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Equity (FMPM 500 - FMPM 599)
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Expenses (FMPM 700 - FMPM799)
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Financial Management and Control (FMPM 800 - FMPM 899)
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Further Applications (FMPM 900 - FMPM 999)
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Introduction (FMPM 100 - FMPM 199)
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Liabilities (FMPM 400 - FMPM 499)
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Archived Policies
- Provision for Defence Force Reservists Enrolled as JCU Students Policy
- Leave of Absence from Study Policy
- Intercampus Mobility
- Elite Athlete Friendly University Policy
- Guiding Principles for the Implementation of the National Network of Athlete Friendly Universities
- Admissions Policy - Schedule III - Courses Pertaining to Clause 8.2
- Review and Appeal of Final Subject Result Procedure
- Review of Final Subject Result Procedure
-
Academic Governance
-
Community, Marketing and Alumni
-
Corporate Governance
- Appointment of James Cook University Distinguished Professorships
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct
- Code of Conduct – Explanatory Statement
- Code of Conduct – University Council
- Code of Conduct – University Council Explanatory Statement
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests – University Council
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Domestic and Family Violence Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Indemnity, Insurance and Legal Claims Policy
- Information Privacy Policy
- Legal Services Policy
- Litigation Assistance
- Professores Emeriti Policy
- Policy for the Affiliation of a Residential College
-
Records Management Policy
- Reportable Gifts Policy
- Social Media Policy
- Risk Management Policy
- Right to Information Policy
- University Archives - Access
- University Seal Policy
-
Equity
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
-
Financial Management
-
Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Plant and Equipment
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
-
Equity (FMPM 500 - FMPM 599)
-
Expenses (FMPM 700 - FMPM799)
-
Financial Management and Control (FMPM 800 - FMPM 899)
-
Further Applications (FMPM 900 - FMPM 999)
-
Introduction (FMPM 100 - FMPM 199)
-
Liabilities (FMPM 400 - FMPM 499)
-
Revenue (FMPM 600 - FMPM 699)
-
Appendices
-
Human Resources
- Academic Promotion Policy
- Adjunct Appointments and Vice Chancellor's Fellow Policy
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Early Retirement Policy
- Enterprise Agreement 2016
- Employment and Recruitment of Casuals
- Human Resources Delegation Policy
- Infectious Diseases Policy and Immunisation Guidelines
- Market Loading Policy
- Optional Working Hours System (Op-Time)
- Overpayment of Wages Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Staff Study Assistance Policy
- Statement on Staff External Activities - Existing
- Supported Wage System (SWS) Policy
- Visiting Appointments
-
Health, Safety and Environment
-
Information and Communications Technology
-
International
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Satisfactory Academic Progress (SAP) Requirements for US Federal Aid Loans Eligibility
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Aid Loans – Return to Title IV
-
Learning and Teaching
- Annual Review of Subjects with Low Enrolments
- Blended Learning Policy
- Casual Teaching by Students Policy
- Charter of Responsibilities for Academic Quality and Governance
- Curriculum Approval, Accreditation, Monitoring, Review and Improvement Policy
- English Language and Numeracy Policy
- Framework for Postgraduate Courses Policy
- First Year Experience and Retention Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Honours Assessment and Postgraduate Coursework Awards Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Experience of Learning and Teaching (SELT) Policy
- Student Retention Policy
- Subject Outlines Policy
-
Quality and Planning
- Annual Report Policy
- Course Performance Reports and Division Academic Program Reports – Policy
- Financial and Operational Performance Management Policy
- Planning Management Policy
-
Policy Development and Review Policy
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
- Quality Enhancement Framework
-
Research Education
-
Research Management
-
Student Services
- Academic Progression Policy effective from Jan 2019
- Administration of Commonwealth Scholarships Policy
- Admissions Policy
- Appointment of Examiners - Near Relatives Policy and Procedure
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy (Applies to graduations after 1 September 2018)
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Scholarships, Bursaries, Grants and Prizes Policy
- Credit Transfer Procedure
-
Coursework Enrolment Policy
- Enrolment Requirements for International Student Visa-Holders Policy
- Examination Requirements Policy
- Intervention Strategy for Students Who Have Not Made Satisfactory Academic Progress
- Library Use Policy
- Publications by Members of Staff
- Review of Assessment and Student Access to Examination Scripts and Materials Policy
- Special Consideration, Supplementary, Deferred and Special Examinations Policy
- Student Access to a Dictionary During an Examination Policy
- Student Appeals Policy
- Student Code of Conduct
- Student Complaint Management Policy and Procedures
-
Student Fee Payments and Refunds Policy
- Student Results Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Policy search
Policy Timetable and Class Registration Procedure
Timetable and Class Registration Procedure
Intent
This procedure describes the various stages of the JCU Timetable build over a six month period starting the creation of the next database with relevant Programmes of Study, through to Class Registration for the next Teaching Period. Every phase of the build is detailed in a separate page within this procedure in order to demonstrate working relationships across Units. As this output relies on a decentralised network of stakeholders, JCU requires all staff involved to be well-informed of their role in the sequence and know what time in the development windows they are actively involved.
Scope
This procedure is to be followed by all staff involved in the development and management of the JCU Timetable and Class Registration process for the following campuses: Townsville, Cairns, Mackay, Mount Isa, Thursday Island and Cloncurry. It does not cover Singapore or Brisbane campuses.
Definitions
Activity – The individual units of delivery for each module.
Module – The building blocks of the Programmes of Study. The individual subjects that a student will study as part of an overall programme.
Programmes of Study (POS) – With respect to JCU Timetable, this is a course of study undertaken by a student within a teaching period that must be sequenced clash free. The dataset requires Academy endorsement every six months at the commencement of every new Timetable build.
Provisional Timetable: Draft Timetable presented for further consultation and adjustments prior to the release of the live timetable.
Student Set – A group of students who share a common timetable or set of activities.
Template – From the perspective of a student, the template details activities that make up a module.
Procedure
1. Key Stakeholders and Communication
To deliver a fair and equitable Timetable, clear communication pathways and stakeholder relationships are essential. The stakeholders and their roles within Timetable and Class Registration should include staff represented from the following areas:
- College Academic Services Officers / Team Leaders – Pivotal interface between JCU Timetable Team, Class Registration staff and Academy.
- Course Coordinators – Specify and review subject combinations to be clash free for their course and provide Academy oversight of the JCU Timetable from a whole-of-course perspective.
- College ADLTs – Provide assistance and support during timetable building processes and promote the importance of Academy involvement to deliver a robust Timetable.
- Divisional CMO Teams – Provide support in the development of Programmes of Study, and encourage Academy involvement at appropriate phases of the build.
- Education Committee – JCU Timetable may seek endorsement of timetabling priorities every year, and ask Committee for guidance relating to the timetable development to support emerging Academy needs.
- Examinations – Work closely with JCU Timetable Team to coordinate major exam blocks and support College level exams and external exam bookings.
- ICT Application Services – Ensure systems are current and supported.
- ICT Videoconferencing & Audio-visual Services – Ensure AV systems are operational and requests are supported with appropriate video conference connections as scheduled.
- JCU Timetable Team – Establish the communication network, manage the timetable building sequence, and coordinate the delivery of the JCU timetable at a high standard and on time.
- Students / Student Association – Main users of the timetable, provide feedback as needed, and engage with Timetable Representatives for support.
- Student Services Class Registration – Ensure the Class Registration processes and systems are operational and meet the requirements of the Colleges.
- Student Services Client Services & Communication – Interface between timetabling and class registration and students.
- Subject Coordinators – Specify parameters for timetabling their subjects and review the timetable to ensure their requirements are supported.
- The Cairns Institute Board – Ongoing liaison to share facilities for both major events and teaching and learning opportunities.
2. Timetable and Class Registration guidance
Enabling guidance delivered from JCU Student Handbook and various Academic papers, JCU Timetable Team will use the following principles for building the JCU Timetable:
- Classes are to be scheduled on the hour unless otherwise requested.
- Zone constraints are to be reviewed every 6 months to ensure 10 minutes business rule is applicable.
- Students are offered the opportunity to access a live timetable via JCU Student Application.
- Any change requests within 24 hours of the class starting are considered high risk to the student experience and are to be discussed between Head, Information Management, Space & Timetabling and respective College representative ie. Course Coordinator or Head of Academic Group before any practical changes are made to the published timetable.
- Accessibility and JCU Timetable Team will work towards finding suitable solutions for students who require adjustments to their timetable.
3. Process diagrams
1. New Timetable Database Process
A new Timetable database is created for the JCU Timetable once every twelve months. This process ensures the system is up-to-date with the most accurate data carried forward to inform the development of the next year’s Timetable.
2. Timetable and Class Registration Training Process
Provide timely training to the staff involved in the development of the JCU Timetable and support to Class Registration. Training and support materials are provided for Timetable Representatives and Academy. This can be delivered by JCU Timetable Team, Class Registration staff and system vendors.
3. Timetable Teaching Requirement Collection Process
Purpose – To ensure accurate and relevant data is provided to the JCU Timetable Team early in the build process regarding Academy staff’s intention for their delivery of learning and teaching of each activity.
4. Timetable Programme of Study Development Process
Provides information for the JCU Timetable building process and sets the rules for which subjects are to be sequenced clash free. This dataset is entered into Syllabus Plus at the commencement of each new Timetable build and establishes the rules for scheduling. There are separate diagrams for DTES and DTHM who manage this output via different methods.
Describes how the JCU Timetable Team and Timetable Representatives use the information provided in the process to build the timetable.
Describes the process of reviewing the draft JCU Timetable prior to publication to ensure the requirements for each activity, subject and course are achieved.
7. Timetable Change Request Process
To accommodate changes to the JCU Timetable during the build and publication. This process includes four separate diagrams outlining the various thresholds and triggers for how the majority of changes are managed.
- 7a. College Timetable Representative Draft Review
- 7b. Academic Draft Review
- 7c. Provisional Timetable
- 7d. Live Timetable
8. TT to SMS Error Checking Process
Prior to each publication but after the JCU Timetable is built, the timetable system has to be synchronised with Student Management System. This process ensures the data is consistent between the two systems as they are inter-related.
Describes the process for a Centralised Class Registration System and enables access to all cohorts to view their live timetable. This process also provides consistent data between the two supporting systems to identify students within cohorts.
10 Internal Room Booking Process
Describes the process to establish levels of authority for approval of room bookings for internal room requests.
Related policy instruments
Timetable and Class Registration Policy
Other related documents
Curriculum Approval, Monitoring, Review and Improvement Procedure.
JCU Courses and Subject Handbook
JCU Enterprise Agreement 2016 (staff only)
Tertiary Education Facilities Management Association
Timetables and Room Booking web site
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 |
Version no. | 19-1 |
Date for next review | 01/08/2022 |
Revision History
Version | Approval date | Implementation date | Details | Author |
19-1 | 01/08/2019 | 01/08/2019 | Amended to reflect current business practices and clarify processes for users. | Head, Information Management, Space and Timetabling |
18-1 | 25/05/2018 | Administrative amendment to update reference to Enterprise Agreement. | Policy Officer, Quality, Standards and Policy | |
15-1 | 1/10/2015 | 13/10/2015 | Procedure established | Head, Information Management, Space & Timetabling, Estate Directorate |
Keywords: | Timetable, timetabling, schedule, scheduling, learning space, class registration |
Contact person: | Head, Information Management, Space and Timetabling |
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