When are the timetabling deadlines?
Schools need to update their course structures and module activity templates by 11 March 2016. Data entry in the student record system for students’ module choices has to be completed by 6 May 2016. We will produce the draft timetable for Schools to check on 26 June 2015, with the publication of the Integrated Teaching Timetable on 15 August 2016.
What are your procedures for timetabling?
During the planning stages for a new academic year, the new timetable is initially populated when data is transferred from the previous year. How this information is subsequently manipulated is dependent on which department it relates to. For some departments information is directly altered within Syllabus Plus, for others it is reliant on Schools to accurately update course structures, module data and activity templates within Saturn, data which is then downloaded directly into Syllabus Plus.
Once relevant Student Set (students sets allows us to define which student attends a specific activity and indicates if there is a clash) and Pathway data (Pathway is a route within a course that can be taken to achieve an end qualification) has been created and linked to the correct courses, modules and activity templates, activities are then scheduled in order based on a variety of criteria such as size, type, room requirement, whether core or optional, etc.
Click here to view flowchart of process.
Why do we have clashes between teaching?
Clashes can occur for a variety of reasons. A course requires core and restricted modules to be assigned to its structure, it is imperative that this accurately portrays what needs to be timetabled. The students will then be attached correctly to their chosen modules. If there are a large number of restricted optional modules accessible for students to choose, then potentially lack of available teaching hours may restrict the number of clash-free combinations.
One important element when generating teaching timetables are that students choose their optional modules and this data is downloaded to the timetabling software in May. Where students have not chosen their restricted optional modules Timetable Services may be unable to create a ‘clash’ free teaching timetable as they will not have an accurate representation of what students have chosen.
Why can't the timetables be the same every year?
Timetables are subject to the many yearly changes that affect teaching. These can include increases in student numbers, staff members leaving or arriving, students choosing different options, and differences in the rooms or facilities available to us.
can't we decide which rooms we want for our timetables?
Rooms are allocated on the basis of class size, category of room and equipment required. This enables us to achieve an efficient use of the available rooms and to optimize space utilization effectively. Any activity with a specific requirement for a type of room should have this noted on the activity template.
When should I vacate a room by?
Please ensure that you vacate a room in enough time (10 mins) to permit the next class to begin promptly at its scheduled start time.
Where can I find the definitions of the timetabling codes and what the grid layout is showing i.e. building codes and activity name?
What if I need to run an extra class?
If you would like to schedule an extra class, please submit your request to Timetable Services via email at firstname.lastname@example.org with the module code, type of teaching activity and preference of day/time if the timetable permits.
What do I do if there is a double booking?
If there are two events that appear to be taking place in the same room, the easiest way to rectify the issue and verify the rightful occupants is to view the room timetable via the web, available by clicking on the link below:
If this is not available, please contact Timetable Services on 8057 or email RoomBooking@nottingham.edu.my to ascertain who is supposed to be in the room and to ensure that both parties are allocated into appropriate locations.
When is the Timetable Services office open?
The opening hours for the office are Monday to Friday, 09:00 to 17:00.
How to contact Timetable Services?
As a member of staff, am I given an opportunity to comment on my timetable?
Can you provide training for new members of staff?
If you have a new member of staff starting within your department, please email Timetabling@nottingham.edu.my
. Training requirements will be ascertained and Timetable Services personnel will arrange a meeting to talk through the policies, procedures and processes.
How are decisions about available teaching space made?
Each semester Timetabling Office conducts a room audit to review space utilization, including centrally managed timetabled teaching space, the results of which are fed back to Space Management Committee who aim to use the results to ensure University space is fully and properly utilized in a manner that supports the University’s aims and priorities.
What do I do if I want to cancel a teaching session?
Please email Timetabling@nottingham.edu.my with the relevant module code, day, time and room and Timetable Services will cancel this.
It is imperative that cancellations of sessions are submitted as far in advance as possible to enable us to allocate the room elsewhere.
An audit is taken place during the Autumn and Spring Semester to determine which rooms are being used and are not. This information is reported to the Space Management Committee with departments who have either not cancelled or have not used the rooms.
How do I request extra AV facilities?
If you wish to book any further equipment you will need to speak to the relevant Audio Visual contact or IT Service
What times of day do you timetable?
The vast majority of the teaching timetable takes place between 9.00-18.00 on Mondays, Tuesdays, Thursday and Fridays, and between 9.00-13.00 on Wednesdays, with Wednesday afternoons kept free for University activities. However, occasionally activities are scheduled on Wednesday afternoons after agreement from both affected staff and students. We are also able to book evening sessions when required.