Course Scheduling
Scheduling Services in Enrolment Services at UBC Okanagan supports the creation of an equitable, single timetable for the entire campus and aims to achieve fair and efficient use of teaching space.
Scheduling Services will create a new winter session campus wide timetable on an annual basis. The timetable will be based on Senate approved classes, campus scheduling rules, and scheduling requirements provided by academic staff in the Web Data Collector (WDC) tool, the Scheduling information collection survey and annual Program of Study meetings.
You can access the Course Schedule at any time online.
Campus Scheduling Rules (reviewed and agreed upon by academic leadership)
Institution hours of operation
- Campus instructional hours: 8:00am – 9:30pm
- Standard teaching day: 8:00am – 6:30pm
- Extended teaching day: 6:30 pm – 9:30 pm (if no other alternative exists, or at the request of the faculty)
Placement guidelines
- Instructor unavailability will be determined in accordance with the provisions of the collective agreement and relevant UBC policies
- Instructors will be provided one (1) “non-teaching” day per week, unless a 5-day instructional week is approved by the Department Head
- Instructors teaching after 6:30 pm will normally not instruct prior to 11:00 am the following day
- Class lecture meetings for the same section will not be on consecutive days
- Class lecture meetings for the same section will occur at the same time
- Departments will be responsible for placement of activities in spaces dedicated to their exclusive use. Related activities in general classrooms will have scheduling priority.
Principles applied to the Scheduling Process
- Course scheduling change requests will be subject to campus scheduling rules in all cases
- Course section seat projections should be based on historical data and will be reviewed to ensure appropriate use of space
- Change requests will follow established change matrices
Scheduling Approach
Scheduling Services is required to build the academic timetable assuming the majority of classes are held on campus and all teaching space is available at full capacity. While scheduling constraints will be observed the approach to place classes will follow a sprint process placing largest to smallest capacity at an 80% seat fill.
Understanding Academic Scheduling Constraints
Scheduling Services will build the academic timetable while considering all scheduling constraints which include: Campus Scheduling Rules (above), the number and size of general use space available, number of faculty unavailability collected, departmental information collected including Program of Study (POS) and scheduling requirements entered in Web Data Collector (WDC).
| Asynchronous Section | Course section with no day, time or location assignment. |
| Campus Instructional Hours | UBCO campus instructional hours is considered to be 8:00 am – 9:30 pm, Monday to Friday. |
| Core Courses (Curriculum) | Courses required to satisfy degree requirements as defined in the Academic Calendar. |
| Course Code | A subject code indicated by a 3-4 letter abbreviation (e.g. HES, CHEM). |
| Course Section | Differentiate between courses with the same subject and course code with date, time, location, instructor and deliver mode. Each unique offering has customized course materials, permits unique student enrolment, and allows grades entry. |
| Draft Timetable | The draft academic course timetable is preliminary and is made available to Faculties/Departments to review and request changes prior to publication. |
| Elective Courses (Curriculum) | Courses that can be taken to obtain the credits required to satisfy degree requirements as defined in the Academic Calendar. Depending on the program, elective course options may be more strictly defined. |
| Extended Teaching Hours | UBCO extended teaching day is considered to be 6:30 pm to 9:30 pm, Monday to Friday. |
| General Teaching Space (GTS) | General Teaching Space is shared space used for the teaching needs of Faculties, Departments, and Schools. |
| Instructional Format (formerly Activity Type) |
Instructional format defines the delivery format of a course (lecture, lab, seminar, etc.). Instructional format is the updated terminology for Activity type which will align with the forthcoming release of Workday. |
| In-tandem Section | When two distinct course sections (same content) are offered on both campuses in the same session and term, where the day and time assignment is coordinated, and the two sections are taught by the same instructor. Students registered in the course section where the instructor is not physically present will attend the class virtually. |
| Max Capacity (size) | The anticipated student registration of a course section. For course sections that require a location, this sets the location size requirement prior to scheduling. |
| Pathway | A pathway is a combination of courses (from within a POS) whose activities will remain conflict-free with each other. |
| Program of Study (POS) | A set of courses a student completes to satisfy their Degree requirement. |
| Published Timetable | The finalized academic course timetable that is made available to students, staff and faculty. |
| Restricted Teaching Space (RTS) | Restricted teaching space means that such space is dedicated for the use of that faculty or department’s teaching needs. |
| Room Utilization (Standard Teaching Hours) | The percentage of hours between 8:00 am and 6:30 pm, Monday to Friday, that a classroom is used for scheduled instruction. |
| Room Utilization (Extended Teaching Hours) | The percentage of hours between 8:00 am and 9:30 pm, Monday to Friday, that a classroom is used for scheduled instruction. |
| Seat Utilization | The percentage of seats that are occupied when the room is in use. |
| Standard Teaching Hours | UBCO standard teaching day is considered to be 8:00 am to 6:30 pm, Monday to Friday. |
| Student Set | A student set is the actual course section from a particular Pathway, that will remain conflict free with each other. |
| Suitability | Applied to Course Sections to denote whether a specific type of location (such as a classroom, computer lab or specific restricted space) are required for delivery of the teaching activity. |
| Synchronous Section | Course section with day and time assignment and no location assignment. |
The UBCO Academic Scheduling Change Request Form is used for any changes to the academic schedule. This request form is only to be used by: Department Assistants, Unit Heads and other staff with delegated responsibility for supporting the course scheduling process.
Change requests will be governed by the change request matrix found here.
TERM DATES
When scheduling courses, direct-entry undergraduate programs should adhere to the Senate approved Term dates as outlined in the Academic Calendar. Incorrect dates will affect the withdrawal dates and potentially student loans and awards.
Also, please be aware that for the summer session, students are charged the U-Pass fee on a monthly basis. Graduate and professional programs that do not follow the Senate approved Term dates are advised to schedule course dates to accurately reflect the start and end dates when students are in class. For example, if a course is scheduled from June 30 to August 1, they will be assessed the June, July and August U-Pas.
SECTION NUMBERS
Section numbers are determined by Academic Scheduling and are limited to three characters (alpha-capitalized and/or numeric). Some examples of section numbers are: 001, 002, 003. Wait lists: WL1 or WL2; Tutorials: T01, T02, T03; Labs: L01.
COURSE TITLES
The short title is limited to 16 characters. Short titles change for directed studies and special topics courses when the department wants to indicate the subject of the directed studies or special topic. To change the short title, send a request to Academic Scheduling. The request may require follow-up from Senate & Curriculum Services.
Changes to a long title require a curriculum change. To do this, you will need to contact Senate & Curriculum Services.
VARIABLE CREDIT COURSES
Variable credit courses have credit values that vary within a range (ex: 1 to 6 credits) or between two set values (ex: 3 to 6 credits).
For variable credit courses, Academic Scheduling creates a version of the course for each credit value. To do this, Academic Scheduling adds a letter to the end of the course number. For example, if the course number is 101, we would create 101A to represent 3 credits and 101B to represent 6 credits. We are only able to add one letter after the course number, so if we run out of letters we close versions that are not being used and re-open them to represent a new version.
Versions can also be used for directed studies or special topic courses where the title for each version is different. Although the versions may have the same credit value, the subject may differ, in which case each version represents a different topic.
NEED HELP WITH COURSE NAME, CREDIT AND GRADE TYPE?
If your course has been approved by Senate, it will appear in the Curriculum Management section of the FSC. You may need to open a new version of the course if it has undergone credit or title changes or if it has been recently approved by Senate.
Contact academic.scheduling@ubc.ca to open a new version of the course.
Senate & Curriculum Services is responsible for approving new course codes and closing course codes. You will need to contact them in the following situations:
- You need to increase or create a C-list maximum (the number of credits the student can register in or receive for a course)
- You need to re-open a course that is closed in Curriculum Management
- Curriculum Management has the wrong closing date for a course
- A course needs to undergo a curriculum change (e.g., changes to credit, long title, pre-requisites/co-requisites, and grading type)
In order for Scheduling Services to produce an academic timetable with minimal conflicts while adhering to the above campus scheduling rules, the following start times will be used when placing sections.
- Classes will be scheduled according to the following repeating patterns and start times between 8:00am and 9:30pm.
- Classes scheduled after 6:30pm are considered an evening section.
- Requests to schedule off pattern after 6:30pm and weekends may be considered only after all on pattern classes have been scheduled.
- Off pattern scheduling requests should be scheduled in restricted teaching space where ever possible.
| Duration | Repeating Options | Standard Starts |
| 1 hour | 3 X 1hr – MWF or 2 X 1hr – MW, WF, TR, MR, TF or 1 x 1hr – M, T, W, R, F |
• 8am-9am • 9am-10am • 10am-11am • 11am-12pm • 12pm-1pm • 1pm-2pm • 2pm-3pm • 3pm-4pm • 4pm-5pm • 5pm-6pm • 6pm-7pm • 7pm-8pm (evening) • 8pm-9pm (evening) |
| 1.5 hour | 2 X 1.5 hr – MW, TR, WF, MR, TF or 1 X 1.5 hr – M, T, W, R, F |
• 8am–9:30 am • 9:30am-11am • 11am-12:30pm • 12:30pm-2:pm • 2pm-3:30pm • 3:30pm-5pm • 5pm-6:30pm • 6:30pm-8pm (evening) • 8pm-9:30pm (evening) |
| 2 hours | 2 X 2hr – MW, WF, TR, MR, TF or 1 x 2hr – M, T, W, R, F |
• 8am-10am • 10am-12pm • 12pm-2pm • 2pm-4pm • 4pm-6pm • 6pm-8pm |
| 3 hours | 1 X 3 hr – M, T, W, R, F | • 8am-11am • 11am-2pm • 2pm-5pm • 5pm-8pm |
The 10-minute break between classes: All classes are expected to end 10 minutes short of their actual posted end time. Whether the instructor has finished their class or setting up for their class, neither party “owns” the 10-minute break. The purpose of the 10-minute break is to allow students time to transition to their next class. Instructors should finish class promptly and ask students to use designated office hours for questions. If conflicts arise instructors should contact their department or faculty to assist with the resolution of the conflict.
STANDARD SECTION SEARCH
Download the Standard Section Search Guide
Watch the Standard Section Search Video
MODE OF DELIVERY & IN-PERSON ATTENDANCE
Download the Course Modality Definitions
Download the Course Setup MODE-ATTD Set Up in SISC
Download the Course Categorization and Labeling Flow Chart
Download Checking MODE_ATTD in SISC
BLOCK AND UNBLOCK COURSE REGISTRATION
Download the Block and Unblock Course Guide
Watch the Block and Unblock Course Section Video
HARD PREREQUISITES
Download the Adding Hard Prerequisites Guide
SEAT POOL RESTRICTIONS
Download the Adding Seat Pool Restrictions Guide
Watch the Adding Seat Pool Restrictions Video
CHECK FOR ROOM CAPACITY
Download the Checking Room Capacity Prior to Force Adding Guide
SECTION PUBLISH NOTES
Download the Adding Section Publish Notes Guide
Watch the Adding Section Publish Notes Video
Section Published Notes Search Video
PUBLISH AND UNPUBLISH ROOMS
Watch the Publish and Unpublish Assigned Rooms Video
CHANGE RELEASED SEATS
Download the Changing Released Seats Guide
Watch the Changing Released Seats Video
DOWNLOAD COURSE SCHEDULE FROM SISC
Users can use the UBCO Online Timetable Web Server to access timetables for course, programs, staff and rooms.
ADDITIONAL SCHEDULING RESOURCES
- Scheduling and Curriculum Management Centre
- Registration dates
- Senate & Curriculum Services
- Program of Study Pathways and Student Sets
- Scheduling Size Band
- Fixed Day and Time Requirements
- In Tandem Course Scheduling Requests
- Summer Session meeting pattern
- Room Swapping
- UBCO Online Timetable Web Server User Guide
- Learning Spaces
- General Use Space with Capacity
ACADEMIC SPACE UTILIZATION REPORTS
POLICIES
- Policy UP9 – Booking and Rental of UBC Space: see University Counsel policies
- UBC’s Respectful Environment Statement; see Human Resources
- Policy UP8 – Posting of Notices, Posters and Signs; see University Counsel policies
Q&As
There are several reasons why students may not be able to register for a course
- A section was just added and an overnight is required for the Conflict Checker to run before the section is released to students.
- The student may not meet the prerequisites.
- Section-level restrictions: are located on the UBC Details page, under Seat Pool. You may create restrictions that are only applied to the section. Make sure you save the seat pool and click “ok” to go back to the main page.
- Senate restrictions: can be viewed on the Faculty Course Management (FCM) system. Senate restrictions are applied to all of the sections of the course. To remove Senate restrictions, contact Senate & Curriculum Services.
- Faculty restrictions: Also viewed on the FCM, these restrictions are applied to all sections of a course. Students must meet these restrictions before they are able to register for the course.
- Registration may also be prevented based on the student account (e.g., financial holds, advising required, not eligible).
Check the publish options on the SISC section detail tab
- Publish Section: select yes
- Publish Meeting: select yes
Classroom capacities are determined by Facilities Planning Infrastructure Development. Furniture in classrooms should not be removed from classrooms.
The removal or displacement of classroom furniture affects all sections and gives the false impression that the official room capacities are incorrect and is prohibited.
Departments and Faculties should review the capacities of general use rooms when determining the appropriate number of released seats. Scheduling based on the room capacities will prevent under-utilization as well as over-enrolment of classrooms.
Student Accommodation request will be initiated DRC Coordinator.
- Provide DRC coordinator with room options and instructors teaching in the alternate or desired rooms.
- DRC Coordinator will communicate with both instructors about the need for the room change and will contact us after he has confirmed the swap with both instructors.
- Follow the normal room swap process is followed once confirmation has been received
