Loyola University Maryland

Records Office

Graduate

Master schedule submission instructions are below, separated into sections. Scroll through the entire page, or select the link to be directed to a specific section of instructions.

How to Submit    
When to Submit    
Semester Dates    
Master Schedule Basics
Classrooms     
Dates, Restrictions, Comments  
Instructional Methods 
Mode of Delivery Policy
Cross-Listings      
Catalogue Updates   

How to Submit

Email completed master schedules as an attachment using one of the templates below to Debbie Miller at dherman@loyola.edu.

For assistance with the templates, contact Debbie at the above email or 410-617-2020.

Template Links:
Microsoft Excel template
Microsoft Excel template for off-site locations

When to Submit

Spring 2018 master schedules are due by August 4, 2017.

Semester Dates

Spring 2018

  • January 16 - May 10
  • Courses do not meet during:
    • March 5-11: Spring Break
    • March 29-April 1: Easter 
  • If a course meets during a University holiday, the academic department is responsible for submitting the specific meeting date via the master schedule or Change of Course Status (CCS) eForm.
  • Indicate the specific holiday date in the Dates, Restrictions, Comments column.
  • A class meeting during a University holiday requires additional resources in the building to be arranged by facility management, but full services are not guaranteed.
  • If a class is scheduled to meet during a University holiday after the section is added, the academic department is responsible for notifying Records and the graduate facility as soon as the class is scheduled.

Due to U.S. Department of Education federal regulations in regard to awarding financial aid, only one of the following can occur:

  • Spring classes may begin as early as January 2, but no more than 2 weeks before the start of undergraduate classes.
  • Spring classes can end no later than May 10.     

Spring 2018 Education Eight-Week Sessions

  • First Session: January 15 - March 9
  • Second Session: March 12 - May 10

Spring 2018 Executive MBA Sessions

  • Five-Week Session: January 13 - February 10
  • Ten-Week Session: February 24 - May 5

Master Schedule Basics

Numbering

  • Course sections are written as a 2-letter subject code, 3-digit course number, and 2-3 number/letter combination
  • List section offerings in alpha-numeric order:
    • Example: PY 621.401, PY 601.402, PY 710.402, PY 886.403
  • Number sections consecutively, based on location:  
.401-.499   Baltimore Campus   .AA-.AZ  Montessori - Atlanta, GA
.501-.599 Columbia Campus   .DA-.DZ Montessori - Denver, CO
.601-.699 Timonium Campus   .GA-.GZ Montessori - Decatur, GA
.A01-.A99 Anne Arundel County   .HA-.HZ  Montessori - Houston, TX
.B01-.B99  Baltimore County    .FA-.FZ  Montessori - San Francisco, CA
.H01-.H99 Howard County   .IA-.IZ Montessori - Milwaukee, WI
.M01-.M99 Montgomery County   .LA-.LZ Montessori - St. Louis, MO
.P01-.P99 Prince George's County   .OA-.OZ Montessori - Portland, OR
.W01-.W99 Internet/Online   .SA-.SZ  Montessori - San Diego, CA
.Z01-.Z99 Sections with Travel Components   .VA-.VZ Montessori - Greenville, SC
      .XA-.XZ  Montessori - Phoenix, AZ

Days/Times

  • 3-credit courses with direct faculty instruction meet for a total of 2250 minutes
  • 2-credit courses with direct faculty instruction meet for a total of 1500 minutes
  • 1-credit courses with direct faculty instruction meet for a total of 750 minutes

Day Codes
M = Monday
T = Tuesday
W = Wednesday
TH = Thursday
F = Friday
S = Saturday
SU = Sunday

Days/Times
Include both start and end times

Faculty

  • For new faculty, include full formal name, title, and in the Dates, Restrictions, Comments column, provide Colleague ID.
    • Important for preventing duplicate records and providing appropriate technology access.
  • If an instructor is not yet determined, or the instructor’s Colleague ID is unknown, list STAFF as faculty.
  • Submit a CCS once faculty can be assigned.
  • For existing faculty, include full formal name and title. Please do not provide last name only.  

Classrooms

  • Requests for department seminar rooms, specialty labs, computer classrooms, or rooms with specific classroom technology should be indicated in the Dates, Restrictions, Comments column.
  • Appropriately sized seminar classes, typically capped at 16 or lower, are scheduled in seminar-sized classrooms.
  • Access Faculty, Assigning Classrooms page on the Records website for more information about classrooms on the Baltimore campus: http://www.loyola.edu/department/records/faculty/assigning-classrooms
  • For questions about classrooms at the Baltimore Campus, contact Nicole Mirando at nmmirando@loyola.edu or 410-617-2256. 
  • Columbia and Timonium Campuses: Classes scheduled Monday-Thursday, 4:00-10:00 pm, should follow the guidelines established at the Graduate Centers Scheduling Conference. Departments wishing to exceed these guidelines should email their requests to columbia@loyola.edu for classes at the Columbia Campus, and to timonium@loyola.edu for classes at the Timonium Campus. For questions about scheduling guidelines or classrooms, use the appropriate email address above, based on the graduate center where the course is offered.
    • Scheduling classes in appropriately-sized spaces is considered priority before specific technology and classroom configuration requests.
    • Technology requirements for each course should be submitted on the Graduate Center Room & Technology Request Form prior to course registration for preferences to be considered for the semester.
    • After course registration begins, if a classroom is not needed or if there is a change in schedule, email columbia@loyola.edu for classes at the Columbia campus and timonium@loyola.edu for classes at the Timonium campus; this is necessary to ensure proper staffing.

Dates, Restrictions, Comments

  • If a section has consecutive meeting dates for the entire range of the standard term, do not list meeting dates.
  • If a section meets during a University holiday, please note the date in this column.
  • Indicate section restrictions if limited to certain groups of students that are not already specified in the current catalogue.
  • For special topics courses, include a topic title and topic requisite for those that “vary with topic”.  

Instructional Methods

Indicate the appropriate instructional method that corresponds to a particular line of meeting information. Required for sections that have more than one instructional method.

  • Example: S 9:00-11:00 AM (LEC); 4/15-5/5 (TRP)

Commonly used instructional methods, with days and times assigned:

  • LEC – Lecture
  • SEM – Seminar
  • LAB – Laboratory

Instructional methods indicating out of class time, which typically do not include days and times:

  • FLD – Field Experience
  • INT – Internship/Externship
  • PRA – Practicum
  • RES – Research
  • TRP – Trip

Loyola defines a hybrid course with an in-class and online combination. Online courses can be synchronous or asynchronous. However, programs other than Emerging Media, Educational Technology, and Master of Business Administration cannot offer 50% or greater of online course credits that would allow a student to complete the degree. 

An updated policy about hybrid and online courses from academic leadership to be available soon.

Please follow these procedures for hybrid, synchronous, simulcast, or asynchronous courses:

Hybrid

  • Includes either a combination of in-class meetings and synchronous meetings, or a combination of in-class meetings and asynchronous dates.
  • Indicate in-class with the appropriate instructional code – LEC (lecture), SEM (seminar), etc.
  • Defined as: In-class portion is greater than 50% of the course.
  • Greater than 50% of in-class for 3-credits equals more than 1125 minutes; 3-credit courses meet a total of 2250 minutes.
  • Greater than 50% of in-class for 2-credits equals more than 750 minutes; 2-credit courses meet a total of 1500 minutes.
  • Greater than 50% of in-class for 1-credit equals more than 375 minutes; 1-credit courses meet a total of 750 minutes.

Online

  • Includes asynchronous or synchronous meetings.
    • Indicate synchronous as SYN.
    • Indicate asynchronous as ONL.
  • Defined as: Online portion is 50% or greater of the course.
  • Synchronous meetings must include days and times.
  • A classroom is not required or assigned.
  • Supply the specific dates for both asynchronous and synchronous meetings in the Dates, Restrictions, Comments column.

Summary of Course Activity

  • Submission of the Summary of Course Activity (SCA) form is required for courses in programs that have not been approved as distance education programs in which 50% or more of the instruction occurs via distance education.
  • The SCA is not required for courses in the following programs, but is required for cross-listed courses not approved for distance education:
    • Emerging Media
    • Educational Technology
    • Master of Business Administration
  • The SCA is found on the Technology Services website at: http://www.loyola.edu/department/technologyservices/educational-technology/teachonline.
      • Include the course number, title, and instructor name.
      • Approval and signature from the instructor's department chair is required.
      • Email the spreadsheet as an attachment to Debbie Miller at dherman@loyola.edu and Westley Forsythe, Academic Compliance Officer in Academic Affairs, at wforsythe@loyola.edu.

Simulcast

  • Simulcast dates must include days and times.
  • Indicate simulcast as SIM.
  • A classroom is required and assigned.
  • Supply the specific dates and times for both the in-class and the online meetings in the Dates, Restrictions, Comments column.

Mode of Delivery Policy

Approved by the Academic Leadership Team on January 18, 2015: 
"Once a student has registered for a course, the faculty person must commit to the course description and deliver the course in the mode of delivery consistent with what has been promoted during registration (i.e., face to face, hybrid, or online); providing continuity of a student’s education due to unforeseen circumstances (i.e. weather policy, health related issues) by altering the primary mode of delivery is acceptable."

Changes are accepted via a CCS eForm up to one week prior to the opening of registration.

Cross-Listings

  • Treated as one time period with only one classroom assigned.
  • Departments who share one classroom must decide who owns the time period, if not cross-listed each year.
  • Reference the cross-listed course of the other department in the Dates, Restrictions, Comments column.
  • If undergraduate courses are cross-listed to graduate courses, and no specific dates are provided, the undergraduate term dates and exam period are used.
  • Department chairs cross-listing courses should discuss arrangements with each other prior to submission.
    • Both chairs should submit their individual courses including section capacity and global capacity of the cross-listed pair.
    • Records cannot cross-list courses without the above information.
  • Cross-listed capacities can either be:
    • Section Capacity + Section Capacity = Global Capacity
      • Each section closes when the enrollment meets the section capacity.
    • Section Capacity = Section Capacity = Global Capacity
      • Sections fill as students register and both sections close if enrollment in one sections meets the section capacity.
  • Offering two cross-listed sections without indicating that they should be cross-listed could result in twice the amount of registered students.
    • Differing capacities on each cross-listed section could also result in more registered students than intended.  

Catalogue Updates

  • Requisites are taken from the current catalogue associated with the submitted term.
  • Changes to courses or new courses for the 2018-19 academic year should be submitted via the Catalogue Course Update (CCU) eForm.
  • On the master schedule, in the Dates, Restrictions, Comments column, include "CCU submitted to Records."