Published December 17, 2024
Subject to change with notice

Course Scheduling Timeline: Summer and Fall 2025

(202521, 202522, 202531, 202532)

Phase 1: Departmental Access in Astra and SRS

Wednesday, December 18, 2024 – Wednesday, February 12, 2025 at 5:00 p.m.
 
Update meeting days, times, and rooms in Astra.

• Only updates to Fall and Summer 2025 sections will be captured. 
• Please use Standard Lecture Times with 20-minute passing periods as a best practice. 
  • Remember, any classes scheduled outside of this standard pattern will have to determine their own final exam room and time assignment. 
• Maximize fill rates when assigning teaching space in Astra during Phase 1, ensuring maximum classroom capacity aligns with anticipated enrollment. 
  • University-managed 110 classroom space should be used to at least 65% capacity. 
  • Departmental and college schedulers will have access to priority classroom space only. See the classroom inventory matrix for current priority assignments. 

 
Add, edit, or cancel sections in the Section Request System (SRS). 

• Newly added sections will import to Astra overnight.
• For refresher training, please sign up for an SRS/Astra Workshop at the General Services Complex or refer to the online SRS User Guide.

 
Manage enrollment maximums and instructor associations in Compass.

• Use SSASECT to update maximum enrollment limits and assign/update instructors of record.
• Use SSARRES to update section-level restrictions; note that campus and attribute fields cannot be updated.
  • Visit our SSARRES SharePoint page for specific instructions on how to use this form effectively. 
• Associate users with sections to extend specific access in Canvas, AEFIS-Course Evaluations, and Howdy (rosters, grading, etc.) as appropriate.
  • Use SWASUBJ to associate a user with all sections of a course for the term.
  • Use SWASECT to associate a user with a specific section of a course for the term.

Phase 2: Pre-release Error Checking and Room Optimization

Thursday, February 13, 2025 – Wednesday, March 12, 2025
 
The Office of the Registrar will use this time to run room optimizations to locate classrooms for unassigned lecture meetings and resolve room conflicts/double-bookings.

• The Scheduling team will reach out via email to departments with uncovered meetings on a case-by-case basis. 
• If you requested large venues during prime teaching times, be prepared to consider alternative class times. 
• Our goal during room optimization is to make the most efficient use of classroom space on campus, regardless of departmental priorities in place during Phase 1. 
• We will attempt to accommodate preferences but cannot guarantee a desired meeting pattern or classroom assignment. 
• Due to the high volume of academic sections scheduled, the Office of the Registrar does not provide room optimization reports to departmental schedulers. 

 
Departmental schedulers should use this time to error check their respective schedules and submit any updates through SRS.

• Please submit any meeting day, time, or room changes via SRS edit request with a detailed comment. 
• Ensure that any exams outside of regular class times are listed in the schedule and have been assigned a classroom. 
• Conduct review of enrollment maximums, instructors of record, and restrictions. 

Phase 3: Publish Summer/Fall 2025 Schedules

Thursday, March 13, 2025
 
Summer and Fall 2025 schedules will be published before 5:00 p.m. on Thursday, March 13, 2025.

• Students, faculty, and advisors will have two weeks to review the schedule in Howdy and Aggie Schedule Builder before preregistration for the Summer and Fall 2025 term begins on Thursday, March 27, 2025.