Scheduling & Room Bookings

The Scheduling office provides support to academic departments in the development of the semester-based timetable. Data is input into the DCU (data collection utility) by Department Coordinators for each term. The Scheduling office then creates sections and assigns rooms based on requests from the academic departments, following academic course scheduling and room assignment guidelines. 

Production Timelines

DCU data entry periods and Timetable publication dates fluctuate by term, but are generally:

	Fall	Winter	Summer
DCU Opens	early March	late August	early December
Timetable Published	May 15	October 31	February 28

Note: Dates are for planning purposes only and are subject to change.

Fall 2026 - DCU Activity Dates:

DCU Opens	March 2, 2026
DCU Closes	April 7, 2026
Banner (CRN) Report Distribution	April 17, 2026
Course Changes Due	April 24, 2026
Timetable Publication	May 15, 2026

 

Timetable change requests are sent to Scheduling by Department Coordinators. When submitting requests for adjustments, the following information must be provided in an email to Scheduling@ufv.ca:

• Subject & Course Number
• Section ID
• CRN
• Detailed information regarding the change(s) required
• Indication of approval

Before submitting your request, review the timelines below to determine the level of approval required.

Once the timetable has been published until registration begins:

Action	Who may initiate
Adding a section	Dept Coordinator (DC)
Cancelling a section	Dept. Coordinator w/ Dept. Head approval
Changing the instructor	Dept Coordinator
Changing of time, day, or capacity	Dept. Coordinator w/ Dept. Head approval
Changing instructional method	Dept. Coordinator w/ Dept. Head approval
Changing reserved seats	Dept. Coordinator w/ Dept. Head approval
Changing the room	Instructor

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Once registration begins:

Action	Who may initiate
Adding a section	Dept. Coordinator
Cancelling a section	Dept. Coordinator w/ Dept. Head approval  (Dean's Office approval required if less than 10   business days prior to term start)
Changing the instructor	Dept. Coordinator
Changing reserved seats	Not permitted
Changing the section time or day	Dept. Coordinator w/ Dean's Office approval
Changing instructional method	Dept. Coordinator w/ Dean's Office approval
Changing the room	Instructor
Class max	Dept. Coordinator w/ Dept. Head approval

 

How do I schedule an exam for the courses I am teaching?
Scheduling will send an email to all instructors prior to the start of term with a link to the Final Exam Request form. For Summer 2026, emails will be sent in late April. 


When is the submission deadline?
For Summer 2026 (all terms), instructors must submit the final exam request form by Friday, May 15. 


How do I know my submission was received?
You will receive an automated confirmation email listing the exams you requested. This email confirms your submission was successful.

If you do not receive a confirmation email your submission was not completed and must be redone. 

When are final exams scheduled during the exam period?

Exams may be scheduled during the following times:

Monday to Friday:

• 09:00-12:00
• 14:00-17:00
• 19:00-22:00

Saturday:

• 0900-12:00
• 14:00-17:00

Sunday: 

• No exams scheduled
  
  

Can I request an exam to be scheduled outside of the periods listed above?
No. Synchronous final exams will only be scheduled during the time blocks listed above. 

When will the exam schedule be finalized?
The final exam schedule will be released approximately four weeks after the start of classes. 

I am a new instructor and didn't receive the scheduling email. What should I do?
The Final Exam Request Form is also available on myUFV, under Faculty Forms in Faculty Services. 

Important Notes for Online Courses:

• Requiring in-person exams for online courses should be avoided where possible as it may make it difficult for a student to attend. 
  
  
• Instructors who schedule an in-person exam for an otherwise online course are required to accommodate students who are unable to attend in person. 
  
  
• If you require assistance preparing your exams for remote learning, please contact askTLC@ufv.ca.
  
  

REMINDER: As per Senate-approved guidelines, both students and instructors must remain available for the full exam period until the final exam schedule is published.

Complete the Scheduling Request form for Study Tours and submit to the Office of the Registrar (scheduling@ufv.ca) at least one month before students are to pay a deposit or register.

Additional information regarding the planning of an outbound study tour can be found here. 

Submit the Prior Learning Assessment or Challenge Request form to the Prior Learning Assessment and Recognition (PLAR) office for review. Once approved, the form will be forwarded to the Office of the Registrar for CRN creation. 

For additional information or inquiries please visit the Prior Learning Assessment and
Recognition webpage at www.ufv.ca/plar/ or contact the PLAR office at plar@ufv.ca 

Faculty wishing to change their assigned classroom(s) can submit their request to scheduling@ufv.ca, including the course subject, course number and CRN. If an adjustment is made the timetable will be updated, however it is the responsibility of the instructor to notify students of the change in location. 

Classroom availability can be reviewed any time through the UFV Room Bookings portal. 

Note: Scheduling’s ability to assign an alternate depends on our current stage in the timetable production cycle.