Your questions on Change Requests
If new events (e.g. for new or returning courses) were not processed during Edit & Prep, could these requests possibly be fully opened as soon as possible (i.e. if they have not even been considered going into the rooming stage)?
They can be submitted using the central room request reason for change from June, However the PoC will need to review CMIS to confirm a suitable room is free before submitting. Remember we will still be resolving unroomed events and applying the 80% utilisation rule.
What is the evidence used to predict the number of change requests? Why are they expected to increase? Does the predicted number include changes which were not processed during Edit &Prep?
The team analysed change request volumes across the last few years in order to assess potential volumes for this year. Each year change requests are submitted in relation to new or amended activity not updated during Edit & Prep so, in effect, this is captured in the volume assessment. Whilst the exact number of required changes is unknown, SMTT and the Project team will be tracking this closely and flagging any need for further intervention.
The restructuring of events (so that each class meeting has an individual event ID), whilst simplifying change request processing in many cases, may result in an increased number of individual changes. Again, this will be closely monitored.
Can we have confirmation of the current timetabling timeline? i.e when is the timetable shared? When can change requests be submitted?
This has already been shared and is available on the timetabling website for everyone to review. The timeline is broadly unchanged from the last few years (https://www.gla.ac.uk/myglasgow/estates/timetabling/policy/)
It is really important to have more than one member of staff who can submit change requests - otherwise this could be a single point of failure (absence, sickness, a/l).
It has been agreed and confirmed that all Schools/Units will have 2 PoC, both of whom can submit changes, to support business continuity. In addition, changes to events in local space can be managed locally by either the PoC or Local Space Manager.
Can PoCs still correct any missing requirement ticks throughout the session?
This year only SMTT will have access to the “ticks” so anything that needs to be ticked for session 26/27 should be sent to timetabling@glasgow.ac.uk Just the course code will be enough to action this.
Is the role of the PoC to ensure timetabled events provide clash-free timetables for all of their School's students, and class sizes match changes to what courses are available to which programmes?
Yes, the PoC should ensure anticipated student choices/course combinations are available in a clash-free timetable. Any changes to class sizes where this is a redistribution of the published course size across the sub-groups may be requested, providing these changes would not exceed the size of the allocated room or where an alternative, suitably-sized room would be available. Any proposed changes to the overall course size would need to be evidenced and validated before they will be changed in the timetable.
The role of PoC as 'main interface between the School and central timetabling teams' is vague. How will/can PoCs best deliver full programme data to central timetabling?
How the new PoC works with the school/unit to collate and share information is not within the control of the project. SMTT are happy to help PoC on what needs to be done within the system to support the timetable creation.
As PoCs monitor course enrolments, therefore class sizes, can we amend class sizes to match programme changes? And amend class sizes which have incorrectly been set to size 0?
Yes, however any proposed changes to course/class sizes need to be evidenced and validated before they will be changed in the timetable.
When will we be able to book non-teaching events such as Inductions?
Induction events should already be in the timetable as they should have been reviewed as part of the Edit & Prep phase in order to be roomed with the “teaching” events. If your induction event is not on the system, please create the event in CMIS and then use the ‘Central Room’ request reason to add these via the change request system using the “Teach” or “Teachbreak” type.
Change reqs are the last action in the action of finding a solution to a problem - this still lies at School & is the task of timetabling support. Very time consuming, therefore impacts staff workload.
Only the School teams know what needs to be changed: this is not a change to the process and it has been agreed that the PoC role will support this.
Given that some programmes start teaching early (in SoE in week 1), can teaching events taking place during Weeks 1–5 be included in the CR process during the period 16 June–14 July?
Yes, again using central room request reason if anything has been missed from the initial edit and prep process. This is no change from other years
As a new PoC for ASBS (joined in May), with "many" (yet unspecified) Edit & Prep timetabling requests not processed, what is the reason that I am allowed to have a full ASBS 2026-27 CMIS export?
The data in the next session is changing daily during edit and prep. As a PoC you will have access to the current session (AY25/26), and this should be used to support local planning. From 16th June 2026 you will also have access to the AY26/27 dataset.
Will class sizes be updated again according to PIA? If so, when? Will we be informed when this change takes place? Will this update override any change we make in the meantime?
SMTT worked with PIA and admissions during the edit and Prep period with the May update being the last one factored into the timetable production. There will be no further updates to course class sizes based on the CSE. However, SMTT and PIA will proactively monitor admissions and enrolment data, flagging to Schools any instances where the CSE figure is at risk of being exceeded.
The CMIS extracts from the Timetables &Room Booking system, show that many events have been split by week. What is the reason for this?
In preparation for the new timetabling system and to support better rooming during the allocations process we will have split all course to individual events. Having done this now it will reduce the need for PoC to ask SMTT to split weeks to accommodate any changes (e.g. adding Academic staff, Lecture Recording opt out or changes) or to resolve unroomed events.
Can PoCs amend unroomed events (time/dates) in June?
Yes, but we would ask that PoC check that suitable space is available and within the agreed utilisation before amending and submitting to SMTT for rooming.