• Section 1 - Purpose and Context
• Section 2 -  Definitions 
• Section 3 - Policy Statement 
• Section 4 - Procedures
• Section 5 -  Guidelines

Section 1 - Purpose and Context

(1) These procedures operationalise the Student Administration Policy with respect to timetabling. 
 

Section 2 -  Definitions 

(2) For the purposes of this policy, definitions that apply can be found in the Policy DDS Glossary and those contained in the Student Administration Policy, in addition to the following:

1. Assigned Learning and Teaching Space means teaching locations designed for specific purposes, e.g., science laboratories, engineering laboratories, nursing clinical practice laboratories.
2. Asynchronous learning activity means educational activities, discussions, and assignments that engage students in learning at their own pace.
3. Common Learning and Teaching Space means general, non-specialised areas used by the University community for teaching and other related activities.
4. Program Authority refers to Program Lead, Head of Discipline, or similar role with responsibility for a program however named.
5. Published Timetable means the version of the timetable published on the website and access by students via the class registration system.
6. Synchronous learning activity means an interactive learning activity in which all students are participating simultaneously e.g., tutorials.
7. Teaching Activities means synchronous classes, tutorials, lectures, laboratories, studios, practical and other activities to support student learning and attainment whether they are held online or on campus.
    
8. Timetable Data Collection means a period of time where timetable requirements are captured, reviewed and updated to inform scheduling of the teaching timetable.

Section 3 - Policy Statement 

(3) Refer to the Student Administration Policy.

Section 4 - Procedures

Planning and Scheduling 

(4) Student Administration will coordinate the annual data collection and scheduling of teaching activities to ensure timely release of the timetable to students.

(5) The number of classes initially scheduled in the timetable is based on previous enrolment patterns and strategic planning, such as anticipated growth or decline.

(6) Additional classes will be scheduled where enrolments exceed available class space.

(7) Classes with zero enrolments at the commencement of week three (3) of a main term or week two (2) of a shorter term will be cancelled and space will become available for other activities.

(8) If scheduled teaching activities fall on a public holiday, Timetabling will liaise with the Subject Coordinator to schedule a make-up class on an alternative day, if required and if teaching space availability permits.

Timetable Publication and Changes

Draft Timetable

(9) A draft timetable for each term will be released to faculties for review to identify and resolve timetable problems before the timetable is published.

Published Timetable

(10) The University timetable is published in accordance with advertised dates and will only be published on the official University webpages.

(11) The timetable for each term will be published at a time and in a manner which permits all students to be informed of the timetable prior to the period available for class registration.

(12) To create a stable and reliable timetable for students, changes to the timetable post-publication will be minimised; valid reasons for change include:

1. unexpected variation in student enrolment numbers
2. unexpected academic or teaching staff changes
3. reasonable adjustments to accommodate staff or students with special needs
4. health or safety hazard.

(13) Timetable changes should consider the impact on students and make allowances where possible.

(14) Changes to the published timetable relating to a change of day/time or mode of study will require the approval of the Dean or their nominee.

(15) Changes to the published timetable will generate appropriate notification to staff and students as necessary.

Responsibilties 

(16) The roles and responsibilities of staff involved in the timetabling of learning and teaching activities are set out in Table 2.

Section 5 -  Guidelines

Timetabled Space Categories

(17) Student Administration will maintain a database containing all the spaces the University has designated for learning and teaching.

(18) This database will include and identify the following learning and teaching space categories:

1. Common learning and teaching spaces
2. institute but their use is allocated via the University Timetabling System. The academic unit that has been assigned the space will have first preference in the allocation of these spaces. Such spaces are typically configured and equipped for teaching a particular discipline or area and are supported by specialised technical staff.

Casual Room Bookings - Autumn and Spring Terms Restrictions

(19) To ensure that the University can deliver an effective teaching timetable that is responsive to student needs and enrolment patterns, casual bookings in common and specialist teaching spaces are closely managed at the start of Autumn and Spring terms. 

(20) Casual room bookings in common and specialist teaching spaces for these terms will only be confirmed:

1. Two working days before the requested booking for requests in the first two weeks of Autumn and Spring terms or
2. At the beginning of Week 3 of Autumn and Spring terms for all other requests. 

(21) These restrictions do not apply to bookings in non-teaching spaces such as meeting rooms, event spaces, or informal student areas which remain available during this period.