Schedule of Classes Resources & Tutorials

This section provides information and tutorials to help you navigate the Schedule of Classes. Please contact us and book an appointment that works around your schedule.

New Hire: How to Request Access to the Schedule of Classes

RCS Online Section Forms 

To request access to the RCS Online Section Forms to be able to add, change and cancel section information, please have your department head or business manager send an email to rcshelp@email.arizona.edu.  The email should contain your name, U of A email address, and list all of the course subject prefixes for which you will need access. 

RCS Email List 

The RCScheduleNews email list is used by RCS to send information to department representatives for deadlines and new features in the Schedule of Classes as well as announcements about any upcoming training, informational or open lab sessions.  To be added to the email list please send an email to rcshelp@email.arizona.edu with your email address and your request to be added to the RCScheduleNews email list. Subscription to the email list is automatically granted when you gain access to the RCS Online Section forms, or if you are given UAccess provisioning to the Academic Department Scheduler or Department Scheduling Assistant roles. 

RCS Ad Astra Access 

Ad Astra is Room and Course Scheduling's Cloud based scheduled software. It allows you to view scheduling grids of all Centrally Scheduled Classrooms (CSC) and filter the spaces by capacity, building, and classroom type. To request access to be able to view classroom schedules of all CSC spaces, please have your department head or business manager send an email to rcshelp@email.arizona.edu. The email should contain your name and U of A email address. 

UAccess College/Department Class Scheduler role 

This role will allow the user to edit section information directly in UAccess during the open scheduling periods, essentially emulating the access of an RCS employee.

  1. Navigate to UITS Workshops. Under the heading of UAccess Student, select the “Managing the Schedule of Classes” link.

    1. Follow the link to the UAccess Learning environment and enroll in one of the listed classes. Please note that this is an in-person training session that lasts about 2.5 hours. 

  2. Once you’ve attended the training session, submit a request using the UAccess Provisioning Tool.

    1. Enter your netID in the “Subject User NetID” field, and select the most appropriate department approver for your request using the magnifying glass next to the “Approver NetID” field. 
    2. In the “Type of Request” field, select “Access Needed for Job Duties”. Select an appropriate response for the “Reason for Request” field. Use the text field below to explain your business need. 
    3. Click “Select Access/Roles”. In the “System” field, select “UAccess Student – Campus Users”. In the “Subject Area” field, select “Room and Course Scheduling”. 
    4. Review the text in the “Job Duties for these roles” field, and make updates or clarifications if necessary. 
    5. Select the College/Dept Class Scheduler role. In the “Row Level Security” field that appears below your selected role, specify the subject prefix(es) for which you will need access and click “Save Selections”. 
    6. If any roles in other areas are needed, you can continue adding roles to the request by clicking “Select Access/Roles”. When all needed roles have been added, click “Save Request”.

Once you have completed the workshop and the request has been submitted, access is usually granted within the next 2-3 days.

UAccess College/Department Scheduling Assistant role 

This role will allow the user to edit basic information about a section directly in UAccess such as instructor information and enrollment capacities.  All functionality available in this role is included in the College/Department Class Scheduler role, so an individual should not be given access to both roles. 

  1. Contact rcshelp@email.arizona.edu to schedule a one-on-one training session to review the access you are requesting. This training session usually takes about 30 minutes. 
  2. Once you’ve attended the training session, submit a request using the UAccess Provisioning Tool.
    1. Enter your netID in the “Subject User NetID” field, and select the most appropriate department approver for your request using the magnifying glass next to the “Approver NetID” field. 
    2. In the “Type of Request” field, select “Access Needed for Job Duties”. Select an appropriate response for the “Reason for Request” field. Use the text field below to explain your business need. 
    3. Click “Select Access/Roles”. In the “System” field, select “UAccess Student – Campus Users”. In the “Subject Area” field, select “Room and Course Scheduling”.
    4. Review the text in the “Job Duties for these roles” field, and make updates or clarifications if necessary.
    5. Select the College/Dept Scheduling Assistant role. In the “Row Level Security” field that appears below your selected role, specify the subject prefix(es) for which you will need access and click “Save Selections”. 
    6. If any roles in other areas are needed, you can continue adding roles to the request by clicking “Select Access/Roles”. When all needed roles have been added, click “Save Request”.

Once you have completed the training session and the request has been submitted, access is usually granted within the next 2-3 days.

  1. Submit a request using the UAccess Provisioning Tool.
    1. Enter your netID in the “Subject User NetID” field, and select the most appropriate department approver for your request using the magnifying glass next to the “Approver NetID” field. 
    2. In the “Type of Request” field, select “Access Needed for Job Duties”. Select an appropriate response for the “Reason for Request” field. Use the text field below to explain your business need. 
    3. Click “Select Access/Roles”. In the “System” field, select “UAccess Student – Campus Users”. In the “Subject Area” field, select “Room and Course Scheduling”. 
    4. Review the text in the “Job Duties for these roles” field, and make updates or clarifications if necessary. Be specific as to whether you will still need access to your current prefix(es),  or whether that prefix access can be replaced by your new prefix(es).
    5. Select the Row Sec – Row-Level Security Only checkbox. In the “Row Level Security” field that appears below each of your selected roles, specify the subject prefix(es) for which you will need access and click “Save Selections”. 
    6. If any roles in other areas are needed, you can continue adding roles to the request by clicking “Select Access/Roles”. When all needed roles have been added, click “Save Request”.

Once the request has been approved by your APL and by RCS, your access is usually updated within the next 2-3 days.

  1. Submit a request using the UAccess Provisioning Tool
    1. Enter your netID in the “Subject User NetID” field, and select the most appropriate department approver for your request using the magnifying glass next to the “Approver NetID” field. 
    2. In the “Type of Request” field, select “Access No Longer Needed”. Select an appropriate response for the “Reason for Request” field, and choose an Effective Date on which the access should be removed. Use the text field below to explain your business need. 
    3. Click “Select Access/Roles”. In the “System” field, select “UAccess Systems – Access Removal”. In the “Subject Area” field, select “UAccess Student – Campus Users”. 
    4. All roles on this page are in alphabetical order. Scroll down to the two Room and Course Scheduling roles, select the role that needs to be removed, use the “Row Level Security” field just below the role to enter the removal date, and click “Save Selections”. 
    5. If any roles in other areas need to be removed, you can continue adding roles to the request by clicking “Select Access/Roles”. When all roles to be removed have been added to the request, click “Save Request”.

Once the request has been received and approved by the APL, the UITS security team will remove access on the date provided in step 1B (if the date for removal has passed by the time the UITS security team receives the request, access will be removed as soon as possible). 

General Information & Definitions

What is the Schedule of Classes?

The Schedule of Classes lists all of the sections that are available for registration during a given semester. The Schedule of Classes includes information on the session, day/time, instructor, campus/location and class roster of the classes. The Course Catalog outlines how a class may be setup for the semester and should be referenced before adding or modifying items in the Schedule of Classes. 

How a New Semester is Created by Room & Class Scheduling

Term roll

RCS rolls all active sections in Schedule of Classes (SOC) 

Open Scheduling

A period of time where Dept. Schedulers may act like RCS in UAccess 

Clean-up new semester

RCS ensures sections follow RCS, ABOR, and HLC policy 

Room optimization

RCS assigns Centrally Scheduled Classrooms to classes in Ad Astra

Schedule of Classes available for review

A period of time where Dept. Schedulers review SOC before Go Live

Submit Section Forms edit the SOC

Adds, Changes, and Cancels to SOC may be submitted on RCS’s website


Open Scheduling for Schedule of Classes

Where do I go to schedule my classes during Open Scheduling? 

You schedule directly in UAccess - Administrative Staff, Curriculum Management.  

What is priority scheduling? 

Priority scheduling is when a section/class has a special need that must be accommodated in a centrally scheduled space so Room and Course Scheduling will schedule this section before room optimization takes place. To learn more about about priority scheduling, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What region is my building/department located in? 

The preferences for your Department are defaulted to give the highest preference to the building you are located followed by the region you are located in. See what building/department your building is located in with the Regions Map.

  Regional preferences are set to
Southeast Region
  1. My Building
  2. Southeast Region
  3. Old Main Region
  4. Southwest Region
  5. Northwest Region
Southwest Region
  1. My Building
  2. Southwest Region
  3. Old Main Region
  4. Southeast Region
  5. Northwest Region
Old Main Region
  1. My Building
  2. Old Main Region
  3. Northwest Region
  4. Southwest Region
  5. Southeast Region
Northeast Region
  1. My Building
  2. Northwest Region
  3. Old Main Region
  4. Southeast Region
  5. Southwest Region
Northwest Region
  1. My Building
  2. Northwest Region
  3. Old Main Region
  4. Southwest Region
  5. Southeast Region

 


I am managing my sections for the Schedule of Classes for my department... but what does it all mean?

What is an in-person section?

It is a section that only meets physically in a classroom space i.e. Sofie has an in-person section/class at 8:00 to 8:50 am on MWF in Modern Languages this semester.To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs). 

What is a hybrid section?

It is a section that meets half the time physically in a classroom space and the other half online. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is an Icourse section?

It is a section that only meets online AND is only for University of Arizona-Main Campus in-person students. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is an UA Online section?

It is a section that only meets online AND is only for University of Arizona-Online Campus online students. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is an honors section?

It is a section that can meet online or in-person, BUT it is only for honors students. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is a tier-one section?

It is a section that can meet online or in-person, BUT it is only for general education coursework or Tier One. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is a combined section?

It is a section that meets at the same time/day AND Facility ID as another section. The combination lives in the Combined Sections Table in Curriculum Management in UAccess. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is a combined, cross-listed section?

It is a section that meets at the same time/day AND Facility ID as another section, that is offered by the same primary academic organization under different subjects. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is a combined, co-convened section?

It is a section that meets at the same time/day AND Facility ID as another section, that is offered by the same primary academic organization for a 400 and 500 level or UAOnline and iCourse. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  

What is a combined, cross-listed & co-convened section?

It is a section that meets at the same time/day AND Facility ID as another section, that is 1) offered by the same primary academic organization under different subjects AND 2 ) offered by the same primary academic organization for a 400 and 500 level or UAOnline and iCourse. To learn more, go to Schedule of Classes - Tutorials/Business Process Guides (BPGs).  


What are Centrally Scheduled Classrooms (CSC) versus Departmentally Scheduled Classrooms (DSC)? 

  • A CSC is scheduled by Room and Course Scheduling and it managed by Central Administration.  
  • A DCS is scheduled by whomever owns the specific spaces and is managed by the owner of the space. 
  • (For more information, go to the Schedule of Classes - Tutorials/Business Process Guides (BPGs) tab below) 

What happens after Open Scheduling? 

Where do I go to schedule my classes after Open Scheduling? 

You go to RCS Request Forms, Online Section Forms on the Registrar's website. You are no longer able to directly schedule in UAccess. However, you always have access to manage enrollment and instructor of a section.  

How are Room Assignments in optimization done after Open Scheduling? 

Room assignments are made by looking at the requested day/time and room capacity of the section submitted in the Online Section Form and seeing if there are any rooms available under that criteria manually by Room and Course Scheduling Staff. 


Who is my Room and Course Scheduling Liaison? & What can my RCS Liasion help me with? 

Your Liaison helps you with 1) Schedule of Classes Review & Training during Open Scheduling, 2) RCS-Compliance Reports in UAnalytics, and 3) Resolving any Bottlenecks/Room Assignment Issues after Room Assignments are made for a term. For general questions or help, please contact our office at rcshelp@email.arizona.edu.  

  • College of Education, College of Nursing, UA South, Honors, College of Medicine, Public Health, Outreach College & College of Pharmacy, College of Agriculture and Life Sciences, UA Online, College of Humanities & College of Law,  College of Fine Arts & College of Architecture, Planning, and Landscape Architecture 
  • College of Science, College of Engineering, Graduate College, College of Optical Sciences, & College of Social and Behavioral Sciences, Eller College of Management 

As a CLS Preferred Instructor, who can help me with my CLS classroom options? 

Room and Course Scheduling can help you with your CLS classroom options, rcshelp@email.arizona.edu. They work in collaboration with Tina Deemer to make sure instructors in CLS classrooms are a good fit and get the space they need. For more information about CLS and how to become a CLS Preferred Instructor check out the CLS Website


 

Tutorials & Business Process Guides (BPGS)

Questions or concerns regarding the information on this page should be sent to Room & Course Scheduling: 

Phone: 520-621-3313
Email: rcshelp@email.arizona.edu