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Office of the Registrar

Undergraduate

Master schedule submission instructions are below, separated into sections. Scroll through the entire page, or select the link to be directed to a specific section of instructions.

How to Submit  
When to Submit  
Semester Dates    
Master Schedule Basics
Classrooms
Dates, Restrictions, Comments  
Instructional Methods  
Cross-Listings   
Messina    
Diversity    
Service-Learning  
Catalogue Updates    

How to Submit

Email completed master schedules as an attachment using the template below to Matt Ross at mross1@loyola.edu.

For assistance with the template, contact Matt at the above email or 410-617-2148.

Template Links:
Microsoft Excel template

When to Submit

Spring 2025 master schedules are due by July 12, 2024.

Semester Dates

Spring 2025

  • January 13 - May 8
  • Courses do not meet during:
    • March 3 - March 9, Spring Break
    • April 17 - April 21, Easter Break

Due to U.S. Department of Education federal regulations in regard to awarding financial aid, only one of the following can occur:

  • Spring classes may begin as early as January 2, but no more than 2 weeks before the start of undergraduate classes.
  • Spring classes can end no later than May 8.  

Master Schedule Basics

Numbering

  • Course sections are written as a 2-letter subject code, 3-digit course number, and 2-digit section number:
    • Example: HS 101.03
  • Number sections consecutively for Evergreen campus, including hybrids if they require Evergreen classrooms: .01 - .99
  • List section offerings in alpha-numeric order:
    • Example: CL 291.01, GK 103.04, LT 101.02
  • Messina sections: 2 numbers + 1 letter based on theme.
    • Example: .01V
  • Study abroad sections: 2 letters based on international city and country + 1 number:
    • Example: .RI1 for Rome, Italy
    • Fall and Spring abroad offerings are usually submitted by the Office of International Programs (OIP).   
  • Sections offered totally off-campus but locally (like at secondary school): .E01- E99
  • Sections that are totally online: .W01-.W99
  • Travel Sections: .Z01 - .Z09

Days/Times

Day Codes
M = Monday
T = Tuesday
W = Wednesday
TH = Thursday
F = Friday
S = Saturday
SU = Sunday

Days/Times
Include both start and end times 

50 minute time slots 75 minute time slots 75 minute time slots  150 minute time slots 
MWF 8:00-8:50 am MW 3:00-4:15 pm TTH 8:00-9:15 am  M/W 3:00-5:30 pm
MWF 9:00-9:50 am MW 4:30-5:45 pm TTH 9:25-10:40 am  M/W 4:30-7:00 pm
MWF 10:00-10:50 am  MW 6:00-7:15 pm TTH 10:50 am-12:05 pm  M/W 6:00-8:30 pm
MWF 11:00-11:50 am MW 6:30-7:45 pm TTH 12:15-1:30 pm  M/W 6:30-9:00 pm
MWF 12:00-12:50 pm MW 8:00-9:15 pm TTH 1:40-2:55 pm  T/TH 3:05-5:35 pm
MWF 1:00-1:50 pm    TTH 3:05-4:20 pm  T/TH 4:30-7:00 pm
MWF 2:00-2:50 pm    TTH 4:30-5:45 pm  T/TH 6:00-8:30 pm 
MWF 3:00-3:50 pm    TTH 6:00-7:15 pm  T/TH 6:30-9:00 pm
    TTH 6:30-7:45 pm  
    TTH 8:00-9:15 pm  

Faculty

  • For new faculty, include full formal name, title, and in the Dates, Restrictions, Comments column, provide Colleague ID.
    • Important for preventing duplicate records and providing appropriate technology access.
  • If an instructor is not yet determined, or the instructor’s Colleague ID is unknown, list STAFF as faculty.
  • Submit a Change of Course Status eForm once faculty can be assigned.
  • For existing faculty, include full formal name and title. Please do not provide last name only.  

Classrooms

  • Departments are typically allotted the same number of classroom time slots from year to year.
  • Overages requested are reviewed after all schedules are submitted and each department is awarded its allotment.
  • General purpose classrooms are counted as owed time slots.
  • Appropriately sized seminar classes, typically capped at 16 or lower, are scheduled in seminar-sized classrooms.
  • Department seminar rooms and specialty labs can be requested in the Dates, Restrictions, Comments column for any available time slot.
  • Do not create conflicts with seminar or specialty rooms already scheduled for Messina. 
  • If you are unsure whether the space used last year is owed in a certain time slot, contact Bria Stith at bastith@loyola.edu or 410-617-2769.
  • If necessary, Bria contacts the department chair to discuss alternative scheduling due to requests for new time slots, increased enrollment limits, or renovations.
  • Access Faculty > Assigning Classrooms page on the Registrar website for more information about classrooms on the Baltimore campus: https://www.loyola.edu/department/registrar/faculty/assigning-classrooms

Dates, Restrictions, Comments

  • If a section has consecutive meeting dates for the entire range of the standard term, do not list individual meeting dates.
  • Indicate section restrictions if limited to certain groups of students, such as class years, that are not already specified in the current catalogue.
  • For special topics courses, include a topic title and topic requisite for those that “vary with topic”.
  • If study abroad offerings are submitted by the academic department rather than OIP, include "notified the Dean of OIP" to avoid duplicate submission.  

Instructional Methods

Indicate the appropriate instructional method that corresponds to a particular line of meeting information. Required for sections that have more than one instructional method.

Examples:

  • TTH 10:50-12:05 PM (LEC); T 1:40-4:20 PM (LAB)
  • TTH 8:00-9:15 AM (SEM); W 12:00-2:15PM (FLD)

 

Commonly used instructional methods, with days and times assigned:

  • LEC – Lecture
  • SEM – Seminar
  • LAB – Laboratory
  • SYN – Synchronous

Instructional methods indicating out of class time, which typically do not include days and times but may require start and end dates:

  • FLD – Field Experience
  • INT – Internship/Externship
  • ONL– Online
  • PRA – Practicum
  • RES – Research
  • TRP – Trip

For Loyola scheduling purposes, please follow these procedures for previously approved hybrid, synchronous, or asynchronous courses:

Hybrid

The definition of "hybrid" that was approved both separately and within the new Intellectual Property policy appears below. Faculty can incorporate up to 30% of technology infused work without moving into hybrid or online categories.

Beginning Summer 2019, a course is considered hybrid (or blended) when it is composed of both online learning and classroom learning and incorporates the best features of both environments to meet the learning objectives of the course. Thirty percent or more and less than 50% is taught online with the remaining taught face-to-face. Both online and classroom instruction total 150 minutes of faculty instruction per week per three credit course across a traditional 15 week semester.

  • Includes either a combination of in-class meetings and synchronous meetings, or a combination of in-class meetings and asynchronous dates.
  • Indicate in-class with the appropriate instructional code – LEC (lecture), SEM (seminar), etc.
  • Defined as: In-class portion is 50% or more and less than 70%.
  • 3-credit courses meet a total of 2250 minutes.  Thirty percent or more online for 3-credits equals more than 675 minutes.  Less than 50% online for 3-credits equals less than 1125 minutes. 
  • 2-credit courses meet a total of 1500 minutes.  Thirty percent or more online for 2-credits equals more than 450 minutes.  Less than 50% online for 2-credits equals less than 750 minutes.
  • 1-credit courses meet a total of 750 minutes.  Thirty percent or more online for 1-credit equals more than 225 minutes.  Less than 50% online for 1-credit equals less than 375 minutes.

 

Online

  • Includes asynchronous or synchronous meetings.
    • Indicate synchronous as SYN.
    • Indicate asynchronous as ONL.
  • Defined as: Online portion is 50% or greater of the course.
  • Synchronous dates must include days and times.
  • Supply the specific dates or a start/end date range for synchronous meetings in the Dates, Restrictions, Comments column.
  • Supply a start/end date range for asynchronous meetings in the Dates, Restrictions, Comments column.
  • A classroom is not required or assigned.

Cross-Listings

  • Treated as one time period with only one classroom assigned.
  • Departments who share one classroom must decide who owns the time period, if not cross-listed each year.
  • Reference the cross-listed course of the other department in the Dates, Restrictions, Comments column.
  • If undergraduate courses are cross-listed to graduate courses, the undergraduate term dates and exam period are used.
  • Department chairs cross-listing courses should discuss arrangements with each other prior to submission.
    • Both chairs should submit their individual courses including section capacity and global capacity of the cross-listed pair.
    • Registrar cannot cross-list courses without the above information.
  • Cross-listed capacities can be:
    • Section Capacity + Section Capacity = Global Capacity
      • Each section closes when the enrollment meets the section capacity
    • Section Capacity + Section Capacity > Global Capacity
      • Each section can be a number that adds up to a number greater than the global to allow more flexibility within each section. Course will not fill beyond global capacity.
    • Section Capacity = Section Capacity = Global Capacity
      • Sections fill as students register and both sections close if enrollment in one section meets the section capacity
  • Offering two cross-listed sections without indicating that they should be cross-listed could result in twice the amount of registered students.

Messina

  • Arrange and approve section offerings with the Director of Messina who submits a separate master schedule to Registrar with space assignments for Spring 2025.
  • Do not include Messina sections on master schedule submission to Registrar.
  • The Messina Spring 2025 schedule with classroom assignments is submitted to Registrar by the Messina director.
  • Do not create conflicts with seminar or specialty rooms already scheduled.
  • Sections are indicated by a letter at the end of the section number, representing a Messina theme: B = Sellinger Scholar sections; I = Ignatius Scholars sections; G = The Good Life; M = Multilingual sections; S = Self and Other; T = Stories We Tell; V = The Visionary
    • Example: TH 201.01S
  • Do not duplicate section numbers for Messina and non-Messina courses
    • Example: If TH 201.01S is offered, do not use TH 201.01
    • Begin consecutive non-Messina section numbers, after using the first section numbers for Messina.
      • Example: TH 201.01S, TH 201.02V, TH 201.03, TH 201.04

Diversity

  • Include a "D" following the course number, before the section number.
    • Example: EN 203D.01
  • In the Dates, Restrictions, Comments column, submit the appropriate course type for approved diversity courses.
    • DD - Domestic, DG - Global, or DJ - Justice
  • Submission to the Undergraduate Curriculum Committee Subcommittee on Diversity (UCCSD) for Spring 2024 diversity renewals and new courses are due by May 1, 2024.
  • Notification from the UCCSD is sent to department chairs and faculty teaching the diversity course(s).
  • Properly coded diversity courses are accepted from the department chair. Registrar asks that a Catalogue Course Update (CCU) form be submitted for courses that have never been offered as diversity before, indicating the diversity code (DD, DG, DJ) as approved by the UCCSD in the comment section. Consult with the chair of the UCCSD on application procedures.
  • Courses with STAFF cannot be submitted as diversity. If submitted, Registrar enters it as a non-diversity course.
  • Once a faculty member is assigned, and the course is determined by the department chair to be an approved diversity course, the department chair must submit two Change of Course Status eForms adding the diversity section and canceling the non-diversity section.
    • If registration has already begun, the department chair should submit a Change of Course Status eForm adding the appropriate diversity course type to the existing course section.
  • Further information is available on the Diversity Course Requirement portion of the Office of Academic Affairs webpage: https://www.loyola.edu/department/academicaffairs/diversity.aspx 

Service-Learning

  • In the Dates, Restrictions, Comments column, indicate SL for service-learning.
  • Courses must be approved by the Service-Learning Office.

Catalogue Updates

  • Requisites are taken from the current catalogue associated with the submitted term.
  • Changes to courses or new courses for the 2024-25 academic year should be submitted via the Catalogue Course Update (CCU) eForm.
  • On the master schedule, in the Dates, Restrictions, Comments column, include "CCU submitted to Registrar."