- Legislative Context
- Supporting Documents
- Records Management
This procedure mandates operational activities and assigns responsibilities to support the implementation of the Timetabling Policy.
This procedure will ensure coordinated and consistent timetabling practices of teaching activities and casual bookings of space across all areas of the University in order to facilitate the timely production of the annual University-wide timetable.
This document should be read in conjunction with the Timetabling Policy.
This procedure applies to the scheduling of all teaching activities (timetabled and non-timetabled) and the casual bookings of teaching and meeting spaces at all Federation University Australia campuses.
This procedure does not cover:
- Teaching activities and casual bookings at Partner Provider Organisations; and
- Spaces that are only used for external bookings.
- Statute 1.4 The University Year and Timetables
- Federation University Australia Act 2010
- Occupational Health and Safety Act 2004
- Disability Discrimination Act 1992
- Tertiary Education Quality Standards Agency (TEQSA) Threshold Standards 2011
- Tertiary Education Facilities Management Association (TEFMA) Inc – Space Planning Guidelines
A complete list of definitions relevant to this procedure are contained within the Timetabling Policy.
Each of the procedures below, details the activity which must be conducted in accordance with the timetabling principles referred to in the Timetabling Policy.
Scheduling Services will create a new Higher Education timetable for the forthcoming year on an annual basis which will be based on the information provided by schools.
The key steps to create an annual timetable are outlined in the procedure below. This procedure must be completed according to the Higher Education Timetable Timelines published in the Scheduling Portal.
|A.||Preparation for opening new timetable database.||Team Leader, Timetabling||
|B.||Finalisation of program structures and course offerings for forthcoming year.||Program Coordinators / Coordinator, Programs||
|C.||Reviewing course offerings, entering and validating programs structures.||Team Leader, Timetabling / Timetabling Officers||
|D.||Data collection training and assistance||Team Leader, Timetabling / Timetabling Officers||
|E.||Collection of staff unavailability.||Academic Staff / Head of School||
|F.||Collection of course offering delivery requirements.||Course Coordinator / Program Coordinator||
|G.||Review of course offering delivery data.||Timetabling Officer / Program Coordinator||
|H.||Development of timetable||Team Leader, Timetabling / Timetabling Officers||
|I.||Pre-scheduling activities.||Team Leader, Timetabling / Timetabling Officers||
|J.||Schedule draft timetable.||Team Leader, Timetabling / Timetabling Officers||
|K.||Review of draft timetable.||Program Coordinators (or delegate) / Timetabling Officers||
|L.||Schedule all remaining classes (provisional timetable).||Team Leader, Timetabling / Timetabling Officers||
|M.||Review of provisional timetable.||All School staff / Timetabling Officers||
|N.||Entering and validating integration data.||Team Leader, Timetabling / Timetabling Officers||
|O.||Set size reserves, hide classes, set auto-enrols and confirm non-timetabled classes.||Timetabling Officers & Program Coordinators||
|P.||Publication of Higher Education timetable.||Team Leader, Timetabling||
The timetable will be published one week prior to the opening of continuing enrolments.
Once the Higher Education timetable has been published, the timetable will not be amended unless there are exceptional circumstances or for the reasons outlined in section 4 of the Timetabling Policy and with the appropriate authority.
The key steps to request a change to the published timetable is outlined in the procedure below.
|A.||Submit timetable change request.||Program Coordinator / Course Coordinator||
|B.||School approval of timetable change request (if required)||School Dean (or delegated officer)||
|C.||Assessment of timetable change request||Team Leader, Timetabling||
|D.||Deputy Vice Chancellor (DVC) approval of timetable change request (if required).||Deputy Vice Chancellor (DVC)||
|E.||Actions timetable change request.||Timetabling Officer||
|F.||Amends student enrolment allocations and notifies students of change.||Student HQ||
|G.||Closes Timetable Change Request||Timetabling Officer||
Scheduling Services will create a TAFE timetable for the forthcoming year on an annual basis which will be based on the information provided by TAFE Education Managers (or delegated officer).
The key steps to create a TAFE timetable are outlined in the procedure below. This procedure must be completed according to the TAFE Timetable Timelines published in the Scheduling Portal
|A.||Preparation for opening new timetable database.||Team Leader, Timetabling||
|B.||Preparing timetables.||TAFE Education Manager (or delegated officer)||
|C.||Publishing draft timetables.||Timetabling Officer||
|D.||Reviewing draft timetables.||TAFE Education Manager (or delegated officer)||
|E.||Publication TAFE timetable.||Team Leader, Timetabling / Timetabling Officer||
The TAFE timetable will be published in the first week of December for the following year.
Once the TAFE Timetable is published the room booking system will open and requests submitted after this date may not be able to be accommodated.
The key steps to request a change to a TAFE timetable are outlined in the procedure below.
|A.||Submit TAFE timetable change request.||TAFE Education Manager (or delegated officer)||
|B.||Actions timetable change request.||Timetabling Officer||
All teaching and meeting spaces at Federation University Australia are administered by the University and will be centrally booked through the timetabling system either through the scheduling of teaching classes or in the web room booking system.
The web room booking system should be used for making meeting bookings and other casual room bookings.
The web room booking system should not be used to replace course or ‘on-going’ teaching activities. Staff wanting to change an allocated room for a teaching class, are required to submit a ‘Change Location’ request in the Scheduling Portal.
Casual room bookings in teaching spaces for the forthcoming academic year will not open until both the Higher Education and TAFE timetables are published.
The key steps for submitting or managing a casual room booking are outlined in the procedure below.
|A.||Submit a casual room booking||All staff||
|B.||Approval of a casual room booking||Timetabling Officer / Room booking approver||
If a casual room booking requires approval, the following steps are completed:
|C.||Requesting a change to an existing casual room booking||All staff / Timetabling Officer||
If the casual room booking requires changing (e.g. date, time, duration, room etc.) the following steps are completed:
|D.||Cancelling a casual room booking||All staff||
If the room booking is required to be cancelled, the following steps are completed:
This procedure outlines the process for conducting periodical space utilisation audits of teaching and meeting spaces.
Periodic space utilisation audits will be conducted to:
- Support the University plan and space management strategies by providing and maintaining fit for purpose learning and teaching spaces;
- Identify unused bookings and free space, especially at times or in locations that are under pressure;
- Identify under utilised facilities and provide data to support space planning initiatives and master planning;
- Assist with the education of users about space;
- Monitoring the use of space, used to make informed decisions about providing more space, withdrawing space from use, space repurpose etc; and
- Meet Tertiary Education Facilities Management Association (TEFMA) reporting responsibilities.
Scheduling Services will coordinate detailed space utilisation audits annually and will be conducted in accordance to the steps outlined in the procedure below.
|A.||Defining audit scope||Scheduling Analyst, Data Analyst and Integrity||
|B.||Audit preparation||Scheduling Analyst, Data Analyst and Integrity||
|C.||Conducting audit||Audit staff||
Collection of feedback from staff and students is not required. Any issues are to be directed to the Scheduling Analyst.
|D.||Preparation of data analysis report||Scheduling Analyst, Data Analyst and Integrity||
|E.||Distribution of final report||Scheduling Analyst, Data Analyst and Integrity||
- Deputy Vice-Chancellor, Student Support and Services is responsible for monitoring the implementation, outcomes and scheduled review of the Timetabling Policy and its accompanying procedure/s.
- Manager, Strategic Scheduling is responsible for maintaining the content of the Timetabling Policy as delegated by the Deputy Vice-Chancellor, Student Support and Services.
- Team Leader, Timetabling is responsible for the administration support for the maintenance of the Timetabling Policy as directed by the Manager, Strategic Scheduling.
The Timetabling Procedure will be communicated throughout the University via:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Policy;
- distribution of e-mails to Head of School / Head of Department / University staff; and
- notification to Schools
The Timetabling Procedure will be implemented throughout the University via:
- an Announcement Notice via FedNews website and on the ‘Recently Approved Documents’ page on the ‘Policies, Procedures and Forms @ the University’ website to alert the University-wide community of the approved Policy; and/or
- training sessions
|Document Title||Location||Responsible Officer||Minimum Retention Period|
|Timetabling requests||Scheduling Portal (Service Now)||Team Leader, Timetabling||3 years|
|All timetabling records||University Timetabling System||Manager, Strategic Scheduling||3 years|
|Space utilisation and audit report||Scheduling Services||Scheduling Analyst, Data Analyst and Integrity||3 years|