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Records and Registration

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  • Classroom reservations

    The Records and Registration Office holds primary responsibility for the scheduling of rooms for academic classes that meet during normal academic terms (including general classroom access and departmental priority scheduling of instructional spaces) and the scheduling of computer classrooms. Classroom assignment is based on the priorities outlined in the Classroom Scheduling Policy.

    All other room reservations/events are scheduled through University Reservations, 223 Cartwright Center.

    GENERAL CLASSROOMS

    Course sections will be assigned to the most appropriate room available based on the following criteria (in priority order):
    • Disability accommodation, if necessary
    • Courses that meet 4-5 days per week
    • Courses that adhere to the standard meeting pattern
    • Room size will meet class enrollment
    • Room features, including computers, AV equipment, smart boards, etc.
    • Multiple sections of a course taught by the same instructor (back-to-back courses) will be scheduled in the same room or in rooms in close proximity whenever possible
    • Room configuration
    • Need for classroom prep time (setup/take down of equipment, etc.)
    • Geographic location of classroom in relation to instructor office

    LARGE LECTURE ROOMS

    Large lecture rooms will be assigned to the most appropriate course based on the following criteria (in priority order):

    • Disability accommodation, if necessary
    • Courses that meet 4-5 days per week
    • Courses that adhere to the standard meeting pattern
    • Class enrollment:
      •  When demand exceeds large lecture room availability, and where actual enrollment for a specific section is less than the anticipated enrollment, Records and Registration reserves the right to move the section to a more appropriate room, regardless of the room location.
      • When two or more departments request the same day/time schedule for a large lecture room, the class with greatest enrollment is given first priority
    • Multiple sections of a course taught by the same instructor (back-to-back)
    • Need for classroom prep time (setup/take down of equipment, etc.)
    • Geographic location of classroom in relation to instructor office

    COMPUTER CLASSROOMS

    To reserve an ITS computer classroom, complete the form. After you submit your request, please allow 2 business days for your request to be processed.

    Computer classrooms are assigned based on the following priorities:

    • Classes that use computers in their instruction of material will receive highest priority for computer classroom assignments.
    • Computer classrooms are thereafter assigned with the same priorities as large lecture rooms.
     

    A university faculty or staff member must make the reservation. Computer labs cannot be reserved by students. Some computer labs have open hours for UWL students. Contact the Eagle Help Desk at 608.785.8774 to find out which computer labs have hours for students.

    ITS classrooms must be supervised at all times during a reservation. If you have any questions about reserving a computer classroom, contact Nancy Jones at 608.785.8752.

    DEPARTMENTAL ROOM SCHEDULING

    First Priority: Spaces specifically set aside and allocated to academic units or department for instructional activities requiring permanently installed or specialized pedagogical equipment. These space-specific classrooms will include, but are not limited to, laboratories, recital halls, theatres, art studios, etc.

    Second Priority: Classrooms containing specialized equipment purchased by an individual department will be allocated to that department for scheduling whenever feasible.

    Departments with rooms assigned for scheduling have an obligation to allow scheduling by other departments in these rooms during the scheduling time frame when their own scheduling is complete. Outside requests to use these spaces will be handled through the individual department during the departmental scheduling time frame.

    MASS FINAL EXAM SCHEDULING

    Final exams incorporating multiple sections of a course (mass exams) are to be scheduled through Records and Registration.

    Mass Final Exam Requests

    New requests for a mass final exam slot should go through the Records and Registration office, who will consult with the deans' offices and the Provost, as needed.

    The number of students affected should be the primary criteria for awarding a mass exam slot.

    Additional criteria to consider for awarding a mass exam slot:

    1. Number of courses per mass exam slot: How many and which courses would share this slot? Departments should provide a rationale for combining these courses into one slot. Courses with a stronger rationale for being combined into one mass exam time may be more likely to be granted a mass exam time.
    2. Sections per course: How many total sections per course would share this slot (even if taught by multiple instructors)?
    3. Sections per instructor: How many sections of the same course are taught by a single instructor (regardless of amount of students)?
    4. Examination procedure: Do all sections use the same exam questions (e.g., standardized questions)? Courses that use the same exam questions may be more likely to be granted a mass exam time.
    5. Other reasons: What other reasons or motivations exits for having a mass exam?
    Existing mass exam time slots should be reviewed every three years. Departments with existing mass exam times will be asked to indicate the rationale for their existing mass exam time slots and to address the above mentioned criteria. Records and Registration will initiate the survey, consult with CAPS about results and potential changes to the mass exam schedule, and consult with and receive approval for changes for mass final exam slots from deans' offices and the Provost.

    Approved by Faculty Senate 4/5/15
      

    DISTANCE EDUCATION / VIDEO CONFERENCING

    For any room requiring video conferencing technology (such as Wing 31, Wing 102, or Wing 104), you may submit an online request to schedule a video conference classroom or contact Terry Wirkus (twirkus@uwlax.edu or 608.785.8049).

    NON-ACADEMIC REQUEST FOR A CLASSROOM

    All non-academic requests to use academic classroom spaces are scheduled through University Reservations, 223 Cartwright Center