[Moderate revision–posted 1/31/25 (replaces 1/31/23 edition)]
[PDF Version]

 

Operating Policy and Procedure

OP 61.23: Use of University Classrooms for Academic Scheduling

DATE: January 31, 2025

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to ensure understanding and standardized procedures in handling matters related to scheduling academic classrooms for academic units.

REVIEW: This OP will be reviewed every two years after publication by the Office of the Registrar, the Vice Provost for Academic Innovation and Student Success, the Vice Provost for Administrative Affairs, and the Vice Provost for Faculty Success with substantive revisions forwarded to the Provost and Senior Vice President (PSVP).

POLICY/PROCEDURE

1.  Academic Scheduling Priority

Academic space and facilities of the university are intended primarily to support the ongoing instructional programs of the institution. Secondary priority is given to non-instructional programs sponsored and conducted by university academic and administrative departments, by organizations affiliated with such departments, or by registered student organizations. Other use of campus space and facilities may be permitted for activities intended to serve or benefit the university community.

2.  Academic Scheduling

a.    The use of academic space is coordinated by Course and Section Inventory within the Office of the Registrar; this includes all schedulable space within the university. Course and Section Inventory will always take into consideration the tenants of the building and the pedagogical and learning requirements of classes when scheduling course sections.

b.    Course and Section Inventory within the Office of the Registrar will remain a neutral party and base scheduling decisions upon guidelines and goals of the university as set forth by the Offices of the President and Provost, considering the benefits of such decisions to the academic community.

c.    Space use in the following areas is not under the purview of Course and Section Inventory: Student Union, Law School, Student Recreation Center, West Hall, the Library, National Ranching Heritage Center, International Cultural Center, United Supermarkets Arena, Doak Conference Center, Frazier Alumni Pavilion, McKenzie-Merket Alumni Center, Kent R. Hance Chapel, Jones AT&T Stadium, residence halls, and other auxiliary or administrative buildings.

d.    Academic course scheduling activity requests must be made through the Office of the Registrar. Requests must be submitted to Course and Section Inventory.

(1)    Requests must note any special needs, including but not limited to, ADA accommodations; instructors of record scheduled to teach back-to-back sections; sections with a maximum capacity of 100 or more; and sections with unique technology, equipment, or facility needs.

3.  Academic Classes

a.    Academic units may request classrooms and class labs pursuant to the guidelines and policies of this OP.

An academic class that has been assigned a classroom, class lab, or other space is expected to use that space for class meetings. Should an instructor of record want to hold a class meeting in a space other than the assigned space, the instructor of record must secure permission from their department chairperson, school director, or area coordinator.

Should an instructor of record want to hold a class meeting outdoors and on the campus of Texas Tech University, the instructor must follow the University’s Grounds Use Policies, per OP 61.02, Use of University Grounds, Facilities, and Amplification Equipment.

b.    Space Use Policy – Room assignments for academic classes outside user priority areas or for specific space, other than labs, must be reviewed and scheduled through Course and Section Inventory. Classroom assignments will be based on the most effective use of campus facilities.

(1)    The current approved guideline for classroom utilization is 38 hours per week (HPW) for classrooms and 25 HPW for class labs.*

(2)    The current guideline is a Section Percent Fill at 65% for classrooms and 75% for class labs. Exceptions may be considered. Exception requests and accompanying justifications should be presented to the Office of the Registrar for consideration, and if unresolved, the request will be deferred to the Vice Provost for Administrative Affairs for final determination.

(3)    Percent Fill is used to determine the need for additional facilities.

c.    Prime Time Usage Ratio – Departmental section schedules are to be distributed throughout the weekly standard times with 50 percent being held during off-prime times and 50 percent held during prime times.

(1)    Prime time is defined for long semesters as MWF 9:00 a.m. to 3:00 p.m. and TR 9:30 a.m. to 3:30 p.m. For summer semesters, prime time is defined as MTWRF 10:00 a.m. to 1:50 p.m.

d.    Time Grid Policy – Classes and labs are to be scheduled on standard university start-time and stop-time cycles. Justifications for deviations from standard time cycles must be submitted by the academic unit to Course and Section Inventory for prior approval. Classes not meeting on standard time cycles normally will be scheduled during off-peak hours.

(1)    Classes scheduled between MWF 9:00 a.m. to 3:00 p.m. or TR 7:30 a.m. to 4:15 p.m. must meet on time-cycle unless scheduled in academic space that has been approved by Course and Section Inventory to hold off time-cycle sections.

(2)    Sections need no justification for irregular class times if starting at or after 4:00 p.m. MWF or 4:15 p.m. TR.

(3)    If a department can present academic reasons why a course section must meet off university-approved time-cycle, then the request will be reviewed and approved by the Vice Provost for Administrative Affairs.

(4)    Class labs must start on time-cycle.

e.    Off-Campus Teaching Sites – Many TTU off-campus teaching sites operate in conjunction with the academic calendars and course schedules of colleges and universities proximal to the teaching site. Therefore, TTU off-campus teaching sites are allowed to schedule off the Texas Tech University approved time-cycle.

University Time Cycles

4.  Classroom Keys and Access

Access to classroom doors is provided via physical keys or electronic card access. Keys are issued in accordance with OP 61.15, Control and Issue of Keys to University Buildings. Card access is granted in accordance with OP 61.14, Electronic or Keyless Locking Systems. Academic departments choosing to lock classroom doors are responsible for authorizing the issuance of keys to instructors assigned to classroom space in their building. If a department chooses to lock academic space, it is the department’s responsibility to communicate this to Course and Section Inventory so that outside areas are aware of the policy. Departments are also responsible for ensuring that instructors have access to classrooms until keys are issued. Classroom doors must be unlocked by academic departments during final examinations, including Saturdays.

 

* “The Space Usage Efficiency (SUE) scores are measurements used by the THECB for all institutions. SUE scores (combined or individually for Classrooms (110s) and Class Laboratories (210s)): 

• Are used as a global assessment mechanism for new construction proposals;
• Contribute to the scoring criteria for Tuition Revenue Bond (TRB) requests;
• May positively influence and indirectly impact other state funding models by providing a method for evaluating effective and efficient space maximization; and
• Indicate space need at multiple levels when scores at the room, building, or campus level exceed standards” (https://www.depts.ttu.edu/registrar/sections/SUE/).

OP Categories

• 01 Chancellor
• 02 Development
• 04 Audit Services
• 10 President
• 30 Academic and Student Affairs – General
• 32 Academic Policies – Faculty
• 34 Academic Policies – Students
• 36 Academic Programs
• 40 Equal Opportunity
• 48 Communication Services
• 52 Information Technology
• 60 Environmental Health and Safety
• 61 Facilities Management
• 62 Financial and Accounting
• 63 General Services
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• 70 Human Resources
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