Academic Scheduling Services

Scheduling Principles & Objectives

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.

Scheduling principles are based on what students need from scheduling to progress through their given program and maximize their engagement and participation in learning activities. Scheduling principles for the timetable are:

  • 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.
Objectives
  • The primary purpose of scheduling is to create a timetable for students that aligns with the scheduling principles of early release, stability and flexibility to optimize student attendance and effective participation. The timetable will provide pathways for students to progress through their program for a timely completion.
  • The timetable will be optimized to facilitate clash-free enrolment in core courses, in a student’s program of study. While a clash-free timetable cannot be guaranteed, consideration will be given to offering each student a holistic campus experience.

2021 Winter Session Timetable Timelines

What is included in this phase:

Pre-scheduling work required to enable Scheduling Services to build the campus wide academic timetable.

Activities included in this phase:

  • Departments to participate in annual meetings with Scheduling Services to review and inform each sessions Programs of Study build.
  • Departments to provide responses to the Scheduling Information Collection Survey.
  • Departments to provide high quality scheduling requirements using the Web Data Collector (WDC) tool including: course, number of sections, activity types, term, size, teaching instructor, and other relevant details. In addition, WDC collects the faculty availability details.

Tools utilized in this phase:

  • In Person meetings
  • ES Survey to Departments (Qualtrics)
  • WDC Collection

What is included in this phase:

Departments to review and provide sign off of the validity of scheduling requirements submitted in Phase 1. This is critical to building a holistic campus wide academic timetable.

Activities included in this phase:

  • Departments to review scheduling requirements using WDC reports
  • Departments to make final adjustments to scheduling requirements using WDC
  • Departments to sign off on scheduling requirements submitted in WDC prior to the deadline
  • Scheduling Services to liaise with departments if anomalies are identified

Tools utilized in this phase:

  • WDC Collection

What is included in this phase:

Scheduling Services applies the campus scheduling rules and takes the information collected in the previous two phases to build the campus wide academic timetable.

Activities included in this phase:

  • Scheduling Services to perform data validation and feasibility check
  • Scheduling Services uses scheduling requirements from phases 1 and 2 to ensure correct processes are considered
  • Scheduling Services to generate pathways and student sets in software
  • Scheduling Services applies campus scheduling rules to scheduling requirements collected in WDC
  • Scheduling Services follows a sprint process in the software to build the campus wide academic timetable
  • Scheduling Services conducts a final review of the academic timetable before proceeding to phase 4

Tools utilized in this phase:

  • Scientia
  • SISC

What is included in this phase:

Departments to review and respond to the draft timetable produced in Phase 3.

Activities included in this phase:

  • Departments to ensure that campus scheduling rules have been adhered to (unless explicitly requested)
  • Departments to ensure that faculty availability requirements identified in phase 1 have been applied correctly
  • Departments to report course conflicts that had been identified in phase 1 to not conflict
  • Departments to review the placement of sections in restricted space

Tools utilized in this phase:

  • SISC
  • Online Timetable webserver
  • UBCO Academic Change Request form
  • Scientia

What is included in this phase:

Scheduling Services to take information provided in phase 4 to adjust the campus wide academic timetable.

Activities included in this phase:

  • Departments to submit academic scheduling change requests using the UBCO Academic Change Request form
  • Departments to work with Scheduling Services to adjust and place outstanding unscheduled requirements in restricted space
  • Scheduling Services to make appropriate timetable changes
  • Departments to signoff after changes made and prior to publication (processing of change requests received within a week of publication may not be guaranteed in time for publishing)

Tools utilized in this phase:

  • SISC
  • Online Timetable webserver
  • UBCO Academic Change Request form
  • Scientia

What is included in this phase:

Scheduling Services to publish the academic schedule to the public through the Student Service Centre and online course schedule (https://courses.students.ubc.ca/)

Activities included in this phase:

  • Scheduling Services to ensure the public view of the academic schedule is enabled
  • Departments to submit academic scheduling change requests using the UBCO Academic Change Request form
  • Scheduling Services to make appropriate timetable changes
  • Departments manage course section controls in the SISC prior to course registration
  • Scheduling Services supports Standard Time Table (STT) requirements

Tools utilized in this phase:

  • Online Course Schedule
  • SSC
  • SISC
  • Online Timetable webserver
  • UBCO Academic Change Request form
  • Scientia