Classroom Optimization

Policy 2.6

Related Policies

I. Reason for Policy

The purpose of this policy is to ensure that the use of physical academic spaces at Dakota State University is conducive to an effective student learning experience. The policy and procedures set forth the on-campus protocols that support the most effective use of the University’s academic spaces, ensure that classes are assigned to the space most appropriate for their pedagogical needs, and ensure that classroom scheduling enables students to select and build course schedules that support their path to graduation.

This policy applies to all instruction offered in the University’s on-campus academic spaces.

II. Definitions

1. Classroom Type. Banner classroom designations based upon the course type used to run a classroom utilization report.
2. Colleges. Academic units that are responsible to deliver courses.
3. Course Type. Instructional method (e.g., lecture, lab, studio, discussion).
4. General Purpose Academic Spaces. Classrooms, auditoriums, and science laboratories.
5. Priority Scheduling. Scheduling for courses that require specialized equipment or physical space to support curricular and instructional needs.
6. Room Capacity: Available number of seats in a classroom.
7. Unit-Controlled Academic Spaces. Spaces designated for specialized use only and managed within the College/Department (e.g., cadaver lab, MadLabs restricted spaces).

III. Statement of Policy

1. Overview
   1. General Purpose Academic Spaces. Colleges shall create course schedules and room assignments in academic spaces.
   2. Classroom Space for Non-Academic Credit Activities. Individuals or groups may request access to academic spaces for non-academic activities per availability. 
2.  Roles and Responsibilities
   1. Academic Affairs. The Provost and Senior Vice President for Academic Affairs shall have ultimate responsibility for the University learning environment (e.g., new classroom construction, existing classroom improvements). Responsibilities shall include, but are not limited to, the following:
      1. Classifying classroom type process, SDBOR AAC Guideline Academic Curricula Instructional Methods: Schematic and Definitions 2.4.3.A(7), for use in scheduling.
      2. Implementing classroom planning by coordinating with Colleges.
      3. Monitoring progress with classroom planning.
      4. Seeking feedback to improve learning environments.
      5. Ensuring appropriate academic space utilization and occupancy.
      6. Reporting academic space information to the University and the SDBOR as needed.
      7. Approving course scheduling pilots outside of the standard meeting patterns defined in this policy to meet student needs.
   2. Colleges. Responsibilities for classroom optimization shall include, but are not limited to, the following:
      1. Developing initial course schedules by the deadlines posted by the Registrar’s Office.
      2. Distributing classes across all days of the week (Monday – Friday) and all hours of the day as much as possible to maximize use of campus classrooms and minimize class conflicts for students.
      3. Scheduling the number of contact hours appropriate to the credit hour(s) assigned to a class.
      4. Addressing conflicts between classes in different subject areas to maximize scheduling choices for students.
      5. Resolving college and cross-college course scheduling issues.
      6. Moving classes to other academic spaces or buildings to ensure that classes with specific seating capacity, technology, pedagogical, or other class or room requirements can be placed in collaboration with deans.
   3. Registrar’s Office. Responsibilities for classroom optimization shall include, but are not limited to, the following:
      1. Managing each semester class schedule within the University’s student information system.
      2. Collaborating with each College to assign academic spaces as needed.
      3. Monitoring and reporting on classroom usage.
   4. Information Technology Services. Responsibilities for classroom optimization shall include, but are not limited to, the following:
      1. Providing technological support and recommendations for enhancements, upgrades, repairs, system checks, and training during established business hours or at scheduled times.
   5. Facilities Management. Responsibilities for classroom optimization shall include, but are not limited to, the following:
      1. Managing maintenance repair updates and changes necessary to meet academic needs.
      2. Implementing classroom renovations.
      3. Coordinating new academic construction projects.
3. Scheduling Authority
   1. Colleges have the first priority to schedule courses in their academic buildings, but courses that do not make efficient use of a classroom’s capacity or capabilities may be moved elsewhere on campus.
   2. Colleges can change room assignments at any time to meet student needs.
   3. Colleges shall schedule classrooms for their respective College in collaboration with other Colleges for the designated building. The College shall assign courses to classrooms based on the following order of importance:
      1. Resources required by the class and available in the classroom.
      2. Section capacity established for the class.
      3. Course type (instructional method).
4. Standard Meeting Patterns for Fall and Spring Semesters. Classes shall adhere to the standard time blocks on campus. This effort is designed to improve retention and decrease time to graduate. Offering courses outside the standard time block causes serious issues (e.g., course conflicts, reduced enrollment, diminished ability to use academic spaces effectively). Some variations will occur for laboratories, studio courses, and various delivery methods
   1. Monday, Wednesday, and Friday Courses
      1. Shall start on the hour and end 50 minutes after the hour. (See exceptions.)
   2. Tuesday and Thursday Courses shall start at one of the following times.
      1. 8:00 AM
      2. 9:30 AM
      3. 11:00 AM
      4. 1:00 PM
      5. 2:30 PM
      6. 4:00 PM
   3. Evening courses that meet more than once a week shall be scheduled to meet at the same time each evening.
   4. Three-hour courses that meet once weekly for pedagogical reasons should be scheduled to avoid monopolizing enrollments at peak class times in other courses.
   5. Colleges shall schedule classes into the “right-sized” rooms; that is, rooms that are not too large for the projected enrollment. Changes in room assignments shall be based on enrollment history, preliminary enrollments, actual enrollments, and waiting lists to match University classroom type and capacities.
   6. Courses offered for credit have priority over non-academic (e.g., meetings, community education, continuing education) scheduling.
   7. To facilitate student schedules and to best utilize classrooms, courses shall be distributed throughout the day and week, utilizing mornings and evenings, Monday through Friday. This also applies to multiple section courses including large lecture courses, which will be distributed evenly throughout the day and week.
5. Enrollment Capacities. Colleges, in collaboration with faculty, shall set enrollment capacities for all course sections. Actual section capacity shall never exceed room capacity. Those capacities should reflect realistic enrollment expectations, generally in agreement with past enrollments. Capacities are required for the room scheduling software to work correctly.This policy does not apply to classes offered only in an online mode of instruction format.

Exclusions

1. This policy excludes department/unit-controlled spaces.
2. This policy does not apply to classes offered only in an online mode of instruction format.

Exceptions

1. The President or Provost may grant scheduling exceptions for special functions and University-wide events.
2. A college, in collaboration with faculty, may grant scheduling exceptions for special events on a case-by-case basis.
3. A college may revise a course section enrollment cap to accommodate room capacity or other circumstances.
4. A college may make scheduling exceptions for the delivery method of a course (e.g., hybrid).
5. A college may approve non-standard meeting times (e.g., Monday and Wednesday) to meet student needs.

IV. Procedures (Major)

1. Classroom Scheduling Procedures
   1. The South Dakota Board of Regents processing calendar determines when the schedule is available in the Student Information System for edits, to include classroom assignment.
   2. Colleges shall distribute draft schedules to their respective College departments for review and edit requests as follows:
      1. Summer and Fall Terms: By the end of March each year, the summer and fall schedule for the next academic year is generally available in the Student Information System for review and edits by the college. Example: The Summer and Fall 2027 schedules are available for edits in March 2026.
      2. Spring Term. By the end of October each year, the spring schedule for the next academic year is generally available in the Student Information System for review and edits. Example: The spring 2027 schedule is available for edits in October 2025.
   3. Colleges shall develop their respective semester schedules, including classroom assignments, and shall submit any schedule change requests to the Registrar’s Office by the agreed-upon deadline. Typically, this deadline is set three weeks before the schedule becomes visible to students as determined by the South Dakota Board of Regents processing calendar.
      1. The Registrar’s Office shall schedule courses and classrooms as requested by the College.
      2. A college has authority to change the classroom assignment on any course section created/available in the student information system. When creating a new section, the Registrar assigns the classroom at direction of the college. If cancelling a section, the classroom assignments would be removed.
   4. Individuals or groups seeking to use classroom spaces for non-credit academic activities outside of the regular class schedule shall submit a room reservation request to the respective College.
   5. A college shall reschedule course sections into different classroom spaces for, but not limited to, the following circumstances: classroom space conflicts, building of specific classroom facility maintenance needs, and/or University-approved accommodation requests.
2. Other Procedures
   1. Facilities Management shall implement an annual classroom maintenance and repair process.
   2. Colleges shall submit a work order or contact Facilities Management about concerns with the classroom or furniture.
   3. Academic Affairs shall determine the times that academic buildings will be open and locked and shall communicate those times to students, faculty, and staff.
   4. Colleges and ITS shall coordinate faculty/staff building and room after-hour access each semester.
   5. Campus scheduling of events should be the least disruptive to class schedules as possible. Only as a last resort should academic space be claimed during the term for meetings. Meeting set-up should be done “just in time” rather than a full day or more in advance if classes are displaced.

V. Related Documents, Forms, and Tools

None

VI. Policy History

Adopted: 10/25/1989
Revised: 10/27/2005
Revised: 10/27/2026