Scheduling Support

The Class Scheduling area in the Registrar's Office manages the creation and publication of the University's class and final exam schedules.

Only departmental, school, and college scheduling administrators may use the forms available on this site.

Calendar

Course Scheduling Guidelines & Responsibilities

• Academic Departments must follow standard meeting patterns
• Courses must be scheduled within approved class time blocks unless exceptions are approved
• Ensure course modality is correctly entered
• Non-standard scheduling requires approval from:
  • University Registrar
  • Approproate Dean’s Office, Program, or Center
  • Provost's Office (if applicable) 
• For a full listing of guidelines please see attached Classroom Scheduling Guidelines

Departmental and Registrar Responsibilities 

Academic Departments, Programs, and Centers

Communication

• Academic schedulers or administrative staff serve as the primary contacts for scheduling.
• Faculty must direct all inquiries to departmental staff.
• Departments communicate with the Registrar via regsched@stonybrook.edu.

Timeliness

• Departments must submit course schedules by designated deadlines to ensure efficient classroom allocation.

Training

• Departments must ensure staff are trained in scheduling systems and policies.
• Staff must attend required refresher training sessions.

Course Planning

• Departments determine course offerings each term.
• All offerings require approval from the appropriate Dean’s Office.

Faculty Coordination

• Departments must inform faculty of scheduling policies and deadlines.
• Faculty may request accommodations, but:
  • Core courses take priority
  • Elective balance is second
  • Instructor convenience is last

No special consideration is given to commuting faculty.

Registrar

• Maintain and publish academic calendars and deadlines
• Organize course scheduling by term sessions
• Initiate schedule rollover each term
• Maintain the official course catalog

Classroom Assignment Changes

• Require approval from Registrar and/or Dean
• Must be submitted in writing
• Departments must notify students of potential impacts

 Late Scheduling Changes

• Deadlines
  • Summer/Fall: January
  • Winter/Spring: June
• Requirements
  • Dean approval required (CAS & CEAS)
  • Submit at least 2 weeks before enrollment
• Includes Changes To:
  • Enrollment caps
  • Class notes
  • Meeting patterns
  • New course additions

Course Distribution

• Courses must be spread:
  • Across Monday–Friday
  • Across the full day
• Avoid scheduling during:
  • Common Hours (Mon/Wed 12:30–1:50 PM)

Combined Course Scheduling

• Must provide distinct experiences for undergraduate vs graduate students
• Requires coordination across all departments involved

Email Requirements

• Include:
  • Term and course details
  • All schedulers copied
  • Enrollment caps (individual & combined)
  • Graduate School approval (if applicable)

Communication Standards

All emails must include:

• Subject: Term + request details
• Action requested (Add/Drop/Cancel/etc.)
• Dean’s Office approval (copied)

Classroom Maintenance

• Departments maintain their own classrooms
• General/shared rooms maintained by the university

Report Issues To:

• FIXIT: furniture, lighting, damage
• IT Classroom Support: technology issues
• Seating cannot exceed Fire Marshal capacity

Classroom Blackout Times

• General pool classrooms unavailable during campus lifetime periods
• No scheduling during building blackout hours without approval

Shared Spaces

• Unused time becomes available to the Registrar
• Departments must maximize use during assigned access periods
• Assign rooms before edit deadlines

Class Cancellation

• Must be submitted in writing
• Departments must notify students and provide re-enrollment guidance
• Brightspace courses will be deleted upon cancellation (data may not be recoverable)

Exams