Acad Scheduling & Space Mgt (AS&SM): Spring 2026 Close Waitlists & Open Enrollment before the First Day of Instruction

Per F20-1, departments may close waitlists and open enrollment before the first day of instruction. Closing waitlists and opening enrollment before the first day of instruction is used in some departments to manage enrollment through permission codes shared with students. To close waitlists and open enrollment for a course for Spring 2026, department schedulers should:

    1. Create a Regular Session OnBase Change Request no later than Monday, December 15, 2025, 5 pm. Dean/AD approval is required by Friday, December 19. Any requests with approval dates received after this date will not be considered.
      • Include a Comment of “Close Waitlist on First Day of Instruction.”
      • If you are submitting multiple sections or courses, see the image below for examples of how you can clarify this on the form.
    2. Department Chairs are encouraged to leverage the comment field at their approval step to help clarify and provide a brief explanation for the need to close the waitlist on the first day of instruction.
      image.png
    3. AS&SM will process all requests no later than the day before the first day of instruction, Wednesday, January 21, 2026, at 5 p.m.

If you do not request to close your waitlists, your class waitlists will be kept open, allowing students to be automatically enrolled from waitlists through the ninth day of the term, February 2, 2026. This reduces any extra workload for instructors to hand out permission numbers. Avoiding the use of permission codes also creates one less barrier for their course enrollment.

RTA Process Update and Info Session Announcement

As previously announced,  the temp appointment request process related to RTAs is shifting from ABSO to colleges and departments. To help with this transition, an RTA Calculator has been created, and a general info session will be offered in December. Please use the link below to sign up.

An RTA is considered complete once all required signatures have been obtained in Docusign. Who processes the temp appointment funding? 

Criterion Processed By:
RTAs completed by January 1, 2026 ABSO
RTAs completed January 1, 2026 and after College/ Dept

 

Register for the ABSO RTA Info Session 

Held via Zoom
Wednesday, December 3, 2025
1:00-2:00 p.m

 

Topics Covered

  • Reimbursement periods and if temp appointment funding is necessary
  • Temp appointment funding requests ; academic term versus calendar dates
  • New RTA Calculator tool
  • Manual billing & autobilling; how the ProjectID is used.
  • Q&A

Acad Scheduling & Space Mgt (AS&SM): Spring 2026 Publishes Mon, 10/20 & Winter/Spring 2026 Next Steps

The Spring 2026 class schedule will be published in MySJSU (along with their Registration Appointments) and on the sjsu.edu/classes on Monday, October 20, 2025.

We have processed all Spring 2026 Class Schedule OnBase Forms approved at the college dean level by Wednesday, October 8, 2025, the end of Round 2 of production. Four important notes:

  1. Room Assignments: Before the end of business today, October 16, 2025, this will include assigning rooms or processing approved Change Requests for the 15 of the 16 classes with infeasible room assignments as noted in the Spring 2026 Assigning Lecture Rooms Results (Optimizer). Please encourage reviewing room assignments now in case we need to accommodate any room requests as authorized per the EARC.
  2. Instructor Assignments: OnBase Forms are not required for instructor updates for any session types (1, 10W, ONL) for any production terms (Winter & Spring 2026). Department Schedulers will have direct access as of today, October 17, 2025 by 12 pm in MySJSU to make revisions.
  3. Class Notes: Several departments requested class notes that do not align with the Class Notes Guidelines. Please reach out to Sarah Cisneros in AS&SM directly if your Spring 2026 Subject/Global Note was not accepted and you would like to explore adopting free form notes.
  4. Reserving Seats: If you are interested in Reserving Seats for specific student groups in Spring 2026, please join us at the Strategic Scheduling Lab on Wednesday, October 22, from 2-3 pm via Zoom.

Review the Post-Publication Impacts & Deadlines. Please email Academic Scheduling & Space Management if you have any additional questions.

Acad Scheduling & Space Mgt (AS&SM): Spring 2026 – Lecture Room Assignment & Audit Results

AS&SM completed the  Spring 2026 Post-Round 1.5 Audits / Clean Up and University Lecture Room Assignment Process (Optimizing). In this assignment process, AS&SM assigned 2,500 sections to lecture rooms. There were 16 sections that were not assigned rooms. A designated college representative will be in touch about next steps for these classes. Department staff and chairs should: 

Round 2 will be open from October 6-8, 2025.  During Round 2, Department schedulers are expected to submit all maintenance requests to add, change, or cancel sections via the OnBase Form. All forms must reach at least the college approver step by 5:00 PM on October 8 to be included in the October 20 publication. Forms received after this deadline will be processed as time permits

Additional Resources & Reminders

  • Visit the University Lecture Room Assignment Process (Optimizing) page. Please also thoroughly review the information, including Frequently Asked Questions (FAQs). 
  • Instructors who have any accommodation needs must submit a registration form to the Employment Accommodations Resource Center (EARC). The EARC will work directly with AS&SM to assign classes to rooms.
  • Instructors and department staff should share feedback about room assignments with their department chairs. 
  • Department chairs should discuss feedback with their Academic Associate Deans.

Thank you for your continued support and engagement in sharing your feedback on the optimizer results. With continued investments in our classrooms and iterative improvements to the optimizer process, the centralized classroom assignments will more effectively assign the most appropriate spaces as available. 

Reporting Assigned Time: Manual Submission Option

We have been notified that the Assigned Time System (ATS) is preventing some entries from being processed due to system restrictions on specific activity codes.  In particular, EXENR – Excess Enrollment cannot be used for classes with fewer than 120 students. While the policy generally requires meeting this enrollment threshold to qualify for assigned time, a few units have received prior approval to grant assigned time for classes that do not meet this requirement due to space limitations. The current version of ATS does not accommodate these exceptions.

If your assigned time entry is affected by this restriction, or if you are receiving error messages when using a particular code, please submit your assigned time using the Manual Assigned Time Form after consulting with your college DRO.  These entries will be manually added to ATS, allowing both the department chair and the college to review and approve them through the normal process.  To ensure your manual entries are considered, the form must be submitted by Wednesday, October 1.

For questions, please contact academic-budgets@sjsu.edu.