University Lecture Rooms (ULRs) follow a scheduling priority that ensures classes always have priority over events in all classrooms. This priority is also applied when assigning classrooms for in-person Culminating Activities and Final Examinations.

The Spring 2025 Culminating Activities and Final Exams Week will take place from May 14-16 and 19-20, 2025. ULR requests for final exams (including hybrid classes) must be submitted by Tuesday, April 22, 2025. Requests received after this deadline may result in limited room availability. Review the Spring 2025 Final Exam Reminders for additional information.

To schedule events in University Lecture Rooms, departments must follow the submission timelines. All ULR Requests for events scheduled between May 14-20, 2025 will be processed after Tuesday, April 25, 2025.

AS&SM completed the Fall 2025 Post-Round 1.5 Audits / Clean Up and University Lecture Room Assignment Process (Optimizing). In the assignment process, AS&SM assigned 1,400 sections to lecture rooms. There were 11 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: 

• • Review assignments in MySJSU by downloading a Department Scheduler Extract. 
  • Starting tomorrow March 29, 2025, you can also review the Enrollment Status Summary Dashboard, which will then be updated to reflect the room assignments. 

During Round 2, Department schedulers are expected to submit all maintenance requests to add, change, or cancel sections via an OnBase Form. Round 2 will be open from April 1-4, 2025. By 5:00 pm on April 4, all OnBase Forms need to, at minimum, be at the college approver step to be implemented before publication on April 15. All other OnBase Forms will be processed as time permits.

In the University Lecture Room Assignment Process (Optimizing) page, please also thoroughly review the information including Frequently Asked Questions (FAQs). As needed in the coming weeks, the FAQs may be updated based on new types of questions received by AS&SM.

Some reminders on how to address questions or concerns:

• • Instructors that 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.

In the last year and half, we engaged with the Academic Strategic Space, Scheduling, & Enrollment Team (ASSSET) as well as college and department leaders and staff to discuss best practices to implement the new lecture room assignment process. 

Thank you for your support and engagement in this big change for our division.

Summer 2025

The Summer 2025 class schedule publishes on March 18, 2025, which is in one week, and continuing students will begin registration three weeks later on April 9. This early publication of the Summer 2025 class schedule is important to support our student’s planning to make progress in their programs as supported by the undergraduate and graduate advising communities.

Fall 2025

Tomorrow, March 12, Round 1.5 of the Fall 2025 class schedule production concludes. On January 28, Claudia Quinonez in AS&SM distributed various reports to college schedulers to identify classes with inconsistent data that need corrections. Examples of inconsistent data include classes with missing components, missing rooms or missing meeting patterns, classes scheduled incorrectly during prime-time or scheduled outside of their managed spaces, etc. If you had no reports, thank you for being extraordinarily detail-oriented!

After Round 1.5 if AS&SM needs to delete any remaining inconsistent data, the impact will be that these classes will not be optimized into small and medium University Lecture Rooms, as needed. These classes may be re-added during Round 2, which is scheduled from April 1-4. 

Fall 2025 class schedule data must reflect the expected reality by the end of Round 1.5. This includes that:

• Enrollment capacities must match actual enrollment to be assigned the right sized rooms.
• Instructors must be assigned to allow back-to-back classes to be assigned in the same classrooms.

Instructors and department staff should share feedback about optimization with their department chairs. Department chairs should discuss feedback with their Academic Associate Deans or Directors of Resources & Operations, as designated by college.

This Friday, February 21, 2025 is the end of the initial production for the class schedules for Summer 2025 and Fall 2025.

As a reminder, AS&SM is launching a new optimizer process for assigning small and medium University Lecture Rooms starting in Fall 2025. This means you should not be assigning facility IDs in MySJSU for small or medium sized (less than 100 student seats) University Lecture Rooms (URLs) – see page 1 of the Lecture Room list.