Timetabling | StaffNet | The University of Aberdeen

Timetabling

The Central Timetabling Team is responsible for:

Room bookings (ad-hoc and external customers)
Invigilation Guidance
Management of CMIS Timetabling System
Utilisation Reports

Teaching timetable information

University Teaching Timetable
Space management of the Central Teaching Pool
Booking for digitally enhanced learning spaces (MR028 and the Med-Chi Hall)

Exam timetable information

Scheduling of Examinations and Resits
Resit applications
Disability-related exam arrangements

The Central Timetabling Team (CTT) coordinates the delivery of the annual Teaching Timetable, using CMIS timetable software.

CTT manages room bookings for Old Aberdeen and Foresterhill campus teaching rooms.

Student timetables

Students can access their course timetables via MyTimetable once they are a fully registered student.

Wednesday Afternoon Teaching

University policy (6.12.4) states that teaching activities can be timetabled after 1.00pm on a Wednesday provided the same activities are available at another time during the same week. Requests for exemption from this policy should be submitted to the Deputy Academic Registrar (Student Information Systems) for consideration by the Vice-Principal (Learning and Teaching)

Planning Cycle

The timetable is created between April and August following a published schedule. To plan the Timetable, CTT uses:

Degree Programme Prescriptions to identify compulsory and elective courses
Teaching requirements recorded on SENAS forms
Schools requests for changes, based on qualifying criteria

Throughout the planning cycle, the Central Timetabling Team welcomes discussion with Schools. Please contact roombookings@abdn.ac.uk or +44 (0) 1224 273588.

The timetable is frozen at the end of August until Advising/Freshers week. Once teaching commences, changes to the Timetable can be considered, however changes to compulsory course classes are restricted as per the Academic Quality Handbook (6.12.8).

Exam Timetable

There are three formal diets which are the responsibility of the Central Timetabling Team (CTT):

December
May
June/July (summer resit diet)

Exams held outwith the formal diets are the responsibility of the School.

It is University Policy that no student is required to sit more than two examinations in one day.

Contact Information

Queries regarding either the exam timetable or resits can be sent to exams@abdn.ac.uk. Alternatively you can contact us by phone on +44 (0) 1224 273588.

Information on examination office, publication of timetables etc.
School Examination Officer Each School has a School Examination Officer(s). It is through the School Examination Officer and Central Timetabling Team all exam timetables are processed. The School Examination Officer gathers, coordinates and disseminates all exam information within their School, and liaises with the CTT. Each summer the CTT send School Examination Officers a copy of the exam data held centrally to update for the immediate session ahead. A clash free exam timetable is then created using: Student registration on courses at end of the 2^ndweek of teaching per half session Resit(s) registration by the Resit Application deadline Publication of the Examination Timetable The examination timetable is usually finalised and published to students 4 weeks before each exam diet. Producing the Exam Timetables The Central Timetabling Team produces the exam timetable based on individual students' registration on courses. The Team wait until student course selection has finished and run the student registration numbers at the end of the second week of teaching to ensure all selections are captured. Using specialist software, the exam timetable is calculated to ensure students don't experience exam clashes based on their individual course choices. The timetable needs to take account of approximately 13,000 students and therefore takes approximately four weeks to produce, including an opportunity for Schools to review the proposed timetable. The Central Timetabling Team is required to produce the exam timetable four weeks before an exam diet commences, however the Team aims to produce the timetable to provide five weeks notice. The Team continues to explore ways to increase the notice period further. Exam Timetable Information for Students Staff should not give any exam scheduling information directly to students. After publication they should advise students to: View the timetable via MyTimetable Visit the InfoHub noticeboard and website Students taking examinations externally are referred to the Infohub website, however a paper copy of the examination timetable can be sent on request. For *postgraduate taught courses* scheduled outwith the normal examination diets, parent Schools must inform students of the date, time and venue of all such examinations.
Disability-related Exam Arrangements
Disability-related exam arrangements are put in place by Schools, the Central Timetabling Team and IT Services using the disability database. Information and deadlines for students requesting provisions in examinations is available here. The disability database is a central point for all disability-related information for exams. The Central Timetabling Team make arrangements for students who require the use of a computer, extra time and the use of a scribe/reader. Guidance for Those with Responsibility for Making Examination Arrangements for Disabled Candidates Recommendations Concerning Students with Specific Learning Differences Computer Rooms Registry are responsible for arranging rooms and invigilators for all computer exams (regardless of students' other requirements). Computers are set up in exam-mode (blank Word document with no internet access) by IT Services, unless otherwise requested. Scribes and Readers Scribes and readers are arranged by Registry. Schools are responsible for liaising with the scribe/reader to confirm the arrangements for the day of the exam. Extra Time Rooms Any students who require extra time for their exams and have no other IT or accommodation requirements will be placed in extra time exam rooms. Registry organise these rooms and will advise Schools once these are booked. Private Rooms and Fewer than 10 Students per Room Schools are responsible for rooms and invigilators for students requiring private rooms or where there is a less than 10 students per room exams (NB except computer exams). Please email roombookings@abdn.ac.uk with your requirements if you would like to use rooms from the Central Teaching Pool.
Exam Hosting
The University of Aberdeen can host exams for other institutions. It may not be possible to accommodate requests if they clash with other events on campus and University holidays. Exams can be held between 9.00am - 4.00pm, Monday - Friday. Exam Hosting Fee We charge a fee for hosting an exam, plus an invigilation fee. The amount charged depends on the length of the exam. The costs should be paid by the candidate via the link to the Online Store which will be provided by the Exams Team. Any courier costs for returning completed exam scripts to the home institution must also be covered by the candidate. Request to Host an Exam An official request from the home institute confirming the date and time of the exam(s), and whether there are any special requirements, must be made in writing at least 2 weeks before the exam. Arrangements cannot be made until this information is received. Requests should be sent to: Central Timetabling Team Exams, Registry Macrobert Building Aberdeen AB24 5UA Email: exams@abdn.ac.uk
Extenuating Circumstances
Students that have a resit(s) due to extenuating circumstances need to apply for resit(s) even though technically speaking it is a first attempt. Any student that is re-sitting outside the first prescribed diet needs to apply. Provided the previous result is recorded as an MC (Medical Certificate) or GC (Good Cause) or SC (Self Certificate) on the Student Record System, the resit fee of £30 per course code will not be charged. All students must apply by the published resit application deadlines. All applications submitted after the deadline will be charged a one-off late fee of £30. How to apply to resit Students are instructed to use the resit application form which can be found on the Infohub website. Before the resit application deadline applications can be made by: Emailing to exams@abdn.ac.uk Hand in to the Infohub Posting to: Central Timetable Team Registry Macrobert Building Kings College ABERDEEN AB24 5UA After the resit application deadline applications can be submitted: Via the Online Store Handing in the form at the Infohub (along with late fee payment) Posting accompanied with a cheque or postal order (payable to the University of Aberdeen) to the address shown above Request to Sit Exams Off Campus Permission to hold outwith Aberdeen examinations which are published in the University's examinations timetable is only granted in exceptional circumstances. This does not include personal inconvenience or expense. Students who make requests for examinations to be held outwith Aberdeen must apply in writing to the Deputy Academic Registrar (Learning and Teaching) in the Registry, who will refer requests to the Vice-Principal (Learning and Teaching) for a decision, where appropriate. All requests must be submitted to exams@abdn.ac.uk by the end of the relevant teaching term or in the case of the summer resit diet by the Resit Application Deadline. Examinations Held Outwith the Formal Diets Information coming soon.

Reassessment

Overview and Contacts details
A student must apply to resit if they are required to Resubmit coursework Repeat a placement Resit an exam outwith the first diet This includes students covered by extenuating circumstances (see tab above) ie Medical Certificates, Good Cause. Undergraduate and postgraduate taught candidates holding a valid class certificate are permitted a total of three/two opportunities of assessment respectively. For courses at Level 4 and above, including postgraduate taught courses, the timing and format of the resit shall be approved by the Head of the relevant School. Students must formally apply to enter resit examinations (and must have a valid Class Certificate for the related course(s)). Where re-assessment is by re-submission of written work, it must normally be submitted by the first day of the summer diet. However, candidates may be declared as having passed in June if they have completed the required work by then in order to obtain the necessary credits to graduate. Although the first entry to a prescribed degree assessment for a course may include an element of in-course assessment, this may not always be practicable for the second, or a subsequent, entry. While the resit result for some courses will be based entirely on the written examination, for others a new element of in-course assessment will be required or the result for the in-course assessment submitted for the first attempt will be carried forward and counted at the resit attempt. Schools are required to provide this information to students in Course Handbooks. Class Certificates Any student who wishes to resit after the Class Certificate has expired must contact Registry (undergraduate@abdn.ac.uk) and make a case to have their class certificate extended. This will be passed to the Convener of Students' Progress Committee (CSPC) by the Registry Officer for a decision. Students who are refused a Class Certificate or who are deemed withdrawn (C7'd) from a course in the system for monitoring students' progress, lose the right to appear for any associated end-of-course written examination, including resit exams, unless they have an appeal against the decision pending Details of resit fees are available at: https://www.abdn.ac.uk/infohub/study/reassessment.php If you have any queries, please email exams@abdn.ac.uk or phone +44 (0)1224 273588.
Resit Application
Information for students on reassessment including the deadlines for students to submit their reassessment applications are published on the Infohub website. Late Applications - December and May exam diets If a student applies after the deadline: their course registrations cannot be taken into account when creating the exam timetable and their exams may clash. While the School and Registry will try to resolve any clashes, it is not always possible and the student may need to defer the exam to the next diet. This can have an impact on progression. there is no obligation for the School to provide an exam paper for an assessment which has not already been set. The decision whether to provide an exam paper is the responsibility of the Head of School. a late fee is charged. The late fee is not charged for repeat placements or resubmission of work. If a student has good reason to ask for the late fee to be waived, they should email exams@abdn.ac.uk and provide supporting documentation. No late applications are accepted for the summer resit diet. Updating Student Record System Only the Central Timetabling Team can update the Student Record System with re-assessment information. All applications, either via the online store or hard copy, are processed by our team. Course Code Changes If a course code has changed between sessions, the student will be registered under the original code. The exam will usually be scheduled alongside the new course code. If the course has changed half session, a resit exam must be offered in the original diet.
Eligibility to Resit
Undergraduate students (with the exception of level 4) may have up to three attempts to pass a course. Due to requirements set by the Home Office under UK Border Agency regulations, results recorded as NP, MC, SC and GC reasons are counted as attempts. This applies to both Home and Overseas students. A student applying for a fourth attempt must contact Registry and seek academic approval. The student should email undergraduate@abdn.ac.uk to present a case for permission to resit a fourth time. This will be passed to the Convener of Students' Progress Committee (CSPC) for a decision. Class Certificates Any student who wishes to resit after the Class Certificate has expired must contact Registry (undergraduate@abdn.ac.uk) and make a case to have their class certificate extended. This will be passed to the Convener of Students' Progress Committee (CSPC) by the Registry Officer for a decision. Level 4 - Summer Resits At Level 4, schools are not obliged to offer a resit in the Summer examination diet. If a resit application is received for a level 4 course for the Summer resit diet, Registry contacts the School for approval before registering the student for the exam.
Information for Students
Students are advised that they must apply for a resit through: Course guides Infohub website Central Timetabling "Reminder" email Message of the day The Central Timetabling Team send an email to all registered students who have not successfully completed their first attempt at a course two weeks before the resit deadline, advising them to apply. A further reminder is sent before the Online store closes. How do students apply? Students can apply for their resits through the Online store. If the student has a medical certificate (MC), self certificate (SC) or good cause (GC), they should email the application form to exams@abdn.ac.uk. After the deadline the Online store should be used as a late fee applies. When can a student resit an exam? If a student did not pass an exam in the December examination diet, the student can resit this first half session exam either in June/July (summer resit diet) of the same year or the December or June/July (summer resit diet)of the next academic year. If a student failed an exam in the May examination diet, the student can resit this first half session exam either in June/July (summer resit diet) of the same year or the May or June/July (summer resit diet)of the next academic year.

Central Teaching Pool

The Central Teaching Pool is the main suite of rooms available for teaching activities at the University. The Pool is managed by the Central Timetabling Team.

Rooms available include:

Lecture theatres
Tutorial and seminar rooms
Computer rooms
Flexible teaching spaces
Laboratories

For a list of rooms with their capacities please see the Room List.

You can request a room via the online form.

Queries should be sent to roombookings@abdn.ac.uk.

Additional Notes

Please try to give at least 3 working days notice for any room requests. During busy periods last minute requests may not be seen in time.

All evening and weekend bookings are restricted to the MacRobert building, Taylor and New King's wherever possible and must end by 10.00pm.

Catering is not permitted in teaching rooms. If catering is required please let us know so we can look for suitable accommodation for you.

Security are advised of all room bookings to ensure rooms are unlocked as required. If a room you have booked is locked on arrival, please contact Security on +44 (0) 1224 27 3327.

Digitally Enhanced Learning Spaces

What is Digitally Enhanced Learning Space

MR028 and the Med-Chi Hall have been redesigned to support active, collaborative and distributed learning as part of the University's strategy to develop its physical spaces to provide an outstanding educational environment.

Capacity of the rooms:

MR028: 49 students
Med-Chi Hall: 42 students
combined use of the rooms: 91 students

More information about MR028 and Med-Chi Hall

Please note: The numbers stated above represent the physical capacity on-campus. If students/participants are at a distance, there is no limit, other than the teaching staff required to manage the activities within the sessions or the joint capacity of room(s) with equivalent equipment to MR028 and Med-Chi Hall being used.

MR028 and Med-Chi Hall

The rooms consist of 6 or 7 bays for team/group learning. Each bay has a 55-inch display, with the facility for students to wirelessly project their own device's screen onto the display, localised focussed sound, a web cam and microphone to allow each group to independently web conference with external users, a tablet PC and power sockets to charge devices.

The main teaching wall consists of three large interactive touchscreen monitors as well as a lectern which enables the lecturer to control what is shown on the different displays around the room. Optimal placement of speakers, microphones and voice-tracking video cameras enable crisp and clear lecture capture, as well as facilitate video and web conferencing sessions. In addition, the Med-Chi room has 3D capability in the room.

The capacity of MR028 is 49 students/participants in groups (7 bays, 7 chairs per bay) with an additional 15 stackable chairs.

The capacity of Med-Chi is 42 students/participants in groups (6 bays, 7 chairs per bay) with an additional 37 stackable chairs.

For short overview videos about MR028, downloadable user guides and quick-start information please see Learners' Toolkit.

How do I book MR028 and Med-Chi Hall?
Interim solution for the 2nd Half Session AY 2016-17 For both rooms, Course Coordinators will be responsible for ensuring that the central timetabling team have been informed of the dates/times associated with Med-Chi Hall or MR028 bookings in the 2nd Half Session of AY 2016-17 in order to ensure that their students' MyTimetable reflects the appropriate locations of teaching sessions. Med-Chi Hall The Med-Chi Hall room bookings for the period 4 January until 31 July 2017 will be managed using the Suttie Centre Room Booking system. Please send enquiries to suttiecentre@abdn.ac.uk. For the purposes of the Suttie Centre Room Booking system, priority levels 1, 2 and 3 can request bookings within any timeframe, priority levels 4, 5, 6 and 7 can request bookings within a 90 day window, and priority level 8 can request bookings within a 28 day window. Core activities (undergraduate and postgraduate taught teaching) take priority at all times, including evening and weekends. In the case of Med-Chi Hall, the Med-Chi Society have priority for evening bookings unless there is a core activity taking place in the evening. The central timetabling team should be informed of any non-core activity taking place at evenings and weekends to ensure all bookings are in CMIS, for monitoring and reporting purposes. MR028 (James Scotland Suite) The central timetabling team manages the booking requests for MR028. Core activities (undergraduate and postgraduate taught teaching) take priority at all times, including evening and weekends. The central timetabling team should be informed of any non-core activity taking place at evenings and weekends to ensure all bookings are in CMIS, for monitoring and reporting purposes. Permanent solution for the AY 2017-18 onwards From the 1 August 2017 onwards, all booking requests for both Med-Chi Hall and MR028 will be managed by the Central Timetabling Team. When the Central Timetabling Team launch their annual timetable exercise for the Academic Year 2017-18, which is usually in early February, they will highlight the booking process for the Med-Chi Hall and MR028. Guidelines on the process will also be published under the Teaching and Learning section of StaffNet, under Timetabling. The central timetabling team will manage all bookings for Med-Chi Hall and MR028. Core teaching hours are Monday to Friday 08.00 hours to 18.00 hours. If there are undergraduate or postgraduate taught teaching sessions that require the room outwith these hours then these will also be managed by the Central Timetabling Team. In the case of Med-Chi Hall only, information on bookings will be visible to the Suttie Centre Booking System, in order to enable the Suttie Centre to manage booking requests (these will be sent to the Central Timetabling Team) outwith the core teaching hours for NHS Grampians users, the Med-Chi Society, and other non-core users. All bookings should be in CMIS so any booking requests must be sent to the Central Timetabling Team though it will be possible for the Suttie Centre Booking System to view the bookings so that they can best advise on the availability of the room.
Who will be given priority?
In the following guidelines the following terms are used, and are therefore defined below for clarity: Occasional - 1 or 2 sessions Recurrent - 3 or more sessions Distributed - scenarios involving students/participants on campus and at a distance. Those at a distance can be located anywhere as long as they have access to the internet. Distributed and digitally-based team/group learning (equivalent equipment) - scenarios involving students/participants on campus and at a distance. Those at a distance are located in rooms at other institutions with an equivalent setup to MR028 and the Med-Chi Hall. Priority will be given to courses that will use the room: As part of a partnership agreement with another institution with equivalent facilities, where it is necessary to support distributed and digitally-based team/group learning (equivalent equipment) (highest priority). For example, as part of partnership agreements involving joint teaching of programmes and courses, and where team/group learning needs to be facilitated synchronously and seamlessly across the institutions. On a recurrent basis to support distributed and digitally-based team/group learning On a recurrent basis to support digitally-based team/group learning On an occasional basis to support distributed and digitally-based team/group learning On an occasional basis to support digitally-based team/group learning For distributed learning/video conferencing that does not involve digitally-based team/group learning For team/group learning that is not dependent on the technologies in the room For any other booking requests that do not fall into the above (lowest priority) Within the above hierarchy priority will be given to courses that wish to embed the pedagogies that the room supports throughout their course and thus require regular use of the room (once a week or fortnightly use throughout the course), as well as use of the room to their maximum capacity.
Terms and conditions associated with booking these rooms
If requested, staff using the rooms must be willing to: Contribute to evaluations of the rooms for teaching (i.e. contribute to surveys, focus group sessions etc). The purpose of the evaluations is to identify good practice and inform future designs of such spaces. Contribute to awareness-raising activities associated with the rooms, including speaking to other staff about their use of the rooms, contributing to case studies, and promoting the design of digitally enhanced courses. If it transpires that some staff are not using the rooms for the purposes that they were designed for, then any requests that these staff make for these spaces will be given the lowest priority at the time when room bookings requests are reviewed for the following academic year.