Documents that may help a School administrator who is new (or needs a refresher) to Timetabling
Timetable Process for Timetabling Administrators
This is an extensive document, which details most of the major tasks that the School timetable administrator needs to undertake during the academic year. It can be a complex process so if you need more information or help with a particular element of this, let the Timetabling Office know.
OTIS holds the information about teaching events in the current and the next academic year (when appropriate). It is live data and updates as the Timetabling Office updates your timetable. It is a good planning tool.
There is a user guide which covers all aspects of the software and leads you through most of the functionality.
Additionally, we have produced mini guides on popular elements of the software as handy reference guides. These elements are covered in the main user guide but have been separately documented for ease of use.
Request a change to a teaching event. We ask administrators to do this in a particular way to minimise the risk of error and ensure that all the information required is included in the email request.
Look up a particular Programme of Study (POS) and see core and optional modules and term by term.
Stack modules onto a single timetable grid. This function may be useful if you need to try to identify a slot when the majority of students in your School are available, regardless of which POS they are studying. You can select as many modules as you wish and add the events of each module to a single grid. For example, you may wish to ‘stack’ the core modules for several programmes to identify a slot to invite students to attend an event which is not directly related to their teaching.
Look up Module Choice Combinations. This enables you to look up any module you wish to and see the other modules that are studied in combination. You may find this helpful during the planning stages to see how changes to one module may impact another module which is often studied in combination. This information is based on the previous academic year, but can be a good indicator of trend.
CMISGo is a web based solution enabling administration staff in Schools to book out private rooms (those not managed centrally) and to see what events are booked in those rooms.
This is compatible with the Timetabling Office software so if rooms are used for a combination of teaching and other uses, you will see all the bookings in one place.
Access permissions are managed by the Timetabling Office. Please email us (email@example.com) if you think this may be useful in your school.
If you have private rooms which are used for a combination of teaching and non-teaching events and do not have access to CMISGo, the Timetabing Office can provide access to room grids. These are sent to you once a week and enable you to identify vacant time slots. If you think this is relevant to you but do not have access please email the Timetabling Office (firstname.lastname@example.org).
Student Data System (SDS)
Available by following the web link from the Staff Guide
This interface enables School Administrators to complete much of the work relating to students. Questions about this system, and how it works should be addressed to email@example.com However, Central Student Administration/Medway Student Administration and the Timetabling Office may also be able to help, depending on the nature of your query.
There are extensive manuals available from the web page. When you log into SDS, the screen you see will depend on the permissions granted to your job role and therefore to you. However, in the yellow area of the bar on the home page you will see a link called ‘Student Data System Manual & Procedures’. This will take you directly to the list of help topics and manuals. This will help you resolve issues relating to all areas covered by this system, common issues that are explained here are:
- Attaching teaching events to the student timetable (modular)
- Attaching non-teaching events to the student timetable (non-modular)
- Attendance templates and monitoring
- Mark inputting
- Sub group allocations
- Run live reports on a wide variety of subjects including student module registrations
and much more...
From the Timetabling Office perspective, many of the tasks you may be interested in will be found under the ‘Group Admin’ area of the SDS manuals available online.
The online manuals provided by the SDS team are extensive and detailed, but if you need help, please contact us and we can point you in the right direction.
If you need to make an additional sub-group for a module, please contact the Timetabling Office. There are several reasons why this may be necessary and the process may vary depending on the required outcome. Your Timetabling Officer will be happy to discuss this with you and help point you in the right direction. We aim to provide an accurate individual electronic teaching timetable to all students and staff and this process may by key to achieving that.
Book a Centrally Managed Room for non-teaching purposes
There is a link available to the online booking form on the Timetabling Office Web Page where you can book teaching rooms on Canterbury and Medway campuses.This includes information about which office you should direct your request to depending on which building and whether your booking falls during term time, vacation or weekends.
There are common questions and their answers available on the ‘Help and FAQs’ page of our website . These questions are divided into three categories, For Students, For Teaching Staff and For Administrative Staff. The FAQs address the frequently occuring problems related to timetable visitbility and clashes for students and staff which are a particular problem at the start of the academic year. There may be information useful to you in all the categories as you seek to gain an overview of processes and your part in them.
This is not a complete guide and you are always welcome to call us – we are happy to help and your question may enable us to write a new ‘guide’ for this Resource Centre.