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Timetable information for staff

Lecture theatre seats

Timetabling Timeline

Date Activity
18 December Roomed timetable released for Summer School
6 January Summer School classes start
21 February Roomed timetable released for S1
24 February S1 classes start
2 March Terms test info requested for S1
Mid-April Request for next year's paper information begins
Early May Availability information due
Mid-May Request for next year's timetable information begins
Early June Next year's timetable information due
3 July Roomed timetable released for S2
6 July S2 classes start
13 July Terms test info requested for S2
7 September (subject to confirmation) Paper selection for next year opens; late timetable change request process commences

Running a timetable report

The Full Timetable Report is a tool in Business Objects which allows departments to view their timetable. It is the primary method by which departments are asked to communicate their timetabling needs - annotated reports should be returned to Timetables.

View a detailed guide on how to run a timetable report in the AskOtago knowledge base

Teaching requirements

In addition to time and date information, the Full Timetable Report can be used to outline what specific room features and equipment are needed for a teaching event. An overview of the 'teaching requirements' available to be selected are outlined below.

Standard (projector, mic, doc cam)
Standard equipment in every pool room. Includes a lectern with a computer, at least one projector, wireless microphones, document camera, at least one whiteboard. If no special room features are required, this is the option to select.
Flat room (max capacity 88)
A teaching space with a flat floor. Capacities range from 15 to 88 seats.
Collaborative layout (max capacity 64)
A subset of flat rooms, includes movable furniture that can be configured to support group work.
Capture+
Can record audio and screen of lectures using Otago Capture/Capture+ - the University's lecture recording system. Please note that departments still need to arrange recording by contacting eLearning.
Dimmable/variable lighting
Allows for lights to be dimmed, or select banks of lights to be turned off. The main reason teaching staff may require dimmable lighting is for activities which involve the frequent viewing of images in close detail.
Wi-Fi required for students
Standard lecterns in all pool rooms provide teaching staff with access to the internet and university network. Choose this option if the course requires the students to access the internet during class time.
Computer lab
The teaching space is a computer laboratory.
2 x projectors
If the teaching of an activity requires two different projections to be shown at the same time, the university has a limited number rooms with 2 projectors.
High definition projector (limited rooms)
The standard data projectors set up in pool rooms are fine for normal lecture slides, especially featuring text and some images. For activities which require a high level of attention to visual detail, such as looking at art work or studying cinematography there are a small number of rooms with High Definition projectors. If there is a high demand for HD projectors Timetables may need to ask for some activities to change their teaching time.

Late timetable change requests

Overview

The Late Timetable Change Request process was introduced to ensure that changes to the timetable made immediately prior to the academic year commencing only occur in essential cases. Late timetable changes have a significant impact upon student study plans, and such changes often create unexpected timetable clashes for other papers.

Changes to the following year’s timetable (including paper availability), made after paper selection opens (2 September for 2020 papers) will only be made in exceptional circumstances and must be endorsed by the Head of Department and the Pro-Vice-Chancellor, and approved by the Deputy Vice-Chancellor (Academic).

The late timetable change request process applies from 2 September for 2020 papers.

The process

Non-essential timetable changes require a late timetable change request form. The form will require endorsement from the Head of Department and the Pro-Vice-Chancellor.>

An essential change is an amendment to the timetable which is being made due to population changes and/or where major clashes have been identified by Timetable Services.

Endorsed forms will go to the Deputy Vice-Chancellor (Academic) for consideration.

If approved by the Deputy Vice-Chancellor (Academic), the change will be processed by Timetable Services.

Note: Changes to tutorial weeks, one off activities, and assessment activities are not subject to the late timetable change request process.

Request form

Download the late timetable change request form

Criteria for assessment

Below are the criteria used to determine whether a request is subject to the late timetable change process.

Type of change

Reason for change

Outcome determined by Group Leader

Amending teaching event time

Population

Processed by Timetable Services

Major clashes

Processed by Timetable Services

Other

Late timetable change request process

Adding a teaching event stream

Population

Processed by Timetable Services

Major clashes

Processed by Timetable Services

Other

Late timetable change request process

Deleting a teaching event stream

Population

Processed by Timetable Services

Other

Late timetable change request process

Adding a compulsory teaching event

Any

Late timetable change request process

Deleting a compulsory teaching event

Any

Processed by Timetable Services

Addition, removal or amendment of one-off activities

Any

Processed by Timetable Services

Addition, removal or amendment of assessment activities

Any

Processed by Timetable Services

One-off removal or amendment of a single teaching event

Any

Processed by Timetable Services

Changing teaching week

Any

If no clashes: Processed by Timetable Services

If it will cause clashes: Late timetable change request process

Addition, removal or amendment of an unstreamed activity

Any

Processed by Timetable Services

Requests to change occurrence

The Request to Change Occurrence process was introduced to ensure that changes to paper occurrences (i.e. changes to paper availability, start and end dates, etc.) do not adversely affect students' study plans. Occurrence changes have a significant impact on the pathways available for students to complete their studies, and the resulting changes to a student's planned course of study may result in unexpected timetable clashes or a longer duration of study. As such, all occurrence changes must be authorised by the Divisional Academic Manager.

2021 occurrence change requests

Download the 2021 request to change occurrence form

2020 late occurrence change requests

Requests to change occurrence made after paper selection opens (2 September for 2020 papers) are subject to the Late Request to Change Occurrence process. These occurrence changes will only be made in exceptional circumstances and must be endorsed by the Head of Department, the Divisional Academic Manager and the Pro-Vice-Chancellor and approved by the Deputy Vice-Chancellor (Academic).

Request form

Download the late request to change 2020 occurrence form

Criteria for assessment

Type of change Process
Add a semester Request to Change Occurrence process
Delete a semester Request to Change Occurrence process
Delete all semesters1 Request to Change Occurrence process
Switch semesters Request to Change Occurrence process
Amend start and end dates Request to Change Occurrence process
Change campuses Request to Change Occurrence process
Change a single-semester paper to a full-year paper2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Change a full-year paper to a single-semester paper2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Open a new Summer School occurrence3 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma and Form 7 Proposal for new Summer School Paper pro forma
Change an on-campus paper to distance2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Change a distance paper to on-campus2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Change a paper with standard dates to non-standard2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Change a paper with non-standard dates to standard2 Form 6 Proposal to change teaching period or teaching mode of a paper pro forma
Re-instate a suspended paper Form 9 Re-instatement of a suspended paper pro forma

1 If the intention is to delete a paper completely from the curriculum, this will also require completion of a Form 5 Deletion of Programme or Paper pro forma. The pro forma process is independent of the late timetable change request process.
2 The pro forma process applies to changes to a paper's teaching period or teaching mode when the paper has no existing occurrences for the proposed period or mode (e.g. a paper that has not previously been taught via distance intends to offer a distance occurrence in the first semester).
3 Please refer also to the Process for Approval of Papers being offered in Summer School resource document on the pro formas webpage.

More information

For more information regarding the Late Timetable Change Request process or the Request to Change Occurrences process please contact timetables@otago.ac.nz