Final exam request system

Staff members in each department chair’s (or dean’s) office are required to accurately report whether or not an exam will be given for each class; all other information is optional.

Summer 2014 

The following final exam room schedule documents are subject to change and are for UT Austin staff and faculty use only.

All Second-term and Whole-session Exams Scheduled (Master uniques) GPC Schedule (Second-term and Whole-session Exam Days only)


When will the system be open for exam requests?

Departmental contacts can request exams beginning the thirteenth class day in long session terms (fifth class day in summer terms) and closes ten business days later(five business days in summer terms). 

Notes, guidelines, and helpful hints for chair and dean's staff


Travel dates

See the index of exam times here. Faculty and students should not make travel arrangements until after the last scheduled final exam period. 

Institutional rules

Most rules pertaining to final exams have been summarized on our final exam policies page.

  • Report whether or not each class will administer a final exam.
  • If not 100% certain as to whether a class will have an exam, report 'No' exam.
  • If able to schedule a non-general purpose classroom for the exam, please do so by entering the room number when reporting exams.

Students may obtain a personalized list of all of their final exams on one page. The general public may look up any exam by the class unique number.

Final exam and no-class day scheduling in GPCs

Below are reminders of what is allowed in a general-purpose classroom (GPC) on official university final exam and no-class days:

No-class days

The only class-related activity allowed in GPCs on no-class days preceding final exam dates are office hours. General purpose classrooms will not be scheduled for quizzes, exams, or paper turn-ins.

Final Exam days

Final exams and any preparation or set-up regarding an exam have priority in GPCs. Special reservation holders may not enter nor disrupt the preceding exam until it is finished using the GPC and must be ready to vacate the GPC for the exam in the following period, accordingly. Due to conflicts arising from refusal to defer to exam holders in recent semesters by reservation holders, special reservations are now officially scheduled in our system with a fifteen minute buffer for both the exam periods preceding and following the special reservation. For example, a request for a GPC from 12:00noon to 2:00pm is scheduled from 12:15pm to 1:45pm to accommodate the 15 minute buffer for exams in the periods both preceding and following the reservation.

Office Hours

Office hours should not be used as review sessions that could give an unfair advantage to students who are able to attend the office hours over students who have a schedule conflict.

SSD Exams

We will be happy to schedule a small GPC on a first-come, first-serve basis for a SSD exam. Large GPCs will not be scheduled for SSD exams, as these exams do not require a large number of seats. All faculty must go through their departmental final exam scheduler to schedule a SSD exam.

Make-up Exams

We will schedule unpublished make-up exams for courses in a small GPC based on availability and a first-come, first-serve basis, just as with SSD exams. Large GPCs will not be scheduled for make up exams, as these exams do not require a large number of seats. All faculty must go through their departmental final exam scheduler to schedule a make-up exam.

Other Requests

Any other reservation requests are subject to review by Office of the Registrar staff and may be denied until all final exams are completed.

Basics for reporting final exam requests

Most rules pertaining to final exams have been summarized on our final exam policies page.

On the evening of the twelfth class day (fourth class day in summer terms) our office will initialize the final exam request system and mark all cancelled classes, those with zero enrollment or no meeting information, and all zero-credit-hour courses (such as labs) as having no final exam. Department chair’s (or dean’s) offices are responsible for accurately reporting a 'Yes' exam or 'No' exam as well as coordinating these efforts with any cross-listed departments or among multiple-section classes.

Mark 'Yes' only if 100% certain an exam will be scheduled for the class; otherwise, mark 'No.' Please only ask for rooms when you know you need one.

After the reporting period is closed for good cause, instructors may petition their dean to change the time of an examination (including uniform exams). Classes which have changed their default exam period do not receive any room scheduling priority and are subject to being assigned whatever rooms are available. Choosing not to give a final exam requires the approval of the department chair. Please note, changes regarding the time of an examination requires explicit approval for each affected class by the departments Dean's Office. 

For cross-listed classes, the home department is responsible for reporting exam information. Other classes in the group will be updated automatically if there will be an exam, but if there will not be an exam, each cross-listed department must report no exam for their section. 

Status reports

To obtain a copy of your final exam requests, use the “Print Status Report” link within the system. You may only order reports during your access period, so it is important to do so before the deadline. The reports can route to Austin Disk, if the user has requested this option in their output routing settings.

Request options

Requests will be honored to the best of our abilities, as we are able to accomodate them. Late requests are subject to review and room availability. Requests to our office must come through the departmental final exam scheduler.

Class meeting room

Most users request the class meeting room or an alternate to this for their exams. Generally, requests for the class meeting room receive the highest priority since this room is known to hold all of the enrolled students and it is convenient for the students to remember. Generally speaking, a class may be bumped from its meeting room only if its enrollment is significantly less than the room capacity and if the room is needed for a larger class. 

Take-home exams

When the department chair (or dean) allows take-home exams, it is important that the department provide a room, such as a faculty office or department chair’s office, for the exam to be turned in. Using general-purpose classrooms for turning in papers is not permitted. 

Departmental classrooms

We try to help prevent exam scheduling conflicts in departmental rooms, but do not know what other events may be scheduled there. We also do not control the locking or unlocking of these rooms. Please ensure the necessary people have access to your rooms during finals; this is especially critical for evening and Saturday exams.

Multiple rooms/Double-seating

There is no institutional guarantee to double-seat an exam. Every effort is made to double-seat classes for final exams, when requested, however. If a large class wishes to be double-seated and is able to proctor more than one room, please indicate this in your notes to us when requesting your exam. If we are unable to find a large room, we will assign more than one room for your exam, when possible, to allow for double-seating. 

Exemption policy or number of students taking the exam

If an exemption policy has been announced to the students (such as,”students making an A are exempt from the final”) please let us know that you will have fewer students taking the exam than the total number enrolled.

Other notes

Please be aware our staff only sees the first line of the note field, even though users are able to type more than one line into this field online. Anything past the first 'note' line will not be considered in your request.

Uniform exams and their required make-ups

What is a Uniform exam?

From the institutional perspective, uniform exams are the result of administering a single exam for classes which do not meet together. When this happens, at least one of the classes changes their default exam period. This can cause potential exam scheduling conflicts for enrolled students.

To reduce the potential for conflicts in the students’ exam schedules, two requirements must be met:

  1. A make-up exam must also be administered (without penalty to the students)
  2. Both the uniform exam and the make-up exam must be given during times that the registrar has approved for this purpose.

When are the approved Uniform and Make-up Exam periods?

The approved Uniform and Make-up Exam periods are published at the bottom of the index of Final Examination page located here.

How do I request a Uniform and Make-up Exam?

Select “uniform exam” instead of “regular exam” in the request system. This will give the user options for both uniform and make-up exams. All of the above times are available for both the uniform and the make-up exam.

Make-up exams will be scheduled in rooms for 10% of the total number of enrolled students. If the number of students in your make-up exam will be different, please enter the number in the field provided, and associate it with the make-up exam, not the uniform.

Still have questions?

Contact us

  • Scheduling
  • 512 475-7600
  • Main Bldg room 1
  • Registrar Exam Scheduling M5504| off campus:
  • The University of Texas at Austin, Office of the Registrar, Room Scheduling, PO Box 7216, Austin, TX 78713-7216

scheduling@austin.utexas.edu