Operating Policy and Procedure
HSC OP: 56.05, Classroom Scheduling and Usage
PURPOSE: The purpose of this Texas Tech University Health Sciences Center Operating Policy and Procedure (HSC OP) is to provide specific guidance for the scheduling and usage of classrooms.
REVIEW: This HSC OP will be reviewed annually in June by the Vice President of Information Technology and Chief Information Officer (CIO), the Assistant Vice President of Technology Services, the Director of Classroom Support, and the Chair of the Academic Affairs Council.
POLICY:
1. Administration
Classroom usage and scheduling is the responsibility of TTUHSC Classroom Support and the designated individuals at each regional campus. Designated individuals from regional campuses will contact Classroom Support when they cannot resolve questions concerning classroom usage.
a. Review
In order to provide for effective and efficient use of TTUHSC teaching space, an annual review will occur in order to determine:
(1) The effectiveness of classroom usage and the classroom scheduling guidelines.
(2) Adequacy of classroom resources and furnishings.
(3) Alternative uses of classroom space versus scheduling needs.
(4) Classroom equipment usage and potential changes needed.
(5) Videoconference and associated equipment for effective and efficient use for all events.
2. Scheduling
a. Rules and Responsibility
(1) All reserved space will be scheduled through TTUHSC scheduling software that has been institutionally approved to manage such space for academic and institutional use.
(2) Academic scheduling is the responsibility of the Director of Classroom Support and designated individuals at each of the regional campuses.
(3) To provide a systematic method for classroom assignments, all scheduling of TTUHSC classroom space is coordinated through Classroom Support.
b. Scheduling Priority
Scheduling of classrooms will be executed under the following guidelines in order of highest priority first:
(1) Type of activity. Academic classes have priority over any other event. HSC activities have priority over non-HSC activities. The next priority is given to health-related organizations. All requests for classrooms from non-HSC organizations will be reviewed by the Director of Classroom Support for approval.
(2) Class size. Classroom capacity will be matched as closely as possible to course enrollment.
(3) Fitness for purpose. Classrooms especially suited for the type of teaching activity required will have priority. Classes requiring videoconferencing resources will be given priority in spaces with this resource.
(4) Continuity of room assignments. Courses will be assigned in a single room with the time slot and days of the week assigned as close as possible to the schedule requested.
(5) Instructor preference. If a preference is stated by the course instructor for a given classroom, it will be honored whenever possible.
c. Academic Scheduling Request Deadlines
In order to provide adequate time for classroom assignment and resolution of scheduling conflicts, class schedules will be submitted to Classroom Support and to designated scheduling persons for regional campuses, by the deadlines established in advance of the start of the course. The deadlines for each semester courses are:
(1) Summer academic schedules are due February 1st
(2) Fall academic schedules due April 1st
(3) Spring academic schedules due September 1st
d. Academic Scheduling Requests after Deadlines
Classroom assignments will be considered final once the schedules have been set. After this date, the process for reassignment of classroom space due to schedule changes will follow the guidelines below:
(1) Minor changes which do not conflict with other courses can be made directly by Classroom Support.
(2) Major changes involving altering the time of day that a class meets or adding dates to the schedule must be done in consultation with the individual responsible for course scheduling in that school.
(3) Potential conflicts arising from a request for a major change will be resolved by the Director of Classroom Support.
(4) Academic schedule changes requested 30 days after semester deadlines will not be given priority over other events that may have been scheduled. If these events prevent classes from being held, then the Director of Classroom Support may renegotiate with the parties involved.
e. Unauthorized Scheduling Requests
A department or registered student organization may not request to use classroom space on campus and then permit the space to be utilized by any other person, organization, or off-campus group. All scheduling must be done by the person, organization, or off-campus group requesting use of the space.
f. Non-Academic Scheduling Requests
Non-academic classroom requests will not be scheduled until all academic classes are scheduled, and will only be scheduled on a semester-by-semester basis.
3. Classroom Usage
All classrooms within TTUHSC are available for use by all schools and departments. Repeated use of the same classroom space from year-to-year does not establish a scheduling priority for that space; however, continuity of classroom assignments is recognized as a priority consideration.
a. Rules and Responsibility
(1) Classroom academics and events must maintain a minimum of a 10-minute window between events. This is necessary so that occupants can leave the space and provide time for participants of the next event to be seated and videoconference resource allocations can be connected for subsequent videoconference events.
(2) Responsibility for ending events on time resides with the faculty of the respective schools for classes and event coordinator for non-class events. Conflicts with over overlap into the time assigned to another class will be resolved through the Director of Classroom Support or the designated individuals at each of the regional campuses.
(3) TTUHSC maintains certain spaces that are designated for exclusive use. Scheduling software will be configured to allow only those authorized to approve use of certain restricted spaces.
b. Student Scheduling Guidelines
Students across all TTUHSC campuses have the privilege to use classrooms as study space with the following guidelines:
(1) Schedule time. Classrooms can be reserved for times after 5 p.m. until 8 a.m. on weekdays and at any hour on weekends and holidays. TTUHSC events have priority over student study group reservations and may be scheduled at any time.
(2) Reservation period. Reservations must be renewed weekly on a first-come first-serve basis, with the reservation period to schedule during the week beginning each Monday at 8:00 a.m. Reservations can include holidays.
(3) Group size. Study groups reserving classrooms/study rooms should consist of 3 or more members to maximize room usage. Last names of the study group members must be turned in when the room is reserved.
(4) Security. Security officers are notified of all study groups and may ask students to identify themselves with their ID badge to resolve scheduling conflicts.
(5) Education technology use. Students are allowed to use classroom computers for study purposes only. Projectors can be used as long as the projectors are turned off when not being used.
(6) Cleanliness. Students must allow housekeeping to clean the room. Students should also straighten up the room at the end of their study session to ready them for class usage the next day.
c. Unauthorized Personal Use
University space may not be used for personal purposes, see TTUHSC OP 61.01 Use of TTUHSC Facilities, Equipment, Supplies, and Services for Private Purposes Prohibited.
4. Cancellations and No-Shows
Cancellations must be made in a timely manner (i.e., as soon as it is known a reservation is no longer needed). Failure to cancel a reservation prior to the start of the event (i.e., no call, no-show) may create unnecessary preparation by the Classroom Support staff; furthermore, repeated instances of cancellations without providing notice could lead to loss of classroom scheduling privileges.
5. Violations
Any violation of this policy may result in disciplinary action, up to and including termination of employment. TTUHSC reserves the right to notify the appropriate law enforcement authorities of any unlawful activity and to cooperate in any investigation of such activity.
a. Disciplinary Repercussions
Misuse of TTUHSC IR is a violation of the policies contained herein and can result in disciplinary action in accordance with, but not limited to, TTUS Regulation 07.07 Employee Conduct, Coaching, Corrective Action, and Termination and 77.05 Suspension and Retention, as well as the Student Handbook.
6. Related Statutes, Policies, and Requirements
Digital Millennium Copyright Act of 1998
Health Insurance Portability and Accountability Act of 1996
HIPAA, Title 45, Subtitle A, Subchapter C, Parts 160, 162, & 164
Payment Card Industry (PCI) Data Security Standard (DSS)
PCI-DSS: 12.2 Acceptable Usage
Texas Administrative Code
TAC 202, Subchapter C, 70-76
Texas Public Information Act
Texas Public Information Act
Texas Security Control Standards Catalog
Texas DIR Security Control Standards Catalog
Texas Government Code
Texas Government Code Chapter 552
TTUHSC IT Areas of Responsibility