Academic Scheduling Services

Scheduling Principles

In order to create the campus-wide academic timetable for the UBC Okanagan campus that will best accommodate the needs of the faculties, the following principles have been applied:

  • Released early: Personal student timetables are known at least two weeks in advance of class registration.
  • Stable: Minimal post-publication changes and minimal scheduling clashes where students follow standard progression requirements published in the Academic Calendar.
  • Flexible: Students have access to core courses they need to progress through their degree and a reasonable set of electives.

2024 Winter Session Timetable Timelines

  • Annual scheduling meetings (what’s changing, what’s staying the same)
  • Annual Pathways and Student Sets meetings (courses that can’t conflict)
  • Instructor WRAP accommodation and unavailability confirmation
  • Web Data Collector (WDC) scheduling requirement data entry complete and validated
  • Review scheduling requirements entered in Web Data Collector (WDC) for accuracy and completeness
  • Sign off on scheduling requirements when scheduling data entry is complete
  • Data validation and feasibility checks
  • Pathways and student set creations in software
  • Campus scheduling rules applied to scheduling requirements
  • Timetable creation
  • Draft timetable review before proceeding to phase 4
  • Review the draft timetable for errors and omissions using the UBCO Online Timetable Web Server and Workday Student
  • Report any errors and omissions identified in the draft timetable using the UBCO Academic Scheduling Change Request Form
  • Review restricted space class placement and prepare for lab placement Sessions in Phase 6
  • Collect course section information in preparation for Workday Student real time training
  • Scheduling/registration reports
  • Draft timetable export and review
  • Course section setup (SISC section controls) e.g. reserved capacity, waitlist management, public notes, private notes, mode of delivery
  • Submit academic scheduling change requests using the UBCO Academic Scheduling Change Request form
  • Work with Scheduling Services team to adjust and place outstanding unscheduled classes in restricted space
  • Update section delivery mode
  • Complete course section setup