• Timetabling production process and deadlines

    The timetabling team will work with academic colleagues on the production of the 2021/2022 timetable. The University has made a decision to timetable 2021/2022 is two semesters to maximise the flexibility to respond to the changing Covid situation. We hope to return to an annual timetable in 2022/2023. We are providing this guidance on the process to help academic colleagues understand what is required from them and when. Please get in touch with any concerns or queries.

    Please note that the team are working from home in line with Covid-19 guidance. As a result the main office will be empty and telephones will not be answered. Please get in touch via email and the team will be happy to assist.

    Please see the amended timeline and dates below following the decisions to adjust key dates in light of the Covid-19 impact on the University.

    Summary timeline for 2021/2022

    Module Run Confirmation, New module Slot Requests, Module Slot Change Requests

    Deadline 27 March 2021 for the whole 2021/2022 academic year.

    Module Delivery Data

    Data Collection Window: 10 May to 4 June 2021 for all teaching up to 31st December 2021. Teaching approach will be confirmed by 3 May 2021.

    Data Collections Window: 11 to 23 October for all teaching up to 31st August 2022. Teaching approach will be confirmed by 4 October 2021.

    Module Delivery Constraint

    Data Collection Window: 10 May to 4 June 2021 for all teaching up to 31st December 2021.

    Data Collection Window: 1 to 12 November 2021 for all teaching up to 31st August 2022.

    Rooming

    Begins by 5 July 2021 using MDD student number estimates for all teaching up to 31st December 2021.

    Begins by 15 November 2021 for all teaching up to 31st August 2022.

    Continuing Students Module Registration

    TBC for the whole 2021/2022 academic year.

    Draft Timetable Checking

    Draft Checking Window: 30 July to 20 August 2021 for all teaching up to 31st December 2021.

    Draft Checking Window: 11 to 18 December 2021 for all teaching up to 31st August 2022.

    Timetable Publication and Late Changes

    Semester 1 published to students: 27 August 2021

    Semester 2 and 3 published to students: 4 January 2022

    Set Changes

    Student fitting to sets will begin on 2 August 2021 for all teaching up to 31 December 2021. Any requests for specific student allocations must be received by 2 August 2021 for continuing students and 16 August 2021 for new students.

    Student fitting to sets will begin on 13 December 2021 for all teaching up to 31 August 2022. Any requests for specific student allocations must be received by 13 December 2021 for continuing students and 8 January 2022 for new students.

    Induction week

    Semester 1: 13 September 2021

    Semester 2: 17th January 2022

    Teaching starts

    Semester 1: 20 September 2021

    Semester 2: 24 January 2022

    Accessing timetables

    Academic timetables can be viewed and printed via Google Calendar.

    View and subscribe to module timetables »

    For information about using your Brookes Google Calendar, see Google Apps on the IT Services website.

    Timetabling Policy

    University regulations on timetabling can be found in the Timetabling Policy.

    Cancellations or urgent changes

    If you want to cancel or amend a teaching session, please contact our team by email or by phone as soon as possible. You will need to provide the module number and any other relevant information. New amendments are shown on the students' Google calendars within two hours. If the cancellation or change has less than 2 hours notice, then you will be asked to email your students and place notices on the rooms.

    Frequently asked questions

  • The annual timetable is published at the start of July for the full academic year.

    The timetables are viewable a couple of weeks before. Programme and Module leaders are required to check that the timetable is correct.

    The rooms assigned to your module can be viewed on the Google Calendar or on the Course Module List.
    Any changes made on Banner (such as deleting a module registration) will appear on CMIS, Argos and Google Calendars within 2-3 hours. If a student adds a new module and that module has teaching sets then there will be a longer delay before the student appears on set lists and sees the set teaching in their google calendar as this requires manual processing. We aim to have all set teaching changes showing within 1 working day.
    When the draft timetables are published, the rooms are suppressed. Therefore it is normal that you cannot see the details of the room. After publication of the final timetable (see question 1), the rooms should appear on the Google Calendar. If you still cannot see it, please contact timetabling@brookes.ac.uk and our team will investigate.

    Academic staff are expected to be available for academic contact sessions at any time during the standard teaching periods defined in the Timetabling Policy - section 7. Where staff are critical to the delivery of a module and cannot be replaced with another staff member this should be recorded as a module delivery constraint by the appropriate module or programme leader. This enables us to respect academic and support staff who have part time, flexible working or other limitations on their availability. If a staff member has any form of accessibility requirement (such as wheelchair access) this should also be recorded in the module delivery constraints.

    You can get more information from your Head of Department. 

    Occasionally, Student Information displays incorrect teaching slots and contradicts the information found on Google Calendar. As Google Calendar draws its information from CMIS, this is where the most updated information can be found. Consequently, when in doubt, trust Google Calendar or contact the Timetabling team.
    Please contact timetabling@brookes.ac.uk and the team will cancel the room for you.
    We try to provide colleagues with a consistent room through the semester but we have to occasionally make changes so that the majority of module requests can be roomed. Not all modules follow a regular weekly teaching pattern. We always contact the module leaders when any changes are made and all changes will be viewable on Google Calendar. Please be assured that we carefully consider any changes that are made with an emphasis on reducing any negative impact on student experience.
    Even though module leaders can request specific rooms for their modules, the Timetabling team's main goal is to ensure that the University space is utilised as best as possible and that conflicting requests are resolved in a effective and unbiased manner. The demands for University space are very high in semester time, especially at Headington Campus. The team will allocate rooms according to the room size and facilities required for the teaching and have to make use of all available rooms to accommodate the whole of the University's teaching timetable.
    If you have found that your room is too small for your group, or that your number of students has increased, please contact the Timetabling team with your problem as soon as possible. We will allocate a more suitable room to your module and, when possible, secure a room for the rest of the semester.
    The rooms are regularly audited and a report is sent weekly to the Faculties. Therefore, we encourage you to contact the Timetabling team as soon as you are aware of any future cancellation. The room will be then reallocated to another module or ad-hoc event.
    First, check on your Google Calendar that you are supposed to use this room. You can also check the weekly room timetable printout on the door of the room. If there is still a clash, please phone the Timetabling team (x3555).
    Please send an email with the relevant details (in alphabetical order) to timetabling@brookes.ac.uk.
    We may be able to make changes if a room lacks a necessary facility, accessibility need, is too small or far too large. We have to make use of all available spaces to fit in the full teaching timetable. Headington Campus is particularly busy. We cannot move or switch rooms without a valid reason.

    Any member of the Timetabling team will be able to help you with your query. We have 1 FTE of timetabling officer partnering each faculty and getting to know their needs. 

    • Faculty of Health and Life Sciences (HLS): Hollie Monahan (Acting)
    • Oxford Brookes Business School (BUS): Peter Clift
    • Faculty of Humanities and Social Sciences (HSS): Patrick Merricks and Eilish McGuckin
    • Faculty of Technology, Design and Environment (TDE): Michael Hinkin

    For bookings by external organisations, these can be done through our service Oxford Brookes Venues. You may also contact Oxford Brookes Venues on 01865 488400 or you can e-mail them through venues@brookes.ac.uk.

    The booking request should be made to Oxford Brookes Venues if it is one or all of the following:

    • Any event/meeting that is run by, or on behalf of, an organisation that is not part of Oxford Brookes University.
    • Any event/meeting that is outside the day to day business of the university (e.g. not teaching, research or part of/beneficial to the running of the university).
    • Any event/meeting at which there is a fee to attend.
    Changes to teaching timetables should be requested via the late changes form or an email to the timetabling team. Changes to a module timetable must have the approval of the relevant module and programme leads. Changes to timetables after publication should be minimised.