Topics

No Enrollment

Students Enrolled

Room Swap

A department's course schedule will sometimes require new sections to be created and other sections to be cancelled after the initial course submission period. This will occur for a variety of reasons. When these situations arise, it is possible for the department to request transfer of a classroom assignment from a section which will be cancelled to a new or another existing section. Please use the Topics area to review the different scenarios and what steps are to be taken by the department in each case. 

Please Note: Classroom Scheduling does not guarantee any classroom assignment at any point in the scheduling process. Following the steps provided may increase the likelihood in retaining a classroom assignment.

Time and Location Transfer - No Enrollment

Follow these instructions when you wish to transfer time and location to a newly created or existing section. These instructions apply when the section with the assigned time and location is going to be cancelled, and there are no student enrollments. 

Transfer Time and Location to a NEW section - No Enrollment in Section to be Cancelled

Changing the Registration Status to Pending prevents further student enrollment activity. 

Drop down to change registration status to pending and the save button.
Registration status changed to Pending and saved.

 

Instructions for section setup can be found on the Section Set-up and Section Creation help page. 

To increase the likelihood of retaining the classroom assigned to the section being cancelled, enter the following information from the cancelled section in the "Room Preferences" field:

  • Department
  • Course
  • Section
  • Room
  • Building
Room Preferences link on section summary page.
Text entered into room preferences field to request specific classroom from section being cancelled.
Confirmation message indicates room preference text has saved and text is listed in the room preferences field.

Examples of information provided in Room Preferences field when a department wishes to transfer classroom assignment to a new section:

"105 MLH if possible; we will be cancelling the pending MATH:2550 section, which is at that time on MW"

"15 SH (use room from POLI:3425 which is being cancelled)"

"315 PH - pended and will cancel LING:6010"

 

Submit to Workflow button listed at top of section in Planning status.
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Transfer Time and Location to EXISTING section - No Enrollment in Section to be Cancelled

Time/Location link on summary panel in course section.
  • Indicate the desired room is currently assigned to a section which will be cancelled. 
  • List the DEPT:CRSE:SECT which will be cancelled
Revise offering form where room change information is provided.

The department should email the Class List and notify them of the upcoming changes to the section in which they are enrolled. 

Once approved by the Office of the Registrar, the students schedules will automatically display the updated information. 

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Time and Location Transfer - Students are Enrolled

Follow these instructions when you wish to transfer time and location to a newly created or existing section. These instructions apply when the section with the assigned time and location is going to be cancelled, and there are students enrolled in the section to be cancelled. 

Time and Location Transfer to NEW Section - Students Enrolled in Section to be Cancelled

Please follow guidelines provided on the Course Cancellation Best Practices page when requesting cancellation of a course section with enrollment.

 

To increase the likelihood of retaining the same classroom assignment from the section to be canceled, enter the following information from the canceled section in the "Room Preferences" field indicating desire to reclaim the same classroom:

  • Department
  • Course
  • Section
  • Room
  • Building

Examples of information provided in Room Preferences field when a department wishes to transfer classroom assignment to a new section:

"105 MLH if possible; we will be cancelling the pending MATH:2550 section, which is at that time on MW"

"15 SH (use room from POLI:3425 which is being cancelled)"

"315 PH - pended and will cancel LING:6010"

When students are enrolled in sections being cancelled, reg-maui-support will process the request to reclaim the classroom prior to cancelling the section. 

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Time and Location Transfer to EXISTING section - Students Enrolled in Section to be Cancelled

Please follow guidelines provided on the Course Cancellation Best Practices page when requesting cancellation of a course section with enrollment.

Time/Location link on summary panel in course section.
  • Indicate the desired room is currently assigned to a section which will be cancelled. 
  • List the DEPT:CRSE:SECT which will be cancelled

When students are enrolled in sections being cancelled, reg-maui-support will process the request to reclaim the classroom prior to cancelling the section.

The department should email the Class List and notify them of the upcoming changes to the section in which they are enrolled. 

Once approved by the Office of the Registrar, the students schedules will automatically display the updated information. 

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Transfer Time and Location from one EXISTING section to another EXISTING Section (Room Swap)

Follow these instructions when you wish to swap rooms between two or more sections, where both sections are already approved and classrooms are assigned. 

If the sections are at the same time a room swap only can be requested. It is also possible to swap the time and location for two sections if needed. 

Room Swap Instructions

  • Indicate desire to swap rooms with another course section meeting at the same time
  • List the DEPT:CRSE:SECT for the other course
Image shows revise offering form for time and room swap with another section.

 

This is required to provide documentation. When swapping location and/or meeting pattern a revise offering form must be generated for both sections doing a swap. 

Revise offering form requesting time and location swap with another approved section.
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Additional Help with Time and Location Transfer

Person standing a white board.

Classroom Scheduling

Classroom-Scheduling
registrar-room-res@uiowa.edu
319-335-1243
https://registrar.uiowa.edu/registrar-contacts/classroom-scheduling
Classroom Scheduling manages and schedules the central pool of University Classrooms throughout campus. This includes coordination of classrooms for schedule of courses, special academic events, and general maintenance and upkeep.