Faculty and timetables

How the work is organized

Keep draft scheduling separate from the timetable staff and students rely on. When a room becomes unavailable or a teacher is absent, show the affected sessions and proposed replacement. Recheck the replacement against both the room calendar and faculty allocation. An edited recurring series should preserve the original sessions already taught while applying the change only to the intended future dates.

• Check overlapping intervals. Reject a room or teacher allocation that overlaps another published session.
• Respect room capacity. Compare the teaching group with the approved capacity and room type.
• Publish deliberately. Academic Coordinator review makes the agreed draft the published schedule.

What to agree during setup

Prepare academic periods, teaching assignments, room details and a sample of ordinary and exceptional weeks. Include a holiday, a room closure, a substitute teacher and a cross-campus assignment. Agree the notification channel for a published change and who can issue it. Import the time zone explicitly so dates remain meaningful across campuses.

Check the handoff on an actual case

Two teaching groups are proposed for the same room with overlapping times. Even when their start times differ, the intervals can still collide. The academic coordinator must see both sessions, the room and the overlap before publishing the draft. Moving one session requires another check against the teacher’s calendar as well as the replacement room.

A teacher substitution introduces a similar dependency. The substitute may be available for the lesson itself but assigned elsewhere for part of the proposed interval. Cross-campus work may also need travel allowance under the institution’s policy. These constraints belong in the agreed scheduling rules, rather than being left in an individual coordinator’s notes.

Use the rehearsal to move a draft session, replace its teacher and cancel a published class. Confirm which people receive the change and how attendance treats the canceled session. Earlier completed classes should keep their original faculty, room and attendance history after future scheduling changes.

Follow the work through

Published sessions feed the attendance register. A canceled class should remain identifiable in the history so missing attendance is not confused with a session that actually took place.

• Application to enrollment: Move an application through a recorded admission decision into the correct academic period.
• Fee billing to reconciliation: Issue approved charges, allocate confirmed receipts and investigate the remaining balance.

Review the implementation plan and the data model before preparing your import files.