As part of FNUniv’s Teaching & Learning strategic process highlighted in the Strategic Plan, the institution will facilitate effective and efficient program and operational administration. This relates to Academic Scheduling which involves timetabling courses as per execution of the approved annual Academic Plan to maximize efficient utilization of classroom space.
Resulting from the approved Academic Plan and Budget, Academic Scheduling initiates the execution of this plan by timetabling the specified courses for each Program area for each semester (Spring/Summer, Fall, Winter). Any changes to course offerings require review and approval as per academic governance structure.
FNUniv is integrated within the University of Regina’s established process for scheduling, which requires use of the Scheduling software’s Data Collection Utility (DCU) and adhering to defined timelines for course scheduling for each semester. This information is outlined in the University of Regina’s Class Scheduling Policy number OPS-040-015. The following policy provisions are excerpts from this U of R policy:
An effective class schedule is one that facilitates learning, maximizes access for students within the constraints of classroom space and the number of instructional hours available, and accommodates a range of pedagogies. In developing the course schedule for students and instructors, the following goals must be balanced:
The purpose of this policy is to:
a. define university policy as to the use and management of classroom space;
b. establish and enumerate processes for allocating classroom space; and
c. encourage the university community to make efficient and coordinated use of classroom space.
FNUniv is focused on maximizing the efficiency of classroom utilization and scheduling process, through adherence to established priorities and clear criteria for justifiable accommodations. It is expected that each faculty member adheres to accommodation definitions and only advance justifiable accommodations (i.e. Tier 1 Accommodation or Tier 2 Arrangement) forward for change approvals. Stronger adherence at the faculty level will minimize non-justifiable requests coming forward for approval which adds inefficiencies and unnecessary changes to the overall scheduling process.
Scheduled classroom space is a university resource allocated to and managed by the Registrar’s Office. All academic units share access to classroom spaces to deliver courses.
Classroom allocation and specifications (i.e. square footage, video equipment, computer lab, etc.) is managed by PPM with information provided to the Registrar’s Office to ensure classroom allocations and specifications are recorded in the DCU accordingly. Classroom space will not be removed from the classroom pool unless formally approved by the Vice-President, Finance & Administration.
Casual bookings of classroom space not in use for purpose of events, meetings, tutorials, workshops, etc. must be booked through the Registrar’s Office to ensure it does not conflict with scheduled classes and labs.
Changes to room allocation after the timetable is produced must be approved by the Associate Dean, Academic and the Vice-President, Academic.
Standard Meeting Patterns
Standard meeting patterns will be used when scheduling most classes. A complete list of standard meeting patterns can be found in Appendix 1 outlined in the University of Regina’s Class Scheduling Policy number OPS-040-015.
Non-standard Meeting Patterns
There may be some classes that need to be scheduled outside of standard meeting patterns (a one-week intensive course for example). In these cases, forced entries to the system may be used.
Tier 1 Accommodation Requests
A tier 1 accommodation will be made for employees who have a temporary or permanent medical disability or who have a contracted teaching agreement to teach on a specific day and/or time. Tier 1 accommodation requests will be respected 100% of the time. Tier 1 accommodation requests are made to the Associate Dean, Academic through the Academic Administrator, with a note to Human Resources.
Tier 2 Arrangement Requests
Reasonable efforts will be made to honor Tier 2 arrangement requests (i.e. administrative work, research work), but the arrangement might not be guaranteed as the scheduling needs of the students will take precedence. Tier 2 arrangement requests are made to the Associate Dean, Academic through the Academic Administrator. These requests are not always accommodated or approved.
Schedule Requirements and Deadlines
Designated academic administration staff are required to enter all pertinent information into the established timetabling system by the approved deadline dates.
Noncompliance with this policy could result in unnecessary delays in the time a student takes to complete a program, or other consequences that could impact the class schedule in a negative way.
Based on the “Year 2 Projected Courses” in the approved Academic Plan, the Academic Administrator (supported by the Academic Administrative Assistants) works alongside the Associate Deans to specify for each course to be offered – the type (i.e. lecture, lab, online), meeting pattern, the need for particular room type and requested times for which instructors are unavailable to teach. It must also be identified which courses must be scheduled in a conflict-free manner (which may include courses from other Faculties) as well as identifying course combinations (more information below). This information is provided to the Registrar’s Office to input into the DCU software, ensuring all special requirements of the course are included.
Following the preliminary deadline of DCU data input, the Academic Administrator, supported by the Academic Administrative Assistants, will review the overall timetable to ensure timetabling conflicts are minimized and to catch any errors that may have happened during data entry. Requests may be made to the Registrar to move specific courses to solve conflict problems.
Once the timetable is created, class changes are made by completing course add or revisions forms to make changes to the schedule based on justifiable Tier 1 Accommodations or Tier 2 Arrangements. The forms must be submitted to the Registrar’s Office. If a day or time change is required for a class, the request must be approved by the Associate Dean, Academic and the Vice President, Academic. Class adds, enrollment changes, classroom changes, and any other changes require the Associate Dean, Academic’s approval. The changes are submitted to the U of R Registrar’s Office for processing prior to the CRN creation to reduce the number of revisions to the timetable in Banner, resulting in fewer inaccuracies and omissions as per past process. Changes following the timetable being published are to be minimized.
Scheduling is administered by the Academic Administrator in collaboration with the Registrar’s Office. All timetabled courses require review and approval of the Associate Dean, Academic and approval of the Vice-President, Academic for day and time changes of classes.
The Registrar’s Office provides information to the Senior Academic Management Team (SAMT) regarding classes with low-enrolment. SAMT will review and discuss low-enrolment classes and engage with Program Coordinators concerning such classes to understand if cancellation will result in undue hardship for students who need them to graduate. Cancellation of a low-enrolment class required approval of the Vice-President, Academic.
The following process map demonstrates the key steps involved with execution of this policy:
University of Regina Class Scheduling Policy – https://www.uregina.ca/policy/browse-policy/policy-OPS-040-015.html
University of Regina DCU Timetabling Timelines
Course Offerings Timetabling Information Spreadsheet Template
Course Add / Revision Form