Policy Portal

Administrative Policy: Academic

Academic Space Scheduling Policy

Policy Number: 3349-AC-206
Effective Date: 09/24/2018
Updated:
Reviewed:
Responsible Department: Office of Academic Services
Approval Authority: VPAA
Policy Author: Director of Academic Scheduling, Assessment and Evaluation

A. Purpose

The Office of Academic Services (OAS) is responsible for the approval and management of large lecture hall facilities on the NEOMED campus that are utilized for academic purposes. This policy provides guidance for the scheduling of this space.

B. Scope

This Policy is established under the general authority of the Vice President for Academic Affairs (VPAA), the chief academic officer of the University, and applies to the scheduling of the academic spaces identified with this Policy as Lecture Halls for large group classes and NEW Center Rooms for small group classes managed by OAS.

C. Policy Statement

  1. Academic Space – Lecture Halls for Large Group Classes
    1. The rooms identified as Lecture Hall spaces managed by OAS are listed as follows in the Outlook calendar address book:
      1. Room Olson Auditorium;
      2. Room Regula Bitonte Atrium;
      3. Room Regula Great Hall 126;
      4. Room Regula Training 106;
      5. Room E-10 (Liebelt Hall);
      6. Room R-146 (Meshel Hall);
      7. Rooms B-145A, B145B, B-145C, B-145D (Multidisciplinary Labs)
      8. Room New 1200 Watanakunakorn Auditorium
      9. Watanakunakorn Atrium;
      10. Meshel Outside Hallway;
      11. Olson Outside Hallway.
    2. Procedures for Scheduling Lecture Halls
      1. Requests for Lecture Hall academic space must be submitted through NEOMED Outlook Calendar using the following procedure:
        1. Confirm room availability using the Room Search feature in Scheduling Assistant.
        2. Submit the room request.  The request is automatically sent to OAS.
        3. Requests will be processed daily Monday through Friday during normal business hours and require twenty-four (24) hours for processing.
        4. In cases where Lecture Halls are required for testing purposes, it is possible that conflicting requests for non-testing purposes may not be granted.  Lecture Halls in high demand for the administration of examinations are Room-146 (Meshel Hall), Room Olson Auditorium, and Room E-10 (Liebelt Hall).
        5. Requests for Lecture Halls that were previously approved may be subject to rescheduling during periods of active examination administration.  A notice of availability or non-availability will be processed through Outlook Calendar and requestors will receive notification via Outlook e-mail.
        6. Assistance with room scheduling procedures through Microsoft Outlook can be obtained by contacting the NEOMED Help Desk.  Specific questions regarding the scheduling of Lecture Hall spaces should be directed to OAS.
      2. Requests for the Watanakunakorn Atrium should be forwarded via e-mail to Maintenance@signet-management.com with a copy to vmansfield@signet-management.com.  Requests for Meshel and Olson outside hallway spaces should be submitted via Conference Services work order.
    3. Priority Scheduling of Lecture Halls
      1. Lecture Halls required for the purposes of academic testing will be given priority in the scheduling process. Conflicting scheduling requests for purposes other than academic testing may be denied.  Lecture Halls in high demand for the administration of examinations are Room-146 (Meshel Hall), Room Olson Auditorium, and Room E-10 (Liebelt Hall).
      2. In the event that scheduling conflicts of an academic nature (e.g., interviews, lectures, etc.) occur in Lecture Halls, other than for the purpose of academic testing, OAS staff will make every effort to determine a comparable space resolution to accommodate curricular needs.  OAS staff will review scheduling conflicts in consultation with the course directors, deans, and/or curriculum staff.  When it is deemed appropriate by OAS staff and the course director, the academic activity may be rescheduled.   If an agreeable resolution cannot be reached and rescheduling of the activity is deemed to not be appropriate, resolution will be sought following the procedures in the “Appeals and Final Authority” section (C)(1)(d).
      3. In the event that small group curricular activities are scheduled in any of the large Lecture Halls and a course lecture or testing need arises, OAS staff will make every effort to resolve the academic space conflict, in consultation with the course director/s, to accommodate the small group activities.
      4. Instructors or departmental staff may not move their class from an assigned room to an unassigned room or override another department’s assignment without prior approval from OAS.  In the event OAS cannot resolve the issue of reserved space with a reasonable compromise among interested parties, resolution will be sought following the procedures in the “Appeals and Final Authority” section (C)(1)(d).
      5. In the event of an emergency evacuation, or if a classroom becomes unusable, OAS will make every attempt to relocate classes to a temporary, comparable space.
    4. Appeals and Final Authority. If scheduling conflicts cannot be resolved by OAS staff in consultation with course directors and all other interested parties, OAS will lodge an appeal with the VPAA who is the final authority for determining the use of academic space used including Lecture Halls for large group classes.
    5. University Academic Calendaring for the Fall and Spring semesters are managed by OAS.
      1. Fall Semester: In February of each year, a University Block Schedule draft of the upcoming Fall semester will be distributed by OAS to all college faculty, deans and staff to determine academic space needs.  There will be a two-week review period in which to solicit academic space needs.
      2. Spring Semester: In March of each year, University Block Schedule draft of the upcoming Spring semester will be distributed by OAS to all college faculty, deans and staff to determine academic space needs.  There will be a two-week review period in which to solicit academic space needs.
      3. Upon conclusion of the review period, requests will be reviewed by OAS and either approved or not granted in consultation with the course directors, deans, and/or curriculum staff and a final University Block Schedule draft will be e-mailed to curriculum deans, vice deans, and the executive director of enrollment services.  The VPAA will distribute the official publication of the upcoming Fall and Spring Block Schedules no less than sixty (60) days prior to the current academic year.  Please see Appendix A, “University Academic Calendar and Block Scheduling Timeline Guide” for more information on academic calendaring.
  2. Academic Space – NEW Center Rooms
    1. The rooms identified as NEW Center Rooms managed by OAS are listed as follows in the Outlook calendar address book:
      1. Room New 2009;
      2. Room New 2010;
      3. Room New 2011;
      4. Room New 2012;
      5. Room New 2013;
      6. Room New 2014;
      7. Room New 2015;
      8. Room New 2016;
      9. Room New 2017;
      10. Room New 2018;
      11. Room New 2019;
      12. Room New 2020.
    2. Procedures for Scheduling NEW Center Rooms. Requests for NEW Center Room academic space must be submitted through NEOMED’s Microsoft Outlook Calendar using the following procedures:
      1. Confirm room availability using the Room Search feature in Scheduling Assistant.
      2. Submit the room request. The request is automatically sent to OAS.
      3. All small group room requests are reserved via NEOMED’s online system as received on a first-come-first-serve basis. The room request will be automatically approved or not granted via Outlook e-mail.
      4. Standard set up for these rooms is in a small/individual group format.  For rooms in which wall movement is available and required, requests for special setups should be forwarded via e-mail to Maintenance@signet-management.com with a copy to vmansfield@signet-management.com.  Additionally, a request to restore wall movement back to the standard setup must be submitted at that time.
      5. Requests that result in scheduling conflicts will be reviewed on a case-by-case basis by OAS in consultation with course directors and/or curriculum staff.  Academic activities will take precedence.  In the event OAS cannot resolve the issue of reserved space with a reasonable compromise among interested parties, resolution will be sought following the procedures in the “Appeals and Final Authority” section (C)(2)(c).
      6. Assistance with room scheduling procedures through Microsoft Outlook can be obtained by contacting the NEOMED Help Desk.
    3. Appeals and Final Authority. If scheduling conflicts cannot be resolved by OAS staff in consultation with course directors and all other interested parties, OAS will lodge an appeal with the VPAA who is the final authority for determining the use of academic space including NEW Center rooms.

APPENDICES

CONTACT

Lisa Noland
Administrative Specialist
Phone: 330.325.6354
Email: lnoland@neomed.edu

Office of General Counsel

Northeast Ohio Medical University