Timetabling procedure

a) Information Technology Services will maintain the technical functionality of the student timetabling systems and provide user support.

ITS

Ongoing

c) The University Timetable Manager is responsible for second stage resolution of timetabling issues that cannot be resolved within the Portfolio and for referring unresolved issues to the Academic Registrar.

e) A review report will be presented to the Academic Policies Operations Committee on an annual basis, including recommendations for process improvement.

g) Heads of School will ensure compliance in the School with the RMIT Timetabling Policy and Procedure.

i) The Program Leader/Coordinator will ensure timetable details match the submitted requirements and can accommodate all enrolled students.

Program Leader/ Coordinator or designated staff member

k) The Portfolio Timetable Co-ordinator will manage and co-ordinate timetabling among the Schools, provide backup for School Timetable Co-ordinators, resolve timetabling issues between Schools and refer unresolved issues to Property Services.

Portfolio Timetable Co-ordinator

m) The Academic Registrar will make a determination on any unresolved timetabling issue.

Academic Registrar

The University Timetable Manager will

a) co-ordinate agreement on key timetable dates for the subsequent year;

b) publish key dates on the University web and distribute to Timetable Co-ordinators in each School and Portfolio.

University Timetable Manager

March

The School Timetable Coordinator will

a) predict student numbers for each program;

b) determine delivery requirements for program and courses – class size, groups, accommodation requirements etc.

School Timetable Co-ordinator

As specified in the annual schedule

The School Timetable Coordinator will

a) verify the accuracy of timetable requests before entry into Syllabus Plus;

b) timetable classes in Syllabus Plus;

c) create AMS class schedule in alignment with class requirements entered in Syllabus Plus;

d) update Syllabus Plus with the Class information;

e) create associations/groups in the Student Timetabling System (STS).

School Timetable Co-ordinator

As specified in the annual schedule for HE classes

Syllabus Plus Rooms will allocate rooms according to the priorities and data entered into the system.

University Timetable Manager

As specified in the annual schedule

The student timetable will be published at least three weeks before the relevant enrolment period

University Timetable Manager

As specified in the annual schedule

a) Timetable changes will be kept to a minimum.

b) Valid reasons for changes will be:

• Unscheduled staff change
• Unscheduled and significant change in enrolment numbers
• Accommodations required for staff or students with special needs
• Safety or health hazard associated with the space
• Other issue approved by University Timetabler
  

c) The priority order of timetable change after publication will be to change the room in preference to date or time.

d) A request for a change to the published timetable is to be made on the Request to Amend Class Timetable, signed by the Head of School and submitted by the School Timetable Co-ordinator to the University Timetable Manager.

e) The University Timetable Manager will notify the School Timetable Co-ordinator of the outcome of the request.

f) The School is responsible for notifying students and staff of the change to the timetable.

g) The University Timetable Manager will provide a report each semester on changes to the published timetable.

School Timetable Co-ordinator

As specified in the annual schedule

a) Schools will determine their student elective offerings and notify the School timetabler.

b) A list of student electives and their availability will be published prior to enrolment.

Head of School

University Timetabling Manager

As specified in the annual schedule

Where there is shared program delivery the nominated co-ordinator of the program will initiate and resolve a common timetable by the dates set in the academic calendar.

Program Leader/Coordinator or designated staff member

As specified in the annual schedule

a) A program leader/co-ordinator will submit a Service Teaching Request Form to the service provider by the due date in the academic calendar.

b) The service provider is responsible for initiating timetable negotiation with all parties and ensuring agreement by the academic calendar deadline.

Program Leader/Coordinator or designated staff member

As specified in the annual schedule

Program leaders/ co-ordinators of programs with rolling enrolments will ensure that timetabling activities are scheduled so to ensure timetable publication at least 3 weeks prior to the enrolment period.

Program Leader/ Coordinator or designated staff member

As specified in the annual schedule

Timetable clashes are to be resolved at the local level wherever possible.

a) The following principles are to be used to resolve timetable clashes:

• larger classes will have precedence over smaller
• first year courses have preference over later year
• longer classes have preference over shorter
• different types of teaching activities are to be separately specified
• specialist teaching space is to be used for its designated purpose
• specialist activities have preference over generic activities for specialist space
• access for students and staff with disabilities take precedence over all other considerations unless it causes unjustifiable hardship
• official examinations will not have automatic preference over scheduled classes

b) The Portfolio Timetable Coordinator will resolve clashes between schools within the portfolio and escalate unresolved issues to the Dean, Academic Development.

c) If a clashes forms between portfolios the University Timetabling Coordinator will resolve the matter.

d) Should resolution not be achieved the Academic Registrar will make a formal determination.

Portfolio Timetable Coordinator

Dean, Academic Development

University Timetable Coordinator

Academic Registrar

As specified in the annual schedule

a) If a room is not in use for timetabled activities, it may be booked for ad hoc purposes

b) The University Timetable Manager will manage all ad hoc bookings of centrally controlled teaching space

c) All ad hoc requests for space managed at the School level are to be booked through the School Timetable Co-ordinator.

University Timetable Manager

As specified in the annual schedule