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Operations Group 5 th February 2019 3.3, Lister Learning and Teaching Centre

Operations Group 5 th February 2019 3.3, Lister Learning and Teaching Centre. Agenda. Action Points from previous meeting (BP) 2. Comprehensive Timetabling for 19/20 (SR) 3. 18/19 Lessons Learned (KF/SF/NB) Unidesk ; Data Quality Assurance; Teaching Change Request Form review

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Operations Group 5 th February 2019 3.3, Lister Learning and Teaching Centre

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  1. Operations Group 5th February 2019 3.3, Lister Learning and Teaching Centre

  2. Agenda Action Points from previous meeting (BP) 2. Comprehensive Timetabling for 19/20 (SR) 3. 18/19 Lessons Learned (KF/SF/NB) Unidesk;Data Quality Assurance; Teaching Change Request Form review 4. 19/20 Planning Cycle (KF) TT Data; Room Allocation; Student Allocation 5. 19/20 Large Lecture Theatre Scheduling exercise (MB) 6. Room Booking Update (BP) What’s in, what’s out for 19/20; Changes to the WRB process; Room Priorities at King’s Buildings 7. Reporting (MB) 8. Communications (SF) 9. A.O.B.

  3. 1. Action Points from previous meeting

  4. 2. Comprehensive Timetabling for 19/20 • Service Excellence Programme sponsored project • Designed to deliver a consistent, centrally-supported timetable service across all Colleges • Full migration of CSE and CMVM for 19/20: • Inc. new Resource Booker room booking system for Medicine • Will deliver a comprehensive personalised timetable service to all taught students

  5. SAS013 - Comprehensive Timetabling

  6. Structure – Timetabling Unit (TTU) Additional resource to cover service expansion

  7. 2. Comprehensive Timetabling for 19/20

  8. 3. 18/19 Lessons Learned

  9. UniDesk In 2018 we dealt with 22322 individual calls This has lead to some problems that we have identified and are working to fix: Callers not being able to see the calls Calls not being answered in a timely manner Difficulty in filtering to calls Users not knowing what is happening with a call EdWeb forms not filtering in correctly

  10. Neal’s New Ways

  11. UniDesk Self Service Portalhttps://ed.unidesk.ac.uk/tas/public/ssp

  12. Teaching Change Request Form Review TTU look to continually make improvements to the Teaching Change Request Form • Add additional contact email Will be added, so an additional contact address can be entered and then copied into the replies to the UniDesk call • Change the title of the email response This is set by the options avaibile in EdWeb Forms so can not be changed, but we can add text to the call name within UniDesk • Host Key confusing this is currently not a mandatory field so does not need to be filled in, and may be removed from the form. • Not option to place current day and time of class will add new fields to capture current day and time of the class We are currently investigating moving the form into UniDesk We Will Do

  13. Data Quality Assurance

  14. 1920 Planning Cycle Timeline Mid-Jan to Beg April – Schools review data, liaise with academics and update timetabling spreadsheet April onwards – Teaching Change Management with freeze June/July TTU - Estate TTU - Data / Allocation Late January / Early Feb TTU provide previous year’s data and spreadsheet and guidance notes for new year Beginning of April Final data submission End July – Declare Timetable and Rooms School Dec/Jan Sem 2 Change Requests Mid April/ May Local RAP Planning June /July – Main Room Allocation Process August / Sept – Refine / Change Requests May –Early June Priority Room Allocations Mid March First data submission Throughout Feb Data collection workshops / Q&A sessions for schools run by the Timetabling unit March & April – Timetabling Unit create data from Schools submissions End April / May – Data creation deadline for Timetabling Unit July Euclid Roll Forward July / Aug – Capture Student Allocation Rules Aug/Sept onwards – Sub Group Student Allocation Jan - April Commission New Rooms / Data Set-up

  15. 1920 Planning Cycle next steps… Look out for communications from Ben Poots to arrange your Priority Room Allocation Meetings Contact Claire.McIntyre@ed.ac.uk to arrange a Data Collection workshop

  16. 19/20 Data and Estates Contacts

  17. 5. 2019/20 Large Lecture Theatre Scheduling Courses over size of 350 2018/19 Gordon Aikman Lecture Theatre PROJECTED REAL

  18. 5. 2019/20 Large Lecture Theatre Scheduling Models generated Communication sent Jan Nov

  19. 5. 2019/20 Large Lecture Theatre Scheduling Met? • Models: Core Objectives • Deliver clash-free timetables across all core programmes elements • Prevent instances of triple teaching • Minimise instances of double teaching • Maximise use of available space • Consider additional space for non-core students on courses (CAHSS) • Create a “roll-forward-able” timetable

  20. 5. 2019/20 Large Lecture Theatre Scheduling Models: Outcomes

  21. 5. 2019/20 Large Lecture Theatre Scheduling • Create a “roll-forward-able” timetable: example outcome Model 1 Model 2

  22. 5. 2019/20 Large Lecture Theatre Scheduling Provisional Provisional timetable communicated • Days/times • Repeat teaching Room allocations confirmed Models generated Communication sent Modelling service available Jan Feb Nov July

  23. 6. Room Booking Update

  24. 6. Room Booking UpdateWhat’s in, what’s out for 19/20 IN • 7-8 Chambers Street - G.1, G.2, G.3, G.4, 1.1, 1.2, 1.3, 1.4, 1.5 OUT • 21 Buccleuch Place - 2.02 and 3.01 • 24 Buccleuch Place - 3.03, 3.04 and 3.08 • 31 Buccleuch Place - 3.10 and 4.06 • Medical School, Teviot - Licenced Teaching Room 10 and BLT • Crew – 302 • Crew Annexe - 3, 4, 5 • JCMB - 2313 and 6207 • Swann – 7.14 and 7.21 • Waddington – 1.08 • KB Centre - All rooms SHAKE IT ALL ABOUT • All historic room data for Little France etc was removed from 19/20 • As part of the migration of data from eMEC, new up-to-date data is being collated for these campuses and will appear in the 19/20 database in due course

  25. 6. Room Booking UpdateChanges to the WRB process - Background The most common policy-driven complaints from users of the Web Room Booking system are: • The length of time users have to wait for confirmation of their requests • At point of allocation the requested room was often no longer available • General confusion over availability • Not enough space for ‘short-fat’ bookings An internal TTU review of our WRB process was carried out … … with the idea of raising the subject at this Ops Group (ideally covering issues around the timings of the constraint relax as well as the priority a WRB would carry when weighed up next to a late teaching request).

  26. 6. Room Booking UpdateChanges to the WRB process – Proposals and Suggestions Initial Proposal 1 Relax the constraints on 1st September for Semester 1 but the WRBs are Direct-book (an equivalent date for Semester 2 might be 1st December) Initial Proposal 2 Same as 1 but change to WRB-Provisional and c. 15th August relax date – with speedy TTU confirmation commitment Initial Proposal 3 Select a number of spaces which can be made bookable at a much earlier date but leave all other spaces as is – analyse rooms for WRB-ACTIVE vs teaching activity types Initial Proposal 4 At point of relax, switch the Suitability 2 for a selection of rooms from GT to Meeting Room and quick turnarounds of confirmations from TTU on these Initial Proposal 5 Status quo

  27. 6. Room Booking UpdateRoom priorities at King’s Buildings - Murchison House • Following the closure and re-purposing of 9 KB rooms … … prioritisation of Murchison House rooms has been agreed for 19/20 • While the switches are not precisely like-for-like, they are a decent match

  28. 7. Reporting Teaching Change Request Form (TCRF) (July – December 2018)

  29. Top 3 School of LLC: 558 (13%) Business School: 432 (10%) Education: 412 (10%) TCRF: Submissions by School

  30. Top 3 Informatics Medical School Divinity TCRF: submissions relative to School size

  31. Total submissions: 4169 • Categories for change: 24 Top 7 reasons for teaching change New teaching activity: 20% Cancellation: 10% Timetable: incorrect information: 9% Activity week pattern change: 9% Room unsuitable: 8% Rescheduled teaching: 7% Staff availability change: 7% Other 17 categories = 31% overall Each >4% Top 7 = 69%

  32. Teaching Timetables 2018/19 5% increase from 2017/18 4,645,219 Number of calendar entries 904,269 Allocations undertaken 30,815 Students with timetables

  33. Group Change Request Form (GCRF) 2018/19 Total forms received: Semester 1 – 5271 Semester 2 – 4327 Increase from last year: Semester 1 – 26% Semester 2 – 1.5%

  34. GCRF by number of submissions

  35. GCRF Top 3 reasons for change Semester 1 • Work/life balance – 22% • Teaching clash – 18% • Extra-curricular activities – 14% Semester 2 • Work/life balance – 23% • More condensed timetable – 16% • Extra-curricular activities – 16%

  36. 8. Communications Timetabling and Examination Services homepage https://www.ed.ac.uk/timetabling-examinations Sections: About us News Glossary of Terms Timetabling Examinations Quick links Modelling and Reporting Continuous Improvements To come in April

  37. 8. Communications

  38. 8. Communications • Delivered: • Leaflets and posters with information for students on: • Personalised Timetables • Room Booking • To come: • Easy to absorb information for staff: • Teaching timetables • Room Booking TIMETABLING

  39. 8. Communications

  40. 8. Communications Please can you help us by filling in the Questionnaire TIMETABLING

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