Updated University Lecture Rooms (ULR) Event Form Requirements

As of September 2024, AS&SM updated the University Lecture Rooms (ULR) Event Form to require a Vice President or College Dean (or their designee) signature for events involving off-campus guests. 

DocuSign Instructions

When routing the DocuSign envelope, update Recipient #3 to the Vice President or College Dean (or their designee) (see the example). If this information is not updated while selecting “Yes” for off-campus guests on the form, it may cause routing issues. If you fail to update Recipient #3, your DocuSign will NOT route for approval to AS&SM.

Off-Campus Guests

A couple of reminders for events including off-campus guests: 

The change aligns with the system-wide and campus Time, Place, & Manner Policies. Going forward, all ULR event requests that include one or more off-campus guests will require a signature from the  Vice President or College Dean (or their designee). We last shared this information at the September 16, 2024 ASUG Meeting and November 2024 ABSO Blog post. 

Academic Scheduling and Space Management (AS&SM): Fall/Summer 2025 – End of Round 1 Production

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.

Department schedulers are expected to enter their regular session class schedules in MySJSU in Round 1 (now until 2/21). Round 1.5 (3/3 to 3/12) will allow for department schedulers to clean audit issues shared by AS&SM. 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 with their department chairs. Department chairs should discuss feedback with their Academic Associate Deans or Directors of Resources & Operations, as designated by college.

Academic Scheduling & Space Management (AS&SM) – Urgent Pre-Census Task Spring 2025: Classes No Instructors

Department schedulers must add or make final updates for Spring 2025 Classes by next Wednesday, February 19, 2025, which is the Enrollment Census Date (“Census”).  Department schedulers have access to update instructors directly in MySJSU until end of business on Census. Review the Spring 2025 Classes with No Instructors or Enrollment report.
Several non-supervision sections with no enrollment are also flagged in the Spring 2025 Classes with No Instructors or Enrollment report. Department schedulers must at minimum remove instructors from these sections or submit a request to cancel these sections by next Wednesday, February 19, 2025.
Email academicscheduling@sjsu.edu should you have any questions.

Academic Scheduling & Space Management (AS&SM): Spring 2025 Class Schedule Action Steps & Reminders

  1. Departments are asked to review Spring 2025 Audit Findings as of 1/14/25. Several sections with enrolled students are not assigned instructors and several sections with zero enrollment are scheduled University Lecture Rooms. Review the Enrollment Summary Status Dashboard for more current data.

  2. AS&SM will not accept Spring 2025 classroom changes/swaps starting Thursday, January 16,2025. AS&SM will begin accepting requests on Friday, January 31, 2025.

  3. AS&SMs recommendation to Cancel / Change Spring 2025 class sections was 1/8/25 to avoid negative student impacts. Any remaining urgent cancel/changes are due no later than 2/13/25 so that they can be completed by the Enrollment Census Date (2/19/25).
  4. If a class section runs out of permission numbers, email registrar@sjsu.edu for more code. Permission numbers for newly added sections are generated only overnight.
  5. Departments Schedulers may update instructors directly into MySJSU until Enrollment Census Date, 2/19/25.
    • If you have a new instructor(s) that need to be added to your department, please email the main Academic Scheduling mailbox (academicscheduling@sjsu.edu)
    • To avoid data integrity issues, if you are changing or deleting an instructor, you first need to delete the instructor row, save and, as applicable then add the new instructor.
    • Submit OnBase Change Forms (Regular Session/Self-Support) if you want to add “observers”, who can review the roster and input grades.

Spring 2025 Assigned Time Reporting

The Assigned Time Data Entry System for Spring 2025 is now open.  Employees responsible for entering and approving time can log in through the IRSA Assigned Time portal. System access has been updated based on each employee’s role and involvement in the process, as approved by the DRO in each college. If you are unable to log in, please request access by submitting an Access Request Form. Please check your access before submitting a request.

Deadline

All assigned time entries must be entered and approved by the dean by Friday, February 21, 2025.  Departments should consult their dean’s office as additional internal reporting deadlines may apply.

Contact Information