Tag Archives: AS&SM

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: 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.

Academic Scheduling & Space Management Update: Planning for Winter & Spring 2025 Terms

Welcome to the start of Fall 2024! As many of you know, Academic Scheduling & Space Management (AS&SM) must now pivot to work with you to begin the class schedule production for Winter 2025 and Spring 2025 (staff scheduling packets linked). Below are the summaries of timelines, but the linked packets also include detailed calendars. Please take a moment to review these resources and join us for our upcoming labs and workshops with your questions. 

  • Spring 2025
    • Tue, 9/3-13/24 Accepting DocuSign Forms & data entry (Round 1/as appropriate by session)
    • Tue, 10/22/24 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 10/29/24 Advance Registration for Continuing Students Begins 
  • Winter 2025
    • Tue, 9/3-13/24 Accepting Class Schedule DocuSign Forms
    • Tue, 09/24/24 Schedule Live & Registrations Appts. Posted in MySJSU
    • Tue, 10/08/24 Advance Registration for Continuing Students Begins

You can add our AS&SM Planning Google Calendar to your list of Other Google Calendars for quick reference. Below are recent updates and resources you are encouraged to leverage to understand the process and plan for upcoming terms, including our websites, upcoming workshops and open labs,  and available tools.

We look forward to working with you this academic year,
Your AS&SM Team

AS&SM Website Updates 

In the last couple of months, we’ve made several updates to the Academic Scheduling & Space Management (AS&SM) website and ABSO Hub Resources for Academic Scheduling & Classrooms. You’ll notice a host of improvements designed to enhance your online experience. Our revamped site will be more intuitive and user-friendly, making it easier for you to navigate and find the information you need.

These updates are aimed at creating a more engaging and efficient online space for everyone. We’re confident that these changes will make your experience smoother and more enjoyable. Thank you for your continued support, and we look forward to your feedback on the new look by sending it to academicscheduling@sjsu.edu. 

AS&SM Workshops & Open Labs

Best Practices Workshop

Friday, September 20, 2024 from 11:00 AM – 12:00 PM (ENG 331): Best Practices in Managing the Class Schedule & Set Up – Join us to explore and discuss best practices in creating the class schedule and how various enrollment control features in MySJSU (PeopleSoft) can support your course enrollment strategies. We will also explore best practices in timelines to cancel, add, and change class schedule data to ensure a positive student experience during the registration process. Please RSVP by 9/13.

Staff Scheduler Labs

Please join us for our Scheduling Open Labs (offered regularly during active schedule production) or email academic.scheduling@sjsu.edu if you have any questions about the various class schedule production processes. Google Calendar Events with Zoom links for each lab are included below for you to directly save to your Google Calendars.

Friday, September 06, 2024 from 11:00 AM – 12:00 PM

Tuesday, September 10, 2024 from 2:00 PM – 3:00 PM

Thursday, September 12, 2024 from 11:00 AM – 12:00 PM

Tuesday, September 24, 2024 from 11:00 AM – 12:00 PM

Friday, September 27, 2024 from 2:00 PM – 3:00 PM

Weekly Ad Astra Labs

For help using Ad Astra Course Planning Tool and to discuss scenarios of how you can use the tools to answer questions and start conversations to make decisions based on the data, join our weekly Ad Astra Strategic Scheduling Labs posted in the ABSO Training/Workshop Calendar (except week of September 16).

Enrollment Status Summary Dashboard

In collaboration with Institutional Research & Strategic Analytics (IRSA), ABSO and AS&SM have developed a downloadable dashboard Enrollment Status Summary Dashboard (ESSD), which will replace our PDF reports. We appreciate the dedication and hard work of the IRSA Team to make this critical dashboard available. We’ve historically published these PDFs onto our website, but as of September 20, 2024, we will discontinue the practice of running daily reports and posting them onto the website. Our plan will also be to remove the historical PDFs from the website and archive into a Google Folder. 

The ESSD data allows departments to answer a number of questions as the Academic Affairs Division strives to meet its budgeted enrollment plan and effective use of classroom resources. Refer to the “Definitions” tab for detailed explanations of column data. We will discuss strategies to use this data along with the Ad Astra Course Planning Tool at the Weekly Ad Astra Labs, including various scenarios when to use ESSD and Astra for planning purposes.

To download the ESSD data into a spreadsheet, in the bottom right corner of the dashboard, hover over the “Choose format to download” button and select “Crosstab”.

Then, select the “Sections” sheet, the format “CSV”, and click “Download”. Once the data is downloaded, you can add a filter to remove the “Totals” columns and save the document as a MS Excel doc or load the data in Google Sheets to filter or add formulas as desired.