Coordinator Resources

Room Assignments

• Search for and Assign a Room

  To find an available room location, we suggest the following:

  1. Sign into 25Live and go to the Dashboard.
     
     • Click the hourglass to the right of "Search Location".
     • Click the "Categories+" link under the search bar.
     • Choose Department-Controlled or University Classrooms (or both).
     • Click Done and then click the blue "Search" button.
  2. Results can be sorted by clicking "Max Capacity" in the Capacity column and scroll down to find a suitable space.
  3. Once a space has been chosen you must verify availability of the chosen room:
     • On the Banner form SSAMATX, enter the building and room and then choose "Add a Field" and select "Term." Be sure to enter the correct term.
       • A list of the courses and their meeting information currently scheduled in that room will be returned.
       • Verify on SSAMATX that the room is available and nothing is scheduled for your desired days and times.
     • Note: In SSAMATX, it is recommended that you do NOT enter the days and/or times of the course when searching for a room. This ensures a complete listing of every course scheduled in that room will display which will help avoid conflicts.
  4. After confirming availability for your meeting pattern in 25Live and Banner:
     • Make the room assignment for the course on the Banner form SSASECT > Meeting Times and Instructor tab.
     • Select the "Meeting Location and Credits" tab to enter the building and room and click Save.
     • After a five minute wait time, the course information should automatically populate in 25Live.
     • Verify the course is in 25Live correctly. If not, notify acadsched@clemson.edu for assistance.
  5. Should a "Room Availability" error display:
     • Review 25Live and SSAMATX to confirm nothing is already scheduled.
     • Scroll through the weeks of the semester in 25Live to verify no events or meetings are scheduled.
       • If an event or meeting is scheduled in a university classroom and it is prior to the 5th day of classes, email acadsched@clemson.edu for assistance.
     • Note: Never override a room conflict for any reason unless it is a cross-listed section that you know for certain belongs in the same room. In that case, and you have verified there are no other conflicts:
       • In SSASECT > "Meeting Location and Credits" tab, enter a capital "O" in the override field.
• Course Sections with no Room Assigned

  Main campus courses (campus of AAA) with a meeting pattern but blank building and room fields mean the mass scheduler will try and assign a university classroom to those courses. Therefore, PRIOR to the mass scheduler running, departments should appropriately indicate room needs.

  Main Campus Courses (AAA)

  Departments should do one of the following:

  1. If you have department-controlled room(s) for the course, assign that location.
  2. Enter "NO ROOM", i.e., "NO" in the building field and "ROOM" in the room field, if the course does NOT need a university classroom, does not need a room at all and/or you are unsure of which department controlled room (if applicable) it will be assigned.

  NOTE: Assigning NO ROOM will cause the room scheduler to ignore those sections when assigning university classrooms. It also lets the Scheduling team know the department has reviewed the course and noted the room need.

  Online Courses (AAC)

  Departments should enter "Online Course" i.e., "Online" in the building field and "Course" in the room field.

  Hybrid Courses

  The campus should be AAA and departments should appropriately note the online portion and follow the same room assignment procedures as noted above.

• Department and University-Owned Rooms

  Department Owned Rooms

  Courses that will be assigned a department-controlled room should be assigned to that room ahead of the mass scheduler processes running. These are the only rooms that should be assigned ahead of the mass scheduler. Not all departments have department-controlled rooms.

  It is important that departments not schedule any sections into another department's department-controlled room at any time. You can search for department-controlled rooms in 25Live.

   

  University Owned Rooms

  University classrooms are owned by the University and managed by the University as far as maintenance and technology upgrades. University classrooms are used in the mass scheduling processes that are run each semester, and no classes should be scheduled in university classrooms prior to the mass scheduler running.

  As features are updated in university classrooms, those updates are reflected in 25Live under the "Details" tab for that room. You can search for a complete listing of university-owned classrooms in 25Live.

   

  Create a Saved Search for all Department and University Controlled Rooms

  (This will not be an exhaustive list as only rooms that exist in 25Live will be captured.)

  1. Sign in to 25Live and go to the Dashboard
  2. Click the "Go to Search" button near the top right
  3. Select "Locations" in the "Select Object" dropdown
  4. Ensure the "Search Locations" field is blank
  5. Click the "+" sign by "Categories" and select either (or both) "Department Controlled Classroom" or "University Classrooms"
  6. Click the blue "Search" button
  7. To save the search for future use:
     • Click "Save as" next to the Search button
     • Name your search
     • Indicate "Yes" to add to your starred searches

   

25Live Scheduling System

• Events

  Events cannot be scheduled in 25Live until after the 5th day of classes for the term in which the event occurs. Events include anything other than academic classes.

  After the 5th day of classes, departments may begin scheduling events such as meetings, tours and presentations. If a class need is discovered, academic classes take precedence when a space is needed.

  When requesting a room for an event, even for an academic class after the mass scheduler has run, departments should work with the appropriate room coordinator listed on the "Details" tab for that specific location. 

  Finding the Room Coordinator for a Particular Space

  1. Type your desired location in the "Search Locations" bar and hit Enter.
  2. .Click on the room you specified when it pops up
     
     • Go to the "Details" tab if the room does not pop up.
  3. Scroll down to see the Room Coordinator under "Location Scheduler" in the middle column, and in the left column as an attribute for Room Coordinator.

  To Generate a List of Room Coordinators

  1. Click on the three lines (hamburger) next to "More" at the far right top of the screen.
  2. Select "Reports" from the dropdown menu.
  3. Click the "Location Listing by Scheduler" report under "Location Reports"
     • Enter the criteria at the top for the format, delivery and report parameters (your classroom search must already be saved for it to be available to select).
     • Click the star next to the report title to save it to your starred searches.
     • Click "Run Report."
     • The report returns records by coordinator name in alphabetical order and lists the locations they manage.
     • The report is not an alphabetical listing of locations with coordinator names as that requires clicking on the details tab for each room location.

  Please note that these lists can become out of date very quickly as updates are made.

• General Information

  All the functions you need to schedule course sections are located on the Banner SSASECT page.

  The page has four tabs to help you schedule a course section: Course Section Information, Section Enrollment Information, Meeting Times and Instructors, and Section Preferences.

  To add section comments in Banner 9, you will need to enter the following code: SSATEXT.

• Section Enrollment, Numbers and Restrictions

  Section Enrollment

  Do not put 0 in the Maximum Enrollment field, because the mass room scheduler will skip that section and will not assign a room to it.

  Section Numbers

  Section numbers must be three numbers in length, and they do need to be numeric (ex: 001). We suggest that you use sequential numbering to maintain organization.

  You can assign any section number to sections you schedule that have not been used for another section of the same course; if you enter a duplicate number, you will get an error code in Banner. 

  Section Restrictions

  Restrictions are applied in the Banner SSARRES form. The only restrictions that should be applied to a section are:

  • Field of Study
  • Class
  • Degree
  • Program
  • College
  • Student Attribute - Honors, CUBS, RISE

  *Please do not use any of the other available restrictions.

• Study Abroad and Embedded Study Abroad

  Discover instructions below to schedule study abroad and embedded study abroad sections.

  Study Abroad Section

  You must complete two additional steps to schedule a Study Abroad section:

  1. Use the appropriate Campus Code.
  2. Tuition and Fee Waiver box must be checked.

  Embedded Study Abroad Section

  You must complete two additional steps to schedule an Embedded Study Abroad section:

  1. Keep campus code as AAA
  2. Add EMBD attribute on SSADETL > Degree Programs Attributes tab
• Honors Sections

  Honors courses are set up the same as other courses but there are three additional steps that must be done.

  Courses restricted to honors students should have the following characteristics and restrictions on students who can enroll:

  1. On SSASECT, (HON) should be denoted at the end of the course title
  2. On SSADETL, the HONR restriction should be applied under the Degree Program Attribute tab
  3. On SSARRES, the HONR and HONP attributes should be applied under the Student Attribute tab
• Section Migration

  Analysis

  Section Migration Analysis evaluates when the registered students have availability in their class schedule. It offers overall statistics of when students could take the course and at what time patterns. This tool is very helpful when you need to move students to newly created sections or disperse students amongst current sections.

  Assist Tool

  Section Migration Assist tool works in conjunction with the Analysis tool, giving you the statistics you need to change class times or create new sections. You can then move students registered in one section to another section.

  Note: The tool will drop and add the students and display any errors present.

  Enrollment Management

  The Enrollment Management tool allows you to add and drop students to/from the courses you are responsible for.

  You may give the following overrides in Section Migration Assist tool and Enrollment Management tool — all other overrides must be given by the instructor in iROAR or by a registration coordinator in INB.

  • Time Conflict
  • Special Approval
  • Field of Study Restriction
  • Class Restriction
  • Degree Restriction
  • Program Restriction

  Please do not add or drop student registrations from courses in which there are waitlisted students. You have access to add/drop student registrations in a particular term beginning the first day of early registration until the last day to add (see the Academic Calendar below). After this deadline, you must submit a registration correction form.

  Find the form you need to complete your task in iROAR and explore the Academic Calendar using the buttons below.