Information for Academic Staff

Commencing generally in June or July, members of the Academic community will begin receiving data collection forms via email relating to timetabling for units offered in Trimester 1 and/or Trimester 2 and/or Trimester 3 next year.

Any form you receive via email will be because you are currently listed as the Unit Coordinator of that unit in the Work-in-Progress Course & Unit Catalogue. If this is not correct, please contact your School's Academic Coordinator/Manager as soon as possible to have it updated and let the Timetabling Office know at the same time.

There may be some forms attached to the email that have the Unit Coordinator listed as “To be advised/TBA”; if you expect to be the Unit Coordinator please also complete/update and return the forms and advise your Academic Coordinator/Manager as well as the Timetabling Office at the same time, or please forward them on to the relevant person if known. If this is not possible, you will notice your Academic Coordinator/Manager has been copied into the email, and he/she will follow up on any units with TBA Unit Coordinators.

Not all of your forms will be included in the email if we have not yet received the data for the units from the Information Management team. We receive the data in batches over a few months, so it is likely to be coming, but check with your Academic Coordinator/Manager if you have any concerns.

Where practical, the form will be pre-populated with the information from last year’s data collection forms, but may not include any changes that occurred after the form was originally returned. If the unit is new, or it was not offered in the previous year, the form will be blank.

  • If you are satisfied with the information and do not require any changes, you will still need to sign off and return the form
  • If you would like to make changes, please update the information accordingly and then sign off and return the form.
  • If you have received a blank form, please complete it by indicating how you would like the unit timetabled and then sign off and return the form.
How do I complete the form?

Instructions on how to complete these forms can be found at:

Please return the form in .docx format (i.e. Word). Please do not return the form in .pdf format.

Where do I send the form?

Forms must be returned to the Timetabling Office via our official email address.

When are the forms due?

Forms received between June and August should be returned within two weeks of the date of the email, while forms received from September onward should be returned within two days.

Draft Timetable & Published Timetable

A draft timetable for on-campus units will be released to staff in mid-November. You will be required to login with your UNE credentials to view it. It is essential that you check all trimesters when the draft is released, and that you advise us if there are any errors or if you require any changes to your timetable as soon as possible.

After the timetable is published, which will coincide with the opening of online enrolments, changes must be kept to a minimum, may require Head of School approval and should only be requested in unforeseen extenuating otherwise they may result in clashes for students who have enrolled in units based on the published timetable. Any changes requested by the academic community after the timetable has been published must be communicated by the relevant School to all currently enrolled students.

Intensive Schools

Dates for Intensive Schools will be administered by your School’s Academic Coordinator/Manager, so we ask that you do not include the dates on the form when you return it. Instead, please discuss your preferred dates with your Academic Coordinator/Manager, who will collect this information to ensure core units do not clash. These dates will then be published in the Course & Unit Catalogue, and we will timetable your Intensive School accordingly.

Not all Intensive Schools fall within the official period. While most occur in April (Trimester 1) or August (Trimester 2), some are also scheduled prior to the commencement of the Trimester in which the unit is offered (e.g. early February for Trimester 1 or early June for Trimester 2), and others occur in the week/s leading up to the official period or in the week/s preceding the official period. These early and late Intensive Schools may end up competing with on-campus classes for teaching space, so please keep this in mind.

The process of timetabling Intensive Schools will start after all known on-campus timetabling is complete and will continue into the first few months of the following year in chronological order, so please be patient during this process and please refer to the Course & Unit Catalogue for dates – not the timetable.

Week-numbering

From 2017 onward, week-numbering will reflect the Primary Parameters for Principal Dates as follows:

Trimester 1 2018
  • Weeks 1 – 7 are before the official Intensive School period
  • Weeks 8 – 9 are the official Intensive School period
  • Weeks 10 – 13 are after the official Intensive School period
  • Weeks 14 – 15 are the examination period
Trimester 2 2018
  • Weeks 1 – 7 are before the official Intensive School period
  • Weeks 8 – 9 are the official Intensive School period
  • Weeks 10 – 13 are after the official Intensive School period
  • Weeks 14 – 15 are the examination period
Trimester 3 2018
  • Weeks 1 – 7 are before the University Christmas break
  • Weeks 8 – 9 are the University Christmas break
  • Weeks 10 – 11 are after the University Christmas break
  • Weeks 12 – 13 are the examination period

Important Notes

Rolling over timetables

Timetables have never been carried over from one year to the next – they are created from scratch every year.

We are unable to "rollover" timetables because new units are added each year, while others are removed, and course structures change.

Changes from year-to-year

It is important that Unit Coordinators understand that a form returned stating “no changes” (or equivalent) does not mean that their unit’s timetable will stay the same as the year before.

What “no changes” means is that you have not added or removed or changed the duration of a lecture, tutorial, practical, etc. (i.e. the number and type and duration of teaching activities stay the same).

For example, if your unit last year had Lectures every Monday 10:00 am – 11:00 am and every Wednesday 10:00 am – 11:00 am, and then a Practical every Friday 2:00 pm – 5:00 pm and you request “no changes”, it means we will still schedule 2 x 1hr Lectures and 1 x 3hr Practical but they won’t necessarily be on the same days, at the same times or in the same rooms as last year.

It is your responsibility to advise us of your preferences and requirements each and every year.

Rooms

If a particular room is essential to your teaching requirements and non-negotiable, please clearly state this on the form and provide a valid reason. All other room requests will be treated as preferences.

Hours

The University’s standard on-campus teaching hours are from 8:00 am to 6:00 pm, from Monday to Friday, so please keep this in mind when requesting preferred days and times.

We receive many requests for teaching activities to not be scheduled on particular days or at particular times and it is not possible to satisfy all of these requests when trying to produce a clash-free timetable.

Unless there is a legitimate reason (which may need to be approved by your Head of School), we might not be able to accommodate your preferences.

Start and finish times

Even though the timetable shows on-campus classes running for a full hour, the typical length for teaching activities at UNE comprises of 50 minute periods to allow for breaks, travel time between classes for students and set-up time for teaching staff.

The classes will start on the hour up to and including 12:00 pm and 10 minutes after the hour from 1:00 pm onward. The switch from 'on' to 'after' the hour either side of a lunch hour is to allow students extra time to transit to/from the colleges for lunch.

MorningAfternoon
8:00 am - 8:50 am1:10 pm - 2:00 pm
9:00 am - 9:50 pm2:10 pm - 3:00 pm
10:00 am - 10:50 am3:10 pm - 4:00 pm
11:00 am - 11:50 am4:10 pm - 5:00 pm
12:00 pm - 12:50 pm5:10 pm - 6:00 pm
Clashes

The timetable is built to avoid clashes between as many core and prescribed units within a suggested course plan as possible. Constraints are built in to the timetabling system to enable this. We sometimes can also take into account listed units depending on the number offered, but we never consider elective units.

While we are unable to guarantee clashes will not occur, it is important that you advise us of your requirements so we can endeavour to assist whenever possible. This includes the responsibilities of any teaching or other support staff that may be required for your unit, so they are not scheduled to teach or support in two (or more) places at the same time.

Enrolment numbers

If your unit experiences a higher than expected increase in enrolments, you may need to consider additional teaching activities (i.e. more tutorials or a second practical) or greater capacity rooms to handle the larger number of students.

Unfortunately, you are unlikely to know this until after the timetable is published, so it is of the utmost importance that you inform us of any additional requirements as a matter of urgency when you first become aware of the issue, so we can work together to achieve a solution as promptly as possible.