TIMETABLING INFORMATION 2016-17 Office of the University...

TIMETABLING INFORMATION

2016-17

Office of the University Registrar Queen’s University

[email protected] ext. 78744

mailto:[email protected]

2016-17 Timetabling Information Page 2

Table of Contents 1: WHAT GOES WHERE? ............................................................................................................................................................. 3 2: KEY TERMS ................................................................................................................................................................................. 3 3: QUICK REFERENCE FOR TIMETABLING TERMS ............................................................................................................ 5 4: LEGENDS ..................................................................................................................................................................................... 6 5. ROOM CHARACTERISTICS .................................................................................................................................................... 7 6: LINKS ............................................................................................................................................................................................ 9 7. BOOKING ACTIVE LEARNING CLASSROOMS ................................................................................................................. 9 8: COURSE CATALOGUE.............................................................................................................................................................. 9 9. ACADEMIC AD HOC BOOKINGS ........................................................................................................................................ 11 10. TOPICS COURSES (for ASC only) .................................................................................................................................. 11 11: 2016-17 TIMETABLE PRODUCTION TIMELINE ......................................................................................................... 14 12: TIMETABLE SPREADSHEET DOCUMENTATION ......................................................................................................... 15


1: WHAT GOES WHERE? Information Collected From Spreadsheets (data entry done by Timetabling Staff):

Department Meeting Information Instructor(s) Information Tier I and II Information Courses (Continuing and Distance Studies will be entering their own information) Maximum Enrollment Requested Time and Room (Pattern, Building, Room Type) Additional Course Requirements (groups, ties, room ratio, forced pavilion) Spouse Opposite Information Special Needs Information Academic blocks or Core Technical Electives for Engineering

Terms:

First number = CENTURY (2000); second two numbers = YEAR (16 or 17); last number = MONTH (9 or 1) Fall 2016 = 2169 Winter 2017 = 2171

Where/How Do I Submit My Information?

1) Submit electronic information, using forms provided, to the Timetabling Office by 26 Feb 2016 (ENG Departments deadline = 4 March 2016)

2) Submit signed copies of information to Timetabling Office by 4 March 2016 (ENG Departments deadline = 11 March 2016)

2: KEY TERMS Key Terms Definition Academic Block A set of course sections that must be scheduled conflict-free with each other. AUD All rooms that are => 200 belong to the AUD pavilion. All Auditoriums are fully

equipped with A/V equipment. Basic Rules of Timetabling

Timetabling policy established by the University Timetable Committee. See: http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee

Course Combinations

A process that is used by Timetabling to schedule some specific courses conflict-free for a certain number of students, who will later be block registered into their courses. The department submits a list of unique course combinations, by program and level with the number of students in each. This data set is used to build academic blocks (see above), showing the minimum number of courses and sections that need to be scheduled conflict-free to accommodate student registration.

Forced Time, Forced Scheduling

If a course is not timetabled using the University’s timetable software, the time of the course must be “forced” to be at a particular time (normally at the request of the department). This is referred to as forced scheduling. Departmental requests for forced scheduling will be considered on a limited basis and must be requested by the Unit Head, giving clearly articulated reasons for the request, to the University Timetable Committee. For 2016-17, enter the forced time or forced pattern request into the spreadsheet provided. We will echo back forced time

http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee


Key Terms Definition information later in March at which time the reason for the forced time request can be clarified. Courses scheduled after 5:30 pm do not have to be approved through the UTC. In considering these requests that are supported with explanations, the Committee will be guided by precedents and decisions made in the previous years’ timetabling cycles. Only approved requests will be processed by the University Registrar's Office.

Group Groups are requested by a department for a set of courses, sections and/or deliveries that must be scheduled at the same time. There are different types of groups, including:

• Same time, same room • Same time, different room • Alternating weeks, same time, same room • Alternating weeks, different room

If you are unsure as to what type of group to use for specific course requirements, contact the Timetabling Office.

Part of Additional Course Requirements. Indicate changes, have unit head sign and deliver to the Timetabling Office, Gordon Hall, Room 110 by 4 March 2016 (ENG Departments = 11 March 2016).

Instructor Type There are two instructor types: Instructor and Instructor, back to back. The instructor type does not allow for back to back scheduling for that instructor. The Instructor, back to back type will allow for back to back scheduling, only if necessary (note back to back scheduling is not guaranteed for this type).

Instructor Unavailability

The University shall make reasonable efforts to accommodate the requests of the Members concerning the scheduling of the Member's teaching based on the Member's research requirements*, other academic responsibilities*1 medical condition*, family circumstances* or preferences**. Notes: Decisions must be in accordance with applicable federal and provincial legislation and the Faculty, Librarians and Archivists Collective Agreement. The Head, with knowledge of local conditions, is expected to balance the competing demands of individual instructors and the Unit's obligation and responsibility to offer a timetable that meets the Unit's academic program needs and conforms to the Unit's needs and priorities. In cases where instructor requests for special timetabling arrangements are not approved by the Head, instructors may appeal to the University Timetable Appeal Committee.

1 Note that "Other academic responsibilities" does not include teaching. Teaching responsibilities are covered under the "Principles of Timetabling" in the Collective Agreement.

* For operational purposes these are referred to as Tier I. ** For operational purposes these are referred to as Tier II.

Pattern The times that a component is delivered, based on the Queen’s slot system http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-charts. Examples of patterns are 3 X 1 hour, 2 X 1.5 hours, 1 X 2 hours, 1 X 3 hours.

Building See Building Legend attached to this document for a list of all buildings.

http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-chartshttp://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-charts


Key Terms Definition Room Characteristic

Denotes specific characteristics within a room, e.g., “02” means blackboard super, “36” means document camera

Room Type The predominant layout of a room, e.g. seminar style, tiered, etc. See room type legend attached to this document.

Tie A tie is created (by the Timetabling staff) to ensure that a pair of courses, or sections, or delivery patterns of a course occur in a specific sequence. Another way to say this is that a tie is built to establish sequencing requirements for elements of a course. There are different types of ties, including:

• Back-to-back • Back-to-back one before the other • No back-to-back • Different days • One before the other, different days (this tie is mostly used for deliveries

that have multiple patterns, to ensure that the patterns don’t occur on the same day. E.g. 1x3 hour and 1x3 hour pattern of a course, should not occur on the same day and would need this tie).

• Day in between • Same day

NOTE: If you are unsure as to how to request sequencing requirements to meet the needs of a course, contact the Timetabling Office. Part of Additional Course Requirements. Print from spreadsheet provided to each department, indicate changes, have unit head sign and deliver to the Timetabling Office, Gordon Hall, Room 110 by 4 March 2015 (ENG Departments = 11 March 2015).

Timetable Email Address

[email protected]

Timetable Phone Number

613-533-6000 ext. 78744

UTC University Timetable Committee. See http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee for timetable policy.

3: QUICK REFERENCE FOR TIMETABLING TERMS

Term = 2169 (Fall 2016) or 2171 (Winter 2017) Start Date/End Date = will be prepopulated with the ability to override Max Enrol = anticipated enrollment Max Room Capacity = use this for requests that need larger rooms than the enrollment Forced Time = enter the actual time/day requested. This information will be echoed back to

departments Forced Room = enter the actual rooms required for a particular course

mailto:[email protected]://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committeehttp://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee


4: LEGENDS Course Component Legend Course Component Code Description BLN Blended CLN Clinical DIS Discussion EXM Exam FLD Field School IND Individual Study/Instruction LDI Lecture/Discussion LLB Lecture/Laboratory LSM Lecture/Seminar LTU Lecture/Tutorial LAB Laboratory LEC Lecture/Class ONL Online PRA Practical PRJ Project REA Reading SEM Seminar STD Studio THE Thesis TUT Tutorial Room Type Legend A Auditorium (fully equipped for A/V equipment) AL Active Learning Classroom C Classroom style, no data/video DC Data/video, classroom style DT Data/video, tiered style I IBCPA centrally booked rooms S Seminar-style, no data/video SD Seminar-style, with data/video T Tiered classroom, no data/video L* Laboratory Y* Departmentally-owned room


Building Legend AUD is not a specific building; but a collection of buildings. ACTON Louise D. Acton Building AUD Auditoriums - all rooms with a capacity of 200 or greater BIOSCI Biosciences Complex BEAMSH Beamish-Munroe Hall BOTTER Botterell Hall BRUCE Bruce Wing of Miller Hall CARRUT Carruthers Hall CHERNF Chernoff Hall DOUGLS Douglas Library DUNNIN Dunning Hall DUPUIS Dupuis Hall ELLIS Ellis Hall ETHER Etherington Hall FILMHS Film House FLEJEM Fleming Hall, Jemmet Wing FLEPOL Fleming Hall, Stewart-Pollock Wing GOODES Goodes Hall GDWIN Goodwin Hall HARLEC Harrison-LeCaine Hall HUMPHY Humphrey Hall IBCPA Isabel Bader Centre for Performing Arts JACKSN Jackson Hall JEFFRY Jeffery Hall KINES Kinesiology and Health Studies KINGST Kingston Hall MACDON Macdonald Hall MACCOR Mackintosh-Corry Hall MCLAUG McLaughlin Hall MEDS Medical Building (Stuart Street) MILLER Miller Hall NICOL Nicol Hall ONTARO Ontario Hall RICHLA Richardson Laboratories STIRLG Stirling Hall THEOGY Theological Hall WATSON Watson Hall WALGHT Walter Light Hall

5. ROOM CHARACTERISTICS

Blackboard - Super All of the B-type room designations have been removed, i.e., BDT rooms have become DT rooms. Requests for rooms with extra blackboard space are now indicated with a room characteristic (“02”) on


the timetable submission spreadsheet. The following table lists all centrally-booked rooms that have extra blackboard space in them:

Building Room Room Type Capacity

Building Room Room Type Capacity CHERNF AUD A 250

KINGST 205 DC 32

DUNNIN 11 DT 81

KINGST 208 DC 40 DUNNIN 12 DT 84

KINGST 209 DC 24

DUNNIN 14 DT 156

KINGST 210 SD 22 DUNNIN 27 DT 66

KINGST 304 DC 40

DUPUIS 215 DT 104

KINGST 306 S 20 DUPUIS 217 DT 104

KINGST 308 DC 40

DUPUIS AUD A 217

MACCOR C416 S 16 ELLIS 324 DT 75

MACCOR D122 DC 28

ELLIS 327 DT 75

MACCOR D207 T 53 GDWIN 247 DC 43

MACCOR D209 SD 24

GDWIN 254 DC 63

MACCOR D211 SD 24 JEFFRY 101 DC 64

MACCOR D214 DT 53

JEFFRY 102 DC 36

MACCOR D216 DT 53 JEFFRY 110 DC 38

MACCOR D326 SD 30

JEFFRY 115 DC 34

MACCOR D405 SD 24 JEFFRY 116 C 30

MACCOR E202 DC 42

JEFFRY 118 DC 72

MACCOR E229 DC 53 JEFFRY 126 DT 109

MACCOR E230 DC 44

JEFFRY 127 DT 132

MCLAUG 302 DC 40 JEFFRY 128 DT 109

MCLAUG 306 DC 60

JEFFRY 225 DC 66

MCLAUG 315 DC 110 JEFFRY 234 DC 74

MILLER 201 DT 112

JEFFRY 319 C 20

MILLER 210 DT 58 JEFFRY 422 C 34

NICOL 232 DC 40

KINE 100 DT 170

STIRLG 401 DC 58 KINE 101 DT 106

STIRLG 412A DC 58

KINE 102 SD 16

STIRLG 412B DC 47 KINE 103 SD 16

STIRLG 412C DC 60

KINE 104 SD 24

STIRLG 414 DC 60 KINE 105 SD 16

STIRLG A DT 150

KINE 106 DC 36

STIRLG AUD A 240 KINE 107 DC 36

STIRLG B DT 150

KINGST 101 DT 150

STIRLG C DT 150 KINGST 104 DC 40

WALGHT 210 DT 95

KINGST 108 DC 40

WALGHT 212 C 48 KINGST 202 S 20

WALGHT AUD A 201

KINGST 204 DC 40

WATSON 217 DT 70


Document Cameras A “document camera”, also known as a “visual presenter”, is a device that captures and displays a real-time image of an object onto a projector screen. It is similar to an overhead projector, but can display any object, not just transparencies. Queen’s has fixed document cameras in all auditoriums (A type rooms), as well as Kinesiology Building rooms 100 and 101. Additionally A/V services maintains a small number of portable document cameras, which can be installed in most medium-large sized classrooms as needed. If you have one or more courses requiring the use of a document camera, please indicate this in the Notes section of the timetable submission. During scheduling, these courses will either be placed in a room that has a fixed document camera, or they will be grouped together into rooms in which a portable unit can be installed prior to the first day of classes.

6: LINKS OUR Timetabling main page: http://www.queensu.ca/registrar/faculty-staff/timetabling UTC Basic rules of timetabling: http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee Campus Master Plan: http://www.queensu.ca/cmp/ Room Information: http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info Pictures of rooms (maintained by Campus Planning): http://www.queensu.ca/cpd/classroom-views Slot Chart: http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-charts

7. BOOKING ACTIVE LEARNING CLASSROOMS ELLIS 319 (capacity 48), ELLIS 321 (cap. 136), ELLIS 333 (cap. 70), THEOGY 203 (cap. 30), THEOGY 209 (cap. 30) These are newly designed classrooms for active and collaborative learning. All instructors who are interested in booking these classrooms must have their department timetable representative indicate the active learning building and room number on their department’s timetable submission spreadsheet. Following the deadline for timetable submissions, the timetabling office will email a request form to all interested instructors. The completed requests forms will be forwarded to a sub-committee of the Teaching and Learning Space Planning Committee who will then choose which courses are most appropriate for these classrooms. More information about these classrooms can be found at http://www.queensu.ca/activelearningspaces/ or contact Andy Leger, Ph.D., Educational Developer in the Centre for Teaching and Learning at [email protected]. A request form must be completed in order to be considered for use of an active learning classroom.

8: COURSE CATALOGUE Email: [email protected] If you are submitting timetable information; e.g., a brand new course or a course which has changes to the course number, component type (e.g. seminar, should be tutorial) description, weight etc., these course edits must be approved at Curriculum Committee and Faculty Boards. Timetabling cannot enter

http://www.queensu.ca/registrar/faculty-staff/timetablinghttp://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committeehttp://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committeehttp://www.queensu.ca/cmp/http://www.queensu.ca/registrar/faculty-staff/timetabling/room-infohttp://www.queensu.ca/cpd/classroom-viewshttp://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-chartshttp://www.queensu.ca/activelearningspaces/mailto:[email protected]:[email protected]


component information into PeopleSoft for course information which has not been approved or exists in the course catalog. When submitting new course information or course changes to Course Catalogue you must specify if the courses are “blank” courses or A/B courses. A “blank” course is one that is offered in one term only versus an A/B course where a student has to take the course in both the fall and winter terms. PLEASE NOTE: Once registration starts, the weight and component type of a course CANNOT be changed.


9. ACADEMIC AD HOC BOOKINGS Email: [email protected] Academic ad hoc requests are for non-recurring, academically-oriented room requests. Anything that is of an academic, recurring nature should be directed to [email protected]. Anything that is of a non-academic nature should be directed to Event Services. Booking information for various purposes through Event Services can be found at http://eventservices.queensu.ca/venues-meeting-spaces/room-reservations/ Please do not be alarmed if we ask you what the nature of a booking is. If it needs to be redirected somewhere else, we will advise. Allow 3-5 business days for a response to a request. Acadbook does book the following:

- Exam reviews - Extra tutorials for review before exams - Sporadic informational tutorials that are not every week - Mid-term exams and quizzes - Student presentations - Active Learning Classrooms for non-recurring bookings

Acadbook does not book the following. This is not a comprehensive list but some of the more popular requests:

- Biosci Atrium or Robert Sutherland room (Event Services) - Recurring tutorials every week for academic purposes (Timetabling). Tutorials every week or

bi-weekly would be directed to Timetabling; 3 tutorials throughout the term would be directed to acadbook

- March Break Open House (Event Services) - Cultural Night (Event Services) - Space to interview candidates (Event Services) - Guest Lecturers (Event Services)

10. TOPICS COURSES (for ASC only)

Instructions to enable the use of topic IDs for a course, and to add the topic IDs to course catalog in PeopleSoft and have them scheduled: Use the Online Curriculum Tracking System to submit a proposal for a course revision, and to add the topic IDs. Please consider whether the new topic IDs impact any existing topics courses (i.e., are any topic IDs no longer required?).

These requests do not go to Curriculum Committee or Faculty Board for consideration. However, they must be submitted through the Online Curriculum Tracking System so the requests can be tracked and approved by the Faculty Office. Once approved, the Faculty Office will forward the information on to Course Catalogue, who in turn adds the topics to the course catalog. Once that is done, the course may be timetabled.

mailto:[email protected]:[email protected]://eventservices.queensu.ca/venues-meeting-spaces/room-reservations/http://eventservices.queensu.ca/venues-meeting-spaces/room-reservations/


Here are the instructions to make the online submission:

Start here: Online Curriculum Tacking System (OCTS) (this section of the Faculty of Arts &

Science website is located under the Staff & Faculty Subsite)

To submit a curriculum request you need to be logged into the website. Enter your user name and password (this is the user name and password sent to you by the Curriculum Team. It is not the same as your queen’s netid). If you do not have this information please contact the Curriculum Team at [email protected].



1. Submit a New Request – select Course Revision 2. Make Changes to – select Course Topic(s) 3. Enter the applicable details and select Submit.

For any questions related to ASC Course Topic ID submissions please contact the ASC Curriculum Team [email protected].



11: 2016-17 TIMETABLE PRODUCTION TIMELINE

2016-17 PRODUCTION TIMELINE UNDERGRADUATE TIMETABLE Timetable Activity Start End Update curriculum in People Soft from Faculty Boards (OUR - Course Catalog) Dec Mar

Winter term classes begin 4-Jan Final Planning and Preparation (Timetabling Office) 4-Jan 1-Feb Distribute data collection spreadsheets to Departments 15-Jan

Timetable Training/Information - 2 morning sessions 26-Jan 27-Jan Timetable Data Collection Opens; 1-on-1 meetings all depts.; Timetabling Staff will contact Administrators 1-Feb 29-Feb

Engineering Program Selection 8-Feb 29-Feb Data collection closes to MOST departments - electronic copies due to OUR 26-Feb

Data collection closes to ENG departments - electronic copies due to OUR (CHEE, CHEM/ENCH, CIVL, CISC/CMPE, ELEC, GEOL/GEOE, MATH/MTHE, MECH, MINE, PHYS/ENPH

4-Mar

OUR review, consult, validate, input data 4-Mar 8-Apr Final Engineering Core and Technical Elective Course Information Due 4-Mar

Signed copies of MOST dept. timetabling submissions due back. Last date to submit changes. Any revisions past this date requires hard signed copy from Unit Head

4-Mar

Signed copies of ENG department timetabling submissions due back. Last date to submit changes. Any revisions past this date requires hard signed copy from Unit Head

11-Mar

Forced Time Requests due back from Unit Heads 25-Mar Forced Times to UTC for Approval 18-Apr Scheduling process 11-Apr 13-May Review Timetable with Faculty Offices 17-May 19-May Timetable Sent to Departments for Review 27-May 3-Jun Final Timetable Published 20-Jun Block enrolment, reserve capacities (OUR/Faculties) entered in PS and enrolment appointments issued (OUR)

21-Jun 1-Jul

Course Selection - Enrolment restrictions enforced 11-Jul 20-Jul Course Selection Open - Enrolment restrictions expire 21-Jul 29-Jul Open Enrolment 23-Aug 23-Sep Graduate Course Component Set Up AND OUR Booking Central Rooms if Applicable

late June July/August

Full payment tuition & outstanding debts due 1-Sep Fall term classes begin 12-Sep


Solicit Summer, BISC course information 1-Dec

12: TIMETABLE SPREADSHEET DOCUMENTATION Introduction

This documentation provides instructions for completing the Queen’s Undergraduate Timetable Spreadsheet for the 2016/17 academic year. The Timetabling Office at the Office of the University Registrar collects this data using a custom spreadsheet which includes security to ensure changes are made in a structured way that are easy to track. Once submitted, Timetabling staff input the data into a scheduling software engine called InfoSilem Timetabler, and use this software to automatically and manually create the upcoming year’s timetable. After review with the faculty offices and individual departments in late May / early June, the timetable is uploaded to PeopleSoft where students can view available courses and begin enrolling in July. Each spreadsheet is built for a specific department, echoing the previous year’s data with terms and dates updated to reflect the upcoming academic year. The department timetabling administrator is responsible for verifying and indicating instructors, tier requests, and courses that need to be added, removed, or changed compared to the previous year. Anything that is staying the same does not need to be modified, but should be reviewed carefully before submission. • Important Note – all relevant timetabling information must be submitted to the OUR on

an annual basis. Please do not make any assumptions that something will be scheduled in a certain way because it has been in the past!

Steps to Complete

1. Open Timetable spreadsheet provided by OUR, confirm it is the correct department. Be sure to

enable macros! 2. Save a copy of the spreadsheet to your computer. 3. Fill in Department Meetings tab for upcoming academic year. 4. Review and edit list of active instructors. This includes those from other departments that will be

teaching courses in your department. All instructors require a unique 8-digit employee ID; if this is not available use your 4-letter department code followed by a number, e.g. Economics would use ECON0001, ECON0002, etc. Also indicate which instructors attend which department meetings.

5. Review and edit list of instructor Tier requests. Tier I requests will not be broken without prior consultation with the dept. Tier II requests reflect instructor preference, and are met to the extent possible. Instructor attendance at department meetings is treated as a Tier II request, so if the instructor absolutely must attend (e.g. they chair the meeting) then ask the department head to approve it as a Tier I request so they do not end up having a course scheduled at the same time.

6. Review and edit list of Courses. For each term, confirm the courses that your department will be offering. All courses must be approved in the Course Catalogue prior to timetabling in PeopleSoft. Address any cells with orange background. These indicate one of the following issues:

a. Missing a time request or have both a pattern and forced time. If no time is required, choose “NoTime” from the Pattern Request column.

b. Missing a building request or have both a requested and forced building. If no room is required, choose “NoRoom” from the Building Request column.

c. Course/component not listed in the CCatalog tab (course is missing or component is not correct). If the course/component was recently approved or has been submitted and is pending faculty approval, indicate this in the Notes column.

• Note – the course catalogue data was taken in early December 2015, and will not reflect any additions or changes made after this point.

7. Add any Spouse Opposite or Special Needs (i.e. Human Rights) instructor requirements. 8. Save the spreadsheet and email it back to the OUR, via [email protected].



9. Print the spreadsheet, have it signed by the department head, and submit a hard copy to the Timetabling Office, Room 110 Gordon Hall.

Macros available as keyboard shortcuts Sort: CTRL-SHIFT-S (hold down Control and Shift, then press “S”)

This macro sorts the Instructors, Tiers, and Courses tabs. Instructors and Tiers are sorted alphabetically; Courses are sorted first by term (numerically) and then by course name (alphabetically), component, and delivery.

Copy: CTRL-SHIFT-C

This macro copies the current line on the Courses tab and pastes it on the bottom. It is particularly useful when adding two similar courses, or one course with multiple rows (e.g. multiple instructors, multiple labs, etc). NOTE: this macro only works on the Courses tab!

Done: CTRL-SHIFT-D

This macro highlights the current row in bold text. It is an optional feature that lets the user mark a row, e.g. to indicate they are finished working on that course/component. It is completely optional and will not impact the Timetabling Office during data entry.

Reference Information

Departmental Meetings tab

• Mtg Name – Name of the meeting • Start Date – YYYYMMDD format • End Date – YYYYMMDD format • Days – which day of the week the meeting takes place • Start Time – Choose from drop-down list of times • End Time – Choose from drop-down list of times • Freq – 1 means weekly, 2 means biweekly • Bldg – Choose from drop-down list of rooms

Instructors tab

• To remove an instructor, choose Delete from the first column. • To change instructor information, choose Change from the first column then modify as needed. • To add a new instructor, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the

first empty row. • Be sure to fill in DEPT, EmpID, LASTNAME, FIRSTNAME, and PROFTYPE columns • Fill in x’s to denote which instructors attend departmental meetings (does not require Change).

Tiers tab

• To remove a tier, choose Delete from the first column. • To change tier information, choose Change from the first column then modify as needed. Note

that “Change” is not required to select a Category for Tier I requests. • To add a new tier, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the first

empty row. • Be sure to fill in the Instructor, Type, Term, Days, Start Time, End Time, and Category (Tier I

only) fields. Instructors must be added before they can be assigned Tier requests.


Courses tab

• To remove a course, choose Delete from the first column. • To change course information, choose Change from the first column then modify as needed. • To add a new course, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the

first empty row. • Be sure to fill in all applicable fields. Instructors must be added before they can be assigned to

courses.

Spouse Opposite tab

Fill in all instructors with spouses (in any department) who require their respective courses to be conflict-free.

Special Needs tab

Provide details on any instructors with special needs, and their specific requirements.

CCatalog tab (Informational Only)

Shows a list of all active courses and components in Course Catalogue, as of Fall 2015. Course Catalogue changes as a result of first round AppSci curriculum or the December ArtSci Faculty Board meetings are not included. This information is used by the Courses tab to verify that offered courses are in the Catalogue. If a course or component was approved after Fall 2015 please indicate this in the Notes column on the Courses tab.

Room Characteristics tab (Informational Only)

Shows a list of all room characteristics available on campus.

Groups and Ties tab (Informational Only)

Provides descriptions of group and tie options available on the Courses tab.

TIMELINE tab (Informational Only)

Provides the 2015/16 timeline for official timetabling deadlines.


Timetable Spreadsheet 16/17 Changes New functionality

• All changes made on the Meetings, Instructors, Tiers, and Courses tabs now show up in red text. • Entering a term on the Courses tab auto-populates the start and end dates. These can later be

changed if needed. • Deleting a row on the Courses tab automatically sets the term to 9999. As a result, the sort macro

(CTRL-SHIFT-S) puts Deleted rows at the bottom of the spreadsheet. • New macro: CTRL-SHIFT-C copies the current row and pastes it at the bottom. This will especially

help a user who needs to add many rows for one course, e.g. a bunch of lab sections. • New macro: CTRL-SHIFT-D marks a row in Bold. This is an optional feature that was requested

last year as a way to mark rows that the user has finished in order to track progress.

Minor changes and corrections

• Add/Drop Permissions are now accurate from PeopleSoft, as of a report generated on Dec 10, 2015.

• The “Groups and Ties” tab has been updated and should provide better details on the different available types of groups and ties.

• Room types and characteristics have been updated. The “B” and “F” room types have been removed, so any BDT room is now DT and any DCF room is now DC. These features can be requested via Room Characteristics (e.g. “2” for super blackboards).

• The time and building fields are colored orange to indicate that either nothing was selected, or a request and forced (time or building) were both selected. I.e. admins should request a room or force a room, but not both.

• The CCatalog tab now shows all active courses in the PeopleSoft Course Catalogue, not just those offered in the past three years.


1: WHAT GOES WHERE?2: KEY TERMS3: QUICK REFERENCE FOR TIMETABLING TERMS4: LEGENDS5. ROOM CHARACTERISTICSBlackboard - SuperDocument Cameras6: LINKS7. BOOKING ACTIVE LEARNING CLASSROOMS8: COURSE CATALOGUE9. ACADEMIC AD HOC BOOKINGS10. TOPICS COURSES (for ASC only)11: 2016-17 TIMETABLE PRODUCTION TIMELINE12: TIMETABLE SPREADSHEET DOCUMENTATIONTimetable Spreadsheet 16/17 ChangesNew functionalityMinor changes and corrections

TIMETABLING INFORMATION 2016-17 Office of the University...

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