Timetable information for staff

Timetabling Timeline

Running a timetable report

The Full Timetable Report is a tool in Business Objects which allows departments to view their timetable. It is the primary method by which departments are asked to communicate their timetabling needs - annotated reports should be returned to Timetables.

View a detailed guide on how to run a timetable report in the AskOtago knowledge base

Teaching requirements

In addition to time and date information, the Full Timetable Report can be used to outline what specific room features and equipment are needed for a teaching event. An overview of the 'teaching requirements' available to be selected are outlined below.

Standard (projector, mic, doc cam)

Standard equipment in every pool room. Includes a lectern with a computer, at least one projector, wireless microphones, document camera, at least one whiteboard. If no special room features are required, this is the option to select.

Flat room (max capacity 88)

A teaching space with a flat floor. Capacities range from 15 to 88 seats.

Collaborative layout (max capacity 64)

A subset of flat rooms, includes movable furniture that can be configured to support group work.

Capture+

Can record audio and screen of lectures using Otago Capture/Capture+ - the University's lecture recording system. Please note that departments still need to arrange recording by contacting eLearning.

Dimmable/variable lighting

Allows for lights to be dimmed, or select banks of lights to be turned off. The main reason teaching staff may require dimmable lighting is for activities which involve the frequent viewing of images in close detail.

Wi-Fi required for students

Standard lecterns in all pool rooms provide teaching staff with access to the internet and university network. Choose this option if the course requires the students to access the internet during class time.

Computer lab

The teaching space is a computer laboratory.

2 x projectors

If the teaching of an activity requires two different projections to be shown at the same time, the university has a limited number rooms with 2 projectors.

High definition projector (limited rooms)

The standard data projectors set up in pool rooms are fine for normal lecture slides, especially featuring text and some images. For activities which require a high level of attention to visual detail, such as looking at art work or studying cinematography there are a small number of rooms with High Definition projectors. If there is a high demand for HD projectors Timetables may need to ask for some activities to change their teaching time.

Late timetable change requests

Overview

The Late Timetable Change Request process was introduced to ensure that changes to the timetable made immediately prior to the academic year commencing only occur in essential cases. Late timetable changes have a significant impact upon student study plans, and such changes often create unexpected timetable clashes for other papers.

Changes to the following year's timetable (including paper availability), made after paper selection opens (5 September for 2023 papers) will only be made in exceptional circumstances and must be endorsed by the Head of Department and the Pro-Vice-Chancellor, and approved by the Deputy Vice-Chancellor (Academic).

The late timetable change request process applies from 18 September for 2024 papers.

The process

Non-essential timetable changes require a late timetable change request form. The form will require endorsement from the Head of Department and the Pro-Vice-Chancellor.

An essential change is an amendment to the timetable which is being made due to population changes and/or where major clashes have been identified by Timetable Services.

Endorsed forms will go to the Deputy Vice-Chancellor (Academic) for consideration.

If approved by the Deputy Vice-Chancellor (Academic), the change will be processed by Timetable Services.

Note: Changes to tutorial weeks, one off activities, and assessment activities are not subject to the late timetable change request process.

Criteria for assessment

Depending on the type of change you are wanting to make you may not need to complete the Late Timetable Change request form. See the criteria below for details.

If you are required to complete the Late Timetable Change request form on submission the form will be automatically sent to the Deputy Vice-Chancellor (Academic) for approval.

Requests to change occurrence

The Request to Change Occurrence process was introduced to ensure that changes to paper occurrences (i.e. changes to paper availability, start and end dates, etc.) do not adversely affect students' study plans. Occurrence changes have a significant impact on the pathways available for students to complete their studies, and the resulting changes to a student's planned course of study may result in unexpected timetable clashes or a longer duration of study.

2023 Late occurrence change requests

Requests to change occurrence made after paper selection opens (18 September for 2024 papers) are subject to the Late Request to Change Occurrence process. These occurrence changes will only be made in exceptional circumstances and must be endorsed by the Head of Department, the Divisional Academic Manager and the Pro-Vice-Chancellor and approved by the Deputy Vice-Chancellor (Academic).

Request form

Complete and submit the Late request to change occurrence form onliune. On submission the form will be automatically sent the people noted above for approval.

Late request to change occurrence form

Criteria for assessment

¹ If the intention is to delete a paper completely from the curriculum, this will also require completion of a Form 5 Deletion of Programme or Paper pro forma. The pro forma process is independent of the late timetable change request process.
² The pro forma process applies to changes to a paper's teaching period or teaching mode when the paper has no existing occurrences for the proposed period or mode (e.g. a paper that has not previously been taught via distance intends to offer a distance occurrence in the first semester).
³ Please refer also to the Process for Approval of Papers being offered in Summer School resource document on the pro formas webpage.

Standard semester dates for 2024

Standard semester dates for 2025

More information

For more information regarding the Late Timetable Change Request process or the Request to Change Occurrences process, please contact:

Email timetables@otago.ac.nz