Tag Archives: AS&SM

Academic Scheduling & Space Management (AS&SM): Summer & Fall 2025 Class Schedule Production, New Assignment Process for University Lecture Rooms, and New Self-Support OnBase Form

Congratulations on nearly completing the Fall 2024 term! Academic Scheduling & Space Management (AS&SM) is now preparing for the class schedule production for Summer 2025 and Fall 2025. While detailed calendars are included in the linked packets, key timeline summaries are listed below. 

  • Summer 2025
    • Tue, 1/21/25-Fri, 2/21/25 Accepting Class Schedule DocuSign Forms
    • Tue, 03/18/25 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 04/01/25 Advance Registration for Continuing Students Begins 
  • Fall 2025
    • Tue, 1/21/25-Fri, 2/21/25 Accepting forms & start data entry (Round 1)
    • Tue, 04/15/25 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 04/22/25 Advance Registration for Continuing Students Begins

For Fall 2025, AS&SM will be launching a new optimizer process as we refine our student-centered scheduling strategies to assign University Lecture Rooms to classes. This new process will use weighted criteria to prioritize room assignments replacing the manual deallocation of ULRs to colleges and departments. To ensure a smooth schedule for data entry in late January, AS&SM recommends colleges set deadlines for departments to submit draft class schedules to their colleges by Monday, 12/16/24. 

For all Self-Support Class Scheduling starting for Summer/Fall 2025, AS&SM is discontinuing the use of DocuSign Form to process class schedule requests. For Summer/Fall 2025 class scheduling, AS&SM is launching a single Self-Support OnBase Form, accepting submissions starting on Tuesday, January 21, 2025. Please do not submit requests for these terms until this date. If you would like to test the form, you can use the Term Code “Testing”. For Winter/Spring 2025 changes, continue to use the DocuSign forms (Special Session, Winter Intersession).

If you have any questions about the various class schedule production processes, join our Scheduling Production Labs offered via Zoom between February 6 and March 11. 

We also encourage you to explore our Class Schedule Hub, which serves as a one-stop shop for various scheduling resources. We’ve worked diligently to clearly define the schedule processes and resources. 

We look forward to collaborating with you further in 2025!

Your AS&SM Team

Academic Scheduling & Space Management (AS&SM): Instruction Mode Changes to More Online Modalities for Spring 2025

Academic Scheduling & Space Management is now accepting Instruction Mode changes for Spring 2025 from in person/hybrid to online/more hybrid as a “Change Request”. Departments must still notify the students regarding changes because, for example, it may affect their Veteran’s benefit or International Student statuses. Changes will only be processed for requests to more online instruction modes as described in the Basic Instructions for the OnBase Change Form. Department schedulers should thoroughly review this document before submitting these types of requests.

Instruction Mode changes from online/hybrid to in less hybrid/in person and/or meeting pattern changes will continue to require a Cancel + Re-Add request because, for example, these changes could impact enrolled student’s existing class schedules. 

Forms: Regular Session and Special Session/SJSU Online.

Questions? Email academicscheduling@sjsu.edu.

Winter 2025 Deadlines & Reminders for the Class Schedule & Faculty Appointments

The start of the Winter 2025 term is just one month away. Deadlines and reminders for Winter 2025 are included below for your reference. 

Winter 2025 Deadlines & Reminders

    • 12/3/2024 – Final Date to Evaluate Sections for Cancellation (low enrollment), includes sections with changes to the course meeting patterns or modes of instruction (unless it’s from in-person to a more online modality), which will be required to be canceled and re-added. 
    • 12/10/2024 – Final Date to Submit Changes to Existing Sections
    • 12/11/2024 – Deadline for Faculty Appointments. Late requests that have not been approved by Monday, December 24, the last staff workday prior to Winter Session 2025, shall be considered denied.
    • 12/17/2024 – Registration closes at 11:59 pm with no add/drop activities. 
    • 12/18/2024 – Payment due date for courses added from Oct 9 – Dec 17 
    • 1/2/2025 – Registration will reopen (on the first day of instruction). Payment due the same day. 
    • 1/2-17/2025 – Dates of Instruction for most courses (3.3 WTUs is the maximum allowed total employment in the CSU and its auxiliaries)
    • 1/21/2025 – Grades due from Faculty

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.