Contents. 1. Purpose of Document. 2. Background. 3. Principles. 4. The Standard University Teaching Week. 5. The Timetable Process

Transcription

1 Timetabling Policy: Briefing for Academic Staff V2.5 Contents 1. Purpose of Document 2. Background 3. Principles 4. The Standard University Teaching Week 5. The Timetable Process 6. Timetable Quality a. Staff Constraints 7. Timetable Publication 8. Changes to the Timetable after Publication 9. Responsibilities a. Central Examinations and Timetabling Services b. Academic Managers c. Academic Staff 10. Appendix 1 a. Timetable Timeline 15/ Appendix 2 a. Why Scheduling Flexibility is Important to the Student Experience Version Control Rev Date Compiled/Edited Feedback Approved V1.0 Draft 18/03/14 Rich Norman Dawn Stephens V1.1 Edited Draft 24/03/14 Rich Norman Dawn Stephens, Julie McLeod, Rachel Cowie, Angela Hudson V2.0 Draft 28/03/14 Rich Norman AQEC, Dawn Stephens V2.1 Draft 06/05/14 Rich Norman TEG, Dawn Stephens V2.2 Draft 27/05/14 Rich Norman Dawn Stephens V2.3 Draft 29/05/14 Rich Norman Julie McLeod V2.4 Draft 30/05/14 Rich Norman Julie McLeod Academic Board 25 th June 2014 V2.5 Draft 01/08/15 Dawn Stephens Eric Migliaccio TEG tbc Page 1 of 7

2 1. Purpose of Document The purpose of this document to is to brief academic staff about University policy, specific to the 15/16 iteration of the institution s timetable. 2. Background This document combines key points from the definitive Space Management and Timetabling Policy 1 and the UWE Policy to Improve NSS Organisation and Management Principles The central tenet of the University s timetabling policy is that the Student Experience is paramount to UWE s timetabling process. Students will only be timetabled for modules on which they are enrolled in ISIS 3 and for key programme level scheduled activities. All timetables should be produced at individual student and staff level. will endeavour to balance curriculum delivery design with staff teaching workload and resource availability (e.g. rooms are finite). Teaching delivery should provide a common experience to all students enrolled on a module. Planned teaching activities must always take priority over non-teaching activities, in terms of room use. Timetabled room use should achieve the University s space utilisation target of 40%. 4. The Standard University Teaching Week The Standard University Teaching Week is 09:00 18:00 4 Weekdays excluding Wednesday, for which the teaching day is 09:00 13:00 5 Further to this: The University does not implement Reading Weeks 6 or any other breaks in the annual teaching week pattern, where student attendance is not expected. Where teaching falls over a bank holiday, it is the responsibility of the Module Leader to work with CETTS to find an appropriate rescheduling solution; this collaboration should take place well in advance of the bank holiday. 1 V5.0, Karen West, February V2.0, Julie McLeod, December UWE s Student Record System. 4 Every effort will be made by CETTS to end teaching no later than 18:00 weekdays excluding Wednesday, for activities that conform to the University s standard teaching week. However, activities which require specialist spaces, for example, may be scheduled later. 5 Every effort will be made by CETTS to end teaching no later than 13:00 on a Wednesday, for activities that conform to the University s standard teaching week. However, activities which require specialist spaces, for example, may be scheduled later. 6 Reading Weeks are also referred to as Revision Weeks, Independent Study Weeks, etc. Page 2 of 7

3 5. The Timetable Process Because of the scale of timetabling at UWE and its complexity, the timetabling process is a collaborative exercise that is shared by a number of stakeholders. As such, there are interdependencies is operation which mean that timetable delivery works best when it is process-driven. For this reason, it is requested that the data required from academic staff is accurate and delivered in a timely manner. Aligned with this: There is a CETTS web interface that should be used by academic managers (Head of Department or nominee) to communicate staffing and other teaching delivery information. 6. Timetable Quality Student timetable quality is of paramount importance to the Student Experience. The standards set out below should be regularly reviewed with UWESU, to ensure that they meet modern student requirements: Student teaching contact should not exceed six hours in one day 7. Student consecutive teaching contact should not exceed four hours. Students may request to change modules or activities where applicable 8, after timetable publication. However, timetable quality for such changes cannot be guaranteed, since the changes are elective. a. Staff Constraints A greater number of constraints mean fewer opportunities to schedule flexibly. Fewer opportunities to schedule flexibly mean greater difficulties in meeting student timetable quality standards 9. Highly constrained timetables also take longer to schedule. Experience has shown that the allowance to check for deficiencies in student timetable quality suffers as a consequence. Constraints that are acceptable in the timetabling process are those covered by the University s Occupational Health Policy, and any specific contractual arrangements with individual staff members Does not apply to HAS due to PSRB requirements. 8 Activity change is not permitted in some areas, for pedagogical reasons; where change is allowed, the change period is defined. 9 See Appendix Requests to constrain staff availability will be considered for timetabling purposes if validated by a Head of Department. Page 3 of 7

4 7. Timetable Publication MyUWE and its associated calendar feeds should be the only source of personal timetable information for staff and students. Live timetable information relating to examinations, modules, programmes and locations is published by CETTS through the UWE website and also available on electronic signage throughout the university. Please do not publish timetables in any other location, nor include them in module handbooks, notice boards, or on BlackBoard. Event Standard Timetable Publication (majority of September UG intake) Week 7 Timing Non-Standard Timetable Publication (e.g. EDU, HAS) At least two weeks in advance of course commencement Notes: Students who have failed resits may only receive a timetable once their modified module selection is approved. New students can only gain access to timetable information if they have obtained log in details. 8. Changes to the Timetable after Publication It is an important aspect of the Student Experience that student timetables do not change after publication. However, if change is unavoidable, please follow the guidance below, which is intended to minimize the impact on students. Change requests should be communicated to the Head of Examinations and Timetabling through the Faculty Executive Dean or nominee. Validated changes to the timetable should be communicated to students via the University s agreed communication channels. 9. Responsibilities a. Central Examinations and Timetabling Services CETTS is responsible for the planning, construction, publication and maintenance of the curriculum timetable in collaboration with academic managers. Including: The collection of timetable data from the sources listed in this document. Creating and maintaining timetable content, including data structures and data naming conventions. Scheduling teaching space in accordance with policy. Delivering a clash-free timetable. Maximising the number of module combinations available in the timetable, to best meet student demand. Optimising: through use of stakeholder feedback and technology to provide high quality, efficient timetables. Review of timetable policy in consultation with academic colleagues. Page 4 of 7

5 b. Academic Managers Ensure that data collection exercises for timetabling are carried out to suggested deadlines. Ensure that constraint validation duties are carried out in a robust way. Check proformas and draft timetables according to suggested deadlines, advising CETTS of any errors in the use and interpretation of curriculum data. Manage staff absences so that cover is provided for scheduled teaching activities. c. Academic Staff Ensure that scheduled activities take place at the time and place communicated by the timetable. Full time staff should be available to teach at any time during the University s standard teaching week. Page 5 of 7

6 10. Appendix 1 a. Timetable Timeline 15/16 The following table applies fully or in part to the majority of the University s timetable portfolios. It lists the events and approximate timings in the standard timetable cycle of development: Timing Event Responsibilities By end of February Gather curriculum information (including programme structures and module codes) Find out how modules are to be taught By end of March (prior to Easter) Online Module Collection (OMC) captures student choices for Levels 2 & 3 of the following academic year By end of March Gather forecast student numbers by module Gather indicative staffing details and availability Generate supply of activities which require the use of large lecture theatres, based on forecast student numbers (level 1) and student numbers from OMC (level 2 and 3) CAS ensures information correct and up to date sense checks information supplied to it by CAS CAS updates OMC infrastructure in Student Allocator application Students select and submit module choices through OMC generates clash checking mechanisms based on student module choices Academic Managers submit teaching delivery instructions for each taught module Planning Partners provide forecast student numbers by module, adjusted using OMC demand data, in liaison with CETTS identifies any discrepancies in resource planning Academic Managers provide indicative staffing information By end of April Schedule large lecture theatre timetable ensures parity of resource allocation By end of May Generate supply of remaining activities, based on forecast student numbers Gather firm staffing details Allocate staff to activities and commence scheduling By end of June Issue draft timetable to Academic Managers for confirmation/correction By end of July Gather feedback to draft timetable and make adjustments By end August Issue final staff timetables Preparation for Student Allocator Mid-August until first week of teaching Referral student module selections Make changes to post-resit student timetables Week 7 Issue of final student timetables for new and returning students Issue of referral student timetables, notwithstanding any engagement issues Ongoing Timetable adjustments based on the difference between planned and actual student numbers Academic Managers confirm staffing details, including any constraints Academic Managers feedback makes adjustments to timetable Student Advisers collate referred student choices in OMC, with input from academic staff creates revised programmes of study for referred students, using OMC data Page 6 of 7

7 Timing Event Responsibilities November Reconciliation between S+ and ISIS once students are withdrawn December Data preparation in advance of S+ roll over for next academic year 11. Appendix 2 a. Why Scheduling Flexibility is Important to the Student Experience The screenshot below shows an attempt to schedule an hour-long activity in a student timetable, which contains staff constraints: The blue diamond 11 shows the only time at which the activity can be scheduled. Scheduling the activity here would violate the University standard, which dictates that student consecutive teaching contact should not exceed four hours. The screenshot below shows an attempt to schedule an activity in a student timetable, which does not contain staff constraints: The blue diamonds show the flexibility which has been introduced. The activity can be scheduled at 15:00, 16:00 or 17:00 to meet University standards. 11 As opposed to the blue diamond(s), the grey blocks represent constraints which prevent scheduling. These could include staff, student, activity, location etc. Page 7 of 7