Course Scheduling Guidelines

If you are planning on running a class outside of K-State's jurisdiction (see the non-orange counties in the PDF below), you must fill out additional information and gain permission to teach at that location. (i.e., this is not for field trips or small one-day interactions but instead connected to a larger course offering that will occur throughout the semester) - For questions, contact Dr. Margaret Mohr-Schroeder, Vice Provost for Academic Affairs and Innovation.

OFF-CAMPUS DELIVERY OF ACADEMIC COURSES AND PROGRAMS {Chapter III: Section 8}

Areas of Jurisdiction - Service Maps

Course scheduling at Kansas State University is governed by university policies and procedures established through shared governance and interpreted by the Committee on Academic Policy and Procedures (CAPP). College and department schedulers are responsible for ensuring course and section scheduling complies with applicable university policies.

Schedulers should review the University Policies Interpreted by CAPP, including policies and guidance related to:

• Standard Class Meeting Times
• Quizzes, Tests and Examinations Scheduled Outside of Regular Class Times
• Term Final Examination Scheduling

Requests that fall outside established university scheduling standards may require additional review and approval in accordance with the applicable CAPP policy or procedure.

During the following term role (see Schedule Timeline), schedulers are responsible for processing course schedules and ensuring class setup meets the department's needs in KSIS. During this time, schedulers should check at a minimum:

• Session code/dates
• Class associations
• Attributes
• Meeting patterns (days/times)
• Listed Instructor
• Room Characteristic set to '04' for Centrally Scheduled Space
• Reserve capacity rules
• Notes
• Final exam set to Yes, No, or Last meeting (for any session besides 'Regular') under class association

More information around standards can be found under Course Scheduling Resources.

Schedulers should utilize KSIS and Power BI reports to audit and update class information in KSIS. Following the closure of access, schedulers will still be responsible for the class schedule but will have to work through the Academic Technology Unit to make changes. The appropriate forms should be completed to proceed with further processing.

It is important to note that once enrollment starts, the ability to make class edits is heavily limited. See Course Scheduling Exceptions for more information. It is highly recommended to have most all class scheduling finalized before access is closed.

Year-round, the Academic Technology Unit will run various reports to check for misaligned data against set standards (see Course Scheduling Resources). This information will be funneled back to the scheduler for review and correction.

Once scheduler access is closed, the Academic Technology Unit will run a series of processes to integrate term data into 25Live for room-schedule processing and to assign final examination dates, times, and locations for 'Regular' session classes. While the 25Live integration is fluid and updates in real time, the final examination process can only be completed once. Schedulers should double-check that final exam days/times/locations are updated along with meeting pattern updates.