• Section 1 - Purpose
• Scope
• Section 2 - Policy
• Classes
• Section 3 - Procedures
• Section 4 - Guidelines
• Section 5 - Definitions

Section 1 - Purpose

(1) This Policy sets out how the University will prioritise the timetabling of learning and teaching activities in a manner that facilitates optimal course delivery, meets course progression requirements, and optimises the student experience. 

Scope

(2) This Policy applies to timetabling processes that help support learning and teaching activities across the University for students and staff, on the Wallumattagal Campus and Macquarie City Campus, including:

1. undergraduate and postgraduate coursework in the standard sessions; and
2. programs and courses offered within the 4 and 6 term timetables.

(3) This Policy does not apply to:

1. microcredentials;
2. courses delivered through arrangements with an approved third-party partner (where applicable);
3. courses offered through Open Universities Australia; and
4. casual room bookings (see Room Booking Policy and Facilities Hire Policy)

(4) Teaching and learning activities will be scheduled in accordance with the Academic Staff Enterprise Agreement and the Core Business Hours Policy.

(5) Asynchronous online activities can be accessed by students at any time and do not need to be timetabled.

Section 2 - Policy

(6) Data collection and scheduling of learning and teaching activities will be undertaken to ensure timely release of the timetable to students.

(7) The timetable will give priority to:

1. units offered in multiple courses;
2. units with larger enrolments;
3. providing pathways for students to ensure that a clash free timetable which allows for course progression and completion;
4. units with learning and teaching activities that require specialised facilities or units with specific location requirements;
5. units with more teaching hours before activities with fewer teaching hours; and
6. units taught by highly accredited external professionals.

(8) To create a stable and reliable timetable for students, changes to a published timetable should be minimised. Timetable changes will be considered under the following circumstances:

1. risks to student progression including avoidance of timetable clashes;
2. hazards, health and safety concerns, natural disasters, or emergency repairs affecting room availability (accessibility or equipment specific);
3. to accommodate identified reasonable adjustments for staff or students, working in collaboration with Wellbeing and Human Resources;
4. unexpected staff changes: and / or
5. renovation requirements disestablishing learning and teaching spaces.

(9) Amendments to the timetable post publication will be considered and approved as per Table 1 (clause 16).

Classes

(10) The number of classes initially scheduled in the timetable is based on previous enrolment patterns and strategic planning, such as anticipated growth or decline. 

(11) Coordinated communication through Service Connect must be provided to students when a timetable is to be changed because of an exceptional circumstance, with information relating to the circumstances of the change to teaching activity and providing alternatives. 

(12) Management of scheduled classes will occur based on the following: 

1. opening of class registration in a standard session - classes must be open to accommodate at least 80% of the forecast enrolled students to register; 
2. on hold classes - must be minimised and will be used only for the purpose of ensuring viability and an even distribution across classes; 
3. additional classes - where enrolments exceed available class space, additional space will be allocated within the specified resources / parameters; and
4. class cancellation - classes with zero enrolments and on-hold classes at the commencement of week three (3) of a session or week two (2) of a term will be cancelled and become available for other units. 

(13) In consideration of in person attendance, classes will be timetabled to enable students to attend according to the standard time at which classes start and finish, being five (5) minutes past the hour / half hour and five (5) minutes before the hour / half hour, respectively. 

Section 3 - Procedures

(14) The timetable will be published for student registration at least eight (8) weeks prior to a standard session commencing or for smaller terms, no later than the Monday of the last week of the previous teaching period.

(15) The timetable timeline will be developed in consultation with the Faculties in June for the following academic year, and will include dates for the following activities:

1. collection of data;
2. building of the timetable;
3. consultation and Quality Assurance;
4. finalisation of the timetable;
5. systems synchronisation;
6. class management;
7. opening of class registrations; and
8. management and communication of timetable amendments.

(16) The roles and responsibilities of staff involved in the timetabling of teaching and learning activities are set out in Table 1.

Table 1: Roles and Responsibilities

Section 4 - Guidelines

(17) Nil.

Section 5 - Definitions

(18) The following definitions apply for the purpose of this Policy:

1. asynchronous means educational activities, discussions, and assignments that engage students in learning at their own pace;
2. class size means the maximum number of students that can be scheduled into a particular teaching activity;
3. elective units means a unit not in the core zone which is chosen from a defined option set. Elective units are not guaranteed to be clash free with other elective units in the timetable;
4. essential unit means a specific compulsory unit that all students enrolled in the course must complete;
5. learning and teaching activities mean lectures and classes (including tutorials, laboratories, practical sessions) that require physical space on campus or online space that is synchronous as defined below. These activities must be approved through the Curriculum Management System;
6. standard session refers to sessions 1, 2 and 3 of the University Academic calendar year;
7. synchronous means an interactive learning activity in which all students are participating simultaneously either on campus or virtually e.g. tutorials;
8. timetable change refers to any change where:
   1. there are staff changes due to unexpected staff turnover;
   2. there is a significant change in enrolment numbers which requires additional space be allocated;
   3. there are risks to student progression including avoidance of timetable clashes;
   4. hazards, health and safety concerns, natural disasters, or emergency repairs affect room availability (accessibility or equipment specific); and / or
   5. renovation requirements disestablish learning and teaching spaces.
9. timetable exceptional change / change in exceptional circumstance refers to any change that affects the whole of University timetable aspect such as, but not limited to, University-level timetable delivery, mode and offering; and
10. unit means the individual components of study within a course.