Policies and decisions in respect of space allocation and timetabling aim to provide a high quality learning and teaching experience at St. George’s within a space-limited environment.
The following principles are proposed as underpinning the approach to space allocation at the University:
-
Maximising effectiveness and efficiency by making scheduling and space allocation decisions that meet pedagogical and academic requirements and make optimal use of the space available;
-
Working transparently by providing a unified approach to timetabling and room booking using a common approach with clear expectations of all;
-
Facilitating equity by a commitment to collegiality and reasonable compromise to ensure that every at St George’s has a comparable experience of space allocation and timetabling; and
-
Creating accountability by planning space requirements and working within structures and processes that identify contact points, provide accurate and timely information and define responsibilities
-
Supporting the delivery of a positive teaching and learning experience to students at the University.
1. Strategic aims
1.1 Registry seeks to promote efficient use of staff time and resources and maintain a good student experience through the delivery of a timetable that, as designed by the divisions, maximises space utilisation.
2. General Information
2.1 Registry is responsible for the production of the annual teaching timetable.
2.2 Scientia’s Enterprise Timetabler software is used to support the centralised scheduling process.
2.3 The Timetabling and Roombooking team can be contacted on extension 2700 or roombook@sgul.ac.uk
2.4 This policy applies to all teaching space.
2.5 Classes are normally scheduled Monday to Friday and between the hours of 0900 to 1700, with the exception of Wednesdays where teaching hours are 0900-1300 for undergraduate teaching.
2.6 Lecture theatre teaching shall commence at five minutes past the hour and finish five minutes to the hour to allow time for changeover and travelling.
3. Booking Priorities
3.1.1 First priority is given to SGUL committees, Admissions and Examinations if booked by end April preceding the new academic year.
3.1.2 Priority is given to specific one off SGUL events such as Fresher’s Fair and SGUL Research Day.
3.1.3 Fee paying bookings can be made in advance of the meeting room booking being opened up to all. Approval for these bookings must be made to the Assistant Registrar (Timetabling).
3.1.4 Other events in SGUL and the SG Trust can be booked ahead of ad-hoc bookings online by special request to the Assistant Registrar (Timetabling).
3.1.5 Bookings for ad-hoc requests for meetings are opened at least one month in advance of the next academic year to SGUL staff.
3.1.6 Bookings for ad-hoc requests are opened at least two weeks in advance of the next academic year to SG Trust staff.
3.2 Teaching Space
3.2.1 First priority is given to bookings from the Examinations team.
3.2.2 One off SGUL events such as St George’s Research Day and Fresher’s Fare are booked prior to teaching.
3.2.3 SG Trust members can book in advance of teaching in Monckton Lecture Theatre or the John Parker Lecture Theatre by special request to the Assistant Registrar (Timetabling).
3.2.4 Other annual or one-off commercial activities can be considered in advance of teaching by special request to the Assistant Registrar (Timetabling).
3.2.5 Web Data Collection software is used to upload teaching requirements a date in April set by the Assistant Registrar (Timetabling) each year.
3.3 Lecture Theatres
3.3.1 Large lecture theatre space will be negotiated in November preceding the new academic year.
3.3.2 First priority is given to largest year groups, requiring video links, multiple weeks first.
3.3.3 Other lectures, in descending group size, multiple weeks first.
3.4 Teaching rooms/Clinical Skills Space
3.4.1 First priority is given to most specialised use of space (video linked rooms, practical sessions) multiple weeks first.
3.4.2 Second Priority is given to largest groups requesting teaching rooms, multiple weeks first.
3.4.3 Remaining teaching activity, best fit to available space.
3.4.4 Teaching rooms are only opened up to ad-hoc bookings when the teaching timetable is finalised in July/August preceding the new academic year.
3.5 Base Rooms
3.5.1 First priority is given to the largest groups requiring multiple weeks.
3.6 Students
3.6.1 Due to limited resources only the President, Vice-President and Treasurer of the SU and General Secretary are permitted to book rooms.
3.6.2 With the exception of certain specific student events, such as Fresher’s Fair, students are only permitted to book rooms outside of core teaching hours.
3.6.3 Students are permitted to book Lecture Theatres A, B, C and F, the Michael Heron and Monckton lecture theatres, Jenner Wing first floor teaching rooms (with the exception of J1.9 Self Directed Learning room), H2.6-8 Board and H2.2-4 Meeting any time between 07.30 and 22.00 on weekends and from 17.00 to 22.00 on weekdays (exception - Wednesdays may be booked 12.30 to 22.00);
3.6.4 Students are permitted to use teaching rooms outside of existing bookings, but must vacate rooms swiftly for existing bookings and leave rooms in the same condition they were found.
3.6.5 Base rooms and computer rooms will be left free of bookings wherever possible so that they are available for student use on a first-come, first-served basis.
3.7 SG Trust Staff
3.7.1 Joint priority is given to SG Trust education bookings in the Monckton Lecture Theatre, meaning that bookings can be entered in advance of the timetable being finalised where provisional teaching bookings do not exist.
3.7.2 SG Trust staff are permitted to book clinical skills space, flexible space and computer rooms only by special agreement and when teaching has been finalised. The aforementioned spaces may incur a fee.
3.7.3 Not all university space is available to Trust members of staff, with the exception of point 3.7.4.
3.7.4 GAPS staff are permitted to book any University teaching space. Bookings for GAP activities will be open when the teaching is finalised in July/August preceding the new academic year.
3.7.5 SG Trust staff are not permitted to use University IT systems for non-University related activities. SG Trust staff should supply a laptop and an HDMI cable for use of University AV systems.
4. Operational procedure
4.1 Calendar of how timetable is constructed
| November |
-
Create new dataset for next academic year
-
Update list of Timetable Contacts
-
Rooms added or removed in accordance with Estates Master Plan
-
Fixed lecture theatre slots negotiated
|
|---|
| December |
-
Large-scale amendments to delivery of teaching applied via the Programme Amendment Form. Model timetable changes to the new dataset
-
Check with SITS team for module data updates
-
Priority bookings requested, entered and checked (see 3.1.1-3.1.4)
|
|---|
| January |
-
Timetable Contact to forecast programme, year size. Check week pattern, availability of specialist space, assigning staff to sessions
|
|---|
| February |
|
|---|
| April |
-
Close Web Data Collection to course administrators
-
Start scheduling teaching requests
-
Link student sets to activities
|
|---|
| End of June |
|
|---|
| August |
-
Final timetable published – 1st August
-
Ad hoc bookings opens to SGUL staff and students – 1st August
-
Ad hoc bookings opens to SG Trust staff – 15th August
|
|---|
5. Cancellations
5.1 Rooms should be cancelled as soon as possible if they are not needed.
5.2 The Timetabling and Room Booking team should be informed as soon as possible of significant change in group size that could mean partial cancellation of linked lecture theatres or flexible space.
6. Amendments to timetable after the final timetable is published
6.1 Amendments need to be requested via the request for change proforma.
6.2 While requests based on preference will be accommodated where possible staff can expect amendments to room allocation only where:
7. Roles and responsibilities
7.1 Responsibilities of the Timetable and Room Booking team
7.1.1 Schedule teaching activities
7.1.2 Authorise ad hoc bookings via Web Room Bookings
7.1.3 Ongoing management of the timetable, especially in relation to late changes
7.1.4 Mediate and resolve timetable problems
7.1.5 Support and advise on timetabling implications of pedagogical developments that academic staff may wish to introduce
7.1.6 Provide guidance on timetabling and room booking policies
7.1.7 Co-ordinate the timetable process from an institutional perspective
7.1.8 Provide the online timetable service for students – MyTimetable
7.1.9 Provide timetable modelling data
7.1.10 Keeping abreast of developments and evolution of best practice in timetabling and room booking
7.2 Responsibilities of staff (Administrative or Academic within Faculty/Institute)
7.2.1 Identify staff member who will be the Timetable Liaison Contact for each programme
7.2.2 Provide details of teaching constraints when requested to the Timetable Liaison Contact
7.2.3 Engage with their Timetable Liaison Contact in line with timetabling policy and deadlines
7.2.4 Ensure all information relating to the compilation of the university timetable is provided in a timely and accurate manner and in line with deadlines
7.2.5 Review all drafts of the timetable in a timely and accurate manner, ensuring comments are communicated to their Timetable Liaison Contact, thus minimising late changes that have to be accommodated once the final timetable is published
7.2.6 Report issues that may impact the timetable are communicated to their Timetable Liaison Contact
7.2.7 Report any in-year changes to the timetable and room booking team to ensure unused or under-utilised space is returned to the central room booking system
7.2.8 If requesting specialist teaching space, liaise directly with teams who manage this space (normally Anatomy or Teaching Services) to discuss set up and agree request.
7.2.9 Ensure teaching events start and end at their allotted time and that rooms are swiftly vacated for following session.
7.2.10 Ensure that teaching rooms are left in fit state to be used by following booking and that the room is returned to the standard layout where changes have been made during the teaching
7.2.11 Report any problems with the maintenance of teaching rooms to Estates
7.3 Responsibilities of Timetable Liaison Contact
7.3.1 Confirm, when requested by Timetable and Room Booking Team, your role as the Timetable Liaison Contact.
7.3.2 Report any change in named person as Timetable Liaison Contact is reported to the Timetable and Room Booking Team.
7.3.3 Co-ordinate the teaching requests from academic staff
7.3.4 Before inputting data into Web Data Collector check teaching staff assigned to sessions are able to commit to the allocated sessions to minimise late changes that have to be accommodated once the final timetable is published
7.3.5 Make as accurate a forecast as possible when submitting teaching requests, as exaggerated estimation of class sizes and requesting block-booking for more hours than required leads to inefficient space utilisation, likely to result in teaching across the institution being adversely affected.
7.3.6 Input data into Web Data Collector or if multiple WDC users; co-ordinate the inputting of data for your programme, adhering to deadlines as given by the Timetable and Room Booking Team
8. General Room Use
8.1 Food and drink are only allowed in Boardrooms unless prior agreement with the Assistant Registrar (Timetabling)
8.2 Drinking water may be taken into all teaching spaces apart from into laboratories or computer rooms, but empty containers must be removed at the end of the session
8.3 No materials may be stuck onto the walls in teaching spaces.
8.4 Noise should be kept to a minimum to avoid disturbing nearby teaching sessions and meetings.
8.5 Ensure that rooms are left in fit state to be used by following booking and that the room is returned to the standard layout where changes have been made during the session.
8.6 Ensure that events start and end at their allotted time and that rooms are swiftly vacated for following session.
8.7 No furniture or equipment may be removed from the teaching areas
8.8 In the event of a major incident, the Monckton Lecture Theatre will be used as a Press Office. Users of this lecture theatre need to be aware, therefore that if such an incident occurs, they will be required to vacate.
8.9 Catering is permitted only as follows:
|
|
Bottled water | Other drinks | food |
| Lecture theatres |
yes
|
no
|
no
|
|---|
| H2.2 Meeting - H2.4 Meeting |
yes
|
yes
|
yes
|
|---|
| H2.5 Board - H2.8 Board |
yes
|
yes
|
yes
|
|---|
| Teaching rooms Level 5, Hunter |
yes
|
no
|
no
|
|---|
| All Rooms, level 4, Hunter |
yes
|
no
|
no
|
|---|
| All Rooms, Jenner |
yes
|
no
|
no
|
|---|
| Laboratories |
no
|
no
|
no
|
|---|
| Computer rooms |
no
|
no
|
no
|
|---|
9. Charging
9.1 No charges are made for the use of SGUL general teaching space by SGUL staff, students and their guests or SG Trust staff unless the event for which the space is being used charges attendees a fee or is sponsored by an external organisation.
9.2 Charges will be made for the use of specialist space by SG Trust staff (ie clinical cubicles, wet laboratories) for specific set-up requirements.
9.3 Charges frequently apply to the supply of associated services e.g. audiovisual support and consumables for SGUL staff, students and SG Trust staff for non-educational related activities.
9.4 Charges for security may apply to out of hours bookings, particularly if external attendees are expected to attend.
9.5 Fee paying bookings do not automatically get priority over teaching bookings in the upcoming academic year before teaching is finalised, but can apply for individual permission to be allocated space before the usual date. Applications for fee paying bookings should be referred to the Assistant Registrar (Timetabling) in the first instance.
9.6 Following approval for a fee paying booking, the event will be referred to SGUL’s Commercial Services section.
10. Security
10.1 For security reasons all boardrooms and meeting rooms are locked when not in use. Keys to these locations have to be signed in/out (with ID) from SGUL Reception Desk (Hunter Wing, Level 0). There must be no passing of keys directly between users of the rooms for events taking place one after another.
10.2 Entry to SGUL lecture theatres (LT A, B, C, F, G and Michael Heron LT) is regulated through Access Control System. SG Trust members of staff need to obtain a day pass (with current ID card), allowing them to access these lecture theatres for their scheduled sessions, from Security Control Centre, Hunter Wing, Level 0 (next to the SGUL Reception Desk).
10.3 All other venues will be unlocked at the beginning of the day, remain unlocked during the day and then locked up at the end of the day by security (all other rooms except Jenner Wing Level 1).
10.4 All users are advised that they should never leave personal belongings unattended.
10.5 It is the SGUL policy that staff, students and visitors should carry their identity cards with them at all times. For security reasons, all users of teaching space should be prepared to show their card on demand, and any person who is unable to produce such a valid card may be asked to leave the St George's buildings.
11. Equality and Diversity
11.1 In line with the University’s policy on equality and diversity SGUL will make every effort to accommodate staff and students with, for example, disabilities, religious beliefs etc.
11.2 Students or staff requiring special arrangements should make their needs known ahead of the production of the timetable to ensure that any special arrangements can be accommodated.