Loyola University Maryland

Records Office

Undergraduate

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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, Comments, Restrictions 
Instructional Methods 
Cross-Listings   
Messina   
Diversity 
Service-Learning 
Catalogue  

How to Submit

E-mail completed master schedules as an attachment using one of the templates below to Melaina Valentine at mvg@loyola.edu.    

Template Links:

Excel template - Preferred method
Word template

When to Submit

Summer and Fall 2016 master schedules are due by December 4, 2015.

Semester Dates

Summer 2016

  • Summer Session I: June 1 - July 14
  • Summer Session II: July 18 - August 25
  • Summer Session III (Alternate): Between June 1 - August 25
  • Classes cannot begin before May 14, and cannot end after August 25
  • Please note: If a class is scheduled to begin before Commencement, students who fail spring courses may not have time to register for it, which could possibly delay graduation another semester, depending on the course.
  • University is closed for Independence Day on July 4 and 5

Fall 2016

  • September 6 - December 12
  • University is closed for Labor Day on September 5 

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

  • Fall classes may begin as early as August 23, but no more than 2 weeks before the start of undergraduate classes.
  • If a class begins August 23, it can end no later than December 12.  

Master Schedule Basics

Numbering

  • Course sections are written as a 2-letter subject code, 3-digit course number, and 2-digit section number, exceptions below
    • Example: HS 101.03
  • Number courses consecutively
    • Example: PL 201, PL 210, PL 306
  • Diversity: Approved courses should have a D following the course number
    • Example: HS 101D
  • Number sections consecutively: .01 - .099
  • List section offerings in alpha-numeric order
    • Example: CL 291.01, GK 103.04, LT 101.02
  • Travel sections/with travel components: .Z1 - .Z9
  • Study abroad sections: 2 letters based on international city and country + 1 number
    • Example: .RI1 for Rome, Italy
    • Fall and Spring abroad offerings are usually submitted by the Office of International Programs (OIP).    
  • Messina sections: 2 numbers + 1 letter based on theme
    • Example: .01V
  • Summer: If the same course is offered in multiple summer sessions, unique section numbers must be used.

Days/Times

Day Codes

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

Summer Days/Times

Include both start and end times
 3.25 hour time slots
MW 9:00-12:15 pm

TTH 9:00-12:15 pm

MW 12:30-3:45 pm

TTH 12:30-3:45 pm

MW 6:15-9:30 pm

TTH 6:15-9:30 pm

Daytime classes should end by 4:00 pm

Fall Days/Times

Include both start and end times
50 minute time slots 75 minute time slots 75 minute time slots 150 minute time slots
MWF 8:00-8:50 am MW 3:00-4:15 pm

TTH 8:00-9:15 am

 M/W 3:00-5:30 pm
MWF 9:00-9:50 am

MW 4:30-5:45 pm

TTH 9:25-10:40 am

 M/W 4:30-7:00 pm
MWF 10:00-10:50 am  MW 6:00-7:15 pm

TTH 10:50 am-12:05 pm

 M/W 6:00-8:30 pm
MWF 11:00-11:50 am

MW 6:30-7:45 pm

TTH 12:15-1:30 pm

 M/W 6:30-9:00 pm
MWF 12:00-12:50 pm

MW 8:00-9:15 pm

TTH 1:40-2:55 pm

 T/TH 3:05-5:35 pm
MWF 1:00-1:50 pm



TTH 3:05-4:20 pm

 T/TH 4:30-7:00 pm
MWF 2:00-2:50 pm

  TTH 4:30-5:45 pm

 T/TH 6:00-8:30 pm
MWF 3:00-3:50 pm

  TTH 6:00-7:15 pm

 T/TH 6:30-9:00 pm


  TTH 6:30-7:45 pm

 
    TTH 8:00-9:15 pm
 

Faculty

  • For new faculty, include full formal name, title, and in the Dates, Comments, Restrictions 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

  • Departments are typically allotted the same number of classroom time slots from year to year.
  • Overages requested are reviewed after all schedules are submitted and each department is awarded its allotment.
  • General purpose classrooms are counted as owed time slots.
  • Appropriately sized seminar classes, typically capped at 16 or lower, will be scheduled in seminar-sized classrooms.
  • Department seminar rooms and specialty labs can be requested in the Dates, Comments, Restrictions column for any available time slot.
  • Do not create conflicts with seminar or specialty rooms scheduled for Messina.
  • If necessary, Nicole Mirando will contact the department chair to discuss alternative scheduling due to requests for new time slots, increased enrollment limits, or renovations.
  • Access Faculty > Assigning Classrooms page on the Records website for more information about classromms on the Baltimore Campus: http://www.loyola.edu/department/records/faculty/assigning-classrooms

Dates, Comments, Restrictions

  • If a section has consecutive meeting dates for the entire range of the standard term, do not list individual meeting dates.
  • Indicate section restrictions if limited to certain groups of students, such as class years, that are not already specified in the current catalogue.
  • For special topics courses, include a topic title and topic prerequisite for those that “vary with topic”.  
  • If study abroad offerings are submitted by the academic department rather than OIP, include "notified the Dean of OIP" to avoid duplicate submission.

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.

Examples:

  • TTH 10:50-12:05 PM (LEC); T 1:40-4:20 PM (LAB)
  • TTH 8:00-9:15 AM (SEM); W 12:00-2:15PM (FLD)

Commonly used instructional methods, with days and times assigned:

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

Instructional methods indicating out of class time, may not include days and times:

  • FLD – Field Experience
  • INT – Internship/Externship
  • PRA – Practicum
  • RES – Research
  • TRP – Trip
For Loyola scheduling purposes, please follow these procedures for previously approved hybrid, synchronous, or online courses:

Hybrid

  • Includes a combination of in-class and synchronous meetings.
  • Defined as: In-class portion is greater than 50% of the course.

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 dates must include days and times.
  • A classroom is not required or assigned.
  • Supply the specific dates for both in-class and online (asynchronous or synchronous) meetings in the Dates, Comments, Restrictions column.
  • Indicate in-class with the appropriate instructional code - LEC (lecture), SEM (seminar), etc.
  • New policy approved by the Academic Leadership team on September 8, 2015: "Previously approved undergraduate online education courses (AC 301, AC 302, CM 316, WR 355) and graduate online and hybrid courses, can be delivered either synchronously, asynchronously or a combination of the two; the method of instruction is dependent upon the pedagogical decisions of the course instructor and will be appropriately communicated to student prior to beginning the course. Online and hybrid courses must be approved at the department level and a summary of course activity form (http://www.loyola.edu/department/technologyservices/educational-technology/teachonline) must be completed for online courses indicating course activities with signed approval from either the department chair or the Dean."

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, Comments, Restrictions 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 section meets the section capacity
  • Offering two cross-listed sections without indicating that they should be cross-listed could result in twice the amount of students registered.
  • Differing capacities on each cross-listed section could also result in more registered students than intended.

Messina

  • Arrange and approve section offerings with Doug Harris, Co-Director, who will then submit a separate master schedule to Records, with classroom assignments, for Fall 2015 and Spring 2016.
  • Do not include Messina sections on full master schedule for Fall 2015 or Spring 2016.
  • Sections are indicated by a letter at the end of the section number, representing a Messina theme: S = Self and Other; T = Stories We Tell; V = The Visionary
    • Example: TH 201.01S
  • Do not duplicate section numbers for Messina and non-Messina courses
    • Example: If TH 201.01S is offered, do not use TH 201.01
    • Please begin consecutive non-Messina section numbers, after using the first section numbers for Messina.
      • Example: TH 201.01S, TH 201.02V, TH 201.03, TH 201.04

Diversity

  • Include a "D" following the course number, before the section number.
    • Example: EN 203D.01
  • In the Dates, Comments, Restrictions column, submit the appropriate course type for approved diversity courses.
    • DD - Domestic, DG - Global, or DJ - Justice
  • Submission to the Undergraduate Curriculum Committee Subcommittee on Diversity (UCCSD) for Summer/Fall 2016 diversity renewals and new courses are due on November 1, 2015.
  • Notification from the UCCSD will be sent to department chairs and faculty teaching the diversity course(s).
  • Records will consult e-mail approvals and confirm new diversity approvals via e-mail with the chair of the UCCSD, until the Diversity Database is complete with backlog of courses, in the Spring of 2015. 
    • Consult with the chair of the UCCSD on application procedures.
  • Courses with STAFF cannot be submitted as diversity. If submitted, Records will enter as a non-diversity course.
  • Once a faculty member is assigned, and the course is determined by the department chair to be an approved diversity course, the department chair must submit two Change of Course Status forms adding the diversity section and canceling the non-diversity section.
    • If registration has already begun, the department chair should submit a Change of Course Status form adding the appropriate diversity course type to the existing course section.
  • Further information is available on the Diversity Course Requirement portion of the Office of Academic Affairs webpage: http://www.loyola.edu/department/academicaffairs/diversity.aspx 

Service-Learning

  • In the Dates, Comments, Restrictions column, indicate SO for service-learning optional or SL for service-learning mandatory.
  • Courses must be approved by the Service-Learning Office before Records can add the course type (SO, SL).

Catalogue Updates

  • Prerequisites are taken from the current catalogue associated with the submitted term.
  • Changes to courses or new courses for the 2016-17 academic year should be submitted on an electronic Catalogue Course Update form, now available on WebAdvisor.
  • Further instruction on catalogue processes will be provided at a later date.