Message to Staff on Requests for Change to the Timetable for AY23/24
Un-Roomed Events
Following the rooming period in May, and thanks to the efforts of everyone involved in the timetabling process for AY23/24, 96% of teaching requiring central space was roomed from the outset.
Nominated role holders in each of the Schools are supporting the resolution of the remaining un-roomed events throughout June.
The next stage in the AY23/24 timetabling process will be for Essential Change Requests, which will open from Tuesday 11th July.
Change requests beyond July could impact on the overall rooming percentage achieved. During the Change Request period we are asking colleges to continue with the essential change approach, to ensure we can maintain a stable timetable for AY23/24.
From 11th July we will accept the following reasons for Change Requests:
1. Room no longer required
2. Central room request
3. Use of another area's local space
4. Accessibility requirement not known at the time of rooming
5. Change in size post enrolment
Some change requests will need to be evidenced or approved prior to being submitted, any received without the required information will be rejected. Requests where approval is required:
6. New course/event introduced
7. Essential Time/Day change
8. Challenge with the original equipment and features allocated
9. 'Opt-out' of lecture recording (as per policy)
For more information on essential change reasons from July, please see the Change Requests definition and examples
Academic staff
Academics will be responsible for obtaining appropriate evidence or approval when an essential change is required (reasons 6-9) before a request can be raised by a local Timetabler in CMIS.
An approval process has been agreed in each College for the essential change reasons.
You can review your college and school specific information on the process:
- College of Arts process
- College of Science & Engineering process
- College of Medical, Veterinary & Life Sciences process
- College of Social Sciences process
For more information on essential change reasons from July, please see the Change Requests definition and examples
Professional Services staff
Change Requests will continue to be raised by local Timetablers. For more information on raising a Change Request please visit the Space Management and Timetabling Webpages.
Changes should be requested where there is space in the Timetable to accommodate. To help find available rooms a guide for the Room Availability tool in CMIS has been made available to all CMIS users.
Changes to multiple events
Where an essential change is required for a course and this will impact a number of events (e.g., impacting both lecture and seminar groups) a single approval from the designated person will be sufficient evidence to support the request.
Individual change requests will still need to be submitted for each event with a copy or details of this evidence supplied in each case.
Support & Further Information
Thank you for commitment to date in maintaining the essential change approach and your continued support across the coming months.
We kindly ask that if you have any concerns, please raise this with your Dean of Learning and Teaching in the first instance.
If you have any questions, please visit our FAQs or contact the Timetabling Project Team at TimetablingProject@glasgow.ac.uk