APPENDIX ATIMETABLE POLICY DEADLINES FOR 2018/2019

OWNER / TASK / INSTRUCTIONS / DATE
GENERAL SCHEDULING / SCHOOLS/DEPARTMENTS / UNIT INFORMATION AND COURSE STRUCTURES / All course structure and unit information must have been supplied by Faculties and/or Departments to the Registry Support – System Analysts for continuing courses. / 15/12/17
ACADEMIC REGISTRY / COURSE STRUCTURES / All data added / updated in the Student Record System by the Registry Support – System Analyst team in AR / 19/01/18
SCHOOLS/DEPARTMENTS / TIMETABLE REQUESTS TO CTU / All timetable requests for the whole academic year (including CAP events) should be given to CTU on Timetable Request Forms. Requests need to include delivery of unit (length/amount/size of events), lecturer names, type of room needed (including facilities and equipment) and estimated sizes / 26/01/18
SCHOOLS/DEPARTMENTS / TIMETABLING RESTRICTIONS TO CTU / All lecturers must have completed an online request for timetabling restrictions, if one is needed / 26/01/18
SCHOOLS/DEPARTMENTS / ONLINE OPTION CHOICE / Online Option Choice process goes live for students / 01/02/18
SCHOOLS/DEPARTMENTS / DEADLINE FOR RETURNING STUDENTS CHOOSING OPTIONS / Schools must inform returning students that the deadline for choosing their options for the following year is end of February so that accurate unit numbers can be provided / 23/02/18
SCHOOLS/DEPARTMENTS / RETURNING STUDENTS’ UNIT ENROLMENTS ON STUDENT RECORDS / All unit enrolments (core and optional) should be added to Student Records by schools/departments and exact unit numbers given to CTU / 02/03/18
SCHOOLS/DEPARTMENTS / UNIT NUMBER UPDATES AND NON-VIABLE L2 & L3 OPTIONS CANCELLED / CTU informed of all changes to unit sizes after student option choices have been counted and any event changes caused by size increase/decrease. CTU also informed of options no longer running due to lack of student numbers. / 16/03/18
CTU / IS / DRAFT TIMETABLES / CTU to provide draft lecturer/course timetables to schools/departments for checking & draft lecturer timetables to be displayed on portal / 01/06/18
SCHOOLS/DEPARTMENTS / TIMETABLE CHANGES / All change requests to CTU / 29/06/18
SCHOOLS/DEPARTMENTS / REPEATING STUDENTS (not eligible for 2nd AA) / All units for repeating students who are not eligible for 2nd AA / defers to be entered onto Student Records / 20/07/18
CTU / PUBLISH “GENERAL TIMETABLE” / Timetable of Lecture Events published for each Unit (NO CHANGES CAN NOW BE MADE) / 31/07/18
CTU / IS / LECTURER TTs / Lecturer timetables to be displayed on portal (NO CHANGES CAN NOW BE MADE) / 31/07/18
SCHOOLS/DEPARTMENTS / REPEATING STUDENTS (after 2nd AA period) / All units for repeating students who have been involved in 2nd AA / defers to be entered onto Student Records / 24/08/18
CTU / L2 & L3 STUDENT INDIVIDUAL TIMETABLES / CTU to ensure all timetables for returning students are checked and finalised to be displayed on portal / 2 weeks before teaching
SCHOOLS/DEPARTMENTS / L1 STUDENTS – REGISTRATION AND UNIT ENROLMENTS / Schools to ensure all L1 students are registered and unit enrolments for the whole year added to SR (courses with optional units) / Tuesday of induction week
CTU / L1 INDIVIDUAL TIMETABLES (COURSES WITH CORE or OPTIONAL UNITS) / CTU to ensure all timetables for L1 students are checked, finalised, available to schools & displaying on portal / During induction week
SCHOOLS/DEPARTMENTS / PERIOD FOR STUDENTS TO CHANGE OPTIONS / All students can change options during the 2ndweek in July and teaching weeks 1, 2 & 15 / W/E13/07/18, 21/09/18, 05/10/1801/02/19
INDUCTION / SCHOOLS/DEPARTMENTS / INDUCTION REQUESTS TO CTU / All induction room requests to CTU including room type & size and requested day/time / 27/04/18
CTU / DRAFT INDUCTION TT / CTU to provide draft induction TTs to schools / 29/06/18
SCHOOLS/ DEPARTMENTS / CHANGES / Schools/departments to request any changes to induction timetable / 20/07/18
CTU / FINAL INDUCTION TIMETABLE / Induction timetable finalised and sent to departments / 27/07/18
EXAMS / SCHOOLS/DEPARTMENTS / EXAM BIDS TO CTU / All exam requests to CTU including room types/sizes and any specific day/time requests / 09/11/18
CTU / DRAFT EXAM TIMETABLES / CTU to provide draft exam timetables to schools/departments for checking / 25/01/19
SCHOOLS/DEPARTMENTS / EXAM CHANGE REQUESTS TO CTU / All change requests to CTU / 08/02/19
CTU / FINAL EXAM TIMETABLES / All exam timetables finalised and ready to be displayed on portal / 04/03/19
2nd AA EXAMS / THE 1ST 3 WEEKS OF THE 2ND AA TT WILL MIRROR THAT OF THE EXAM TT IN TERMS OF DAYS/TIMES BUT ROOMS WILL CHANGE. EXAMS DURING 4TH WEEK OF EXAM TT WILL HAVE NEW DAYS/TIMES FOR 2ND AA TT.
CTU / INITIAL TT PROVIDED TO DEPARTMENTS / CTU to forward copy of 1st AA TT to departments for checking/amending / during March
SCHOOLS/DEPARTMENTS / CHANGE REQUESTS TO CTU / All change requests to CTU / 26/04/19
CTU / DRAFT 2ND AA TIMETABLES / Draft timetables displayed on portal / 03/06/19
SCHOOLS/ DEPARTMENTS / CHANGE AFTER BOARDS / All post-board change requests to be sent to CTU ASAP after boards have taken place / Post-boards
CTU / FINAL 2ND AA TIMETABLES / All exam timetables finalised / Week before 2nd AAs