Timetable procedure

Intent

This procedure defines the principles and accountabilities for developing timetables.

Scope

The procedure applies to all timetabled classes at the City, Bundoora and Brunswick campuses of RMIT.

Procedure steps and actions

Procedure (including key points)

Responsibility

Timeline

1. Allocation of general timetabling responsibilities

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

ITS

Ongoing

b) Property Services will co-ordinate the development of timetables across the University and ensure effective and timely training to all Timetabling Services and College/School staff involved in the timetabling process.

Property Services

Annually

c) Conflicts/clashes will be resolved by negotiation between the parties concerned and Timetabling Services. Problems not able to be resolved in this manner will be referred to the Manager, Timetabling for resolution using the timetable priorities (refer item 4 within Timetable Policy).

Timetable Services

Ongoing

d) The Manager, Timetabling will initiate an annual review with stakeholders of the effectiveness of the timetabling process.

e) A review report will be presented to the Executive Director, Property Services on an annual basis, including recommendations for process improvement.

Manager, Timetabling

Annually

f) Deans/Heads of School will ensure compliance in their School with the RMIT Timetabling Policy and Procedure.

Dean/Head of School

Ongoing

g) Timetable Services will manage and co-ordinate the timetable and will maintain the timetable data in the University’s timetable system.

Timetable Services

Ongoing

h) Program Managers will ensure timetable requirements and constraints for programs and courses are submitted to Timetable Services via the prescribed method within the required timeframe to ensure classes can be timetabled to accommodate all expected students.

Program Manager or designated staff member

As specified in the annual schedule

i) Correct and complete advice will be provided to students on the timetabling process and timelines by the following:

  • Timetabling Services for individual course/student communications; and
  • ARG for mass student communications.


Timetable Services

ARG comms

When required

j) The Manager, Timetabling will make a determination on any unresolved timetabling issue, in accordance with the Timetable Policy.

Manager, Timetabling

When required

2. Set key dates

a) The Manager, Timetabling and Manager, Course & Program Administration will collaborate with Colleges to produce coordinated dates for STS ‘go live dates’ for the following year.

b) The Manager, Timetabling and Manager, Course & Program Administration will collaborate to produce coordinated dates for class scheduling and timetabling for the following year.

Manager, Timetabling and Manager, Course & Program Administration

June

c) The class scheduling authority of the School that owns the course according to SAMS, will determine what classes will be scheduled for the following year. This will be done in consultation with the managers of programs that are stakeholders of that course.

Owning School class scheduling authority and relevant program managers

As specified in the annual schedule

d) The School Manager or Manager, Planning and Resources will provide profile information per program for the following year.

School Manager

3. Establish the class schedule

a) The CPA Class Scheduling Administration will:

  • send out an annual notification to the schools/colleges that class scheduling is open
  • conduct training to school class scheduling staff on demand
  • provide reports on demand to school administration and school administration managers about class scheduling activities

ARG Course and Program Admin


Annually

On demand

On demand

b) The School:

  • will schedule classes in SAMS as instructed by their School’s class scheduling authority
  • class scheduling administrator will provide the class numbers to Timetable Services

School Class Scheduling administrator

HE from August to December;
VE from August throughout year

c) The CPA Class Scheduling Audit will:

  • undertake daily audits of classes scheduled to ensure compliance with the class scheduling guidelines
  • notify the school administrator if classes are found incorrectly scheduled
  • verify that the change is made correctly

ARG Course and Program Admin

Daily activity

d) Timetabling Services will:

  • timetable classes within Syllabus Plus
  • update Syllabus Plus with the class numbering information
  • create associations/groups in the Student Timetabling System (STS).

The class number aligns with all systems: SAMS, Syllabus Plus and Student Timetabling System (STS) until all associations and groups are created.

Timetabling Services

As specified in the annual schedule

4. Allocate Rooms

a) Syllabus Plus will allocate learning and teaching space according to the timetable considerations and requirements provided by Schools.

Manager, Timetabling

As specified in the annual schedule

5. Publish the student timetable

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

b) The announcement of the availability of the student timetable will be published at least three weeks before the relevant enrolment period.

Timetable Services


ARG Communications

As specified in the annual schedule

6. Timetable Changes

a) Changes to the timetable post-publication will be kept to an absolute minimum. Valid reasons for changes include:

  • Unexpected academic or teaching staff changes,
  • Unexpected surge/decline in enrolled student numbers,
  • Health or safety hazard,
  • Adjustments required to accommodate staff or students with special needs,
  • Late changes to Vocational Education Training Packages,
  • Changes to student placement arrangements.

b) The priority order of timetable change after publication will be to change the room in preference to changing the day/date, or time.

c) A request for a change to the published timetable is to be made via the Timetable Change Request Form and approved by the School Manager or Manager, Planning and Resources and submitted to Timetable Services.

d) Timetable Services will notify the School Manager or Manager, Planning and Resources and the originator of the outcome of the request.

e) Published timetables will be updated by Timetable Services, and a notification sent to students registered via the STS.

f) The Manager, Timetabling will provide a report each semester on changes to the published timetable.

Manager, Timetabling

Post publication of timetables

7. Shared program delivery

a) Where there is shared program delivery the nominated Program Manager will initiate and resolve a common timetable by the dates set in the academic calendar.

Program Manager or designated staff member

As specified in the annual schedule

8. Rolling enrolments

a) Program Manager 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 Manager or designated staff member

As specified in the annual schedule

9. Resolve timetable clashes

a) Timetable clashes will be resolved by negotiation between the parties concerned and Timetabling Services. Problems not able to be resolved in this manner will be referred to the Manager, Timetabling for resolution with reference to the Timetable Policy

Timetable Services

When required

10. Ad hoc use of rooms

a) Learning and teaching spaces, when not in use for timetabled activities, may be booked for ad hoc purposes.

b) Booking of learning and teaching spaces during the semester teaching period will be accepted from 1 January each year to ensure all teaching requirements are accommodated as a priority.

c) Ad hoc booking requests can be made via the online web room booking system (WRB) or to Timetable Services.

Manager, Timetabling

When required

[Next: Supporting documents and information ]