Timetabling production process and deadlines

The Timetabling team will work with academic colleagues on the production of the 2023/24 timetable. We will continue to produce an annual timetable.. 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 in an agile manner so first contact should be via email.

Summary timeline for 2023/24

ProcessDeadlines

Module Run and Slot Confirmation

Response required for every module expected to run and need a timetable in 23/24 year

Window: 6th – 20th February 2023

Deadline 20th February 2023 for the whole 2023/2024 academic year. 

New Slot Requests and Slot Change Requests

Nil returns permitted if no new modules to timetable or no slot changes for existing modules

Window: 6th – 20th February 2023

Deadline 20th February 2023 for the whole 2023/2024 academic year.

Module Delivery Data

Response required for every module that requires a timetable in 23/24 year

Window: 6th – 31st March 2023

Deadline 31st March 2023 for the whole 2023/2024 academic year.


Please include all drop in sessions, class group, academic adviser or programme based sessions as well as module based sessions.

Module Delivery Constraint

Nil returns permitted if module has no time or space restrictions due to the teaching activity or the allocated staff

Window: 7th March– 3rd April 2023

Deadline 3rd April 2023 for the whole 2023/2024 academic year.

Estate Confirmation for 2023/2024

The available teaching spaces to be used for the next academic year will be confirmed with ECS colleagues by 31st March 2023.

Faculties to advise of any changes to specialist spaces by 31st March 2023.

Rooming

Rooming will begin on 4th April 2023.

Deadline 5th June 2022 for the whole 2023/2024 academic year.

Continuing Students Module Registration

Compulsories to be added 2nd -22nd April 2023.

Optional choices window 24th April – 12th May 2023

Draft Timetable Checking

Confirmation Correct or Change Requests Response required

Draft Checking Window: 5th– 23rd June 2023

Deadline 23rd June 2023 for the whole 2023/2024 academic year.


Timetable Publication

Module timetables published on google calendar and Continuing student timetables published to their google calendars: 3rd July 2023

New students will not see a full timetable in their google calendar until they have selected all their modules and been fitted to sets for their registered modules.

Post Publication Changes

Essential post-publication changes must be submitted as soon as they are known. Change requests received within 4 working weeks of the start of semester will not be accepted unless they are to address a loss of staff, significant change in student numbers, late accreditation body demands or have ADESE support.

S1: 25th August 2023

S2: 22nd December 2023

S3: 26th April 2024

Manual Set Lists

Nil returns permitted if you have not agreed a manual set fitting with your faculty timetabler

Continuing Students : 5th June 2023

New Students: 10am on 20th September 2023

January New Starts: 10am on 25th January 2024

Set Changes

Students can request set changes without Module Leader Approval until the end of Week 0.

Students can request set changes with module leader approval from Week 1 to Friday of Week 5.

Students should not change set after Week 5.

Induction week

Semester 1: 18th September 2023

Semester 2: 22nd January 2024

Teaching starts

Semester 1: 25th September 2023

Semester 2: 29th January 2024

Semester 3: 28th May 2024

Accessing timetables

Academic timetables can be viewed and printed via Google Calendar.

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

When are academic timetables published?

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.

How do I see the rooms assigned to my module?

The rooms assigned to your module can be viewed on the Google Calendar or on the Course Module List.

How quickly do changes show on Google Calendar?

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.

What if a room is missing on the timetable?

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.

How do I let Timetabling know my availability?

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

Why do Student Information and Google Calendar display different information?

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.

How do I cancel a room?

Please contact timetabling@brookes.ac.uk and the team will cancel the room for you.

Why have I been moved to a different room?

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.

Why can't we decide which rooms we want for our timetables?

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.

I think the room is too small. What do I do?

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.

What happens when I don’t cancel a room in time?

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.

What if somebody is in the room assigned to my module?

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.

How do I move students between sets?

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.

I don’t like the room I’m in. Can I change it?

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.

Does my Faculty have a key contact in the team?

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

How can I book a room as an external party?

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.

How do I amend my timetable?

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.