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Academic Scheduling and Events

 

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 Crimson Connection. 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 (see the Help Guide for steps to do this).
  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.

CourseLeaf CLSS System

The CLSS Section Scheduling system utilizes phases for submissions. Each phase has specific rules that are enforced (CLSS Rules Breakdown by Phase ), a breakdown of what each phase means in terms of deadlines is below.

  • Plan Phase – where departments create their entire schedule for this unit (like the old proof process), they can update existing sections, add sections and delete sections as needed. Then when ready they submit the whole scheduling unit for approval. To trigger the workflow for approval, use the validation tool and correct all necessary errors. *NOTE: Teal Room (HJLC 228) room requests should not be made in this phase as they need specialized approval.
  • Room Assignment Phase – the CLSS system is locked at that point to any changes. This allows the Student Records Office to assign all rooms without it being a moving target. Any General Assignment room will be given a room based on the capacity and attributes requested and any room conflicts will be resolved.
  • Publish Phase – The CLSS system is open again and the schedule is live. Rules are in place that may make the updating process a bit more complicated depending on the changes being made. Schedule types, crosslisting, etc. on published data is a more complicated update in banner, it requires deleting information, making the update, and then re-adding the information. Changes in this phase (and any following it) are made on a section-by-section basis. To trigger the workflow for approval, use the save section button.
  • Registration Phases- the schedule is live and any item that doesn’t require a workflow will automatically display in the published schedule unless there was a data issue that the SRO must resolve. Rules are in place that may make the updating process a bit more complicated depending on the changes being made and especially if enrollment exists on the section. To trigger the workflow for approval, use the save section button.
  • Post-Registration Phase – all schedule types of existing published sections will be solidified by this phase, which begins 30 days out from the start of that term. For those who have extenuating circumstances and need a change after/during this phase, “internal comments” will need to be used to clearly state that the new section is replacing the old one (to include Course prefix/number/section number and CRN). To trigger the workflow for approval, use the save section button.
  • Archive – at the end of the term the schedule is archived. It will be visible in CLSS and section data can be duplicated into an active term using the “Framer” tool but no updates to the archived term can occur.

Links:

System Tips:

  1. Updating Schedule Type and Part of Term in PLAN PHASE: Remove the meeting pattern and instructor data, then save the schedule type and/or part of term changes. Submit your unit’s validation of the schedule. Once processed, you can go in and update the meeting pattern and instructor. Banner does not let updates occur to schedule type and/or part of terms with instructor and meeting pattern data unfortunately.
  2. 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.
  3. Canceling a section: When canceling a section make sure that the coding below matches your request for it to save: (*Note- you do not have to change the cap on sections to cancel unless the cap is already at 0, the rules will not allow “No Room Assigned” with a 0 cap so make the cap at minimum 1)
    IF YOU NEED TO CANCEL A SECTION THAT IS CROSSLISTED ON THE SCHEDULE, YOU WILL NEED REMOVE THE CROSSLISTING FIRST, THEN CANCEL THE SECTION ITSELF.

    Field of Form Selection
    Status Canceled
    Session None Assigned
    Schedule Does Not Meet
    Room No Room Assigned
    Instructor TBA
  4. 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.
  5. 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.
    2. Steps to submit schedule type changes:
      1. Cap the old section to 0, so no new students enroll.
      2. Create the new section with the correct schedule type (and matching meeting type). 
      3. The department will move the students into the new section.
      4. When all students have been moved, the department can officially cancel the old section (if it’s crosslisted make sure to remove that first). 
  6. 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.
  7. 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.”
  8. Requesting the TEAL Room (HJLC 228):  This room can only be scheduled for approved instructors. Departments can request the room in CLSS during the Publish, Registration and Post-Registration phases, and the approval will be routed to the Academic Technology department.
    1. If the instructor is approved the use the room then it will be assigned, if not approved then the Academic Scheduling department will assign another option based on enrollment/room capacity.
    2. If the instructor is not approved, Learning Technology will reach out to the requestor of the CLSS change for more information, and will ask the faculty to complete the new form on their website: https://dl.nmsu.edu/teal-classroom/ for their records.
  9. Final Exams: 
    1. Any section that has a standard-timeblock should select the”Standard Timeblock” option, they will then have the exam added to banner (display on the published schedule) for the day/time that corresponds to the final exam schedule. These sections will also be in the room that is already scheduled for the section as long as there are no conflicts.
    2. For the Non-Standard Final Exam Timeblock –  departments will need to select this field and the scheduling department will work to assign the day/time that corresponds closely with the sections schedule meeting pattern. They will also try to keep the room as scheduled but if it is unavailable due to a standard timeblock section having the room, the non-standard section will be moved to a new room. The exams will be added to banner (display on the published schedule).
    3. Courses that are a part of the Departmental Exam schedule will have the Departmental Exam option added for them and the exam will be added to banner (display on the published schedule) for the day/time that corresponds to the final exam schedule. The Scheduling Department will work with the departments to determine a room for this exam.
    4. All Labs section will automatically not have exams scheduled and should have the”No Exam: Lab Section” assigned to the Final Exam Field. If the department wants to schedule a Lab exam they will need to select ” Schedule a Lab Final Exam” as the option, and the exam will be scheduled in the same fashion as non-standard timeblocks.
    5. If the section is scheduled as WB (Online with no Synchronous Mtgs) or ONL (Online with Synchronous Mtgs) the final exam MUST be held online as advertised to students. These exams will not be added to banner (display on the published schedule) and are the responsibility of the instructor to communicate the information to students.
    6. For sections that do not need a physical space for an exam during finals week,as they will have another final option for students, like presentations, papers, etc., use the “No Room Needed: Final Online” option for the final exam field.
    7. For sections that are needing to differ drastically from their scheduled meeting pattern (i.e., the exam is in the morning and the section meets in the afternoon) departments should use the “Request a different room from the section scheduled one” and will complete an Event Request Form for the exam meeting.
  10. Room Assignments: In person sections without days/times and/or a maximum enrollment cannot be scheduled in a physical space and will be assigned MANCR NCR as the room. If the department needs to have a physical space for the section, days/times and/or a capacity will need to be added.

Schedule Type Breakdown

  • Online with no Synchronous Meetings (WB): 100% online asynchronous, i.e., Canvas only (Online no Synchronous Mtgs); Online Course Delivery fee applies
    •  There are no scheduled class meetings of any kind. Students complete work independently, on their own schedule, any time of day. Students are given deadlines by which they need to login and complete assignments 
  • Online with Synchronous Meetings (ONL): 100% online w/synchronous meetings, e.g., Zoom (Online with Synchronous Mtgs); Online Course Delivery fee applies
    • Classes occur on set schedules through remote delivery. Students and instructors are online at the same time, and lectures, discussions, and presentations take place at specific hours. All students must be online at that time in order to participate in the class
  • Online with In Person Mtgs (HY): Online with Req In-Person Mtgs (mix of online of either type, plus required in-person meetings); Online Course Delivery fee applies
    • Content delivery incorporates more than one modality, e.g., in-person and remote synchronous or asynchronous delivery. In-Person attendance is limited and may include alternating in-person and online synchronous or asynchronous attendance; may also provide recordings of lectures or experiential components for later reference to supplement concurrent transmission of lectures or experiential components. All students participate in all delivery modalities
  • Classroom/Lecture (CL): is 100% in-person, and must have days/times listed on the schedule.
  • Lab (LB): is an in-person lab
  • Independent Meeting (IND): is an independent meeting, usually a smaller class with no set days/times
  • Practicum/Clinical (PC): is a Practicum/Clinical based course
  • Thesis/Dissertation (TD): can only be used for Thesis and Dissertation courses

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

Section Schedule Deadlines

All Curriculum based deadlines will be available on the Curriculum Deadlines Calendar