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Policy Contact: Office of Academic Affairs

1. Purpose

   This policy and its procedures set forth the on-campus University classroom inventory and utilization protocols to ensure fulfillment of the University commitment to providing quality learning environments for faculty and students consistent with changing pedagogy requirements. This policy excludes department/school-controlled laboratories, class rooms, or other learning environments. 

2. Definitions
    
   1. Capacity:
      1. Section Capacity: the number of students who can register for this class. This is controlled within the college, department, or school and is determined by teaching pedagogy, historical interest in this course, and desired size of the section.
      2. Classroom Capacity: the maximum number of student stations within the classroom. This number is based on square footage of the room, egress requirements, number of exits, and type of furniture. 
          
   2. Credit Hour: under federal law, defined as
      1. One (1) hour of classroom or direct instruction and a minimum of two (2) hours of out-of-class student work each week for approximately fifteen (15) weeks for one (1) semester or the equivalent amount of work over a different amount of time; or
      2. At least an equivalent amount of work as required in paragraph i. of this definition for other academic activities as established by the University including laboratory work, internships, practica, studio work, and other academic work leading to the award of credit hours.
          
   3. Department/School-Controlled Laboratory: a room used primarily for formally or regularly scheduled classes that require special purpose equipment or a specific room configuration for student participation, experimentation, observation, or practice in an academic discipline. These laboratories are assigned to a specific department/school and are scheduled by the department/school. All equipment and upgrades are funded by the assigned department/school.
       
   4. Priority/Preference Scheduling: University classrooms that are first scheduled for a specific department/school prior to being opened to other departments/ schools.
       
   5. University Classroom Types: rooms scheduled by Office of the Registrar for use by classes from any department. Equipment and upgrades are centrally funded through the University.
      1. Seminar Classroom: space formalized by the presence of conference - type furniture that facilitates discussion and interaction. These spaces are typically used for upper level and graduate seminars and have basic technology support.
      2. Lecture – Fixed: space that supports traditional lecture-based learning through fixed seats and writing surfaces. These spaces have extensive technology support.
      3. Lecture – Mobile: space that is used for lecture-based learning but is relatively flexible and could accommodate a variety of teaching methods. These spaces have tablet arm chairs or mobile tables and chairs. These spaces have extensive technology support.
      4. Active Learning/Grouping: space that is collaborative in nature in that the students are organized and work in pods or groups. Intended for students to be using computer technology throughout the class. Student - led discussion and learning is supported through technology and connectivity. These spaces have extensive technology including connectivity with each of the pods or groups.
      5. Collaborative: space that is very unique and specifically supports innovative learning through varied and simultaneous activities. These spaces are not intended for lecture-based learning and have varied and specialized technology.
3. Policy
    
   1. Roles and Responsibilities:
      1. Office of Academic Affairs: Under the leadership of the Provost, the Office of Academic Affairs (OAA) has ultimate responsibility for the University learning environments. The OAA will be responsible for all aspects of classroom planning including new classroom construction, existing classroom improvements, and reporting to the University and the SDBOR. In addition, the OAA will implement classroom planning by coordinating with other offices on campus, monitor progress, refine as needed and seek feedback so as to continuously improve learning environments and to ensure appropriate utilization and occupancy.
      2. Office of the Registrar: Responsible for assigning classroom space as an integral part of the responsibility of building a semester schedule. The Office of the Registrar will keep a current Priority/Preference Scheduling list to ensure department/school priority scheduling rights.
      3. Academic Deans: Responsible for assuring that requested times for courses are from 8:00 AM to 10:00 PM, Monday through Thursday and 8:00 AM to 6:00 PM, Friday. Deans are responsible for addressing conflicts between classes in different subject areas with a view to maximizing scheduling choices for students.
      4. Office of Information Technology: Responsible for classroom technology including technology enhancements, upgrades, repairs, periodic checks, training, and on-call services for faculty.
      5. Facilities and Services: Responsible for maintaining classroom inventory including the on-going evaluation of classroom conditions and a five (5) year schedule for upgrades. Facilities and Services monitors and reports classroom usage, implements classroom renovations, and advises on new construction projects.
      6. Classroom Initiative Workgroup: Workgroup including representatives from the Office of Information Technology, Facilities and Services, Office of the Registrar, Office of Academic Affairs, and Central Scheduling. This group meets regularly to discuss classroom needs, enhancements, and maintenance.
          
   2. Classroom Enhancement
      1. The University will continually review and update its classrooms to offer a range of structures to facilitate engaged learning, to realize sufficient utilization and occupancy, and to facilitate redirection of resources to better maintain existing classrooms.
      2. Classroom inventories as well as utilization of these resources will be maintained, reviewed, and disseminated in accordance with University and SDBOR policies and procedures, including but not limited to in electronic databases and in publications and studies.
      3. Classrooms and facilities improvement plans will be continually reviewed, developed, and implemented to facilitate continuous adaptation to current pedagogy and effective efficiencies.
          
   3. Scheduling
      1. University Classrooms are scheduled centrally by the Office of the Registrar. Courses will be assigned to a University Classroom based on two criteria: the Section Capacity established for the class, and preferred University Classroom Type. If both cannot be fulfilled, the Section Capacity criteria will be honored first in scheduling a classroom.
      2. The course contact time established in the class schedule must align with the credit hours, instructional method, and delivery method reflected in the student information system.
      3. Approximately one (1) month prior to early registration, the course schedule will become live for students and faculty to view in self-service.
      4. Courses that adhere to the following time guidelines will be given first priority:
         1. Three (3) basic options are available for course and classroom scheduling: 50 minutes of instruction beginning on the hour (e.g., 8:00-8:50); 75 minutes of instruction beginning on the hour (e.g., 8:00-9:15); 2.5 hours of instruction beginning on the hour (e.g., 4:00- 6:30). Some variations will occur for laboratories and studios.
         2. For Monday, Wednesday, Friday courses, the courses will start on the hour and end 50 minutes after the hour. For Tuesday, Thursday three-credit courses, the courses will meet for 1 hour and 15 minutes. If a three-credit course meets only Monday, Wednesday, the course must be scheduled after 3:00 PM for effective classroom usage.
         3. One (1) and two (2)-credit courses will be scheduled on Tuesday and/or Thursday. The time schedule for the two (2)-credit courses is: 8:00 AM -9:15 AM, 9:30 AM – 10:45 AM, 11:00 AM – 12:15 PM, 12:30 PM – 1:45 PM, 2:00 PM – 3:15 PM, 3:30 PM – 4:45 PM.
         4. Evening courses that meet more than once a week will be scheduled to meet at the same time each evening.
      5. Courses will be scheduled into the “right-sized” rooms; that is, rooms that are not too large for the projected enrollment and rooms where Classroom Capacity is sufficient for the number of students. Changes in room assignment will be made based on enrollment history, preliminary enrollments, and actual enrollments so as to match University Classroom Type and Capacities.
      6. Courses offered for credit have priority over non-credit classroom scheduling. When two or more departments request the same room and time, the course with the greatest enrollment is given the first priority.
      7. To facilitate student schedules and to best utilize classrooms, courses will be distributed throughout the day and week, utilizing mornings and evenings, Monday through Friday. This also applies to multiple section courses including large lecture courses, which will be distributed evenly throughout the day and week.
      8. Scheduling a course for a term does not guarantee a room reservation during Finals Week. Finals are scheduled separately and published on the scheduling website. Courses that regularly meet in these classrooms during the term will receive priority for scheduling during Finals Week.
      9. Whenever possible, courses scheduled in a classroom for one term will carry over to the next term.
      10. Consideration will be given to minimize faculty travel from one building to another although not all faculty can be scheduled to teach in only one building. Individual accommodations will be considered as appropriate on a case-by-case basis in accordance with law.
      11. Conflicts will be resolved initially by the scheduler and the requesting individual. Should a conflict be unresolved, the Registrar and unit Dean will work to resolve the conflict. Remaining conflicts will then be submitted to the Provost for final resolution.
4. Procedures
    
   1. The first and second semester schedule drafts are completed via the Online Schedule Draft Report. After the second draft, departments/schools submit changes to the Registrar's Office via the Section Change Request Form.
      1. Spring term: First draft is sent in late October. Second draft is sent approximately two (2) months later.
      2. Summer and fall terms: First draft is sent in late April. Second draft is sent approximately two (2) months later.
          
   2. Departments/schools will develop their semester schedule when requested by the Registrar’s Office and submit by the due date for the Office of the Registrar to schedule courses with classroom type and apply priority designations.
      1. During scheduling, departments/schools will indicate University Classroom Type and other needs.
      2. The Registrar’s Office will assign priority classrooms to identified departments/schools during the schedule draft process and subsequent course scheduling.
      3. After the deadline, classrooms will be available for scheduling to others outside of the priority designation on a first come, first served basis.
          
   3. Classroom reservations will also be made in the Registrar’s Office. Department/school-Controlled Laboratory schedules set by departments/schools will be submitted to the Registrar for publication in the class schedule.
       
   4. Classroom reservations for events outside of the regular class schedule can be made from 8:00 am – 5:00 pm with the Registrar’s Office; reservations for events held after 5:00 pm are scheduled through Central Reservations.
       
   5. Changes required to scheduled rooms and other accommodations will be submitted to the Office of the Registrar for rescheduling into different classroom spaces.
       
   6. Facilities and Services will implement Classroom Enhancements in accordance with a rotating enhancement plan with input from the Provost.
       
   7. All classrooms, except Active Learning/Grouping and Collaborative, will be unlocked in the morning and locked at night by custodial staff. During business hours the rooms will remain unlocked. Active Learning/Grouping and Collaborative classrooms will remain locked and access will be through card swipe.
       
   8. Non-technology classroom supplies are provided by Facilities and Services.
       
   9. Concerns with the classroom or furniture shall be submitted to Facilities and Services.
       
   10. Concerns with the technology shall be submitted to Classroom Technologies.

5. Responsible Administrator

   The Provost and Vice President for Academic Affairs, successor, or designee is responsible for bi-annual and ad hoc review of this policy and its procedures. The University President is responsible for approval of modifications to this policy and its procedures.

Approved by President on 08/08/2013. Revised; Approved by President on 04/29/2014. Revised 01/26/2024 (clerical). Revised, Approved by President on 09/26/2025.

Sources: SDBOR Policies , , and

Associated Forms: ;