Academic Scheduling Services
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The Academic Course Scheduling unit at UBC Okanagan supports the creation of an equitable, single timetable for the entire campus.
All timetable requests and concerns are to be made to the appropriate Dean/Unit Head or designate. The Dean/Unit Head or designate is responsible for communicating requests or concerns to Academic Scheduling, email is preferred.
You can access the Course Schedule at any time online.
The start date is not the first day the class meets, but the first day of the term.
If you do not follow the Senate-approved term dates, this will affect the drop dates of the course, which will affect students. Please see dates and deadlines for the specific dates for your term.
All classes are expected to meet 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 to get to their next classes. 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.
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.
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 or 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.
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 email@example.com 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)
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-Pass.
Links and resources
- Online timetable
- Scheduling and Curriculum Management Centre
- Registration dates
- Senate & Curriculum Services
Students can’t register for my course
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 “Permit Students to Register” box may not be checked in the SISC.
- The student may not meet the restrictions or 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).
Exam Scheduling Foundation
Examination scheduling is completed in a way that suits the best interests of the student by attempting to avoid direct exam clashes and minimize hardships (3 exams in 24 hrs).
- We assume that all students and instructors are available for the duration of the examination period.
- We begin working on each term’s exam schedule after the course add/drop deadline in order to schedule with accurate registration information.
- We usually have a complete exam schedule three weeks after the add/drop deadline.
You can access the Exam Schedule at any time online.
Exam information Collection
Each department’s administrative assistant solicits course exam request information from instructors and enters the information in the SISC Exam Tab prior to the add/drop deadline. Requests should include information like exam duration, common exam, cross-listed exam, restricted lab required, computer lab required, AV required, open book.
Senate & Curriculum Services urges faculties to make full use of the formal examination periods for all first and second year courses. Offering exams for courses designed for third and fourth year students is at the discretion of the departments. For more information, please see the Senate policy on examinations.
Summer exam periods
Summer exams are now held over a five-day formal examination period. See exam dates and deadlines for dates. It is no longer permitted to hold exams during the last day of class as this practice is in conflict with Senate policy.
Summer exams will be scheduled using the same process as for Winter exams.
Courses with non-typical end dates
If your course does not adhere to typical term dates, you will not be able to use the official exam period.
In these cases, the instructor/department is responsible for all exam arrangements including dealing with conflicts, making room bookings and providing exam booklets. Please note that students must be informed of non-standard exam dates by the first day of class.
Entering exam information into the SISC exam tab
The exam tab is part of the course section information accessible via the SISC.
- Unit assistants consolidate department exam information and enter their requests via the exam tab on the Student Information System Centre (SISC). See the Exam Tab User Guide or more detail.
- Exam requests can be entered via the SISC exam tab anytime the exam tab is open. Please see dates and deadlines.
- Use the Exam Tab Request Report to verify your exam requests are correct. If an exam request is not in this report, an exam will not be scheduled. Please double check that all exam information is correct.
Exams scheduled through Academic Scheduling Services can range from 1 hour (min) to 3 hours (max).
Exams are currently scheduled in rooms large enough to provide alternate seating of candidates. The gym is specifically set up to allow for two students with one divider to be at one desk.
Requesting special accommodation prior to exam scheduling
A request for a specific date or specific room during the exam period significantly restricts the scheduling process and therefore will only be considered with the approval from the Associate Dean/Director.
Requests for exam scheduling preferences should be consistent with the standards for students requesting a preferred schedule, such as:
- Medical, emotional or other condition.
- Faculty presenting their research at an academic conference that directly conflicts with the exam period may also be considered as special request if the request is submitted in advance of exams being scheduled.
Final exam schedule publication and access:
- Instructors may view their personalized exam schedules when they visit the FSC (Faculty Service Centre). This is the same location that instructors would download classlist, print classlist, send email, change grades.
- Students may view their personalized exam schedule when they visit the SSC (Student Service Centre).
- Parents and staff may view the exam scheduled when they visit Current Students, Academic Support, Exams.
When creating your final exams, please consider the following:
- Use a cover page for all exams.
- Send an electronic copy of your exam to your unit/department assistant prior to the exam.
- Indicate a colour for your exam. If this is the case, please ensure that the last page of your exam is printed in the colour assigned. When submitting exams for printing, also indicate the number required and any other special instructions.
- Labelled envelopes with student sign in/out sheets and booklets will be made available. This may vary between units/departments. Please check with your unit/department assistant for full details.
All departments are responsible for their own invigilation assignments.
- Each room requires a head invigilator, who will ensure that the exams are present and who will sort out any problems that may occur. Assignment sheets should be used to notify individuals of their duties.
- When assigning graduate student assistants, care should be taken to avoid conflicts with their examinations. No assignments are permitted for GA/TAs 24 hours before their own exams.
- All invigilators must report to the Gym approximately 30 minutes prior to the scheduled time of the exam and remain in the Gym for the duration of the exam.
- Invigilator gender balance should be maintained for the duration of the exam – students must be escorted to the door of the washroom by an invigilator of the same sex. TAs and GTAs may be counted in assuring gender balance if they remain in the Gym for the duration of the exam.
- Assistant(s) must report to the Gym approximately 30 minutes prior to the scheduled time of the exam and may leave once the exam is well underway.
Each room requires one head invigilator to be in charge of setup and problems – normally, the instructor of the course. Instructors are to be available for the entire examination period and are expected to invigilate their own exam.
Exam policies and procedures
Senate policy on examinations
You can find the Senate policy on examinations, including information on supplemental and deferred exams, under Academic Assessment in the Policies and Regulations chapter of the UBC Academic Calendar.
Academic concessions are granted only by the dean or director (or their delegate) and are a privilege, not a right. If you request an academic concession, you may be asked to provide additional information. For more information, see the Academic Concession section of the Calendar.
Religious observance may preclude attending classes or examinations at certain times. In accordance with the UBC Policy on Religious Holidays (pdf), students who wish to have their exams accommodated for religious reasons must notify their instructors in writing at least two weeks in advance of the exam, and preferably earlier. For more information, see the Academic Concession section of the Calendar.
Students are required to give two weeks’ notice of their intention to absent themselves under the terms of the University policy on religious holidays. They shall notify the instructor of each course or, where this cannot be done, the head or director of the unit concerned.
An examination hardship is defined as three or more examinations scheduled within a 24-hour period.
The student must notify the instructor of the second examination no later than one month prior to the examination date for courses in the Winter Session, or no later than two weeks prior to the examination date for courses in the Summer Session. A student facing an examination hardship shall be given a new examination date for the second examination causing hardship by the respective instructor or department/faculty.
Exam clash procedures
An examination clash is defined as multiple examinations that are scheduled on the same day at the same time, and that are listed on the UBC Exam Schedule for the current winter session.
Any student having a daytime timetable clash should immediately contact their professor(s) to determine if an alternate writing time is available.
Exam scheduling resources
- Bomb threat procedure
- Fire alarm procedures
- Lock-down procedures
- Invigilation guidelines
- Sessional Exam Sample Cover Page
- UBC’s official policy on student conduct during exams
Scheduling mid-term examinations
Booking a larger room for a mid-term
If sections require a larger room for a mid-term exam being held on the same day/same time as the course is normally scheduled, you can make an ad hoc booking through the Book Now page on the Central Booking Office website.
Out of time mid-term process
Courses holding out of time and/or multi section mid-terms that require additional space must:
- Have dean’s approval for the out of time exam
- Include a publish note on the sections on the online course schedule to notify students that the midterm will be scheduled outside of regular class time
- Unit assistants and other admin staff around campus are trained on how to use publish notes
- Have the unit head notify Academic Scheduling by email of the week the midterm is planned for—one week notice is necessary to allow flexibility in finding available space
- Request to include, statement of dean’s approval (ex. approved by Dean Surname), preferred date and time, sections writing exam, # of seats required and AV requirements
- Unless otherwise indicated, Academic Scheduling will book the out of time midterm into the same room or similar size room. Multi section out of class time mid-terms cannot exceed a single room capacity of 300 seats. If more than 300 seats required, the exam will be split between two rooms in close proximity.
- Enrolment Services, Academic Scheduling unit will book rooms for out of time mid-terms before classes start (prior to releasing rooms to CBO for event booking), but not before August 15 and notify instructors of the date, time and location based on student registration at that time
- Rooms booked as academic ad hoc
- Include the midterm date and time in the course syllabus to be distributed on the first day of class
- Scheduling of out of time midterms does not take into consideration the student’s academic schedule and therefore instructors should make accommodations for students that have schedule conflicts as a result of the out of time midterm
Web Data Collector (WDC)
The Web Data Collector is a tool that enables the collection of academic course scheduling information from Faculties to Enrolment Services for the creation of the winter and summer academic schedules.
Launching Web Data Collector:
- Enter: ead\CWL Username and Password
- Click: Log in
- Viewing courses available for scheduling
- Adding, deleting and editing course sections details to select days, times, weeks, locations and staff
WDC does not support:
- Booking rooms
- Scheduling Sections
- Need access to WDC?
- Can’t find a course in WDC?
- Can’t find an instructor in WDC?
- Need refresher training in WDC?
Contact the scheduling team (Angel, Debbie and Terra) at firstname.lastname@example.org