Timetabling Sponsor Update for AY24/25 Un-roomed Events
AY 24/25 Sponsor Update June 2024
We would like to express our thanks to all colleagues involved in the Timetabling process AY 24/25, for their continued support and engagement throughout the edit and prep period. Our goal was to achieve efficient and flexible utilisation of the University teaching estate and we are happy to announce we are on our way to reaching that goal.
This could not have been done without the constructive, supportive engagement and feedback from colleagues across the University. We recognise at this stage, the high level of uncertainty around student numbers, and the challenges this presents in the coming months is daunting however, your engagement and collaboration has never been more crucial and we are positive in working together, we will deliver the best possible outcome.
Timetabling Academic Year 24/25 Sponsors All Staff Update
Prof. Moira Fischbacher-Smith and Prof. Frank Coton provide an update on the Timetabling Programme, the next steps, and key information for the coming months.
Un-roomed Events
The next step in the AY24/25 timetabling process will be the resolution of Un-Roomed Events running from the 18th of June to the 16th of July. All un-roomed events will be split into two categories, Large & Time Critical Events which will be managed by SMTT and All Other Un-Roomed Events which we are asking you to lead on, on behalf of your school.
You will receive your lists of Un-Roomed Events on the 18th of June, and we ask that you help to resolve these events in a similar way to previous years. We recognise that June is a challenging period, however, your commitment and support during this window is critical in enabling us to consolidate the timetable for the next academic session.
To help support these efforts, your Dean of Learning & Teaching has identified escalation routes in the event we are unable to resolve rooming issues to help make any necessary academic decisions on teaching or resources needed. Access your College process and all essential information at the Timetabling Programme Microsite.
We are hosting 2 optional online drop-in sessions to give colleagues the opportunity to run through un-roomed events and change request process with a member of the team. You will only need to attend one session either on the 17th June or 20th of June.
Large Events & Time Critical Events (greater than 50 in size, events in the first month of teaching)
- A resolution call will be scheduled with the identified roles within each of the schools
- The calls will be led by SMTT who will suggest potential solutions, we do not anticipate all the identified roles will be required to attend every call however we do expect decision makers to be available.
- SMTT will update the event in real time if a suitable option has been agreed.
All Other Un-Roomed Events (less than 50 in size)
- Led through the coordinating TT resource already identified. The Timetabling and Enrolment Coordinator/ L&T Assistants should review local space first to resolve.
- Should a Timetabling and Enrolment Coordinator/ L&T Assistants need to change the event (e.g. time/day) to find a central room, they should:
- Liaise with the L&T Convener, Head of School or Head of Course to be aware of potential clashes and explore available options to resolve.
- Raise a “Central Room Request” to SMTT to room the event via the Change Request process
- The CR will be updated when a room has been allocated
- In the event there is no resolution that can be accommodated the Timetabling and Enrolment Coordinator/ L&T Assistants should escalate through the identified roles listed for Category 1 events.
Please see your College and School specific information on the process below:
- College of Arts & Humanities - Unroomed Events & Change Requests
- College of Science & Engineering - Unroomed Events & Change Requests
- College of Social Sciences - Unroomed Events & Change Requests
- College of MVLS - Unroomed Events & Change Requests
- AY 24-25 Un-roomed Events and Change Request Process
Change Requests
We will only be accepting Change Requests to confirm a central space is no longer required, to support resolution of an un-roomed event, or to resolve data quality issues as listed. All other Change Requests will be rejected and will need to be re-submitted after the 16th of July when the Change Request period opens. Please note, only those essential change request reasons as per AY 24-25 Change Request Reasons will be accepted.
From June we are embarking on an exciting element of the programme to test different approaches to Timetabling. To date we have tried to improve the process we have followed for a number of years, now we are looking to test alternatives. Our Test & Learn Ambassadors will lead this programme.
These experienced timetablers from across the Colleges, are coming together to share experience and insight and work with you towards a more robust process. In the coming weeks more information will follow, and we look forward to introducing you to our Test & Learn Ambassadors.
Thank you for your commitment and continued support across the coming months. If you have any questions, please contact the Timetabling Project Team at: