Academic Scheduling: Finals How-To

A complete guide to setting up Final Exam schedules systematically

Below are the instructions to conduct the Final Exam schedules systematically twice a year (Fall term and Spring Term). Finals are not systematically scheduled for J-Term or Summer Terms. 

Tools Utilized

1. 25Pro: https://25live.collegenet.com/pro/stthomas#!/home/dash
2. Lynx (production): https://lynx.collegenet.com/stthomas/#/login
   1. Lynx (testing): https://lynx.collegenet.com/stthomast/#/login

 

Sending Email to Coordinators

1. Send the following emails to the Academic Scheduling distribution list from the Office of Academic Scheduling User
2. Include the following key Information:

• Finals need to be based on the faculty member’s current Instructional Method for each course.  
• INP courses will be scheduled in its current room.  If there is another plan, and you need assistance finding a different room, please email us 
• Finals will follow the currently posted Final Exam Schedule   
• Classrooms for finals week will be scheduled for the following modalities only: INP, BLEN, CoFlex, and HyFlex. 
  • Exceptions: Those subject areas that historically have not followed the Finals schedule ( ETLS, SEIS, some Math, DIV, and DFC – see below for more information) 
• Online Modalities: 
  • WWA: final exams should be asynchronous such that the exam will not overlap or conflict with any other final exam dates/times. 
  • WWD & WWF: final exams should be held during your scheduled synchronous time and follow the exam schedule 
  • WWW: see below for more information 

Additional Information & Action Items: 

• INP courses will be scheduled in your current room.  If there is another plan, and you need assistance finding a different room, please email us. 
• BLEN, CFXA, CFXW, HFX: All course sections will be combined and held during the designated timeslot, in a room suitable to hold the Max Enrollment. 
  • If we are unable to find a room to hold all combined sub-sections, we will reach out to you. 
  • If the faculty member does not want to combine all sections, please email us to assist in scheduling this.  
• WWW modality will be assumed the final will be held online 
  • If the faculty member would like to hold an in-person final, please email us to assist in scheduling this.  
• Subject areas ETLS/SEIS, some Math, DIV, and DFC:  Please email us your spreadsheets as you have done in the past by the due date, and please make sure to include: 
  • Modality of course, enrollments, room requests and any special notes 
  • Please adhere to the faculty member's current modality only 

Please let us know if you have any additional questions or need any assistance. 

 

Remove Final Classrooms Holds in 25Pro

1. Find the Internal Final Exam website with the dates: https://www.stthomas.edu/academics/calendars/index.html  
2. Log into 25Live Pro: https://25live.collegenet.com/pro/stthomas#!/home/dash 
3. More > System Settings > Blackout Management 
   ​​​​​
4. View Blackouts and search for Finals 202X40 SP, Finals 202X20 SP 
5. Find the one(s) you are looking for and edit. Update the dates to the next term, so if you are scheduling Spring Finals right now update the blackout dates to the upcoming Fall, then you will be set for the next round. You can reference the academic calendar website to see the next years finals, as they are almost always set out a year in advance. 

1. Update the name of the Blackout, and the dates, ensure you have the correct year.
2. The first day, even if it is “Study Monday” start the time at 12:00pm and for the last day of finals have a blackout time till 9:30pm. 
3. Finals takes priority over any other events during this week and you can ask anyone who has scheduled non-academic events to move the room. 

Set Up New Exam Schedule for Term

1. Navigate to Lynx so you can set up the exam schedule: https://lynx.collegenet.com/stthomas/#/logout 

2. Open up Lynx and go to More > Utilities > Exam Creation 

   Extract Sets Creation and Setup 

3. The tool allows you to build “Extract Sets” which means groupings of courses that meet the criteria you set and are assigned Exam Creation Rules – matching the specific times we set as a university. It is a slick automated method so we do not need to manually create them for each and every final. 
4. All of the extract sets ever made can be found in the portal as we can copy them over semester to semester, again automating the need to rebuild the same thing over and over again. All older extract sets are archived and can be found by clicking the check box in the lower right corner of the screen
5. Types of Extract Sets we focus on:
   1. In-Person courses – All In-person courses are provided an in-person final (INP) and represent 1 Extract Set each semester 
   2. Mixed Mode – All Mixed Mode courses that have at least 1 day of in-person a week are provided an in-person final and represent 1 Extract Set each semester 
   3. Math Common Finals – All general math courses are given Math Common final times to minimize the knowledge transfer of the same exam in all the math courses. They represent 1 extract set and the info is provided by the MATH department themselves. 
   4. Math Non-Common Finals – for non-general math courses that are also in-person or mixed mode we need to schedule rooms for them.  They represent 1 extract set. 
   5. (Optional extract set) For specialty cases or courses that now need a room, you can have a spare Extract Set available to do small bulk uploads. 
   6. (No extract set) Online courses, graduate courses, and minneapolis courses are responsible for their own final and are not utilized as an extraction set. 
6. Inactive any old Extract Sets: Any extract sets with a Green circle and check box represent active finals and that the gateway between Banner and 25Pro is open and active.   
   1. Click on the active final you want to inactivate and select EDIT. Then in the upper right side you will see an active sliding button. When you slide it to the left it because grey and turns off. ​​​​​
   2. Once it is Off then scroll down to the bottom and click SAVE, then Back button to get back to the list of Extract Sets. 
   3. Inactive all of the old extract sets next to ensure less confusion. 
7. Archive anything that is 1 year or older so that there are only one set of Fall and Spring extract sets, this helps limit confusion in scheduling too. 
   1. Select the extract set you want to archive.  
   2. Select More Actions and Archive 
8. With this clean-up in the previous step, you should now only have Fall and Spring extract sets. Find Last Years Extract Sets 
   1. If you are setting exams for Fall then look for “Fall” titles 
   2. If you are setting exams for Spring then look for “Spring” titles 
   3. We do not schedule finals for Summer or J-term. 

For In-Person Only Extract Set: this will be the largest import of the group  

1. Find the Fall or Spring In Person extraction set. Click More Actions > Copy : this will make a copy of this INP extraction set 
2. The new screen will appear, and the title will now say “Copy of ….Fall Finals – INP only – SP" 
3. Edit the Title and update the term you are scheduling for – Fall 202240 becomes Fall 202340 
4. Edit the small title underneath the large title too
   ​​​​​​
5. Update the Term Code box to the term you are scheduling for. 
    
   1. This limits the integration to only courses in that term. 
6. Activate this Extraction Set by sliding the green bar from Off to Active 
    
   1. Nothing will happen with you doing this so no need to wait till the end to activate it. 
7. Filter by Campus Code: Ensure Campus Code is equal to “Matching Any” and SP(St Paul) is selected 
8. Filter by Section Type: Next we want to ensure we are excluding any section types we do not want to create finals for, remembering we do not want to schedule any time of online courses, ensembles, music, proficiency, dissertation, labs, or study abroad courses). 
9. Filter by Part of Term: Over the years some departments have decided to do 7 week courses, and we were finding they would schedule finals for both the first  7 weeks of the semester and the last 7 weeks of the semester, when in fact the first 7 weeks of the semester final already happened. There was so much manual clean-up that we added this clause to ensure only those whos courses were still active at the end of the semester were imported.  
10. Filter by Subject Code: We do not schedule finals for Law School, School of Divinity, Graduate in Software, or ETLS. We also exclude MATH as we conduct specific extract sets for them. 
11. Filter to In-Person Type Only: Ensure we are limiting the course to modality INP(In Person) so the tool only imports those courses with modalities in banner as INP. 
12. This gets us to only those INP we should be scheduling finals for. 
13. Click Save! 
14. Click Back and you should now see your newly activated set at the bottom of the list. 

For Mixed Mode Only Extract Set: this will be the second-largest import of the group  

1. Find the Fall or Spring Mix Mode extraction set. Click More Actions > Copy : this will make a copy of this Mix Mode extraction set 
2. The new screen will appear, and the title will now say “Copy of ….Fall Finals – Mix Mode – SP" 
3. Edit the Title and update the term you are scheduling for – Fall 202240 becomes Fall 202340 
4. Edit the small title underneath the large title too
5. Update the Term Code box to the term you are scheduling for: 
   1. This limits the integration to only courses in that term. 
6. Activate this Extraction Set by sliding the green bar from Off to Active 
   1. Nothing will happen with you doing this so no need to wait till the end to activate it. 
7. Filter by Campus Code: Ensure Campus Code is equal to “Matching Any” and SP(St Paul) is selected 
8. Filter by Section Type: Next we want to ensure we are excluding any section types we do not want to create finals for, remembering we do not want to schedule any time of online courses, ensembles, music, proficiency, dissertation, labs, or study abroad courses) 
9. Filter by Part of Term: Over the years some departments have decided to do 7 week courses, and we were finding they would schedule finals for both the first  7 weeks of the semester and the last 7 weeks of the semester, when in fact the first 7 weeks of the semester final already happened. There was so much manual clean-up that we added this clause to ensure only those whose courses were still active at the end of the semester were imported. 
10. Filter by Subject Code: We do not schedule finals for Law School, School of Divinity, Graduate in Software, or ETLS. We also exclude MATH as we conduct specific extract sets for them. 
11. Filter to the Mixed Mode modalities we want – this includes: CFXW, CFXA, HFX, BLEN, WWD, WWF
    1. These are the opposite modalities from INP, so mutually exclusive to the first extraction set we made. 
    2. Yes HFX is also in the Section Type filter because the old method – Spring 2019 had it coded that way but as of Fall 2020 the instructional code should be populated, not section type.   
    3. This gets us to only those Mixed Modes we should be scheduling finals for. 
    4. Click Save! 
    5. Click Back and you should now see your newly activated set at the bottom of the list. 

For MATH Common Finals Extract Set:  

1. Find the Fall or Spring MATH – Common Finals extraction set. Click More Actions > Copy : this will make a copy of this MATH- Common Finals extraction set 
2. The new screen will appear, and the title will now say “Copy of ….Fall Finals – MATH –Common Finals" 
3. Edit the Title and update the term you are scheduling for – Fall 202240 becomes Fall 202340 
4. Edit the small title underneath the large title too 
5. Update the Term Code box to the term you are scheduling for 
    
   1. This limits the integration to only courses in that term. 
6.  Activate this Extraction Set by sliding the green bar from Off to Active 
    
   1. Nothing will happen with you doing this so no need to wait till the end to activate it. 
7. Filter Subject Code to MATH: 
    
8. The MATH Department should share a list of CRN’s and Sections for their Math Final. You will want to manually search for each of them to ensure we create a Finals Event in 25Pro. Don’t worry about the room, time or anything else at this point. We are just trying to filter down to the courses we want to import. 
9. Double check your work to ensure the number of courses provided by the department matches the number in your query. 
    
10. We do not need to add any other filters to this query as the CRN numbers give us the exact courses we want.  
11. Click Save 
12. Click Back and you should now see your newly activated set at the bottom of the list. 

For MATH Non-Common Finals Extract Set:  

1. Find the Common Math Finals extract set you just created and Click More Actions > Copy : this will make a copy of this MATH-Common Finals extraction set. As you already took the time to list out all of the math common finals in the previous step we can use the inverted of them for the non-common finals.  
2. The new screen will appear, and the title will now say “Copy of ….Fall Finals – MATH –Common Finals" 
3. Edit the Title and update the term you are scheduling for –Common Finals becomes “Non common Finals” 
4. Edit the small title underneath the large title too 
    
5. Ensure the term Code box to the term you are scheduling for 
    
   1. This limits the integration to only courses in that term. 
6. Activate this Extraction Set by sliding the green bar from Off to Active 
   1. Nothing will happen with you doing this so no need to wait till the end to activate it. 
7. Ensure Filter Subject Code to MATH: 
    
8. Since we are working to query the inverse of the Math Common Final, when you get to the Section ID filter, all you need to do is click the “Matching None” button about the courses. This will ensure we look for any math courses that are not common finals. 
    
9. Add Criteria: Campus Code = SP (St Paul) 
    
10. Add Criteria: Instruction Code. 
    1. We want to exclude (matching none) any of the online instructional codes – WWD, WWF, WWA, WWW 
        
11. Add Criteria: Section Type. 
    1. We want to exclude (matching none) of the Section types LAB, LAT, OLB, DIR, DIS, WOL, WOA, DRC, DRS, HFX 
12. Click Save 
13. Click Back and you should now see your newly activated set at the bottom of the list. 

All four of your extract sets have now been created and activated. You should see four green circles with check marks next to the new extract sets. Good job! 

Exam Creation Rules & Common Exam Groups Set Up

1. Next we need to set the Exam Creation Rules for the In-Person, Mixed Mode extract sets. The exam creation rules are mapping the course day and time to the exam day and time. Details about the conversion can be found on the exam schedule website we shared earlier. https://www.stthomas.edu/academics/calendars/2024-2025-final-exam/index.html  

For Exam Creation Rules for In-Person Only  

1.  Find the Finals – INP only – SP extract set you just made and click on it so it is highlighted in blue. 
2. Click on Exam Creation Rules 
3. The page should match the same title as your extraction set but be blank. This is because we have not created nor copied any rules from another set. 
    
4. As the Exam Finals conversions do not change from fall to fall we can copy from the previous fall or spring. So click back to get back to all of your extract sets. 
5. Find the previous Fall or Spring In Person Extraction Set, click on it to highlight it in blue 
6. Select the Exam Creation Rules button at the bottom. Now when you get to the page you will see all of the Exam Rules already set up. 
    
7. Scroll to the bottom and select “Copy Rules to Another Extract Set” and select the new term you are scheduling for. This will copy the rules from the old term to the new term and again save you so much time from re-entering the same information!  
    
8. Automatically the rules are now copied to your new Fall Finals – INP only – SP extract set. Notice how the title has changed but the Exam Dates are still the previous year. 
    
9. Next we need to update the Exam Dates to this current year. You cannot simply go in and change the Year on each one, but you MUST follow the Final Exam schedule you have been looking at this entire time https://www.stthomas.edu/academics/calendars/2023-2024-final-exam/index.html  
   1. The First date shown in the picture above is 12/15/2022, as the first day of Fall finals in 2022 was 12/15/2022 but for Fall finals 2023 the first day of finals is 12/18/2023, so we much update accordingly.  
   2. Update ALL dates of the rules and double check the start times still match. 
       
10. Double check your work that they are all in the correct day and year, this page does not have a save but saves everytime you make a change. Click Back. Then click back again to get back to your Extract Sets. 
11. Now when you select the Exam Creation Rules for your INP only – SP section you will see the new rules all set up. 

For Exam Creation Rules for Mixed Mode  

3.  Find the Finals – Mixed Mode– SP extract set you just made and click on it so it is highlighted in blue. 
4. Click on Exam Creation Rules 
5.  
6. The page should match the same title as your extraction set but be blank. This is because we have not created nor copied any rules from another set. 
7. As the Exam Finals conversions do not change from fall to fall we can copy from the previous fall or spring. So click back to get back to all of your extract sets. 
8. Find the previous Fall or Spring Mixed Mode Extraction Set, click on it to highlight it in blue  
9. Select the Exam Creation Rules button at the bottom. Now when you get to the page you will see all of the Exam Rules already set up. 
10.  
11. Scroll to the bottom and select “Copy Rules to Another Extract Set” and select the new term you are scheduling for. 
12.  
13. . This will copy the rules from the old term to the new term and again save you so much time from re-entering the same information! 
14. Automatically the rules are now copied to your new Fall Finals – Mixed Mode– SP extract set. Notice how the title has changed but the Exam Dates are still the previous year. 
15.  
16. Next we need to update the Exam Dates to this current year. You cannot simply go in and change the Year on each one, but you MUST follow the Final Exam schedule you have been looking at this entire time https://www.stthomas.edu/academics/calendars/2023-2024-final-exam/index.html  
    1. The First date shown in the picture above is 12/15/2022, as the first day of Fall finals in 2022 was 12/15/2022 but for Fall finals 2023 the first day of finals is 12/18/2023, so we much update accordingly.  
17. Update ALL dates of the rules and double check the start times still match. 
18. Double check your work that they are all in the correct day and year, this page does not have a save but saves everytime you make a change. Click Back. Then click back again to get back to your Extract Sets. 
19. Now when you select the Exam Creation Rules for your Mixed Mode – SP section you will see the new rules all set up. 

For Exam Creation Rules for MATH Common Finals 

1.  Find the Math Common Finals extract set you just made and click on it so it is highlighted in blue. 
2. Click on Exam Creation Rules
3. The page should match the same title as your extraction set but be blank. This is because we have not created nor copied any rules from another set.

3. As the Exam Finals conversions do not change from fall to fall we can copy from the previous fall or spring. So click back to get back to all of your extract sets. 
4. Find the previous Fall or Spring Mixed Mode Extraction Set, click on it to highlight it in blue
5. Select the Exam Creation Rules button at the bottom. Now when you get to the page you will see all of the Exam Rules already set up.
6. Scroll to the bottom and select “Copy Rules to Another Extract Set” and select the new term you are scheduling for.This will copy the rules from the old term to the new term and again save you so much time from re-entering the same information! 

7. Automatically the rules are now copied to your new Fall MATH Common Finals extract set. Notice how the title has changed but the Exam Date is still the previous year. There is only one Math Common Final time, and therefore only one rule, but the date still needs updating to the correct date this year.

8. Double check your work that the correct day and year are updated, this page does not have a save but saves every time you make a change. Click Back. Then click back again to get back to your Extract Sets. 
9. Now when you select the Exam Creation Rules for your MATH Common File section you will see the new rules all set up. 

 

For Exam Creation Rules for MATH NON-Common Finals 

1. Find the Math Non-Common Finals extract set you just made and click on it so it is highlighted in blue. 
2. Click on Exam Creation Rules
3. The page should match the same title as your extraction set but be blank. This is because we have not created nor copied any rules from another set.
4. As this extraction set is meant to grab any other MATH sections, not following the Math Common Final schedule, but will be following the Mixed Mode schedule we can simply copy the extraction set from the new Mixed Mode and save ourself more time. Select Back to get to the list of Extract Sets. 
5. Find the new Fall – Mixed Mode – SP you created, click on it to highlight in blue.
6. Select the Exam Creation Rules and you should see all of the rules you already updated with the correct dates and all.  
7. Scroll to the bottom and Copy Rules to Another Extract Set 
8. Select the new Math Non-Common extract set. This will copy the rules from the old term to the new term and again save you so much time from re-entering the same information! 

9. Automatically the rules are now copied to your new Fall MATH Non-Common Finals extract set and nothing else needs updating.

10. Double check your work that the correct day and year are updated, this page does not have a save but saves every time you make a change. Click Back. Then click back again to get back to your Extract Sets. 

11. Now when you select the Exam Creation Rules for your MATH Non-Common File section you will see the new rules all set up. 

Importing Classes into 25Pro

Now that we have our 4 Extract Sets and 4 Exam Creation rules all set up it is time to test out our work with the Review and Process section. 

In-Person Import, Mixed Mode Import, & Math Non-Common Finals Import 

1. Select any of the three new In-Person, Mixed Mode, or MATH – Non-Common Finals Extract Set so it is highlighted in Blue. 
2. Select Review and Process button
3. A new dropdown of the classes in your query will appear, these respresent all of the courses availabe in your selection criteria. 
4. Courses with Green "Yes" represent those that will get loaded, those with a Orange "No Exam" will not be loaded. 
5. Open up Banner, go to SSASECT and validate your work. Double check a few of the green courses to ensure that they in fact have a course that should be loaded, the same with the orange No Exam courses. Ensure they are courses that should not be loaded (non standard time, inactive course, only a 7 week course at beginning of semester, independent study, etc.)
6. In-Person imports will be the most straight forward.
7. Specifically For Mixed-Mode - Do not be alarmed if you see multiple examps for the same time when you go to upload. This is because of the ways we set up blended and flex courses, for example in SSASECT they have one row for VSP (virtual) Tuesday meeting and on another row have MOH 234 (in-person) on Thursday. Lynx recognizes them as two different exams, but in reality they are only one. When they load into 25Pro, they will only create one final exam in the room that it is assigned, so there is no harm. 
   1. In Fall 2022 - we tried to do lots of methods in addressing how to load the blended options and the best way was to be more inclusive as we teach above.
8. Review and fix any errors in not importing or those that you may have missed. 
9. Once satisfied then select the Import Exams to 25Live. This will start the process of pushing your selected courses and automatically making events in 25Pro. 
10. You will see a new page showing you the progress of your import and job.
11. Once the job completed, you will see the process details update to Complete. At the same time an automated email will come confirming the import and any errors or warnings we may need to worry about.  
12. Address the Errors right away, some may be conflicting rooms where you need to go into 25Live directly to address what the room conflict is.

Import Error Resolution

Once you have completed an import from Lynx to 25Live you may experience some Errors, you can Sort the list by Level to get all the Yellow Warning types at the beginning. Sample Errors and how to fix them include:

• Double Booked Room by Two Different Classes - typically for Blended Courses Error: EXAM ACCT 100 - Location "MCH 109" Available for 0/1 dates. Cannot assign location MCH 109 for any date. Location already assigned to "EXAM: MATH 113 01 20102 202420"

  • This means that the exam you were trying to import has another Final in the same room. Specifically for the example above the system is trying to import EXAM AACT 100 into MCH 109, but MATH 113 Exam is already in there. 
  • Open 25 Pro and log in using the Registrar log-in cridentials. 
  • Navigate to the Search Page
  • In the Dropdown look for EXAMS - Change Dates and toggle the search option to Advanced in the upper left side 
  • Save your Search in 25 Pro and now you can utilize it for all of your error work.
  • Navigate to the course that does not have a room, for this example ACCT 100 does not have a room but MATH 113 does have a room.
  • Next open up banner PROD and go to SSASECT, review both course CRN numbers directly in banner looking at the following:
    • Meeting Days
    • Meeting Times
    • Meeting Locations
    • Cross listed
    • Total Registered
  • For this example ACCT 100 is meeting in person on Tuesday at 9:55 in MCH 109 and online Thursdays at 9:55am. The MATH course is meeting online Tuesdays at 9:55am but in person on Thursdays at 9:55am in MCH 109. So we can see the same room is being used by two different classes and one of them needs to have a different final room.
    • Prioritize keeping the final with the most registered students in the original classroom, for this example, ACCT 100 has 16 students and MATH 113 has 22, so we want to keep MATH 113 in the same room.
    • Find a different room within 25 Pro for the EXAM: ACCT 100. Navigate to the ACCT 100 within 25 Pro. Edit the event and fine the new location.
    • Email the professor that their course has changed based on the template below:
      • Email Template:

Hello Professor [Insert Name]

We are writing you in regards to your Final Exam room for next Wednesday May 22^nd from 8:00am – 10:00am. As your blended class is utilizing the same in-person meeting room as a different blended course we will need to relocate your final exam down the hall to OEC 317.

We apologize for any inconvenience this may cause but full details are below:

• Course: SPAN 122 02 MMP
• Course CRN: 21181
• Exam Date: Wednesday May 22^nd, 2024
• Exam Time: 8:00am – 10:00am
• NEW Exam Location: OEC 317
  • Original course room: OEC 313

Thank you again and please let us know if you have any questions. Have a great finals week

Office of Academic Scheduling 

Office of Academic Scheduling OneStThomas Site

Email Office of Academic Scheduling

 

• Multiple Final Exam Events Created for Same Blended Course, but Virtual Room was Assigned not a Physical Room Error: [WARN] Cannot assign "JRC 246" for 2024-12-19 10:30:00. Location already assigned. 

  • All Blended Courses have two meeting locations and credits assigned, one is the physical location and the second is the VSP "online room". An example can be found below: 
  • When Lynx pushes in this course to 25 Pro two different exam events are created and unfortunately we are unaware of a way to exclude the VSP creating a second Exam instance in 25 Pro. The final dates and times should be exactly the same for both instances under the One event, one will have a physical room and one will be the Virtual VSP.
  • When you search for this 40310 course in 25 Pro you will see "All Segments", click on this.
  • A new pop up will appear and you will see both Final Exams and the assigned VSP 1 room in the upper right corner. This means that a physical room was not assigned and we need to assign one.
  • Select the Edit Event Button, back on the Event page, and per usual select the EXAM: ENGL option and "Edit Selected Events".
  • A new screen will appear with a dropdown, showing you all of the Exam instances under this one Exam Event (in-person and online VSP). There is no indicator from this page which is the in-person and which is online so start by picking the first one. 
    • Scroll down to the Location search, if you see the location VSP 1, this is the online instance, and no further action is needed on this page. 
    • Scroll down to the Location Search, if you see a physical room with the Green Reserve Box, then you are in the physical exam instance. Click the Green Reserve box to assign the physical room.  Then click Save
      • You should now see two assigned locations for the exams - one physical location and one VSP online location assigned to the Exam Event. This means you are done fixing this error.
    • Scroll down to the Location Search, if you see a physical room with a Conflict Detail and no green reserve box, then you are in the physical exam instance but now need to figure out what conflict is going on with the physical room. This especially happens for 9:55 TR courses. 
      • If you are unable to move the conflicting room, then you must find a new location for this Exam and email the professor.
        • Once a professor is emailed and 25 Pro reflects the new room + VSP 1 online room you are done fixing this error.
      • If you are able to move the conflicting room, make the adjustments and reserve the room needed.
        • You should now see two assigned locations for the exams - one physical location and one VSP online location assigned to the Exam Event. This means you are done fixing this error.
           

• Same Course Has Multiple Physical Exams, but Cannot Assign Room to Both: [WARN] Cannot assign "MCH 230" for 2024-12-18 10:30:00 EXAM:FINC 311 02 MMP 42699 202440. Location already assigned to EXAM: FINC 311 02 MMP 42699 202440.

  • This error is a dead giveaway because you can see the same course in the error twice. For this example CRN 42699, you can see it is trying to assign the same room twice to the same course. 
  • Your next step should be to look up this course directly in Banner SASSECT, under the Meeting Times and Instrcutor tab. For this example we can see 42699 has 3 total rows - 1 for online, but no VSP room assigned, a second for an in-person meeting on 11.13.24, and a third for one inperson meeting on 11.27.24. The two in-person meetings are in the same room at standard times, so two events were tried to be created. 
  • AS long as it is the exact same course trying to book in the same room at the same time, you can ignore this error.

• Non Exam Double Booked Room Error: EXAM ACCT 100 - Location "MCH 109" Available for 0/1 dates. Cannot assign location MCH 109 for any date. Location already assigned to (insert any event title that is not EXAM).

  • If someone somehow was able to book during the blackout dates for anything outside of an exam, and their event is blocking the exam from being scheduled. You have full right to email their event coordinator (found on the event details), remove their room, and re-assign it to the Final Exam event within 25 Pro.

• 25 Pro Department Not Found Error: Ignored unknown organization "STAT". Assigning location "MCH 231" for all 1 dates

  • Some new departments have not been updated by facilities in 25 Pro therefore a warning comes up, but as long as the location has been assigned you can move to the next warning with no action needed.

•  25 Pro Non-unique Email Error: Ignored contact "XXXX@STTHOMAS.EDU" - non-unique email address. Assigning location "55S 207" for all 1 dates

  • If there are multiple instructors on a course it will sometimes throw an error. As long as the location has been assigned you can move to the next warning with no action needed.

Math Common Finals Import 

1. Select your new MATH – Common Finals Extract Set so it is highlighted in Blue. 
2. Select Review and Process button
3. A new dropdown of the classes in your query will appear. As we hand picked the CRNs we wanted for Math Common Finals we should see all with a green Yes in the Import Column.

4. Double check the number of Matching Items at the bottom of the page to ensure it matches the total number of CRNs you entered.

5. Review and fix any errors in not importing or those that you may have missed. 
6. Once satisfied then select the Import Exams to 25Live. This will start the process of pushing your selected courses and automatically making events in 25Pro. 
7. You will see a new page showing you the progress of your import and job.

8. Once the job completed, you will see the process details update to Complete. At the same time an automated email will come confirming the import and any errors or warnings we may need to worry about.  

9. Because the Math Common finals combine rooms at the same time  we will always see warning errors in the import. That is ok because the goal of this step is to create the event in 25Pro automatically and then we can make the appropriate updates after! If you select Show Details in the chunks you will see an output of each course we uploaded, the good and the warnings!  
10. The tool shows great detail of the warning so  you can address it right away, which we do in the next steps. 

11. Open 25 Pro and sign in under the Registrar Account.

12. Navigate to the Search Page and under saved Searches - go to  "XAMS - (change dates)" it should be stared as a favorite. 

    
13. Toggle the bar in the upper left corner from Quick Search to Advanced, revealing the query drop down below
14. Update the Occurence Dates to reflect the week of Finals you are currently working on. This updates the EXAMS - (change dates) search to the current term and you can review all of the courses you just imported into 25 Pro from Lynx.
15. Save your updated search to use throughout your scheduling. 
16. For Math Common Finals you can select the Add Criterion button, select Keyword and type in EXAM: MATH. This will limit your search to all of the Math Finals. 
17. The Math department will email you their desired Math Common Final schedule with rooms included. The rooms they list on the spreadsheet will not necessarily be the same room they have been using all year, meaning the Math Common Final import section you just did imported them to the room they have used all semester and need manual updating. 
18. Some of the Math sections will be combined into one final, and the math department works out all of the headcount and the room so you do not have to worry about it! An example of what the Math department sends us is below. You can see that two sections are assigned to one room, which fits the combined headcount. 
19. 25 Pro does not allow you to select the same room for two different sections, even if the headcount of both sections fits within the desired room. Therefore, some of the Math Common Final Exams in 25 Pro will NOT have a room associated with them, and that is ok.
20. Within 25 Pro, find the first Math section from the spreadsheet using the CRN and open it, for this example 40651. Because 40651 was held in BEC 110 all semester, Lynx auto assigned them the same room for the Final. 
21. Based on the spreadsheet from the Math department (see step 18) they want this final in MHC 201, therefore we need to go into the event and update the location.
22. Within 25 Pro you want to Edit the Event. 
23. Select the EXAM: MATH box option, as you will see the EXAM and the Course itself. 
24. Then select Edit Selected Events. A new screen will appear for the EXAM event that you are editing. Scroll down until you find the Event Location, where for this example, we see BEC 110 is assigned. 
25. Click the red Remove button within the BEC 110 box, this will remove the assigned room from the event.
26. Next, click the X in the right Associated Location box, this allows you to search for a new room. 
27. Type in the new desired room from the Math Common spreadsheet into the search bar, this example was MHC 201. The room will appear below with a green Reserve box, click the green box to assign this room to the event.
    1. Sometimes the room you need to assign will already have a different MATH final in it, again this is due to Lynx auto assigning the room the course has been in all semester. Therefore you need to go into the Exam event that is "blocking" the room, like MATH 113 in the image below, and remove that room.
    2. Then come back into your original Exam event, click the Blue Search box again and now the green Reserve button should become live! 
28. Click the blue SAVE button in the lower right corner to save your work. 
29. You should now see the event main page and the new room assigned. 
30. Add the 25 Pro confirmation number to the Math Common Final spreadsheet in the 25Live Assignment column.
31. Select the Go To Search button in upper right corner to go back to your search as we need to look for the other course.
32. Find your second Math final that is supposed to happen in the same room we just scheduled, for this example we need 41217.
33. Open the event and if no room is assigned to it, there is no further edits needed to this event. We want the additional Exams within this same block to have a blank room as to not take up another room that is not needed. 
34. Copy the Confirmation number and add it to the Math Common final spreadsheet 
35. If the second even DOES have a room associated with it, you need to edit the Exam event and remove the room.
36. Repeat these same steps throughout the entire Math Common Final spreadsheet until every CRN has a 25Live Assignment confirmation number.
37. Email the finalized spreadsheet back to the Math Department to confirm your work.

25Live Review for FINAL EXAMS

1. In 25Live, select EXAMS - (change dates), from the Save Searches options
2. Once run, click on Export Results
3. Save your file as a .xlsx
4. Begin your review:
   • Sort data by Locations and filter for Blanks
     • Review and address any missing Exam assignments
   • Sort data by Start Date, then Initial Start Time, then Location to see if any double bookings exist
   • Have your designated reviewer then confirm there are no errors

Once complete, post to Registration and Records in TEAMS that final scheduling is complete for the current term, ask for them to review, and contact Academic Scheduling as needed for updates.

Related Articles 

Link the following text to their respective articles if applicable. Otherwise delete this section. 

• View Service Overview article
• View Frequently Asked Questions
• Go to Service Catalog entry