Timetabling Policy

 Please note that this policy has not yet been revised or converted to the new format.

1. Introduction

Monash University class timetables are prepared using corporate timetabling software. Data required to create class timetables is gathered, collated, and prepared by faculties, schools and departments in partnership with the Timetable Systems Unit, Student Administration. Accompanying software is used for class selection, tutorial selection and display purposes. The timetable is prepared once a year for both semesters, however some changes are made after the initial publication date to better accommodate both students and teaching staff.

2. Principles

The primary requirement of the timetable is to ensure that it enables students to complete core units in a course level, to satisfy course rules and to complete elective combinations that are specified by course regulations to fulfil particular professions or other purposes. Beyond this requirement a number of other considerations affect timetabling, not least of all the availability of academically sound combinations of units.

The timetabling of university teaching activities is governed by the following principles:

2.1 Teaching activities will be scheduled at times and in places that are consistent with:

• university policies in relation to work, life and family, equity and diversity (refer to section 3 below)
• best pedagogic practice
• facilitating student attendance and maximising student choice
• the use of specialist teaching space for its designated purpose
• occupational health and safety and fire code regulations (e.g. room capacity restrictions, staff working conditions)
• utilising teaching space and resources effectively and efficiently, consistent with allocations being equitable for staff and students and compatible with pedagogic requirements.

2.2 Activities will be scheduled in patterns that produce manageable teaching times for staff and allow staff appropriate time for other activities such as research, administration and post-graduate supervision.

2.3 Day unit offerings will be scheduled to commence between 8:00am and 5:30pm and evening unit offerings to commence between 6:00pm and 9:30pm. Students will be expected to be available to attend and teaching staff available to teach classes during these times. A one-hour lunch break between the hours of 11:00am and 3:00pm will normally be allocated to all teaching staff and student sets. All teaching activities will preferably be scheduled in full hour units and timetabled to commence on the hour.

2.4 The timetable for a forthcoming academic period will be published at a time and in a manner that permits all students to be informed of the timetable when selecting the units in which to enrol (from mid-October of the previous year).

2.5 Changes to the timetable after final publication will be kept to a minimum as students use the timetable to make enrolment decisions that best fit their academic interests as well as their family and work commitments.

2.6 Ultimate responsibility for resolving conflicts which arise from Faculty timetabling decisions rests with the relevant Head of School/Department.

2.7 Students enrolled in a standard program should expect to attend all core units and have a reasonable selection of electives from which to choose.

2.8 While the University attempts to accommodate student choices, the timetable may not allow for every student to attend their preferred combination of units.

2.9 The process of timetable autoscheduling will normally take place every three years to ensure that teaching activities are not arbitrarily scheduled at the same time every semester/year. Autoscheduling aims to maximise student choice, the impact of teaching technology and the efficient use of central resources. In years when autoscheduling is not run, a timetable rolled over from the previous year will apply.

2.10 When producing the annual timetable, teaching activities will be scheduled before ad hoc activities.

2.11 The University's requirements for rooms and facilities will take precedence over their use by external persons, groups or bodies. No adjustments to the academic timetable will be made to accommodate external use except in those exceptional circumstances specifically approved.

3. Equity

Consistent with university policy on equal opportunity and diversity, and various anti-discrimination laws, the University will ensure that its timetabling procedures reasonably accommodate staff in the light of their:

• family responsibilities;
• religious beliefs;
• disability or medical condition.

Staff should provide information and requisites in advance of the timetable being developed so their circumstances may be accommodated, and to minimise post-publication changes to the timetable. Students requiring adjustments based on religious beliefs, disability or medical condition are responsible for making their requests for such adjustments known to the University as soon as possible after enrolment. An example of a reasonable adjustment would be classes involving students /staff with mobility impairments being scheduled in rooms with wheelchair access.

Purpose and Rationale

The purpose of this policy and its associated procedures is to achieve coordinated and consistent timetabling practices across Monash University in facilitating timely production of a single University timetable.

Scope

This policy applies to the timetabling of all teaching activities at Monash University, and therefore to all students enrolled in those activities and staff who teach those activities.

Related documents

• Timetabling Procedures
• Global Equal Opportunity policy
• Space Management policy
• Work Life Family policies
• Building Code of Australia
• Staff Unavailability Form
• Ad Hoc Bookings Guidelines

Governing documents

• Monash University Act 1958
• Disability Discrimination Act 1992
• Monash University Occupational Health & Safety Policy
• Monash University Discrimination & Sexual Harassment Grievance Procedures

Responsibilities for Implementation

At the University wide level

• Manager, Student Administration
• Manager, Timetable Systems

At the Faculty level

• Faculty Managers
• Faculty Timetable Coordinators

Date Effective

Effective from Semester 1 timetable, 2006.

Approval

Academic Board 5/05 held on 17 August 2005.

Review

The processes and methods associated with the timetable are expected regularly to evolve. To assist that process, the policy is to be reviewed every two years.