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Message to Key Professional Services Staff involved in Un-Roomed Events

Un-Roomed Events

We are working together to room as many events for the AY23/24 session by adopting a ‘minimal change’ approach to the timetable, to ensure we can fit all teaching on campus.

The next step in the AY23/24 timetabling process will be the resolution of Un-Roomed Events running from the 5th of June to the 10th 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 5th of June, and we ask that you help to resolve these events in a similar way to previous years, with a specific focus during June. 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. 

 

 

 

Large Events & Time Critical Events (greater than 50 in size, events in the first 4 weeks of teaching)

  • The resolution of these events will be led by SMTT who will suggest potential solutions.
  • Calls will be scheduled by SMTT to assist in this process, and they will reach out to you where your input in the resolution of an event is required. Your support in securing availability to take part in these calls where possible is crucial.
  • SMTT will update the event in real time when a suitable option is agreed.

All Other Un-Roomed Events (less than 50 in size)

  • The resolution of these events is to be led by you locally within your School.
  • In the first instance, you should seek to resolve these un-roomed events using local space; local space allocations should be made as per the normal process.
  • If suitable local space is not available, a change to the event (e.g. time/day) to match a central room should be explored, you should liaise with the appropriate lead academics to be aware of potential clashes and explore available options.​ If a date/time that matches availability of a suitably sized central room has been agreed with Teaching Staff, a Change Request needs to be raised to book the available space at the agreed slot.
  • If a local space that meets the requirements of an event is identified through discussions with another area, a Change Request should be raised which includes evidence of the agreement with the Local Space Manager. SMTT will allocate the agreed local space to the event.
  • In the event there is no resolution that can be accommodated, you should escalate through the defined process and identified contacts as per Large & Time Critical Events in your School.

Please see your college and school specific information on the process below:

We will continue to seek solutions for any remaining un-roomed events from 11th of July however this will be in conjunction with the management of Change Requests.

Change Requests in June

We will only be accepting Change Requests to confirm a central room is no longer required or to support resolution of an un-roomed event as listed.  All other Change Requests will be rejected and will need to be re-submitted after the 11th of July when the Change Request period opens.

Timetabling guidance on Change Requests for June will be updated before the Timetable is released. Further information will be provided on Change Requests for July and beyond.

June Change Requests process and reasons

Support & Further Information

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.

We kindly ask that if you have any concerns, please raise this with your Head of Professional Services to allow for any appropriate contingency to be put in place. 

Thank you in advance for your input. If you have any questions, please visit our FAQs or contact the Timetabling Project Team at TimetablingProject@glasgow.ac.uk