Timetabling production process and deadlines

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.

After publication of the timetable , 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 email us on timetabling@brookes.ac.uk 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 although it will not have any last minute bookings. The University timetabling policy states that the room should be given to the activity that is shown as booked on the University timetabling system. Please email timetabling@brookes.ac.uk if you need any assistance in confirming the correct room user.

Students can request a set change by filling in the form on student information. Staff can provide specific set allocations for their modules prior to timetable publication. The timetabling timeline will detail deadlines for specific student allocations for continuing students and for new students. You may agree a later date for providing the detailed lists with your faculty timetabler but you must notify them of the specific allocation request by the deadline.

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 a dedicated timetabling officer partnering each faculty.

• Faculty of Health and Life Sciences (HLS): Emily Plester
• Oxford Brookes Business School (BUS): Erica Rubio Laguna
• Faculty of Humanities and Social Sciences (HSS): Patrick Merricks
• 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 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.