Policy Estate and Facility Management Timetable and Class Registration Policy

Timetable and Class Registration Policy


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Intent

This Policy establishes the framework for developing and managing the timetable and class registration function.  It is to be read in conjunction with the Timetable and Class Registration Procedure.

Scope

This policy covers timetabling and class registration for the following campuses: Townsville, Cairns, Mackay, Mount Isa, Thursday Island and Cloncurry. It does not cover Singapore or Brisbane campuses.

Definitions

Centralised Class Registration – The centrally managed systems and processes associated with allocating specific students to learning and teaching activities and communicating those allocations to the students.

Centralised Timetabling – The centrally managed systems and processes associated with scheduling staff, students and space for the delivery of learning and teaching activities.

Class Registration Team - The centralised team that manages the JCU class registration system and processes.

Timetable Representatives – Specific College staff, Academics or Directorate staff, some of whom perform detailed timetabling tasks supporting the delivery of the JCU Timetable.

Coordinators – JCU Course Coordinators and Subject Coordinators.

Decentralised Timetabling – JCU incorporates a decentralised timetabling strategy to develop each JCU timetable, by empowering team members across Academy to assume responsibility for specific component of the timetable build function.

JCU Timetabling Team – The centralised team that manages the JCU timetabling systems and processes and with assistance from College Timetable Representatives, delivers the JCU timetable.

Live Timetable – The timetable as it is published at the commencement of class registration for that major Teaching Period.

Programme of Study – Provide course combinations that will be timetabled as clash-free during the scheduling phase for either Study Period One or Study Period Two only.

Policy

1.  Student Experience

All decisions relating to timetabling and class registration are to be made with the understanding of current student and Academic needs.

2.  Roles & Responsibilities

JCU Timetabling Team and College Timetable Representatives are responsible for building the timetable in accordance with the parameters specified by the Coordinators.

It is the responsibility of the JCU Timetabling Team to ensure the annual timetable development schedule is endorsed and communicated, and the timetable is delivered in accordance with the dates scheduled.

It is the responsibility of the Class Registration Team, working with College Timetable Representatives, to ensure the class registration system and processes are available to support the class registration requirements.

The JCU Timetabling and Class Registration Teams will make available training opportunities for staff involved in timetabling and class registration activities to familiarise with the respective systems and will provide support in the use of those systems.

3.  Timetabling Priorities

The timetable order for building each version, associated priorities and guidance for resolving conflicts will be reviewed at least annually with endorsement by Education Committee.  Characteristics for prioritisation will consider the following factors:

  • First year cohorts are scheduled in accordance with clause 5.
  • Core subjects;
  • Large cohorts with limited space options, all years;
  • Subjects or activities requiring access to specialised spaces, limited spaces or specific technology ie Video Conference and Lecture Capture suitability.
  • Cohorts with complex timetables where the sequence of timetabled activities are highly specific, the activity options for particular students are limited, and the week is heavily timetabled;
  • Subjects which are core to cohorts from multiple courses;
  • Activities that are delivered by Academics who teach across multiple Disciplines.
  • Activities delivered simultaneously across multiple locations.

4.  Clash Free Timetabling

Division staff will facilitate the data entry for their Division’s Program of Study.   The JCU Timetabling Team and ICT will facilitate the import process for the final Academy Program of Study for each Teaching Period Timetable build.

5.  Teaching Time Periods

Activities will be timetabled between the core hours 8:00am (start) and 6:00pm (finish), Monday to Friday unless an alternate time is specifically requested by the Course or Subject Coordinator, or the subject is advertised as being offered at other times.

Where an activity is unable to be timetabled within the core hours, JCU Timetabling Team will advise the Coordinators and College Timetable Representatives and assist in finding an alternate timetabling solution.

6.  Staff

In building the JCU timetable, all staff required for the delivery of each activity will be available within the core hours unless a staff member has an arrangement for alternate hours that has been endorsed by the College Dean, Director Operations and Director of Academic Quality and Strategy (or their delegates).

7.  Teaching Spaces

All scheduled learning and teaching spaces will be allocated through the JCU centralised timetabling system.

The priority order to enter activities in the JCU timetable development process will accommodate different periods of teaching each year.

During Orientation Weeks:

1. Student induction and orientation activities.

2. Intensive learning and teaching activities and recruitment activities.

During Teaching Periods One and Two:

1. Internal mode learning and teaching activities.

2. Intensive learning and teaching activities.

3. Examinations.

4. Student induction and other orientation and recruitment activities.

5. Seminars and other activities not specifically related to courses of study.

During Major Examination Periods:

1. Examinations.

2. Internal mode learning and teaching activities.

3. Intensive learning and teaching activities.

4. Student induction and other orientation and recruitment activities.

5. Seminars and other activities not specifically related to courses of study.

Outside the two major Teaching and Examination Periods (excluding Orientation Week):

1. Internal mode learning and teaching activities.

2. Intensive learning and teaching activities.

3. Examinations.

4. Student induction and other orientation & recruitment activities.

5. Seminars and other activities not specifically related to student learning and teaching.

8.  Annual Schedule

The schedule for developing and releasing the JCU timetable and opening class registration will be reviewed annually by Education Committee.

9.  Timetable Changes

After publication of the Live Timetable, all changes that are deemed critical that affect students must be initially endorsed by the College Dean or their delegate prior to management by JCU Timetabling Team.

A critical change request is an event that affects students and are defined as:

a. up to 24 hours before an activity is scheduled to commence, the activity time, day or week is changed; and

b. within 24 hours of an activity scheduled to commence, the time, day or location is changed.

10. Accessibility

Once JCU staff are aware a student or staff member has a requirement for a reasonable adjustment, the staff member managing the event is to liaise with their College Timetable Representative and JCU Timetabling Team to identify a suitable solution.

11. Timetable Conflict Resolution

JCU Timetabling Team and College Timetable Representatives will work closely with Academy representatives to facilitate the timely resolution of timetabling conflicts.

Related policy instruments

Blended Learning Policy

Charter of Academic Responsibility

Curriculum Approval, Accreditation, Monitoring, Review and Improvement Policy

First Year Experience and Retention Policy

JCU Enterprise Agreement 2016

Policy Glossary

Space Allocation and Management Policy

Timetable and Class Registration Procedure

Videoconferencing and Audio Visual Equipment - Funding Policy for Common Teaching Rooms

Related documents

Building Code of Australia

Courses and Subject Handbook

JCU Academic Calendar

JCU Strategic Intent

Tertiary Education Facilities Management Association

University Plan

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Sponsor

DVC Students /  DVC Services and Resources

Approval Authority

Academic Board

Date for next review

17/12/2021

Revision History

Version

Approval date

Implementation date

Details

Author

18-2

17/12/2018

20/12/2018

Policy reviewed and amended to complement improved business processes.

Head, Information Management, Space and Planning

18-1

09/03/2018

03/05/2018

Amended to reflect organisational structure

Quality, Standards and Policy Officer

1.0

16/03/2015

31/03/2015

Policy Established

Dana Alexander, Head, Information Management, Space and Timetabling, Estate Directorate

Contact person

Head, Information Management, Space and Planning

Keywords

Timetable, timetabling, schedule, scheduling, Learning space, class registration