The role of the school in the production of the timetable
You are strongly encouraged to read the timetabling cycle and detailed process documents to help understand the role of the school administrators in the production of the teaching timetable.
In order to build the timetable, the Faculty Timetabling and Education Officer needs information about the teaching delivery plans and constraints on staff availability to teach. You are responsible for collecting this information and passing it on to the FTEO. This year teaching delivery plans should be submitted using the new Web Data Collection tool. Constraints on staff availability should be collected using the constraints form. Constraints must be approved by the Head of School.
When the draft timetable is published, you and academic staff with responsibility for organising teaching should check the timetable and report any errors, omissions and changes to the FTEO by the deadline. The provisional timetable is then published for wider checking by all academic teaching staff - administrators will be responsible for notifying academics that they should check.
Web Data Collection (WDC)
Web Data Collection is a web based tool for submitting teaching delivery plans to the Faculty Timetabling and Education Officers. The tool will open on Monday 18 March 2013, and close on Friday 3rd May 2013. You should collect the teaching plans for each unit in your school and enter the information into WDC.
Some timetable information is rolled forward from year to year, however you should not assume that your teaching has been rolled forward - you must check and confirm it using Web Data Collection.
Confirming teaching
If the teaching shown in WDC is correct, you will just need to confirm that it has been checked and is correct.
If teaching has changed, you will need to make the appropriate changes in WDC and confirm that is it complete.
Checking the timetable
The draft and provisional timetables will be published online for checking by administrative and academic staff.
The draft timetable is published on Friday 12 July 2013 and should be checked by administrative staff and academics with responsibility for organising teaching (eg unit organisers, programme directors, directors of teaching and learning). You should contact your FTEO as soon as possible to notify them of any errors, omissions or changes to the timetable. The deadline for submitting changes is Friday 26 July 2013.
The provisional timetable is published on Friday 16 August 2013 and should be checked by all teaching staff. You may need to send a communication round to your staff to remind them to do this checking. The FTEOs should be notified of any further changes by Friday 30 August 2013.
The teaching timetable is released to staff via the portal on Friday 13 September 2013 and to students on Friday 20 September 2013.
Access to Syllabus+ for allocating students
It is possible for school staff to be given access to the Syllabus+ plus system to allow them to swap students between different tutorial or seminar groups. If you would like this access, please discuss this with your FTEO, who will be able to arrange this for you if appropriate. Training needs should also be discussed with the FTEO.
Please report any technical problems with Syllabus+ to the Timetabling Team's System Support Officer Jane.McGrath@bristol.ac.uk
Queries and concerns regarding the information in Syllabus+ should be raised with your FTEO.
Class lists and registers
If you have access to Syllabus+, you will be able to run a small program that will produce class lists and registers for your small group teaching. Currently this has to be installed on your PC by IT support, but we are working on providing a mechanism to enable users to download and install this themselves. In the meantime, if you urgently need this program put a request in to the service desk asking for the registers program for Syllabus+ to be installed on your machine.