(1) The purpose of these procedures is to outline the process for the annual preparation of the University timetable. (2) These procedures are to be read in conjunction with relevant University policies, including the Timetabling Policy, Space Policy and Space Allocation Guidelines. (3) Words used in these procedures have the same meaning as in the Timetabling Policy. (4) The following additional definitions apply for the purpose of these procedures: (5) The Timetabling Policy applies. (6) The timetable from one year is not rolled forward to the next year. Instead the University timetable is prepared annually using parameters defined within the Corporate Central Timetabling System. In June of each year, Assessment and Timetabling will issue to the Schools a timeline outlining timetabling data preparation requirements and due dates. Data to inform the following year's timetable will be collected in accordance with the advertised timelines. (7) When preparing the timetable: (8) Consistent with anti-discrimination laws and University policy, when preparing the timetable consideration will also be given to staff and students with special requirements related to: (9) Staff and students may seek advice from officers of Equity, Diversity and Wellbeing, the Counselling Service or the Disability Service with regard to the provision of reasonable accommodation on the grounds outlined in the preceding clause. (10) The following information will be used as base data for the preparation of the new timetable and must be ready within the scheduled timeline. (11) (12) Only base data from the previous year's teaching activities will be rolled over in April/May to provide a foundation for the following year's timetable. The previous year's schedule will not be included in this data. (13) Finalised (14) The validated base data is then made available to Schools for further clarification and data collection for the coming year's timetable. (15) The Schools are responsible for reviewing the base data and providing (via the web) further clarification in regard to related operational parameters, including: (16) Additional information related to staffing availability is also to be provided by the Dean or Deputy Dean of the School (or their delegate) during an annual meeting (usually prior to data collection) with the relevant Timetabling Officer. This information is essentially the generic constraint profile for full-time staff in the School. (17) The Dean or Deputy Dean or their delegate must also approve any exceptions to the generic constraint profile and notify the relevant Timetabling Officer. (18) To facilitate consideration of the requirements outlined in this section, all relevant information and requirements must be provided within the timeline for collection and preparation of timetable data as issued by Assessment and Timetabling. (19) Bookings for the forthcoming year for the following activities will be confirmed: (20) Once manual scheduling is complete and Assessment and Timetabling is satisfied that other system or operational requirements have been fulfilled, Assessment and Timetabling performs an automated scheduling process based on the parameters collected during the data collection period. In line with the established priorities, this process results in the generation of a draft timetable. (21) The results of the scheduling process are displayed to allow for modifications and adjustments. Appropriate School staff should check the draft timetable thoroughly and provide feedback to Assessment and Timetabling well in advance to allow time for any changes to be implemented before the official publication dates. (22) In the event that a conflict arises, the parties involved are expected to attempt to resolve the conflict with a view to achieving the University's objectives. In attempting to resolve the conflict the parties should consider the following factors: (23) In case of equipment failure, or other circumstances preventing use of a room, staff should contact Assessment and Timetabling so they may provide advice of an alternative suitable room to avoid moving to a room which is already scheduled for another class/booking. (24) Conflicts that cannot be resolved by reviewing the conflict in consideration of the above factors will be mediated/arbitrated by the Chief Data and Planning Officer or delegate. The decision of the Chief Data and Planning Officer or delegate will be final. (25) The timetables for all (26) The University timetable is published on the official University webpages only. (27) When making timetable changes it is important to consider the effect on students and staff. Where changes occur with little notice, Schools must advise all affected students. If rooms are changed, the School must arrange to put appropriate signs on the old location to direct students to the new location. (28) Students plan their forthcoming academic (29) Requests to change a (30) If scheduled teaching falls on a public holiday, the Timetabling Officer will liaise with the Subject Coordinator to schedule a make-up class on an alternative day, if required. (31) Changes affecting days, times or campus are highly discouraged and must be well justified. (32) For changes that affect scheduled days, time or campus and that most directly affect students' planning and (33) Changes that do not affect scheduled days, time or campus can be carried out by the Timetabling Officer. Examples of changes that fall within this category include: (34) Once approved and actioned, official timetabling changes will be updated on the official webpage by Assessment and Timetabling. (35) Once a timetable has been established and bookings confirmed, staff and students are expected to use facilities in accordance with the official timetable. This means that all classes should be conducted within the scheduled times. Where necessary, every effort should be made to ensure teaching locations are vacated ten minutes prior to the start of the next class to facilitate student movement. (36) Students may leave the venue in that last ten minutes and will not be penalised, even if they leave prior to conclusion of the teaching. (37) Where classes use a room without a booking they may be asked to leave. Where more than one party presents to use a room at the same time, the party that is booked on the Corporate Central Timetabling System will be granted use of the room. (38) Timetable data and actual usage of facilities will be subject to periodical evaluation, therefore all parties should take care to ensure that the information supplied and requirements are consistent and up-to-date. Particular attention will be given to ensuring that timetabled space is required and has been used in accordance with stipulated booking requirements. (39) Those who do not use requested timetabled space may be subject to penalties as determined by the Vice-President, People and Advancement. (40) Individuals or groups seeking to make a casual room booking should refer to the Space Policy, being aware that casual room bookings in a teaching area during main (41) This process must be maintained to ensure consistency with the University's position regarding priority being given to core teaching activities. (42) The Division of Infrastructure and Commercial sends notification to the Timetabling Coordinator, with as much notice as possible, of any unavailability of teaching spaces. This notification will include: (43) The Timetabling Coordinator performs an analysis of the impact of the unavailability for the Senior Manager, Curriculum Data Quality. Based on this analysis, one of the following courses of action will be followed: (44) Assessment and Timetabling will maintain a database containing all the spaces the University has designated for use in teaching, meetings and conferences. Overall responsibility for the scheduling of these spaces is vested in the Assessment and Timetabling Manager. This database will include and identify appropriately the following categories. (45) Common Teaching Spaces are defined as general, non-specialised areas used for teaching and other related activities by the academic community at large. Typical examples are lecture theatres, lecture rooms, tutorial/seminar rooms and the computing and information technology laboratories supported by Information Technology and Digital Services. (46) Specialised Teaching Spaces are designated as teaching areas which provide specialist teaching facilities for use by the academic community at large. They are not suitable for lectures, tutorials or general teaching functions. (47) Control of such areas is vested in a specified School or Research Institute but their use is allocated via the Corporate Central Timetabling System. The controlling academic unit will have first preference in the allocation of these facilities. (48) Such spaces are typically configured and equipped for teaching a particular discipline or area at first or possibly second year undergraduate level and are supported by specialised technical staff. They are however available to all students and staff wishing to acquire or impart the particular knowledge and skills associated with the specialised functions of the space. Typical examples are undergraduate first year science and computing laboratories or introductory music studios. The costs of providing these facilities for students not registered in the controlling unit will depend on inter-unit agreements. (49) Restricted Specialised Teaching Spaces are areas intended for highly specialised use. Such areas are normally developed by specific Schools or Research Institutes and will be controlled by these units. The use of these areas will be scheduled via the Corporate Central Timetabling System and they are available to the academic community only at the discretion of the controlling unit. Typical examples are design studios, specialised computer laboratories, language laboratories and so on. (50) Specialised technical support is required. Characteristically such facilities will be configured or equipped in such a manner that students without previous background in the area or non-specialised teaching staff would be at risk working within this space and may compromise the effective operation of its facilities. (51) The costs of providing these facilities for students not enrolled in the controlling School will be subject to inter-School agreements. (52) Meeting/Conference Spaces are bookable areas which support both academic and administrative activities. The scheduling of these facilities will be via the Corporate Central Timetabling System. Other meeting spaces designated as either locally bookable or for specialised use only will be available via the academic or administrative unit best located to monitor and provide access to the facility.Timetabling Procedures
Section 1 - Purpose and Context
Section 2 - Definitions
Top of PageSection 3 - Policy Statement
Section 4 - Procedures
Part A - Data Collection
Base Data
Finalisation of
Roll-Over Timetable Data
Validation of Initial Base Data
Data Collection
Part B - Draft Timetable Preparation
Manual Scheduling
Automated Scheduling
Display of Draft Timetable
Resolution of Timetabling Conflicts
Part C - Publication of Timetables and Timetable Changes
Official Timetable Publication
Timetable Changes
Timetabling Changes due to Classes Falling on Public Holidays
Timetable Changes Affecting Scheduled Days, Time or Campus
Timetable Changes Not Affecting Scheduled Days, Times or Campus
Publication of Official Timetabling Changes
Part D - Timetable Usage Monitoring and Review
Part E - Casual Room Booking
Part F - Teaching Space Maintenance Reporting
Top of PageSection 5 - Guidelines
Timetabled Space Categories
Common Teaching Spaces
Specialised Teaching Spaces
Restricted Specialised Teaching Spaces
Meeting/Conference Spaces
View Current
This is not a current document. It has been repealed and is no longer in force.