Organisation
All timetabling has a central timetabling function and some aspect of devolved data collection. Responsibility for the central aspect typically sits either with Registry or Estates.
Registry vs. Estates
If located in Estates there may well be a better working relationship with the space manager, whereas if located in Registry there is an opportunity to achieve tighter integration with Registry systems. With the move to personal timetables this latter point has seen more timetablers move across into Registry. Currently about two thirds of SUMS members locate it in Registry with a third still in Estates.
Where it is located in Registry it can be:
- A stand alone unit reporting to the Academic Registrar
- Part of the student systems office
- Combined with exams.
Central vs. Devolved
The most significant influence on performance is the degree to which timetabling is centralised. As stated earlier, central space allocation leads to improved space use. Therefore centralisation of timetabling has to be a goal for every Institution. This does not preclude departmental input of staff teaching availability or local timetabling of specialist rooms such as laboratories. It also does not preclude a transitional step of Faculty timetabling as a pre-cursor to fully central timetabling or indeed at the larger institutions a need to retain Faculty timetabling. Each Institution must decide how this fits with the rest of their administrative structure.
There is a danger in leaving timetabling at the departmental level in that the software is complex and it needs to be a significant part of someone's job for them to become comfortable with it. If it is only a small part of their job they are unlikely to engage with the full functionality of it.