Academic Scheduling & Space Management (AS&SM): University Lecture Rooms Events, Culminating Activities, & Final Exams

The University Lecture Rooms (ULRs) vary in size, furniture, technology and are located in various buildings throughout the campus. Academic Scheduling & Space Management (AS&SM) manages these spaces in accordance with the ULR Guidelines. Updated classroom layouts are now available in the ABSO Hub for your reference.

Reserving Classrooms for Events & Scheduling Priority

Campus departments may reserve ULRs using the AS&SM ULR Request Form. All ULR Requests with one or more off-campus guests require a signature from the College Dean/Vice President (or their designee).

Recognized Student Organizations (RSOs) must submit event space reservations directly through Student Union Event Services (SUES). Each term, AS&SM allocates a specific number of rooms to the Student Union for RSO activities. To receive a ULR room assignment from this allocation, the RSO president or treasurer is required to submit the request through SUES. AS&SM will not process department reservation requests made on behalf of a student organization.

While departments or colleges may grant RSOs access to their managed rooms, an official reservation with the Student Union is required to confirm the booking. All RSO-sponsored events must secure campus spaces directly through Student Union Event Services.  

Fall 2024 Culminating Activities & Final Exams Week

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 Fall 2024 Culminating Activities and Final Exams Week will take place from December 11-13 and 16-17, 2024. ULR requests for final exams (including hybrid classes) must be submitted by Wednesday, November 27, 2024. Requests received after this deadline may result in limited room availability. Please review the Fall 2024 Final Exam Reminders for additional information.

All ULR requests for events scheduled between December 11-17, 2024, will be processed after Thursday, November 21, 2024.

Winter/Spring 2025 URL Requests & Submission Timelines

    • Accepting on 12/1/2024 (excluding Spring 2025 final exam dates): All Friday, Saturday, and Sunday event requests for Spring 2025. All Monday through Sunday requests for Winter 2025
    • Accepting on 12/23/2024 (One month prior to first day of classes): All Supervision Classes with TBA meeting patterns. All Classes with occasional on-campus meetings (Instruction Modes 03, 04, and 11 and up to 8 meetings total)
    • Accepting on 2/7/2025 (excluding Spring 2025 final exam dates; 15th calendar day after 1st day of classes): All Monday through Thursday event requests. First Allowable Event Date: Monday, 2/11/2025 (to allow processing time)
    • Accepting on 3/1/2025: All requests within dates that fall during the Spring 2025 Culminating Activities & Final Exams Week

Academic Scheduling & Space Management (AS&SM): Spring 2025 Close Waitlists on the First Day of Instruction

Per F20-1, departments may close waitlists starting on the first day of instruction. In order to close waitlists for a course for Spring 2025, submit a Request Form no later than Friday, January 3, 2025.

Why close or keep open course waitlists? 

Close waitlists on and after the first day of instruction to manage enrollment through permission numbers shared with students. When closing waitlists on the first day of instruction, departments are responsible to share the process to request permission codes with their students. 

Keep waitlists open on and after the first day of instruction to allow students to be automatically enrolled from waitlists through the ninth (9) day of the term, reducing any extra workload to instructors to hand permission numbers. Avoiding the use of permission codes creates one less barrier for their course enrollment. 

Review How to view permission numbers and waitlist position from Faculty Center?.

Department Questions? Email Sarah Schraeder Cisneros. 

Student Questions? Email the Registrar’s Office.

Academic Scheduling & Space Management: Spring 2025 Reminders + Final Exams Changes

The Spring 2025 class schedule will officially be published on Tuesday, October 22, 2024 in MySJSU and on the Class Schedule website homepage and navigation. Advance Registration for continuing students will begin on Tuesday October 29, 2024. 

Effective Spring 2025 per the recently revised University Policy S17-1, the now called “Culminating Activities and Final Examination Period” schedule will begin at 8:30 am rather than 7:30 am. Additionally, all time slots will be two (2) hours in length rather than two hours (2) and fifteen (15) minutes. 

Department Schedulers now have access to: 

  1. Update Instructor(s) in MySJSU for Regular Session classes through Wednesday, February 19, 2025 at 11:59pm (Enrollment Census Date). 
  2. Submit via OnBase (Regular Session) and DocuSign (Special Session/SJSU Online). Review our Post-Production Academic Scheduling Forms ABSO Hub page for details on which forms to use and best practice timelines. Two critical reminders are to:  
    • Use both Cancel + Add Forms for any instruction modes or meeting pattern changes. 
    • Review room capacity of the assigned room before increasing enrollment capacity by using the Enrollment Status Summary Dashboard (ESSD).  

Questions? Email your college schedulers or academicscheduling@sjsu.edu.

Academic Scheduling & Space Management (AS&SM): Scheduling Sections with Multiple Session Codes

In an effort to align the state-support and self-support class schedule production, AS&SM is scheduling Special Session (10W) and SJSU Online (ONL) classes following the same data entry timeline in Round 1 and 1.5 for the Spring 2025 Class Schedule Production.

In future, AS&SM will implement a change in process to simplify Special Session (10W) and SJSU Online (ONL) class schedule production, where all department schedulers will be able to enter this data at the department level at the same time as Regular Session (1). The School of Information is piloting this process change for Spring 2025. The Department of Applied Data Science and SJSU Online will join the pilot program for the Fall 2025 class schedule production.

For step-by-step instructions on how to schedule classes in MySJSU, follow our Basic Quick Guide: Processing Single Component Classes. For additional resources for new department schedulers and requesting access to MySJSU, visit our ABSO AS&SM Hub “Getting Started” page.

Academic Scheduling & Space Management: Winter 2025 Published

The Winter 2025 Class Schedule is published. The Winter 2025 calendars for Current SJSU students and Open University Students are also available, which include registration and payment deadlines essential to our students academic success.

Per the Winter 2025 Production Guidelines, AS&SM “rolled” Winter 2024 active sections to create a draft Winter 2025 schedule in MySJSU (PeopleSoft). All active sections were updated to “Tentative”. As AS&SM entered data for submitted Academic Scheduling Intersession DocuSign Forms, the status was changed to “Active”. As of today, September 24, 2025, there are several “Tentative” sections still included in MySJSU (these are not visible to students). Department schedulers and colleges should review their list of “tentative” sections in case they want to activate them. AS&SM will plan to delete them from MySJSU on October 4, 2024.

Questions? Email academicscheduling@sjsu.edu or contact your college schedulers.