RMIT Timetabling Guide

RMIT Timetabling Guide

Restricted Rights This document is based on copyright material of Syllabus +, PeopleSoft and Student Timetabling System, Inc. It has been revised and further developed by Information Technonology Services, RMIT University. Revisions Copyright 2011 by RMIT University All rights reserved. Version 1.0 Last Update: 7-Jul-11 Timetabling Guide 3 of 29

Table of Contents INTRODUCTION...4 Timetabling Calendar Overview...6 Schools prepare for timetabling by addressing the following:...9 Prepare Syllabus Plus (Go Live July)...11 SETUP CLASS ACTIVITIES IN SYLLABUS PLUS...18 BOOK MULTIPLE TEACHING SPACES (SYLLABUS PLUS)...20 COMPLETE SYLLABUS PLUS SECTION ID...20 Rollover Syllabus plus (June)...21 Things to Remember...23 Configure STS (Jan & July) would normally be configured in the weeks prior to semester twice yearly...25 STS go live (February & June)...28 Monitor Enrolments (September)...28 Maintain Timetables (December and throughout the year)...28 NOTES...29 Introduction This guide is designed to assist staff with the overall planning and implementation of timetabling activities associated with the RMIT University academic calendar year. It outlines Timetabling Guide 4 of 29

the requirements for generating class activities in Syllabus Plus and managing associations in the Student Timetabling System (STS). STS is a RMIT University product that enables students to select their timetable via the Internet (both on and off campus) based on their personal circumstances. STS is a RMIT University supported system currently used by all Higher Education schools encompassing 22 000 students. STS is reliant on class activities (room bookings) from Syllabus Plus. Syllabus Plus has been adopted as the university's timetabling and room booking system. Given the nature of class delivery in RMIT, many courses have more than one timetable option. For example, a large course like Commercial Law may have 30 tutorials and 3 lecture options. STS simplifiers the process for staff and allows for high levels of communication with students. Timetable Preliminary Preparation Commences The College Timetable Co-ordinators convene a meeting of the School Timetablers which determines the timeline and process for tasks for the academic year. This includes when timetables are to be finalised and when this information is to be entered into Syllabus Plus (S+), Student Timetabling System (STS), and also Class Scheduling Online (CSO). Timetabling Guide 5 of 29

Note: that class scheduling is not always handled by School Timetablers. In some schools it is an entirely separate function handled by staff outside of the timetabling process. There is wide variation in the way the timetabling process is organised. Reasons for this include culture, differing resource needs (human and facility), differing ownership of schools and colleges some areas are comparatively self contained while others have to use widely dispersed resources and the proportion of service teaching which introduces dependencies on other schools. The University Timetabler, in conjunction with College Coordinators, the Academic Registers Group (ARG) Class Scheduling Online and STS Co-ordinator, determines the key dates in the timetabling process. Information is distributed by the Academic Calendar published by ARG and in particular by enrolment dates. The first step is to work out when timetables need to be completed. When this is established the general rule is to work backwards to allow schools three months access to the information in Syllabus Plus (S+) to allow them to produce their timetables. The key time periods are: Syllabus Plus release (annual) Close down of Syllabus Plus Snapshot of data (annual) Go live dates for STS (semester) Publication date for Web Timetables (annual) Go live and close dates for Class Scheduling Online (annual) The Web is the general publication for information. It is a system administrator s role to maintain the documentation, both in its timeliness and completeness. Some of these dates and times are subject to significant variation from year to year. Timetabling Calendar Overview January Maintain timetables Configuration complete, two weeks prior to semester start Timetabling Guide 6 of 29

February March April May June STS go live (last 2 weeks in Feb) Orientation week Semester one commences Classes commence 31 Mar -census date Set and publish key dates for next year STS configuration semester two Organise timetabling process for next year Syllabus Plus rollover Timetabling preliminary preparation for next year STS go live (last week in Jun and the first week in Jul) Two weeks prior to semester start all configuration complete July August September October November December Syllabus Plus go live, all schools have access Semester two commences Commencement of Class Scheduling and inserting Class numbers (Section Ids) into Syllabus Plus Last date for academics to provide timetable requirements to school timetabler STS opens for configuration of next semester classes 31 Aug Census Date Timetables finalised and published three weeks before students re-enrol Provisional timetable complete with messages two weeks before enrolment commences informing students where to get the information (must be on the web) Other go live dates take place between Sep Nov depending on demand Establish STS go live dates for semester one the following year Next years timetable available Completion of STS set up or publication of school timetable web site using activity information from Syllabus Plus (will vary from School to School) Syllabus Plus lockdown date (all write access to Syllabus Plus ceases.) Later timetable changes must be approved by Head of School and received from the school timetabler Establish STS go live dates for semester one the following year Maintain timetables Timetabling Guide 7 of 29

Timetabling Guide 8 of 29

Schools prepare for timetabling by addressing the following: What are we delivering? How are we delivering it? What are the contact rules? These provide the necessary connections between classes i.e. must attend lecture before tutorial. Who is involved? (Staff) How many enrolments are expected? (Students) Each School manually determines the timetable based on the contact rules. The method used to achieve this varies particularly the degree of formality. Some schools convene formal meetings. The essential elements of the process are to bring together the Course Co-ordinator (the academic who owns the course) and the school timetabler. Their starting point is the existing timetable. Where practicable the structure is maintained. This is often possible with core courses which don t vary much from year to year. However where changes have to be made this is done at the school or discipline level first. Clashes are identified and resolved. Clashes are then resolved between schools. There is a theoretical escalation process which sees the College Timetable Co-ordinator as the escalation point and the University Timetabler as the resolver with the Academic Registrar as the final authority. The University Timetabler and the Academic Registrars Group (ARG) Class Scheduling Online and STS Co-ordinator consult Colleges with the proposed key dates. This consultation, although affecting what needs to be done in both Syllabus Plus and Student Timetabling System, is combined because of the interdependencies between all the key dates. The College Timetable Co-ordinator consults the Schools. This consultation will usually involve the School Timetablers and the relevant Academic staff. The Schools review the proposed key dates and identify if there are any problems. The Schools advise the College Timetable Co-ordinator of any problems. Taking into account advice from schools and overall college needs, the College Timetable Co-ordinator determines if the proposed key dates are workable. Are the dates acceptable to the College? For example do they create clashes with exam arrangements? The dates also need to work at the overall university level. Any problems must therefore be resolved by negotiation. Timetabling Guide 9 of 29

Schools prepare for timetabling Preparatory Work What are we delivering? How are we delivering it? Preparatory Work Who is involved? (staff) How many enrolments are expected? View Existing Timetable Course Co Coordinator (the academic who owns the course) and the School Timetabler view the existing timetable and were practicable the structure is maintained Clashes are identified and resolved Set Key Dates The University Timetabler and the Academic Registrars Group (ARG), Class Scheduling Online and the STS Cocoordinator consult Colleges with the proposed key dates Prepare Timetables Timetabling Guide 10 of 29

Prepare Syllabus Plus (Go Live July) Email Address: roombookings@rmit.edu.au Web Address: www.rmit.edu.au/timetabling University Timetabler: Craig King Craig.King@rmit.edu.au or Joanne.farrugia@rmit.edu.au The University Timetabler requests ITS to create a database for Syllabus Plus for the following year. This creates a copy of the existing year s Syllabus Plus data and validates this data by removing information that is not to be included in the next year s data in Syllabus Plus (this is done in June and is an annual task). This prepares for the rollover of the current year s data as a starting point for the following year s timetable in Syllabus Plus. A spreadsheet can be sent to your Department if required, fill in the section ID Column and return it back to roombookings@rmit.edu.au If the Section ID column is not entered in Syllabus Plus the transfer on information into STS will be incomplete. Section ID Spreadsheet Example The Section ID is the link between Class Scheduling, Syllabus Plus and STS. It must be entered correctly for the transfer of information into STS. Timetabling Guide 11 of 29

Syllabus Plus has been adopted as the University s timetabling and room booking system. Central timetabling and Syllabus Plus were introduced across the University in 2002. The software provides a system which dynamically links staff, students and resources, optimising their management and efficiency. Syllabus Plus is used by over 450 tertiary institutions in Australasia, UK, Canada and Europe. At RMIT all teaching activities that require a physical resource must be booked via Syllabus Plus for the following year. Timetable data is sent from Syllabus Plus to STS, to enable students to allocate themselves to classes and produce personalised timetables. Syllabus Plus data is used to determine whether there are adequate classrooms/lectures theatres available. Schools are charged for booking teaching spaces on the system, this is an incentive to book only what you require. Teaching and learning activities will be scheduled at times and locations that will facilitate student attendance. The timetable will maximise the efficient use of teaching staff time, teaching resources and facilities. There will be equitable management of all staff in the development of the timetable Timetablers aim to construct timetables which provide opportunities for staff and students to meet in appropriate groupings Classes will normally be scheduled from 8.30am each day. Lunch breaks will normally be timetabled between the hours of 11.30am and 2.30pm. To generate or change existing activities in Syllabus Plus you must: Attend Syllabus Training Have Syllabus Plus installed onto your desktop and create an image Download templates to login Enter current information including the Section ID number Timetabling Guide 12 of 29

To generate and change activities in Syllabus Plus the following tabs are used: Timetabling Guide 13 of 29

The ID Tab The ID Tab is used for changing the following: Name (The unique identifier for the activity) Description (The course title, or reference of the activity purpose) Department (School or College) Size (Plan) Type (Class) Time duration of teaching activity (half hour blocks are used) Suggested Time Suggested days Most importantly the Section ID. (Otherwise the information will not be transferred into STS). Timetabling Guide 14 of 29

The Resource Tab The Resource Tab is used for changing the following: Campus (Can be preset or wildcard which will locate a vacant teaching space). Locations Staff allocation Equipment allocation. Timetabling Guide 15 of 29

The Availability Tab The Availability Tab is used for changing the following: Week selection Semester selection. Timetabling Guide 16 of 29

The Timetable Tab The Timetable Tab is used for changing the following: To schedule a teaching activity To unscheduled a teaching activity If changes need to be made, you must unschedule an activity before changes can be made. Once changes have been made the activity needs to be re-scheduled, and written back to the database. Timetabling Guide 17 of 29

Setup Class Activities in Syllabus Plus Firstly setup the class activities in Syllabus Plus including the completion of the section ID field using the correct format. The format is ACCT-1018-S1-D-L1 When setting up the class activities within Syllabus Plus it is imperative that you use the standard naming convention that has been used by all schools (as shown below) a) Start with the course code which is derived from the PeopleSoft Subject Area and Catalogue Number. In this case ACCT-1018 b) Identify the semester for this class activity S1 or S2. c) When this activity will be held, either day (D) or in the evening (E). d) A character that determines the type of activity such as: Lecture Tutorial Seminar Class Workshop Laboratory = L = T = S = C = W = B The number of the activity. For example students may have a choice of two tutorials they may attend. Within Syllabus Plus separate activities by: ACCT-1018-S1-D-T1 ACCT-1018-S1-D-T2 Each activity in Syllabus Plus must be for one location and one day and time slot only not multiple. If there is a requirement that students from other PeopleSoft courses share a room then the use of Same-Time Activity needs to be applied. So in the case of our ACCT 1018 scenario the class activities in Syllabus Plus would look like: Activity Type Duration Capacity Name in S+ Lecture 2 hours 80 ACCT-1018-S1-D-L1 Tutorial 1 hour 25 ACCT-1018-S1-D-T1 Tutorial 1 hour 25 ACCT-1018-S1-D-T2 Tutorial 1 hour 30 ACCT-1018-S1-D-T3 Class 3 hours 30 ACCT-1018-S1-E-C1 Timetabling Guide 18 of 29

Class 3 hours 30 ACCT-1018-S1-E-C2 An example of a Syllabus Plus Screen: Timetabling Guide 19 of 29

Book Multiple Teaching Spaces (Syllabus Plus) When using STS you cannot book more than one teaching space for an activity. If you want to book a lab and a classroom for one class then you will need to create two activities in Syllabus Plus. However it can be setup so that the students will only see one of these class activities in STS. Example: CIVE-1107 Tutorial is to be booked into 010.13.018 (classroom) and 010.12.024 (lab). Therefore two activities need to be created in Syllabus Plus. One should book the classroom (which the students will timetable into) only and the other activity should book the lab. Complete Syllabus Plus Section ID For each of the bookings relating to the activity in Syllabus Plus the Section ID field must be completed. For the classroom booking complete the Section ID field using the PeopleSoft class number. For the lab booking complete the Section ID field using the word EXCLUDE so that it is not published in STS. The Section ID format is PeopleSoft Semester- PeopleSoft Class Nbr - Class Activity and Number: Activity name in S+ Section ID in S+ ACCT-1018-S2-D-L1 ACCT-1018-S2-D-T1 ACCT-1018-S2-D-T2 ACCT-1018-S2-D-T3 ACCT-1018-S2-E-C1 ACCT-1018-S2-E-C2 0350-2192-L1 0350-2192-T1 0350-2192-T2 0350-2192-T3 0350-2192-C1 0350-2192-C2 Timetabling Guide 20 of 29

Every Section ID must only be used once it is a unique identifier. There can only be one booking in Syllabus Plus with the Section ID 0350-2192-L1. If L1 has two bookings, call them L1A and L1B in the name of the Activity and in the Section ID. The task of completing the Section ID can be completed via an automatic upload if required. This method is quicker and saves Timetablers having to go into each record individually to update the section ID, provided the Timetablers have already completed the class activities. A spreadsheet will be sent to the Timetablers Department; the Timetabler will fill in the Section ID column on the spreadsheet and send it back to the Timetabling Office who will upload it for them. Rollover Syllabus plus (June) The RMIT University Timetabler sends ITS a copy of the validated Syllabus Plus. ITS uploads this into the previously created database. This is then made available to all authorised users. The uploaded information will be a copy of the previous year. It is imperative that timetabling staff confirm all resources and verify classes with academic staff so that any necessary amendments are made. Writeback Overview The Modify & Writeback button should be clicked after generating or changing activities to ensure activities are booked on the system. Modify This saves any changes to the activity, on the local (your PC) image. Writeback Writeback updates the central database with your changes. Timetabling Guide 21 of 29

Class Scheduling (August) This process deals with the creation of class numbers. The process uses the Class Scheduling Online (CSO) application to input the relevant information Course, Campus, Semester, and Academic Year into PeopleSoft. The class Id is critical to both STS and Syllabus Plus as it is used to link the two sets of data together. 1 Create Course The Course is designed and approved and then created in PeopleSoft (forms part of the Course Catalogue). Course creation is owned and performed by Academic Registrars Group. 2 Create Offering A Course offering is made by assigning items like: the year the course will run, the semester and the campus (this forms part of the Course Catalogue). 3 Schedule Class (PeopleSoft) The Class Scheduling Online application was implemented to eliminate data errors from people entering class schedules directly into PeopleSoft and also to provide a web based user friendly interface. The Class Schedule data from PeopleSoft is updated into the Class Scheduling Online application and updated by schools. The updated Class Schedules are then interfaced back into PeopleSoft. Timetabling Guide 22 of 29

Things to Remember 1 Only one instruction mode per class. If you need more than one instruction mode for a course, you ll need to set up multiple classes. You will need to set up multiple classes if classes with different start/end dates are required. 2 You must check that you have the right course. Some courses have multiple offerings because it is taught at more than one campus or offered to different careers. 3 Service Teaching - you will still need to contact the appropriate person in the owning faculty for any service teaching requirements. 4 If the data isn t correct, this will most likely cause a variety of problems including students not being able to enrol in a class to students being enrolled in the wrong class. 5 For TAFE, avoid blanket dating at all costs. Blanket dating occurs when a class is scheduled using 1/1/05 31/12/05 dates when the actual class dates are different (starting several weeks to months later than 1/1/05) and usually significantly shorter. Why? RMIT University is legislatively required by OTTE to provide TAFE students with a 30 day period within which they can drop classes without financial penalty. DNS grades are not applied to TAFE students but a WDR will appear on a student s record if they drop the class after the penalty date has passed. So if a class start date of 1/1/05 is entered in CSO and then migrated by PeopleSoft but attendance by students isn t required until 1/3/05, they will only have a couple of days to drop the class without any penalties which is against OTTE legislation. The correct start date of the class should have been 1/3/05. 6 Very few changes can be made to classes once they have been entered into PeopleSoft, so it s extremely important that you ensure the data you supply is as accurate as humanly possible. (Please see: How to Guide Class Scheduling Online for more information.) 7 Avoid scheduling just in case classes. There is no need for these classes. CSO will run year-round so additions can be made when required. 8 Classes cannot run longer than 12 months. 9 PeopleSoft doesn t allow for duplicate sections. If you want more than one class per course you will need to have different sections (which can be used to flag cohorts of students) for each one. Timetabling Guide 23 of 29

Create Timetable (August) This involves booking rooms for activities in Syllabus Plus. That is assigning a room number, time; date and Class ID. Note: The Class ID is generated through Class Scheduling Online. It also involves preparing a timetable using Excel each portfolio has their own templates so that this can be published on the STS Web Interface. Publish Timetable (Late September or early October) The Excel version of the timetable is published on the Web for students to view. This needs to be done three weeks prior to when students are required to enrol/re-enrol. The published Timetable is published on the STS web site. Timetabling Guide 24 of 29

Configure STS (Jan & July) would normally be configured in the weeks prior to semester twice yearly. STS needs to be configured to enable students to register for the various activities on the timetable. This involves creating Groups (to ensure the student is presented with information that is relevant to the courses that they have enrolled in) and Associations (to sequence multiple activities that belong to one course eg Lecture and Tutorial). It also involves the setting of class quotas appropriate to the course enrolment expectations. As a Timetabler managing associations is the key component of STS. The associations menu is used to build a link between class activities such as tutorials, lectures and field trips and if need be, assign them to a group. Associations will be created after the initial planning process has been completed. For example, a class might have two lectures and five tutorials available and a student needs to attend one lecture and one tutorial. STS allows you to set up the rules by creating the required associations to allow students to select a lecture and tutorial of their choice. If there are any errors in STS, the errors need to be amended in Syllabus Plus or PeopleSoft depending on type of error. When Managing Associations (Class Activities) the following steps must be undertaken. Set Class Quota Determine class quotas, circumstances will arise where the class quota has to be increased or reduced. Monitoring enrolment expectations versus the figure that eventuates will result in the quotas being altered possibly several times in the first two weeks after go live. An example of an increase is where the quota is set lower than expected enrolments. Timetabling Guide 25 of 29

Create Association Once class quotas have been added, Timetablers have to create the associations depending on how they want them offered to students. Create Groups Timetablers have the option of grouping associations if required. Timetabling Guide 26 of 29

Assign associations to a group (if required) If groups are created Timetablers must assign associations to the group. Set if association offering (filter if required) Using the offering section, Timetablers have the option of filtering specific associations whereby offering associations to either part time, full time or to all students or to students enrolled in a specific course i.e. BP101. Timetabling Guide 27 of 29

Release Associations for students to see Once all the associations have been completed, Timetablers can release the association offerings to students by placing a Y in the display Association box. STS go live (February & June) Students can register on STS into courses they are enrolled in. Monitor Enrolments (September) Academics monitor the efficiency of the timetables. If for example a class only has three students sign up and the capacity is 50 it will be evident that the class should be cancelled and the students accommodated elsewhere. This type of situation would result in a change requirement which would be passed to the administration staff to action. Maintain Timetables (December and throughout the year) Changes will need to be made for a range of reasons eg student driven, resources driven teacher and physical. It is important that they be made with care. This is especially the case where changes require a synchronised approach to data entry in both STS and Syllabus Plus. Also class quotas may need to be managed in STS by monitoring enrolments and altering the quotas appropriately. Class messages may need to be generated in STS to advise students of any changes or alternatively groupwise can be used to send messages via email. Timetabling Guide 28 of 29

Notes Timetabling Guide 29 of 29