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Academic Scheduling and Events

For information on Event Scheduling for the Fall and Spring Semesters please see the NMSU Ready website and under the “Events and Gathering” section. Our office will be following the guidelines that are provided on this website when it comes to scheduling and/or not scheduling Events in Academic Space. Also if we are notified of any events that are not following the appropriate face-covering protocol we will be following the steps as mentioned in the protocol document for reporting the issue.

For Departments that are needing to request an “Event” for their Hybrid section to have face-to-face exams, please include the CRN for the course in the title of the event form. Also please include which building/room you need to have the exam in (specifically a C19 room) so that we can properly assign the room. If you do not have a preference please note that in the “additional comments” section of the form. Providing this information to us helps ensure we are able to process the request in a timely manner.

The purpose of this event schedule form is to request the use of centrally scheduled academic space for faculty, staff, and student co-curricular and business-related events. There are two Main Campus forms within the system:

  1. Main Campus – Faculty/Staff Form: Used by faculty and staff to request using academic space for an event.
  2. Main Campus – Student Organization Form: Used by chartered student organizations to request using academic space for an event.

For the Student Organization form, only chartered organizations may request an event with the form. For a list of current chartered Student Organizations please visit the Campus Activities website. The point of contact for the organization/event must be a student who is currently enrolled at NMSU.

Download our End-User Manual for step-by-step instructions, with screenshots here.

How to Submit an Event Request?

  1. Go to https://www.aaiscloud.com/NMStateU/ (no login needed)
  2. Click on the “Events” Tab
  3. Under the Events tab, select the “Request Event” option (a window will open with a drop-down box to select the appropriate form).
  4. Choose either the Main Campus – FACULTY/STAFF Event Request Form or the Main Campus – STUDENT ORGANIZATIONS Event Request Form
  5. Complete all the required fields and provide any information that you believe will assist in Academic Scheduling in processing your request.
    1. Include (MA) before your event title, to identify your campus affiliation.
    2. Events requests should be requested at least two business days before the date of the event.
    3. ACADEMIC COURSES TAKE PRIORITY IN ACADEMIC SPACES. If a class is located in the requested room the requestor(s) will need to identify another room. Room availability can be viewed in Ad Astra, under the “Calendar” tab with the “Scheduling Grids” tool (see the End-User Manual for assistance).
  6. Once the form is completed, hit “Submit.” You will receive an automatic response on the Ad Astra website and to the email address provided on the form. The email will provide the Reservation Number in the subject line and a PDF summarizing the request for future reference.

 

 

 

On the rare occasion a room reservation is needed in less than two days please send an email to acasched@nmsu.edu with the following information:

  1. Name of the Event
  2. Date/Time of the Event
  3. Location of the Event (requested, depending on availability)
  4. Justification for Utilizing the Non-Standard Request Process

*Please keep in mind that the Student Records staff will do their best to accommodate these types of requests, but cannot guarantee processing on short notice requests.

Processing of Event Requests:

Room requests are processed in the order they are received. The Student Records staff strive to process these requests within 3-5 business days so do not submit duplicate requests for the same event as this may cause confusion during the processing. If you need to follow-up on the original request, forward the original email with the Reservation Number in the subject line. 

During processing, Academic Scheduling may request additional information from the requestor. The requestor will receive an email from adastra@nmsu.edu with a PDF attachment explaining what additional information is needed. The requestor can reply directly to that email address with the information asked for.

The requestor will receive an “Approved” email with an event summary.

How do I Change an Existing Event?

When making changes to an existing event reservation, send an email to acasched@nmsu.edu. The following information will need to be including in an email:

  1. The Reservation Number: from the subject line of the Event Summary email provided at the time the event was scheduled.
  2. The changes that are being requested, this can include the date, time, and location changes. However, date and time changes may cause a change in the location of the event due to room availabilities.

The requestor will be notified, by email, when the changes have been made with a revised Event Summary depicting these changes.

How do I Cancel an Event?

When canceling an event reservation, send an email to acasched@nmsu.edu. The following information will need to be including in an email:

  1. The Reservation Number: from the subject line of the Event Summary email provided at the time the event was scheduled..
  2. A statement saying you would like to cancel this event.

The requestor will be notified once the event has been canceled in Ad Astra.

We have moved to the new CourseLeaf CLSS Section Scheduling system for all modifications to the Spring 2021 semester and for building both the Summer and Fall 2021 schedules. Departmental/Campus users have signed up for their training time and access and will be able to begin working in the system during the training on November 2nd/5th. 

CourseLeaf CLSS System

Links and Tips:

 

  1. Instructor Not Found: If you type in the ID or name of an instructor and they are not displaying please email your campus administrator to have them add the instructor. They will need the Banner ID and name of the instructor to process this information.
  2. Canceling a section: When canceling a section make sure that the coding below matches your request for it to save: (*Note- if there is enrollment on a section you cannot cancel, you have to change the enrollment cap to 0 and remove the room)
    Field of Form Selection
    Status Canceled
    Session None Assigned
    Schedule Does Not Meet
    Room No Room Assigned
    Instructor TBA
  3. Multiple Section Crosslisting: When crosslisting multiple sections you will need to designate a primary section that will control the days/times, room and instructor. Once you have that determined you will navigate to your non-primary sections and add the primary course with the “Crosslist with” function. See the Training Video for more assistance on how to use the “Crosslist with” function.
  4. Schedule Type Changes During Registration: Banner doesn’t allow changes to existing sections for schedule type once students are enrolled so a new section has to be created to accommodate the schedule type change. You also want to be careful of changing schedule types during registration as this could have negative impacts on student schedule.
    1. Also changing from a face-to-face schedule type to an online one will have impact on course fees for students.
  5. Meeting Pattern Changes During Registration: Per ARP 12.71, no changes to days/times can occur once registration has started. If there is a critical need for the change a new section must be made, however, changing days/times (meeting patterns) can have negative impact on students who are building their schedules for that term.
  6. Student Choice Grade Mode – Student choice has always been how we schedule sections, for banner, this means “blank” on the grading mode, so it defaults to what the course has itself. All courses are built with traditional, S/U grading, and audit grade modes at the course level unless a CIM submission states otherwise. This allows students who get approval for S/U or audit to be able to do so for those sections. If a section is restricted to only traditional grading in CLSS a student, even with approval, to take the course as an audit or for S/U grading will be unable to do so. No one, even the student records office would be able to override the student registration until the section is changed back to “Student Choice.”

Section Numbering Policies by Campus

There are some items with some complexity in CLSS that are broken down below. Each campus has its own section number policy with specific information that must be included in the form in CLSS for the submission to occur. All rules within the CLSS system are following the ARP 12.71 Policy.

Note: Do to Covid-19 and an increased number of Online sections, we will be having the section numbering rule in CLSS stay as a “warning”, please make sure to still have the appropriate numbers based on the section coding. However, we do know they are some instances when departments have 30+ sections of one course all in Online formats, we have adjusted the section numbering for the Main campus below to accommodate these sections.

Main Campus

Section Number Form Data to Include
M01-M19 Part of Term: Full term
Schedule Type: any type, excluding online with synchronous meeting or online with no synchronous meetings
M20-M29/M50-M59 Part of Term: First 8 Weeks (Fall/Spring semester)
Part of Term: First 5 Weeks (Summer semester)
Schedule Type: any type, excluding online with synchronous meeting or online with no synchronous meetings
M30-M39/M60-M69 Part of Term: Second 8 Weeks (Fall/Spring semester)
Part of Term: Second 5 Weeks (Summer semester)
Schedule Type: any type, excluding online with synchronous meeting or online with no synchronous meetings
M40-M49 Open at the moment for future overflow
M70-M79/M90-95

Schedule Type: Online no Synchronous Meetings
Instructional Method: Online
Building/Room: MAONWB WEB

M80-M89/M96-M99

Schedule Type: Online with Synchronous Meetings
Instructional Method: Online
Building/Room: MAONWB WEB

M1A-Z/M2A-Z* Schedule Type: Lab
Credit Hours: 0
*A-Z alphabetically with each lab section when there are multiples
W01-W19 Schedule Type: Workshop

Alamogordo Campus

Section Number Form Data to Include
A01-A19 Part of Term: Full Term
A20-A26 Part of Term: Full Term
Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
A27-A29 Part of Term: Full Term
Schedule Type: Online with In Person Meetings
A30-A39 Schedule Type: Independent Meeting
A40-A49 Part of Term: First 8 Weeks (Fall/Spring semester)
Part of Term: First 5 Weeks (Summer semester)
A50-A56 Part of Term: First 8 Weeks (Fall/Spring semester)
Part of Term: First 5 Weeks (Summer semester)
Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
A57-A59 Part of Term: First 8 Weeks (Fall/Spring semester)
Part of Term: First 5 Weeks (Summer semester)
Schedule Type: Online with In Person Meetings
A60-A69 Part of Term: Second 8 Weeks (Fall/Spring semester)
Part of Term: Second 5 Weeks (Summer semester)
A70-A76 Part of Term: Second 8 Weeks (Fall/Spring semester)
Part of Term: Second 5 Weeks (Summer semester)
Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
A77-A79 Part of Term: Second 8 Weeks (Fall/Spring semester)
Part of Term: Second 5 Weeks (Summer semester)
Schedule Type: Online with In Person Meetings
A80-A89 Part of Term: Short Course (any semester)
A90-A96 Part of Term: Short Course (any semester)
Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
A97-A99 Part of Term: Short Course (any semester)
Schedule Type: Online with In Person Meetings
A9A-Z* Credit Hours: 0
Link: has a linked course
*A-Z alphabetically with each section when there are multiples

Carlsbad Campus

Section Number Form Data to Include
C01-C09 Part of Term: Full Term
Session: Morning or Afternoon
Meeting Pattern: Should have times either between 7:00am -11:59am or 12:00pm-4:59(16:59)pm.
C10-C19 Part of Term: Full Term
Session: Evening
Meeting Pattern: Should have times between 5:00(17:00)pm-10:00(22:00)pm.
C20-C29 Instructional Method: High School Students Only
C30-C35 Part of Term: Full Term
Schedule Type: Practicum
Session: Evening
Meeting Pattern: Should have times between 5:00(17:00)pm-10:00(22:00)pm.
C36-C39 Part of Term: Full Term
Schedule Type: Practicum
Session: Morning or Afternoon
Meeting Pattern: Should have times either between 7:00am -11:59am or 12:00pm-4:59(16:59)pm.
C40-C45 Part of Term: Full Term
Session: Weekend
Meeting Pattern: Should have days for Saturday and/or Sunday
C46-C49 Tutoring Classes/TEAM Center – currently the tutoring processes are undergoing large changes and there are no information for form data at this point.
C50-C59

Part of Term: First 8 Weeks (Fall/Spring semester)
Part of Term: First 5 Weeks (Summer semester)
Part of Term: Second 8 Weeks (Fall/Spring semester)
Part of Term: Second 5 Weeks (Summer semester)
Part of Term: Summer 8 Week (Summer semester)
Part of Term: Short Course (any semester)

C60-C65 Schedule Type: Independent Meeting
C66-C69 Schedule Type: CO-OP
C70-C79 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
C80-C89 Schedule Type: Online with In Person Meetings
C90-C95 Building/Room: CAMA 200
C96-C99 Schedule Type: Other

Dona Ana Campus

Section Number Form Data to Include
D01-D49 Any non-High School section regardless of part of term or schedule type
D50-D54 Instructional Method: High School Students Only
Building/Room: S-HHS (Hatch)
D55-D59 Instructional Method: High School Students Only
Building/Room: S-DHS (Deming)
D60-D64 Instructional Method: High School Students Only
Building/Room: S-LCHS (Las Cruces)
D65-D69 Instructional Method: High School Students Only
Building/Room: S-HSHS (Hot Springs – TorC)
D70-D79 Instructional Method: High School Students Only
Building/Room: AEC1 (Arrowhead); AEC2 (Arrowhead); or S-GEC (Gadsden Early College)
D80-D89 Building/Room: DAGC(Gadsden Center) or DASP (Sunland Park Center)

Grants Campus

Section Number Form Data to Include
G01-G19 Any section that doesn’t fall into the other three section numbers rules
G20-G29 Building/Room: S-GROC (Grants Off Campus)
G40-G49 Instructional Method: High School Students Only
G70-G89 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings

NMSU-Online Campus

Section Number Form Data to Include
U01-U09 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UALWB WEB
U10-U19 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UCAWB WEB
U20-U29 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UDAWB WEB
U30-U39 Schedule Type: Either Online no Synchronous Meetings or Online with Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UGRWB WEB
U70-U79/U90-U95 Schedule Type: Online no Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UMAWB WEB
U80-U89/U96-U99 Schedule Type: Online no Synchronous Meetings
Instructional Method: (None Assigned)
Building/Room: UMAWB WEB

Session Time Breakdown

Session Type Time Breakdown
Morning 7:00am – 11:59am
Afternoon 12:00pm – 4:59pm (16:59pm)
Evening 5:00pm (17:00pm) – 10:00pm (22:00pm)
Weekend Saturdays and/or Sundays
None-Assigned Doesn’t have a Day/Time for meeting patterns

The Academic Schedule Modification Request Form

The Academic Schedule Modification Request Form will only be available for Fall 2020 changes until the end of the semester, after which The University Student Records office will be removing the form from the website.

 

Section Schedule Deadlines

The Section Schedule deadlines for Spring 2021, Summer 2021, and Fall 2021 terms can be found below or within this PDF file.