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TIMETABLING INFORMATION
2017-18
Office of the University Registrar
Queen’s University
[email protected] ext. 78744
2017-18 Timetabling Information Page 2
Table of Contents
1: WHAT’S NEW FOR 2017/18? ............................................................................................................................................... 3
2: WHAT GOES WHERE? ............................................................................................................................................................. 5
3: KEY TERMS ................................................................................................................................................................................. 5
4: LEGENDS ..................................................................................................................................................................................... 8
5. ROOM CHARACTERISTICS .................................................................................................................................................. 10
6: LINKS .......................................................................................................................................................................................... 11
7. BOOKING ACTIVE LEARNING CLASSROOMS ............................................................................................................... 11
8: COURSE CATALOGUE............................................................................................................................................................ 11
9. ACADEMIC AD HOC BOOKINGS ........................................................................................................................................ 12
10. TOPICS COURSES (for ASC only) .................................................................................................................................. 12
11: 2017-18 TIMETABLE PRODUCTION TIMELINE ......................................................................................................... 14
12. TIMETABLE SPREADSHEET DOCUMENTATION ......................................................................................................... 14
2017-18 Timetabling Information Page 3
1: WHAT’S NEW FOR 2017/18?
Exams Using Centrally Booked Rooms
As many are aware December 2016 exam season saw the exams spread out in various rooms over
campus. Due to the closure of the Physical Education Centre (PEC) until 2018 this will be the case until,
such time as the PEC is completed and the space is open. How this will affect the departments around the
University is the use of centrally booked rooms, as exams take priority. This past exam cycle 17,453
students wrote 60,099 exams, 3,639 of which were accommodations, requiring 861 room bookings
comprising of approximately 40 rooms per day, spanning over the three-week period. Take note that
during April 2017 from 13th-27th we will be dealing with roughly the same situation and the years to follow
will surely see an increase in demand. Any bookings at such a time may not be able to meet your original
request, but we will work with you to find a solution that works. Please note the other dates to be mindful
of for the 2017-2018 cycle are December 7th-21st and April 12th-26th.
Enterprise Portal replacing TPH EventWeb
As part of the Timetable Renewal Project, on July 1st, 2017 the TPH Event room booking software will be
replaced by a new system called InfoSilem Enterprise. The EventWeb portal will be replaced with the
Enterprise portal, allowing departmental administrators to view classroom availability across campus.
Training will be available in June 2017 and support will be available throughout the summer as we adjust
to the new system.
As of July the new portal will have the same functionality as EventWeb. In fall 2017 we hope to introduce
the ability to submit ad hoc academic booking requests directly through the portal, and manage previous
ad hoc booking requests within a single Web interface instead of email threads. More details on this phase
of the project will be available in mid-late summer 2017.
A/B courses not necessarily in the same room
Beginning with the 2017-18 academic year, full-year courses (aka A/B courses) will no longer be
scheduled in the same room each term by default. Many A/B courses will still end up in the same room
both terms.
Research Days – Changes
Instructors will be able to request a research day, if approved by the Unit Head, but will not be able to
submit a request for a specific day of the week. The schedule will ensure a day free of classes. If an
instructor absolutely must have a specific day of the week for research, then please indicate this in the
Tier 1 section of your department’s timetable submission by selecting the instructor type “Teaching
Release Day”. These requests for specific research day will be considered on a one-off basis by the UTC
chair.
Electronic Signatures for Timetabling Submissions
We will not be asking for signed paper copies of timetabling information with submissions this year. We
ask that all information be returned to us electronically, cc’d to the unit head.
Room Changes
The University has invested in room renovations. Effective Fall 2017 the following changes will be in
effect:
STI 412A, STI 412B and STI 412C are being converted to office space for the Physics Department
Mac-Corry E229 and E230 will no longer be central inventory classrooms
Mac-Corry E202 will not be available for the 2017-18 academic year
2017-18 Timetabling Information Page 4
The corridor of classrooms in the D200 wing of Mac-Corry (left hand side as you walk south) are
being renovated to create two new active learning classrooms D201 and D205 with a capacity of 48
each. There will be a partition between these rooms that can easily be removed enabling the two
smaller rooms to become a larger 96 capacity room if required. Small student study rooms will
also be incorporated along the corridor.
Kingston 313 will come into central inventory as an active learning room with round tables that
seat 7. The capacity will be 49.
New room type – Flexible Seating (FS)
As of Fall 2017 there will be four rooms with 30 capacity each and equipped with node seating with
wheels. The rooms are Mac-Corry A309 and A311, as well as Theological Hall 203 and 209. All rooms will
have full data/video and whiteboards, and the room type can be requested via the Timetable spreadsheet,
with no application process required. Any of the four flexible seating rooms will be assigned, requests for
specific FS rooms will be done by exception only.
Active Learning (AL) Rooms
As of Fall 2017 there will be a total of six Active Learning classrooms on main campus:
Ellis 321 (capacity 136)
Ellis 333 (capacity 70)
Ellis 319 (capacity 49)
Mac-Corry D201 (capacity 48)
Mac-Corry D205 (capacity 48)
Kingston 313 (capacity 49)
These classrooms have a varied configuration and technology options, documented on the Central
Classrooms website (http://queensu.ca/classrooms).
Active Learning classrooms must be requested on the Timetable spreadsheet and will require an
application form. Requests for AL rooms will receive the application form to complete in early March.
Classroom Equipment Requests
ITS has developed a lending library of equipment not typically found in classrooms. This is a new
initiative. Equipment available is limited (for now) to these non-traditional items: overhead projectors,
handheld microphones, clickers and desktop document cameras.
Once classes begin, staff and/or instructors should contact the ITS support desk at extension 36666 or by
using their Online Help Form with classroom equipment needs and they will work to find solutions to meet
needs. (https://www.queensu.ca/its/forms/itsc/helpform/)
Equipment can be picked up with 24 hours’ notice from the Classroom Support Unit in Mac-Corry or can be
delivered and set up in the requested classroom with one weeks’ notice.
Teaching and Learning Website
A new website has been created by the Centre for Teaching and Learning providing useful information on
classroom spaces including photographs of rooms, building location, room capacity and accessibility. Also
included are features for teaching and learning including installed technology. See:
http://queensu.ca/classrooms/classrooms
Classroom Assistance
ITS has established a Classroom Support Centre. Any classroom assistance requests, regardless of their
nature, should go to the support centre, ext. 36744 OR use the online form
https://www.queensu.ca/its/forms/itsc/helpform/. Examples of requests include: missing chairs,
cleanliness of room, equipment not working, errors in bookings.
2017-18 Timetabling Information Page 5
2: WHAT GOES WHERE?
Information Collected From Spreadsheets (data entry done by Timetabling Staff):
Department Meeting Information
Instructor(s) Information
Tier I and II Information
Courses
Maximum Enrollment
Requested Time and Room (Pattern, Building, Room Type)
Additional Course Requirements (groups, ties, room ratio)
Spouse Opposite Information
Special Needs Information
Academic blocks or Core Courses and Technical Electives for Engineering
Terms:
First number = CENTURY (2000); second two numbers = YEAR (17 or 18); last number = MONTH (9
or 1)
Fall 2017 = 2179
Winter 2018 = 2181
Where/How Do I Submit My Information?
1) Submit electronic information, using forms provided, to the Timetabling Office by 24 Feb 2017
(ENG Departments deadline = 3 March 2017)
2) Submit signed copies of information to Timetabling Office by 3 March 2017 (ENG Departments
deadline = 10 March 2017)
3: KEY TERMS
Key Terms Definition
Academic Block A set of course sections that must be scheduled conflict-free with each other.
AUD All rooms that are => 200 belong to the AUD pavilion. All Auditoriums are fully
equipped with A/V equipment.
Basic Rules of
Timetabling
Timetabling policy established by the University Timetable Committee. See:
http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-committee
Course
Combinations
A process that is used by Timetabling to schedule specific courses conflict-free for
a certain number of students, who will later be block registered into these courses.
The department submits a list of unique course combinations, by program and
level with the number of students in each. This data set is used to build academic
blocks (see above), showing the minimum number of courses and sections that
need to be scheduled conflict-free to accommodate student registration.
Forced Time,
Forced
Scheduling
If a course is not timetabled using the University’s timetable software, the time of
the course must be “forced” to be at a particular time (normally at the request of
the department). This is referred to as forced scheduling. Departmental requests
for forced scheduling will be considered on a limited basis and must be requested
by the Unit Head, giving clearly articulated reasons for the request, to the
University Timetable Committee. For 2017-18, enter the forced time or forced
pattern request into the spreadsheet provided. We will echo back forced time
information later in March at which time the reason for the forced time request
2017-18 Timetabling Information Page 6
Key Terms Definition
can be clarified.
Courses scheduled after 5:30 pm do not have to be approved through the UTC.
In considering these requests that are supported with explanations, the
Committee will be guided by precedents and decisions made in the previous years’
timetabling cycles. Only approved requests will be processed by the University
Registrar's Office.
Group Groups are requested by a department for a set of courses, sections and/or
deliveries that must be scheduled at the same time. There are different types of
groups, including:
Same time, same room-PeopleSoft
Same time, same room
Same time, same room (Alt)
Same time, different room
Same time, different room (Alt)
If you are unsure as to what type of group to use for specific course
requirements, contact the Timetabling Office.
Instructor Type There are four instructor types: Instructor, Instructor Back to Back, Teaching
Release Day, and Teaching Release Day Back to Back. The Instructor type does
not allow for back to back scheduling for that instructor. The Instructor Back to
Back type will allow for back to back scheduling, only if necessary (note back to
back scheduling is not guaranteed for this type). Teaching Release Day is to be
used if a day free from teaching is required for research. The Scheduler will then
assign a day. Teaching Release Day Back to Back is to be used if an instructor
needs a Teaching Release Day AND wants their courses back to back.
Instructor
Unavailability
The University shall make reasonable efforts to accommodate the requests of the
Members concerning the scheduling of the Member's teaching based on the
Member's research requirements*, other academic responsibilities*1 medical
condition*, family circumstances* or preferences**.
Notes:
Decisions must be in accordance with applicable federal and provincial legislation
and the Faculty, Librarians and Archivists Collective Agreement. The Head, with
knowledge of local conditions, is expected to balance the competing demands of
individual instructors and the Unit's obligation and responsibility to offer a
timetable that meets the Unit's academic program needs and conforms to the
Unit's needs and priorities. In cases where instructor requests for special
timetabling arrangements are not approved by the Head, instructors may appeal
to the University Timetable Appeal Committee.
1 Note that "Other academic responsibilities" does not include teaching. Teaching
responsibilities are covered under the "Principles of Timetabling" in the
Collective Agreement.
* For operational purposes these are referred to as Tier I.
** For operational purposes these are referred to as Tier II.
Pattern The times that a component is delivered, based on the Queen’s slot system
http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-
charts. Examples of patterns are 3 X 1 hour, 2 X 1.5 hours, 1 X 2 hours, 1 X 3
hours.
Building See Building Legend attached to this document for a list of all buildings.
2017-18 Timetabling Information Page 7
Key Terms Definition
Room
Characteristic
Denotes specific characteristics within a room, e.g., “02” means blackboard extra,
“14” means document camera
Room Type The predominant layout of a room, e.g. seminar style, tiered, etc. See room type
legend attached to this document.
Tie A tie is created (by the Timetabling staff) to ensure that a pair of courses, or
sections, or delivery patterns of a course occur in a specific sequence. Another
way to say this is that a tie is built to establish sequencing requirements for
elements of a course.
There are different types of ties, including:
After any occurrence
No back-to-back
Back-to-back
Day in between
Different days
Same day
NOTE: If you are unsure as to how to request sequencing requirements to meet
the needs of a course, contact the Timetabling Office.
Timetable Email
Address
Timetable Phone
Number
613-533-6000 ext. 78744
UTC University Timetable Committee. See http://www.queensu.ca/registrar/faculty-
staff/timetabling/timetable-committee for timetable policy.
2017-18 Timetabling Information Page 8
4: LEGENDS
Course Component Legend
Course Component Code Description
BLN Blended
CLN Clinical
DIS Discussion
EXM Exam
FLD Field School
IND Individual Study/Instruction
LDI Lecture/Discussion
LLB Lecture/Laboratory
LSM Lecture/Seminar
LTU Lecture/Tutorial
LAB Laboratory
LEC Lecture/Class
ONL Online
PRA Practical
PRJ Project
REA Reading
SEM Seminar
STD Studio
THE Thesis
TUT Tutorial
Room Type Legend A Auditorium (fully equipped for A/V equipment)
AL Active Learning Classroom
C Classroom style, no data/video
DC Data/video, classroom style
DT Data/video, tiered style
F Flexible seating
I IBCPA centrally booked rooms
S Seminar-style, no data/video
SD Seminar-style, with data/video
L* Laboratory
Y* Departmentally-owned room
2017-18 Timetabling Information Page 9
Building Legend AUD is not a specific building; but a collection of buildings.
ACTON Louise D. Acton Building
AUD Auditoriums - all rooms with a capacity of 200 or greater
BIOSCI Biosciences Complex
BEAMSH Beamish-Munroe Hall
BOTTER Botterell Hall
BRUCE Bruce Wing of Miller Hall
CHERNF Chernoff Hall
DUNNIN Dunning Hall
DUPUIS Dupuis Hall
ELLIS Ellis Hall
ETHER Etherington Hall
GOODES Goodes Hall
GDWIN Goodwin Hall
HARLEC Harrison-LeCaine Hall
HUMPHY Humphrey Hall
IBCPA Isabel Bader Centre for Performing Arts
JACKSN Jackson Hall
JEFFRY Jeffery Hall
KINES Kinesiology and Health Studies
KINGST Kingston Hall
MACDON Macdonald Hall
MACCOR Mackintosh-Corry Hall
MCLAUG McLaughlin Hall
MEDS Medical Building (Stuart Street)
MILLER Miller Hall
NICOL Nicol Hall
ONTARO Ontario Hall
RICHLA Richardson Laboratories
STIRLG Stirling Hall
THEOGY Theological Hall
WATSON Watson Hall
WALGHT Walter Light Hall
2017-18 Timetabling Information Page 10
5. ROOM CHARACTERISTICS
Characteristics Description
1 blackboard standard
2 blackboard extra
3 whiteboards, fixed
4 whiteboards, portable
5 smartboard
6 data/video projection
7 o/h proj dbl-not data/video proj
8 o/h proj single-not data/video proj
9 assistive listening device
10 vhs player
11 vhs Multi-Standard
12 dvd player
13 dvd player, region free
14 document camera, fixed
15 document camera, portable
16 interactive pen display
17 video capture (virtual)
18 wireless microphone
19 rooms for LLCU films
20 tablet style, fixed table
21 tablet style, folding table
22 tables, fixed
23 tables, moveable
24 tables, with casters
25 chairs, fixed
26 chairs, loose
27 chairs, with casters
28 node chairs
29 horse-shoe shaped room
30 windows
31 air conditioning
32 blinds/curtains
33 flooring, tile
34 flooring, carpet
35 power/electrical outlets at desks
2017-18 Timetabling Information Page 11
6: LINKS
OUR Timetabling main page: http://www.queensu.ca/registrar/faculty-staff/timetabling
UTC Basic Rules of Timetabling: http://www.queensu.ca/registrar/faculty-staff/timetabling/timetable-
committee
Campus Master Plan: http://www.queensu.ca/cmp/
Room Information: http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info
Room Pictures and Detailed Information: http://queensu.ca/classrooms/
Slot Chart: http://www.queensu.ca/registrar/faculty-staff/timetabling/room-info/course-slot-charts
7. BOOKING ACTIVE LEARNING CLASSROOMS
ELLIS 319 (capacity 48), ELLIS 321 (cap. 136), ELLIS 333 (cap. 70), THEOGY 203 (cap. 30), THEOGY 209
(cap. 30)
These are newly designed classrooms for active and collaborative learning. All instructors who are
interested in booking these classrooms must have their department timetable representative indicate the
active learning building and room number on their department’s timetable submission spreadsheet.
Following the deadline for timetable submissions, the timetabling office will email a request form to all
interested instructors. The completed request forms will be forwarded to a sub-committee of the Teaching
and Learning Space Planning Committee who will then choose which courses are most appropriate for
these classrooms. More information about these classrooms can be found at
http://www.queensu.ca/activelearningspaces/ or contact Andy Leger, Ph.D., Educational Developer in the
Centre for Teaching and Learning at [email protected]. A request form must be completed in order to be
considered for use of an active learning classroom.
8: COURSE CATALOGUE
Email: [email protected]
If you are submitting timetable information; e.g., a brand new course or a course which has changes to the
course number, component type (e.g. seminar, should be tutorial) description, weight etc., these course
edits must be approved at Curriculum Committee and Faculty Boards. Timetabling cannot enter
component information into PeopleSoft for course information which has not been approved or exists in
the course catalog.
When submitting new course information or course changes to Course Catalogue you must specify if the
courses are “blank” courses or A/B courses. A “blank” course is one that is offered in one term only versus
an A/B course where a student has to take the course in both the fall and winter terms.
PLEASE NOTE: Once registration starts, the weight and component type of a course CANNOT be changed.
2017-18 Timetabling Information Page 12
9. ACADEMIC AD HOC BOOKINGS
Email: [email protected]
Academic ad hoc requests are for non-recurring, academically-oriented room requests. Anything that is of
an academic, recurring nature should be directed to [email protected]. Anything that is of a non-
academic nature should be directed to Event Services. Booking information for various purposes through
Event Services can be found at http://eventservices.queensu.ca/venues-meeting-spaces/room-
reservations/
Please do not be alarmed if we ask you what the nature of a booking is. If it needs to be redirected
somewhere else, we will advise.
Allow 3-5 business days for a response to a request.
Acadbook does book the following:
- Exam reviews
- Extra tutorials for review before exams
- Sporadic informational tutorials that are not every week
- Mid-term exams and quizzes
- Student presentations
- Active Learning Classrooms for non-recurring bookings
Acadbook does not book the following. This is not a comprehensive list but some of the more popular
requests:
- Biosci Atrium or Robert Sutherland room (Event Services)
- Recurring tutorials every week for academic purposes (Timetabling). Tutorials every week or
bi-weekly would be directed to Timetabling; 3 tutorials throughout the term would be directed
to acadbook
- March Break Open House (Event Services)
- Cultural Night (Event Services)
- Space to interview candidates (Event Services)
- Guest Lecturers (Event Services)
10. TOPICS COURSES (for ASC only)
Instructions to enable the use of topic IDs for a course, and to add the topic IDs to course catalog in
PeopleSoft and have them scheduled.
Use the Online Curriculum Tracking System to submit a proposal for a course revision, and to add the
topic IDs. Please consider whether the new topic IDs impact any existing topics courses (i.e., are any
topic IDs no longer required?).
These requests do not go to Curriculum Committee or Faculty Board for consideration. However, they must
be submitted through the Online Curriculum Tracking System so the requests can be tracked and approved
by the Faculty Office. Once approved, the Faculty Office will forward the information on to Course
Catalogue, who in turn adds the topics to the course catalog. Once that is done, the course may be
timetabled.
2017-18 Timetabling Information Page 13
Here are the instructions to make the online submission:
Start here: Online Curriculum Tacking System (OCTS) (this section of the Faculty of Arts &
Science website is located under the Staff & Faculty Subsite)
http://www.queensu.ca/artsci/staff-and-faculty/curriculum
The website login is on the right hand side.
To submit a curriculum request you need to be logged into the website. Enter your user name and
password (this is the user name and password sent to you by the Curriculum Team. It is not the same as
your queen’s netid). If you do not have this information please contact the Curriculum Team at [email protected].
1. Submit a New Request – select Course Revision
2. Make Changes to – select Course Topic(s)
3. Enter the applicable details and select Submit.
For any questions related to ASC Course Topic ID submissions please contact the ASC Curriculum Team
2017-18 Timetabling Information Page 14
11: 2017-18 TIMETABLE PRODUCTION TIMELINE
2017-18 PRODUCTION TIMELINE
UNDERGRADUATE TIMETABLE
Timetable Activity Start End
Update curriculum in People Soft from Faculty Boards (OUR - Course Catalog)
Dec Mar
Winter term classes begin 9-Jan
Final Planning and Preparation (Timetabling Office) 3-Jan 27-Jan
Distribute data collection spreadsheets to Departments
20-Jan
Timetable Training/Information 25-Jan 27-Jan
Timetable Hands-On Workshop 1-Feb
Timetable Data Collection Opens; 1-on-1 meetings all depts.; Timetabling Staff will contact Administrators
1-Feb 24-Feb
Engineering Program Selection 6-Feb 1-Mar
Data collection closes to MOST departments - electronic copies due to OUR
24-Feb
Data collection closes to ENG departments - electronic copies due to OUR (CHEE, CHEM/ENCH, CIVL, CISC/CMPE, ELEC, GEOL/GEOE, MATH/MTHE, MECH, MINE, PHYS/ENPH
3-Mar
OUR review, consult, validate, input data 3-Mar 7-Apr
Final Engineering Core and Technical Elective Course Information Due
3-Mar
Forced Time Requests due back from Unit Heads 24-Mar
Forced Times to UTC for Approval 18-Apr
Scheduling process 10-Apr 12-May
Review Timetable with Faculty Offices 16-May 18-May
Timetable Sent to Departments for Review 26-May 2-Jun
Final Timetable Published 20-Jun
Block enrolment, reserve capacities (OUR/Faculties) entered in PS and enrolment appointments issued (OUR)
21-Jun 3-Jul
Course Selection - Enrolment restrictions enforced 10-Jul 18-Jul
Course Selection Open - Enrolment restrictions expire 19-Jul 28-Jul
Open Enrolment 22-Aug 22-Sep
Graduate Course Component Set Up AND OUR Booking Central Rooms if Applicable
late June
July/August
Full payment tuition & outstanding debts due 1-Sep
Fall term classes begin 11-Sep
Solicit Summer, BISC course information 1-Dec
12. TIMETABLE SPREADSHEET DOCUMENTATION
Introduction
2017-18 Timetabling Information Page 15
This documentation provides instructions for completing the Queen’s Undergraduate Timetable
Spreadsheet for the 2017/18 academic year. The Timetabling Office at the Office of the University
Registrar collects this data using a custom spreadsheet which includes security to ensure changes are
made in a structured way that are easy to track. Once submitted, Timetabling staff input the data into
a scheduling software engine called InfoSilem Timetabler, and use this software to automatically and
manually create the upcoming year’s timetable. After review with the faculty offices and individual
departments in late May / early June, the timetable is uploaded to PeopleSoft where students can view
available courses and begin enrolling in July.
Each spreadsheet is built for a specific department, echoing the previous year’s data with terms and
dates updated to reflect the upcoming academic year. The department timetabling administrator is
responsible for verifying and indicating instructors, tier requests, and courses that need to be added,
removed, or changed compared to the previous year. Anything that is staying the same does not need
to be modified, but should be reviewed carefully before submission.
Important Note – all relevant timetabling information must be submitted to the OUR on
an annual basis. Please do not make any assumptions that something will be scheduled
in a certain way because it has been in the past!
Steps to Complete
1. Open Timetable spreadsheet provided by OUR, confirm it is the correct department. Be sure to
enable macros!
2. Save a copy of the spreadsheet to your computer.
3. Fill in Department Meetings tab for upcoming academic year.
4. Review and edit list of active instructors. This includes those from other departments that will be
teaching courses in your department. All instructors require a unique 8-digit employee ID; if this is
not available use your 4-letter department code followed by a number, e.g. Economics would use
ECON0001, ECON0002, etc. Also indicate which instructors attend which department meetings.
5. Review and edit list of instructor Tier requests. Tier I requests will not be broken without prior
consultation with the dept. Tier II requests reflect instructor preference, and are met to the extent
possible. Instructor attendance at department meetings is treated as a Tier II request, so if the
instructor absolutely must attend (e.g. they chair the meeting) then ask the department head to
approve it as a Tier I request so they do not end up having a course scheduled at the same time.
6. Review and edit list of Courses. For each term, confirm the courses that your department will be
offering. All courses must be approved in the Course Catalogue prior to timetabling in PeopleSoft.
Address any cells with orange background. These indicate one of the following issues:
a. Missing a time request or have both a pattern and forced time. If no time is required,
choose “NoTime” from the Pattern Request column.
b. Missing a building request or have both a requested and forced building. If no room is
required, choose “NoRoom” from the Building Request column.
c. Course/component not listed in the CCatalog tab (course is missing or component is not
correct). If the course/component was recently approved or has been submitted and is
pending faculty approval, indicate this in the Notes column.
Note – the course catalogue data was taken in early December 2016, and will not
reflect any additions or changes made after this point.
7. Add any Spouse Opposite or Special Needs (i.e. Human Rights) instructor requirements.
8. Save the spreadsheet and email it back to the OUR, via [email protected].
9. Print the spreadsheet, have it signed by the department head, and submit a hard copy to the
Timetabling Office, Room 110 Gordon Hall.
Macros available as keyboard shortcuts
Sort: CTRL-SHIFT-S (hold down Control and Shift, then press “S”)
2017-18 Timetabling Information Page 16
This macro sorts the Instructors, Tiers, and Courses tabs. Instructors and Tiers are sorted
alphabetically; Courses are sorted first by term (numerically) and then by course name
(alphabetically), component, and delivery.
Copy: CTRL-SHIFT-C
This macro copies the current line on the Courses tab and pastes it on the bottom. It is particularly
useful when adding two similar courses, or one course with multiple rows (e.g. multiple instructors,
multiple labs, etc). NOTE: this macro only works on the Courses tab!
Done: CTRL-SHIFT-D
This macro highlights the current row in bold text. It is an optional feature that lets the user mark
a row, e.g. to indicate they are finished working on that course/component. It is completely
optional and will not impact the Timetabling Office during data entry.
2017-18 Timetabling Information Page 17
REFERENCE SHEET
Departmental Meetings tab
Mtg Name – Name of the meeting
Start Date – YYYYMMDD format
End Date – YYYYMMDD format
Days – which day of the week the meeting takes place
Start Time – Choose from drop-down list of times
End Time – Choose from drop-down list of times
Freq – 1 means weekly, 2 means biweekly
Bldg – Choose from drop-down list of rooms
Instructors tab
To remove an instructor, choose Delete from the first column.
To change instructor information, choose Change from the first column then modify as needed.
To add a new instructor, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the
first empty row.
Be sure to fill in DEPT, EmpID, LASTNAME, FIRSTNAME, and PROFTYPE columns
Fill in x’s to denote which instructors attend departmental meetings (does not require Change).
Tiers tab
To remove a tier, choose Delete from the first column.
To change tier information, choose Change from the first column then modify as needed. Note
that “Change” is not required to select a Category for Tier I requests.
To add a new tier, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the first
empty row.
Be sure to fill in the Instructor, Type, Term, Days, Start Time, End Time, and Category (Tier I
only) fields. Instructors must be added before they can be assigned tier requests.
Courses tab
To remove a course, choose Delete from the first column.
To change course information, choose Change from the first column then modify as needed.
To add a new course, scroll to the bottom and choose ‘Add’ from the first (“A”) column of the
first empty row.
Be sure to fill in all applicable fields. Instructors must be added before they can be assigned to
courses.
Spouse Opposite tab
Fill in all instructors with spouses (in any department) who require their respective courses to be
conflict-free.
Special Needs tab
Provide details on any instructors with special needs, and their specific requirements.
2017-18 Timetabling Information Page 18
CCatalog tab (Informational Only)
Shows a list of all active courses and components in Course Catalogue, as of Fall 2016. Course
Catalogue changes as a result of first round AppSci curriculum or the December ArtSci Faculty
Board meetings are not included. This information is used by the Courses tab to verify that offered
courses are in the Catalogue. If a course or component was approved after Fall 2016 please
indicate this in the Notes column on the Courses tab.
Room Characteristics tab (Informational Only)
Shows a list of all room characteristics available on campus.
Groups and Ties tab (Informational Only)
Provides descriptions of group and tie options available on the Courses tab.
2017-18 Timetabling Information Page 19
Timetable Spreadsheet 17/18 Changes
General notes from last year
All changes made on the Meetings, Instructors, Tiers, and Courses tabs show up in red text.
Entering a term on the Courses tab auto-populates the start and end dates. These can later be
changed if needed.
Deleting a row on the Courses tab automatically sets the term to 9999. As a result, the sort macro
(CTRL-SHIFT-S) puts Deleted rows at the bottom of the spreadsheet.
CTRL-SHIFT-C copies the current row of the Courses tab and pastes it at the bottom.
CTRL-SHIFT-D marks a row in Bold.
Add/Drop Permissions match PeopleSoft, as of a report generated in December 2016.
The time and building fields are colored orange to indicate that either nothing was selected, or a
request and forced (time or building) were both selected. I.e. admins should request a room or
force a room, but not both.
The CCatalog tab shows all active courses in the PeopleSoft Course Catalogue, as of December
2016.
New features
There is a new room type: FS. This means “flexible seating” and refers to rooms using KI Learn2
node chairs. The room can easily be reconfigured for lecture, seminar, or group work instruction
styles. The FS rooms are Theological Hall 203/209 and Mac Corry A309/A311.
New instructor types: Teaching Release Day and Teaching Release Day Back-to-Back. These are
for instructors who need at least one free day per week for research, and are intended to replace
Tier 1 requests for Research Requirements.
Room Characteristics have been updated. These can now be selected with any building
combination. A description of the characteristic can be seen by hovering over the number showing
on the spreadsheet or by referencing the Room Characteristics tab. Please be sure to indicate if
the characteristics are required in the “CHARS REQ” column (T).
When a building is changed or deleted, the room type will also be removed and must be re-
entered.
Courses marked with “Delete” will no longer show orange highlights for missing/incorrect data.
The Notes column is always unlocked, so you do not need to indicate Change to a course if the only
change is adding a note.
Fixed a bug where deleting multiple columns of data would cause a macro error.
New validation
o If the instructor is deleted or changed and not updated on the Courses tab, it will highlight
in orange.
o If the course is not in the catalogue, the course column F will be orange.
o If the component type is not in the catalogue, the COMPTYPE colum H will be orange.
o If a forced time request is incomplete, the DAY, START TIME, and/or END TIME columns will
be orange to indicate what is missing.
2017-18 Timetabling Information Page 20
