1. Teaching Timetable Process Summary August 2016

2. Activity Types Lectures/all whole group events (LEC) Central Timetabling S+ (Syllabus +) Ref: e.g. CH1XXL Linked to module codes/module diets in SITS/EMR for student allocation Displayed in timetable (Tabula Calendar) via staff and student allocations made in S+ (Syllabus +). Student allocations via daily import of data from SITS/EMR records Can be pulled through to Tabula SGT for set up of monitoring/attendance register purposes only.

3. Seminar/Practical/small group activities (SEM/PRA) Central Timetabling S+ Ref: e.g. CH1XXS or CH1XXP Linked to module codes in SITS/EMR or general dummy S+ codes Displayed in timetable via student and staff allocations in Tabula SGT Real SITS modules – student allocations can be linked via EMR/manual entry/re-useable groups (routes etc.) General/dummy modules – students allocations can be linked through SITS via re-useable groups (route/year etc.)/manual entry Real and general/dummy module data can be pulled through from S+ Central Timetabling records to Tabula SGT for creation of groups/events

4. Web Room Bookings (WRB) – Post Sept Release Ref: CH1XXL(or S/P).SU(staff initials e.g. S Udall) Teaching Timetable Requests made via Web Room Booking system must include the following information: Module Code Type of activity (Lec/Sem/Pra) Staff (Lec only) The allocation process for staff/students will then be as stated in the previous slides for L/S/P type activities as appropriate.

5. Tabula Small Group Teaching (SGT) Modules - All events in SGT are set up/linked to a module, either a SITS module or (where a module link isn’t appropriate) each Dept has one or more general/dummy modules set up in S+ and in Tabula SGT that they can used for none module linked events/activities (e.g. careers events). Note: if you would like to request a new general code please contact Central Timetabling in the first instance, we will then request an equivalent code in Tabula SGT for you. Event Types S+ (L) LEC/whole group events are only entered in Tabula SGT for monitoring/registers and are not published to students. They can be published to teaching staff if they are required to complete the register. Note: this will mean a duplication of the event in the staff members Tabula calendar S+ (S/P) SEM/PRA events can be set up as Seminar/Lab/Tutorial/Project Group/Example Class/Workshop/Exam/Meeting type events in Tabula SGT

6. Tabula Small Group Teaching (SGT) Groups There are two different levels of Groups in Tabula SGT Those created direct under the module level ‘Group Sets’ - these may be seminar sets/workshop sets/tutorial sets/example class sets etc. Within the ‘group set’ properties you can give the ‘set’ an appropriate name for ref, choose a student allocation method (manual, self sign up or link to re-useable groups (see below)). You can also choose whether to collect attendance at events. The sub groups created within those sets these can be either: Individual groups - only appropriate to that module and group set You can manually enter appropriate group names (e.g. Group 1, Group 2) and set max group numbers. Re-useable groups - appropriate for a number of different group sets within one module or across group sets covering several modules You can manually enter appropriate group names (e.g. Group A, Group B). NOTE: You set up re- useable groups using the manage button, on the create ‘group set’ screen.

7. Tabula Small Group Teaching (SGT) Events/Activities Event/Activity details can be entered against ‘groups’ within ‘group sets’ in two different ways: Manual entry - via the ‘Events’ tab. You can manually add the event title, tutors, weeks, day, start and end time, location (please ensure you choose the correct location from the drop down options this will then offer the link to the interactive map in the timetable entry). You can also enter URL links and link text to an event to show in the students’ timetables if you wish. NOTE: where you have lots of events to enter with common settings you can use the default setting in the first screen of the events tab to speed up entry. Create events from S+ data - You can pull through event details from SEM and PRA activity data in the Central Timetabling system (S+), using the ‘Create events from Syllabus +’ button on the top right of the front screen of the events tab. NOTE: this is a one on off pull through and it does not update should the activity details be changed in Syllabus +, neither are any changes in Tabula reflected back into the Central Timetabling system (you will need to notify the Central Timetabling team of any changes via email and manually update your entry in Tabula SGT).

8. Tabula Small Group Teaching (SGT) Allocation Once you have linked your ‘group set’ to the students (either via SITS links to EMR, manual entry or through a link to re-useable groups), you are then able to allocate the students within the ‘group set’ to the groups. You can do this in various ways: Randomly allocate all the students in the group set across all the available groups. Manually drag and drop the students into the appropriate groups. Note: you can click and drag a box around a number of students if you wish to move more than one at once. Filter the students in the group set by gender, year of study and/or route. You can then randomly allocate the students identified in the filters to the groups or you can drag and drop them to groups as appropriate. Upload a spreadsheet via the ‘upload spreadsheet’ tab. All the students to self sign up, this option is found in the ‘properties’ tab. Note: you are able to edit the groups within the allocation tab when using this facility.

9. Tabula Small Group Teaching (SGT) Publishing your SGT Group Sets Once you have set up your ‘group set’ (i.e. groups, students events and allocations) and you are ready for the data to appear in the staff and student timetables, you will then need to publish the allocations. You can choose whether to publish students, staff or both. You also have the option to send email notifications to staff and students about future changes to the group allocations within that group set. NOTE: if you do not wish staff and students to be notified about every group allocation change, it is probably wise to untick this option.

10. Useful Links Your Personalised Tabula Timetable - Summary of where staff/students find their personalised timetable and how it is created. Your Personalised Tabula Timetable Web Data Collector – Slides and Guidance, used (March to August) to collect timetabling requirements during the timetable construction period. Web Data Collector Personalising Timetables – A quick guide (for departmental admin staff). How to set up and allocate staff/students to small group teaching events in Tabula in order to create fully personalised timetables for staff and students. Personalising Timetables Tabula Online Manual – The full IT Services Tabula manual. Tabula Online Manual Timetable Reports Guide – A summary of the different reports available for viewing the teaching timetable data e.g. Tabula, online pdfs and csv exports/spreadsheets. Timetable Reports Guide Online booking system – Available from Mid-Sept. Online booking system Rooms and Spaces – Details of all the centrally timetabled rooms available for booking including images and capacities. Rooms and Spaces