Overview of the Timetabling Process

Forecasting

Departments decide on modules and programmes to be offered in the next year. Students make choices about their study and these are entered into the student records system.

Gathering Data

Departmental Timetabling Officers request information from academic staff about their requirements and commitments for teaching in the next term/year.

Departments estimate numbers of students attending modules to be offered and finalise module structures (e.g. number of lectures, seminars and practicals needed for each module).

The Audio-Visual Service advises the Timetabling Office of new equipment installed in teaching rooms and any changes to AV facilities.

The Directorate of Facilities Management advises the Timetabling Office of planned building works, room refurbishments, etc. that may affect the availability of teaching space.

Scheduling

Departmental Timetablers enter the departments teaching requirements and staff availability, onto the Web Data Collector and the Timetabling Office download that data into Syllabus Plus, the University’s timetabling software package.

The Timetabling Office uses this information and data regarding student option and elective choices, examinations, ad hoc room bookings and planned building works to create a draft timetable for all departments.

Delivery of the Timetable

A draft timetable for the year is sent to Departmental Timetabling Officers. The draft is checked in departments to make sure that it meets requested needs, that any changes that have arisen since the data gathering stage are incorporated, and any other necessary alterations are included. This process lasts around two weeks. At the end of this time the finalised teaching timetable is placed on the web and is available to all staff and students at any time.

Managing Changes

Changes needed to the timetable after it has been published on the web are advised to the Timetabling Office through the Departmental Timetabling Officers so that an overview is maintained within departments. Any changes agreed in this way are reflected on the web pages.