Scheduling & Room Bookings

The Scheduling office provides support to academic departments in the development of the semester-based schedule of classes. 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 Schedule of Classes publication dates fluctuate by term, but are generally:

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

Winter 2027 - DCU Activity Dates:

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

Schedule of Classes 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 Schedule of Classes has been published until registration begins:

Once registration begins:

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 Fall 2026, emails will be sent in late April. 


When is the submission deadline?
For Fall 2026, instructors must submit the final exam request form by Friday, September 18. 


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:

• Exams are typically offered in the same format as course delivery; however, in-person exams are permitted for online courses. This must be noted in the schedule of classes and included in your course syllabus.  
  
  
• 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 & Internships and submit to the Office of the Registrar (scheduling@ufv.ca) at least one month before students are to pay a deposit or register.

See here for additional information regarding the planning of an outbound study tour or internship.

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 Schedule of Classes 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 scheduling production cycle.