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Timetable Construction

Month

CTO responsibility

Departmental responsibility

January

Start of semester 2

CTO advise on target changes where required and make any target changes/ liaise with Department Timetablers about potential room swaps

Ensure the CTO are kept up to date on target changes and room size issues
Ensure that Programme and Unit changes meet deadlines to ensure the Programme Catalogue is delivered on time.

February

Build the new database using data from the current year.
Download information to produce the information for data collection process.

Ensure that all information about new units, staff, target numbers, staff availability and specific timetabling requirements are recorded via the data collection process.

March

Programme data entered into the Scientia timetabling software from SAMIS.

Finish data collection process by the deadline given.  (Teaching rooms are allocated on a best fit basis, it is therefore extremely important that accurate group sizes are given at the construction point.  When specific rooms are requested these will be accommodated if possible, but constraints such as room size availability and facilities may make it necessary to schedule into alternative rooms.)

April

Complete transfer of departmental timetabling request data to the Timetabling software

Continue to keep the CTO up to date on any new units or staff
Ensure returning students complete on-line unit registration process.

May & June

Continue entering data and start scheduling teaching activities.

Continue to keep the CTO up to date on any new units or staff.

July

Send the DRAFT Semester 1 programme timetables to the Departmental Timetablers on the first Friday of the month. Make S1 staff timetables available in MyTimetable.  NOTE: Timeslots and rooms are not guaranteed until the final timetable is published.

Review and check the Semester 1 timetable to ensure that all teaching activities have been entered correctly and resourced appropriately – this includes ensuring that staff and locations are assigned to the correct activities.  (Comments are to be returned to the CTO by the deadline given.)

August

Send the PROVISIONAL Semester 1 programme timetables and individual staff timetables to the Departmental Timetablers in the start of the month.  Changes are made from the comments received in accordance with the principles set out in 4.5.1 and 4.5.2

Review and check the Semester 1 timetable to ensure that all teaching activities have been entered correctly and resourced appropriately – this includes ensuring that staff and locations are assigned to the correct activities. (Comments are to be returned to the CTO by the deadline given.)

September

Send the FINAL Semester 1 programme timetables and individual staff timetables to the Departmental Timetablers at the beginning of the month.  Make the Semester 1 programme, unit and room timetables available on the web and also in MyTimetable.
Start scheduling Semester 2 units.

Distribute the timetables to staff and students and post on notice boards etc.

October

Start of Semester 1

Make any target changes/ liaise with Department Timetablers about potential room swaps.
Send the DRAFT Semester 2 programme timetables to the Departmental Timetablers in the third week of the month.  Make S2 staff timetables available in MyTimetable.

Ensure the CTO are kept up to date on target changes or timetabling issues

Review and check the Semester 2 timetable to ensure that all teaching activities have been entered correctly and resourced appropriately – this includes ensuring that staff and locations are assigned to the correct activities.

November

Send the PROVISIONAL Semester 2 programme timetables and individual staff timetables to the Departmental Timetablers in the third week of the month.

Review and check the Semester 2 timetable to ensure that all teaching activities have been entered correctly and resourced appropriately – this includes ensuring that staff and locations are assigned to the correct activities.  (Comments are to be returned to the CTO by the deadline given.)

December

Send the FINAL Semester 2 programme timetables and individual staff timetables to the Departmental Timetablers before the start of the Christmas vacation.  Make the Semester 2 programme, unit and room timetables available on the web and also in MyTimetable.

Distribute the timetables to staff and students and post on notice boards etc.