Breadcrumb TourArchived: New Scheduling Process for OIT Labs and Distance Learning Studios

Last Updated: 10/10/2018

Starting this semester, the scheduling of Office of Information Technology (OIT) labs and distance learning studios, is transitioning to the Office of the Registrar’s Academic Scheduling Department. OIT will continue to manage and support the spaces; however, Academic Scheduling will take care of scheduling responsibilities.

Why this makes sense

  • The Registrar has an established process for scheduling centrally controlled classrooms. They currently schedule and control approximately 150 classrooms, seminar rooms and auditoriums (also referred to as the central scheduling system).
  • The central scheduling system is integrated with many campus-level systems including MyCUInfo. Rooms will be electronically updated within the portal and less chance for human error!
  • Minimize confusion for schedulers. Only one department now schedules centrally controlled spaces for CU academic purposes.
  • This aligns to the Space Utilization Policy.

Schedulers will have to adjust their process for scheduling an OIT lab or distance learning studio. You will need access to R25 and Campus Solutions. Schedulers within your academic department have access to these tools. Please reach out to them for help. If there’s no scheduler for your department, send an email to academicscheduling@colorado.edu.

Note, all distance learning studios are reserved for the fall 2018 semester.

Process for scheduling a lab for a class

  1. Check if the room is available in 25Live .*
  2. Fill out the form on the OIT website.
  3. Once the room is confirmed available, scheduler builds the class in Campus Solutions.*

Process for scheduling a lab for one-time academic event

  1. See if the room is available in 25Live*.
  2. Send a request to academicscheduling@colorado.edu. They will determine if the event is an academic event. A charge may occur for events that are not academic.

After April 16, 2018 (scheduling for the spring 2019 semester)

After April 16, schedulers will need to adhere to Office of the Registrar Academic Scheduling Department’s processes and policies. The existing request form on the OIT website will be removed.

  1. See if the room is available in 25Live*.
  2. Once the room is confirmed available, scheduler builds the class in Campus Solutions*.
  3. Update access (the timeframe you submit requests for a particular semester in Campus Solutions) for the spring 2019 semester ends on August 31 so submit requests before that date to ensure you get the space you want.

Department priority will remain where applicable. First priority occurs while departments have update access to a particular semester. After update access ends, the space is considered centrally controlled and can be scheduled to other departments.

Non-academic events

If you’d like to schedule a room that is not related to CU academic scheduling (e.g. student group meeting, faculty meeting, etc.), please reach out to CU Events Planning & Catering at 303-492-8833. A charge may occur. If you have a question as to whether your event is an academic event, please send an email to academicscheduling@colorado.edu.

In order to get the lab or studio you want, you need to make requests sooner than you have in the past.

Please be aware that this change only impacts labs and distance learning studios managed by OIT. Departments that manage their own labs are not impacted by this change.

Thank you for your support as we work through this transition and if you have any questions, please reach out to Academic Scheduling Department at academicscheduling@colorado.edu or 303-492-6970.

*Schedulers within your academic department have access to R25 and Campus Solutions. Please reach out to them for help scheduling OIT labs and distance learning studios. If there’s no scheduler for your department, send an email to academicscheduling@colorado.edu.