The Division of Academic Affairs is responsible for overseeing the coordination of the Schedule of Classes and the scheduling of general classroom space. The Academic Scheduler has established formal scheduling protocols in conjunction with the Vice Provost to ensure effective centralized scheduling for academic defined space and to provide academic departments, faculty/staff, registered students organizations,individual students, and external groups a means by which to reserve general classroom space.  Academic uses of these spaces shall have priority over other uses.

The Academic Scheduler will schedule all academic courses in the general classroom space as first priority. All requests for special consideration in room scheduling not already addressed below should be forwarded to the Vice Provost for review. The request will be reviewed and the Vice Provost will come to a resolution that best serves students, faculty, and staff.

Once course room assignments have been confirmed, general classroom space will become available for other priority levels. The Academic Scheduler will authorize requests of general classroom space based on factors including but not limited to: availability of space and space use priority. The requests may consist of meetings, academic lectures, and review sessions. 

Academic Classroom Priority 

Events in academic classrooms cannot be scheduled during the first week of classes and during final exams. Scheduling priority for academic buildings will be in the following rank order:

Priority 1: Credit-bearing courses, their tests, and required class meetings
Priority 2: Academic or non-academic events for faculty and Supplemental Instruction Courses
Priority 3: Recurring and nonrecurring events for student organizations
Priority 4: Events extensively for the use of non-UWG affiliated entities

Academic Course Scheduling Procedure

Course Building and Scheduling Timelines

Procedure for Room Assignments for Academic Courses 

The Division of Academic Affairs and the Registrar’s Office adopted the following course scheduling procedure effective February 15, 2019. Each department is responsible for designating a user that is responsible for the following tasks.

• Course Building Period - The Registrar’s Office will roll the semester from the previous-like semester for both Fall and Spring semesters. Summer schedules will be built from scratch by departmental schedulers. Banner access is given to colleges/departments to make edits, delete courses, or add courses. No room assignments should be made in Banner with the exception of pre-designated rooms listed below.
• Clean-Up Period -Room preferences are set (i.e. room type, general location) and the schedule is reviewed by the Academic Scheduler. The Academic Scheduler will coordinate requested changes for days/times depending on room availability and flexibility for student demand.
• Blackout Period - NO changes to course sections can be made during this time. The Academic Scheduler will spend approximately one month optimizing courses into Reserve West to begin room assignments for a particular semester. The Academic Scheduler will work with each college and/or departmental to review room assignments and make adjustments to the schedules based on room utilization and student needs. This process will occur at least one month prior to the start of student registration in order to ensure all courses have room assignments and that classroom space is being utilized appropriately.
• Course Change Period - NEW Fall 2020! - Department-level users will use the newly adopted course change form to make requests for course changes. The Registrar's Office will receive a report of requested changes and will process in Banner two times per day. 
• Appeals: All requests for special consideration in room scheduling not already addressed should be forwarded to the Vice Provost for review. The request will be reviewed and the Vice Provost will come to a resolution that best serves students, faculty, and staff.

Resources for the Campus Planning Interface can be found under the Tutorials tab above.

Rooms Available for Centralized Course Scheduling

All academic rooms, officially designated for instruction, will be available to schedule in Reserve West for centralized scheduling and optimization. Conference rooms that are not designated for instruction (i.e. Dean’s Office or departmental conference rooms) are not included in this process. Restricted rooms are also not included in this process.

Pre-designated/Restricted Rooms:

• Labs (Science, Computer Science, Exercise, and Speech Labs)
• Music Restricted Classrooms and Practice Rooms
• Seminar Rooms (TLC 1204 & 3205)
• Theater Rooms (General lectures not included)
• Art Restricted Classrooms and Studio Spaces
• Chemistry Courses with Labs and SI Associated with Lecture
• Non-Academic Spaces (i.e. The Oaks, Center Pointe Suites)
• Classrooms for ADA Requests
• Nursing Courses in Nursing Building Classrooms
• Biology Courses in Biology Building Classrooms
• Anthropology courses that require Anthropology 12
• Newnan Courses
• Mass Communication Courses in HUM 212, Pafford 212, and specialized labs

All requests for special consideration in room scheduling not already addressed should be forward to Dr. Ralista Akins (rakins@westga.edu). We will assess the situation and come to a resolution that best serves students, faculty, and staff.