Roles, Responsibilities, and FAQs
What are the changes in responsibilities for Heads of Subjects / Programme Director?
If, as a Head of Subject or Programme Director, you will be involved in the new data gathering process, you should already have been contacted by your College Test & Learn ambassador about this.
Those who are responsible for the overall shape of the programme or curriculum will be asked, via a SharePoint form, to confirm which courses that ran in AY 24/25 will be running again in AY 25/26; to indicate if they are aware of any new or returning courses that will run in AY 25/26; and to check that the course leads listed against these courses are correct.
The email link to access this will be sent to those nominated staff on Monday 17 February, with a deadline of Friday 28 February for completion.
What are the changes in responsibilities for Course Leads/Convenor?
If you are confirmed as being a course lead by your Head of Subject or Programme Director during stage 1 of this new process, you will receive an email on Monday 10 March containing a link to a SharePoint list of your courses. We ask that you confirm whether any changes will be required for your course timetables for the upcoming year, which will act as a starting point for conversations with professional service teams within your School.
If you are the course lead/convenor for a new or returning course, you will be asked to indicate your course delivery details which can then be further discussed with your local timetabling team.
The deadline for completion is Friday 28 March.
What are the changes in responsibilities for Professional Service staff in School Timetabling Teams?
Lead timetablers and nominated professional service staff will be able to see all courses within their area during both stages of this process. They will have access to all form functionality and multiple data views.
Reminders to complete the form will be sent to named academics automatically during both stages of the process, so the onus is not on professional services staff to send chasers. You may, however, wish to reach out to those staff members who have not yet completed their forms to discuss the situation with them.
This new process does not change how timetabling is completed within CMIS. Local timetablers will still build and update timetables in CMIS based on the information provided by course leads when returning their forms and any subsequent discussions.
Schools are asked to provide details of major changes to their timetabling, to help with strategic planning. Unlike last year, changes to timetables do not need to be manually reported to SMTT or Transformation, the new forms system will automatically report any changes indicated during the completion of form 2. We may discuss proposed changes before making these updates.