Department Chairs Scheduling Guidance

This guidance supports department chairs through the Fall 2021 schedule building process (due Friday, April 16th) and the reconciliation of room assignments needed to finalize scheduling.

April 16, 2021 - What To Expect Next

Department access to schedule building will conclude on April 16th, 2021. The college offices will then conduct their review and adjustments up to April 30th. Simultaneously, DUEAP will be working with the Associate Deans on the sections for first time freshmen that are hidden and will be block enrolled by cohort. We asked you to plan with the assumption that those caps will be at 15. We’re expecting that, but there may be slight additions and subtractions based on the room and 1st year student interest. We’ve promised 1st year students that they would be cohorted with their peers if they were opting for an in-person experience. Hence, we will be identifying two sections that the same 15 students can be block enrolled into.

Our first assessment will be whether we can accommodate all the proposed in-person sections. We assume we will be able to, but may need to request some time adjustments depending on what is collectively submitted. We may not be able to tell you right away where the course will meet, but we will be working to accommodate all the in-person sections as long as we have the capacity.

April 15, 2021- Classroom Safety Protocols

Information regarding classroom disinfecting and safety protocols will be added as it becomes available.

April 9, 2021 - Instructions for Scheduling Courses Requiring Computer Labs

As Fall 2021 schedule building continues, we would like to clarify the availability of computers spaces for Fall 2021 instruction and the process under which department and college schedule-builders can schedule in-person classes into computer spaces.

Given anticipated social distancing requirements, considerations for cleaning regimens for equipment and some surfaces, and other safety and confidence measures, computer labs in particular will require efficient and safe approaches to use in Fall 2021. Therefore, Academic Affairs will be providing centrally-managed computer lab spaces to house scheduled courses requiring a computer lab.

Department computer spaces that have specialized hardware or equipment may be considered for an exception. However, most specialized software can be easily made available in alternative central computer spaces. More importantly, centrally-managed spaces will be selected to maximize enrollments and to ensure any required safety and confidence measures can be easily managed. For planning purposes, anticipated enrollment for central computer spaces will be between 15 to 20 students per room.

Recommended Process for Scheduling Computer Labs

  1. As possible, we ask departments (chairs and/or interested faculty) to schedule a quick consultation with AT to review their needs and planning to help interactively guide the process (contact Andrew Roderick –
  2. If a consultation is not possible given the time frame, departments should:
    1. Enter a specific lab in the ‘facility Id’ AND also enter the ‘Room Characteristic’ of ’17 – Computer Technology Lab’. A reconciliation consultation will then take place with the department to finalize the assignment and enrollment cap.

April 2, 2021 – Time Blocks

Because of the changes in SF Public Health Department guidelines around cleaning, we no longer need to leave classrooms vacant during some time blocks. Departments can schedule all of the Senate approved time blocks in department controlled spaces as well as in centrally-controlled classrooms (i.e. Need Room).

March 8, 2021 - Memorandum re: Fall 2021 In-person course planning

Our current assumption is that we will be able to accommodate faculty who want to teach in-person. If, however, colleges evaluate their departments’ requests to teach in-person as likely being too many given our physical inventory and the need for social distancing, the following courses should be prioritized in this order:

  1. Courses that simply did not work in a remote modality and for student success reasons should be in person (and faculty are willing to do so)
  2. Courses that are for first year students and prioritized as follows: 
    1. Golden Four
    2. Area E
    3. Any other lower division GE
  3. Senior level courses
  4. Anything else

As of the beginning of March, we assume that we will be able to accommodate everyone who wants to teach in person.

Lecture-based courses should assume a likely cap of 15 people. Some will be a little more and some will be a little less based on the ability for social distancing in the room. If physical distancing requirements relax and a section would like to accommodate more capacity, that selection may be entered in CS.

On April 16, departments will have finalized their schedule submissions. Between April 16th and April 30th, colleges will assess the requests for in-person sections. If those requests appear to be more than can likely be accommodated, they should reduce the number of sections requested to be in person using the priorities above.

Departments can schedule the rooms they have typically scheduled in the past in the same manner they have done historically with one important difference – they must enter the cap provided on the Excel spreadsheet for that room. Lecture based courses and those that have not typically been scheduled in department specialized space, should indicate “Room needed,” enter the Enrollment Capacity of 15 and possibly a higher capacity in Room Capacity if the section can be increased with relaxed physical distancing requirements. Departments should only schedule in-person sections during identified time blocks in order to leave time for appropriate cleaning. Once we have housed all the in-person sections, we may need to return to departments to slightly adjust start and/or ending times. For example, a class that was scheduled to start at 9 AM may need to start at 9:15 AM so that we don’t have too many people in a hall at the same time.

Departments should only schedule in-person sections in department-scheduled rooms in the time blocks that are NOT highlighted. Departments can schedule all the published time blocks (amended 4/5/21). Because we will be cohorting first year student courses, all time blocks can be used for first year student sections. Once we have housed all the in-person sections, we may need to return to departments to slightly adjust start and/or ending times. For example, a class that was scheduled to start at 9 AM may need to start at 9:15 AM so that we don’t have too many people in a hall at the same time.

MW and TR

MW and TR

M, T, W, or R

75-minute blocks

100-minute blocks

165-minute blocks

0930 – 1045

1000 – 1140

0900 - 1145

1100 – 1215

1200 – 1340

0930 - 1215

1230 – 1345

1400 – 1540

1230 - 1515

1400 – 1515

1600 – 1740

1300 - 1545

1530 – 1645

1800 – 1940

1530 - 1815

1700 – 1815

2000 – 2140

1600 – 1845

1830 – 1945


1630 – 1915

2000 – 2115


1700 – 1945



1730 – 2015



1800 – 2045



1830 – 2115



1900 – 2145



*** Friday and Saturday can be scheduled at any time. *** 

Some information that might help departments scheduling courses meant for first time freshmen (assuming we get enough sections in-person to do the following): On April 1st April 5th, Undergraduate Admissions will notify all admitted first time freshmen that if they so choose, we’ll be providing them with two courses in-person. Once a student has accepted their offer of admission (AAOed), they will receive a request to complete a survey asking them if they’d like two classes in person and if they have preferred days and times (with a note that we can’t promise everyone will get their first choices). These sections will not be on the public schedule. As we get responses, we will be cohorting the students into two in-person sections via block enrollment by the Registrar staff. When scheduling these sections, please suppress the class by unchecking the ‘Schedule Print’ box in CS. Please let you associate deans know if you’d like to offer sections in person for first year students.