University Timetable Committee Recommendations to the Vice-Principle (Academic)

1. Computer-Assisted, Centrally Coordinated Timetabling System, hereinafter referred to as the "system."

There are several distinct advantages to following a computer-assisted, centrally coordinated timetabling system. This system will allow:

1. modeling and testing the implications of:
   • program changes
   • different types of slot systems or timetabling patterns
   • changes to the availability of rooms
   • changes in student enrolments
2. the facilitation of interdisciplinary and cross-Faculty program and course scheduling;
3. conflicts to be readily identified and remedied;
4. the University to monitor more effectively the use of space and to identify opportunities for improving space usage;
5. the prediction of the need for certain types of rooms. With this software the University should be able to monitor more effectively the types or styles of teaching rooms most often or least often requested. This will assist in planning future building initiatives or the renovation of existing classroom space;
6. for reduced workload and frustration for timetable consultants; and
7. requests from instructors concerning rooms and timetabling to be more easily evaluated and accommodated where possible.

2. Reporting Structures

It is recommended that the University Registrar make a formal annual report on timetabling and space usage as it pertains to this system to Senate, through SCAP, and to the Vice-Principal (Academic).

3. Availability of Timetable Information

It is recommended that the University make university-wide timetabling information available via the web.

4. The Queen's "Slot System"

It is recommended that the University test the current slot system against alternate systems. Ideally, the final recommendation on the slot system should be made available for implementation in September 2004.

5. The Teaching Week

It is recommended that the normal teaching week continue to be from 8:30 a.m. to 5:30 p.m. Monday to Friday. Changes in the slot system may result in changes in the normal teaching week. Regular academic activities will not normally be scheduled or held between 5:30 p.m. and 7:00 p.m. to create open time in the week for student activities.

Evening Courses

Evening courses should be:

• held between 7:00 and 10:00 p.m.; (revised Jan 2005 - 6:30 and 9:30 -see Basic Rules)
• assigned a separate slot system; and
• excluded from the definition of the "normal teaching week."

No Slot Designated courses (NSDs) (Excludes slotted evening courses)

Courses offered outside the regular slot system (No Slot Designated courses) create significant complexities and inefficiencies in both timetabling and room allocations. The Working Group recommends that requests for such offerings should be:

• Processed after all regularly slotted courses have been given rooms.
• Allowed if the NSD does not disadvantage other Faculties, instructors or students.
• Justified to the Office of the University Registrar, with a copy to the Faculty Office for information, by the unit head with clearly articulated reasons. (The OUR may consult with the University Timetable Committee for advice where necessary.)

6. Constraints on Timetabling

In producing an annual timetable for the University it will be the responsibility of all involved, at both Unit and central levels, to ensure that the Principles of Timetabling established by the University Timetabling Committee are followed.

7. Process

It is recommended that a set of procedures for the development of the timetable be developed to outline the interrelationship among the individual units and certain timetabling offices.

8. Adjudicating Among Units

Every effort should be made to resolve conflicts at the unit or Faculty level. Inevitably cases will arise in which there are conflicts in timetabling and room allocation. It is recommended that, in cases where no easy resolution can be found, these conflicts should be referred to an adjudicating body established by the VP Academic. This body will be called the University Timetabling Appeal Committee.

9. Implementation

The Working Group recommends that the University implement these recommendations by September 2004, with the exception of 5. The committee recommends that this item, "The Teaching Week," be implemented for timetabling effective September 2003.

Latest revisions as at 15 October 2002