To consider the introduction of a revised UEA timetable slotting matrix for use commencing in 2019/20.

Transcription

1 LTC17D17 Title: UEA Timetable Slotting Author: Nigel Shed LTS Manager Timetabling Date: 10//2018 Circulation: Learning and Teaching Committee 20 th June 2018 Agenda: LTC17A006 Version: Final Status: Open Issue This document provides an overview of the current slotting system and some of the current issues that make constructing and maintaining a timetable problematic. This is followed by a proposal for a revised slotting matrix that is designed to give the greatest number of clash free slots as possible and make it easier to identify available slots into which teaching events can be rescheduled. Recommendation To consider the introduction of a revised UEA timetable slotting matrix for use commencing in 2019/20. Resource Implications There are no capital or recurrent resource implications which would arise if the proposals are approved Risk Implications The risk in continuing with the current slotting matrix is that the timetabling function at UEA may not be able to facilitate the wide range of module combinations currently offered. Student satisfaction is also significantly affected by the timetable itself, changes made to it during the year and the communication of those changes and in being taught in an appropriate room for the teaching event. These risks will be partly mitigated by the new slotting matrix. Equality and Diversity There are no Equality and Diversity issues associated with the timetable matrix itself. Timing of decisions Following approval at LTC, the recommendation is that the revised slotting matrix be introduced for the academic year 2019/20. Further Information For further information please contact Nigel Shed, LTS Timetabling Manager (n.shed@uea.ac.uk, ). 1 1

2 Background Following the transfer of the Room Booking Office to LTS, the PVC Academic requested a review of the slotting system at UEA with the aim to review the current slotting matrix and to propose a revision to the matrix, if required. Any revision should ensure that student module choice is maintained, particularly for cross Faculty programmes, and that the timetabling function as a whole is made more transparent and user-friendly. The pressure on teaching rooms is significant and so a matrix is required which ensures teaching is spread out across the working week in order to meet the demand for rooms. Discussion What is the slotting system? The slotting system is a matrix of timetable slots that were originally developed to assist in timetable planning. The teaching week is broken down into segments of time into which modules are scheduled so that a clash free timetable could be constructed. In the current slotting model; there are five major top level slots (identified by the letters A-E) which includes 10 hours during the day and two hours in the evening. modules are assigned a slot to ensure that particular modules do not clash in the course profile. modules are allocated to the A-E slots, timetables can be planned in the knowledge that they will not clash. timetable slots indicate the range of times within a module that teaching may take place. sub slots can be used to provide a sub-set of times within which teaching will take place. i.e two (or more) modules could be taught in the same top level slot but remain clash free. resource slots are times across the day that aid more effective use of space (e.g. 09:00-11:00, 11:00-13:00, 13:00-1:00, 1:00-17:00 & 17:00-19:00). There was a revision to the slotting system in October 2009 which introduced the concept of five resource slots with the aim to improve space usage particularly during those hours at the start and end of the teaching day. Since the introduction of resource slots there has been no University requirement to use timetable slots. Please see Appendix 1 - Timetable Slotting system, basic scheme for further detail on timetable slots and resource slots. It should be noted that due to external requirements of professional bodies, the Faculty of Medicine and Health do not utilise the slotting matrix and have therefore been excluded from any analysis or consideration in respect of the following proposal. Current Practice Following guidance produced by the Timetable Working Group in October 2009, there was no longer a requirement for modules to make use of timetable slots (although they must observe resource slots). As a result, there is very mixed practice across the University in respect of alignment of modules to slots codes and, where feasible, utilising resource slots effectively. It is accepted that three hour (or greater) teaching sessions will cut across the preferred two-hour duration for resource slots. Use of Sub-Slots is problematic as various sub-slot hour patterns cut across each other. This can easily result in clashing slots for modules. Staff tasked with rescheduling teaching events where a clash is found, find it difficult to easily identify specific available hours when each sub-slot is identified as a three-letter code and when each unique sub-slot may also have overlapping hours identified between each. 2 2

3 Rescheduling is further complicated by the mixed practice that is currently seen across the University. Rather than scheduling to top level slots or their sub slot derivatives, some modules are scheduled to specific hour slots (or multiple contiguous hour slots) that can cut across a range of different slot codes. This again creates issues for LTS teams and Module Organisers when trying to resolve timetable clashes as detailed analysis is required to find slots that are not currently in use by other modules that are common to a programme. Such mixed practice can also lead to difficulty for Course Directors when trying to construct academically coherent cross-school programmes. Analysis of Contact Hours A key aspect in consideration of a revision to the matrix was to develop a matrix that enabled as many clash free options as possible but whilst still being clear and understandable, and negated the need to resort to sub slot tables or derivatives as per the current matrix for post-timetabling changes/rescheduling. Following an analysis of the contact hours per student for each module (for LEC/SEM/LAB etc.), it was clear that a majority of modules, 92%, have hours or less core contact time. Table 1: Student Contact Hours Analysis Module Contact Hr Combinations HUM SCI SSF Grand Total 2.77% 6.88% 12.2% 2.89% 1 2.3% 1.88% 7.37% 2.78% 3 7.2%.20% 2.72% 1.17% % 3.6% 2.60% 7.66% % 1.7% 0.7% 6.62% % 0.71% 2.7% 3.83% % 1.60% 0.1% 3.01% % 0.89% 0.1% 2.31% % 0.30% 0.30% 1.26% 0.07% 0.1% 0.71% 1.19% % 0.63% 0.11% 1.1% % 1.08% 0.00% 1.12% Whilst additional activity groups (SEM, WKSHP, TUT etc.) are run to cater for larger student cohorts, these additional activity groups are usually classified as Unslotted and scheduled across the week. Scheduling across the week is done on the basis that the student scheduling algorithm will ensure that students are still able to attend all compulsory activities as well as one of the supporting activity groups during the week. Appendix 2 gives additional background data on Average Student Contact hours per week. Teaching Hours An analysis of teaching times indicates that very little teaching takes place after 18:00 with only 1.39% of the overall teaching commitment scheduled to start at 18:00 or later. Teaching that does occur after 18:00 is usually for language support classes or film screening activities. 3 3

4 Revised matrix The proposed revision of the slotting matrix (Appendix 3) is predicated on the premise that it should enable the greatest number of clash free module slot combinations whilst at the same time facilitating easier post scheduling activities. The matrix is designed to be read at the top level rather than via the use of sub slots tables. In light of the core student contact time analysis, and that the current matrix has effectively x 10 hour top level slots within which to run core activities, this proposal increases the number of top level slots whilst reducing the number of hours per top level slot. The revised matrix has eight top level slots, each with hours of contact time. These hours are broken down into shorter segments of time spread across the week so that, if required for pedagogic purposes, activities can be separated to allow for reading time etc. Each of these splits is annotated with a numerical value to denote each part of the slot. Evening slots have lower utilisation and as such start at 18:00. They have been given an I code and give the potential for teaching to continue into the evening utilising this Ix slot coding. This additional slot gives increased options for scheduling teaching at the end of the day if preferred. As an example of the revised coding structure; the top level slot of A is split into three; A1 (2hrs), A2 (2hrs) and A3 (1hr). It is possible for a module to utilise all hours or just one or two of the slot parts. If all hours are used then the slot coding would be annotated as A, if only two of the slot parts are utilised this would be coded, for example as A1/A3. This would leave A2 for use by another module. Some modules may require a wider range of slots and could therefore cross over between two top level codes (e.g. SCI Lab based modules). Where this is the case then this can be accommodated by coding appropriately (e.g. A/F2). If all modules are coded appropriately then use of a single matrix pattern, rather than sub slot tables, should enable clashes to be resolved more quickly. Resolution will still require knowledge of which modules are compulsory and optional, but a single matrix approach is more user friendly. The current pattern of resource slots is continued so that effective use of space is maintained. Wherever possible modules should be allocated within a single top level slot code. Where the proposed top level slot cuts across the resource slot start times (Wed (AM) & Fri (PM)), teaching events should be scheduled to be contained within the 2 hour resource slot window. Implementation In order to implement the revision to the slotting matrix for the 2019/20 year we will introduce as additional SITS UDF field for use in the Course and Module Update process which takes place in the summer and autumn of This new field will be utilised to hold the new slot. The update to the slot code will be an administrative task that LTS will undertake. The new slot will be expressed on the basis of the 2018/9 timetable requirements for core elements of a module, with the expectation that modules are realigned so as to limit cross over between top level slots. LTS colleagues will work with academic colleagues to work through the revised coding structure with the aim of reducing the occurrences where a module is taught across multiple top level slot codes. The new slot coding will come into effect for teaching in 2019/20. Recommendation LTC are requested to approve the introduction of a revised slotting matrix for the academic year 2019/20 Attachments LTC Timetable Slotting Appendix 1 Timetable Slotting system, basic scheme LTC Timetable Slotting Appendix 2 Module count of average student contact hrs per week LTC Timetable Slotting Appendix 3 Timetable Slotting Matrix 2018 Revision

5 Appendix 1 CURRENT TIMETABLE SLOTTING SYSTEM: BASIC SCHEME 1 Monday Tuesday Wednesday Thursday Friday B1 C1 D1 E1 A B2 C2 D2 E2 A B3 C3 A3 E3 D E D B A C C D E A B 1310 C6 D6 E6 A6 B6 110 C7 D7 E7 A7 B7 110 C8 D8 E8 A8 B A9 B9 C9 D9 E A10 B10 C10 D10 E EY AY BY CY DY 1910 LTC Timetable Slotting - Appendix 1.docx Page 1 of

6 Timetable Slotting and Room Booking Chart SLOT AA AND ITS DERIVATIVES Monday Tuesday Wednesday Thursday Friday Total Hours AA , , AG , , AJ AK AL AQQ AP , AQ AJL AKL AGL , , AGJ , , AR , AS , LTC Timetable Slotting - Appendix 1.docx Page 2 of 6

7 SLOT BB AND ITS DERIVATIVES Monday Tuesday Wednesday Thursday Friday Total Hours BB , , BG BH BJ BL BQQ BP BQ BJL , BGL , BGJ BR BS , SLOT CC AND ITS DERIVATIVES Monday Tuesday Wednesday Thursday Friday Total Hours CC , CG CH CJ CL CQQ CP CQ CJL , CGL , CGJ CR CS , LTC Timetable Slotting - Appendix 1.docx Page 3 of 7

8 SLOT DD AND ITS DERIVATIVES Monday Tuesday Wednesday Thursday Friday Total Hours DD , , , DG , , DJ DK DL DQQ DP , DQ DJL DKL DGL , , DGJ , , DR , DS , SLOT EE AND ITS DERIVATIVES Monday Tuesday Wednesday Thursday Friday Total Hours EE , , EUG , , LTC Timetable Slotting - Appendix 1.docx Page of 8

9 Appendix 2: Module count per Faculty of average contact hours per week Mod Credit (Multiple Items) Count of Median band Faculty Median band Total HUM >12 HUM Total 17 SCI SCI Total 316 SSF >12 1 SSF Total 1 Grand Total 127 Mod Credit Count of Median band Module Contact Hours Summary > >12 HUM SCI SSF Faculty Median band Total Module Slot Type Analysis.xlsx 9

10 Appendix 3 TIMETABLE SLOTTING SYSTEM: 2018 REVISION 1 Monday Tuesday Wednesday Thursday Friday A1 F2 G2 E1 C A1 F2 G2 E1 C F1 A2 G2 H3 D F1 A2 B2 H3 D B1 G1 I3 C1 E B1 G1 I3 C1 E2 110 D1 H2 I3 B3 E2 110 D1 H2 I3 B3 C H1 D2 I3 F3 A I1 I2 I3 I I