Scheduling Timeline and Checklist

The timeline below outlines the scheduling lifecycle followed by the Office of the Registrar. Throughout the process, Department Schedulers can use the class schedule checklist as a guide for reviewing schedules, submitting updates, and tracking important milestones.

Scheduling Timeline

Semester	Roll Date	Changes Due	Publish Date	Enroll Begin Date
Summer	Fall week 6 or 7 - mid Oct	Fall Week 15	Winter Week 1	March Week 1
Fall	Fall week 12 - mid Nov	Spring Week 1	Spring Week 6	Spring Week 10
Winter	Spring week 6 or 7 - beg Mar	Summer End	Summer End	Fall Week 6
Spring	Spring week 12 - end Apr	Fall Week 3	Fall Week 6	Fall Week 10

Final Exam Timeline

Semester	Due Date	Publish Date	Closed for Changes
Summer	N/A	N/A	N/A
Fall	End January	End August	End of Week 1
Winter	N/A	N/A	N/A
Spring	Begin October	Begin January	End of Week 1

Official dates and deadlines

Official dates and deadlines will be provided to department schedulers via the department scheduler listserv.

Class Schedule Checklist

The HUB class schedule is rolled forward each term, allowing existing schedule data to carry over and reducing the need to manually recreate classes each term.

The Office of the Registrar will notify department schedulers via email once the term roll process is complete. The communication will include all relevant dates, deadlines, and additional instructions needed for schedule review and updates.

Department schedulers should complete all schedule updates by the published deadline, review any exception requests that require Registrar approval, and notify the Office of the Registrar of questions, concerns, or anticipated issues that may affect schedule publication.

Review all scheduled courses and sections for accuracy.
Verify section offerings and remove any sections that will not be offered.
- For cancelled or non-enrolled classes, department schedulers should update the facility ID to "ROLL_CSS." Entering "ROLL_CSS" in the facility ID field automatically inputs CSS into the facility ID field in future term rolls.
Add any new courses or sections that should be scheduled.
Verify instructional methods (in-person, hybrid, online, etc.).

The associated class number links all class sections that constitute a single offering. With this number you can control the sections of a class which a student can enroll but also elements such as units, components and requisites.
Associated class numbers should be reviewed and updated if applicable prior to enrollment.
Single component courses - each section of the course should have a unique associated class number.
- Use the "Update Sections of a Class" HUB screen to update the associated class number.
Multiple component classes may share a common associated class number that links them together.

Confirm class meeting days and times.
Ensure standard meeting patterns are being used whenever possible.
Review section duration and start/end times for accuracy.
Identify and resolve potential time conflicts.

Update instructor assignments for all known sections.
Identify sections requiring instructor assignments and update them as information becomes available.
Ensure that the instructor role and grade access is correct, and that the Print box is checked on the sections.

Review courses with special room requirements (labs, active learning spaces, technology needs, etc.).
Verify enrollment caps accurately reflect room and pedagogical needs.
Identify courses that require departmentally managed spaces.
For centrally scheduled classroom requests, list CSS in the facility ID on the class section. This will indicate to the Office of the Registrar that a classroom needs to be assigned. Classes with blank facility ID fields will not be seated by the Office of the Registrar.
Submit any known room requests or scheduling considerations to UB Scheduling through the Scheduling Ticketing system or by email at ubsched@buffalo.edu.

Confirm section enrollment capacities.
Evaluate enrollment demand from previous terms and adjust capacities where appropriate.
Review combined or cross-listed sections for accurate capacity management.

Verify cross-listed course relationships.
Review linked lecture, lab, or recitation sections.
Confirm topic courses, independent studies, and special offerings have appropriate information entered.
Verify any required course attributes or designations.

Confirm final exam needs, if applicable.
Identify courses with unique final exam scheduling requirements.
Follow the final exam process as provided by the Office of the Registrar.
Submit final exam requests to the Office of the Registrar by the requested deadline.

Review the schedule from a student perspective for potential conflicts and issues.
Ensure courses needed for timely degree completion are appropriately offered.
Verify schedule information is complete and accurate by the requested deadline.

Info For

Scheduling Timeline and Checklist