To comply with Section 92640(a) of the California Education Code, instructors must accommodate requests for alternate examination dates at a time when that activity would not violate a student’s religious creed. See Section II.B.8, Alternate Examination Dates.
7. Final Examinations
An instructor’s method of evaluation must be announced at the beginning of the Course. Final written examinations may not exceed three hours’ duration and are given only at the times and places established and published by the department chair and the Registrar’s Office. See UCLA Senate Regulation A-332 (A) for the policy on final examinations.
Final examinations are generally held in the same room as Class meetings; however, by prior arrangement with the Registrar’s Office, common final examinations can be scheduled and extra room locations may be booked on a space-available basis. Changes in classroom location must be arranged through the Registrar’s Office. Examination codes, times, and locations are listed in the online Schedule of Classes and URSA.
8. Alternate Examination Dates
No student shall be excused from assigned final examinations except as provided in Senate Regulation A332 or in Section 92640(a) of the California Education Code policy on alternate examinations. The University must accommodate requests for alternate examination dates at a time when that activity would not violate a student’s religious creed. This requirement does not apply in the event that administering the test or examination at an alternate time would impose an undue hardship which could not reasonably be avoided. Accommodation for alternate examination dates are worked out directly and on an individual basis between the student and the faculty member involved.
Faculty members should remember that while it is fully at their discretion to make arrangements with individual students for alternate examination times, including final examinations, they must conduct the scheduled final examination for the Class as a whole at the times and places established by the department chair and the Registrar’s Office.
9. Priority Agreements with Departments
Specialized facility needs, such as laboratory demonstrations and unique media service needs, are considered and accommodated whenever possible. Departments needing a specific classroom may negotiate with the Registrar’s Office for first-stage Priority Scheduling. However, standard time patterns and prime time quotas must be observed.
10. Multi-Media Requests
Specialized facility needs for media are considered and accommodated whenever possible within utilization guidelines, and media-equipped classrooms are assigned on a space-available basis.
11. Use of Department Rooms
With the prior agreement of the College provost or School dean and with the approval of the department chair, Departmental Classrooms may be scheduled by the Registrar’s Office.
12. Special Requests
All instructional activities related to regularly-scheduled Classes such as review sessions, make-up Classes, thesis defenses, films, special lectures, placement examinations, midterm examinations, optional quiz sections, and academic tutoring may be scheduled on a space-available basis after regular Class meetings have been scheduled and after an adjustment period for Class changes (usually the end of third week). After third week, instructionally related activities associated with a regularly-scheduled Class may be scheduled during the day, in the evenings, and on the weekends and have priority over non-instructional activities and over UNEX and Events scheduling. Placement examinations may be scheduled earlier than third week if they are scheduled in the evening hours after 6 p.m.
Special requests that are not related to regularly-scheduled Classes are scheduled through the UCLA Events Office. See UCLA Policy 860 and Procedure 860.1.
13. Orientation, UNEX, Events and Summer Sessions Use of GA Classrooms
UNEX may schedule 75% of each GA Classroom size up to 100 capacity for evening activities starting at 6 p.m. on weekdays. Rooms of 100 capacity and above are shared on a rotating basis with Events. However, regular-session Class meetings have priority if such meetings are required. Daytime weekday events during periods of instruction may be requested. These requests are generally not processed until after the third week of instruction and are subject to change if space is needed for instructional activity. Weekend use of rooms after regular-session instructional needs are met is shared by all users including UNEX, Educational Testing, and Events.
For summer scheduling, Orientation large-room sessions (usually in Moore Hall 100) are scheduled first, then Summer Sessions Class meetings. UNEX and Events can then schedule GA Classrooms based on a mutually agreed upon set of criteria.
14. Department-Sponsored Instruction
GA Classrooms may be used to schedule department-sponsored instruction. However, regular-session Class meetings have priority. If such instruction is open to the public, the activity must be coordinated with the UCLA Events Office.
15. Seismic Construction Policy Exceptions
During periods of seismic construction or in the event of an emergency, the Chancellor or the Chancellor’s designee may authorize exceptions to scheduling policies and require the use of Departmental Classrooms to meet Class needs.