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  1. Academic
Authority Source: Academic Board
Approval Date: 09/12/2013
Publication Date: 14/04/2010
Review Date: 09/12/2016
Effective Date: 14/04/2010
Custodian: Director, Student Connect
Contact: timetable@canberra.edu.au
Accessibility: Public
Status: Published
In developing this policy the University had regard to the provisions of section 40B(1)(b) of the Human Rights Act 2004 (ACT).
Timetable Policy
Purpose:
  1. This policy sets out the principles governing the allocation of teaching space at the University of Canberra for exams, lectures, tutorials, other classes and casual bookings.
  2. This policy facilitates efficient and effective use of University of Canberra teaching space in the interests of the construction of a timetable which is student focused.
Scope:
  1. The policy will apply to teaching and learning bookings for University of Canberra teaching space made by University of Canberra staff.
  2. The policy governs bookings made for exams, lectures, tutorials and casual bookings.
  3. This policy also governs bookings made for UC College and ELICOS students.
Principles:
Timetable construction
  1. The University class timetable will be produced ahead of enrolments using academic requirements, constraint parameters and estimated enrolments data supplied by the student management system. In addition, historical enrolment data will be used to validate predictions of estimated enrolments. All known requirements and constraints on the timetable must be applied prior to its production. Class times for each unit may vary from year to year in the interests of optimising the timetable.
Regulation of teaching space
  1. University teaching space will be available for bookings for all weeks of the year (excluding the University’s official shutdown period).
  2.  Teaching space at the University of Canberra is classified into two categories as follows:
    1. Bookable space refers to all teaching rooms and facilities therein, available for use by any faculty or business unit. Bookable space is managed by the Timetable and Examinations Office and subject to space charges from 1 January 2011.
    2. Allocated space is available for use solely by the individual faculty or business unit for conduct of specialised activities associated with teaching.
  3. Teaching space may be booked only for the specific period of time the booking is required.
    Rooms may be unavailable at certain times to allow for audio visual and computer equipment maintenance. Previously arranged bookings will be moved to alternative rooms during the maintenance period.
  4. Owners of allocated teaching space may apply additional guidelines on the use of that space.
Class constraints
  1. Core teaching time will run from 0800 to 2130 Monday to Friday. Any bookings made outside these times must comply with the Guidelines for After Hours Bookings.
  2. Computer laboratories which are used by students for assignment work, and exam preparation will of remain unscheduled for 30 percent of the core teaching time.
  3. Classes must commence on the half-hour and be scheduled in multiples of 30 minute blocks. The University Timetable and Examinations Manager has the discretion to vary class starting times.
  4. Classes are to start promptly at the scheduled time and finish at least 10 minutes before the end of the booked period.
Room allocation
  1. Bookings for the teaching of University of Canberra, University of Canberra College and ELICOS students have priority over other bookings.
  2. During scheduled exam periods, bookings for examinations have priority over all other bookings. Further information on the preparation of the Examination Timetable can be found in Section B of the Examination Policy.
  3. Classes will be scheduled according to class size, teaching requirements, equipment and room availability. Classes will be scheduled into the most appropriate, for use and size, rooms available.
  4. Timetable clashes will be minimised. A timetable clash is deemed to have occurred when:
    1. A student is required to attend two mandatory activities at the same time; or
    2. All optional classes for one unit have been scheduled at the same time as  mandatory classes of other units in which the student is enrolled.
  5. Where possible room bookings outside the period 0830 to 1800 Monday to Friday should be limited to buildings that offer improved security and maximum savings in power consumption and maintenance costs.
Availability of teaching staff
  1. Full-time academic staff will be available for teaching during core teaching time. The allocation of teaching duties will be managed by Faculty Deans in accordance with the University of Canberra’s Academic, General and UCELI Staff Agreement.
  2. Part-time academic staff are to be available for classes during core teaching time or by agreement with their Dean of Faculty.
Timetable changes
  1. Any changes after the timetable is finalised must be kept to an absolute minimum and will need to be approved by the relevant Faculty Dean or the Director of Student Administration and the Manager Timetable and Examinations. In the case of non-agreement, an appeal can be made to the Deputy Vice-Chancellor and Vice-President Students and Partners.
  2.  Valid reasons for changes include only:
    1. Unexpected unavailability of staff
    2. Unavailability of equipment
    3. Unexpected staff turnover
    4. Changes to estimated course/class size
    5. A hazard identified in the booked room
    6. Reasonable adjustments to accommodate students with special needs.
Responsibilities:
Responsibilities for implementing this policy are set out in the Timetable Procedures.
  • Policy owner:  Deputy Vice-Chancellor & Vice-President Students and Partners
  • Policy custodian: Director, Student Administration
  • Policy contact: Manager, Timetable and Examinations
Supporting Information:
Definitions:
Terms Definitions
Academic Requirements Refer to the necessities of the unit convenors to be able to teach the unit to the highest standard. These include, but are not limited to, facilities available in rooms, available in rooms, availability of tutors, planned class sizes and which weeks the convenor wishes to run classes.
Constraint parameters Refer to the restrictions on scheduling which are set features and cannot be altered. These include, but are not limited to, class room sizes, clashes with core units and the weeks available to run the unit.
Estimated enrolments data supplied by the student management system Taken from Callista and based on both real time as student enrols and historic from previous years enrolments into a unit.
Notes:
Context
The revision of the Timetable Policy (approved 22/03/2010) was prompted by a  the SAFFIRE (Flexibility, Innovation, Retention, Engagement) project to increase flexibility and choice for students).