my Timetable Module Timetable Academic Review Session Katrina

my. Timetable Module Timetable Academic Review Session Katrina Swanton - Head of Quality & Enhancement, DLTE Suzanne Shinnie – my. Timetable Project Manager, A&BL

Agenda • my. Timetable Project – Introduction and Overview • my. Timetable – Delivery of learning and teaching • Timetable Policy: Scheduling • Academic Engagement in Timetable Review • Changes to Timetable • Review your timetable • Reflection • Summary

my. Timetable Project – Overview Changes • • Benefits • Individual timetables for students • Available on electronic devices • Communicate changes easily Information Gathered & Entered Scientia Connect (SITs Integration) March April Academic leads taking an active role Review Quality Timeframes Module Timetable Signed off – Limited Changes Automated Allocation of Students to Activities Module Timetable review Module timetable Scheduled May June July Module Timetable Published August Individual Timetables Published

my. Timetable – Delivery of learning and teaching • The interactions afforded by the timetable is at the essence of a student’s learning and teaching experience – the my. Timetable project is NOT an administrative exercise • University’s Timetable Policy: the principles and parameters around planning, prioritisation and management of timetabled space • In accordance with the University’s Timetable Policy (para 8. 2), changes to the teaching timetable should be kept to a minimum following publication and change requests from staff will only be made on an exceptional basis

Timetable Policy: Scheduling • Larger classes will have precedence over smaller classes. • Compulsory modules will be given priority over optional modules. • Combinations of compulsory modules on programmes will be scheduled so that they do not clash. • Learning events which are regular and over a full-semester will have precedence over sporadic or single-week events. • Activities which have a longer duration will take precedence over events of a shorter duration. • For specialist resources, precedence will be given to learning activities which explicitly require access to the specialist equipment and/or accommodation. • Wednesday afternoons will be kept free for students wherever possible.

Academic Engagement in Timetable Reviewing for accuracy, and ensuring that the proposed activities make sense from an LTA perspective, at module and programme level: • Specialist resources - Where teaching activities have set requirements • Learning & teaching styles - Where a specific teaching space is requested • Sequencing - When the preference is for tutorials to take place after lectures have occurred. • Breaks - A break time of one hour will be scheduled between 12. 00 and 2. 00 • Teaching period - No more than 4 hours of consecutive classes/teaching • Scheduling - Avoiding large unscheduled gaps between teaching events on the same day, e. g. a teaching event on a Monday at 9 to 10 with no further event scheduled until Monday 4 to 5. • Distribution of lectures – Avoiding an undesirable distribution of lectures e. g. all teaching on the same two days or conversely spread sparsely across all five days. (para 2. 3 of the Timetable Policy)

Academic Engagement in Timetable Review Allocation of Students to Activities – exemptions required now • It was agreed by LTA Committee that students would be automatically allocated to activities (tutorials, seminars etc) on a random basis as default • A request can be made to have tutorial groups retained within the programme • However, exemptions on sound LTA grounds are permissible, for example where tutorial groups are streamed. • Requests for exemptions are to be submitted to timetable teams by 7 th July.

Changes to Timetable The Timetable Policy states that changes to the teaching timetable after module timetable publication should be kept to a minimum. After this review period, changes requests from staff should only be made on an exceptional basis. Potential reasons for changes include: • Unanticipated student numbers (either too many students, or too few) for room capacity – including incoming exchange students; • Accommodating staff/students with disabilities • Unanticipated staff changes (sickness, leavers and starters) • Room availability – for example, rooms taken out of use by Property and Facilities

Timetable Stages Submission Draft Module Timetable Published Individual Timetable Published • In advance of teaching, as we are planning for next academic year • Timetable open for editing • No visibility to students • Maximum flexibility • After planning is complete, but before timetable is released • Timetable under construction • Limited changes possible • After timetable has been released, but before students have arrived • Timetable now available for students to see, therefore changes will have impact on student experience • No changes expected • Students allocated to activities within the timetable • Students actively using timetable • Only changes expected would be student led

Change Request Ripples School Programme Module ity Activ Type Activity Time Number of Students Length of Activity Student Groups Location Day Week Pattern Staff Activity Component

Impact of Change - Assessment Single Activity Activities within Module Activities across Modules within Programme Activities across Modules across Programmes Activities across Modules/Programmes across Schools Authorisation Levels (min) Module Leader Programme Leader SAL Multiple School SAL’s

Submission of Teaching Information Single Activity Activities within Module Activities across Modules within Programme Activities across Modules across Programmes Activities across Modules/Programmes across Schools Authorisation Levels (min) Module Leader Programme Leader SAL Multiple School SAL’s

Module Timetable Review Period Single Activity Activities within Module Activities across Modules within Programme Activities across Modules across Programmes Activities across Modules/Programmes across Schools Authorisation Levels (min) Module Leader Programme Leader SAL Multiple School SAL’s

Module Timetable - Published Single Activity Activities within Module Activities across Modules within Programme Activities across Modules across Programmes Activities across Modules/Programmes across Schools Authorisation Levels (min) Module Leader Programme Leader SAL Multiple School SAL’s

Individual Timetable - Published Single Activity Activities within Module Activities across Modules within Programme Activities across Modules across Programmes Activities across Modules/Programmes across Schools Authorisation Levels (min) Module Leader Programme Leader SAL Multiple School SAL’s

my. Timetable – Review your timetable

my. Timetable Project – Module Review Summary Guidance Review timetable for: • Accuracy • Appropriate for learning & teaching approach • Coherent timetable for student experience Change Requests & Allocation Exemptions • Email your generic school timetable mailbox • Timetable Policy • LTAC Paper (LTAC(16/17)43) • School Admins Upcoming Dates 7 th July – Deadline for all change requests 17 th July – Module timetable published 4 th Sept – Individual timetable published