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Academic Records

Academic Scheduling

Academic Scheduling is an area within the Office of the Registrar. We are responsible for class schedule maintenance and classroom scheduling. We are located in Memorial Hall, Room 213. We can be reached at (516) 463-4387 or academicscheduling@hofstra.edu

Classroom Scheduling Procedures & Important Scheduling Information

  • Space Requests for Academic Courses

    Departments and Academic Scheduling:

    • When adding a course, or changing the day/time of an existing course, or requesting a room change, an email must be sent to AcademicScheduling@hofstra.edu to request and secure a space prior to sending in the Change of Class Schedule form/workflow
      • Academic Scheduling reserves the right to return forms/workflows where no space approval was obtained in advance
    • The turnaround time for Academic Scheduling to fulfill a request/reservation is:
      • 2-3 business days (for current term)
      • 5 business days (for future terms, and event requests)
    • Space requests for course-related events (such as special presentations, exams, or study sessions) should be made at least 5 business days prior to the anticipated event
      • Academic Scheduling cannot guarantee requests will be filled within a 24 hour period
    • Academic Scheduling will process all room requests on a first-come, first-served basis
    • To preserve the order in which requests are received and processed, Academic Scheduling will only honor requests that have been emailed to the Academic Scheduling mailbox
      • Requests are not accepted via phone call or in-person visits.  Please refrain from either of these practices and email directly when requesting a space
    • Emails to Academic Scheduling should include the following information in the subject title to ensure the most efficient service:
      • Term
      • Action being requested
    • Space request emails should include the following information in the message to ensure the most efficient service:
      • Course, Subject, Section
      • Enrollment capacity
      • Course CRN
      • Room needs
  • Space Requests for One-Time Academic Events

    Departments and Event Management:

    • All one-time event requests for classroom space need to be submitted to the Office of Event Management via the online request form at: www.hofstra.edu/oemreserveonline
      • Academic Scheduling will only be addressing requests for academic classes as well as exams and review sessions associated with an academic course
    • Submit your request on-line and within three business days you will receive Confirmation of Assignments made by the office of Events Management.  Reservations are handled on received priority.  Please reserve rooms well in advance
      • Office of Event Management contact information: Student Center Room 112, phone # (516) 463-6631 and email: eventmanagement@hofstra.edu
    • The Class Schedule must be finalized before one-time events in classroom space be addressed. General timeline for request processing:
      • Fall Requests = Mid March
      • Summer Requests = Mid December
      • January Requests = Mid July
      • Spring Requests = Early October
  • Process & Timelines/Deadlines for Scheduling Future Terms

    Fall and Spring Terms:

    • No longer follows a Master/Audit schedule process.  The schedule is now done in one draft for the following reasons:
      • Departments and Deans get more time with schedules than with previous plan (now 9 weeks); schedules are due back later than before, allowing them to better solidify their offerings
      • Eliminates the need to review, or process, schedules twice for both departments, and our office; more efficient process
      • Departments no longer have to work on schedules during winter or summer breaks
      • Fewer, and shorter, incidents occur where departments or our office have to focus on more than one term at a time
      • Schedules are now available online earlier for student viewing
    • Schedules are sent to Deans, who distribute to their departments with our instructions, and their own.  
      • Spring Schedule sent March Week 4
      • Fall Schedule sent September Week 3
    • Departments review the schedules and send back to the Office of the Registrar for processing
      • Spring Schedule returned May Week 4
      • Fall Schedule returned November Week 3
    • Office of the Registrar has 6 weeks to process schedules before finalizing
    • Finalized Schedules:
      • Spring:
        • July Week 3:
          • Finished schedule is released to the web for viewing
          • Forms/Workflows required for all schedule changes
        • October Week 1:
          • R25 one-time event scheduling begins
      • Fall:
        • January  Week 3:
          • Finished schedule is released to the web for viewing
          • Forms/Workflows required for all schedule changes
        • March Week 2:
          • R25 one-time event scheduling begins
    • Once schedules are available online, departments are able to submit room change requests (and other requests for course changes) to Academic Scheduling

    January and Summer Terms:

    • January and Summer terms continue to follow a Master/Audit schedule process
    • Blank schedule templates and enrollment information for the past 3 years is provided to Deans (to send to departments) so they may build schedules from scratch
      • January Master Template sent February Week 1
      • Summer Master Template sent September Week 1
    • Departments build their Master Schedules and send back to the Office of the Registrar for processing
      • January Master returned March Week 1
      • Summer Master returned October Week 1
    • Office of the Registrar has 3 weeks to process schedules before sending back to departments
      • January Audit sent March Week 4
      • Summer Audit sent October Week 1
    • Departments review all changes and classroom assignments and return to Office of the Registrar
      • January Audit returned April Week 2
      • Summer Audit returned November Week 2
    • Office of the Registrar processes changes
    • Finalized Schedules:
      • January:
        • April Week 4:
          • Finished schedule is released to the web for viewing
          • Forms/Workflows required for all schedule changes
        • July Week 1:
          • R25 one-time event scheduling begins
      • Summer:
        • November  Week 3:
          • Finished schedule is released to the web for viewing
          • Forms/Workflows required for all schedule changes
        • December Week 2:
          • R25 one-time event scheduling begins
    • Once schedules are available online, departments are able to submit room change requests (and other requests for course changes) to Academic Scheduling