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When will things change?

Academic and PS colleagues across the University are working hard to deliver the new Timetabling policy and processes, ready for the start of the 2023/2024 academic year. We'll be implementing the new policy and processes during the 2022/23 academic year, so the first timetable delivered using the changes we’re making will be for the 2023/24 academic year. 

We want to share two timelines with you:

1. Project Timeline - a broad overview of the pace of change and what's happening in the run-up to September 2023.

2. Transition, Data Capture and Scheduling Timeline - a timeline detailing the deadlines for our new processes carried out by faculty and school teams. 

Project Timeline

March 2022

  • Creating the first draft of our new Timetabling Policy
  • Consulting with students and academic staff about their Timetabling priorities
  • As part of the structural changes introduced by SEP:
    • the Timetabling team move from Estates and Facilities to the Directorate for the Student Experience (DSE)
    • Faculty teams will include a dedicated scheduling team in support of the move of timetabling to a Faculty-DSE model. 

April 2022

  • Draft Timetabling Policy is presented to Senate for review
  • Gathering information about Flexible Working Arrangements from all our academic staff
  • Workshops with PS staff to create and develop the new Timetabling process

May 2022

  • Consulting with Schools and Faculties about our new Timetabling Policy
  • Collation of all teaching and learning spaces loaded on to Syllabus+  

June 2022

  • Finalised Timetabling Policy is shared with Senate for approval.

August 2022

  • Production of new Timetabling SOPs (Standard Operating Procedures).

October 2022

  • Approval of the revised Timetabling Policy and revised Timetabling Code of Practice by the University's Senate.
  • 'Collaborative timetabling' officially becomes our new approach to scheduling; our new policy and process are ready to be implemented for the academic year 2023/24. 

September 2023

  • Academic staff and students benefit from receiving their improved timetables earlier, with fewer clashes and adjustments required.

Transition, Data Capture and Scheduling Timeline

January 2023

  • Faculty Scheduling teams to launch 2023 – 24 timetable data collection with School and PGR teams.
  • Schools and PGR Services digest online process guides and receive training and support with timetable activity data capture and course compatibility data from Faculty Scheduling teams and the Central Scheduling team.
  • Tuesday 17 January: 
    • The survey to register an existing Flexible Working Arrangement (FWA) will re-open. 
    • Teaching Availability Arrangement (TAA) applications open. 
  • Monday 30 January: 2023 – 24 Syllabus + image ready for timetable data entry. 

February 2023

  • Tuesday 28 February: 
    • The survey to register an existing Flexible Working Arrangement (FWA) closes (colleagues wishing to apply for a new FWA are also encouraged to apply as early as they can in the academic year, but they can apply for one anytime).
    • Deadline for Teaching Availability Arrangement applications to be submitted to People & Organisational Development (P&OD); this application process is annual and will not open again until 2024.

March 2023

  • Friday 17 March: Deadline for Schools/PGR Services to submit timetable activity data and course compatibility data to Faculty Scheduling teams.
  • Friday 31 March:
    • Deadline for P&OD to share staff availability based on existing Flexible Working Arrangements.
    • Deadline for P&OD to share TAA applications with Faculty Scheduling teams.

April 2023

  • From Tuesday 11 April:
    • Teaching Availability Arrangement assessment panel convenes
    • As best practice, Teaching Availability Arrangement requests should be considered by a group comprising Heads of School, the Faculty’s Teaching and Learning Officer(s) (Scheduling & Projects), and the Faculty’s People & Organisational Development Partner.
  • From Monday 17 April
    • Faculty scheduling teams agree scheduling priorities and commence scheduling the 2023-24 timetables.
    • Central Scheduling team commence scheduling University College of Interdisciplinary Learning (UCIL) and Researcher Development (RESD) activities.
    • Option for Faculty Scheduling teams to publish selected draft timetables.

May 2023

  • From Monday 8 May
    • Periodic meetings between Faculty Scheduling team and Vice Dean for Teaching, Learning and Student Experience commence. 
    • Periodic meeting between all three Faculty Scheduling teams and Vice Deans for Teaching, Learning and Student Experience commence.

August 2023

  • Friday 4 August: Deadline for Faculty teams to formally publish the draft timetables. 
  • From Friday 4 August: Programme leaders (or similar) and Programme and Curriculum/PGR Services colleagues request any changes to the draft. 
  • Monday 7 August: Integration between Campus Solutions and Syllabus + turned on.
  • Monday 14 August: 
    • Student and staff timetables available via Publish (subject to restoration of link between Syllabus + and online timetables)
    • Formal timetable change request process initialised. Vice Deans for Teaching, Learning and Student Experience or a nominated delegate approve certain types of change to the timetable.
    • Central Teaching Spaces accept ad hoc bookings for non-teaching events.
  • Monday 21 August:
    • Course unit selection opens until the end of the second week of Semester One.
    • Schools to begin adding GTA and technical staff resource to timetabled activities (subject to Syllabus + upgrade). Please request access to Activity Adjuster via
    • Schools commence allocation of students to activities using the spreadsheet upload method.
    • Faculty scheduling teams adjust timetables based on updated student numbers intelligence.

September 2023

  • Monday 25 September: Start of Semester One.



We hope our timelines help you understand what's going on and when, and they help you stay up-to-date with our progress.

If you have any queries or feedback regarding either timeline, please get in touch:

The successful move to 'collaborative timetabling' marks the end of our Project. However, in the longer term, work to monitor and evaluate the new policy and processes and how they are working in practice will continue on an ongoing basis. The University will look for ways it can build on this progress, and further improve timetabling for its staff and students in the future.