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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 Matt Ross at mross1@loyola.edu.

For assistance with the templates, contact Matt at the above email or 410-617-2148.

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

When to Submit

Spring 2025 master schedules are due by July 12, 2024.

Semester Dates

Spring 2025

  • January 13 - May 5 for classes that meet on Monday
  • January 13- April 29 for classes that meet on Tuesday
  • January 13- April 30 for classes that meet on Wednesday
  • January 13 - May 8 for classes that meet on Thursday
  • Monday only courses are assumed to meet in a classroom on Easter Monday, April 21, unless information is submitted to Records to indicate otherwise.
  • Courses do not meet during:
    • March 3 - March 9: Spring Break
    • April 17 - April 20: Easter Break
  • 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, and specifically stating the class is meeting on a University holiday.
  • 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 or unscheduled 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 date change is known.

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 8.  
  • Requests for early start classes should be directed to the Records Office. Early start classes should be limited to exceptional reasons, for example, internships that must begin on a certain date.

Spring 2025 Eight-Week Sessions

  • First Session: January 13 - March 7
  • Second Session: March 17 - May 8

Master Schedule Basics

Numbering

  • Course sections are written as a 2-4 letter subject code, 3-digit course number, and 2-4 number/letter combination section code
  • 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. For any location below besides the Baltimore Campus and the Timonium Center, please indicate building name or code, in the Dates, Restrictions, Comments column.
.401-.499   Baltimore Campus   .DGA-.DGZ Montessori - Atlanta, GA-MIA
.A01-.A99 Anne Arundel County   .DCA-.DCZ Montessori - Denver, CO
.B01-.B99 Baltimore County   .E01-.E99

Montessori and GR Courses
Internships, externships, and practicums
.H01-.H99 Howard County   .HTA-.HTZ Montessori -Houston (Belleaire), TX
.M01-.M99 Montgomery County    .MWA-.MWZ Montessori - Milwaukee, WI
.P01-.P99 Prince George's County   .SMA-.SMZ Montessori - St. Louis (Chesterfield), MO
.W01-.W99 Internet/Online   .PAA-.PAZ Montessori - Phoenix, AZ
.Z01-.Z99 Section with Travel Components   .POA-.POZ Montessori - Portland, OR
      .RMA-.RMZ Montessori - Prince George's County
      .SCA-.SCZ Montessori - San Diego (La Jolla), CA
      .SCA-.SCZ Montessori- San Francisco, CA
  • Montessori, Off-site: If the course is offered totally online, put a "W" before the section letters above.

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 Change of Course Status eForm 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.
  • For questions about classrooms at the Baltimore Campus, contact Bria Stith at bastith@loyola.edu or 410-617-2769. 

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
  • SYN – Synchronous

Instructional methods indicating out of class time, which typically do not include days and times but may require start and end dates:

  • FLD – Field Experience
  • INT – Internship/Externship
  • ONL– Online/Asynchronous
  • 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.  

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

Hybrid

The definition of "hybrid" that was approved both separately and within the new Intellectual Property policy appears below. Faculty can incorporate up to 30% of technology infused work without moving into hybrid or online categories.

Beginning Summer 2019, a course is considered hybrid (or blended) when it is composed of both online learning and classroom learning and incorporates the best features of both environments to meet the learning objectives of the course. Thirty percent or more and less than 50% is taught online with the remaining taught face-to-face. Both online and classroom instruction total 150 minutes of faculty instruction per week per three credit course across a traditional 15 week semester.

  • 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 50% or more and less than 70%.
  • 3-credit courses meet a total of 2250 minutes.  Thirty percent or more online for 3-credits equals more than 675 minutes.  Less than 50% online for 3-credits equals less than 1125 minutes. 
  • 2-credit courses meet a total of 1500 minutes.  Thirty percent or more online for 2-credits equals more than 450 minutes.  Less than 50% online for 2-credits equals less than 750 minutes.
  • 1-credit courses meet a total of 750 minutes.  Thirty percent or more online for 1-credit equals more than 225 minutes.  Less than 50% online for 1-credit equals less than 375 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 much include days and times.
  • Supply the specific dates or a start/end date range for synchronous meetings in the Dates, Restrictions, Comments column.
  • Supply a start/end date range for asynchronous meetings in the Dates, Restrictions, Comments column.
  • A classroom is not required or assigned.

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 Change of Course Status 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, 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 be:
    • Section Capacity + Section Capacity = Global Capacity
      • Each section closes when the enrollment meets the section capacity.
    • Section Capacity + Section Capacity > Global Capacity
      • Each section can be a number that adds up to a number greater than the global to allow more flexibility within each section. Course will not fill beyond global 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.

Catalogue Updates

  • Requisites are taken from the current catalogue associated with the submitted term.
  • Changes to courses or new courses for the 2024-25 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."