TIMETABLING INFORMATION
2015-16
Office of the University Registrar
Queen’s University
[email protected]
ext. 78744
2015-16 TIMETABLING INFORMATION
Contents
PART 1: WHAT GOES WHERE? ....................................................................................................................................................... 3
PART 2: KEY TERMS ......................................................................................................................................................................... 3
PART 3: QUICK REFERENCE FOR TIMETABLING TERMS ........................................................................................................ 5
PART 4: LEGENDS ............................................................................................................................................................................. 6
PART 5: LINKS ................................................................................................................................................................................... 8
PART 6: MISCELLANEOUS INFORMATION ................................................................................................................................. 8
2015-16 Timetabling Information
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PART 1: WHAT GOES WHERE?
Information Collected From Spreadsheets (data entry done by Timetabling Staff):
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Department Meeting Information
Instructor(s) Information
Tier I and II Information
Courses (Continuing and Distance Studies will be entering their own information)
Maximum Enrollment
Requested Time and Room (Pattern, Building, Room Type)
Additional Course Requirements (groups, ties, room ratio, forced pavilion)
Spouse Opposite Information
Special Needs Information
Academic blocks or Core Technical Electives for Engineering
TERMS:
First number = CENTURY (2000); second two numbers = YEAR (15 or 16); last number = MONTH (9
or 1)
 Fall 2015 = 2159
 Winter 2016 = 2161
Where/How Do I Submit My Information?
1) Submit electronic information, using forms provided, to the Timetabling Office by 27 Feb 2015
(ENG Departments deadline = 6 March 2015)
2) Submit signed copies of information to Timetabling Office by 6 March 2015 (ENG Departments
deadline = 13 March 2015)
PART 2: KEY TERMS
Key Terms
Academic Block
AUD
Basic Rules of
Timetabling
Course
Combinations
Forced Time,
Forced
Scheduling
Definition
A set of course sections that must be scheduled conflict-free with each other.
All rooms that are => 200 belong to the AUD pavilion. All Auditoriums are fully
equipped with a/v equipment.
Timetabling policy established by the University Timetable Committee. See:
http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee
The process that is used by Timetabling to schedule ASC, NURS and COMM
courses conflict-free. An historical registration file is massaged into a set of
unique course combinations, by program and level. This data set is used in
conjunction with a department’s manually-built academic blocks, to inform the
timetable as to what courses need to be scheduled conflict-free.
If a course is not timetabled using the University’s timetable software, the time of
the course must be “forced” to be at a particular time (normally at the request of
the department). This is referred to as forced scheduling. Departmental requests
for forced scheduling will be considered on a limited basis and must be requested
by the Unit Head, giving clearly articulated reasons for the request, to the
University Timetable Committee. For 2015-16, enter the forced time or forced
pattern request into the spreadsheet provided. We will echo back forced time
2015-16 Timetabling Information
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Key Terms
Definition
information later in March at which time the reason for the forced time request
can be clarified.
Courses scheduled after 5:30 pm do not have to be approved through the UTC.
Group
In considering these requests that are supported with explanations, the
Committee will be guided by precedents and decisions made in the previous years’
timetabling cycles. Only approved requests will be processed by the University
Registrar's Office.
Groups are created (by Timetabling staff) for a pair or set of courses, and/or
sections or deliveries that must be scheduled at the same time. There are
different types of groups, including:
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Same time, same room
Same time, different room
Alternating weeks, same time, same room
Alternating weeks, different room
If you are unsure as to what type of group to use for specific course
requirements, contact the Timetabling Office.
Instructor Type
Instructor
Unavailability
Part of Additional Course Requirements. Indicate changes, have unit head sign
and deliver to the Timetabling Office, Gordon Hall, Room 110 by 6 March 2015
(ENG Departments = 13 March 2015).
There are two instructor types: Instructor and Instructor, back to back. The
instructor type does not allow for back to back scheduling for that instructor. The
Instructor, back to back type will allow for back to back scheduling, only if
necessary (note back to back scheduling is not guaranteed for this type).
The University shall make reasonable efforts to accommodate the requests of the
Members concerning the scheduling of the Member's teaching based on the
Member's research requirements*, other academic responsibilities* 1 medical
condition*, family circumstances* or preferences**.
Notes:
Decisions must be in accordance with applicable federal and provincial legislation
and the Faculty, Librarians and Archivists Collective Agreement. The Head, with
knowledge of local conditions, is expected to balance the competing demands of
individual instructors and the Unit's obligation and responsibility to offer a
timetable that meets the Unit's academic program needs and conforms with the
Unit's needs and priorities. In cases where instructor requests for special
timetabling arrangements are not approved by the Head, instructors may appeal
to the University Timetable Appeal Committee.
1
Note that "Other academic responsibilities" does not include teaching. Teaching
responsibilities are covered under the "Principles of Timetabling" in the
Collective Agreement.
* For operational purposes these are referred to as Tier I.
** For operational purposes these are referred to as Tier II.
Pattern
Building
Room
Characteristic
The times that a component is delivered, based on the Queen’s slot system
http://www.queensu.ca/registrar/currentstudents/coursetimetable/slotcharts.html.
Examples of patterns are 3 X 1 hour, 2 X 1.5 hours, 1 X 2 hours, 1 X 3 hours.
See Facility Legend attached to this document for a list of all buildings.
Denotes specific equipment within a room, e.g., “02” means blackboard super,
“36” means document camera. It is also used to denote a specific room, or
2015-16 Timetabling Information
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Key Terms
Room Type
Tie
Definition
certain groups of rooms that are required by particular departments for specific
pedagogical reasons.
The predominant layout of a room, e.g. seminar style, tiered, etc. See room type
legend attached to this document.
A tie is created (by the Timetabling staff) to ensure that a pair of courses, or
sections, or delivery patterns of a course occur in a specific sequence. Another
way to say this is that a tie is built to establish sequencing requirements for
elements of a course.
There are different types of ties, including:
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Back-to-back
Back-to-back one before the other
No back-to-back
Different days
One before the other, different days (this tie is mostly used for deliveries
that have multiple patterns, to ensure that the patterns don’t occur on the
same day. E.g. 1x3 hour and 1x3 hour pattern of a course, should not
occur on the same day and would need this tie).
Day in between
Same day
NOTE: If you are unsure as to how to request sequencing requirements to meet
the needs of a course, contact the Timetabling Office.
Timetable Email
Address
Timetable Phone
Number
UTC
Part of Additional Course Requirements. Print from spreadsheet provided to each
department, indicate changes, have unit head sign and deliver to the Timetabling
Office, Gordon Hall, Room 110 by 6 March 2015 (ENG Departments = 13 March
2015).
[email protected]
78744
University Timetable Committee. See http://www.queensu.ca/registrar/facultystaff/timetabling/timetable-committee for timetable policy.
PART 3: QUICK REFERENCE FOR TIMETABLING TERMS
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Term = 2159 (Fall 2015) or 2161 (Winter 2016)
Start Date/End Date = will be prepopulated with the ability to override
Max Enrol = anticipated enrollment
Max Room Capacity = use this for rooms that need larger rooms than the enrollment
Forced Time = enter Forced Time information. This information will be echoed back to
departments
Forced Room = enter forced rooms required for a particular course
2015-16 Timetabling Information
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PART 4: LEGENDS
Course Component Legend
Course Component Code
BLN
CLN
DIS
EXM
FLD
IND
LDI
LLB
LSM
LTU
LAB
LEC
ONL
PRA
PRJ
REA
SEM
STD
THE
TUT
Description
Blended
Clinical
Discussion
Exam
Field School
Individual Study/Instruction
Lecture/Discussion
Lecture/Laboratory
Lecture/Seminar
Lecture/Tutorial
Laboratory
Lecture/Class
Online
Practical
Project
Reading
Seminar
Studio
Thesis
Tutorial
Facility Type Legend
A
AL
BC
BDC
BDT
C
DC
DT
S
SD
T
L*
Y*
Auditorium (fully equipped for A/V equipment
Active Learning Classroom
Extra blackboard, classroom style
Extra blackboard, data/video, classroom style
Extra blackboard, data/video, tiered
Classroom style, no data/video
Data/video, classroom style
Data/video, tiered style
Seminar-style, no data/video
Seminar-style, with data/video
Tiered classroom, no data/video
laboratory
Departmentally-owned room
2015-16 Timetabling Information
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Building Legend
AUD is not a specific building; but a collection of buildings.
ACTON
AUD
BIOSCI
BEAMSH
BOTTER
BRUCE
CARRUT
CHERNF
DOUGLS
DUNNIN
DUPUIS
ELLIS
ETHER
FILMHS
FLEJEM
FLEPOL
GOODES
GDWIN
HARLEC
HUMPHY
IBCPA
JACKSN
JEFFRY
KINES
KINGST
MACDON
MACCOR
MCLAUG
MEDS
MILLER
NICOL
ONTARO
RICHLA
STIRLG
THEOGY
WATSON
WALGHT
Louise D. Acton Building
Auditoriums - all rooms with a capacity of 200 or greater
Biosciences Complex
Beamish-Munroe Hall
Botterell Hall
Bruce Wing of Miller Hall
Carruthers Hall
Chernoff Hall
Douglas Library
Dunning Hall
Dupuis Hall
Ellis Hall
Etherington Hall
Film House
Fleming Hall, Jemmet Wing
Fleming Hall, Stewart-Pollock Wing
Goodes Hall
Goodwin Hall
Harrison-LeCaine Hall
Humphrey Hall
Isabel Bader Centre for Performing Arts
Jackson Hall
Jeffery Hall
Kinesiology and Health Studies
Kingston Hall
Macdonald Hall
Mackintosh-Corry Hall
McLaughlin Hall
Medical Building (Stuart Street)
Miller Hall
Nicol Hall
Ontario Hall
Richardson Laboratories
Stirling Hall
Theological Hall
Watson Hall
Walter Light Hall
2015-16 Timetabling Information
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PART 5: LINKS
OUR Timetabling main page: http://www.queensu.ca/registrar/faculty-staff/timetabling
UTC Basic rules of timetabling: http://www.queensu.ca/registrar/faculty-staff/timetabling/timetablecommittee
Campus Master Plan: http://www.queensu.ca/cmp/
Room Information:
http://www.queensu.ca/registrar/sites/webpublish.queensu.ca.uregwww/files/files/CentrallyBookedRooms
.pdf
Pictures of rooms (maintained by Campus Planning): http://www.queensu.ca/cpd/classrooms.html
PART 6: MISCELLANEOUS INFORMATION
Booking Active Learning Classrooms
ELL 319 (48), ELL 321 (136), ELL 333 (70), THE 203 (30), THE 209 (30)
These are newly designed classrooms for active and collaborative learning. All instructors who are
interested in booking these classrooms must fill out a request form available from Timetabling. This
information will be used to choose which courses are most appropriate for these classrooms. More
information about these classrooms can be found at http://www.queensu.ca/activelearningspaces/ or
contact Andy Leger, Ph.D., Educational Developer in the Centre for Teaching and Learning at
[email protected].
Course Catalogue
Email: [email protected]
If you are submitting timetable information; i.e., a brand new course or a course which has changes to the course
number, component type (e.g. seminar, should be tutorial) description, weight etc., these course edits must be
approved at Curriculum Committee and Faculty Boards. Timetabling cannot enter component information into
PeopleSoft for course information which has not been approved or exists in the course catalog.
When submitting new course information or course changes to Course Catalogue you must specify if the courses are
“blank” courses or A/B courses. A “blank” course is one that is offered in one term only versus an A/B course where a
student has to take the course in both the fall and winter terms.
PLEASE NOTE: Once registration starts, the weight and component type of a course CANNOT be changed.
Acadbook (versus Timetabling versus Event Services Requests)
Acadbook requests are for non-recurring, academically-oriented room requests. Anything that is of an academic,
recurring nature should be directed to [email protected]. Anything that is of a non-academic nature should be
directed to Event Services. Booking information for various purposes through Event Services can be found at
http://eventservices.queensu.ca/venues-meeting-spaces/room-reservations/
Please do not be alarmed if we ask you what the nature of a booking is. If it needs to be redirected somewhere else, we
will advise.
Allow 3-5 business days for a response to a request.
Acadbook does book the following:
2015-16 Timetabling Information
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Exam reviews
Extra tutorials for review before exams
Sporadic informational tutorials that are not every week
Mid-term exams and quizzes
Student presentations
Active Learning Classrooms for non-recurring bookings
Acadbook does not book the following. J This is not a comprehensive list but some of the more popular requests:
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Biosci Atrium or Robert Sutherland room (Event Services)
Recurring tutorials every week for academic purposes (Timetabling). Tutorials every week or bi-weekly would
be directed to Timetabling; 3 tutorials throughout the term would be directed to acadbook
March Break Open House (Event Services)
Cultural Night (Event Services)
Space to interview candidates (Event Services)
Guest Lecturers (Event Services)
Topics Courses (for ASC only)
Instructions to enable the use of topic IDs for a course, and to add the topic IDs to course catalog in
PeopleSoft and have them scheduled:
Use the Online Curriculum Tracking System to submit a proposal for a course revision, and to add the
topic IDs. Please consider whether the new topic IDs impact any existing topic courses (i.e. are any
topic IDs no longer required).
These requests do not go to Curriculum Committee or Faculty Board for consideration. However, they
must be submitted through the Online Curriculum Tracking System so the requests can be tracked and
approved by the Faculty Office. Once approved, the Faculty Office will forward the information on to
Course Catalogue ([email protected]), who in turn adds the topics to the course catalog.
Once that is done, the course may be timetabled.
Here are the instructions to make the online submission:
Start here:
Online Curriculum Tacking System (this section of the Faculty of Arts & Science
website is located under the Staff & Faculty Subsite)
2015-16 Timetabling Information
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To submit a curriculum request you need to be logged into the website. Enter your user name and
password (this is the user name and password sent to you by the Curriculum Team it is not the same as
your queen’s netid. (If you do not have this information please contact the Curriculum Team at
[email protected])
2015-16 Timetabling Information
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1. Submit a New Request – select Course Revision
2. Make Changes to – select Course Topic(s)
3. Enter the applicable details and select Submit.
2015-16 Timetabling Information
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PART 7: 2015-16 TIMETABLE PRODUCTION TIMELINE
2015-16
PRODUCTION TIMELINE
Timetable Activity
Update curriculum in People Soft from Faculty
Boards (OUR - Course Catalog)
Winter term classes begin
Final Planning and Preparation (Timetabling Office)
Distribute data collection spreadsheets to
Departments
Timetable Training/Information - 2 morning sessions
Timetable Data Collection Opens; 1-on-1 meetings all
depts.; Timetabling Staff will contact Administrators
Engineering Program Selection
Data collection closes to MOST departments electronic copies due to OUR
Start
End
Dec
Mar
5-Jan
5-Jan
26-Jan
27-Jan
28-Jan
2-Feb
27-Feb
9-Feb
1-Mar
27-Feb
Data collection closes to ENG departments electronic copies due to OUR (CHEE, CHEM/ENCH,
CIVL, CISC/CMPE, ELEC, GEOL/GEOE,
MATH/MTHE, MECH, MINE, PHYS/ENPH
OUR review, consult, validate, input data
Final Engineering Core and Technical Elective
Course Information Due
Signed copies of MOST dept. timetabling
submissions due back. Last date to submit changes.
Any revisions past this date requires hard signed
copy from Unit Head
Signed copies of ENG department timetabling
submissions due back. Last date to submit changes.
Any revisions past this date requires hard signed
copy from Unit Head
Law final timetable posted to SOLUS
Forced Time Requests due back from Unit Heads
Forced Times to UTC for Approval
Scheduling process
Review Timetable with Faculty Offices
Timetable Sent to Departments for Review
Final Timetable Published
Block enrolment, reserve capacities (OUR/Faculties)
entered in PS and enrolment appointments issued
(OUR)
Course Selection - Enrolment restrictions enforced
Course Selection Open - Enrolment restrictions
expire
Graduate Course Component Set Up AND OUR
Booking Central Rooms if Applicable
Full payment tuition & outstanding debts due
Fall term classes begin
Solicit Summer, BISC course information
2015-16 Timetabling Information
2-Feb
6-Mar
2-Mar
**NEW**
10-Apr
6-Mar
13-Apr
19-May
29-May
6-Mar
**NEW**
13-Mar
**NEW**
13-Mar
27-Mar
24-Apr
15-May
21-May
5-Jun
22-Jun
23-Jun
1-Jul
13-Jul
26-Jul
27-Jul
31-Jul
late
June
July/August
1-Sep
7-Sep
1-Dec
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